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5.5. Professional Standards. Consultant shall perform all work to the standards of Consultant's profession and in a manner reasonably satisfactory to City. Consultant shall keep itself fully informed of and in compliance with all local, state, and federal laws, rules, and regulations in any manner affecting the performance of this Agreement, including all Cal/OSHA requirements, the conflict of interest provisions of Government Code§ 1090 and the Political Reform Act (Government Code§ 81000 et seq.).
5.6. Avoid Conflicts. During the term of this Agreement, Consultant shall not perform any work for another person or entity for whom Consultant was not working at the Commencement Date if such work would present a conflict interfering with performance under this Agreement. However, City may consent in writing to Consultant's performance of such work.
5.7. Appropriate Personnel. Consultant has, or will secure at its own expense, all personnel required to perform the services identified in the Scope of Services. All such services shall be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. Eric Arroyo shall be Consultant's project administrator and shall have direct responsibility for management of Consultant's performance under this Agreement. No change shall be made in . Consultant's project administrator without City's prior written consent.
5.8. Substitution of Personnel. Any persons named in the proposal or Scope of Services constitutes a promise to the City that those persons will perform and coordinate their respective services under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of City. If City and Consultant cannot agree as to the substitution of key personnel, City may terminate this Agreement for cause.
5.9. Permits and Approvals. Consultant shall obtain, at its sole cost and expense, all permits and regulatory approvals necessary for Consultant's performance of this Agreement. This includes, but shall not be limited to, professional licenses, encroachment permits and building and safety permits and inspections.
5.10. Notification of Organizational Changes. Consultant shall notify the Agreement Administrator, in writing, of any change in name, ownership or control of Consultant's firm or of any subcontractor. Change of ownership or control of Consultant's firm may require an amendment to this Agreement.
5.11. Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such documents shall be made available for inspection, audit, and/or copying at any time during regular Professional Services Agreement - Consultant Services
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DocuSign Envelope ID: 45CF8683-7195-496D-A980-EA 11 EF4F7044 business hours, upon oral or written request of City. In addition, pursuant to Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds ten thousand dollars, all such documents and this Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of City, for a period of three (3) years after final payment under this Agreement.
6. SUBCONTRACTING
6.1. General Prohibition. This Agreement covers professional services of a specific and unique nature. Except as otherwise provided herein, Consultant shall not assign or transfer its interest in this Agreement or subcontract any services to be performed without amending this Agreement.
6.2. Consultant Responsible. Consultant shall be responsible to City for all services to be performed under this Agreement.
6.3. Identification in Fee Schedule. All subcontractors shall be specifically listed and their billing rates identified in the Approved Fee Schedule, Exhibit B. Any changes must be approved by the Agreement Administrator in writing as an amendment to this Agreement.
6.4. Compensation for Subcontractors. City shall pay Consultant for work performed by its subcontractors, if any, only at Consultant's actual cost plus an approved mark-up as set forth in the Approved Fee Schedule, Exhibit B. Consultant shall be liable and accountable for any and all payments, compensation, and federal and state taxes to all subcontractors performing services under this Agreement. City shall not be liable for any payment, compensation, or federal and state taxes for any subcontractors.
7. COMPENSATION
7 .1. General. City agrees to compensate Consultant for the services provided under this Agreement, and Consultant agrees to accept payment in accordance with the Fee Schedule in full satisfaction for such services. Compensation shall not exceed the Maximum Amount. Consultant shall not be reimbursed for any expenses unless provided for in this Agreement or authorized in writing by City in advance. 7 .2. Invoices. Consultant shall submit to City an invoice, on a monthly basis or as otherwise agreed to by the Agreement Administrator, for services performed pursuant to this Agreement. Each invoice shall identify the Maximum Amount, the services rendered during the billing period, the amount due for the invoice, and the total amount previously invoiced. All labor charges shall be itemized by employee name and classification/position with the firm, the corresponding hourly rate, the hours worked, a description of each labor charge, and the total amount due for labor charges.
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DocuSign Envelope ID: 45CF8683-7195-496D-A980-EA 11 EF4F7044 7 .3. Taxes. City shall not withhold applicable taxes or other payroll deductions from payments made to Consultant except as otherwise required by law. Consultant shall be solely responsible for calculating, withholding, and paying all taxes.
7.4. Disputes. The parties agree to meet and confer at mutually agreeable times to resolve any disputed amounts contained in an invoice submitted by Consultant.
7.5. Additional Work. Consultant shall not be reimbursed for any expenses incurred for work performed outside the Scope of Services unless prior written approval is given by the City through a fully executed written amendment. Consultant shall not undertake any such work without prior written approval of the City.
7.6. City Satisfaction as Precondition to Payment. Notwithstanding any other terms of this Agreement, no payments shall be made to Consultant until City is satisfied that the services are satisfactory.
7.7. Right to Withhold Payments. If Consultant fails to provide a deposit or promptly satisfy an indemnity obligation described in Section 11, City shall have the right to withhold payments under this Agreement to offset that amount.
8. PREVAILING WAGES
Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain "public works" and "maintenance" projects. Consultant shall defend, indemnify, and hold the City, tis elected officials, officers, employees, and agents free and harmless form any claim or liability arising out of any failure or alleged failure of Consultant to comply with the Prevailing Wage Laws.
9. OWNERSHIP OF WRITTEN PRODUCTS
All reports, documents or other written material ("written products" herein) developed by Consultant in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City except as provided by law. Consultant may take and retain copies of such written products as desired, but no such written products shall be the subject of a copyright application by Consultant.
10. RELATIONSHIP OF PARTIES
10.1. General. Consultant is, and shall at all times remain as to City, a wholly independent contractor.
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10.2. No Agent Authority. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise to act on behalf of City as an agent. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant's employees, except as set forth in this Agreement. Consultant shall not represent that it is, or that any of its agents or employees are, in any manner employees of City.
10.3. Independent Contractor Status. Under no circumstances shall Consultant or its employees look to the City as an employer. Consultant shall not be entitled to any benefits. City makes no representation as to the effect of this independent contractor relationship on Consultant's previously earned California Public Employees Retirement System ("CalPERS") retirement benefits, if any, and Consultant specifically assumes the responsibility for making such a determination. Consultant shall be responsible for all reports and obligations including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation, and other applicable federal and state taxes.
10.4. Indemnification of CalPERS Determination. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
11. INDEMNIFICATION
11.1 Definitions. For purposes of this Section 11, "Consultant" shall include Consultant, its officers, employees, servants, agents, or subcontractors, or anyone directly or indirectly employed by either Consultant or its subcontractors, in the performance of this Agreement. "City" shall include City, its officers, agents, employees and volunteers.
11.2 Consultant to Indemnify City. To the fullest extent permitted by law, Consultant shall indemnify, hold harmless, and defend City from and against any and all claims, losses, costs or expenses for any personal injury or property damage arising out of or in connection with Consultant's alleged negligence, recklessness or willful misconduct or other wrongful acts, errors or omissions of Consultant or failure to comply with any provision in this Agreement.
11.3 Scope of Indemnity. Personal injury shall include injury or damage due to death or injury to any person, whether physical, emotional, consequential or otherwise, Property damage shall include injury to any personal or real property. Consultant shall not be required to indemnify City for such loss or damage as is caused by the sole active negligence or willful misconduct of the City.
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11.4 Attorneys Fees. Such costs and expenses shall include reasonable attorneys' fees for counsel of City's choice, expert fees and all other costs and fees of litigation.
Consultant shall not be entitled to any refund of attorneys' fees, defense costs or expenses in the event that it is adjudicated to have been non-negligent. 11 .5 Defense Deposit. The City may request a deposit for defense costs from Consultant with respect to a claim. If the City requests a defense deposit, Consultant shall provide it within 15 days of the request.
11.6 Waiver of Statutory Immunity. The obligations of Consultant under this Section 11 are not limited by the provisions of any workers' compensation act or similar act.
Consultant expressly waives its statutory immunity under such statutes or laws as to City.
11.7 Indemnification by Subcontractors. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section 11 from each and every subcontractor or any other person or entity involved in the performance of this Agreement on Consultant's behalf.
11.8 Insurance Not a Substitute. City does not waive any indemnity rights by accepting any insurance policy or certificate required pursuant to this Agreement. Consultant's indemnification obligations apply regardless of whether or not any insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense.
12. INSURANCE
12.1. Insurance Required. Consultant shall maintain insurance as described in this section and shall require all of its subcontractors, consultants, and other agents to do the same.
Approval of the insurance by the City shall not relieve or decrease any liability of Consultant Any requirement for insurance to be maintained after completion of the work shall survive this Agreement.
12.2. Documentation oflnsurance. City will not execute this agreement until it has received a complete set of all required documentation of insurance coverage. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. Consultant shall file with City:
• Certificate of Insurance, indicating companies acceptable to City, with a Best's Rating of no less than A: VII showing. The Certificate of Insurance must include the following reference: background investigations.
• Documentation of Best's rating acceptable to the City. • Original endorsements effecting coverage for all policies required by this Agreement.
• City reserves the right to obtain a full certified copy of any Insurance policy and endorsements. Failure to exercise this right shall not constitute a waiver of the right to exercise later.
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12.3. Coverage Amounts. Insurance coverage shall be at least in the following minimum amounts:
•
•
•
•
Professional Liability Insurance:
General Liability:
• General Aggregate:
• Products Comp/Op Aggregate
• Personal & Advertising Injury
• Each Occurrence
• Fire Damage (any one fire)
• Medical Expense (any 1 person)
Workers' Compensation:
• Workers' Compensation
• EL Each Accident
• EL Disease - Policy Limit
• EL Disease - Each Employee
Automobile Liability
• Any vehicle, combined single limit
$2,000,000 per occurrence,
$2,000,000 aggregate
$2,000,000
$2,000,000
$2,000,000
$2,000,000
$ 100,000
$ 10,000
Statutory Limits
$1,000,000
$1,000,000
$1,000,000
$1,000,000
Any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements or limits shall be available to the additional insured.
Furthermore, the requirements for coverage and limits shall be the greater of (1) the minimum coverage and limits specified in this Agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured
12.4. General Liability Insurance. Commercial General Liability Insurance shall be no less broad than ISO form CG 00 01. Coverage must be on a standard Occurrence form.
Claims-Made, modified, limited or restricted Occurrence forms are not acceptable.
12.5. Worker's Compensation Insurance. Consultant is aware of the provisions of Section 3700 of the Labor Code which requires every employer to carry Workers' Compensation (or to undertake equivalent self-insurance), and Consultant will comply with such provisions before commencing the performance of the work of this Agreement. If such insurance is underwritten by any agency other than the State Compensation Fund, such agency shall be a company authorized to do business in the State of California.
12.6. Automobile Liability Insurance. Covered vehicles shall include owned if any, nonowned, and hired automobiles and, trucks.
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12.7. Professional Liability Insurance or Errors & Omissions Coverage. The deductible or self-insured retention may not exceed $50,000. If the insurance is on a Claims-Made basis, the retroactive date shall be no later than the commencement of the work.
Coverage shall be continued for two years after the completion of the work by one of the following: (1) renewal of the existing policy; (2) an extended reporting period endorsement; or (3) replacement insurance with a retroactive date no later than the commencement of the work under this Agreement.
12.8. Claims-Made Policies. If any of the required policies provide coverage on a claimsmade basis the Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. Claims-Made Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase "extended reporting" coverage for a minimum of five (5) years after completion of contract work.
12.9. Additional Insured Endorsements. The City, its City Council, Commissions, officers, and employees of South Pasadena must be endorsed as an additional insured for each policy required herein, other than Professional Errors and Omissions and Worker's Compensation, for liability arising out of ongoing and completed operations by or on behalf of the Consultant. Consultant's insurance policies shall be primary as respects any claims related to or as the result of the Consultant's work. Any insurance, pooled coverage or self-insurance maintained by the City, its elected or appointed officials, directors, officers, agents, employees, volunteers, or consultants shall be noncontributory. All endorsements shall be signed by a person authorized by the insurer to bind coverage on its behalf. General liability coverage can be provided using an endorsement to the Consultant's insurance at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10 and CG 20 37.
12.10. Failure to Maintain Coverage. In the event any policy is canceled prior to the completion of the project and the Consultant does not furnish a new certificate of insurance prior to cancellation, City has the right, but not the duty, to obtain the required insurance and deduct the premium(s) from any amounts due the Consultant under this Agreement. Failure of the Consultant to maintain the insurance required by this Agreement, or to comply with any of the requirements of this section, shall constitute a material breach of this Agreement.
12.11. Notices. Contractor shall provide immediate written notice if ( 1) any of the required insurance policies is terminated; (2) the limits of any of the required policies are reduced; (3) or the deductible or self-insured retention is increased. Consultant shall provide no less than 30 days' notice of any cancellation or material change to policies required by this Agreement. Consultant shall provide proof that cancelled or expired Professional Services Agreement - Consultant Services
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DocuSign Envelope ID: 45CF8683-7195-496D-A980-EA 11 EF4F7044 policies of insurance have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two weeks prior to the expiration of the coverages. The name and address for Additional Insured Endorsements, Certificates of Insurance and Notices of Cancellation is: City of South Pasadena, Attn: Belinda Varela, Human Resources & Risk Manager, South Pasadena, CA 91030.
12.12. Consultant's Insurance Primary. The insurance provided by Consultant, including all endorsements, shall be primary to any coverage available to City. Any insurance or self-insurance maintained by City and/or its officers, employees, agents or volunteers, shall be in excess of Consultant's insurance and shall not contribute with it.
12.13. Waiver of Subrogation. Consultant hereby waives all rights of subrogation against the City. Consultant shall additionally waive such rights either by endorsement to each policy or provide proof of such waiver in the policy itself.
12.14. Report of Claims to City. Consultant shall report to the City, in addition to the Consultant's insurer, any and all insurance claims submitted to Consultant's insurer in connection with the services under this Agreement.
12.15. Premium Payments and Deductibles. Consultant must disclose all deductibles and self-insured retention amounts to the City. The City may require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within retention amounts. Ultimately, City must approve all such amounts prior to execution of this Agreement.
City has no obligation to pay any premiums, assessments, or deductibles under any policy required in this Agreement. Consultant shall be responsible for all premiums and deductibles in all of Consultant's insurance policies. The amount of deductibles for insurance coverage required herein are subject to City's approval.
12.16. Duty to Defend and Indemnify. Consultant's duties to defend and indemnify City under this Agreement shall not be limited by the foregoing insurance requirements and shall survive the expiration of this Agreement.
13. MUTUAL COOPERATION
13.1. City Cooperation in Performance. City shall provide Consultant with all pertinent data, documents and other requested information as is reasonably available for the proper performance of Consultant's services under this Agreement.
13.2. Consultant Cooperation in Defense of Claims. If any claim or action is brought against City relating to Consultant's performance in connection with this Agreement, Consultant shall render any reasonable assistance that City may require in the defense of that claim or action.
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14. NOTICES
Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on: (i) the day of delivery if delivered by hand, facsimile or overnight courier service during Consultant's and City's regular business hours; or (ii) on the third business day following deposit in the United States mail if delivered by mail, postage prepaid, to the addresses listed below (or to such other addresses as the parties may, from time to time, designate in writing).
If to City
Brian Solinsky, Chief of Police
City of South Pasadena
1414 Mission Street
South Pasadena, CA 91030
Telephone: (626) 403-7273
Facsimile: (626) 403-7241
With courtesy copy to:
Andrew Jared
South Pasadena City Attorney
Colantuono, Highsmith & Whatley, PC
790 E. Colorado Blvd. Ste. 850
Pasadena, CA 9110 l
Telephone: (213) 542-5700
Facsimile: (213) 542-5710
15. SURVIVING COVENANTS
If to Consultant
The parties agree that the covenants contained in paragraph 5.11 (Records), paragraph
10.4 (Indemnification of CalPERS Determination), Section 11 (Indemnity), paragraph
12.8 (Claims-Made Policies), paragraph 13.2 (Consultant Cooperation in Defense of Claims), and paragraph 18.1 (Confidentiality) of this Agreement shall survive the expiration or termination of this Agreement, subject to the provisions and limitations of this Agreement and all otherwise applicable statutes of limitations and repose.
16. TERMINATION
16.1. City Termination. City may terminate this Agreement for any reason on five calendar days' written notice to Consultant. Consultant agrees to cease all work under this Agreement on or before the effective date of any notice of termination. All City data, documents, objects, materials or other tangible things shall be returned to City upon the termination or expiration of this Agreement.
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16.2. Consultant Termination. Consultant may terminate this Agreement for a material breach of this Agreement upon 30 days' notice.
16.3. Compensation Following Termination. Upon termination, Consultant shall be paid based on the work satisfactorily performed at the time of termination. In no event shall Consultant be entitled to receive more than the amount that would be paid to Consultant for the full performance of the services required by this Agreement. The City shall have the benefit of such work as may have been completed up to the time of such termination.
16.4. Remedies. City retains any and all available legal and equitable remedies for Consultant's breach of this Agreement.
17. INTERPRETATION OF AGREEMENT
17 .1. Governing Law. This Agreement shall be governed and construed in accordance with the laws of the State of California.
17 .2. Integration of Exhibits. All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement. In the event of any material discrepancy between the express provisions of this Agreement and the provisions of any document incorporated herein by reference, the provisions of this Agreement shall prevail. This instrument contains the entire Agreement between City and Consultant with respect to the transactions contemplated herein. No other prior oral or written agreements are binding upon the parties. Amendments hereto or deviations herefrom shall be effective and binding only if made in writing and executed on by City and Consultant. 17 .3. Headings. The headings and captions appearing at the commencement of the sections hereof. and in any paragraph thereof, are descriptive only and for convenience in reference to this Agreement. Should there be any conflict between such heading, and the section or paragraph thereof at the head of which it appears, the language of the section or paragraph shall control and govern in the construction of this Agreement.
17.4. Pronouns. Masculine or feminine pronouns shall be substituted for the neuter form and vice versa, and the plural shall be substituted for the singular form and vice versa, in any place or places herein in which the context requires such substitution(s). 17 .5. Severability. If any term or provision of this Agreement or the application thereof to any person or circumstance shall, to any extent, be invalid or unenforceable, then such term or provision shall be amended to, and solely to the extent necessary to, cure such invalidity or unenforceability, and shall be enforceable in its amended form. In such event, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected, and each term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law.
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DocuSign Envelope ID: 45CF8683-7195-496D-A980-EA 11 EF4F7044 17 .6. No Presumption Against Drafter. Each party had an opportunity to consult with an attorney in reviewing and drafting this agreement. Any uncertainty or ambiguity shall not be construed for or against any party based on attribution of drafting to any party.
18. GENERAL PROVISIONS
18.1. Confidentiality. All data, documents, discussion, or other information developed or received by Consultant for performance of this Agreement are deemed confidential and Consultant shall not disclose it without prior written consent by City. City shall grant such consent if disclosure is legally required. All City data shall be returned to City upon the termination or expiration of this Agreement.
18.2. Conflicts of Interest. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Consultant further agrees to file, or shall cause its employees or subcontractor to file, a Statement of Economic Interest with the City's Filing Officer if required under state law in the performance of the services. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer, or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
18.3. Non-assignment. Consultant shall not delegate, transfer, subcontract or assign its duties or rights hereunder, either in whole or in part, without City's prior written consent, and any attempt to do so shall be void and of no effect. City shall not be obligated or liable under this Agreement to any party other than Consultant.
18.4. Binding on Successors. This Agreement shall be binding on the successors and assigns of the parties.
18.5. No Third-Party Beneficiaries. Except as expressly stated herein, there is no intended third-party beneficiary of any right or obligation assumed by the parties.
18.6. Time of the Essence. Time is of the essence for each and every provision of this Agreement.
18.7. Non-Discrimination. Consultant shall not discriminate against any employee or applicant for employment because of race, sex (including pregnancy, childbirth, or related medical condition), creed, national origin, color, disability as defined by law, disabled veteran status, Vietnam veteran status, religion, age (40 and above), medical condition (cancer-related), marital status, ancestry, or sexual orientation. Employment Professional Services Agreement - Consultant Services
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DocuSign Envelope ID: 45CF8683-7195-496D-A980-EA 11 EF4F7044 actions to which this provision applies shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; or in tenns, conditions or privileges of employment, and selection for training. Consultant agrees to post in conspicuous places, available to employees and applicants for employment, the provisions of this nondiscrimination clause.
18.8. Waiver. No provision, covenant, or condition of this Agreement shall be deemed to have been waived by City or Consultant unless in writing signed by one authorized to bind the party asserted to have consented to the waiver. The waiver by City or Consultant of any breach of any provision, covenant, or condition of this Agreement shall not be deemed to be a waiver of any subsequent breach of the same or any other provision, covenant, or condition.
18.9. Excused Failure to Perform. Consultant shall not be liable for any failure to perform if Consultant presents acceptable evidence, in City's sole judgment that such failure was due to causes beyond the control and without the fault or negligence of Consultant.
18.10. Remedies Non-Exclusive. Each right, power and remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise shall be cumulative and shall be in addition to every other right, power, or remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise. The exercise, the commencement of the exercise, or the forbearance from the exercise by any party of any one or more of such rights, powers or remedies shall not preclude the simultaneous or later exercise by such party of any or all of such other rights, powers or remedies.
18.11 . Attorneys' Fees. If legal action shall be necessary to enforce any tenn, covenant or condition contained in this Agreement, the prevailing party shall be entitled to an award of reasonable attorneys' fees and costs expended in the action.
18.12. Venue. The venue for any litigation shall be Los Angeles County, California and Consultant hereby consents to jurisdiction in Los Angeles County for purposes of resolving any dispute or enforcing any obligation arising under this Agreement.
TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement on the dates set forth below.
By: ___ +--"'.:~~------
Signature
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DocuSign Envelope ID: 45CF8683-7195-496D-A980-EA 11 EF4F7044 Title: C)wW.dtL
Date: \ \ l lkl ~--z..
Attest:
By. _____________ _
Desiree Jimenez, CMC
Chief City Clerk
Date: ----------
Approved as to form:
lnOocuSigned by:
By. Li1~~1e~J
Andrew Jared, City Attorney
Date:
11/17/2022
----------
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Approved Fee Schedule
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DocuSign Envelope ID: 45CF8683-7195-496D-A980-EA 11 EF4F7044 If the Police Department request a suspension on the investigation and it was worked on less than 12 hours, which is typical, the Police Department will only be billed at an hourly rate of $85.00 per hour. On the average, a background that is disqualified is between seven to eight hours. Any time past 12 hours will be discussed with the appropriate personnel to determine a fair wage.
Total flat rate price per completed background $1500
The Department will approve, prior to any scheduling commitments, any extended travel or overnight stays that are necessary. These items will be billed at only face value of the travel plus an hourly work rate.
An expedited rate is available and 1.5 times the flat rate price plus the other parameters.
FCRA compliant lovest;aat;ons tor Non-sworn (non-ooncefdjspatcher) pos;t;ons These are what we refer to as mini background investigations. This style of report was developed based on the current teaching for non-sworn positions (i.e. cadets, civilian with access to police departments, clerical, etc) and follow the current Federal standards under the Fair Credit Reporting Act (investigation of job relevant information only).
For these investigations, your applicant will still fill out the appropriate paperwork (including the POST Personal History Statement for Dispatchers) and obtain all the same required documents. You will also need to provide the completed polygraph report as well as the Livescan returns (both will save incredible amounts of time). If you supply all the above, this process will take about one business week. If not, it will depend on the availability of the polygraph appointment.
Using the applicant's supplied paperwork, an IRBSearch generated report, the Livescan results, and the polygraph information, a report using the following areas will be provided:
• Introduction
• Personal Information
o Name, address, phone, social security verifications
• Places Associated with the Applicant
o Court indexing check, local area checks, foreclosure checks, and eviction checks
• Criminal History
o From Livescan and IRBSearch listing with explanations from the applicant 14 - 28
OocuSign Envelope ID: 45CF8683-7195-496D-A980-EA 11 EF4F7044 • Motor Vehicle Operation
o With explanations from the applicant
• Job Specific Training and Certifications
o Includes verifications and printouts
• Social Media Reviews
• Contact with family and personal references
• Three Most Recent Employers (or past seven years' worth of employment) o Includes contact with the most recent supervisor and coworkers • Judgment, Liens, Bankruptcy
o Verification and explanations
• Significant Paperwork Disclosures
o A list of issues found in the applicant's paperwork along with explanations from the applicant
• Polygraph Examination
• Summary
All the above information will be complied, recorded, and sent to you for your own determination of suitability for hire and for filing.
Total flat rate price per completed "mini" background investigation: $1000 For further discussion, please call Eric Arroyo at (909) 268-1442.
Thank you for your consideration.
Eric Arroyo
Eric Arroyo - Owner
Arroyo Background Investigations
14 - 29
Certificate Of Completion
Envelope Id: 45CF86837195496DA980EA11 EF4F7044
Subject: Complete with DocuSign: Contract Arroyo Backround Investigations 11.17 .22.pdf Source Envelope:
Document Pages: 19
Certificate Pages: 5
AutoNav: Enabled
Envelopeld Stamping: Enabled
Signatures: 1
Initials: 2
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
Record Tracking
Status: Original
11/17/2022 11 :39:17 AM
Signer Events
Andrew Jared
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 9/9/2021 3:46:37 PM
ID: 83b21b12-d6f0-448d-bec0-35c08e491 c5b
Ken Louie
[email protected]
DCM - Finance
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 9/9/2021 2:43:42 PM
ID: 8e2492cf-8358-4cce-a429-27213fca2161
In Person Signer Events
Editor Delivery Events
Agent Delivery Events
Intermediary Delivery Events
Certified Delivery Events
Carbon Copy Events
Alison Wehrle
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events
Holder: Brian Solinsky/Laura Mendez
[email protected]
Signature
Signature Adoption: Pre-selected Style
Using IP Address: 52.26.201.146
Signature Adoption: Pre-selected Style
Using IP Address: 24.43.117 .243
Signature
Status
Status
Status
Status
Status
COPIED
Signature
DocuSign
Status: Completed
Envelope Originator:
Brian Solinsky/Laura Mendez
[email protected]
IP Address: 24.43.117 .243
Location: DocuSign
Timestamp
Sent: 11/17/2022 11 :47:21 AM
Viewed: 11/17/2022 12:46:17 PM
Signed: 11/17/2022 12:46:29 PM
Sent: 11/17/2022 11 :47:21 AM
Viewed: 11/17/2022 11 :57:57 AM
Signed: 11/17/202211:58:12AM
Timestamp
Times tamp
Timestamp
Timestamp
Timestamp
Timestamp
Sent: 11/17/2022 11 :47:21 AM
Viewed: 11/17/2022 12:49:37 PM
Times tamp
14 - 30
Notary Events
Envelope Summary Events
Envelope Sent
Certified Delivered
Signing Complete
Completed
Payment Events
Signature
Status
Hashed/Encrypted
Security Checked
Security Checked
Security Checked
Status
Electronic Record and Signature Disclosure
Timestamp
Timestamps
11/17/2022 11 :47:22 AM
11/17/2022 11 :57:57 AM
11/17/202211 :58:12AM
11/17/2022 12:46:29 PM
Timestamps
ATTACHMENT 3
Arroyo Background Investigations
Past Due Invoices
14 - 31
THIS PAGE
INTENTIONALLY
LEFT BLANK
14 - 32
14 - 33
.Armye .Backgreund .lnYestigatians
19510 Van Buren Blvd #F3-192
Riverside, CA 92508 US
. .... -,.2681442
e, .~arroyoinvestigations.com
www .Arroyolnvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
lnvoice
SHIP TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
INVOICE#
3264
DATE
12/04/2023
TOTAL DUE
$2,250.00
DUE DATE
01/03/2024
TERMS
Net30
ENCLOSED
DATE
12/04/2023
ACTIVITY DESCRIPTION
-8euth PasaElenaPelice POST Background Investigation
POST Expedited :
Frank Litterini
BALANCE DUE
QTY RATE
1.50 1,500.00
AMOUNT
2,250.00
$2,2-50 .. 00
14 - 34
.Armye Backgreund .lmtestigatians
19510 Van Buren Blvd #F3-192
Riverside, CA 92508 US
--.'2681442
e, ,[email protected]
www.ArroyoInvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
lnvoice
SHIP TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
INVOICE#
3268
DATE
12/08/2023
TOTAL DUE
$1,500.00
DUE DATE
01/07/2024
TERMS
Net30
ENCLOSED
DATE
12/08/2023
ACTIVITY DESCRIPTION
-Seuth PasaElenaPaliee POST Bacl<ground Investigation:
POST
Francisco Able Torres
BALANCE DUE
QTY
1 RATE
1,500.00
AMOUNT
1,500.00
$1~-580 .. 00
14 - 35
.Arr.eye .Backgreund .lrwestigatiens
19510 Van Buren Blvd #F3-192
Riverside, CA 92508 US
"2681442
0, ,[email protected]
www.Arroyolnvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
Jnvotce
SHIP TO
South Pasad~na Police Department
1422 Mission St
South Pasadena, Ca 91030
INVOICE#
3270
DATE
12/08/2023
TOTAL DUE
$2,250.00
DUE DATE
01/07/2024
TERMS
Net30
ENCLOSED
DATE
12/08/2023
ACTIVITY DESCRIPTION
-SeuthPasadenaPelice POST Background Investigation,
POST Expedited <12
Eddie Brock
BALANCE DUE
QTY RATE
1.50 1,500.00
AMOUNT
2,250.00
$2,2-50 .. 80
14 - 36
.AmJye .Backgreund .lmtesfigatians
19510 Van Buren Blvd #F3-192
R.i_yerside, CA 92508 US
2681442
[email protected]
www.Arroyolnvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
.Jnvo1ce
SHIP TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
INVOICE#
3305
DATE
01/29/2024
TOTAL DUE
$1,500.00
DUE DATE
02/28/2024
TERMS
Net30
ENCLOSED
DATE
01/29/2024
ACTIVITY DESCRIPTION
-Seuth Pasadena Police POST Background Investigation:
POST
Allan Catap
BALANCE DUE
QTY
1 RATE
1,500.00
AMOUNT
1,500.00
$1.,-500 .. 00
14 - 37
.Armye Backgreuna Jmtestigattans
19510 Van Buren Blvd #F3-192
Riverside, CA 92508 US
-"2681442
Jnvoice
b, ,c.4)arroyoinvestigations.com
www.Arroyolnvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
INVOICE#
3316
South Pasadena, Ca 91030
DATE
02/15/2024
ACTIVITY
TOTAL DUE
$1,000.00
DESCRIPTION
SHIP TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
DUE DATE
03/16/2024
TERMS
Net30
QTY
ENCLOSED
RATE AMOUNT
DATE
02/15/2024 -Seuth Pasadena Fe.RA South Pasadena FCRA Compliant 1 1,000.00 1,000.00 .Re.pert Report Ashley Flores
BALANCE DUE $1.,888 .. 80
14 - 38
Aaeye Backgreund Jnvesfigattans
19510 Van Buren Blvd #F3-192
f:ll_yerside, CA 92508 US
2681442
[email protected]
www.ArroyoInvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
SouthPasadena,Ca 91030
lnvolce
SHIP TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
INVOICE#
3341
DATE
03/12/2024
TOTAL DUE
$1,500.00
DUE DATE
04/11/2024
TEAMS
Net30
ENCLOSED
DATE
03/12/2024
ACTIVITY DESCRIPTION
-Seuth Pas&ElanaPalice POST Background Investigation:
POST
Dave Jones
BALANCE DUE
QTY
1 RATE
1,500.00
AMOUNT
1,500.00
$1.,-58El.88
14 - 39
.ArmyeBackgreund.lmlestigatians
19510 Van Buren Blvd #F3-192
Riverside, CA 92508 US
--- ~681442
er ,[email protected]
www.Arroyolnvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
South·Pasadena, Ca 91030
Jnvelce
SHIP TO
South Pasadena Police Department
1422 Mission St
SouthPasadena,Ca 91030
INVOICE#
3352
DATE
03/20/2024
TOTAL DUE
$1,500.00
DUE DATE
04/19/2024
TERMS
Net30
ENCLOSED
DATE
03/20/2024
ACTIVITY DESCRIPTION
-Sooth PasaElanaPalice POST Background Investigation:
POST
Merrill Ladenheim
BALANCE DUE
QTY
1 RP.TE
1,500.00
Arl,10UNT
1,500.00
$1.,-588 .. 88
14 - 40
.Arr.eye Background .lnvestigatians
19510 Van Buren Blvd #F3-192
Riverside, CA 92508 US
-2681442
lnvolce
e, [email protected]
www.Arroyolnvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
INVOICE#
3357
South Pasadena, Ca 91030
DATE
03/20/2024
ACTIVITY
TOTAL DUE
$1,500.00
DESCRIPTION
SHiPTO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
DUE DATE
04/19/2024
TERMS
Net30
ENCLOSED
DATE
03/20/2024 -Seuth Pasadena Palice POST Background Investigation:
QTY
1 RATE
1,500.00
POST
Mark Lillienfeld
BALANCE DUE
AMOUNT
1,500.00
14 - 41
.Aaeye .Backgreund .lnYestigatians
19510 Van Buren Blvd #F3-192
Riverside, CA 92508-US
.. ,. -~'2681442
· e, ,[email protected]
www.ArroyoInvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
Jnvoice
SHIP TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
INVOICE#
3363
DATE
03/29/2024
TOTAL DUE
$1,500.00
DUE DATE
04/28/2024
TERMS
Net30
ENCLOSED
DATE
03/29/2024
ACTIVITY DESCRIPTION
-Seuth PasaElanaPelice POST Background Investigation:
POST
Griselda Alvarez
BALANCE DUE
QTY
1 RATE
1,500.00
AMOUNT
1,500.00
$1.,-580 .. 88
14 - 42
.Armye .Backgreund .lnYestigatians
19510 Van Buren Blvd #F3-192
Riverside, CA 92508 US
. .... -,.2681442
e, .~arroyoinvestigations.com
www .Arroyolnvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
lnvoice
SHIP TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
INVOICE#
3264
DATE
12/04/2023
TOTAL DUE
$2,250.00
DUE DATE
01/03/2024
TERMS
Net30
ENCLOSED
DATE
12/04/2023
ACTIVITY DESCRIPTION
-8euth PasaElenaPelice POST Background Investigation
POST Expedited :
Frank Litterini
BALANCE DUE
QTY RATE
1.50 1,500.00
AMOUNT
2,250.00
$2,2-50 .. 00
14 - 43
.Armye Backgreund .lmtestigatians
19510 Van Buren Blvd #F3-192
Riverside, CA 92508 US
--.'2681442
e, ,[email protected]
www.ArroyoInvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
lnvoice
SHIP TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
INVOICE#
3268
DATE
12/08/2023
TOTAL DUE
$1,500.00
DUE DATE
01/07/2024
TERMS
Net30
ENCLOSED
DATE
12/08/2023
ACTIVITY DESCRIPTION
-Seuth PasaElenaPaliee POST Bacl<ground Investigation:
POST
Francisco Able Torres
BALANCE DUE
QTY
1 RATE
1,500.00
AMOUNT
1,500.00
$1~-580 .. 00
14 - 44
.Arr.eye .Backgreund .lrwestigatiens
19510 Van Buren Blvd #F3-192
Riverside, CA 92508 US
"2681442
0, ,[email protected]
www.Arroyolnvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
Jnvotce
SHIP TO
South Pasad~na Police Department
1422 Mission St
South Pasadena, Ca 91030
INVOICE#
3270
DATE
12/08/2023
TOTAL DUE
$2,250.00
DUE DATE
01/07/2024
TERMS
Net30
ENCLOSED
DATE
12/08/2023
ACTIVITY DESCRIPTION
-SeuthPasadenaPelice POST Background Investigation,
POST Expedited <12
Eddie Brock
BALANCE DUE
QTY RATE
1.50 1,500.00
AMOUNT
2,250.00
$2,2-50 .. 80
14 - 45
.AmJye .Backgreund .lmtesfigatians
19510 Van Buren Blvd #F3-192
R.i_yerside, CA 92508 US
2681442
[email protected]
www.Arroyolnvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
.Jnvo1ce
SHIP TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
INVOICE#
3305
DATE
01/29/2024
TOTAL DUE
$1,500.00
DUE DATE
02/28/2024
TERMS
Net30
ENCLOSED
DATE
01/29/2024
ACTIVITY DESCRIPTION
-Seuth Pasadena Police POST Background Investigation:
POST
Allan Catap
BALANCE DUE
QTY
1 RATE
1,500.00
AMOUNT
1,500.00
$1.,-500 .. 00
14 - 46
.Armye Backgreuna Jmtestigattans
19510 Van Buren Blvd #F3-192
Riverside, CA 92508 US
-"2681442
Jnvoice
b, ,c.4)arroyoinvestigations.com
www.Arroyolnvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
INVOICE#
3316
South Pasadena, Ca 91030
DATE
02/15/2024
ACTIVITY
TOTAL DUE
$1,000.00
DESCRIPTION
SHIP TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
DUE DATE
03/16/2024
TERMS
Net30
QTY
ENCLOSED
RATE AMOUNT
DATE
02/15/2024 -Seuth Pasadena Fe.RA South Pasadena FCRA Compliant 1 1,000.00 1,000.00 .Re.pert Report Ashley Flores
BALANCE DUE $1.,888 .. 80
14 - 47
Aaeye Backgreund Jnvesfigattans
19510 Van Buren Blvd #F3-192
f:ll_yerside, CA 92508 US
2681442
[email protected]
www.ArroyoInvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
SouthPasadena,Ca 91030
lnvolce
SHIP TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
INVOICE#
3341
DATE
03/12/2024
TOTAL DUE
$1,500.00
DUE DATE
04/11/2024
TEAMS
Net30
ENCLOSED
DATE
03/12/2024
ACTIVITY DESCRIPTION
-Seuth Pas&ElanaPalice POST Background Investigation:
POST
Dave Jones
BALANCE DUE
QTY
1 RATE
1,500.00
AMOUNT
1,500.00
$1.,-58El.88
14 - 48
.ArmyeBackgreund.lmlestigatians
19510 Van Buren Blvd #F3-192
Riverside, CA 92508 US
--- ~681442
er ,[email protected]
www.Arroyolnvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
South·Pasadena, Ca 91030
Jnvelce
SHIP TO
South Pasadena Police Department
1422 Mission St
SouthPasadena,Ca 91030
INVOICE#
3352
DATE
03/20/2024
TOTAL DUE
$1,500.00
DUE DATE
04/19/2024
TERMS
Net30
ENCLOSED
DATE
03/20/2024
ACTIVITY DESCRIPTION
-Sooth PasaElanaPalice POST Background Investigation:
POST
Merrill Ladenheim
BALANCE DUE
QTY
1 RP.TE
1,500.00
Arl,10UNT
1,500.00
$1.,-588 .. 88
14 - 49
.Arr.eye Background .lnvestigatians
19510 Van Buren Blvd #F3-192
Riverside, CA 92508 US
-2681442
lnvolce
e, [email protected]
www.Arroyolnvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
INVOICE#
3357
South Pasadena, Ca 91030
DATE
03/20/2024
ACTIVITY
TOTAL DUE
$1,500.00
DESCRIPTION
SHiPTO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
DUE DATE
04/19/2024
TERMS
Net30
ENCLOSED
DATE
03/20/2024 -Seuth Pasadena Palice POST Background Investigation:
QTY
1 RATE
1,500.00
POST
Mark Lillienfeld
BALANCE DUE
AMOUNT
1,500.00
14 - 50
.Aaeye .Backgreund .lnYestigatians
19510 Van Buren Blvd #F3-192
Riverside, CA 92508-US
.. ,. -~'2681442
· e, ,[email protected]
www.ArroyoInvestigations.com
BILL TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
Jnvoice
SHIP TO
South Pasadena Police Department
1422 Mission St
South Pasadena, Ca 91030
INVOICE#
3363
DATE
03/29/2024
TOTAL DUE
$1,500.00
DUE DATE
04/28/2024
TERMS
Net30
ENCLOSED
DATE
03/29/2024
ACTIVITY DESCRIPTION
-Seuth PasaElanaPelice POST Background Investigation:
POST
Griselda Alvarez
BALANCE DUE
QTY
1 RATE
1,500.00
AMOUNT
1,500.00
$1.,-580 .. 88
City Council
Agenda Report ITEM NO. ____
DATE: April 17, 2024
FROM: Arminé Chaparyan, City Manager
PREPARED BY: Sheila Pautsch, Community Services Director SUBJECT: Consideration of an Appropriation of $54,450 for the Annual Fourth of July Event and Approval of a Contract with PyroSpectaculars, Inc. in the Amount of $35,590 for the Fourth of July Fireworks Display
Recommendation
It is requested that the City Council consider:
1. Appropriation of $54,450 from the General Fund balance to the Community Services Special Events Account No. 101-8030-8031-8264 to fund the costs that occur in Fiscal Year 2023-2024 for the annual Fourth of July event ; and
2. Approve the contract with Pyro-Spectaculars, Inc. in the amount of $35,590 for the Fourth of July Fireworks display.
Background
City Staff is preparing for the annual Fourth of July event (Event) in the City. Staff is recommending an appropriation of $54,450 for costs associated with the annual event that occur in Fiscal Year 2023-2024, and approval of the award of contract to PyroSpectaculars, Inc. for the Fourth of July fireworks display.
Analysis
Over the past several years, Pyro-Spectaculars, Inc. (Pyro) has been the vendor of the fireworks show. Pyro has created a great display of fireworks along with music for participants to enjoy. In 2023, City Council explored the opportunity to shift the pyrotechnics display to a drone display, and after consideration of options and costs, directed staff to continue utilizing pyrotechnics for future events. The Community Services Department (Department) utilized a competitive bidding process through PlanetBids in seeking vendors for the fireworks display. Staff received three responses to the proposal, only one of which is able to provide the fireworks display for our community; as shown below, one vendor requires a minimum expenditure of $50,000 and the other vendor is not accepting new clients.
Vendor Cost Notes
The Dancing Fire Entertainment N/A Minimum proposal starts at $50,000 Zambelli Fireworks N/A Not accepting new clients
Pyro-Spectaculars, Inc 35,000 Plus $590 permit fee
15 - 1
15 Consider the Appropriation of Funds and Award of Contract to Pyro-Spectaculars, Inc.
April 17, 2024
Staff recommends an award of contract to Pyro, as they have proven over the years that they can produce extraordinary fireworks shows at a reasonable cost to the City.
This year, Pyro will showcase an extravagant show for the 40th anniversary of the fireworks display.
The proposal from Pyro includes a 20-minute custom-designed Sky Concert fireworks show in the amount of $35,000. This is a full-service program that includes the necessary pre-production services, music production and choreography, the services of a licensed pyrotechnic operator, a specialized crew, an electronic firing system, and pyrotechnic safety equipment used for support and protection. An additional $590 is required for the Fireworks Permit. Staff (Community Services, Public Works, Fire and Police) work together to plan for public safety measures. The set-up of the fireworks display is contained to the South Pasadena High School baseball field, and a quarter of the football field which is off-limits to the general public is used for the drop zone. All safety-related zones including the drop zone are approved by the Fire Department.
Concerning the requested appropriation, in 2023 the annual Fourth of July Event was funded by the General Fund in the amount of $50,000. As staff began to plan for the event, the true costs of the event became apparent, which delayed payments to FY 2023/24. This was the first year that the City fully assumed the planning and execution of the event and all requirements associated with it, while working closely with the Festival of Balloons volunteer committee. Staff took this opportunity to capture the true cost of all elements of the event, including the three distinct events of the day (Festival of Balloons, Party in the Park, Fireworks Display), staffing, appropriate street closure barriers, etc.
The expenses for the 2023 event were $84,477, and total City staff costs amounted to $22,000, for a total event cost of $106,677. After all expenses were paid, the remaining balance in the Special Events account in this year’s budget is $7,601. Given that this event takes place just a few days into a new fiscal year every year, and there are upfront costs in planning of the event months in advance, this remaining amount will not be sufficient funds to cover expenses for costs that occur in this fiscal year for the Event.
With this staff report, Staff is requesting an appropriation of $54,450 to cover the expenses incurred in this budget year for the 2024 Event. This amount is inclusive of higher permit fees anticipated by the South Pasadena Unified School District; staff has been working closely with SPUSD staff to right-size our facility and permit requests, as they too, are working on capturing their true costs for facilitating certain events. SPUSD staff has been amenable to working with us, and staff will provide an update to the City Council as to the total permit costs associated with the 2024 event. Additional funding request will be included in the Community Services FY 2024/25 budget, to cover the remaining anticipated event cost amount of $80,550, inclusive of start-up costs for the 2025 event. The total cost of the Event for 2024 is estimated at $135,000, which includes City Staff costs and SPUSD estimated costs.
15 - 2
Consider the Appropriation of Funds and Award of Contract to Pyro-Spectaculars, Inc.
April 17, 2024
The chart below lists each portion of the event day (Parade, Party, and Fireworks) and the estimated costs to be incurred in the corresponding budget year for the 2024 Fourth of July Event.
Parade FY 2023/24 (deposit) FY 2024/25
Poster Contest $500
Radios $500
Power Wash (Library) $325
Power Wash (Fire) $500
Sound $1,300
Meridian Barriers $15,000
Street Closure Supplies $5,000
Event Shirts $1,250
Decorations and Supplies $1,000
Totals $7,750 $17,625
Grand Total $25,375
Staff purchased some reusable items for the 2023 event (reusable balloons, signage, flags, etc.) which do not need to be replaced or repurchased for this year’s event.
Party in the Park FY 2023/24 (deposit) FY 2024/25
Jumpers $750 $750
Portable restrooms, handwash
stations, 3 -compartment sink
$1,200
LA County Health Permit $1,300
Power Wash (Gazebos) $495
Supplies, Decorations & Prizes $500
Total $2,550 $2,445
Grand Total $4,995
Last year, the football field at the High School was unavailable for use, as the turf was being installed. This year, we return the Party in the Park to the football field, which provides some cost savings for this portion of the day.
Fireworks FY 2023/24 (deposit) FY 2024/25
Pyro-Spectacular, Inc $18,090 $17,500
Sound, lighting, stage $10,000
Band $2,000
Street Banner $3,000
Supplies $100
SPUSD Permit Fee $22,960
Total $44,150 $29,500
Grand Total $73,650
15 - 3
Consider the Appropriation of Funds and Award of Contract to Pyro-Spectaculars, Inc.
April 17, 2024
Total estimated costs for the 2024 event:
Revenue from Ticket Sales
Revenue generated from fireworks display ticket sales for the 2023 event totaled $17,066 (with 1,420 tickets sold at $11 pre-sale and $13 at-the-door costs). An Additional 80 tickets were reserved for poster contest winners and families, parade drivers, and city staff and families. Ticket sales were limited due to not having access to the field for viewing while the field was under construction. Staff suggest an increase to ticket sales costs to $20 for the 2024 event, in consideration of charging a competitive rate as compared to area-display, and year-over-year increased costs to hosting the event. If ticket sales reach the anticipated 2,500 attendees, revenue would be estimated at $50,000 which is one-third of the entire budget for this event, and provide some level of cost-recovery.
Alternatives:
1. City Council provide direction on entire event
2. City Council provide direction on a portion of the event’s elements
3. City Council provide direction on number of complimentary tickets to parade volunteers, poster contest winners and staff
4. City Council direct staff to consider alternative locations for future events Key Performance Indicators and Strategic Plan
This item is part of the Community Services Department Key Performance Indicators identified in the Fiscal Year 2023-2024 Budget.
Commission Review and Recommendation
This item was reviewed by the Finance Commission at their March 28, 2024 meeting.
The Commission recommended approval of the item to the City Council, and wish to see the event retained, with a consideration of the number of free fireworks display tickets allotted to community members. Finance Commission also suggested working with Finance to capture and plan for the entire event’s costs in one fiscal year moving forward.
Estimated Expenses for July 4, 2024
Event Area 2023/24 2024/25 Total
Parade $7,750 $17,625 $25,375
Party in the
Park
$2,550 $2,445 $4,995
Fireworks
Show
$44,150 $29,500 $73,650
Staff Costs (event is in next FY) $30,980 $30,980
$54,450 $80,550 $135,000
Total Event Cost $135,000
15 - 4
Consider the Appropriation of Funds and Award of Contract to Pyro-Spectaculars, Inc.
April 17, 2024
Fiscal Impact
The total Event cost is $135,000. With consideration of the request of appropriation of $54,450 from the General Fund to Account No.101-8030-8031-8264 (Special Events), funds will be available to provide the deposit for the fireworks contract, and school district payment as well as purchases needed for services and supplies in FY 2023/24.
The remaining cost of $80,550 will be budgeted in the Community Services FY 2024-25 budget.
Attachments:
1. Agreement with Pyro-Spectaculars, Inc.
2. Production Invoice
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ATTACHMENT 1
Agreement with Pyro-Spectaculars, Inc.
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December 7, 2023
City of South Pasadena
Sheila Pautsch
1414 Mission St.
South Pasadena, CA 91030
Subject: Proposal for Balloon Festival 40th Anniversary on July 4, 2024, PROGRAM "A" for $35,000.00.
Pyrotechnics:
Theatrical Effects:
Drones:
Dear Sheila Pautsch,
D Close Proximity
Spark Machines
D Confetti/Streamers
D Light Animations
fg]Display Fireworks
Flames
Lights
D Accents
□ Firecracker
□ CO2 Cryo Jets
Foggers
Pyro Spectaculars, Inc. is delighted to present our proposal for the full-service custom-designed PROGRAM "A" for the production of your upcoming Balloon Festival 40th Anniversary. We are confident that our production capabilities and crew experience will result in the display of an unforgettable experience for your audience.
Enclosed you will find three important documents that outline our PROGRAM "A" proposal in detail:
l. Product Synopsis - Proposal: Provides the specifications of the devices and products to be used in your event
2. Production Agreement: Presents the terms and conditions for the production of your event, including engagements, duties, and payment dates and amounts.
3. Scope of Work: Outlines the responsibilities and services to be provided by both Pyro Spectaculars, Inc. and City of South Pasadena that will be necessary for the execution of the production of your event, along with insurance limits and requirements.
To secure your program, return the fully executed Production Agreement, and initial payment to our office by the PRICE FIRM date, March 4, 2024. Please note that program availability, pricing, and show date may be subject to change if these are not timely received.
If you have any questions, or wish to discuss your program in detail, please do not hesitate to contact either myself or your dedicated Customer Service Representative, Luis Ruiz, at (909) 355- 8120, extension 227.
Sincerely,
Pyro Spectaculars, Inc.
Aaron Beargeon, Show Producer
Pyro Spectaculars, Inc.
P.O. Box 2329, Rialto, CA 92377 • Phone : {909) 355- 8120 • Fax: {909) 355-9813 15 - 11
Pyrotechnic Fireworks Proposal
City of South Pasadena
PROGRAM "A" - July 4, 2024
$35,000.00.
Main Body - Aerial Shells
Description
♦ 2.5" Sky Concert Selections
♦ 3" Sky Concert Selections
Quantity
300
300
Total of Main Body - Aerial Shells 600
Pyrotechnic Devices
Description
♦ Sousa Diamond Line Custom Multishot Device
♦ Sousa Pro-formance Mulitshot Device
♦ Sousa Emerald Line Custom Multishot Device
♦ Sousa Sapphire Line Custom Multishot Device
♦ Sousa Silver Line Custom Multishot Device
♦ Sousa Pearl Line Custom Multishot Device
Quantity
630 Shots
320 Shots
420 Shots
500 Shots
526 Shots
100 Shots
Total of Pyrotechnic Devices 2,496
Grand Finale
Description
♦ 2.5" Sky Concert Bombardment Shells
♦ 3" Sky Concert Bombardment Shells
Quantity
198
195
Total of Grand Finale 393
Grand Total 3,489
Product descriptions are for specification of product quality, classification, and value. Final product selections will be based on availability, suitability, and overall artistic style. 15 - 12
Pyro Spectaculars, Inc.
P.O. Box 2329
Rialto, CA 92377
Tel: 909-3 55-8120 :::: Fax: 909-355-9813
PRODUCTION AGREEMENT
City of South Pasadena
Program A
July 4, 2024
Page l of4
This agreement ("Agreement") is made this ____ day of _____ , 202 by and between Pyro Spectaculars, Inc., a California corporation, hereinafter referred to as ("PYRO"), and City of South Pasadena, hereinafter referred to as ("CLIENT'). PYRO and CLIENT are sometimes referred to as "Party" or collectively as "Parties" herein.
I. Engagement - CLIENT hereby engages PYRO to provide to CLIENT one fireworks production ("Production"), and PYRO accepts such engagement upon all of the promises, terms and conditions hereinafter set forth. The Production shall be substantially as outlined in Program "A", attached hereto and incorporated herein by this reference.
1.1 PYRO Duties - PYRO shall provide all pyrotechnic equipment, trained pyrotechnicians, shipping, pyrotechnic products, application for specific pyrotechnic permits ( the cost of which, including standby fees, shall be paid by CLIENT) relating to the Production, insurance covering the Produclion and the otlrnr things on its part 10 be pc-rfonned, including preproduction services, all as more pecifically set forth below in this Agreement and in the Scope of Work ("Scope of Work''), anaohed hereto, incorporated herein by this rcfcn:nce, and made a part of this Agreement as though set forth fully herein.
1.2 CLIE T Duties - CLIENT shall provide to PYRO a suitable site ("Site") for the Production, security for the Site as set forth in Paragraph 6 hereof, access to the Site, any permission necessary to utilize the Site for the Production, and the other things on its part to be performed as more specifically set forth below in this Agreement and in the Scope of Work. All Site arrangements are subject to PYRO's reasonable approval as to pyrotechnic safety, suitability, and security. All other conditions of the Site shall be the responsibility of CLIENT, including, but not limited to, access, use, control, parking and general safety with respect to the public, CLIENT personnel and other contractors.
2. Time a nd Place - The Production shall take place on Julv 4. 2024, at approximately ~:00 r :v1, at outh Pasadena . r. High chool busebnU 11cld, 1401 Fremont Ave., ou th Pasadena, CA, Site.
3. Fees, Interest, a nd Expenses -
3.1 Fee - CLIENT agrees to pay PYRO a fee of $35.000.00 USO (THIRTY-Fl E T IIOl.i AND DOLLAR ) ("Fee") for the Production.
CLIENT shall pay to PYRO an initial payment ("Initial Payment") equal to 50 % of the Production Fee $17.500.00 USO (SE ENTEE1 T II O H . OREO OOLL R ) plus estimated permit and standby fees, and other regulatory costs approximated at S590.00 OR an amount to be determined, for a total of S 18,090.00, upon the execution of this Agreement by both parties but no later than .\II arch 4. 2024. The Initial Payment is a partial payment toward the preproduction services and costs set forth in the Scope of Work ("Preproduction Services and Costs".) The balance of the Fee shall be paid no later than July 5. 2024. CLIENT authorizes PYRO to receive and verify credit and financial information concerning CLIENT from any agency, person or entity including but not limited to credit reporting agencies. The "PRICE FIRM" date, the date by which the executed Agreement must be delivered to Pyro, is set forth in paragraph 20.
3.2 Interest - In the event that the Fee is not paid in a timely manner, CLIENT will be responsible for the payment of 1.5% interest per month or 18% annually on the unpaid balance. If litigation arises out of this Agreement, the prevailing party shall be entitled to reasonable costs incurred in connection with the litigation, including, but not limited to attorneys' fees. 3 .3 Expc.nses - PYRO shall pay all normal expenses directly related to the Production including freight, insurance as outlined, pyrotechnic products, pyrotechnic equipment, experienced pyrotechnic personnel to set up and discharge the pyrotechnics and those additional items as outlined as PYRO's responsibility in the Scope of Work. CLIENT shall pay all costs related to the Production not supplied by PYRO including, but not limited to, those items outlined as CLIENT's responsibility in this Agreement and Scope of Work.
4. Proprietarv Rlghts - PYRO represents and warrants that it owns all copyrights, including performance rights, to this Production, except that PYRO does not own CLIENT-owned material or third-party-owned material that has been included in the Production, and as to such CLIENT-owned and third-partyowned material, CLIENT assumes full responsibility therefore. CLIENT agrees that PYRO shall retain ownership of, and all copyrights and other rights to, the Production, except that PYRO shall not acquire or retain any ownership or other rights in or to CLLENT-owncd material and third-party-own,:d m01crial and shall not be responsible in any way for such material. If applicable, CLIENT consents to the use of CLI ENT-owned material and represents that it has or wi.11 obtain any permission from appropriate third parties sufficient to authorize public exhibition of any such material in connection with this Production. PYRO reserves the ownership rights in its trade names that are used in or are a product of the Production. Any reproduction by sound, video or other duplication or recording process without the express written permission of PYRO is prohibited.
5. Safety - PYRO and CLIENT shall each comply with applicable federal, state and local laws and regulations and employ safety programs and measures consistent with recognized applicable industry standards and practices. At all times before and during the Production, it shall be within PYRO's sole discretion to detennine whether or not the Production may be safely discharged or continued. It shall not constitute a breach of this Agreement by PYRO for fireworks to fail or malfunction, or for PYRO to detennine that the Production cannot be discharged or continued as a result of any conditions or circumstances affecting safety beyond the reasonable control of PYRO.
6. Security - CLIENT shall provide adequate security personnel, barricades, and Police Department services as may be necessary to preclude individuals other than those authorized by PYRO from entering an area to be designated by PYRO as the area for the set-up and discharge of the Production, including a fallout area satisfactory to PYRO where the pyrotechnics may safely rise and any debris may safely fall. PYRO shall have no responsibility for monitoring or controlling CLIENT's other contractors, providers or volunteers; the public; areas to which the public or contractors have access; or any other public or contractor facilities associated with the Production.
7. Cleanup - PYRO shall be responsible for the removal of all equipment provided by PYRO and clean up of any live pyrotechnic debris made necessary by PYRO. CLIENT shall be responsible for any other clean up which may be required of the Production or set-up, discharge and fallout areas including any environmental clean-up.
PSI Y-202 1-2
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Pyro Spectaculars, Inc.
P.O. Box 2329
Rialto, CA 92377
Tel: 909-355-8120 ::: : Fax: 909-355-9813
City of South Pasadena
Program A
July 4, 2024
Page: 2 of 4
8. Permits - PYRO agrees to apply for permits for the firing of pyrotechnics only from the SOUTH PASADENA FIRE DEPARTMENT, FAA, and USCG, if required. CLIENT shall be responsible for any fees associated with these permits including standby fees. CLIENT shall be responsible for obtaining any other necessary permits, paying associated fees, and making other appropriate arrangements for Police Departments, other Fire Departments, road closures, event/activity or land use permits or any permission or permit required by any Local, Regional, State or Federal Government.
9. l.nsurance - PYRO shall at all times during the performance of services herein ensure that the following insurance is maintained in connection with PYRO's performance of this Agreement: (I) commercial general liability insurance, including products, completed operations, and contractual liability under this Agreement; (2) automobile liability insurance, (3) workers' compensation insurance and employer liability insurance. Such insurance is to protect CLIENT from claims for bodily injury, including death, personal injury, and from claims of property damage, which may arise from PYRO's performance of this Agreement, only. The types and amounts of coverage shall be as set forth in the Scope of Work. Such insurance shall not include claims which arise from CLIENT's negligence or willful conduct or from failure of CLIENT to perform its obligations under this Agreement, coverage for which shall be provided by CLIENT.
The coverage of these policies shall be subject to reasonable inspection by CLIENT. Certificates of Insurance evidencing the required general liability coverage shall be furnished to CLIENT prior to the rendering of services hereunder and shall include that the following are named as additionally insured: CLIENT; Sponsors, Landowners, Barge Owners, if any; and Permitting Authorities, with respect to the operations of PYRO at the Production. Pyrotechnic subcontractors or providers, if any, not covered under policies of insurance required hereby, shall secure, maintain and provide their own insurance coverage with respect to their respective operations and services.
10. Indemnification - PYRO represents and warrants that it is capable of furnishing the necessary experience, personnel, equipment, materials, providers, and expertise to produce the Production in a safe and professional manner. Notwithstanding anything in this Agreement to the contrary, PYRO shall indemnify, hold harmless, and defend CLIENT and the additional insureds from and against any and all claims, actions, damages, liabilities and expenses, including but not limited to, attorney and other professional fees and court costs, in connection with the loss of life, personal injury, and/or damage to property, arising from or out of the Production and the presentation thereof to the extent such are occasioned by any act or omission of PYRO, their officers, agents, contractors, providers, or employees. CLIENT shall indemnify, hold harmless, and defend PYRO from and against any and all claims, actions, damages, liability and expenses, including but not limited to, attorney and other professional fees and court costs in connection with the loss of life, personal injury, and/or damage to property, arising from or out of the Production and the presentation thereof to the extent such are occasioned by any act or omission of CLIENT, its officers, agents, contractors, providers, or employees. In no event shall either party be liable for the consequential damages of the other party. 11 . Limitation of Damages for Ordinarv Breach - Except in the case of bodily injury and property damage as provided in the insurance and indemnification provisions of Paragraphs 9 and 10, above, in the event CLIENT claims that PYRO has breached this Agreement or was otherwise negligent in performing the Production provided for herein, CLIENT shall not be entitled to claim or recover monetary damages from PYRO beyond the amount CLIENT has paid to PYRO under this Agreement, and shall not be entitled to claim or recover any consequential damages from PYRO including, without limitation, damages for loss of income, business or profits.
12. Force 'laieurc -CLIENT agrees to assume the risks of weather, strike, civil unrest, terrorism, military action, governmental action, and any other causes beyond the control of PYRO which may prevent the Production from being safely discharged on the scheduled date, which may cause the cancellation of any event for which CLIENT has purchased the Production, or which may affect or damage such portion of the exhibits as must be placed and exposed a necessary time before the Production. If, for any such reason, PYRO is not reasonably able to safely discharge the Production on the scheduled date, or at the scheduled time, or should any event for which CLIENT has purchased the Production be canceled as a result of such causes, CLIENT may (i) reschedule the Production and pay PYRO such sums as provided in Paragraph 13, or (ii) cancel the Production and pay PYRO such sums as provided in Paragraph 14, based upon when the Production is canceled.
13. Rescheduling or Event - lfCLIENT elects to reschedule the Production, PYRO shall be paid the original Fee plus all additional expenses made necessary by rescheduling plus a 15% service fee on such additional expenses. Said expenses will be invoiced separately and payment will be due in full within 5 days of receipt. CLIENT and PYRO shall agree upon the rescheduled date taking into consideration availability of permits, materials, equipment, transportation and labor. The Production shall be rescheduled for a date not more than 90 Days subsequent to the date first set for the Production. The Production shall not be rescheduled to a date, or for an event, that historically has involved a fireworks production. The Production shall not be rescheduled between June 15th and July 15th unless the original date was July 4th of that same year, or between December 15th and January 15th unless the original date was December 31st of the earlier year unless PYRO agrees that such rescheduling will not adversely affect normal business operations during those periods.
14. Righi To Cancel - CLIENT shall have the option to unilaterally cancel the Production prior to the scheduled date. If CLIENT exercises this option, CLIENT agrees to pay to PYRO, as liquidated damages, the following percentages of the Fee as set forth in Paragraph 3.1. I) 50% if cancellation occurs 30 or more days prior to the scheduled date, 2) 75% ifcancellation occurs 15 to 29 days prior to the scheduled date, 3) I 00% thereafter. In the event CLIENT cancels the Production, it will be impractical or extremely difficult to fix actual amount of PYRO's damages. The foregoing represents a reasonable estimate of the damages PYRO will suffer if CLIENT cancels the Production.
15. o Joint Vc.nturc - It is agreed, nothing in this Agreement or in PYRO's performance of the Production shall be construed as forming a partnership or joint venture between CLIENT and PYRO. PYRO shall be and is an independent contractor with CLIENT and not an employee of CLIENT. The Parties hereto shall be severally responsible for their own separate debts and obligations and neither Party shall be held responsible for any agreements or obligations not expressly provided for herein.
16. Applicable Law -This Agreement and the rights and obligations of the Parties hereunder shall be construed in accordance with the laws of California.
It is further agreed that the Central Judicial District of San Bernardino County, California, shall be proper venue for any such action. In the event that the scope of the Production is reduced by authorities having jurisdiction or by either Party for safety concerns, the full dollar amounts outlined in this Agreement are enforceable.
17. of ices - Any Notice to the Parties permitted or required under this Agreement may be given by mailing such Notice in the United States Mail, postage prepaid, first class, addressed as follows: PYRO - Pyro Spectaculars, Inc., P.O. Box 2329, Rialto, California, 92377, or for overnight delivery to 3196 N. locust Avenue, Rialto, California 92377. CLIENT- Citv of South Pasadena, 14 14 1\'lission t .• outh Pasadena. CA 9 1030.
PSI V-2021-2
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Pyro Spectaculars, Inc.
P.O. Box 2329
Rialto, CA 92377
Tel: 909-355-8120 :::: Fax: 909-355-9813
City of South Pasadena
Program A
July 4, 2024
PagcJof4
18. Modification of Terms - All terms of the Agreement are in writing and may only be modified by written agreement of both Parties hereto. Both Parties acknowledge they have received a copy of said written Agreement and agree to be bound by said terms of written Agreement only.
19. cvcrabilin• - If there is more than one CLIENT, they shall be jointly and severally responsible to perform CLIENT's obligations under this Agreement. This Agreement shall become effective after it is executed and accepted by CLIENT and after it is executed and accepted by PYRO at PYRO's offices in Rialto, California. This Agreement may be executed in several counterparts, including faxed and emailed copies, each one of which shall be deemed an original against the Party executing same. This Agreement shall be binding upon the Parties hereto and upon their heirs, successors, executors, administrators and assigns.
20. Price Firm - If any changes or alterations are made by CLIENT to this Agreement or if this Agreement is not executed by CLIENT and delivered to PYRO on or before the PRICE FIRM date shown below, or if the Initial Payment is not paid on or before the due date, then the price, date, and scope of the Production are subject to review and acceptance by PYRO for a period of 15 days following delivery to PYRO of the executed Agreement. In the event it is not accepted by PYRO, PYRO shall give CLIENT written notice, and this Agreement shall be void.
PRICE FIRM through March 4, 2024
EXECUTED AGREEMENT MUST BE DELIVERED TO PYRO BY THIS DATE.
See PRICE FIRM conditions, paragraph 20, above.
EXECUTED as of the date first written above:
PYRO SPECTACULARS, INC. City of South Pasadena
By: _____________ ____ _
Its: ___________________ _ _
Date:
Print Name
Date: ___________ _ _
SHOW PRODUCER: Aaron Beargeon
PSI V-2021-2
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Pyro Spectaculars, Inc.
P.O. Box 2329
Rialto, CA 92377
Tel: 909-355-8120 :::: Fax: 909-355-9813
SCOPE OF WORK
PYRO SPECTACULARS, INC. ("PYRO")
and
City of South Pasadena
("CLIENT")
Pyro shall provide the following goods and services to CLIENT:
City of South Pasadena
Program A
July 4, 2024
f'ilgc 4 of4
• One Pyro Spectaculars, Inc., Production on Jul 4. _024, at approximately 9:00 P l at "outh Pasad na chool ba! eball field. 140 I Fremont ve., ouch Pasadena. C .
• All pyrotechnic equipment, trained pyrotechnicians, shipping, and pyrotechnic product. • Preproduction Services and Costs for the Production, including advance acquisition of materials and products; design, engineering, programming, handling, staging, storage, and maintenance of products, props, and systems; preparation of drawings, diagrams, listings, schedules, inventory controls, choreography, and computer code; picking, packing, labeling, staging, and loading of equipment, materials, and systems; transportation, and logistics and crew scheduling and support; explosive storage magazines with legally mandated distances, surfaces, security, housekeeping, and access controls; and necessary and appropriate vehicles, including legally mandated insurance, including MCS90 explosives transportation coverage, parking, security, and maintenance.
• Application for specific pyrotechnic permits relating to the Production. • Musical soundtrack for the Production supplied in agreed upon format. • Insurance covering the preproduction and Production as set forth in the Agreement with the following limits:
Insurance Requireme11ts
Commercial General Liability
Bu iness Auto LiabilityOwned, Non-Owned and Hired Auto Workers' Compensation
Employer Liability
Limits
$2,000,000.00
$5,000,000.00
Statutory
$1,000,000
CLIENT shall provide to PYRO the following goods and services:
Combined Single Limit- Each Occurrence
(Bodily Injury & Property Damage)
Combined Single Limit- Each Occurrence
(Bodily Injury & Property Damage)
Per Occurrence
• All on-site labor costs, if any, not provided or performed by PYRO personnel including, but not limited to, local union requirements, all Site security, Police and Fire Dept. standby personnel, stagehands, electricians, audio and fire control monitors, carpenters, plumbers, clean-up crew. All these additional personnel and services shall be fully insured and the sole responsibility of CLIENT.
• Coordination and any applicable non-pyrotechnic permitting with the local, state or federal government that may hold authority within the Production.
• Costs of all permits required for the presentation of the Production and the event as a whole. • Provision of a Safety Zone in accordance with applicable standards and all requirements of the authorities having jurisdiction throughout the entire time that the pyrotechnics are at the Site or the load site (if different) on the date of the Production and all set-up and load-out dates, including water security to keep unauthorized people, boats, etc. from entering the Safety Zone. • A professional grade Audio System including all necessary equipment, installation of such equipment and trained audio engineers for operation based on audio and communications requirements provided by PYRO. • General Services including, but not limited to, Site and audience security, fencing, adequate work light, dumpster accessibility, a secure office for PYRO personnel within the venue, secure parking for PYRO vehicles, access to washrooms, tents, equipment storage, hazmat storage, electrical power, fire suppression equipment, access to worksites, necessary credentialing, etc., will be required as necessary.
PSI V-2021-2
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ATTACHMENT 2
Production Invoice
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P,O_ Box 232.9 • Rialto, CA 92377 • (909) 355-8120
BILL TO
City of South Pasadena
Sheila Pautsch
1414 Mission St.
South Pasadena, CA 91030
CIESCAIPTION
DATE
12/7/2023
SHIPTO
P.O. NO. TEAMS
DUE 3/4/24
INmAL PRODUCTION FEE FOR SPECIAL FIREWORKS DISPLAY PROGRAM "A" ON July 4, 2024
PERMIT FEE:
PAYMENT DUE: March 4, 2024
FINAL PAYMENT DUE WILL BE INVOICED AT A LATER DATE
Invoice
INVOICE#
400
AMOUNT
$17,500.00
$590.00
Total $18,090.00
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16 16 - 1
DATE:
FROM: PREPARED BY:
SUBJECT:
Recommendation
City Council
Agenda Report
April 17, 2024
Armine Chaparyan, City Manager~
Sheila Pautsch, Community Services Director
ITEM NO.
Consideration of an Incentive Management Fee of $18,563.67 for Fiscal Year 22/23 Based on Increases in the Annual Net
Operating Income for Donovan Bros. Golf, LLC
It is recommended that the City Council consider an Incentive Management Fee {Incentive) of $18,563.67 for Fiscal Year {FY) 22/23 based on increases in the annual Net Operating Income (NOi) for Donovan Bros. Golf, LLC (Donovan).
Executive Summary
The Arroyo Seco Golf Course facility is owned by the City of South Pasadena, and in a month-to-month management agreement with Donovan Brothers Golf. Per the Agreement with Donovan, the City is to pay an Incentive Fee when the net operating income (NOi) is higher than the NOi of the first year of the Agreement, and this fee is paid in arrears. In FY 22/23 an Incentive of $18,563.67 is payable to Donovan, as the NOi of FY 22/23 was $402,648.84, and the NOi of the first year of the agreement was $278,891.07.
Background
The City of South Pasadena (City) entered into a Golf Course Agreement with Donovan in June of 2011. The First Amendment extended the term to seventy-two (72) months and provided an option to extend for an additional five-year period. A Second Amendment was entered in August of 2016 with an extension of three (3) years with no modifications to the Agreement. Since that time the Agreement has been mutually treated by the City and Donovan as a hold-over agreement. The Third Amendment endorsed the hold-over period and amended the terms of the Agreement and amendments to extend and establish the term on a month-to-month basis.
Per the Agreement in Section 10.3, it states that the manager will be paid an incentive based on increases in the annual NOi from facility operations. The amount of the incentive payable to the manager other than the first year of the term shall equal 15 percent of the amount by which the NOi for the subject year ending on the anniversary of the effective date exceeds the NOi for the first year of the term which is FY 11/12.
Consideration of an Incentive Manager Fee of $18,563.66 for Fiscal Year 22/23 April 17, 2024
Analysis
Following FY 20/21, Donovan was paid an Incentive in the amount of $61,586.80 due to the increased popularity of golf during the pandemic. The overall NOI to the City was $689,468. A continuation of the ebbs and flow of golf, the NOI at the end of FY 22/23 was $402,646.84 which is an increase of $123,757.77 over the NOI ($278,891.07) in FY 11/12.
FY 11/12 NOI FY 22/23 NOI Difference 15%
$278,891.07 $402,648.84 $123,757.77 $18,563.67
Fiscal Impact
The fiscal impact is limited to the incentive fee of $18,563.67, which is available in the Arroyo Seco Golf Course Fund Balance (non-General Fund).
Attachment:
1. Golf Course Operations Management Agreement
2. Arroyo Seco Golf Course Management Agreement Net Operating Income 16 - 2
ATTACHMENT 1
Golf Course Operations Management Agreement
16 - 3
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n
GOLF COURSE OPERATIONS MANAGEMENT AGREEMENT
This Golf Course Operations Management Agreement (this "Agreement") is made as of the \'5"' day of June, 2011 (the "Execution Date"), by and between The City of South Pasadena, California (hereinafter referred to as "Owner"), and Donovan Bros. Golf, LLC, (hereinafter referred to as "Manager"). Owner and Manager are referred to in this Agreement collectively as the "Parties" and individually as a "Party." WITNESSETH:
WHEREAS, Owner owns golf course property located in the City of South Pasadena, State of California and the associated business operations commonly known as Arroyo Seco Golf Course, hereinafter referred to as the "Facility," and
WHEREAS Owner has implemented and completed a "Request For Proposal" process wherein Manager was selected.and approved by Owner to lease the Facility, and WHEREAS Owner and Manager are actively engaged in processing permits for the expansion of the Facility's practice range and other use matters, which process may take a year or more, and
WHEREAS Owner and Manager agree that Manager shall, during the permit process period, operate the Facility under this Agreement, and
WHEREAS Owner and Manager agree and acknowledge that the City Council, in its sole discretion, shall determine whether the Facility's driving range shall be extended and whether to proceed with a lease agreement with Manager for the Facility and if so, Owner shall enter into a lease agreement substantially in the form of the draft "LEASE AGREEMENT Between The CITY OF SOUTH PASADENA And DONOVAN BROS. GOLF, LLC to OPERATE the ARROYO SECO GOLF COURSE" attached to this Agreement as Exhibit 1 (the "Lease"), which shall become the operating agreement between Owner and Manager, and WHEREAS, Manager generally is experienced in maintaining and managing operations at golf course properties, and
WHEREAS, Owner desires to avail itself of the expertise, advice, assistance and other abilities of Manager for the management of the Facility and all associated operations.
NOW, THEREFORE, for good and valuable consideration, including the covenants herein contained and to be performed by Owner and Manager, the receipt and sufficiency of which is hereby acknowledged, the Parties hereby agree as follows:
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SECTION 1.
APPOINTMENT OF MANAGER; OBJECTIVES
1.1 Appointment of Manager. Subject to the terms of this Agreement, Owner hereby retains and appoints Manager as Owner's exclusive agent for the purpose of managing, and operating the Facility ( and for purposes of this Agreement, managing and operating the Facility shall be deemed to include supervising, directing and controlling the management, maintenance, repair, marketing and operation of the Facility and supervising all improvements to the Facility that are authorized by Owner). Subject to the provisions of this Agreement, Manager, as Owner's agent, shall have the authority and be responsible for all facets relating to the management of the operation of the Facility. Manager hereby accepts such appointment upon and subject to the terms, conditions and restrictions herein contained and shall perform, as Owner's agent, all of the services set forth in this Agreement. Regardless of any other language contained in this Agreement, this Agreement shall cause Manager to be an independent contractor, managing and operating the Facility on Owner's behalf and shall not create any employer-employee, joint venture, or partnership relationship, either express or implied, between Manager ( or any person employed by Manager) and Owner.
1.2 Objectives of the Parties. The Parties' joint and principal objectives are to protect and maintain the facilities of the Facility, to properly supervise and manage the daily operations of the Facility, to provide full and accurate accounting for the financial affairs of the Facility, and to maximize revenue and profit from the operations of the Facility.
1.3 Owner Approval. Wherever Owner approval and/or consent is required in this Agreement, unless otherwise directed by the City Council, it shall mean approval by the City Council in its sole discretion, except as otherwise provided in this Agreement.
SECTION 2.
ANNUAL BUSINESS PLAN & BUDGET; RESPONSIBILITY
FOR OPERATING EXPENSES
2.1 Effective Date and Operations. Manager shall be responsible for conducting the day-to-day operations and management of the Facility in accordance with the Annual Business Plan and Annual Operating Budget (each as defined below) as approved by Owner and in accordance with the terms of this Agreement. This Agreement shall be effective as of July 1, 2011 (the "Effective Date") such that on and after the Effective Date this Agreement shall be deemed and construed as the exclusive agreement between Owner and Manager concerning the operations and management of the Facility.
2.2 Annual Business Plans and Annual Operating Budgets.
2.2.1 If Manager has not already done so prior to the Effective Date, within thirty (30) calendar days after the later to occur of (i) the Execution Date, or (ii) the date on which Manager actually assumes responsibility for the operation and management of the Facility, Manager will prepare and submit to Owner for approval a proposed business plan for -2-
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the remainder of the current calendar year (the "Annual Business Plan"). The proposed Annual Business Plan will include a line-by-line budget (the "Annual Operating Budget") utilizing a chart of accounts that conforms to golf industry standards.
2.2.2 For 2012 and each subsequent calendar year during the Term, Manager will submit proposed updated Annual Business Plans and proposed Annual Operating Budgets, conforming to the requirements set forth above, on or before October 1 of the preceding year.
Within thirty (30) calendar days after Owner's receipt of each proposed Annual Business Plan and Annual Operating Budget, Owner will be responsible for reviewing and approving these documents, or revising these documents in consultation with Manager. Owner shall have final approval over the Annual Business Plan and Annual Operating Budget, which approval shall not be unreasonably withheld, delayed or conditioned, and once approved by Owner, which newly approved Annual Business Plan and Annual Operating Budget shall replace all prior Annual Business Plans and Annual Operating Budgets. If Owner does not notify Manager in writing that Owner has any objections or comments to a proposed Annual Business Plan or Annual Operating Budget within thirty (30) calendar days after Owner's receipt thereof, then Owner shall be deemed to have approved it.
2.2.3 Owner acknowledges that the performance of the Facility could be affected by circumstances or events beyond Manager's reasonable control, and Manager shall not be deemed to have made any guarantee, warranty or representation whatsoever in connection with the Annual Business Plan or Annual Operating Budget. In these circumstances, Owner shall have no claim or cause of action against Manager in the event that the goals, targets and benchmarks established in the Annual Business Plan and Annual Operating Budget are not met or achieved.
2.2.4 Contents of the Annual Business Plan will generally include:
2.2.4.1 Key Assumptions: Manager will describe the assumptions reflected in the plan with respect to: schedule for opening the Facility, actions and costs associated with opening the Facility, market positioning; course conditioning and quality; and Owner's long-term strategy for the Facility and the associated real estate.
2.2.4.2 Operating Concepts: Manager will make recommendations with respect to the ongoing operation of the Facility.
2.2.4.3 Capital Improvement Plan, Repairs and Budget: Manager will recommend Capital Improvements (as defined below) and repairs for the Facility, and/or to support Manager's operating assumptions and revenue projections. Manager will provide as much detail as possible, including preliminary cost estimates, with respect to each recommendation. As used in this Agreement, the term "Capital Improvement" ( or, if more than one, "Capital Improvements") is an improvement at the Facility that (i) is specifically provided for in an Annual Operating Budget or Annual Business Plan, or both, that has been approved by Owner, (ii) is an asset with a depreciable life of more than three (3) years, (iii) has a total cost of more than Five Thousand Dollars ($5,000.00), and (iv) adds value to the Facility, with clauses (ii), (iii) and (iv) being construed in accordance with generally accepted accounting principles, -3-
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consistently applied. The Parties understand that budgets for Major Capital Projects (as defined in Section 3.6.3 below) will be treated separately and will not form part of the Annual Business Plan or Annual Operating Budget.
2.2.4.4 Marketing Plan: Manager will provide an evaluation of the marketplace potential and the competitive environment. Strategies will be presented with respect to the major market segments - daily fee golf, memberships, and organized outings and tournaments. Plan elements will include a pricing strategy, a public relations strategy and a media strategy, which shall be incorporated into the Annual Business Plans.
2.2.4.5 Maintenance Plan: Manager will provide detailed specifications for the maintenance of the Facility, consistent with key business plan assumptions and operating concepts. This Section will include a plan for replacing and/or upgrading course maintenance equipment, and recommendations for resolving any agronomic problems that Manager has observed. In addition, Manager will implement appropriate safety and security plans, recommendations, and training to protect Owner's interests.
2.2.4.6 Revenue Projections: The plan will include revenue estimates that Manager considers to be consistent with Manager's key business planning assumptions, and coordinated with the recommended marketing strategies. Major revenue categories will be: Golf and Golf Carts Fees (including loyalty or frequency cards, "memberships" and all discount card programs); Practice Range; Miniature Golf; Golf Merchandise; Food & Beverage and facility rentals including film company parking, banquets, etc.
2.2.4.7 Expense Budgets: Manager will provide detailed (line-item) expense budget estimates for each area of the operation formatted using an industry standard chart of accounts for daily fee golf facilities. Major expense categories will be: Golf Operations; Merchandise (and Cost of Goods Sold), Food & Beverage (and Cost of Goods Sold); Salaries, Wages, FIT and Benefits, Golf Course Maintenance, General and Administrative and Fixed Expense.
2.2.5 Manager will use commercially reasonable efforts to achieve the goals and objectives set forth in the Annual Business Plan and Annual Operating Budget. Owner acknowledges that the performance of the Facility could be affected by circumstances or events beyond Manager's reasonable control, and Manager will not be deemed to have made any guarantee, warranty or representation whatsoever in connection with the Annual Business Plan, the Annual Operating Budget, the financial performance of the Facility, or the operational or physical condition of the Facility.
2.2.6 Under no circumstances will Owner have any claim or cause of action against Manager in the event that the goals, targets and benchmarks established in the Annual Business Plan and Annual Operating Budget are not met or achieved, provided that Manager abides by the language and intent of the Annual Business Plan and uses commercially reasonable efforts to adhere to the parameters of the Annual Operating Budget. Subject to Section 2.3.4 below, failure to meet the Annual Business Plan or the Annual Operating Budget shall not be deemed to be a default or breach of this Agreement by Manager. -4-
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2.2.7 From time to time Manager may consider it advisable to propose changes to the currently approved Annual Business Plan and/or Annual Operating Budget. In that event, Manager will discuss the proposed changes with Owner, and Owner will promptly make the final determination as to what changes, if any, will be made to previously approved Annual Business Plan and/or Annual Operating Budget.
2.3 Operating Expenses:
2.3 .1 Owner is responsible for all approved operating expenses of the Facility or otherwise expressly provided for in this Agreement and Owner shall provide sufficient funds to cover all operating expenses. Manager, acting as Owner's agent and on behalf of Owner, shall deposit all Facility revenues into the Depository Account (as defined at Section 3.2 below). In the event that funds in the Facility Accounts (as defined at Section 3.2 below) are not sufficient to cover operating expenses, Manager shall advise Owner of the shortfall or potential shortfall and Owner shall deposit additional funds into the Facility Accounts in a timely manner in accordance with Section 5.2 and subject to items (i), (ii) and (iii) of Section 2.3.3 below, in order to ensure that sufficient funds are available to meet the operational requirements of the Facility as they become due and payable. Manager shall have no obligation to cover any operating expenses or contribute funds to any Facility Account. If Manager, at Manager's sole discretion, should contribute funds to the Facility Accounts, or cover any operating expenses of the Facility, notice of such deposit or advance shall be immediately given to Owner and Manager shall be reimbursed for all such funds on a first-priority basis from the next funds deposited in the Facility Accounts.
2.3.2 Manager shall monitor the cash flow and cash requirements of the Facility and shall prepare and deliver monthly cash flow forecasts and reports to Owner. In addition, Manager shall communicate with Owner via email and telephone on a regular basis so that Owner may reasonably anticipate the cash flow requirements of the Facility and have as much advance notice as possible relative to the need to provide supplemental funding over and above the funds available from Facility operations. Owner acknowledges that some funding requests may be on a short notice basis.
2.3.3 Manager may cause the Facility to incur any expense that: (i) is included in the approved Annual Operating Budget; (ii) is needed to remedy any emergency situation that, in Manager's professional judgment is potentially hazardous, unsafe or damaging to the Facility or any person, provided that the amount required for such remedy does not exceed Five Thousand Dollars ($5,000); or (iii) is otherwise expressly approved by Owner in writing.
Manager shall not incur any expense that is not consistent with the Annual Operating Budget without the prior written consent of Owner, except in the case of an emergency or as otherwise provided in this Agreement. For such expenses, Manager shall apply all reasonable and appropriate measures to control the amount and frequency of such expenses.
2.3.4 Manager may reallocate up to ten percent (10%) of any amount budgeted with respect to any one line item in the Annual Operating Budget to another line item budgeted therein, provided that the aggregate expenditures in the Annual Operating Budget are unaffected, -5-
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and further provided that Owner is notified in writing of the reallocation within ten (10) calendar days. Unbudgeted minor expenditures unforeseen at the time of preparation of the Annual Operating Budget, and reasonably deemed necessary by Manager, may be made without Owner's authorization except that unbudgeted expenditures aggregating more than Five Thousand Dollars ($5,000) in any month, or more than Twenty Five Thousand Dollars ($25,000) in any year, may not be made without Owner's written approval in advance.
SECTION 3.
DUTIES AND RESPONSIBILITIES
3.1 Duties and Responsibilities of Manager. On and after the Effective Date, except as expressly set forth in this Agreement, Manager, acting as Owner's agent and on behalf of Owner, shall be responsible for the management, operation, organization, administration and maintenance of the Facility. Manager shall have the authority and responsibility to exclusively operate and manage the Facility and manage Owner-approved Capital Improvements in such manner as it, in its professional discretion, deems most likely to accomplish the objectives set forth in the Annual Business Plan, Annual Operating Budget, and this Agreement. The responsibilities of Manager under this Agreement shall include, without limiting the generality of the foregoing, the following:
3.1.1 Prepare and submit for Owner approval, in accordance with Section 2, above, a proposed Annual Business Plan and Annual Operating Budget for the Facility;
3.1.2 Provide accounting, financial management and financial reporting services and support for the Facility;
3.1.3 Employ, either directly or through a third-party professional employer or employee leasing company, all personnel required for the operation and maintenance of the Facility;
3.1.4 Manager shall attend monthly Advisory Board Meetings when reasonably requested by Owner. Unless otherwise requested by Owner the General Manager of the Facility can serve as Manager's representative;
3.1.5 Acting on behalf of Owner, collect all gross operating revenues derived from the operation the Facility and pay all of the Facility's operating expenses from these revenues;
3.1.6 Develop and implement quality control programs, customer service standards, operating policies and procedures, employee handbooks and other guidelines for the operation of the Facility;
3.1.7 Develop and implement golf course maintenance standards and practices that will be sufficient, in Manager's professional judgment, to provide playing conditions that are consistent with the Facility's market position and competitive with conditions at comparable facilities;
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3.1.8 Develop and implement, in conjunction with specialized risk management consultants reasonably acceptable to Owner, and subject to Owner's approval in advance, a preparedness plan for earthquakes, major storms, or any other peril that could result in material damage to property and persons or result in an interruption of business to the Facility;
3.1.9 Acting with the written consent of Owner, if applicable, and in accordance with the Annual Operating Budget, enter into service contracts and vendor agreements as necessary to support the operation and maintenance of the Facility. Such agreements may include, but may not necessarily be limited to: janitorial services, waste collection and disposal services, linen or uniform services, pest control services and the like. Any service contracts, vendor agreements and/or any other written contracts and/or agreements entered into on behalf of Owner by Manager ( collectively, "Service Contracts") pursuant to this Agreement, shall include a right of cancellation on not more than thirty (30) calendar days notice. If a service provider will not agree to such cancellation terms, then Owner may, in its sole and absolute discretion, enter into such contract directly with the service provider. Prior written consent of Owner shall be required in connection with any Service Contract with aggregate payment obligations exceeding Two Thousand Five Hundred Dollars ($2,500) or which exceed one year in duration, which consent shall not be umeasonably withheld, delayed or conditioned; 3 .1.10 On behalf of Owner and in accordance with the Annual Operating Budget, purchase operating supplies, equipment and inventories as necessary to support the operation and maintenance of the Facility;
3 .1.11 Develop and implement, in accordance with the Annual Operating Budget, housekeeping and preventive maintenance programs for all buildings, grounds and facilities at the Facility;
3.1.12 Subject to written Owner approval in advance, and in accordance with the Annual Business Plan and the Annual Operating Budget, undertake repair, replacement and Capital Improvements;
3.1.13 With the cooperation of Owner as necessary, use commercially reasonable efforts to ensure that all Facility facilities and Facility operations conform to the requirements of local, county, state and/or federal regulations, licenses, orders, permits and similar requirements;
3.1.14 With the cooperation of Owner as necessary, use commercially reasonable efforts to ensure that licenses and permits necessary to support the operation and maintenance of the Facility are kept current and in good standing;
3.1.15 With the cooperation of Owner as necessary, use commercially reasonable efforts to ensure that tax reporting and payment obligations of the Facility are satisfied in a complete, accurate and timely manner;
3.1.16 With the cooperation of Owner as necessary, use commercially reasonable efforts to monitor Facility premises and facilities for situations that are potentially unsafe or -7-
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potentially hazardous and if such situations are determined to be present, take immediate steps to remedy the situation in a cost-effective manner. Manager shall have authority to take such remedial actions without Annual Operating Budget authorization or other Owner approval, provided that the cost of the remedy is Five Thousand Dollars ($5,000) or less. Manager shall notify Owner immediately of any situations that are potentially unsafe or potentially hazardous and the remedial actions undertaken; and
3.1.17 Perform such other tasks, upon the reasonable request of Owner, as are customary and usual in the operation of a Los Angeles County Facility and golf course of a class and standing consistent with the Facility.
3.2 Financial and Banking Matters. Manager shall establish, with consent of Owner, one or more bank accounts as the disbursement account(s) (collectively, the "Facility Accounts") for the Facility. Facility Accounts shall not be combined with any other accounts of Manager.
Owner shall establish one bank account as the depository account for the Facility (the "Depository Account"). Initially, Owner shall fund into the Facility Accounts the projected operating expenses for the next immediately succeeding calendar month for the purpose of establishing a working capital reserve. Facility funds shall not be co-mingled with any other funds of Manager. Manager, as Owner's agent, will provide centralized accounting services (inclusive of bank account reconciliations of both Facility Accounts and the Depository Account) and financial management functions and provide for adequate controls, policies and procedures to safeguard cash, inventories and all other assets of the Facility. Manager's responsibilities in this regard will include, but may not necessarily be limited to, the following:
3.2.1 Collect and promptly (within 48 hours of receipt) deposit into the Depository Account all revenue from Facility operations, with the exception of those revenues addressed in Section 3.2.14 herein;
3.2.2 Pay all Facility expenses from the Facility Accounts. As part of this process Manager will provide appropriate control and oversight over Facility expenditures, including corporate review of all invoices, plus periodic reviews of purchase orders, delivery tickets, payroll reports and other records of Facility expenditures;
3.2.3 Prepare a daily report of Facility cash receipts in all revenue categories;
3.2.4 Provide appropriate cash controls, including regular reviews and comparisons of daily bank deposits against cash register tapes, tee sheets and daily revenue reports, and periodic spot audits of on-site cash control measures.
3.2.5 Maintain the chart of accounts and general ledger for the Facility;
3.2.6 Balance all accounts and maintain the balance sheet for the Facility;
3.2.7 Not less than seven (7) calendar days prior to the first (1st) day of each calendar month, provide Owner with a written forecast of the Facility's expected need for additional cash;
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3.2.8 Prepare a monthly variance report comparing revenues and expenses to budget;
3.2.9 Review and approve in advance all service contracts, leases and significant vendor relationships in consultation with Owner;
3.2.10 Conduct monthly physical count inventories in all departments of the Facility, and match physical inventory reports to point of sale reports and delivery tickets;
3.2.11 Reconcile monthly bank statements;
3.2.12 Assist Owner in meeting Owner's obligations with respect to local, state and federal tax filings, licenses, franchise fees, etc., with all sales and use tax remittances to be prepared by Manager and delivered by Owner to the applicable authority; and
3.2.13 Within twenty (20) calendar days following the close of each calendar month, provide to Owner monthly financial reports, with additional separate line items specifying property taxes, insurance premiums and deductibles paid and utility expenses. Any substantial variance of actual income and expenses from the Annual Operating Budget will be explained in the report.
3.2.14 Notwithstanding Sections 3.2.1 and 3.2.2, revenue generated from liquor sales (including beer and wine) shall be deposited to the Manager's own account and Manager shall be responsible for procurement of the liquor inventory, without reimbursement from Owner.
3.3 Personnel and Employment Matters.
3.3.1 In accordance with the approved Annual Business Plan and Annual Operating Budget, Manager shall hire, in its own name, supervise, control and discharge any personnel necessary to be employed in order to properly carry out the objectives of this Agreement, and fulfill Manager's obligations under this Agreement. In the event that it is Manager's standard practice to employ Facility personnel through a professional employment services subcontractor or employee leasing company, any employees of Manager and/or the applicable professional employment services subcontractor or employee leasing company shall be referred to as employees of Manager in this Agreement.
3.3.2 All salaries, wages and other employment-related costs of personnel employed by Manager pursuant to this Agreement at the Facility, including, if applicable, but not limited to: severance payments, fringe benefits, medical and health insurance, pension plans, social security taxes, workers' compensation insurance, administrative charges and costs associated with employee recruitment or separation, shall be deemed an operating expense of the Facility, and therefore the responsibility of Owner and not Manager. All salaries, wages and employment-related costs shall be paid by Manager from the Facility Account. In the event that -9-
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0 funds in the Facility Account are not sufficient to cover employment costs, it shall be Owner's responsibility to provide sufficient funds per the provisions of Section 2.3 .1 above. 3 .3 .3 Manager shall ensure that its employees who will operate Owner vehicles shall posses a current and valid Driver's License.
3.3.4 Manager shall comply with all safety rules and regulations, whether, federal, state or local. Manager shall indemnify, defend and hold Owner, its directors, officers, and owners harmless from any loss, claims, legal actions, fines, or assessments related to Manager's failure to enforce such rules and regulations and to ensure Manager's employees are trained and aware of such rules and regulations.
3.4 Payroll Funding. It shall be Manager's responsibility to disburse all payroll and related employment obligations from the Facility Account.
3.5 Other Employment Matters.
3.5.1 Manager will be responsible for compliance with all laws, regulations and tax requirements relative to payroll and employment, with all such expenses to be considered operating expenses of the Facility and covered from Facility revenues or other funds provided by Owner. Manager shall be responsible for resolving any issues related to employee compensation, unemployment claims and benefits, and all related expenses shall be operating expenses of the Facility.
3.5.2 Manager will be responsible for providing (either directly or through employee leasing company) Workers' Compensation & Employer's Liability Insurance and any Statutory Disability Coverage as may be required for the employees of the Facility. The expense of such coverage will be paid by Owner and be an operating expense of the Facility and will be included in the Annual Operating Budget.
3.6 Capital Improvements and Major Capital Projects.
3.6.1 Manager's operations management responsibilities pursuant to this Agreement include the supervision of repairs and maintenance of Facility facilities, and the management of Capital Improvement projects. The costs and expenses for all Capital Improvements and Major Capital Projects (defined below) shall be paid by Owner.
3.6.2 Manager's project management services generally shall include, but may not be limited to, coordination and direction of the project team; coordination of plans, specifications and working drawings; obtaining permits and approvals, review of cost estimates and bids; qualifying and recommending contractors; monitoring contract performance, approval of draw requests and making payments to contractors. Manager's specific services and additional fees, if any, in connection with Major Capital Projects (such as Renovation of Clubhouse Restrooms, Installation of a sewer system to replace the septic tank and leach field, redesign and renovation of the practice range stalls, upgrading of the food and beverage P:\South Pasadena\Community Services\GolfCourse\Management Agreement clean 1 3 060911 (9).doc 16 - 15
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operation, meeting rooms, etc. and further defined below) shall be determined by mutual written agreement between Owner and Manager.
3.6.3 Subject to mutual agreement of the Parties with respect to scope of services and fees, if requested by Owner, then Manager shall provide project management and construction administration services for any major capital project for a reasonable fee amount to be agreed between Owner and Manager ( each, a "Major Capital Project") which may include, without limitation, the redesign, renovation or reconstruction of portions of the golf course, clubhouse, or related Facility facilities. No Major Capital Project shall be undertaken by Manager without Owner's advance written approval.
3.7 Financial Encumbrance Secured by Real Estate. Nothing in this Agreement shall prevent Owner from causing the Facility's real estate or any portion thereof from being encumbered financially by a bond or other instrument. Manager shall use commercially reasonable efforts to cause the operation of the Facility to comply with all terms, conditions, covenants and obligations contained in any secured encumbrance or loan agreement related to the Facility of which Manager is made aware by Owner in writing, including, without limitation, the obligation to prepare and deliver required financial statements and materials with respect to the Facility.
SECTION 4.
INSURANCE
4.1 Owner's Obligations. Owner shall procure and maintain such property and liability insurance coverages standard to the industry for the Facility and its operations as Owner. Owner shall cause Manager to be named as an additional insured on Owner's liability insurance policy or policies. This obligation may be satisfied by a certificate of self-insurance.
4.2 Manager's Obligations.
4.2.1 Manager shall procure and maintain and pay all insurance coverages as described in this Section 4.2 and such coverages and applicable policy liability limits shall apply to only the Facility covered by this Agreement. Insurance premiums, or, as the case may be, the amount of increase in premium for an existing blanket insurance policy covering Manager's operations, which are incurred by Manager to comply with this Section 4.2 shall be included in the Annual Operating Budget and are an operating expense of the Facility.
4.2.2 Manager shall provide original certificates of insurance for all coverages.
4.2.3. Manager's failure to obtain and maintain each insurance coverage required of Manager by this Agreement shall be an Event of Default, subject to Section 7.2.1 below.
4.2.4 Owner shall be named as an Additional Insured on all liability coverages (except Professional Liability and Workers' Compensation) and a Loss Payee on property coverages.
4.2.5 Each insurer shall possess a minimum "A-" rating. -11-
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4.2.6 Owner reserves the right at any time upon written notice to Manager to change the types and amounts of insurance coverages that Manager is required to procure on Owner's behalf, provided that Owner affords Manager a reasonable period of time (not to exceed thirty (30) calendar days) to procure such modified coverages to the extent commercially available at premium levels approved by Owner.
4.2. 7 Manager will provide the following insurance coverages to the extent available:
4.2.7.1 General Liability with minimum One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate;
4.2. 7 .2 Professional Liability with minimum One Million Dollars ($1,000,000) per occurrence;
4.2.7.3 Owned and Non-Owned Automobile Liability covering vehicles owned, leased or rented by Manager. Manager shall be solely responsible for payment of all insurance deductibles for such vehicles. Manager shall be permitted to operate Owner-owned, leased or rented vehicles, which shall be insured by Owner pursuant to Section 4.1 above;
4.2.7.4 Workers' Compensation Insurance in such amounts that comply with applicable statutory requirements, and Employer's Liability limits, including Umbrella Liability Insurance, if necessary, of not less than One Million Dollars ($1,000,000) per accident, One Million Dollars ($1,000,000) disease-policy limit, and One Million Dollars ($1,000,000) disease each employee;
4.2.7.5 Fidelity Bond or Fidelity Insurance covering all employees who have access to or responsibility for or who handle Owner funds; and
4.2.7.6 Employment Practices Liability Insurance in connection with Manager's employment of the staff at the Facility with a limit of at least One Million Dollars ($1,000,000).
Commercially reasonable deductibles and self-insured retentions shall not exceed Fifty Thousand Dollars ($50,000) per claim but in any event, an amount not less than that required to avoid the operation and effect of any co-insurance clause except for specific perils where the insurance marketplace will only offer coverage with higher deductibles or percentage deductibles (i.e., flood, earthquake, wind). Payment of any deductibles for the insurance coverages maintained under this Section 4.2 shall be Owner's sole responsibility.
SECTION 5.
OBLIGATIONS AND DUTIES OF OWNER
5.1 Obligations and Duties of Owner. Owner shall cooperate with Manager so as to enable Manager to carry out its obligations and responsibilities under this Agreement. This cooperation shall include, but shall not be limited to, the following:
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5.1.1 Performing all contractual obligations to which it is, at any time, a party relating in any way to the Facility, including, without limitation, those agreements which Manager enters into on behalf of Owner pursuant to this Agreement; 5 .1.2 Cooperating with Manager and promptly responding to all inquiries and requests for information, documentation or approvals to enable Manager to carry out its obligations under this Agreement;
5.1.3 Pay for all operating expenses at the Facility provided for in the approved Annual Operating Budget or otherwise approved by Owner (including all insurance as required under this Agreement), and fund all Capital Improvements, repair and improvement projects, provided for in the approved Annual Operating Budget or as otherwise approved in advance by Owner; and
5.1.4 At all times maintain sufficient funds in the Facility Accounts equal to the projected operating expenses for the next calendar month.
5.2 Owner Responsibility for Operating Expenses. Owner shall pay for the costs of operating and maintaining the Facility in accordance with the terms of this Agreement, expressly including, without limitation, the Monthly Management Fee (defined in Section 10.1), the Incentive Management Fee ( defined in Section 10.3), insurance premiums, sales and use taxes, property taxes and assessments, and expense reimbursements to Manager, as set forth in the approved Annual Operating Budget or as otherwise provided for in this Agreement.
SECTION 6.
OWNER'S REPRESENTATIONS AND WARRANTIES
6.1 Owner's Representations. Owner makes the following representations and warranties to Manager, which representations and warranties shall survive the execution and delivery of this Agreement and shall be true and correct in all material respects on the Execution Date:
6.1.1 Owner is authorized to, and in good standing to, conduct business in the State of California. The individual executing this Agreement on behalf of Owner has full capacity, right, power, and authority to sign the same on Owner's behalf and to bind Owner thereto. This Agreement shall be binding upon and enforceable against Owner in accordance with its terms.
6.1.2 Neither the execution and delivery of this Agreement by Owner nor Owner's performance of any obligation in this Agreement (a) shall constitute a violation of any law, ruling, regulation, or order to which Owner is subject, or (b) shall constitute a default of any term or provision or shall cause an acceleration of the performance required under any other agreement or document to which the Facility or any part thereof is subject. -13-
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6.1.3 Neither the execution and delivery of this Agreement by Owner nor Owner's performance of any obligation in this Agreement shall constitute a violation of any law, ruling, regulation, or order to which Owner is subject.
6.1.4 The Facility is owned by Owner and no third party has any ownership, lease, license or use rights with respect to the Facility.
6.2 Manager's Representations. Manager makes the following representations and warranties to Owner:
6.2.1 As of the Execution Date, Manager is authorized to, and in good standing to, conduct business in the State of California. The individual executing this Agreement on behalf of Manager has full capacity, right, power, and authority to sign the same on Manager's behalf and to bind Manager thereto. This Agreement shall be binding upon and enforceable against Manager in accordance with its terms.
6.2.2 Neither the execution and delivery of this Agreement by Manager nor Manager's performance of any obligation in this Agreement shall constitute a violation of any law, ruling, regulation, or order to which Manager is subject.
SECTION 7.
EVENTS OF DEFAULT; REMEDIES
7.1 Owner. With respect to Owner, it shall be an event of default of this Agreement ("Event of Default") if any of the following shall occur:
7 .1.1. If Owner shall fail to make or cause to be made any payment to Manager of any amounts due pursuant to this Agreement, including without limitation the fees and reimbursements required to be made pursuant to this Agreement, and such failure is continuing fifteen (15) business days after notice thereof by Manager to Owner; 7 .1.2 If Owner shall fail to timely provide funding for all operating expenses of the Facility as set forth in this Agreement, and such failure is continuing fifteen (15) business days after notice thereof by Manager to Owner;
7 .1.3 If Owner shall fail to keep, observe or perform any material agreement, term or provision of this Agreement that is required to be kept, observed or performed by it, that is not described in Section 7.1.1 or Section 7.1.2 above and such failure is continuing thirty (30) calendar days after notice thereof by Manager to Owner; and 7 .1.4 If, through no fault of Manager, the licenses ( exclusive of liquor license, the maintenance of which is Manager's responsibility pursuant to Section 12.1 below) for the operation of the Facility are at any time suspended, terminated, or revoked, and such suspension, termination, or revocation shall continue un-stayed and in effect for a period of thirty (30) calendar days consecutively.
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7.2 Manager. With respect to Manager, it shall be an Event of Default if any of the following occurs:
7.2.1 If Manager shall fail to maintain the insurance coverages required pursuant to Section 4.2 for as long as fifteen (15) business days after notice thereof shall have been given to Manager by Owner;
7.2.2 If Manager shall fail to keep, observe, or perform any material agreement, term or provision of this Agreement that is required to be kept, observed, or performed by it, that is not described in Section 7.2.1 above and such failure is continuing thirty (30) calendar days after notice thereof shall have been given to Manager by Owner;
7.2.3 If Manager, or any officer or corporate-level employee of Manager, shall commit any act of fraud, theft or dishonesty against Owner or against the Facility; 7 .2.4 If Manager shall be deemed insolvent or file a petition for bankruptcy and such insolvency or bankruptcy is not dismissed or vacated within thirty (30) calendar days after such petition is filed; or
7 .2.5 If Manager is cited or fined by an applicable government entity for failure to follow material safety rules and/or regulations with respect to the Facility, whether federal, state or local following the expiration of any applicable notice or cure periods.
7.3 Remedies of Manager. If any Event of Default by Owner shall occur, Manager may, in addition to any other remedy available to it in law or equity on account of such Event of Default, terminate this Agreement pursuant to Section 8.2.7.
7.4 Remedies of Owner. If any Event of Default by Manager shall occur and be continuing, Owner may, in addition to any other remedy available to it in law or equity on account of such Event of Default, terminate this Agreement pursuant to Section 8.2.6.
7.5 Rights Cumulative; No Waiver. No right or remedy in this Agreement conferred upon or reserved to either Party is intended to be exclusive of any other right or remedy, and each and every right and remedy shall be cumulative and in addition to any other right or remedy given in this Agreement, or now or hereafter legally existing upon the occurrence of an Event of Default.
The failure of either Party to insist any time upon the strict observance or performance of any of the provisions of this Agreement or to exercise any right or remedy as provided in this Agreement, shall not impair any such right or remedy or be construed as a waiver or relinquishment thereof with respect to subsequent defaults. Every right and remedy given by this Agreement to a Party may be exercised from time to time and as often as may be deemed expedient by that Party.
SECTIONS.
TERM AND TERMINATION
8.1 Term. The term of this Agreement ("Term") shall commence on July 1, 2011 and shall be for a term of forty-eight ( 48) months, unless converted into the Lease as provided in this -15-
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Agreement or terminated in accordance with this Agreement. During the Term, should Owner and Manager finalize the terms of a Lease substantially in the form attached hereto as attached Exhibit 1, said Lease shall supersede this Agreement on the date indicated in the final version of said Lease.
8.2 Termination Upon the Occurrence of Specified Events.
8.2.1 If Owner closes the Facility for six (6) continuous months or ceases operations for six ( 6) continuous months ( except to carry out planned renovations or to recover from a material property loss whatsoever the cause), then this Agreement shall terminate upon the closure of the Facility by Owner. Upon such termination, Owner shall pay Manager all accrued but unpaid amounts due to Manager pursuant to the terms of this Agreement up to and including the termination date, and Owner shall also pay Manager in one lump sum the total of all Monthly Management Fees (defined in Section 10.1 below) allocable to the period from the date of such termination to the end of the forty-eight (48) month Term described in Section 8.1 but in no event to exceed three (3) months' Monthly Management Fees (the "Termination Payment").
8.2.2 If Owner sells the Facility, or all or substantially all of the equity interests of Owner in the Facility are transferred, to a third party not affiliated with Owner, then this Agreement shall terminate upon the closing of a sale of the Facility by Owner or transfer of those equity interests, provided that Owner provides Manager with written notice of the pending sale at least sixty (60) calendar days in advance of the closing date. Upon such termination, Owner shall pay Manager all accrued but unpaid amounts due to Manager pursuant to the terms of this Agreement up to and including the later of the termination date or the date that is sixty ( 60) calendar days after Manager receives the written notice from Owner pursuant to the previous sentence, and Owner shall also pay Manager the Termination Payment.
8.2.3 If Owner loses title to the Facility, loses control over the Facility, or is legally required or obligated to cease operating the Facility, then this Agreement shall terminate upon the occurrence of that event. Upon such termination, Owner shall pay Manager all accrued but unpaid amounts due to Manager pursuant to the terms of this Agreement up to and including the termination date, and Owner shall also pay Manager the Termination Payment.
8.2.4 If the Facility is taken in its entirety in a condemnation proceeding or a substantial portion of the Facility is taken in a condemnation proceeding such that Owner determines in its reasonable judgment that the Facility can no longer be operated, this Agreement shall terminate upon such taking or such earlier date as the Parties agree upon in writing. Upon such termination, Owner shall pay to Manager all accrued but unpaid amounts due to Manager pursuant to the terms of this Agreement up to and including the termination date, but Manager shall not be entitled to receive from Owner the Termination Payment.
8.2.5 If Manager shall: (a) shall apply for or consent to the appointment of a receiver or trustee for all of all or a substantial part of its assets; or (b) be the subject of a petition in bankruptcy which is not dismissed or vacated within thirty (30) calendar days after such petition is filed; or ( c) make a general assignment for the benefit of its creditors, then this Agreement shall terminate immediately with no further notice or action by Owner. Upon such termination, Owner shall pay to Manager all accrued but unpaid amounts due to Manager pursuant to the terms of this -16-
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Agreement up to and including the termination date, but Manager shall not be entitled to receive from Owner the Termination Payment.
8.2.6 If this Agreement is terminated as a result of an Event of Default by Manager, then Owner may terminate this Agreement effective upon giving written notice thereof to Manager.
Upon such termination, Owner shall pay to Manager all accrued but unpaid amounts due to Manager pursuant to the terms of this Agreement up to and including the termination date, but Manager shall not be entitled to receive from Owner the Termination Payment.
8.2.7 If this Agreement is terminated as a result of an Event of Default by Owner, then Manager may terminate this Agreement effective upon giving written notice thereof to Owner.
Upon such termination, Owner shall pay Manager all accrued but unpaid amounts due to Manager pursuant to the terms of this Agreement up to and including the termination date, and Owner shall also pay Manager the Termination Payment.
8.3 Termination Absent the Occurrence of Specified Events.
8.3.1 Owner may terminate this Agreement at any time and for any reason or no reason, in its sole and absolute discretion, upon sixty ( 60) calendar days' written notice to Manager.
Upon such termination, Owner shall pay Manager all accrued but unpaid amounts due to Manager pursuant to the terms of this Agreement up to and including the termination date, and Owner shall also pay Manager the Termination Payment.
8.3.2 Manager may terminate this Agreement at any time and for any reason or no reason, in its sole and absolute discretion, upon sixty (60) calendar days' written notice to Owner.
Upon such termination, Owner shall pay to Manager all accrued but unpaid amounts due to Manager pursuant to the terms of this Agreement up to and including the termination date, but Manager shall not be entitled to receive from Owner the Termination Payment.
8.4 Notice and Payments to Manager. Upon the termination of this Agreement, Manager will reasonably cooperate with Owner through the date of such termination to effect an orderly transition or an orderly closing of the Facility. Manager will be entitled to receive payments as follows:
8.4.1 Funding for any and all operating expenses for which Owner normally would be responsible under this Agreement and all employee severance payments and benefits;
8.4.2 Reimbursement for payroll expenses and any and all other budgeted and approved expenses for which Manager normally would be entitled to reimbursement under this Agreement and all costs associated with the termination of the employment relationship of Manager's employees employed on site at the Facility, provided that (i) the termination and sums paid, if any, are in compliance with the then-applicable version of Manager's employee handbook approved in writing by Owner, (ii) the costs associated with the termination are actually incurred by Manager, and (iii) the subject termination is performed in accordance with all applicable laws; -17-
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8.4.3 Payment of any and all installments of the Monthly Management Fee due and payable up to the date of termination; and payment of any Incentive Management Fee as provided for in Section 10.3 herein;
8.4.4 Reimbursement of any travel, lodging or other expenses for which Manager normally would be entitled to reimbursement under this Agreement; and
8.4.5 All other reimbursable expenses and amounts payable to Manager pursuant to the terms of this Agreement.
All such payments will be made by Owner on or before the date of termination of this Agreement.
SECTION 9.
INDEMNIFICATION
9 .1 Owner's Indemnification of Manager. Except as otherwise provided in this Section 9.1, Owner will defend, indemnify, save harmless, and pay all liabilities, lawsuits, and claims against Manager, including defense costs, to the extent: (i) caused by Owner's fraud, misconduct, negligence, recklessness or breach of this Agreement; or (ii) related to any agreement between Manager and an affiliate of Manager related to the Facility; provided, however, that no such indemnification will be required of Owner to the extent of liability or damage arising out of the fraud, misconduct, negligence, recklessness or breach of this Agreement on the part of Manager, its employees, officers, managers or agents.
9.2 Manager's Indemnification of Owner. Except as otherwise provided in this Section 9.2, Manager will defend, indemnify, save harmless, and pay all liabilities, lawsuits and claims against Owner, its officers, directors and members, including defense costs, to the extent caused by Manager's negligence, recklessness, fraud, misconduct, or breach of this Agreement; provided, however, that no such indemnification will be required of Manager to the extent of liability or damage arising out of the fraud, misconduct, negligence, recklessness or breach of this Agreement on the part of Owner, its employees, officers, managers or agents. 9 .3 Procedure Relating to Indemnification. Upon the occurrence of an event giving rise to indemnification, the Party seeking indemnification (the "Indemnified Party") will notify the other Party (the "Indemnitor") and provide the other Indemnitor with copies of any documents reflecting the claim, damage, loss or expense. The defense of any such action shall be conducted by reputable attorneys retained by Indemnitor, satisfactory to the Indemnified Party in its reasonable discretion, at Indemnitor's sole cost and expense. In such a case, Indemnitor shall defend such action or proceeding and timely provide each Indemnified Party with copies of all pleadings, billings and correspondence relating thereto. The Indemnified Party shall have the right to participate in such proceedings and to be represented by attorneys of its own choosing, and in such an event, the Indemnified Party shall be responsible for the attorney's fees, costs and expenses of such participation. However, in the event the Indemnified Party shall have concluded in its sole discretion that the interests of the Indemnified Party and of Indemnitor in the proceedings conflict in such a manner and to such an extent as to require, consistent with applicable standards of professional responsibility, retention of separate counsel for the -18-
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Indemnified Party, in such case Indemnitor shall pay the reasonable attorneys' fees and expenses of the separate counsel chosen by the Indemnified Party in consultation with the Idemnitor.
9.4 Survival of Indemnity Obligations. The provisions of this Section shall survive any expiration or termination of this Agreement.
9.5 Intentionally Deleted.
SECTION 10.
COMPENSATION OF MANAGER
I 0.1 Monthly Management Fee. Manager shall be entitled to receive a fixed monthly management fee of Eight Thousand Dollars ($8,000) per month (the "Monthly Management Fee"). The Monthly Management Fee will be due in advance by Owner. Owner shall pay the Monthly Management Fee to Manager on or before the first (1st ) day of the applicable month.
10.2 Conversion of Management Agreement to Lease Agreement. In the event this Agreement is terminated for the purpose of converting to the Lease, the Termination Payment shall not apply.
10.3 Incentive Management Fee. In addition to the Monthly Management Fee as provided for above, Manager shall be paid incentives (the "Incentive Management Fee") based on increases in annual Net Operating Income ("NOI'') (as hereinafter defined) from Facility operations. The amount of the Incentive Management Fee payable to Manager each year other than the first year of the Term shall equal fifteen percent (15%) of the amount by which the NOI for the subject year ending on the anniversary of the Effective Date exceeds the NOI for the first year of the Term (adjusted as Owner and Manager shall agree in writing in their reasonable business judgment); provided, however, that, subject to Section 10.3.7 below, the Incentive Management Fee shall not exceed the annualized Monthly Management Fee for the subject year.
Any Incentive Management Fee for the first year of the Term shall be determined in Owner's sole discretion.
10.3.1 For purposes of calculating the Incentive Management Fee, "NOi" shall be defined as "Gross Revenue" minus "Operating Expenses" for the applicable year and shall be calculated as provided in Exhibit 2 attached hereto.
10.3.2 "Gross Revenue" means all money received as a result of the operation of the Facility and the sale of goods and services at the Facility, determined on an accrual basis in accordance with generally accepted accounting principles consistently applied. Gross Revenues shall include, without limitation, all discount cards and discount programs, green fees; rental fees for golf carts, golf clubs, and other rental items; range balls; rental and concession payments to Manager; food and beverage sales (excluding beer, wine and liquor sales); revenue generated from space rentals and from film company parking and area use, meetings, banquets, parties, receptions, tournaments, and other group gatherings; merchandise sales; instruction fees paid to and retained by the Facility; vending sales, sales from internet ( or, if applicable, receipts from vending companies); and proceeds from business interruption insurance. -19-
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10.3.3 "Operating Expenses" means the cost for all utilities; costs of goods sold; compensation and expenses of the management staff and other employees directly employed at the Facility; advertising and promotion; the Monthly Management Fee; repairs and maintenance costs; insurance premiums, the rent payments for any leased maintenance equipment and golf carts, including capital and operating leases; and all other expenses relating to the operation of the Facility that would be fully expensed in the year in which they are paid in accordance with generally accepted accounting principles. Notwithstanding the foregoing, Operating Expenses shall not include principal and interest payments on any promissory note or other debt instrument and payments under a deed of trust or mortgage (if any); depreciation; amortization; cost of purchasing furnishings and equipment; costs and expenses for Capital Improvements; the costs of any audit by an independent certified public accountant of the books and records and financial statements of the Facility; the Incentive Management Fee paid to Manager with respect to the Facility; costs incurred as a result of any assignment of this Agreement or sale of the Facility; costs and expenses not contemplated in the applicable Annual Business Plan and not considered normal operating and maintenance costs, such as settlement of claims, demands, and lawsuits, judgments or awards against Owner, Manager, or the Facility, legal fees and costs, uninsured losses, payments of deductible amounts or self-insurance or self-assumption amounts with regard to insurance policies, costs and expenses related to compliance with orders or directives of governmental agencies, costs which are reimbursed by insurance proceeds or otherwise reimbursed, costs and expenses incurred to satisfy requests by Owner which are not normal operating and maintenance costs at other facilities owned or operated by Manager, costs associated with the entity constituting Owner as opposed to the operation of the Facility, including partnership accounting and legal matters; costs and expenses for remediation, clean-up, testing, or prevention of environmental problems including hazardous or toxic substances or materials; and all costs and expenses relating in any way to any property other than the Facility (including, without limitation, the real property adjacent to the Facility owned by Owner).
10.3.4 The Incentive Management Fee, if any, is due and payable within thirty (30) calendar days of the submittal and acceptance by Owner (which acceptance shall not be unreasonably withheld, delayed or conditioned) of the Facility financial statement for each calendar year.
10.3.5 The Annual Operating Budgets approved by Owner shall include provisions for payments of the Monthly and Incentive Management Fees.
10.3.6 Intentionally Omitted.
10.3.7 In the event of termination as provided for in Sections 8.2 or 8.3 of this Agreement, Manager shall be entitled to receive a pro-rated portion of any Incentive Management Fee earned for the year in which the termination occurs.
10.4 Intentionally Omitted.
10.5 Reimbursable Expenses. In addition to Owner's payment to Manager of Monthly Management Fee and of any applicable Incentive Management Fee, Owner shall reimburse Manager for all reasonable and actual costs and expenses incurred by Manager as a result of -20-
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Manager's performance and Obligations under this Agreement, including without limitation, (a) out-of-pocket fees for the issuance of licenses and approvals required to operate the Facility, and (b) all reasonable and actual costs and attorney's fees (using counsel approved by Owner) in the exercise of its reasonable business judgment incurred by Manager in connection with defending any claims or actions against Manager relating to the Golf Course during the Term, provided that such costs and fees do not arise from or relate to Manager's breach of this Agreement or the fraud, willful misconduct or negligence on the part of Manager, its employees, officers, managers, or agents. Manager shall be entitled to receive payment for reasonable travel and lodging expenses incurred by Manager's corporate employees (as opposed to Facility-level employees) in direct relationship to Manager's responsibilities under this Agreement. A budget for such expenses will be prepared by Manager and included in the Annual Operating Budget for written approval by Owner. Owner's prior written consent is required for Manager's expenses in excess of One Thousand Five Hundred Dollars ($1,500) during any given month, which shall not be unreasonably withheld, delayed or conditioned.
SECTION 11.
ASSIGNMENT
Neither Party may assign, either wholly or in part, any of its rights or obligations under this Agreement to any other natural person or legal entity without the prior written consent of the other Party, provided, however, that such consent shall not be unreasonably withheld, delayed or conditioned.
SECTION 12.
MISCELLANEOUS
12.1 Liquor License and Concession Fee. A new or assigned liquor license shall be obtained and then maintained in good standing by Manager in the name of the Facility. The license shall be held in the name of Manager or a related entity except where and to the extent that state or local law requires Manager to hold the license, in which case Manager may do so through Manager or a hospitality company affiliate of Manager, subject to documentation approved by Owner in the exercise of its reasonable business judgment. Owner shall provide reasonable cooperation and support to Manager in this regard. The expense of obtaining the liquor license shall be the responsibility of Manager. All costs and expenses to obtain the liquor license shall be paid by Manager. In return Manager shall pay to owner a monthly concession fee in an amount equal to ten percent (10%) of the actual gross liquor revenue. Said concession fee shall be due on the fifteenth (15th) day of the month succeeding the month for which payment is made. At the time of conversion of this Agreement to the Lease, Manager shall retain ownership of the license. During the Term, Manager shall pay for cost of goods sold, pay the concession fee and shall retain net income from the sale of liquor. Upon termination of Manager's relationship with Owner (either as manager or lessee), Manager shall immediately transfer the liquor license to the incoming manager or lessee for compensation in an amount not to exceed the amount paid by Manager to procure the liquor license for this Agreement.
12.2 Validity of Agreement. Each Party warrants that the execution and performance of this Agreement by such Party does not and will not conflict with or violate any provision of their respective articles of incorporation, by-laws or operating agreements, as the case may be. -21-
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12.3 Severability. If any portions of this Agreement are held legally invalid or unenforceable, such portions shall be severed from all other portions of this Agreement, and such portions as shall remain shall constitute the agreement of the Parties.
12.4 Binding Effect: Governing Law: Venue; Counterpart. This Agreement shall inure to the benefit of and be binding upon the Parties, their permitted transferees, successors and permitted assigns. This Agreement shall be governed by and enforced and construed in accordance with the laws of the State of California. In the event of litigation between the Parties, venue in state trial courts shall lie exclusively in the County of Los Angeles. In the event of litigation in a U.S. District Court, exclusive venue shall lie in the Central District of California.
This Agreement may be executed in any number of counterparts, each of which shall be deemed an original without the production of the other.
12.5 No Partnership or Joint Venture. Owner and Manager are not partners or joint venturers with each other and nothing in this Agreement shall be construed to make them such partners or joint venturers or impose any liability of such on either of them. Manager and Owner have no power to bind or obligate the other Party except as set forth in this Agreement.
12.6 Notices. Any notice or request given pursuant to this Agreement or relating to this Agreement must be in writing and sent either by certified or registered mail (return receipt requested), by hand delivery or by overnight courier delivery or by electronic mail using an electronic mail delivery system that produces a return receipt notification which confirm receipt of the electronic mail by the intended recipient. The Parties' addresses are as follows:
City Liaison:
Manager:
Community Services Director
City of South Pasadena
1102 Oxley Street
South Pasadena, California 91030
Attention: Sheila Paustch
Michael Donovan, Managing Member
Donovan Bros. Golf, LLC
1800 Carbon Canyon Road
Chino Hills, California 91709
The above noted addresses may be changed by either Party by mailing written notice of such change to the other Party at the last designated address of the other Party as provided herein, with such change to be effective upon receipt of said notice.
12.7 Attorney's Fees. If any Party commences an action against the other Party arising out of or in connection with this Agreement, the prevailing Party shall be entitled to receive from the non-prevailing Party all reasonable and actual attorney's fees and costs oflitigation. -22-
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12.8 Headings. Headings, captions and paragraph headings contained in this Agreement are for convenience and reference only and in no way define, describe, extend or limit the scope or intent of this Agreement.
12.9 Complete Agreement. This Agreement shall constitute the entire agreement between the Parties and supersedes all prior and contemporaneous agreements and understandings of the Parties and no variance or modification thereof shall be valid or enforceable except by supplemental agreement in writing, executed and approved in the same manner as this Agreement.
IN WITNESS WHEREOF, the Parties have executed this Agreement on the date first written above.
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Owner:
City of South Pasadena
Tit ~~~·~t,~···- · · Manag r ~ Date: u -.22 - It
Manager:
Donovan ]71· Golf, LLC
By:..f4J<t.~--
Name: .->1 •c..t....,L Da>1 •Jld.,,
Title: Me..,, .&e-r:
Date: li,/;5/;1
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EXHIBIT 1
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ARROYO SECO GOLF COURSE
LEASE AGREEMENT
CITY OF SOUTH PASADENA
Owner
and
DO NOV AN BROS. GOLF, LLC
Operator
Dated ____ ~ 2010
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LEASE AGREEMENT
Between The CITY OF SOUTH PASADENA And
DONOVAN BROTHERS. GOLF, LLC
To OPERATE The ARROYO SECO GOLF COURSE
This Lease Agreement (.l\.greemenf) is entered into this _____ day of _____ _, 2010, by and between CITY OF SOUTH PASADENA, CALIFORNIA, a municipal corporation ('Owner), and DONOVAN BROTHERS. GOLF, LLC. ('Operator).
1. LEASED PREMISES. Owner hereby leases to Operator and Operator hereby leases from Owner, for the term and upon the terms and conditions set forth in this Agreement, the following ( collectively, ''Premises):
1.1 Real Property. That parcel of land commonly known as Arroyo Seco Golf Course, in the City of South Pasadena, State of California and described with more specificity in Exhibit''A;'which is attached to this Agreement and made a part of this Agreement for all purposes, together with all buildings, fixtures and other improvements located on said land and all easements, covenants and other appurtenant rights (the'Real Property).
1.2 Personal Property. All equipment, furnishings, machinery, vehicles and other personal property utilized in the operation of the Premises, including that personal property described in Exhibit''B\ifany), which is attached to this Agreement and made a part of this Agreement for all purposes (the"Personal Property).
Property.
2. 1.3 Water Rights. All water rights, which may exist and relates to the Real USE OF LEASED PREMISES.
2.1 Use. Operator shall use the Premises for the operation of a daily fee golf course and other activities customarily associated with or incidental to the operation of a daily fee golf course, including without limitation, sale or rental of golf related merchandise at a golf professionafs shop, furnishing of lessons by a golf professional, operation of a driving range, and and sales of food and beverages, including liquor sales. Operator shall not use the Premises for any unlawful purpose and shall comply with all valid Jaws, rules and regulations applicable to the Premises or the businesses conducted on the Premises.
2.2 Operator's Right to Control Business Operations. Operator shall have the exclusive right and authority to operate and manage the Premises as Operator deems appropriate.
Without limiting the foregoing, Operator shall have the right to:
(a) implement all policies and procedures and to perform any act deemed necessary or desirable for the operation and management of the Premises;
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(b) determine all green fees, cart fees, driving range fees, initiation fees (if any), membership dues (if any) and all other charges associated with the operation of the Premises;
( c) determine all personnel requirements, recruitment schedules and compensation levels and shall employ, train, promote, discharge and supervise all personnel performing services in and about the Premises; ( d) purchase and/or lease all furnishings, equipment, and operating supplies which Operator deems necessary or desirable for the operation of the Premises; ( e) establish accounting, cash collection and payroll procedures at the Premises; and
(f) establish advertising, sales and promotion plans with respect to the Premises. (g) Not withstanding the above, Owner shall have the right to enter and inspect the property at any time the facility is open.
(h) City's representative is the Director of Community Services who is authorized, on behalf of the City, to administer this Lease and monitor Operators compliance with the terms hereof. Unless otherwise notified by City through its City Manager, Operator shall deal exclusively by and through the Director of Community Services or his or her designee and shall have the right to rely upon decisions rendered by the Director of Community Services who shall be deemed to be the City's authorized representative.
Operator shall meet with City Representative, at least monthly, to review operations and progress under the Annual Plan. Operator shall consider in good faith the requests and recommendations of the Director of Community Services to increase play and revenue or to enhance maintenance and operation of the Golf Course. (i) Since the Golf Facility belongs to the City of South Pasadena, it will be required that the Operator contribute to the betterment of the quality oflife for the residents by utilizing local vendors, supporting junior golf programs and City charitable events whenever possible.
G) In connection with Operators operation of the Premises, Operator shall, on or before January 31 of each year during the term of this Agreement, submit to Owner an annual sales and marketing plan for the Premises. Owner shall have the right to comment upon and make suggestions with respect to said plan, provided, however, while Operator shall consider all of Owners suggestions and comments, Operator shall not be obligated to implement the same.
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3. TERM.
3.1 Initial Term. The initial term of this Agreement shall be for Ten (10) years, beginning on July 1, 2011 (the"Commencement Date), and ending Ten (10) years thereafter (the"fnitial Terrrl).
3.2 Option to Extend by Operator. Operator shall have the right and option to extend the term of this Agreement at the end of the Initial Term, under all of the terms, covenants and conditions contained in this Agreement, for two (2) five (5) year option periods (the"Option Periods). The right to exercise these options is dependent upon Operator not being in material default under this Agreement ( after the expiration of any applicable cure periods) on the date each Option Period is to commence. Operator must give Owner written notice of its intention to exercise such option not less than one hundred eighty (180) days prior to the end of the Initial Term and, if applicable, the second Option Period.
3 .3 Surrender Upon Agreement Expiration. Upon the expiration or earlier termination of this Agreement, Operator shall return the Real Property and Personal Property (subject to Section 3.4 below) to Owner in its then existing condition.
3.4 Disposition of Materials, Equipment, Tools and Supplies At the termination of this Agreement, Operator shall give Owner the first right to purchase the materials, equipment, tools and supplies used by Operator in the operations and maintenance of the Leased Premises at a price to be agreed upon between Owner and Operator. If Owner and Operator are unable to agree upon such price, then the price shall be the then value of such materials, equipment, tools and supplies as determined by a qualified appraiser selected by Owner and Operator. In the event an agreement cannot be reached as to selection of an appraiser, Owner and Operator shall each select an appraiser, and the two (2) chosen shall select a third. The agreed upon opinion of two (2) of the three (3) appraisers shall be the price to be paid by Owner. The costs and expenses of any appraisers shall be divided equally between Operator and Owner.
3.5 Loss of Arroyo Seco''Ditch Watef' Owner recognizes that Operator has based terms and conditions of this Agreement on the continued availability of irrigation water from the Arroyo Seco. In the event the availability of this water is discontinued, Operator shall have the right to renegotiate the terms and conditions of this Agreement.
If the Agreement is not renegotiated, the Operator shall be entitled to recover any Capital Improvement funds invested which have not been recovered through Rent Credit at the time of Termination.
3.6 Maintenance of'Ditch Watef'Reservoir The location of the Reservoir into which the the''Ditch Watef'is pumped; is located outside the golf facility boundaries and is owned by City.
City. It is critical to the integrity of the golf course irrigation system that the Reservoir be kept free of silt. City recognizes this requirement to keep silt from damaging the irrigation system and will periodically remove silt from the Reservoir to maintain the integrity of the irrigation system.
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4. LEASE YEAR DEFINED. The term''Lease Yeaf'means each one year period beginning on the Commencement Date and on each anniversary of the Commencement Date during the term of the Agreement. Each Lease Year will constitute a separate accounting period for the purpose of computing Percentage Rent, Rent Credit, Minimum Rent and Gross Revenue (all as defined below) for any Lease Year. Percentage Rent and Minimum Rent shall not be carried forward or backward into any other Lease Year. However, Rent Credits may be carried forward until all such credit has been used (Section 5.4) If this Agreement expires or is terminated prior to the end of a Lease Year, Minimum Rent and Percentage Rent shall be subject to proration.
5. RENT. In consideration of Owner executing this Agreement and granting the rights provided in this Agreement, Operator shall pay to Owner at the address listed for Owner in Section 05 of this Agreement (i) during the Initial Term, the Minimum Rent (as defined below) payment set forth in Section 5.1 below; and (ii) during the Option Period, the greater of (i) the Minimum Rent payments set forth in Section 5.1 below attributable to the Option Period, or (ii) a rent based on percentages of Gross Revenue (as defined below) as set forth in Section 5.2 below.
The total annual rent paid however, shall be modified to the extent that Rent Credits, from qualified payments attributed to approved capital improvements, offset Minimum and Percentage Rents as described in 5 .4 below.
5 .1 Minimum Rent. During the term of this Agreement, Operator shall pay to Owner a minimum rent (Minimum Rent) in the following amounts:
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Lease Year of Term Minimum Rent
(a) Lease Years 1-10 (Commencement $25,000 per year. After application of Rent Date to June 30, 2021 ) Credits. If Rent Credits are not applicable then Minimum increases to $100,000 per
year.
(b) Option Period-Lease Years 11-20 The greater of 1) $100,000 or 2) 75% of (July 1, 2021 to June 30, 2031) the average of the past three years annual rent.
PERCENTAGE RENTS
Revenue Source Yr 1-5
GOLF
Green Fees 15.00%
Mini~Golf 15.00%
Range 15.00%
Cart Rental 15.00%
Short Game 15.00%
Range 15.00%
F&B
Food & Beverage 5.00%
Alcoholic 11Bar11 7.50%
Catered 10.00%
PRO SHOP
Merchandise 5.00%
Instruction 10.00%
OTHER
Property Rental 15.00%
Events 15.00%
such Lease Year.
Yr 6-10 Yrll+
20.00% 20.00%
20.00% 20.00%
20.00% 20.00%
20.00% 20.00%
20.00% 20.00%
20.00% 20.00%
5.00% 5.00%
7.50% 7.50%
10.00% 10.00%
5.00% 5.00%
10.00% 10.00%
15.00% 15.00%
15.00% 15.00%
The Minimum Rent shall be paid in equal monthly
installments, in arrears, on the first day of each
calendar month during the term of this Agreement.
5.2 Percentage Rent. In any
Lease Year in which the amount of percentage rent
('Percentage Rent) set forth below exceeds the
Minimum Rent specified in Section 5.1, Operator
shall pay to Owner Percentage Rent based upon the
Schedule of Percentage Rents.
5 .3 Annual Rent. As used herein,
the term"Annual Rent'means, with respect to each
Lease Year, the Minimum Rent paid by Operator
pursuant to Section 5.1 above for that Lease Year,
as applied against the Percentage Rent paid by
Operator pursuant to Section 7 below attributable to
5.4 Rent Credits. As a method to allow Operator to recoup the investment required to pay for capital improvements necessary to renovate and refurbish the property a Rent Credit will be allowed against the annual Percentage Rents. a.
Calculation of Rent Credits. Rent Credit will be determined by the amount of Operator funds (approved by City) budgeted, contracted and paid for Capital hnprovements during the first five years of the Lease multiplied by __ ~Percent ( _%) of the sum of total amount of said funds. (See Exhibit C Rent Credit Calculation-Example)
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b.
C.
Application of Rent Credits. Each year, Operator may apply the Rent Credits to all rents due except for the Twenty-Five Thousand Dollar ($25,000.00) annual minimum payment.
Annual Carry-Over of Rent Credits. Any rent credits remaining after application to the current annual payment, may be carried over to the following year until all rent credits have been used.
6. GROSS REVENUE. For purposes of calculating Percentage Rent, the terrn''Gross 'Gross Revenue'means all money received by Operator as a result of the sales of goods or the provision of services, but shall not include any of the following:
(i) Cash refunds or credits allowed on returns by customers; (ii) Sales taxes, excise taxes, gross receipts taxes, admissions taxes, use taxes and other similar taxes now or later imposed upon the sale of food, beverages, merchandise or services and paid by Operator to the appropriate taxing authority, whether added to or included in the selling price;
(iii) Fees charged for golflessons and instruction to the extent that such fees or any portion thereof are retained by the golf professionals giving lessons or instruction (including both instances where the fees, or portions thereof, are paid directly to the golf professionals and where the golf professionals receive bonuses or commissions based on the fees received from lessons or instruction);
(iv) The actual uncollectible amount of any check or bank draft received by Operator as payment for goods or services and returned to Operator from a customers bank as being uncollectible (commonly"non-sufficient funds'checks); (v) The actual uncollectible amount of any charge or credit account ( commonly''bad debts) incurred by Operator for the sale of merchandise or services; (vi) The actual uncollectible amount of any sale of merchandise or services for which Operator accepted a credit card;
(vii) Interest or other charges paid by customers for extension of credit;
(viii) Sales made by any concessionaire or licensee of Operator, it being the intention of this Agreement that only Operators share of the receipts of such concessionaires or licensees, if and to the extent actually received by Operator, are to be included in the calculation of Operators gross revenue;
(ix) Sales or trade-ins of machinery, vehicles, trade fixtures or Personal Property used in connection with Operators operation of the Premises; (x) The value of any merchandise, supplies or equipment exchanged or transferred from or to other locations of business of Operator or any affiliate of
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Operator where such exchange or transfer is not made for the purpose of ( or does not have the practical effect of) avoiding a sale which would otherwise be made from or at the Premises; (xi) Receipts in the form of refunds from or the value of merchandise, supplies or equipment returned to shippers, suppliers or manufacturers; (xii) The amount of any cash or quantity discounts or rebates received from sellers, suppliers or manufacturers;
(xiii) The amount of any gratuities paid or given by customers to or for employees of Operator;
(xiv) Receipts from the sales of uniforms or clothing required to be worn by employees;
(xv) Amounts attributed to meals served or provided to
employees of Operator;
(xvi) The amount of any sales of merchandise discounted to employees;
(xvii) Receipts from the sale of waste or scrap materials resulting from Operators operations;
(xviii) Proceeds of any business interruption insurance maintained by Operator.
7. REPORTING AND PAYMENT OF PERCENTAGE RENT. Within sixty (60) days·after the end of each Lease Year, Operator shall submit to Owner a statement signed by Operator or a person authorized by Operator showing in reasonable detail the amount and type of Gross Revenue for the preceding year, and a remittance, if appropriate, of the amount by which Percentage Rent exceeds the Minimum Rent for such Lease Year.
8. MAINTENANCE AND EXAMINATION OF RECORDS. Operator shall maintain, at its principal offices, its financial records pertaining to Gross Revenue relating to the Premises during a period of four ( 4) years after the conclusion of any Lease Year. Further, all financial records pertaining to Gross Revenue at the Premises shall, upon at least three (3) business days' prior written request from Owner to Operator, be open and available to Owner or Owners representative for an examination at all reasonable times during business hours. Owner shall be entitled at any time within two (2) years after the conclusion of a Lease Year; to question the sufficiency of any rent payments or the accuracy of the report furnished by Operator.
9. Audit The city of South Pasadena reserves the right to designate its own employee representative(s) or its contracted representatives who shall have the right to audit the Course Operators accounting procedures and internal controls of the Operators financial systems systems and to examine any cost, revenue, payment, claim, other records or supporting documentation resulting from any items set forth in this Agreement. Any such audit(s) shall be
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0 undertaken by City of South Pasadena or its representative( s) at reasonable times and in conformance with generally accepted auditing standards. Operator agrees to fully cooperate with and such audit(s).
9 .1.1 The right to audit shall extend during the length of this Agreement and for a period of four ( 4) years, or longer ifrequired by law, following the date of final payment under the Agreement. Operator agrees to retain all necessary records/documentation for the entire length of this audit period.
9.1.2 Internal controls on the receipt and recording of all cash receipts, and all other operational financial and accounting controls and procedures are subject to the approval of the City Manager or his designee. At a minimum, the internal control of cash shall include an electronic cash register Point of Sale ('!BS or comparable) with an auditable daily tape, daily reconciliation of the cash deposit and sales, issuance of a physical dated receipt to every client, a daily activity report listing number ofrounds, total collections, buckets of balls sold and a monthly summary report. The monthly summary report shall be submitted within fifteen (15) days of each month. An annual financial statement (prepared by a CPA) detailing all income and expense shall be submitted within thirty (30) days of the closing of the Lease Year. 9 .1.3 Similar POS equipment and detail must be installed with the food and beverage, merchandise and instruction profit centers. All POS data should be easily related to your General Ledger.
9.1.3 Operator shall, each year, inventory all Capital Improvements. Ownership of all Capital Improvements shall become property of the City at Termination of the Lease. However, furnishings and operating equipment shall remain property of the Golf Operator.
9 .1.4 The Operator will be notified in writing of any exception taken as a result of an audit. Any adjustments and/or payments which must be made as a result of any such audit or inspection of the Operators invoices and/or records shall be made within thirty (30) days from presentation of City's findings to Operator.
If operator fails to make such payment, Operator agrees to pay interest, accruing monthly, at the maximum legal rate. Interest will be computed from the date of written notification of exception(s) to the date Operator reimburses the City for any exception(s). If an audit inspection or examination in accordance with this section, discloses overcharges ( of any nature) by the
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10 TAXES.
n
Operator to the City in excess of one percent (1 %) of the value of that portion of the contract that was audited, the actual cost of the City's audit shall be reimbursed to the City by the Operator.
10.1 Real Property Taxes. Operator shall pay directly to the appropriate taxing . authorities, prior to delinquency ( except in the case of contests of real estate taxes made in good faith), the actual Real Property Taxes (as defined below) assessed against the Premises which are attributable to the term of this Agreement. If any real estate taxes are assessed against the Premises which do not constitute Real Property Taxes required to be paid by Operator pursuant to the preceding sentence, then Owner shall pay such real estate taxes to Operator within thirty (30) days after notice from Operator, provided, however, Owner shall not be required to make such payment more than thirty (30) days before such real estate taxes are due and payable. If Owner fails to timely contribute its portion ofreal estate taxes on a timely basis, then at Operator's option, Operator may pay the full amount of real estate taxes assessed against the Premises, and thereafter Operator shall receive a credit against the Minimum Rent and/or Percentage Rent next payable under this Agreement equal to the portion ofreal estate taxes advanced by Operator on Owner's behalf. In the event Operator in good faith contests the amount ofreal property taxes assessed against the Premises, then, upon the final determination of the real property tax liability, Operator and Owner shall promptly pay their respective portion of the amount ofreal estate taxes owed.
10.1 Definition of Real Property Taxes. The term"Real Property Taxes'as used herein herein means any fee, license fee, commercial rental tax, assessment, penalty or tax imposed by any taxing authority against the Premises. However, the term'Real Property Taxes'does not include any special assessment imposed against the Premises for improvements made in connection with any adjacent property owned by Owner or any affiliate of Owner, any tax imposed upon this transaction or based upon a reassessment of the Premises due to a change of ownership or other transfer of all or part of Owner's interest in the Premises or (if applicable) Owner's federal or state income, franchise, inheritance or estate taxes, all of which shall be paid by Owner.
10.2 Other Taxes. Operator shall pay all taxes, license fees or other governmental charges assessed or imposed on the Personal Property owned by Operator located on the Premises or upon the business operations of Operator conducted on the Premises, but Operator's responsibility pursuant to this Section shall not include any extraordinary charges or one time assessments.
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11 UTILITIES. Operator shall pay, before delinquency, all charges for utilities, including water, electricity, gas, heating, cooling and telephone, used by Operator in Operators operation of the Premises.
12 PRORATION OF INCOME AND EXPENSES. As of the expiration, or earlier termination of this Agreement, Owner and Operator shall prorate the following items:
(a) All items of income relating to the operation of the Premises including, without limitation, membership dues, advance green fee (frequency) cards, deposits for tournaments, deposits for banquets and other functions, deposits for meetings, gift certificates issued by Operator for merchandise in the pro shop which remain redeemable, and rain checks issued by Operator which remain redeemable.
(b) All items of expenses relating to the operation of the Premises including, without limitation, real property taxes and other taxes, utilities and any liabilities, if any, under contracts relating to the Premises, it being understood and agrees that Owner shall assume such contracts upon the expiration or sooner termination of this Agreement so long as the same were entered into on commercially reasonable terms. ( c ) Payment by Owner to Operator of all outstanding Rent Credits.
However, if Termination occurs due to cause or uncured default Operator shall not be entitled to such payment.
13 CAPITAL IMPROVEMENTS. It is recognized by Owner and Operator that the facility has a substantial amount of deferred maintenance. Also, that the Operator is required to fund, construct and implement the Capital Improvements necessary to bring the facility up to the quality desired by the City. Such requirement is part of the RFP and subsequent Proposal submitted by the Operator. The Schedule-Required Improvement Areas (Tasks) is part of the Operators Proposal (See Exhibit Bl). Since the Proposal has been submitted, the Schedule of Capital Improvements has been revised. (See Exhibit B2). It is anticipated that during the first three (3) years of operations additional revisions may be made. Such Capital Improvements, which are included in the above schedules are the only Capital Improvements which are available for application to the Rent Credits in 5 .4.
13.1 Capital Improvements Generally. In addition to the''Required Improvement Areas, during the term of this Agreement, Operator shall have the right, subject to Owner approval, to construct such alterations, additions and improvements ('fmprovements) as Operator shall deem deem necessary and appropriate. Operator shall submit plans, for approval, for such Improvements to Owner. Owner shall have thirty (30) days, after Operators submittal of plans, to begin process of approval. If Owner does not notify Operator of commencement of an approval process, within the thirty (30) days, Owner shall have been deemed to give consent to the submitted Improvement plans.
13.2 Tolling of Rent During Construction In constructing the Improvements, Operator may find it necessary at times to temporarily close portions of the golf course being operated on the Premises. In the event Operator must close either the golf course or practice
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range Operator shall be forgiven rent payments for that portion of the facility which. is closed for the period of construction or a maximum of ninety (90) days whichever is the lesser of the two.
13.3 Ownership of Improvements; No Liens. During the Agreement term, all Improvements shall be the property of Operator. All Improvements shall become the property of Owner upon the expiration or sooner termination of this Agreement unless otherwise agreed by Owner in writing. Operator shall not have the right to create or permit the creation of any lien attaching to Owner's interest in the Premises as a result of any construction of any Improvements.
Improvements.
13.4 Capital Improvement Surety
(a) Irrevocable Letter of Credit: The Operator will be required to deliver an irrevocable letter of credit ('LOC'), prior to taking possession of the golf facility, payable upon demand by the City in an amount of$100,000. Sixty (60) days after renovation of the golf facility has begun and the completion bond (see below) has been posted, the LOC will be released.
(b) Capital Improvement Completion Bond A bond, securing the successful completion of the agreed upon Capital Improvements. shall be posted in an amount of at least One Hundred Twenty-Five Percent (125%) of the estimated cost of the Capital Improvements. This bond will be released upon completion of the Capital Improvements which shall be sixty (60) days after all such work has been completed and City, in its sole discretion (not to be unreasonably withheld). determines such work has been successfully completed. City will allow the cost of the Completion Bond (for calculation of the Rent Credit) to be counted as part of the cost of Capital Improvement.
13.5 Exception to Operator Funding of Capital Improvement(s) In the event the Rim of the Valley Trail is built, City agrees to: fund all expense of moving the poles and netting from the Arroyo side of the range to the inward side of the Trail easement (approximately 20 feet), construct the Trail, provide cover over the Trail to protect Trail users from injury or property damage, compensate owner for loss of parking and indemnify Operator from any cost arising from either construction or use of the Trail.
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() (J
14 MAINTENANCE AND REPAIRS. Except as otherwise provided in this Agreement, Operator shall, at its sole cost, maintain and repair the Premises in accordance with the maintenance standards set forth on Exhibit"D'attached hereto. 15 OWNER'S COOPERATION. Owner recognizes and acknowledges that Operator will need the assistance and cooperation of Owner in order to properly perform and fulfill Operators covenants and obligations under this Agreement. Therefore, Owner agrees it shall execute such documents and do such further acts and things as Operator reasonably requests in order to assist Operator in fulfilling its obligations under this Agreement. Owner further agrees it shall designate a specific officer or agent having appropriate experience and authority whose responsibility it is to work with Operator in assuring that Operator obtains the full cooperation and assistance of Owner, subject to the terms of this Agreement and all applicable laws. 16 INSURANCE.
16.1 Insurance Coverage. Operator shall maintain, at Operators sole cost and expense, the following types of insurance coverage relating to the Premises and Operators operations of the Premises at all times throughout the term of this Agreement:
( c) Liability Insurance. A policy or policies of comprehensive general liability insurance, with coverage of not less than one million dollars ($1,000,000) combined single limit for bodily injury and property damage. Owner shall be named as an additional insured on such policy.
( d) Workers Compensation. A policy or policies of workers compensation insurance in compliance with applicable California law. ( e) Casualty Insurance. A standard form policy or policies of fire and extended coverage casualty insurance on the Premises, including the clubhouse and related buildings with coverage limits not less than the full replacement cost of the Premises. Operator shall also maintain insurance coverage on, or otherwise assume financial liability for, the Personal Property and the furnishings and equipment owned by Operator.
16.2 General Provisions. In fulfilling its obligations for the acquisition of insurance coverage under Section O above, Operator, with written consent of Owner, shall have the right to self-insure up to commercially reasonable amounts using its good faith business judgment.
Operator shall make diligent efforts to assure that the policies of insurance to be maintained by it shall not be subject to cancellation except upon at least ten (10) days' written notice to Owner. At At Owners request, Operator shall submit to Owner a certificate of coverage and proof of payment of premiums. Any insurance required to be carried under this Agreement may be included as part of any blanket or other policy or policies of insurance, subject to the provisions of this Agreement.
17 DAMAGE AND RESTORATION.
17.1 Total Destruction. If the buildings or other improvements on the Premises, or the Personal Property leased under this Agreement, should be totally destroyed (i.e., damage in excess of partial destruction as defined in Section 0) by fire or other casualty or a force majeure
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occurrence, Operator shall have the option, to be exercised in writing within sixty ( 60) days of such destruction, to either (a) terminate this Agreement in which event the parties shall have no further obligations hereunder, or (b) elect to repair and restore the Premises and thereafter diligently pursue such restoration to completion.
17 .2 Partial Destruction. If the buildings or other improvements on the Premises or the Personal Property leased under this Agreement should be partially damaged by fire or other casualty or a force majeure event, then Operator shall, subject to the availability of insurance proceeds (it being understood and acknowledged that Operator shall have no obligation to repair or restore any portion of the Premises if insurance proceeds are not available to fully restore the same), restore the buildings, improvements and Personal Property in a good and worlananlike manner to a condition as good as or better than the condition in which the buildings, improvements and Personal Property existed prior to their damage or destruction. For purposes of this Agreement, the term"partially damaged'means (a) damage to the extent of one third or less less of the value of the buildings, improvements and Personal Property at the Premises or (b) damage to the extent that no more than nine holes on the golf course at the Premises are rendered unplayable. If the insurance proceeds made available to Operator are not sufficient to fully restore the Premises, then Operator may terminate this Agreement upon written notice to Owner in which event the parties shall have no further liability hereunder. In addition, notwithstanding anything in this Section O to the contrary, if, as a result of the partial destruction of the Premises, Operator is unable to make full and productive economic use of the Premises and, in Operators reasonable determination, the full and complete restoration of the Premises will take in excess of one hundred eighty (180) days, then Operator may, upon written notice to Owner within sixty ( 60) days after the partial destruction occurs, terminate this Agreement, in which event the parties shall have no further obligations hereunder.
17.3 Damage During the Last Two Years of the Agreement Term. Notwithstanding the provisions of Section O to the contrary, if during the last two years of the term of this Agreement, the buildings or other improvements on the Premises, or the Personal Property leased under this Agreement is damaged to the extent often percent (10%) of the value of the buildings, improvements and Personal Property at the Premises or more, then Operator shall have the option, to be exercised within thirty (30) days of such damage or destruction, to either (a) terminate this Agreement in which event the parties shall have no further obligations hereunder or (b) elect to repair and restore the Premises in accordance with the provisions of Section 0 above.
18.1 Rental Abatement and Term Extension. If Operator is unable to make full and productive economic use of the Premises during repair, reconstruction or replacement as provided for in this Section, Operator's rental obligations under Article 5 shall be abated until such time as Operator is again fully able to do so.
19 Application of Insurance Proceeds Upon Termination. If, after the partial or total destruction of the Premises, this Agreement is terminated pursuant to the provisions of this Article 0, then all insurance proceeds made available on account of such destruction shall first be paid to Operator to reimburse Operator for the value of any and all improvements made to the Premises by Operator prior to such destruction until such time as Operator has received full reimbursement for all such improvements and for the value of any personal property at the
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0 Premises owned by Operator; second, to Owner until such time as Owner has received full reimbursement for the value of the improvements at the Premises which existed as of the first day of the Initial Term and the balance, if any, shall be paid to Operator. 20 EMINENT DOMAIN.
20.1 Total Taking. If at any time during the term of the Agreement, use of all or a material portion of the Premises shall be taken by condemnation or by right of eminent domain, then this Agreement shall terminate on the date of such taking and all rental payments already made shall be apportioned as of the date of the taking. For purposes of this Article, a"material portiorl'shall be deemed to have been taken if the remaining portion cannot economically be used used by Operator, in Operators reasonable judgment, in the manner in which the Premises were used prior to such taking.
20.2 Partial Taking. In the event that use ofless than all or a material portion of the Premises is taken by condemnation or by right of eminent domain, then this Agreement shall not terminate, but the Minimum Rent due during the remainder of the Agreement term shall be reduced as of the date of such partial taking in a proportion to the reduction in the Gross Revenues of the Premises attributable to such partial taking.
20.3 Condemnation Award. Ifthere is a taking by right of eminent domain, the award shall belong to and be paid to Owner, except that Operator shall receive from the award the following: (a) a sum attributable to the value of Operators leasehold estate, including improvements, and (b) a sum attributable to Operators loss of good will. 21 REPRESENTATIONS, WARRANTIES AND COVENANTS.
21.1 Power and Authority. Owner hereby represents and warrants that it has the requisite right, power, legal capacity and authority to enter into this Agreement and to fully perform each and all of its obligations under this Agreement. Operator hereby represents and warrants that it has the requisite right, power, legal capacity and authority to enter into this Agreement and to fully perform each and all of its obligations under this Agreement.
21.2 No Conflict. Owner represents and warrants that neither this Agreement nor the consummation of the transactions contemplated by this Agreement will result in a breach of or constitute a default under any other agreement, commitment or obligation to which Owner or the Premises is bound, nor will it violate any law, rule, regulation, restriction, judicial or administrative order, judgment or decree applicable to Owner or the Premises. Operator represents and warrants that neither this Agreement nor the consummation of the transactions contemplated by this Agreement will result in a breach of or constitute a default under any other agreement, commitment or obligation to which Operator is bound, nor will it violate any law, rule, regulation, restriction, judicial or administrative order, judgment or decree applicable to Operator.
21.3 Encumbrances. Owner shall not (a) grant any easements, rights of way, licenses or other similar rights, (b) convey to the public or dedicate to the public all or any portion of the Premises, or ( c) consent to the Premises being included as part of an assessment district, or ( d) encumber, lien or mortgage its fee interest in the Premises, in each case without obtaining
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Operators prior written consent, which consent shall be granted or withheld in Operators sole discretion.
22 FRUSTRATION OF PURPOSE. At any time during the term of this Agreement, (i) if the governing body of any political subdivision having competent jurisdiction over the Premises should enact any valid zoning or other ordinance, law or regulation ( collectively, ''Use Law) which prohibits the use of the whole or a substantial part of the Premises for the purposes as provided in Section 2.1 of this Agreement; (ii) ifan event of force majeure (collectively,"Force Majeure Event) occurs, including without limitation, declared or undeclared war, sabotage, riot or other acts of civil disobedience, acts or omissions of government, labor disputes, shortages of fuel or other materials, accidents, fires, explosions, floods, earthquakes, or other acts of God, which substantially prevents Operators use of the Premises as provided for in Section 2.1 of this Agreement; or (iii) if Facilities become unavailable or inadequate so as to substantially interfere with Operators use of the_ Premises as provided in Section 2.1 of this Agreement, it is agreed that Operator may elect, within one hundred twenty (120) days after the effective date of such Use Law or the occurrence of the Force Majeure Event, or the date Facilities become unavailable or inadequate, to cancel this Agreement and surrender possession of the Premises. Any such cancellation and surrender shall act to release and discharge Operator from any further obligation under this Agreement. In addition, it is agreed that during the period of any Force Majeure Event; during the period that Facilities are unavailable or inadequate; and/or during any period that any defect in the Premises substantially interferes with Operators use of the Premises as provided in Section 2.1 of this Agreement, Owner and Operator shall be excused from performing their respective obligations under this Agreement whether or not Operator exercises its right to terminate as provided herein.
23 ASSIGNMENT. Except as otherwise provided below, Operator shall not assign this Agreement or sublet all of the Premises without the prior written consent of Owner, which consent shall not be unreasonably withheld or delayed. Operator shall notify Owner of any proposed assignment or subletting at least thirty (30) days prior to the proposed effective date of such assignment or subletting. Owners consent shall not be required for any assignment or sublease of all or any portion of Operators interest in this Agreement to any corporation, limited liability company, partnership or other entity which controls, is controlled by or is under common control with Operator or any individuals or entity which directly or indirectly owns an interest in Operator ('Operators Affiliate). In such case, any Operators Affiliate shall assume in in writing all of Operators obligations under this Agreement. Notwithstanding the foregoing to the contrary, Operator shall be permitted to enter into subleases or concession agreements for the operation of the pro shop, food and beverage services and other related activities at the Premises and such subleases and/or concession agreements shall not be considered assignments for purposes of this Article 0.
24 BREACH AND REMEDIES. The following conditions will constitute a breach of this Agreement and a default thereunder:
24.1 Conditions of Default.
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(a) If Operator fails to pay rent or fulfill any other monetary obligation of Operator to Owner, and Operator fails to cure such monetary default within thirty (30) days after written notice from Owner to Operator of such monetary default. (b) If either party fails to perform any of its other non-monetary obligations under this Agreement when due or called for, and the party in default fails to cure such non monetary default within sixty ( 60) days after written notice from the nondefaulting party of such non-monetary default; provided, however, that if the nature of the non-monetary default is of a nature such that it cannot be fully cured within that sixty (60) day period, the party in default shall have such additional time as is reasonably necessary to cure the default so long as the party in default is proceeding diligently to complete the necessary cure after service of notice by the non defaulting party.
24.2 Remedies.
(a) If any of the conditions identified in Section O above should occur and the party in default does not cure the default, the non-defaulting party may elect to terminate this Agreement immediately and seek all remedies as provided under law and equity.
(b) If either party at any time by reason of the other party's default pays any sum or does any act that requires payment of any sum, the sum paid by the nondefaulting party shall be immediately due and owing by the defaulting party to the non-defaulting party at the time the sum is paid, and if paid at a later date shall bear interest at the rate often percent (10%) per annum from the date the sum is paid by the non-defaulting party until the non-defaulting party is reimbursed by the defaulting party.
( c) If either Owner or Operator should bring an action in a court of law to enforce any of its rights or remedies under this Agreement, both parties agree that the prevailing party in any such litigation shall be entitled to a recovery of reasonable attorneys' fees and costs incurred by way of such action. 25 QUIET ENJOYMENT. Subject only to the terms of this Agreement, so long as Operator complies with its obligations under this Agreement, Owner shall secure to Operator the quiet and peaceful enjoyment of the Premises and the sole and exclusive possession of the Premises without objection or interference from Owner or any party claiming under Owner. 26 GENERAL PROVISIONS.
26.1 Entire Agreement. This Agreement contains all of the agreements of the parties with respect to the matters covered by this Agreement, and no prior agreements, oral or written, or understandings or representations of any nature whatsoever pertaining to any such matters shall be effective for any purpose unless expressly incorporated in the provisions of this Agreement. The provisions of this Agreement shall not be amended or altered except by an agreement in writing signed by both of the parties.
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26.2 Waiver. Waiver by either Owner or Operator of any breach by the other of any covenant, condition or obligation contained in this Agreement or failure by either Owner or Operator to exercise any right of remedy in respect of any such breach shall not constitute a waiver of any such breach or of any subsequent breach of any covenant, condition or obligation, nor bar any right or remedy of Owner or Operator in respect of any such subsequent breach.
26.3 Memorandum of Agreement. Concurrently with the execution of this Agreement, Owner and Operator agree to execute and deliver a short form memorandum of this Agreement in the form ofExhibit"E'hereto which Operator shall record in the Official Records of the County County of Los Angeles, State of California. The parties further agree, however, that the memorandum shall in no way be deemed or interpreted to amend, change, define, explain or add to the provisions of this Agreement.
26.4 Brokers. Owner and Operator represent to each other that they are not obligated to any broker or finders in connection with this Agreement, and each party agrees to defend, indemnify and hold the other harmless from any claim, suit or demand made upon the other by any person, firm or corporation for brokerage fees or commissions or other similar compensation with respect to this Agreement arising out of any act or agreement of the indemnifying party.
26.5 Notices and Addresses. All notices, demands, requests or replies provided for or permitted by this Agreement shall be in writing and may be delivered by any one of the following methods: (1) by personal delivery with receipt acknowledged in writing; (2) by deposit with the United States Postal Service as certified or registered mail, return receipt requested, postage prepaid to the addresses stated below; or (3) by deposit with an overnight express delivery service with receipt acknowledged in writing. Notice deposited with the United States Postal Service in the manner described above shall be deemed effective three (3) business days after deposit with the Postal Service. Notice by overnight express delivery service shall be deemed effective one (1) business day after deposit with the express delivery service. Notice by personal delivery shall be deemed effective at the time of personal delivery. Notice also may be given by means of electronic facsimile transmission ('fax); provided, however, that in order for a a fax notice to be deemed effective, the party giving notice by fax shall provide a'bard copy' of the faxed notice thereafter to the other party pursuant to one of the three (3) methods of'hard copy' delivery specified in this Section.
For purposes of notice, demand, request, reply or payment, the address of Owner shall be:
Community Services Director
City of South Pasadena
1102 Oxley Street
South Pasadena, California 91030
Attention: Sheila Paustch
The address of Operator shall be:
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(1
Michael Donovan, Managing Member
Donovan Bros. Golf, LLC
1800 Carbon Canyon Road
Chino Hills, California 91709
Each party shall have the right to designate a different address within the United States of America by the giving of notice in conformity with this Article.
26.6 Governing Law; Partial Invalidity. This Agreement and the rights and liabilities of the parties to the Agreement shall be governed by the laws of the State of California. If any term or provision of this Agreement or application of the Agreement to any person or circumstance shall to any extent be invalid or unenforceable, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those as to which it is invalid or unenforceable, shall not be affected by such invalidity or unenforceability, and each term. and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law.
26.7 Leasehold Mortgages. Operator shall have the right, at any time, to subject all or a portion of Operators leasehold interest under this Agreement to one or more mortgages, deeds of of trust or like instruments ('Leasehold Mortgages), with Owners consent, which consent shall not be unreasonably withheld or delayed. At Operators request, Owner shall, at the time Owner gives any notice, demand or other communication to Operator under this Agreement, give a copy of such notice, demand, or other communication to each leasehold mortgagee under a Leasehold Mortgage at any address which has been previously designated by such leasehold mortgagee by written notice to Owner. Owner shall reasonably cooperate with Operator in connection with Operators efforts to obtain one or more Leasehold Mortgages and shall, among other things, execute such documents as are usual and customary in connection with the granting of a Leasehold Mortgage such as documents allowing the leasehold mortgagee to cure defaults by Operator and documents defining the relationship between a leasehold mortgagee and Owner after the foreclosure of a Leasehold Mortgage.
26. 7 Holding Over. If Operator does not vacate the Premises upon the expiration or earlier termination of the Agreement, Operators occupancy of the Premises shall be a"month-toto-montH'tenancy, subject to all the terms of this Agreement applicable to a month-to-month tenancy.
26.8 Estoppel Certificates. Upon Owners or Operators written request, the other party shall execute, acknowledge and deliver to the requesting party, a written statement certifying: (a) that none of the terms or provisions of this Agreement have changed ( or if they have been changed, stating how they have been changed); (b) that this Agreement has not been cancelled or terminated; ( c) the last date of payment of the Minimum Rent and other charges and the time period covered by such payments; and ( d) that the other party is not, to the best of the certifying party's knowledge, in default under this Agreement ( or, if the other party is claimed to be in default, stating why). Such party shall deliver such statement to the requesting party within ten (10) days after the requesting party's request. Any such statement may be given by the requesting
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requesting party to any prospective purchaser or encumbrancer of Owner or Operator's interest in in this Agreement.
26.9 Captions. Captions in this Agreement are included for convenience only and are not to be taken into consideration in any construction or interpretation of this Agreement or any of its prov1s10ns.
26.10 Exhibits. The Exhibits referred to below and attached to this Agreement are incorporated herein as if set forth in full:
Exhibit''R' - Legal Description of Real Property
Exhibit"B' - Required Improvement Areas (Tasks)
Exhibit"C' -
Exhibit''.[)' - Maintenance Standards
26.11 Further Assurances. Owner and Operator agree that at any time or from time-totime after the execution of this Agreement, they shall, upon request of the other, execute and deliver such further documents and do such further acts and things as may be reasonable requested in order to fully effect the purpose of this Agreement.
26.12 No Joint Venture. Nothing contained in this Agreement shall be deemed or construed by the parties hereto or by any third party as creating the relationship of principal and agent, a partnership or joint ventures between Owner and Operator. It is understood and agreed that neither any provisions contained in this Agreement nor any acts of Owner or Operator shall be deemed to create any relationship between Owner and Operator other than the relationship of landlord and tenant.
26.13 No Interpretation Against Draftsman. Owner and Operator hereby agree that no provision of this Agreement shall be construed against either Operator or Owner on the basis that the provision was drafted by such party or such partys counsel.
IN WITNESS WHEREOF, this Agreement has been executed as of the date first set forth above.
'Ownef'
City of South Pasadena, California
a municipal corporation
By: _______________ _
Its: ______________ _
'Cperatof'
Donovan Bros. Golf, LLC
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I)
By: ----------- Mich a el Donovan
Its: Managing Member
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GOLF COURSE OPERATIONS MANAGEMENT AGREEMENT
EXHIBIT 2
NET OPERATING INCOME ("NOi") EXAMPLE
INCOME
Golf Course
Practice Range
Miniature Golf
Merchandise Sales
Discount (or Loyalty) Programs
Club Rentals
Cart Rentals
Instruction (Net to Owner)
Food and Beverage (Non Alcoholic)
Liquor Concession Fee (10% on all Liquor, Beer and Wine) Site Rental to Film Companies (including parking)
Event Facility Rental
Misc
TOTAL INCOME
COST OF GOODS SOLD
Merchandise
Food and Beverage (Non Alcoholic)
TOTAL COST OF GOODS SOLD
GROSS INCOME (Total Income less Cost of Goods Sold)
OPERATING EXPENSE
Salaries, Wages, Benefits & Taxes
Golf Course Maintenance
Golf Operations
Food and Beverage
Facility Maintenance
General and Administrative
Sales and Marketing
Sales Taxes
Fixed Expense
TOTAL OPERATING EXPENSE
NET OPERATING INCOME (Gross Income less Operating Expense)
MANAGEMENT FEE
NET TO OWNER (Net Operating Income Less Management Fee) ATTACHMENT 2
Arroyo Seco Golf Course Management Agreement Net Operating Income 16 - 51
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Arroyo Seco Golf Course Management Agreement
Net Operating Income (NOI)
2022-2023 2011-2012 Variance
Income
Golf Course $800,438.00 $549,730.00 $250,708.00
Practice Range $548,095.00 $359,841.00 $188,254.00
Miniature Golf $243,706.00 $111,461.00 $132,245.00
Merchandise Sales $41,523.77 $5,204.43 $36,319.34
Discount Programs $6,546.00 $0.00 $6,546.00
Club Rentals $16,705.00 $7,149.00 $9,556.00
Cart Rentals $11,349.00 $2,875.00 $8,474.00
Instruction $10,500.00 $30,700.00 -$20,200.00
Food & Beverage (Non Alcoholic) $29,154.18 $181,873.11 -$152,718.93 Liquor Concession Fee (10%) $9,546.29 $6,524.26 $3,022.03 Site Rental-Film (Parking) $9,830.00 $29,500.00 -$19,670.00 Event Facility Rental $1,825.00 $500.00 $1,325.00
Misc $110.17 $26.84 $83.33
TOTAL INCOME $1,729,328.41 $1,285,384.64 $443,943.77
COST OF GOODS SOLD
Merchandise $36,889.26 $2,882.96 $34,006.30
Food & Beverage (Non Alcoholic) $19,831.89 $80,000.62 -$60,168.73 TOTAL COST OF GOODS SOLD $56,721.15 $82,883.58 -$26,162.43 GROSS INCOME $1,672,607.26 $1,202,501.06 $470,106.20
OPERATING EXPENSE
Salaries, Wages, Benefits & Taxes $636,207.87 $549,422.32 $86,785.55 Golf Course Maintenance $233,111.87 $125,643.31 $107,468.56 Golf Operations $63,389.57 $33,180.98 $30,208.59
Food & Beverage $4,973.28 $29,654.41 -$24,681.13
Facility Maintenance $24,052.02 $9,465.73 $14,586.29
General & Administrative $210,373.40 $78,325.43 $132,047.97 Sales & Marketing $1,850.41 $1,917.81 -$67.40
Sales Taxes $0.00 $0.00 $0.00
Fixed Expens $0.00 $0.00 $0.00
TOTAL OPERATING EXPENSE $1,173,958.42 $827,609.99 $346,348.43 NET OPERATING INCOME $498,648.84 $374,891.07 $123,757.77 MANAGEMENT FEE $96,000.00 $96,000.00 $0.00
NET TO OWNER $402,648.84 $278,891.07 $123,757.77
Incentive Fee 15% $18,563.67
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17 17 - 1
City Council
Agenda Report
DATE: April 17, 2024
FROM: Armine Chaparyan, City Manager {¥./
PREPARED BY: Sheila Pautsch, Community Services Director ITEM NO.
Lucy Hakobian, Community Services Deputy Director
Melissa Snyder, Community Services Supervisor
Ted Gerber, Public Works Director
-----I
SUBJECT: Public Hearing to Adopt a Resolution Approving the Community Development Block Grant (CDBG) Funds for Fiscal Year
2024/2025 In the amount of $127,365, with $19,104forthe Senior Nutrition Program and $108,261 for Sidewalk Replacements and Americans with Disabilities (ADA) Act Ramp Upgrades
Recommendation
It is recommended that the City Council conduct a public hearing and adopt a resolution to approve an allocation of the Community Development Block Grant funds for the Fiscal Year 2024/2025, in the total amount of $127,365, with $19,104 for the Senior Nutrition Program and $108,261 for Sidewalk Replacements and ADA ramp upgrades.
Executive Summary
This report is to conduct a public hearing and adopt a resolution for an annual allocation of Community Development Block Grant (CDBG) funds. The City receives funding from CDBG, where 15% of the amount is allocated for the Senior Nutrition Program, with the remaining funds for sidewalk replacement and ADA ramp upgrades.
Background
The CDBG Program is an annual entitlement grant that is federally funded and administered by the United States Department of Housing and Urban Development (HUD). The City is a non-entitlement community, meaning the funds do not come directly from HUD to the City. Instead, the City receives an annual formula-based allocation from the Los Angeles County Board of Supervisors administered through the Los Angeles County Development Authority (LACDA) for limited programs including the Senior Nutrition Program and sidewalk replacements and improvements. Within the eligible activities for the City, the funds are restricted to benefit persons of low and moderateincome in compliance with other Federal regulations. 17 - 2
Approval of CDBG Funds for FY 2024/2025
April 17, 2024
The Census map data is used to define low and moderate-income areas, and in many cases, the City exceeds the criteria. Due to limited and restricted funding, in past years, the City has used the funding to support the Senior Nutrition Program and sidewalk replacements and improvements.
Analysis
The total estimated allocation to be awarded to the City for Fiscal Year 2024/2025 is $127,365. The proposed programming for the CDBG funds for Fiscal Year 2024/2025 is $19,104 to be allocated to the Senior Nutrition Program and $108,261 to be allocated to sidewalk replacements and Americans with Disabilities Act (ADA) ramp upgrades. • The Senior Nutrition Program provides over 14,000 nutritious hot meals between the South Pasadena Senior Center on-site program and home delivery for homebound seniors year-round. The proposed Senior Nutrition Program is a Public Service Program subject to a federal funding cap of 15% of the CDBG annual allocation per Fiscal Year. Staff is recommending 15% of CDBG funds be programmed to the Senior Nutrition Program for the 2024 funding years or $19,104.
• There are multiple sidewalk improvements and repairs needed throughout the City.
The City has developed a 5-Year Capital Improvement Program (CIP). These funds will be essential to the street and sidewalk improvement programming. In an effort to further fund the CIP, staff is recommending to program $108,261 in 2025 CDBG funding for sidewalk replacements and ADA ramp upgrades.
Key Performance Indicators and Strategic Plan
This item is not associated with any Key Performance Indicators and/or Strategic Plan priority.
Fiscal Impact
There will be no impact on the General Fund through the proposed recommended action.
Staff recommends appropriating the City's total CDBG allocation of $127,365 for FY 2024/2025 with $19,104 to the Senior Nutrition Program in Account No. 260-8030-8023- 8180 and $108,261 for sidewalk replacement and ADA ramp upgrades in Account No. 260-5075-049.
Community Outreach
The City is required to provide the public an opportunity to comment on the proposed use of these funds as there is citizen participation component. (See, HUD Regulation, 24 CFR§91.105(c)(2)). The public hearing held tonight will satisfy this requirement.
Public Notification of Agenda Item
A public notice was published in the South Pasadena Review on February 16, 2024.
Approval of CDBG Funds for FY 2024/2025
April 17, 2024
Attachments:
1. Proposed Resolution: Approving the City of South Pasadena’s Community Development Block Grant (CDBG) program for Fiscal Years 2024/2025
2. List of CDBG Categories of Eligible Activities
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ATTACHMENT 1
Proposed Resolution: Approving the City of South Pasadena’s Community Development Block Grant (CDBG) program for Fiscal Years 2024/2025 17 - 5
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CITY OF SOUTH PASADENA
RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SOUTH PASADENA, CALIFORNIA,
AUTHORIZING THE ALLOCATION OF THE COMMUNITY
DEVELOPMENT BLOCK GRANT (CDBG) FUNDS FOR THE
SENIOR NUTRITION PROGRAM AND SIDEWALK
REPLACEMENTS AND AMERICANS WITH DISABILITIES ACT
(ADA) RAMP UPGRADES FOR
FISCAL YEARS 2024/2025
WHEREAS, the Community Development Block Grant (CDBG) Program has operated since 1974 to provide local governments the resources to meet the needs of persons of low-and moderate-income; and
WHEREAS, the City of South Pasadena contracts with the Los Angeles County Development Authority for the disbursement of Community Development Block Grant Funds, through the Small Cities Program; and WHEREAS, the City of South Pasadena will receive an estimated total of $127,365 in Fiscal Year 2024/2025 in CDBG funds, and proposes an allocation of $19,104 for the Senior Nutrition Program and $108,261 for Sidewalk Replacements and ADA Ramp Upgrades; and
WHEREAS, the City Council has conducted a public hearing, with the required prior noticing to provide the public and opportunity to comment on the program proposed for the Fiscal Years 2024/2025 CDBG Funds Program.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SOUTH
PASADENA, CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS:
SECTION 1. The City Council approves the CDBG Program Budget for Fiscal Year 2024/2025 for the Senior Nutrition Program and Sidewalk Replacements and ADA Ramp Upgrades and instructs staff to submit the necessary document and a copy of this Declaration to the Los Angeles County Development Authority. The proposed project budgets are:
1) Senior Nutrition Program: $19,104
2) Sidewalk Replacements and ADA Ramp Upgrades $108,261 SECTION 2. The City Council authorizes City staff to adjust the Program 17 - 7
budget as necessary throughout the Fiscal Year. This includes but is not limited to, allocating amounts on a per-project basis, adjusting project budgets, and implementing a new or canceling existing activities, to allow for the timely expenditure of CDBG funds.
SECTION 3. This resolution shall take effect from and after the date of its passage and adoption.
SECTION 4. The City Clerk of the City of South Pasadena shall certify to the passage and adoption of this resolution and its approval by the City Council and shall cause the same to be listed in the records of the City.
PASSED, APPROVED AND ADOPTED ON this 17th day of April, 2024.
AYES:
NOES:
ABSENT:
ABSTAIN:
Evelyn G. Zneimer, Mayor
ATTEST: APPROVED AS TO FORM:
Amber Tardif, Deputy City Clerk Roxanne Diaz, City Attorney 17 - 8
ATTACHMENT 2
2List of CDBG Categories of Eligible Activities
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CDBG Categories of Eligible Activities
1) Acquisition of Real Property
2) Disposition
3) Public Facilities and Improvements
4) Clearance
5) Public Services
6) Interim Assistance
7) Relocation
8) Loss of Rental Income
9) Privately-Owner Utilities
10) Rehabilitation
11) Construction of Housing
12) Code Enforcement
13) Special Economic Development Activities
14) Microenterprise Assistance
15) Special Activities by CBDOs
16) Homeownership Assistance
17) Planning and Capacity Building
18) Program Administration Costs
19) Miscellaneous Other Activities (e.g. completing an urban renewal project, technical assistance to increase capacity of public or nonprofit entities, assistance to higher education institutions, property reconstruction, and handicapped accessibility) NOTE: All of the eligible activities listed above, when implemented with CDBG funds, must benefit low-moderate income persons, meaning that at least 51% of households that do benefit from the project have an annual income that is at or below 80% of the Area Median Income.
Ineligible Activities
1) Buildings used for the general conduct of government 2) General government expenses
3) Political activities
4) Purchase of equipment
a. Construction equipment
b. Fire protection equipment
c. Furnishings and personal property
d. Operating and maintenance expenses
e. New housing construction
f. Income payments to individuals or families
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City Council
Agenda Report ITEM NO. ___
DATE: April 17, 2024
FROM: Arminé Chaparyan, City Manager
PREPARED BY: Brian Solinsky, Chief of Police
Angelica Frausto-Lupo, Community Development Director
Leah Demarest, Senior Planner for Housing Programs
SUBJECT: Discussion and Provide Direction on the City’s Participation in the San Gabriel Valley Crisis Assistance Response & Engagement (SGV CARE) Program
Recommendation
It is recommended that the City Council discuss and consider providing direction to staff on the City’s participation in the San Gabriel Valley Crisis Assistance Response & Engagement (SGV CARE) program.
Executive Summary
The San Gabriel Valley Crisis Assistance Response & Engagement (SGV CARE) program is a multi-city regional alternative response crisis program in the San Gabriel Valley that responds to mental health and quality of life related crises received through 9-1-1 dispatch calls for service.
SGV CARE is administered by the San Gabriel Valley Council of Governments in partnership with local participating cities, with services delivered by the Los Angeles Centers for Alcohol and Drug Abuse (L.A. CADA). The pilot phase of SGV CARE launched in August 2022, and the permanent program began in October 2023. At the City Council meeting of December 20, 2023, City Council directed staff to conduct an analysis of SGV CARE program operations and provide recommendations for improvements to the future of the program in South Pasadena.
Background
About SGV CARE
Since its launch as a pilot program in August 2022, SGV CARE has operated a mobile crisis team serving the Cities of South Pasadena, Arcadia, and San Marino. Another mobile crisis team served the City of Montebello from August 2022 to September 2023 and is currently not in operation due to staffing issues. The program recently expanded to the City of La Verne in early December 2023 and the City of Monrovia in February 2024. The SGV Care team is dispatched to non-violent 9-1-1 calls related to behavioral and mental health crises. The two-member mobile crisis team consists of a licensed behavioral health clinician and an Emergency Medical Technician (EMT)/peer support specialist. The team’s hours of operation in South Pasadena, Arcadia, and San Marino are Mondays, Wednesdays, Thursdays, and Fridays from 8:00 a.m. to 18 18 - 1
SGV CARE Analysis
April 17, 2024
6:30 p.m. In a May 2022 staff report to the San Gabriel Valley Council of Governments’ Governing Board (SGVCOG), the pilot program—known as the Regional Homeless, Mental Health and Crisis Response Pilot Program— was described as follows:
This Program establishes pilot alternative mobile crisis teams (MCT) to respond to and improve the outcomes of non-violent service calls. By dispatching an alternative crisis van with clinicians and peer support navigators to non-violent service calls, the Program will foster and build trust in communities while freeing law-enforcement to respond to the types of calls they are trained to handle.
In the SGVCOG’s letter agreement for South Pasadena’s participation in the pilot program, it was described as a program “in which non-violent 911 calls related to behavioral health and homelessness are diverted to a two-member Mobile Crisis Team…” The letter agreement was amended in May 2023 to extend the completion date from May 31, 2023 to September 30, 2023.
All other provisions remained unchanged.
The pilot phase was launched as a co-response model, which entails the dispatch of teams of unarmed, trained specialists alongside police officers to 9-1-1 calls for people experiencing mental or behavioral health emergencies. However, the stated aim of SGV CARE is to ultimately provide an alternative response to non-violent 9-1-1 calls meeting the program’s eligibility criteria. Alternative response entails the diversion of certain 9-1-1 emergency calls, such as those related to mental and behavioral health, from law enforcement. Instead, unarmed teams staffed by social workers and other trained specialists would be dispatched to these calls without police officers.1
At this time, SGV CARE continues to use a co-response model in South Pasadena, Arcadia, and San Marino, which are considered the program’s cohort cities. “Dispatch for assist” is another response type used in the cohort cities; this entails the dispatch of traditional first responders to calls that are not initially SGV CARE-eligible (for example, if there’s an assessed risk for violence). After law enforcement secures the scene, they can request a secondary response from the SGV CARE team for follow-up care if mental or behavioral health issues are identified.
The pilot phase and permanent SGV CARE program are operationally similar. While the May 2023 letter agreement extended the pilot program to September 2023, the shift from the pilot phase to the permanent phase began in the summer of 2023, when the program’s funding source changed from Measure H to state and federal funds and when a formal program implementation plan was established.
The SGVCOG recently shared a draft Memorandum of Agreement (MOA) for the City of South Pasadena’s continued participation in SGV CARE through April 2025. Included in the recitals is 1 Sorrells, Analisa. (2024). Launching Alternative 911 Emergency Response in the San Gabriel Valley. Harvard Kennedy School Government Performance Lab:
https://govlab.hks.harvard.edu/sites/hwpi.harvard.edu/files/govlabs/files/launching_alternative_911_emergency_response _in_the_san_gabriel_valley.pdf?m=1704723079
18 - 2
SGV CARE Analysis
April 17, 2024
the statement that the “City and the SGVCOG have a shared desire to successfully develop an alternative responsible mobile crisis program.” The implementation plan attached to the MOA describes SGV CARE as “a community response program that provides a timely in-person response to mental and behavioral health emergency crises and provides additional proactive mental health resources and connections to the community.” Program Development Technical Assistance
In November 2019, the SGVCOG’s Governing Board approved funding recommendations for the state budget earmark of $5.625 million, including the allocation of a portion of these State funds towards “Other Regional Coordination.” Based on input from member cities and the City Managers’ Steering Committee, the SGVCOG used those funds to contract with Resource Development Associates (RDA) to conduct a feasibility study that included community-informed program design recommendations, a phased implementation plan, and funding considerations.
Stakeholder input was gathered through the following practices:
1. Two groups were convened: A Steering Committee of city staff from across the San Gabriel Valley region and a Community Advisory Group of members of the San Gabriel Valley community with the lived experience of mental health, homelessness, and crisis systems.
2. A community survey was conducted in July 2021.
3. Five community forums were held with providers, first responders, and LA County Department of Mental Health (DMH) staff.
4. Seven interviews were conducted with community stakeholders and service providers operating similar programs.
RDA’s recommendations include using a regional approach to crisis response to provide an integrated network of services and funding; ensuring provision of appropriate, timely, traumainformed, and people-centered care; implementing a crisis response system that fits into and strengthens the larger mental health and homelessness continuums of care; and involving clients, family members, and the community in program planning, implementation, and evaluation.
The SGVCOG has been participating in the Harvard Kennedy School Government Performance Lab’s (GPL) Alternative 911 Emergency Response Implementation Cohort for technical assistance in launching SGV CARE. From October 2022 to September 2023, the GPL’s technical assistance consisted of weekly one-on-one calls with the SGV CARE program team, monthly Implementation Cohort calls with all participating jurisdictions launching alternative response teams, and a short-term deliverable-based project to help the SGV CARE program team address implementation challenges. GPL’s project for SGV CARE involved the identification of call types and the development of exclusionary criteria for an alternative response by SGV CARE to appropriate 911 calls. The project’s findings were presented to the cohort cities’ police departments at the end of 2022 and beginning of 2023, and there was some discussion around adopting alternative response at a meeting with the cohort cities’ police departments. At the time of the meeting, the cohort cities were not interested in using an 18 - 3
SGV CARE Analysis
April 17, 2024
alternative response model (response to certain 9-1-1 emergency calls by unarmed teams staffed by social workers and other trained specialists without police officers). In Fall 2023, GPL’s technical assistance shifted from weekly to monthly meetings and to helping with onboarding the City of La Verne, since it had indicated a strong interest in the alternative response model.
Outreach vs. Crisis Response
Fundamentally, SGV CARE is not intended to be a homeless outreach program; it is a mobile crisis response program that serves individuals, regardless of their housing status, who are experiencing mental or behavioral health emergencies. In addition to crisis de-escalation, the team makes referrals to local area resources, which includes coordination with medical, mental health, and behavioral health services and, for individuals experiencing homelessness or at risk of homelessness, homeless services providers. As of February 23, 2024, 49% of SGV CARE’s clients are unhoused, 37% are housed, and 14% have an unknown housing status.
The pilot program was initially called “San Gabriel Valley Homelessness, Mental Health, and Crisis Response Program” largely because it was launched using Measure H funds as one of four regional programs, including two specifically dedicated to homelessness outreach. SGV CARE is no longer funded by Measure H. However, the SGVCOG continues to administer a separate homeless outreach program, called the Services to Supplement Existing Homeless Services Program that is currently funded by Measure H. As a participant in this program, the City of South Pasadena receives general, proactive outreach from another multi-disciplinary team staffed by L.A. CADA one day per week (9:00 a.m. to 3:30 p.m. on Mondays). This core team consists of a peer support specialist and an EMT, with additional professionals like a housing navigator or case manager brought on based upon the needs of unhoused individuals on a given day.
SGV CARE also includes an outreach component to the extent that it aligns with its program design and goals. For example, the May 2022 staff report to the SGVCOG’s Governing Board includes the statement that “Once fully implemented, the Program will also proactively engage with school-aged youth around mental health to reduce instances of mental/behavioral health crises from happening in the first place.” As stated in the implementation plan attached to the draft 2024-2025 MOA, an SGV CARE program goal is to “Engage the community around mental health resources to reduce the instance of a mental/behavioral health crisis.” The SGV CARE implementation plan also includes the dispatch and safety protocols that were developed with the input of participating cities in Spring 2023, and fully implemented with dispatcher trainings in June and July 2023. In addition to call response procedures, the protocols include call follow-up and proactive outreach procedures. Outreach approaches that can be used by the SGV CARE team when not responding to calls include the following:
• Working with law enforcement to identify and provide outreach to frequent utilizers of law enforcement and emergency medical services.
• After notifying first responders, conducting outreach to locations in participating cities where individuals with unmet mental health and social services need congregate or conducting outreach with healthcare, behavioral health, social services, and other 18 - 4
SGV CARE Analysis
April 17, 2024
organizations to form connections with local service providers. If the team encounters an individual in need of SGV CARE services, they will notify dispatch that they are self-dispatching to an SGV CARE event.
• Conducting outreach to individuals that appear to be experiencing a mental health crisis, homelessness, or have unmet behavioral health needs that the team observes while on duty in participating cities. Before engaging an individual, the team will assess for safety concerns and determine whether additional emergency services are required. If it is determined that that an individual needs SGV CARE services and the team can safely respond on its own, the team will notify dispatch that they are selfdispatching to an SGV CARE event.
The SGV CARE team primarily uses the last approach, referred to as “on-view outreach.” When the team encounters—through proactive outreach or in response to a 911 call—an unhoused individual with needs not related to mental or behavioral health, they’ll connect them to the Supplemental Team and/or to other resources. When self-dispatching to any individual encountered through proactive outreach, the SGV CARE team will follow established arrival and scene safety procedures.
Program Funding and Budget
As previously mentioned, the pilot program was initially funded by the SGVCOG’s Measure H funding. For the first year, the SGVCOG entered into a contract with L.A. CADA for a total notto-exceed cost of $275,000. The SGVCOG’s Governing Board also authorized an amendment to the contract to expand the pilot program as necessary, in an amount not-to-exceed $250,000.
For the fiscal years 2023 to 2025, SGV CARE is funded by a state budget earmark of $850,000 provided by Senator Anthony Portantino for the period of July 2023 to June 2025, and a federal budget earmark of $1,500,000 provided by Congresswoman Judy Chu, for the period of October 2023 to September 2024. Funds are allocated as follows; FTE signifies full-time equivalent staffing levels (see following page).
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SGV CARE Analysis
April 17, 2024
FY 23-24 FY 24-25 TOTAL
Program Staffing 1.5 FTE Teams 4 FTE Teams
Team 1: Cohort (South Pasadena,
Arcadia, and San Marino) $244,317.38 $246,019.34 $490,336.72 Team 2: La Verne + $198,617.72 $236,826.11 $435,443.83
Team 3: Monrovia + $126,763.17 $222,371.41 $349,134.58
Team 4: Future City $24,076.53 $119,684.77 $143,761.30
LA CADA Staff Total $593,774.80 $824,901.63 $1,418,676.43 Direct Costs
Direct Costs $486,088.36 $62,577.44 $548,665.80
Direct Costs Total $486,088.36 $62,577.44 $548,665.80
Program Management
Program Management $106,255.43 $113,096.70 $219,352.13
Program Management Total $106,255.43 $113,096.70 $219,352.13 PROJECT TOTAL $1,186,118.59 $1,000,575.77 $2,186,694.36 The contract between the SGVCOG and L.A. CADA was amended in November 2023 to revise the scope of services; to increase the compensation from a total not-to-exceed amount of $349,035 to a total not-to-exceed amount of $1,345,822; and to extend the term to April 30, 2025. L.A. CADA’s budget for the contract term of June 15, 2023 to April 30, 2025 is as follows2 (see following page):
2 In the budget on the following page, Team 1 is the cohort cities team, Team 3 is the La Verne team, and Team 4 is the Monrovia team. Team 2, comprising the 0.5 FTE Clinician and the 0.5 FTE Peer Support Specialist was the Monrovia team, but it has not operated since September 2023 due to staffing issues. 18 - 6
SGV CARE Analysis
April 17, 2024
18 - 7
Table 1: Budget
Hourly
Rate
Task 1
Project Management
Task2
Reporting & QA
Task3
Mobile Crisis Services TOTAL
Team 2 Clincian (.S FTE) $45.78 $0.00 $0.00 $67,388.16 $67,388.16 Team 2 Peer Support (.5 FTE) $28.45 $0.00 $0.00 $41,878.40 $41,878.40 Team 3 Clinician (1 FTE) $45.78 $0.00 $0.00 $160,046.88 $160,046.88 Team 3 SUD Counselor (1 FTE) $28.45 $0.00 $0.00 $99,461.20 $99,461.20 Team 4 Clinician (1 FTE) $45.78 $0.00 $0.00 $134,776.32 $134,776.32 Team 4 Peer Support (1 FTE) $28.45 $0.00 $0.00 $83,756.80 $83,756.80 Program Supervisor - Mary (1 FTE) $42.79 $149,593.84 $0.00 $0.00 $149,593.84 Quality Assurance/Data - Charlee (.8 FTE) $32.38 $0.00 $90,560.38 $0.00 $90,560.38 Overtime $0.00 $0.00 $0.00 $28,500.00
LA CADA Staff Total $149,593.84 $90,560.38 $846,815.84 $1,115,470.06 LA CADA Direct Costs
Maintenance $0.00 $0.00 $5,000.00 $5,000.00
Insurance $0.00 $0.00 $7,600.00 $7,600.00
Telephone $0.00 $0.00 $5,700.00 $5,700.00
Gasoline $0.00 $0.00 $3,168.30 $3,168.30
Leases $0.00 $0.00 $38,099.88 $38,099.88
Lease Termination Fees (x2) $0.00 $0.00 $3,000.00 $3,000.00 Direct Costs Total $0.00 $0.00 $62,568.18 $62,568.18
LA CADA Fixed Costs
Office Expenses $6,968.25 $0.00 $0.00 $6,968.25
Facility Costs $30,378.72 $0.00 $0.00 $30,378.72
Utilities $0.00 $0.00 $0.00 $0.00
Admin@ 12% $17,951.26 $10,867.25 $101,617.90 $130,436.41 I ; • I , 'I
LA CADA TOTAL $204,892.07 $101,427.63 $1,011,001.92 $1,345,821.62 SGV CARE Analysis
April 17, 2024
Analysis
Program Utilization
From August 2022 through February 2024, SGV CARE teams responded to a total of 378 calls in the cohort cities (South Pasadena, Arcadia, and San Marino), Montebello, and La Verne3, including 146 calls in South Pasadena alone. This works out to an average of 20 calls per month across all cities, and an average of 8 calls per month in South Pasadena.
While some months saw dips in calls, monthly calls have trended positive since pilot program launch.
3 Montebello suspended SGV CARE in September 2023, and La Verne joined SGV CARE in December 2023. 0 5
10 15
20 25
30 35
40 Number of calls
Monthly Calls in all Cities
August 2022 through February 2024
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SGV CARE Analysis
April 17, 2024
This call data does not include follow-ups and follow through to previous calls and connections with community members. From August 2022 through February 2024, SGV CARE teams performed about 230 follow-ups across all cities, including 99 follow-ups in South Pasadena. Follow-ups entail checking in on the client, guardian, and/or their care provider/casework by phone and providing additional care coordination and services as needed. If the client is unhoused and cannot be reached by phone, the team will attempt to locate them in South Pasadena.
L.A. CADA began reporting start and end times of calls in mid-October 2023. From November 2023 through February 2024, the SGV CARE teams spent a total of 106 hours responding to calls in the cohort cities and La Verne—an average of 45 hours per month.
The average call duration during this time period in these cities was 1 hour and 27 minutes.
The below tables display the monthly call volume and average call duration for South Pasadena and for the cohort cities of South Pasadena, Arcadia, and San Marino.
Monthly Call Volume and Average Call Duration in South Pasadena Month Number of calls Average duration of calls
August 2022 3 Not reported
September 2022 1 Not reported
October 2022 2 Not reported
0 2
4 6
8 10
12 14
16 18
Number of calls
Monthly Calls in South Pasadena
August 2022 through February 2024
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.... •·····················••'
SGV CARE Analysis
April 17, 2024
November 2022 1 Not reported
December 2022 3 Not reported
January 2023 1 Not reported
February 2023 5 Not reported
March 2023 5 Not reported
April 2023 4 Not reported
May 2023 14 Not reported
June 2023 5 Not reported
July 2023 9 Not reported
August 2023 16 Not reported
September 2023 13 Not reported
October 2023 7 Partially reported
November 2023 13 1 hour 15 minutes
December 2023 16 55 minutes
January 2024 15 1 hour 28 minutes
February 2024 13 1 hour 8 minutes
Monthly Call Volume and Average Call Duration in Cohort Cities Month Number of calls Average duration of calls
August 2022 3 Not reported
September 2022 3 Not reported
October 2022 4 Not reported
November 2022 7 Not reported
December 2022 11 Not reported
January 2023 11 Not reported
February 2023 19 Not reported
March 2023 14 Not reported
April 2023 13 Not reported
May 2023 20 Not reported
June 2023 10 Not reported
July 2023 19 Not reported
August 2023 28 Not reported
September 2023 21 Not reported
October 2023 15 Partially reported
November 2023 18 1 hour 29 minutes
December 2023 19 43 minutes
January 2024 21 1 hour 44 minutes
February 2024 21 1 hour 29 minutes
Call data does not capture the full scope of the SGV CARE team’s activities and time. In addition to not including follow-ups, call duration excludes the SGV CARE team’s preparation before responding to a call and administrative work and care coordination after a call, as well as participation in trainings. The below graphic provided by the 18 - 10
SGV CARE Analysis
April 17, 2024
SGVCOG illustrates the breakdown of services provided by the SGV CARE team both during a call and outside of calls.
LA CADA estimates that the team spends an additional 30-45 minutes, on average, per call on work that is not directly client-facing but involves coordinating the client’s connection to services.
To better understand the universe of SGV CARE-eligible 9-1-1 calls in South Pasadena and in turn, shed light on utilization of the program, South Pasadena Police Department (SPPD) dispatchers began indicating SGV CARE eligibility in the computer-aided dispatch (CAD) system call notes in August 2023.
The goals of this reporting include the following:
• Identify SGV CARE-eligible calls that are “missed” (e.g., the SGV CARE team was not dispatched to the call and/or did not respond to the call). • Track SGV CARE-eligible calls that come in outside of program hours.
Such reporting can inform changes to the program aimed at increasing utilization. For instance, if missed calls during program hours are found to contribute to under-utilization, the SGV CARE program team can look at ways to facilitate the dispatching of the SGV CARE response team to more calls. If a significant volume of SGV CARE-eligible calls 18 - 11
Breakdown of Services
• Basic Vitals & Mental Status Exam
• Family Assessment & Integration
• Medical Clearance for Substance Abuse Faci lities
• Transportation
• Internal Team Coordination
• Phone Ca lls for Care Coordination
• Hospital Coordination (wall-time)
• Linkages to Treatment Centers
• Coordination With Other Service Providers
• • Consultation with senior clinicians (Tom Pickel & Dr. Chauppette) • Documentation
o Administration
o Clinical: Risk Evaluation tool, safety plan, Columbia suicide assessment • Quality Assurance & City Reports - daily, weekly, monthly • Mandated Reporting - APS/CPS
• Follow-up with families re treatment plans
• Providing Outcomes to Dispatch
• Sanitizing Vehicles & Equipment
• Transportation
• Internal Team Coordination
• Phone Calls for Care Coordination
• Family Assessment & Integration
• Hospital Coordination
• Linkage to Substance Abuse Treatment Centers
• Coordination with Other Service Providers
• Research Additional Resources
• Internal & External Trainings
SGV CARE Analysis
April 17, 2024
are received outside program hours, the SGV CARE program team can consider changes to the hours of operation to better meet the needs of its participating cities.
A manual process of pulling call data from the SPPD CAD system for this analysis was limiting and prevented the collection of all calls that were marked SGV CARE-eligible by dispatch and/or responded to by the SGV CARE team. Instead, a sample of nearly 1,500 calls of certain types—those identified by SPPD as appropriate types for an SGV CARE response—received from August 1, 2023 through February 23, 2024 was drawn from SPPD’s CAD system. This call data was then compared with L.A. CADA’s SGV CARE call data, with L.A. CADA marking calls that were responded to by the SGV CARE team.
In the process, L.A. CADA identified calls that were missing from SPPD’s list, which in turn revealed additional call types that could be appropriate for an SGV CARE response.
Other discrepancies were found between L.A. CADA’s call data and dispatch’s call data that made it challenging for L.A. CADA to mark calls responded to by SGV CARE; a CAD ID number was not always provided by dispatch to L.A. CADA, and the time stamps in dispatch’s call data and L.A. CADA’s call data do not always match. • Over the six months of reporting, 84 of these calls (6%) were marked by dispatch as SGV CARE-eligible, while the SGV CARE team responded to about 39 (3%) of them4. The SGV CARE team responded to an additional nine calls that were not marked by dispatch as SGV CARE-eligible, suggesting a need for more consistent reporting of SGV CARE-eligible calls by dispatch.
• Of the 58 SGV CARE-eligible calls received during program hours, 17 (29%) were not referred to the SGV CARE team, indicating an opportunity for the SGVCOG and L.A. CADA to maintain or increase program training and engagement with dispatchers and officers.
• According to L.A. CADA’s data, the SGV CARE team responded to a total of 91 calls in South Pasadena from August 2023 through February 23, 2024, compared to the 48 SGV CARE calls identified by L.A. CADA in the SPPD call sample covering the same period.
This means that insights about program utilization—specifically about the true scale of “missed” SGV CARE-eligible calls—that can be drawn from the SPPD call sample are limited. This also suggests the potential for revisiting the identification of appropriate call types for the program to both inform modifications to the dispatching procedures and support future data collection and analysis efforts.
However, the data does shed some light on SGV CARE-eligible calls received after hours.
Of the 84 calls marked SGV CARE-eligible in the CAD system from August 1, 2023 through February 23, 2024, 26 calls (31%) were received outside of program hours. 4 The exact number is not known, as there were some discrepancies between SPPD’s dispatch data and L.A. CADA’s SGV CARE data.
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SGV CARE Analysis
April 17, 2024
Program Challenges and Opportunities
To promote greater awareness of SGV CARE by SPPD dispatchers and officers and, in turn, utilization, the SGVCOG and L.A. CADA have offered to co-locate the SGV CARE team in SPPD’s offices, alongside dispatch, two to three days per week.5 As previously mentioned, maintaining or even increasing training and engagement with dispatchers and officers about SGV CARE would also help to facilitate a greater number of SGV CARE calls.
There has been discussion for the SGV CARE team to increase its proactive outreach and self-dispatching to people experiencing homelessness to expand utilization. The current design of SGV CARE does allow for proactive outreach—for instance, when the SGV CARE team encounters a person experiencing homelessness who they have interacted with before. However, a more concerted expansion of general outreach would represent a departure from SGV CARE’s design as a mobile crisis response program for 9-1-1 calls from residents experiencing mental or behavioral health emergencies.
Relatedly, protocols would have to be developed to address instances in which the team receives a call from dispatch while engaged with an individual encountered through proactive outreach. Moreover, without the screening of calls by SPPD dispatch for any potential for violence, self-dispatching to an apparent mental or behavioral health emergency could pose safety risks to the SGV CARE team.
A mobile response van equipped with a safety partition is needed for the SGV CARE team to safely transport clients. Three vans have been procured by the SGVCOG, and will be delivered in the next two to five months. It will then take an additional two to three weeks to outfit each van; the SGVCOG is using the same outfitter and template used by BeWell in Orange County. Relatedly, the SGV CARE team currently does not have the capacity to place a patient on a 5150 hold, which is the number in the section of the Welfare and Institutions Code, which allows an adult who is experiencing a mental health crisis to be involuntarily detained for a 72-hour psychiatric hospitalization when evaluated to be a danger to others, to themselves, or gravely disabled. L.A. CADA and the SGVCOG are working to resolve this issue, but without this capacity, the 5150 SGV CARE team cannot transport a client to an inpatient psychiatric hospital, which is identified as a significant gap in the existing program, and a significant improvement and assistance to the program, according to South Pasadena public safety teams. As currently programmed, the team will co-respond and follow the police transport and, upon arrival at the hospital, provide a report to and transfer care to the hospital social worker. The team continues to provide voluntary transport to treatment facilities and other locations.
Finally, while the SGVCOG aims to ultimately move SGV CARE to an alternative response model, SPPD has expressed a preference to continue using co-response and dispatch for assist for support on appropriate calls. Safety is SPPD’s primary concern driving this preference, but co-response and dispatch for assist could also allow for calls to be responded to more quickly and addressed more quickly in cases in which 5 The SGV CARE team currently co-locates in Arcadia Police Department’s offices one day per week. 18 - 13
SGV CARE Analysis
April 17, 2024
responding officers determine that the SGV CARE team is not needed. If SGV CARE services are needed, officers can secure the scene and then hand off the call to the SGV CARE team. A co-response or dispatch for assist response still saves SPPD time and serves individuals in crisis, since the SGV CARE team can stay on the call to continue providing services during the call and for follow-up after, allowing the officers to be relieved and made available for other service calls in the community.
South Pasadena’s Program Objectives
The City’s goal in participating in SGV CARE is to limit the involvement of law enforcement in mental and behavioral health emergencies and to rely on, where appropriate, licensed clinicians and EMTs who are better-suited to provide both immediate and longer-term support to individuals in mental health crises.
Considerations to improve SGV CARE in South Pasadena include the following:
• Co-locate the SGV CARE team within SPPD’s offices, as suggested by the SGVCOG and L.A. CADA and in the current MOA draft.
• Maintain or increase training and engagement opportunities by the SGVCOG and L.A. CADA with SPPD officers and dispatchers.
• Expand program hours to Tuesdays, nights, and/or weekends if staffing and funding allows.
• Revisit identification of SGV CARE-appropriate call types to inform SPPD’s dispatching procedures and reporting and analysis efforts. • Increase awareness-building and education about SGV CARE to City staff, particularly those in public-facing departments like the Library and Community Services.
• Enable the Library and Community Services Department to call the SGV CARE team directly to respond to individuals experiencing mental and behavioral health crises.
Fiscal Impact
While the SGV CARE program is funded by state and federal earmarks, the City of South Pasadena’s use of a co-response model in its continued participation in SGV CARE utilizes the time of existing staff in the City’s Community Development and Police Departments. On average, Community Development Department staff spends approximately two hours per week on activities related to the SGV CARE program. In the Police Department staff spends an average of four hours per week on activities related to the SGV CARE program.
Key Performance Indicators and Strategic Plan
This item aligns with Strategic Plan priority 3: “Develop a Comprehensive Emergency Preparedness Plan to Ensure Public Safety through Active Response and Recovery 18 - 14
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April 17, 2024
Efforts.” Specifically, it falls under the Task 3.f (Homeless Initiatives) action item, “Participate in Mental Health/Crisis Intervention Program (CAHOOTS model).” Commission Review and Recommendation
This item was/was not reviewed by a commission or board. 18 - 15
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INTENTIONALLY
LEFT BLANK
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City Council
Agenda Report ITEM NO. ____
DATE: April 17, 2024
FROM: Arminé Chaparyan, City Manager
PREPARED BY: John Downs, Finance Director
SUBJECT: Approval of FY 2023-24 Mid-Year Budget Report and Capital Improvement Program (CIP) Continuing Appropriations and Resolution
Recommendation
Staff recommends that the City Council:
1. Approve the Fiscal Year 2023-24 Mid-Year Budget Report and Adjustments;
2. Approve of Fiscal Year 2023-24 Capital Improvement Program (CIP) Continuing Appropriations; and
3. Adopt A Resolution of The City Council of The City of South Pasadena Approving Fiscal Year 2023-2024 Mid-Year Budget Amendments and Adjustments and Capital Improvement Program Carryovers.
Background
On June 21, 2023, the City Council adopted the Fiscal Year (FY) 2023-24 Operating and Capital Improvement Program (CIP) budgets. The FY 2023-24 budget is the City’s financial operating plans that establishes the City’s goals, budget priorities, and desired service levels for the fiscal year, as well as identifies the fiscal resources necessary to achieve them. The adopted budget was based on certain assumptions and meeting expenditure and revenue projections. The Mid-Year Financial Review is presented to The City Council to provide an updated financial forecast for the current year.
The FY 2023-24 Mid-Year Financial Review reports on the City’s fiscal performance through mid-year (July through December), comparing all revenues and expenditures incurred during the first two quarters of FY 2023-24 to the same period in FY 2022-23.
The Mid-Year Financial Review also provides an updated FY 2023-24 Financial Forecast, as well as presents mid-year budget adjustments for Council’s consideration to amend the FY 2023-24 Budget.
As customary, the Mid-Year Financial Review primarily focuses on the General Fund since this is the fund that supports traditional municipal services the City provides for residents, such as law enforcement, fire protection, public works services, parks, and recreation.
19 19 - 1
FY 2023-24 Mid-Year Budget Report
This matter was presented to the City Council and Finance Commission on February 21, 2024 at a Special Joint Meeting. The Finance Commission requested further review of the Mid-Year requests, as well as additional financial reports. At the regular meeting of the Finance Commission on February 29th, additional information as provided and discussed. The Commission recommended further review of the documents and requested that staff return with additional reporting. On March 28th the Finance Commission reviewed the additional materials requested at the previous meeting. The Commission recommended that the report be reviewed by the City Council for consideration of approval with the additional details on areas of possible savings.
Analysis
FY 2022-23 Year End
At the end of each fiscal year, the Finance Department begins its process of closing out the year. This process includes trueing up the budget, and ensuring all capital improvement project carryovers are processed and reflected in the new fiscal year. In addition, to avoid possible budget inflation, at the year end of each fiscal year, all purchase orders and encumbrances are closed out, excluding multi-year capital projects.
Once the City’s budget is adopted and committed in Springbrook, the City’s financial system, the new fiscal year is open for activity. Staff from each department has the ability to review the general ledger, enter purchase orders for services, and track department revenues and expenditures.
FY 2022-23 General Fund Year-End Performance
The FY 2022-23 General Fund Budget included expenditures in the amount of $41.7 million offset by $42.2 million in projected revenues. Based on the audited figures for FY 2022-23, the City ended the year with $39.1 million in expenditures, offset by $39.4 million in revenue and the use of $1.3 million in net transfers. The FY 2022-23 ending fund balance is $23.6 million, however, only $19.0 million is spendable. In the table below, revenue and expenditure figures include transfers in/out.
TABLE 1
FY 2023 GENERAL FUND YEAR-END
PERFORMANCE
FY 2023
Adopted
Budget
FY 2023 YearEnd (Audited)
Beginning Fund Balance $ 20,810,029 $ 24,672,171
Revenues 42,224,170 39,417,605
Expenditures 41,721,612 40,413,640
Operating Surplus (Deficit) 502,558 (996,035)
Ending Fund Balance $ 21,312,587 $ 23,676,136
Required Reserve Balance $ 12,667,251 $ 11,825,282
19 - 2
I I
FY 2023-24 Mid-Year Budget Report
FY 2023-24 Changes from Original Approved Budget to Adopted Budget When staff presented the FY 2023-24 budget to Council for consideration in June 2023, economists were still discussing concerns of inflation, a CPI increase of 4%, and interest rate adjustments by the Federal Reserve Bank. However, actual economic activity as measured by job gains, industrial production, and retail sales were still indicating growth. As mentioned in the FY 2024 budget message, the current climate was not as damaging as it has been to other cities due to the fact that the City of South Pasadena has a different revenue base including a heathy property tax base and a City’s return of 24 cents to the property tax dollar.
• The measure A – 75 cents sales transaction tax is now out-performing its traditional counterpart of the Bradley Burns 1% sales tax. • The American Rescue Plan Act of 2021 created the State and Local Fiscal Recovery Fund (SLFRF). The City received $6,059,235 of SLFRF funds, and City Council has prioritized key projects across the agency for use of these funds, offsetting the reliance on the general fund.
• The City developed a zero-based budget for FY 2023-24, developing a budget from the ground-up on each line-item across the document, rather than simply making adjustments to previously adopted versions of a long-standing budget.
The FY 2023-24 budget included significant impacts due to anticipated one-time cost related to the City’s Housing Element, salary increases from prior approved labor agreements as well as support for the Lighting and Landscape Maintenance District (LLMD) fund. The proposed mid-year review and adjustments include additional measures to address the purchase of historic vacant homes from Caltrans as well as increased legal services. Revenues are adjusted lower by $581,331 to account for the projected decreases in sales tax revenues, rentals and charges for services. The total adjusted revenues for FY 2024 have changed from $39,567,924 to $38,986,593.
Expenditures are adjusted from $41,415,272 to $42,663,191 for a net change of ($1,247,919).
Mid-Year General Fund appropriations adjustments are $804,384, broken down between ongoing adjustments of $454,086 and one-time adjustments of $350,298. The tables below reflect the FY 2023-24 General Fund Approved and Revised budgets. 19 - 3
FY 2023-24 Mid-Year Budget Report
The ongoing adjustments are due to 4th of July events, increased legal services and higher than expected Department of Industrial Relations Assessments. The one-time adjustments in expenditures for the year are for unexpected and unbudgeted expenses occurring during the fiscal year including increased legal costs for special counsel, Caltrans property related acquisition costs, and temporary staffing cost due to vacancies. Details of these adjustments are shown in Attachment 1.
FY 2022-23 Mid-Year Financial Report
The table below shows the City’s revenues and expenditures incurred through the midyear point of the two fiscal years (first two quarters), from July 1 through December 31 for both fiscal years 2023-24 and 2022-23 for comparison purposes as well as year-todate as of February 12, 2024.
FY 2024 FY 2024
Approved
Budget
Revised
Budget
Beginning Fund Balance $23,927,934 $23,676,136
Revenues $39,567,924 $38,986,593
Expenditures $41,415,272 $42,663,191
Operating Surplus (Deficit) ($1,847,348) ($3,676,598)
Ending Fund Balance $22,080,586 $19,999,538
Required Reserve Balance 11,870,377 11,695,978
TABLE 2
FY 2024 GENERAL FUND BUDGET
TABLE 3
GENERAL FUND REVENUES & EXPENDITURES
JULY - FEBRUARY 12th
FY 2024
Budget
FY 2024
July -February
12th Actuals
FY 2024
July -
December
Actuals
FY 2023
July -
December
Actuals
Year over
Year 6
Month Dollar
Comparison
Year over
Year 6
Month
Comparison
Percentage
Revenues
Property Taxes $ 20,075,533 $ 6,298,399 $ 6,298,399 $ 5,951,107 $ 347,292 5.84% Sales Taxes 6,478,033 2,011,402 2,011,402 2,166,057 (154,655) -7.14% Utility Users Taxes 4,352,462 1,907,961 1,711,071 1,872,305 (161,234) -8.61% Business Licenses & Permits 796,200 473,059 447,245 434,766 12,479 2.87% Charges for Current Services 4,141,520 2,222,581 2,082,798 2,267,899 (185,101) -8.16% Fines, Forfeitures & Penalties 58,000 46,205 33,097 35,602 (2,505) -7.04% Other Taxes & Revenue 3,661,483 1,571,914 1,541,283 1,240,664 300,619 24.23% Total Revenues $39,563,231 $14,531,521 $14,125,295 $13,968,401 $156,894 1.12% Expenditures
Wages & Benefits $26,717,742 $14,826,789 $12,433,479 $13,450,320 (1,016,841) -7.56% Operations & Maintenance $12,615,785 $4,892,902 $4,148,145 $4,082,013 66,132 1.62% Capital Outlay $258,000 $94,327 $57,937 $20,179 37,758 187.11% Transfers Out 2,267,280 - - - - 0.00%
Total Expenditures $41,858,807 $19,814,018 $16,639,560 $17,552,512 -$912,952 -5.20% 19 - 4
1 FY 2023-24 Mid-Year Budget Report
The table above shows the City's revenues and expenditures incurred through the midyear point of the two fiscal years (first two quarters), from July 1 through December 31 for both fiscal years 2022-23 and 2023-24 for comparison purposes.
FY 2023-24 Mid-Year Revenue Performance
Overall, revenues for the City are up 1.10% ($156,894) for the first half of FY 2023-24 compared to FY 2022-23. Outlined below is a summary of the revenue performance for the City's major revenues:
Property Tax
Through the mid-year point in FY 2023-24, the City's largest revenue, Property Tax, was up 5.84% ($347,292) from FY 2022-23. The City has received 31% of the revenue and expects the largest amount to come in April 2024. For FY 2023-24, the City budgeted $20,075,533.
In respect to Secured Property Taxes, the City received its Property Tax installment in December 2023, representing 40% of what the State expects to receive for the whole year. Therefore, on an annualized basis, the City’s estimated Secured Property Taxes are on track.
Please note, the City received $1,520,780 in Property Tax and $1,956,546 of Property Tax in Lieu of Vehicle License Fees (VLF) in January. These payments are not reflected in the December revenues. For FY 2023-24, it is anticipated that the City will receive a total $3,905,907 in Property Tax in Lieu of VLF revenue for the fiscal year.
Sales Taxes
Taxes (including Sales Tax Measure A) are down 7.14% ($154,655) through the first half of FY 2023-24 from last year. Sales Taxes makes up 16% of total General Fund revenues and is the City's second largest revenue stream. The City budgeted $6.5 million for FY 2023-24, however, we are updating this projection to reflect a forecast received from the City's sales tax consultant. The estimated budget will be decreased by $262,523 to $5.8 million.
Utility Users Tax (UUT)
UUT revenues are down 8.61% ($35,656) in FY 2023-24 from last year. UUT revenues for water, electric, gas, telephone and cable decreased in the first six months of the year. UUT - telephone is expected to decrease as people are no longer using landlines.
Business License & Permits
The revenue from Business Licenses and Permits saw an 2.87% increase ($12,479) compared to the previous year. Despite a reduction in filming permits as well as parking permits, there was growth in revenues from business licenses and compliance efforts, street/curb permits, Fats Oils and Grease (FOG), wastewater permits, and street closure permits.
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FY 2023-24 Mid-Year Budget Report
Charges for Current Services
Revenue from Charges for Services decreased by 8.16% ($185,101) from last year.
This category includes fees from Plan Check Fees, Paramedic Fees, Filming, Planning Fees, Building Permits, Inspection, and Recreation Fees. Notably, Building Permits and Paramedic Fees experienced the most significant increases, whereas Plan Check and Police and Fire Filming Permits saw the largest decreases compared to last year, given the high cost of construction and the film industry writers’ strike.
Fines, Forfeits, & Penalties
Fines, Forfeitures, and Penalties decreased by 7.04% ($2,505) from last year. The reason for this decrease is due simply to decreases in Vehicle Code Fines.
Other Revenues
Other Taxes and Revenue category saw an increase of 24.23% ($200,619) compared to the previous year. This group encompasses Franchise and Transfer Taxes, Use of Money & Property, Revenue from Other Agencies, and Other Miscellaneous Revenues.
The largest contributor to this increase was Revenue from Other Agencies, followed by Other Taxes. The only segment to experience a decrease from the previous year was Use of Money & Property.
FY 2023-24 Mid-Year Expenditure Performance
The City expended 5.20% ($912,952) less than last year. The decrease in expenditures can be attributed to a decrease in wages and benefits as well as an increase in professional, legal services, training, and special events, offset in decreases in contractual services, which is due to timing of payments. The Finance Department will continue to monitor spending, address unanticipated needs for the current year, and help ensure that departments are adhering to the approved budget and planning appropriately for the future budget.
FY 2023-24 Financial Forecast
In addition to reporting on the fiscal condition of the City through the first half of the year, the FY 2023-24 Mid-Year Financial Review provides an updated FY 2023-24 Financial Forecast. Throughout the year, fiscal issues arise and budget adjustments may be required that may impact the FY 2023-24 Adopted Budget. When this happens, budget assumptions and year-end projections change. The Mid-Year Financial Review is usually a good time to present an updated FY 2023-24 Financial Forecast, as we become aware of new fiscal issues that arise subsequent to the budget adoption.
Refer to Table 4 below for an updated FY 2023-24 Financial Forecast.
The second column on Table 4 represents the FY 2023-24 Adjusted Budget, considering all unanticipated expenditures and proposed budget adjustments. Based on the second column, the new FY 2023-24 ending fund balance is projected to be $19,999,538. The new reserve level is above the minimum General Fund reserve level of 30% of the current-year operating budget.
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FY 2023-24 Mid-Year Budget Report
TABLE4
GENERAL FUND
ADJUSTEDFY2023-24 FINANCIAL FORECAST
FY2023-24
Budget
FY 2023-24 Adjusted
Budget
Revenues
Adopted Revenues $39,563,231 $39,563,231
Transfers - In $4,693 $4,693
Total Revenues & Transfers - In $39,567,924 $39,567,924 Adjustments to Revenue Estimates
Bradley Burns 1% Local Sales and Use Tax (196,523)
Measure A Sales Tax (66,000)
Licenses & Permits (25,000)
Fines, Forfeitures & Penalties 11,500
Charges for Current Services (219,748)
Other Taxes & Revenues (85,560)
Total Change to Revenue Estimates (581,331)
Total Adjusted Revenues & Transfers In $39,567,924 $38,986,593 Expenditures
Adopted Expenditures (including Transfers Out) $39,147,992 $39,147,992 City Council Approved Budget Ammendments
1st Quarter Council Approved Budget Adjustments 193,513 2nd Quarter Council Approved Budget Adjustments 38,512
February Council Approved Budget Adjustments 211,510
YTD Council Approved Adjustments 443,535
Mid-Year Requests
City Manager Operational Budget (Proposed) 33,937
Community Development Operational Budget (Proposed) 249,854 Finance & Administration Operational Budget (Proposed) 66,507 Management Services Operational Budget (Proposed) 342,411 Total Mid-Year Adjustments 692,709
Transfers - Out 2,267,280
CIP Carry-Overs 111,675
Total Transfers Out 2,267,280 2,378,955
Total Adjusted Expenditures $41,415,272 $42,663,191
Operating(Deficit)/Surplus ($1,847,348) ($3,676,598)
Beginning Fund Balance $20,810,029 $23,676,136
Ending Fund Balance $18,962,681 $19,999,538
Minimum GF FB Reserve (30% of Revenues) $11,870,377 $11,695,978 19 - 7
FY 2023-24 Mid-Year Budget Report
FY 2023-24 Mid-Year Budget Adjustments
Staff is presenting the following Mid-Year Budget Adjustments for Council’s consideration to amend the FY 2023- 24 Budget:
General Fund:
• City Manager Operational Budget ($33,937 – All Funds) - An additional appropriation in the amount of $33,937 from General Fund reserves is needed to cover costs for Land Management survey and site analysis for Iron Works Museum facility site, Holiday Lighting and Décor (off-set by Chamber of Commerce deposit) and legal services for special counsel related to Caltrans Housing (from Slater Reserve).
• Community Development Operational Budget ($249,854 – All Funds) - An additional appropriation from General Fund reserves, $249,854 for activities related to the Caltrans properties including KMA financial analysis and acquisition of six historic homes (from Caltrans Vacant Lot Reserve), special counsel on legal services related to Holy Family, and reduction of appropriations related to Moffat St. litigation.
• Finance & Administration Operational Budget ($85,679 – All Funds) - Additional appropriation from General Fund reserves, $66,507 for Consulting fees related to five-year financial forecast; PERS fees, Arbitrage additional contractors (due to vacancies), LA County Property tax administrative fees. • Management Services Operational Budget ($342,411 – All Funds) - Additional appropriations from General Fund reserves, $342,411 to true up costs through end of fiscal year per Richards, Watson and Gershon (RGW) and Department of Industrial Relations Assessment increased annual fee.
The midyear budget report was presented to the Finance Commission on March 28, 2024, and was recommended for approval, along with suggested budget status updates and as well as suggestions for improvements for future midyear budget reports. The Commission also heard a presentation on the cost of 4th of July programming and provided a recommendation for that item to City Council as well, which is a separate item on tonight’s agenda; the midyear adjustment of $40,000 for 4th of July event costs has been removed, so as not to double-count for that funding request.
Staff is also recommending Mid-Year Budget Adjustments for the City Council’s consideration to amend the FY 2023-24 Budget for other funds. The proposed FY 2023- 24 Mid-Year Budget adjustments are listed in Attachment 1.
Other Funds:
• Finance & Administration Operational Budget ($19,172) - Additional appropriations from Sewer Fund ($7,189) for consulting fees related to 5-year financial forecast, Arbitrage additional contractors (due to vacancies), Water 19 - 8
FY 2023-24 Mid-Year Budget Report
($11,982) for consulting fees related to five-year financial forecast, Arbitrage additional contractors (due to vacancies).
• Public Works Operational Budget ($18,264)- Additional appropriation in the amount of ($9,990) from Open Streets Grants, Water Fund ($17,274) for Critical Water Treatment cost related to FY 2022-23 billed to the City very late. • Public Works Capital Improvement Program (CIP) Carryovers from FY 2022-23 Capital Budget ($731,619) - Carryover FY 2023-24 CIP appropriations for the following funds:
o Capital Improvement Program Fund $731,619
o General Fund $111,675
o Street Improvements Program $11,675
o Facilities & Equipment Replacement $72,665
o SR 110 General Fund Reserve $11,470
o Sewer $70,000
o Proposition A $19,378
o Sewer $27,500
o SB2 Planning Grant ($20,067)
o Rogan HR 5294 $9,814
o Measure M $72,435
o Capital Growth ($8,782)
o Community Development Block Grant (CDBG) $25,000
o Park Impact Fees $14,968
o Highway Safety Improvement Program (HSIP) $352,088
o Arroyo Seco Golf $4,775
o Water $27,500
Staff will plan for a separate study session with City Council and Finance Commission to focus on CIP projects and funds.
Special Reserve Funds
Staff requests the City Council’s consideration of the use of special reserve funds for specific related uses:
• 626 Prospect Litigation (Slater) Reserve: $16,936.90 for special counsel on Caltrans properties. City Manager was given direction to onboard special counsel, and did so using City Manager’s funds. City Council later approved the use of 626 Prospect Litigation (Slater) Reserve for subsequent invoices and costs related to this project.
• Caltrans Vacant Lot Purchases: $243,000 to cover the cost of acquisition on six vacant historic Caltrans homes.
The mid-year adjustment includes the assumption that the use of these reserves would be considered and approved (as shown above in the Department-specific narratives). 19 - 9
FY 2023-24 Mid-Year Budget Report
Should City Council not approve these uses, other funds would need to be identified to account for these expenditures.
State & Local Fiscal Recovery Fund (SLFRF)
The City received its allocation of SLFRF funds in July 2021 and 2022 totaling $6,059,236.
During FY 2022-23, following the City Council’s direction, the City expended $1,118,655 to offset the first year of salary negotiations, Police Department replacement of Tasers and Body Cameras, Microsoft 365 software, Fire Department Breathing Apparatus and for CivicPlus recreation registration software.
According to FY 2023-24 Adopted Budget, the SLFRF Funds are programed as follows:
• $160,000 – Library Radio Frequency Identification (RFID) Automated system • $600,000 for Fire Air Utility Apparatus
• $100,000 IT Master Plan
• $300,000 Public Works Automatic Asphalt Truck
• $2,338,717 for salaries and Capital Improvement Projects The fund has $1,441,864 of unprogrammed funds available for future activities based on City Council direction as the City’s begins the FY 2024-25 budget process.
Lighting and Landscaping Maintenance District (LLMD) Fund The Lighting and Landscaping Maintenance District (LLMD) assessment provides annual funds for the maintenance and operation of traffic signals, streetlights, median landscaping, street tree trimming, and tree removals and replacements. Each year, the City Council establishes LLMD assessments which provide approximately $900,000 in revenue. The revenue is collected through the County Assessor’s Office as part of the property tax rolls. However, for numerous annual budget cycles, the LLMD costs have exceeded the revenue, by upwards of $800,000. Therefore, each year, General Fund monies have been transferred into the LLMD fund to balance the budget.
As a result of Proposition 218 (Prop 218), the City cannot increase the proposed assessments without going through a public ballot process. The City has historically relied on an exemption of Prop 218 (passed in 1997), that allows the renewal of the LLMD assessments, provided the rates are not changed. If the assessment rates are changed, then the balloting requirements under Prop 218 must be fulfilled. In January 2017, a ballot to increase assessments was performed. The final tally of the vote was
60.9% opposed and 39.1% in favor of the new assessments. As a result, assessment rates have remained unchanged.
In considering alternatives to address the imbalance of revenue vs. expenditures in the LLMD fund, City staff are analyzing options, and a special joint meeting of the City Council and Finance Commission has been scheduled for April 25, 2024 to focus on the LLMD as well as the Capital Improvement Program (CIP), for a robust discussion and brainstorming during the FY 2024-25 budget development process to identify options to reduce the reliance on the general fund, and how to make the fund whole. 19 - 10
FY 2023-24 Mid-Year Budget Report
Fiscal Impact
These adjustments will serve to keep the General Fund and Capital Improvement Program (CIP) projects in line with the estimated year-end actual. The overall fiscal impact is a decrease to the General Fund reserve of $3,676,598. During the remainder of the fiscal year, if any material deficiencies arise, they will be brought forward to the City Council for adjustment.
Key Performance Indicators and Strategic Plan
This item is in line with the Finance Department’s Key Performance Indicator. The midyear adjustment is being presented to provide a more transparent Budget process.
Review by a City Commission
The midyear budget report was presented to the Finance Commission on March 28, 2024, and was recommended for approval, along with suggested budget status updates and as well as suggestions for improvements for future midyear budget reports. The Commission also heard a presentation on the cost of 4th of July programming and provided a recommendation for that item to City Council as well, which is a separate item on tonight’s agenda; the midyear adjustment of $40,000 for 4th of July event costs has been removed, so as not to double-count for that funding request.
Attachments:
1) FY 2023-24 Mid-Year Expenditure and Revenue Adjustments, with 4th of July event adjustment removed
2) Capital Improvement Program (CIP) FY 2023-24 Continuing Appropriations 3) Unfunded Actuarial Liability (UAL) Payment details
4) State and Local Fiscal Recover Fund (SLRFR) Overview 5) Year-to- Date (YTD) through December 2023 Summary of City-Wide Expenditures (General Fund), Expenditure Summary by Department, Expenditure Detail by Department, and Revenue Details
6) Year-to- Date (YTD) through January 2024 Summary of City-Wide Expenditures (General Fund), Expenditure by Department, Expenditure Detail by Department, and Revenue Details
7) Year-to-Date (YTD) through February 12, 2024 Expenditure Summary, Expenditure Detail, and Revenue Details
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ATTACHMENT 1
FY 2023-24 Mid-Year Expenditure and Revenue
Adjustments, with 4th of July event adjustment removed
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Fund Acct # Department Adopted Budget Mid Year Adj. Requested Adj. Total Narratives 101 101-2010-2011-8170-000 City Manager 40,000.00 $ 12,000.00 $ 52,000.00 $ Land management survey for Iron Works Museum 101 101-2020-2012-8190-000 City Manager 20,000.00 $ 5,000.00 $ 25,000.00 $ To account for Chamber of Commerce 5k Deposit & Tree Lighting 101 101-7010-7011-xxxx-000 Community Development - $ 243,000.00 $ 243,000.00 $ Caltrans: KMA financial analysis ($7,930), deposits ($6,000), acquisition 6 historic ($228,200) ; Item 21, 2/7/2024 101 101-7010-7011-8160-000 Community Development - $ 30,000.00 $ 30,000.00 $ Rutan & Tucker 101 101-7010-7011-8165-000 Community Development 29,146.00 $ (23,146.00) $ 6,000.00 $ Moffat St Litigation is over and balance of deposit ($25,000) must be returned to Developer (TBD) 101 101-3010-3041-8170-000 Finance 135,000.00 $ 41,380.00 $ 176,380.00 $ Financial Consultants Bill Statler & NHA & Arbitrage101 101-3010-3041-8020-000 Finance 9,600.00 $ 8,150.00 $ 17,750.00 $ PERS Late Fees 101 101-3010-3011-8180-000 Finance 100,000.00 $ 4,359.82 $ 104,359.82 $ MV CHENG 101 101-3010-3041-8335-000 Finance 177,069.00 $ 12,617.19 $ 189,686.19 $ True up for property Tax admin Fee - Offset by PD500 500-3010-3012-8180-000 Finance - $ 11,982.30 $ 11,982.30 $ MV CHENG & Financial Consultant Bill Statler & NHA
210 210-6010-6501-8180-000 Finance 140,000.00 $ 7,189.38 $ 147,189.38 $ MV CHENG & Financial Consultant Bill Statler & NHA
101 101-2010-2501-8163-000 Finance / City Manager 53,000.00 $ 16,936.90 $ 69,936.90 $ Amount not included on staff report on 08/16/2023, Item #9 - Consideration from council to utilize slater reserves 101 101-2010-2501-8160-000 Management Services 420,000.00 $ 325,530.08 $ 745,530.08 $ To true up costs through end of fiscal year per RWG request 101 101-2030-2034-8020-000 Management Services 34,500.00 $ 16,881.01 $ 51,381.01 $ Department of Industrial Relations Assessment; annual fee came in higher than expected 249 249-2010-2011-8170-000 Public Works - $ 9,990.00 $ 9,990.00 $ Slow Streets Recently paid invoice, recently received grant 500 500-6010-6711-8110-000 Public Works 231,000.00 $ 17,273.74 $ 248,273.74 $ Critical Water Treatment Recently paid invoice from FY 2022-23 TOTAL: 739,144.42 $
FUND Amount
General Fund - 101 692,709.00 $ 259,936.90 $ Consideration for Reserve Use Sewer Fund - 210 7,189.38 $ 16,936.90 $ 626 Prospect Litigation (Slater) Reserve:
Open Streets Grant Fund - 249 9,990.00 $ 243,000.00 $ CalTrans Vacant Lot Purchases:
Water Fund - 500 29,256.04 $
TOTAL MID YEAR REQUEST: 739,144.42 $
Adjustments for Expenditures by Department
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Fund Acct # Department Fee Description
Mid Year
Adj. Comments
101 101-0000-0000-4820-001 COMMUNITY SERVICES
Rental - Stables - CIP Rsv 12,000.00 $ Trending upwards 101 101-0000-0000-4825-000 COMMUNITY SERVICES Rental - Tennis (86,960.00) $ Contract Timing 101 101-0000-0000-4885-000 COMMUNITY SERVICES Rental - Sr Citizen Ctr (4,000.00) $ Trending downwards 101 101-0000-0000-5265-002 COMMUNITY SERVICES Sr. Citizens Classes (2,000.00) $ Class registration trending lower than expected; instructor changes, space needs to accommodate 101 101-0000-0000-5265-003 COMMUNITY SERVICES
Sr. Citizens Membership (500.00) $ Lower Registrations levels 101 101-0000-0000-5265-004 COMMUNITY SERVICES Sr. Citizens Bus Trips 1,000.00 $ Trending upwards 101 101-0000-0000-5265-005 COMMUNITY SERVICES
Snr. Citizens Center Programs 380.00 $ Trending upwards 101 101-0000-0000-5265-006 COMMUNITY SERVICES
Bingo - Coffee - Med. I.D. 100.00 $ Trending upwards
101 101-0000-0000-5270-001 COMMUNITY SERVICES Camp Med Fees (90,000.00) $ Lower Registrations levels 101 101-0000-0000-5270-002 COMMUNITY SERVICES Recreation Classes (60,000.00) $ Class registration trending lower than expected; instructor changes, space needs to accommodate 101 101-0000-0000-5270-003 COMMUNITY SERVICES Special Events 30,000.00 $ Tickets sales in June rather than July; anticipate hitting target goals by July event date 101 101-0000-0000-5270-008 COMMUNITY SERVICES Concerts in the Park (10,000.00) $ Last year did not max out events; looking for sponsors and donations. COVID sponsorship still low 101 101-0000-0000-5270-009 COMMUNITY SERVICES War Memorial Kitchen (500.00) $ Closing the 4 week closure for elections; reservations cancelled- March date? 101 101-0000-0000-5501-003 COMMUNITY SERVICES
Donations - Senior Meals (11,600.00) $
CDBG funds delay; contract reimbursements -- Follow up with Terry 101 101-0000-0000-5260-000 LIBRARY Library Fees 300.00 $ Small increases expected; increase usage 101 101-0000-0000-5260-003 LIBRARY Library Replacements 1,000.00 $ Small increases expected; increase usage101 101-0000-0000-5260-004 LIBRARY Library Equip. Rental 1,472.00 $ Small increases expected; increase usage101 101-0000-0000-4860-000 LIBRARY Rental - Library Comm Room 5,000.00 $ Trending upwards
101 101-0000-0000-4600-000 FINANCE Vehicle Code Fines 6,500.00 $ Trending upwards101 101-0000-0000-4620-000 FINANCE Other Court Fines 5,000.00 $ Trending upwards101 101-0000-0000-4200-000 FINANCE Sales & Use Tax (196,523.00) $ Based on HDL forecast; trending downward in both about $263K across the board 101 101-0000-0000-4200-002 FINANCE Sales Tax - Measure A (66,000.00) $ Based on HDL forecast; trending downward in both about $263K across the board 101 101-0000-0000-4445-000 COMMUNITY DEVELOPMENT Filming Permits (25,000.00) $ Impacts due to writers strikes Adjustments for Revenues by Department
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Fund Acct # Department Fee Description
Mid Year
Adj. Comments
101 101-0000-0000-5200-002 COMMUNITY DEVELOPMENT Planning Fees (155,000.00) $ Result of economy; anticipated larger projects with DTSP, slow development 101 101-0000-0000-5200-003 COMMUNITY DEVELOPMENT Plan Check 40,000.00 $ Trending upwards; SFR, additions, room remodels 101 101-0000-0000-5200-004 COMMUNITY DEVELOPMENT Building Permits 40,000.00 $ Trending upwards; SFR, additions, room remodels101 101-0000-0000-5200-007 COMMUNITY DEVELOPMENT Administrative Citations (10,000.00) $
Code enforcement, citations issued & no method to collecting 101 101-0000-0000-5200-008 COMMUNITY DEVELOPMENT Design Review Fee (8,000.00) $ Result of economy; anticipated larger projects with DTSP, slow development 101 101-0000-0000-5200-009 COMMUNITY DEVELOPMENT
Cultural Heritage
(CHC) Fee 2,000.00 $ Historic resources evaluation; folks remodeling homes 106 106-0000-0000-5520-000 COMMUNITY DEVELOPMENT Technology Surcharge (10,000.00) $ Planning fees down; surcharge is a fee charged with planning applications 205 205-0000-0000-5500-000 COMMUNITY SERVICES
MTA Bus Pass - Senior (5,000.00) $ No longer selling MTA Bus Passes 205 205-0000-0000-5504-000 COMMUNITY SERVICES
Prop A - NTD Disc. Incentive 35,441.00 $ Auditing incentive; past years revenue remitted this year 213 213-0000-0000-5071-021 COMMUNITY DEVELOPMENT SB2 Grant 160,000.00 $ Grant for SB 2; received reimbursements220 220-0000-0000-5412-001 COMMUNITY DEVELOPMENT BIT - Filming Permits (5,875.00) $ Down due to filming permits down 232 232-0000-0000-5084-008 COMMUNITY SERVICES
County Park Bond - Maint 25,000.00 $ Received funding
255 255-0000-0000-5215-000 COMMUNITY DEVELOPMENT
Growth Requirement - Resident 30,000.00 $ Most projects being processed are residential projects 255 255-0000-0000-5216-000 COMMUNITY DEVELOPMENT
Growth Requiremnt - Comm/ Indus (9,000.00) $ Commercial projects are down 275 275-0000-0000-5200-008 COMMUNITY DEVELOPMENT Park Impact Fees 40,000.00 $ Assessed with building permits issued 295 295-0000-0000-5275-005 COMMUNITY SERVICES Filming (7,600.00) $ Filming at the Golf Course; impacted by strike 296 Being created… COMMUNITY DEVELOPMENT Public Art Fee 7,500.00 $ NEW Fund for Public Art Program/Fees 296 295-0000-0000-5275-005 COMMUNITY SERVICES Filming (7,600.00) $ Filming at the Golf Course; impacted by strike 19 - 17
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ATTACHMENT 2
Capital Improvement Program (CIP) FY 2023-24
Continuing Appropriations
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CIP Continuing Appropriations
Fund Fund Name Transfers - In Transfers -
Out
400 Capital Improvement Program 731,619
101 General Fund 111,675
104 Street Improvement Program 11,200
105 Facility & Equipment Replacement 72,665
108 SR 110 General Fund Reserve 11,470
205 Prop A 19,378
210 Sewer 27,500
213 SB2 Planning Grant (20,067)
214 Rogan HR 5294 9,814
236 Measure M 72,435
255 Capital Growth (8,782)
260 CDBG 25,000
275 Park Impact Fees 14,968
277 HSIP Grant 352,088
295 Arroyo Seco Golf 4,775
500 Water 27,500
731,619$ 731,619$
City of South Pasadena
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. CHyof SOUTH
PASADENA
FINANCE DEPARTMENT
City of South Pasadena
Continuing Appropriations
Capital Improvement Program Projects
FY 2022-23
Project No. Project Name Carryover
Balance
9033 Grevalia & Berkshire Pocket Park 51,255
9149 VoiP Phone System Installation 20,000
9157 Golf Course Netting Replacement 4,775
9161 North-South Corridor ITS Deploy 12,502
9186 CD Permit Management Software (47,590)
9188 City/Civic EV Charging System 69,198
9189 Arroyo Park EV Charging System 50,000
9192 Fair Oaks Traffic Signal Construction 381,516
9203 Street Repairs - 2023 72,435
9224 Citywide Facility Repair 7,381
9263 Pocket Park Construction (36,288)
9264 ADA Sidewalk Repairs 25,000
9301 Library HVAC Repairs 5,000
9351 Rect. Rapid Flashing Beacons 1,150
9404 Citywide Facilities Assessment/ Security 60,284
9407 CMMS/Work Order System/GIS 5,000
9408 Sewer Sys. Rep., Rehab&Replace 25,000
9409 Westside Reservoir 25,000
731,619$
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. CHyof SOUTH
PASADENA
FINANCE DEPARTMENT
ATTACHMENT 3
Unfunded Actuarial Liability (UAL) Payment details
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City of South Pasadena
CalPERS Unfunded Accrued liability Analysis
FY 2023-24
1 Annualized One-time
Plan Plan Description Monthly Rate Monthly Payment Annual Payment Savings 123 Classic - Miscellaneous 93, 635.92
124 Classic• Safety 184,040.83
25104 PEPRA - Safety - Fire 267.42
25105 PEPRA - Safety· Police 302.92
26067 PEPRA - Miscellaneous
Total: 278,247.09
Available Funds as of 7/12/2023:
Bank of the West Operating:
LAIF:
Total Available Funds:
1,123,631.04
2,208,489.96
3,209.04
3,635.04
3,338,965.08
11,511,351.18
15,851,247.47
27,362,598.65
1,087,272.00 36,359.04
2,137,026.00 71,463.96
3,105.00 104.04
3,517.00 118.04
3,230,920.00 108,045.08
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ATTACHMENT 4
State and Local Fiscal Recovery (SLRFR) Overview
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SLFRF Overview
Revenue 6,059,235 $
Expenditures
Salaries 813,916 $ Contract Services 29,709 $ Community Services - Civic Plus $29,709 Professional Services $
Machinery & Equipment $
Axon Enterprise/Taser and body camera $70,000.00 / CDW
122,982 Government/Office 365 $52,982
152,047 Breathing Apparatus $152,046
Expenditure Total: 1,118,654 $ Balance as of June 30,2023: $4,940,581 (page 15 )
SLRFR PRGRAMING PER CITY COUNCIL
Total: $3,498,717Estimated Program Balance as of June 30, 2024: $1,441,864Revenue 6,059,235 $ Expenditures FY 22-23 (1,118,654.01) $ Expenditures FY 23-24 (3,498,717) $ Unprogrammed Balance 1,441,864 $ •$1 million for COVID-19 Emergency Response – expended and seeking reimbursement via SLFRF and Federal Emergency Management Agency (FEMA)•$1 million for Fire Department Air Utility (AU) 81 apparatus and replacement of ambulance •$3 million for salaries and Capital Improvement Program (CIP) infusion•$300,000 for Public Works Automatic Asphalt Truck•$530,000 for Citywide technology enhancements:
o$160,000 – Library Radio Frequency Identification (RFID) Automated Systemo$150,000 – Employee Engagement and Retentiono$100,000 – IT Master Plano$70,000 – Police Electronic Control Device (ECD) Replacementso$50,000 – Community Services Registration Software
SUMMARY
•$160,000 Library RFID Project•$600,000 Fire Air Utility Apparatus •$100,000 IT Master Plan•$300,000 Public Works Utility Truck •$2,338,717 Salaries and CIP
SLRFR FY 23-24 BUDGETED PROGRAMMING
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ATTACHMENT 5
Year-to-Date (YTD) through December 2023 Summary of
City-Wide Expenditures (General Fund), Expenditure
Summary by Department, Expenditure Detail by
Department, and Revenue Details
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City of South Pasadena
Year to date Summary Expenditures (City Wide)
As of December 31, 2023
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Salaries 17,851,226.00 7,171,376.75 - 10,679,849.25 40% 16,214,995.00 8,020,122.32 - 8,194,872.68 49%Fringe Benefits 8,866,516.00 5,262,101.82 - 3,604,414.18 59% 7,852,109.00 5,424,352.53 - 2,427,756.47 69% Operations & Maintenance 12,625,785.05 4,148,144.79 2,215,276.41 6,262,363.85 50% 16,755,458.00 4,086,618.13 2,072,875.18 10,595,964.69 37% Capital Outlay 248,000.00 57,936.57 64,902.43 125,161.00 50% 114,000.00 21,419.10 4,004.11 88,576.79 22% Totals 39,591,527.05 16,639,559.93 2,280,178.84 20,671,788.28 48% 40,936,562.00 17,552,512.08 2,076,879.29 21,307,170.63 48% 19 - 31
City of South Pasadena
Year to date Summary Expenditures by Department
As of December 31, 2023
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
City Council
Salaries 18,000.00 9,480.00 - 8,520.00 53% 18,000.00 7,680.00 - 10,320.00 43% Fringe Benefits 1,702.00 735.66 - 966.34 43% 594.00 163.50 - 430.50 28% Operations & Maintenance 99,200.00 35,033.00 - 64,167.00 35% 30,600.00 6,241.99 - 24,358.01 20% Total City Council 118,902.00 45,248.66 - 73,653.34 38% 49,194.00 14,085.49 - 35,108.51 29% City Manager
Salaries 737,517.00 332,928.96 - 404,588.04 45% 641,976.00 642,216.54 - (240.54) 100% Fringe Benefits 321,859.00 195,205.66 - 126,653.34 61% 254,755.00 213,549.21 - 41,205.79 84% Operations & Maintenance 165,135.00 61,912.05 3,447.50 99,775.45 40% 168,550.00 104,835.47 3,622.50 60,092.03 64% City Manager 1,224,511.00 590,046.67 3,447.50 631,016.83 48% 1,065,281.00 960,601.22 3,622.50 101,057.28 91% Operations & Maintenance 50,275.00 47,950.35 - 2,324.65 95% 79,400.00 28,084.62 - 51,315.38 35% Economic Development 50,275.00 47,950.35 - 2,324.65 95% 79,400.00 28,084.62 - 51,315.38 35% Total City Manager 1,274,786.00 637,997.02 3,447.50 633,341.48 50% 1,144,681.00 988,685.84 3,622.50 152,372.66 87% City Treasurer
Salaries 8,472.00 4,236.00 - 4,236.00 50% 8,472.00 4,236.00 - 4,236.00 50% Fringe Benefits 767.00 383.40 - 383.60 50% 280.00 339.63 - (59.63) 121% City Treasurer 9,239.00 4,619.40 - 4,619.60 50% 8,752.00 4,575.63 - 4,176.37 52% Total City Treasurer 9,239.00 4,619.40 - 4,619.60 50% 8,752.00 4,575.63 - 4,176.37 52% Community Developmennt
Salaries 1,405,791.00 586,126.13 - 819,664.87 42% 1,143,544.00 569,026.61 - 574,517.39 50% Fringe Benefits 575,623.00 303,813.19 - 271,809.81 53% 412,841.00 258,308.97 - 154,532.03 63% Operations & Maintenance 2,253,332.69 494,076.52 574,409.75 1,184,846.42 47% 1,438,500.00 752,927.71 732,600.85 (47,028.56) 103% Community Development 4,234,746.69 1,384,015.84 574,409.75 2,276,321.10 46% 2,994,885.00 1,580,263.29 732,600.85 682,020.86 77% Total Community Development 4,234,746.69 1,384,015.84 574,409.75 2,276,321.10 46% 2,994,885.00 1,580,263.29 732,600.85 682,020.86 77% 19 - 32
City of South Pasadena
Year to date Summary Expenditures by Department
As of December 31, 2023
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Community Services
Salaries 249,319.00 117,778.71 - 131,540.29 47% 242,164.00 112,420.94 - 129,743.06 46% Fringe Benefits 35,399.00 17,068.41 - 18,330.59 48% 23,941.00 20,209.45 - 3,731.55 84% Operations & Maintenance 153,031.00 32,931.05 59,586.68 60,513.27 60% 161,823.00 26,733.96 63,744.90 71,344.14 56% Senior Center 437,749.00 167,778.17 59,586.68 210,384.15 52% 427,928.00 159,364.35 63,744.90 204,818.75 52% Salaries 182,392.00 60,935.89 - 121,456.11 33% 158,428.00 92,663.01 - 65,764.99 58% Fringe Benefits 95,805.00 66,220.86 - 29,584.14 69% 70,697.00 55,166.72 - 15,530.28 78% Operations & Maintenance 99,270.36 54,312.48 3,682.63 41,275.25 58% 161,430.00 58,099.37 24,158.35 79,172.28 51% Recreation 377,467.36 181,469.23 3,682.63 192,315.50 49% 390,555.00 205,929.10 24,158.35 160,467.55 59% Salaries 656,325.00 195,141.53 - 461,183.47 30% 448,084.00 221,345.45 - 226,738.55 49% Fringe Benefits 95,075.00 25,151.69 - 69,923.31 26% 32,946.00 34,070.54 - (1,124.54) 103% Operations & Maintenance 334,119.00 120,562.58 7,296.24 206,260.18 38% 290,175.00 151,154.68 15,692.90 123,327.42 57% After-School Day Care 1,085,519.00 340,855.80 7,296.24 737,366.96 32% 771,205.00 406,570.67 15,692.90 348,941.43 55% Total Community Services 1,900,735.36 690,103.20 70,565.55 1,140,066.61 40% 1,589,688.00 771,864.12 103,596.15 714,227.73 55% Finance
Salaries 539,718.00 228,322.06 - 311,395.94 42% 576,768.00 264,074.55 - 312,693.45 46% Fringe Benefits 150,519.00 47,410.77 - 103,108.23 31% 160,537.00 85,420.56 - 75,116.44 53% Operations & Maintenance 418,398.00 222,485.39 35,234.73 160,677.88 62% 213,589.00 142,847.67 38,687.81 32,053.52 85% Finance 1,108,635.00 498,218.22 35,234.73 575,182.05 48% 950,894.00 492,342.78 38,687.81 419,863.41 56%Fringe Benefits 592,250.00 189,224.88 - 403,025.12 32% 600,000.00 259,624.10 - 340,375.90 43% Operations & Maintenance 1,947,194.00 494,709.45 16,117.08 1,436,367.47 26% 7,574,292.00 479,526.50 8,863.68 7,085,901.82 6% Non-Departmental/Overhead 2,539,444.00 683,934.33 16,117.08 1,839,392.59 28% 8,174,292.00 739,150.60 8,863.68 7,426,277.72 9% Total Finance 3,648,079.00 1,182,152.55 51,351.81 2,414,574.64 34% 9,125,186.00 1,231,493.38 47,551.49 7,846,141.13 14% 19 - 33
City of South Pasadena
Year to date Summary Expenditures by Department
As of December 31, 2023
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Fire
Salaries 4,173,610.00 1,599,182.23 - 2,574,427.77 38% 3,693,936.00 2,177,021.17 - 1,516,914.83 59% Fringe Benefits 2,359,793.00 1,666,340.54 - 693,452.46 71% 2,128,644.00 1,686,375.89 - 442,268.11 79% Operations & Maintenance 760,672.00 310,472.12 58,754.07 391,445.81 49% 994,808.00 302,652.79 251,229.99 440,925.22 56% Fire 7,294,075.00 3,575,994.89 58,754.07 3,659,326.04 50% 6,817,388.00 4,166,049.85 251,229.99 2,400,108.16 65% Operations & Maintenance 55,000.00 24,298.62 - 30,701.38 44% 55,000.00 26,121.16 - 28,878.84 47% Emergency Preparedness 55,000.00 24,298.62 - 30,701.38 44% 55,000.00 26,121.16 - 28,878.84 47% Total Fire 7,349,075.00 3,600,293.51 58,754.07 3,690,027.42 50% 6,872,388.00 4,192,171.01 251,229.99 2,428,987.00 65% Library
Salaries 1,278,435.00 527,119.18 - 751,315.82 41% 1,160,664.00 522,523.43 - 638,140.57 45% Fringe Benefits 532,403.00 282,599.60 - 249,803.40 53% 354,451.00 238,075.33 - 116,375.67 67% Operations & Maintenance 351,395.00 177,679.90 70,945.33 102,769.77 71% 370,800.00 185,105.36 108,569.88 77,124.76 79% Capital Outlay 49,000.00 - - 49,000.00 0% 12,000.00 219.40 4,004.11 7,776.49 35% Library 2,211,233.00 987,398.68 70,945.33 1,152,888.99 48% 1,897,915.00 945,923.52 112,573.99 839,417.49 56% Total Library 2,211,233.00 987,398.68 70,945.33 1,152,888.99 48% 1,897,915.00 945,923.52 112,573.99 839,417.49 56% Management Services
Operations & Maintenance 63,900.00 (75.92) - 63,975.92 0% 166,000.00 2,826.74 - 163,173.26 2% Elections 63,900.00 (75.92) - 63,975.92 0% 166,000.00 2,826.74 - 163,173.26 2%Salaries 248,781.00 132,844.52 - 115,936.48 53% 328,614.00 37,810.69 - 290,803.31 12% Fringe Benefits 95,322.00 81,109.40 - 14,212.60 85% 96,931.00 42,088.25 - 54,842.75 43% Operations & Maintenance 152,000.00 44,464.19 42,770.58 64,765.23 57% 33,800.00 6,680.69 - 27,119.31 20% Management Services 496,103.00 258,418.11 42,770.58 194,914.31 61% 459,345.00 86,579.63 - 372,765.37 19% Operations & Maintenance 958,039.00 476,330.71 97,176.68 384,531.61 60% 664,200.00 349,521.63 - 314,678.37 53% Capital Outlay 197,000.00 57,936.57 64,902.43 74,161.00 62% 100,000.00 21,199.70 - 78,800.30 21% Information Services 1,155,039.00 534,267.28 162,079.11 458,692.61 60% 764,200.00 370,721.33 - 393,478.67 49% Salaries 182,655.00 53,571.20 - 129,083.80 29% 195,943.00 35,855.05 - 160,087.95 18% Fringe Benefits 53,004.00 11,845.69 - 41,158.31 22% 88,415.00 39,273.43 - 49,141.57 44% Operations & Maintenance 211,660.00 58,132.87 86,491.67 67,035.46 68% 125,000.00 26,662.68 72,425.00 25,912.32 79% City Clerk 447,319.00 123,549.76 86,491.67 237,277.57 47% 409,358.00 101,791.16 72,425.00 235,141.84 43% Salaries 343,420.00 214,310.03 - 129,109.97 62% 247,824.00 - - 247,824.00 0% Fringe Benefits 121,775.00 68,848.63 - 52,926.37 57% 99,674.00 33,091.64 - 66,582.36 33% Operations & Maintenance 376,419.00 100,704.73 30,029.79 245,684.48 35% 515,350.00 176,644.88 2,310.00 336,395.12 35% Human Resources 841,614.00 383,863.39 30,029.79 427,720.82 49% 862,848.00 209,736.52 2,310.00 650,801.48 25% Operations & Maintenance 473,000.00 394,543.78 7,976.54 70,479.68 85% 450,000.00 328,771.13 - 121,228.87 73% Legal Services 473,000.00 394,543.78 7,976.54 70,479.68 85% 450,000.00 328,771.13 - 121,228.87 73% Total Management Services 3,476,975.00 1,694,566.40 329,347.69 1,453,060.91 58% 3,111,751.00 1,100,426.51 74,735.00 1,936,589.49 38% 19 - 34
City of South Pasadena
Year to date Summary Expenditures by Department
As of December 31, 2023
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Police
Salaries 6,850,290.00 2,751,988.64 - 4,098,301.36 40% 6,412,712.00 3,033,300.86 - 3,379,411.14 47% Fringe Benefits 3,351,810.00 2,051,468.99 - 1,300,341.01 61% 3,169,690.00 2,262,240.19 - 907,449.81 71% Operations & Maintenance 1,394,245.00 469,674.96 403,137.91 521,432.13 63% 1,386,191.00 479,612.00 367,289.75 539,289.25 61% Police 11,596,345.00 5,273,132.59 403,137.91 5,920,074.50 49% 10,968,593.00 5,775,153.05 367,289.75 4,826,150.20 56% Total Police 11,596,345.00 5,273,132.59 403,137.91 5,920,074.50 49% 10,968,593.00 5,775,153.05 367,289.75 4,826,150.20 56% Public Works
Salaries 510,506.00 187,884.40 - 322,621.60 37% 343,724.00 139,884.02 - 203,839.98 41% Fringe Benefits 220,444.00 132,066.89 - 88,377.11 60% 119,447.00 73,917.33 - 45,529.67 62% Operations & Maintenance 512,300.00 28,227.52 168,887.42 315,185.06 38% 309,950.00 108,191.11 2,083.86 199,675.03 36% Admin. & Engineering 1,243,250.00 348,178.81 168,887.42 726,183.77 42% 773,121.00 321,992.46 2,083.86 449,044.68 42% Salaries 56,167.00 18,929.28 - 37,237.72 34% 140,348.00 10,795.61 - 129,552.39 8% Fringe Benefits 27,714.00 14,764.30 - 12,949.70 53% 41,032.00 14,027.07 - 27,004.93 34% Operations & Maintenance 123,600.00 5,679.28 29,619.00 88,301.72 29% 123,600.00 25,550.00 - 98,050.00 21% Environmental Services 207,481.00 39,372.86 29,619.00 138,489.14 33% 304,980.00 50,372.68 - 254,607.32 17% Salaries 104,646.00 34,368.33 - 70,277.67 33% 153,858.00 56,027.79 - 97,830.21 36% Fringe Benefits 63,556.00 28,382.35 - 35,173.65 45% 72,611.00 39,941.26 - 32,669.74 55% Operations & Maintenance 807,700.00 239,198.77 351,544.76 216,956.47 73% 835,500.00 84,741.61 157,871.30 592,887.09 29% Park Maintenance 975,902.00 301,949.45 351,544.76 322,407.79 67% 1,061,969.00 180,710.66 157,871.30 723,387.04 32% Salaries 305,182.00 116,229.66 - 188,952.34 38% 299,936.00 93,240.60 - 206,695.40 31% Fringe Benefits 171,696.00 79,460.91 - 92,235.09 46% 124,623.00 68,469.46 - 56,153.54 55% Operations & Maintenance 865,900.00 254,840.39 168,168.05 442,891.56 49% 606,900.00 233,084.38 223,724.41 150,091.21 75% Capital Outlay 2,000.00 - - 2,000.00 0% 2,000.00 - - 2,000.00 0% Facilities Maintenance 1,344,778.00 450,530.96 168,168.05 726,078.99 46% 1,033,459.00 394,794.44 223,724.41 414,940.15 60% Total Public Works 3,771,411.00 1,140,032.08 718,219.23 1,913,159.69 49% 3,173,529.00 947,870.24 383,679.57 1,841,979.19 42% Total General Fund 39,591,527.05 $ 16,639,559.93 $ 2,280,178.84 $ 20,671,788.28 $ 48% 40,936,562.00 $ 17,552,512.08 $ 2,076,879.29 $ 21,307,170.63 $ 48% 19 - 35
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
City CouncilSalaries - Permanent - 1,980.00 - (1,980.00) 100% 18,000.00 7,680.00 - 10,320.00 43% Salaries - Temp / Part 18,000.00 7,500.00 - 10,500.00 42% - - - - 100% Salaries 18,000.00 9,480.00 - 8,520.00 53% 18,000.00 7,680.00 - 10,320.00 43% Workers Compensation 252.00 103.44 - 148.56 41% 333.00 78.24 - 254.76 23% FICA - Medicare 1,450.00 632.22 - 817.78 44% 261.00 85.26 - 175.74 33% Fringe Benefits 1,702.00 735.66 - 966.34 43% 594.00 163.50 - 430.50 28% Postage 8,000.00 2,002.18 - 5,997.82 25% 100.00 - - 100.00 0% Special Department Expense 49,000.00 20,749.85 - 28,250.15 42% 2,000.00 1,345.47 - 654.53 67% Discretionary Fund Program 33,700.00 2,125.00 - 31,575.00 6% 20,000.00 2,038.75 - 17,961.25 10% Dues/Subscriptions/Memberships 500.00 - - 500.00 0% 500.00 - - 500.00 0% Convention & Meeting Expense 8,000.00 10,155.97 - (2,155.97) 127% 8,000.00 2,857.77 - 5,142.23 36% Operations & Maintenance 99,200.00 35,033.00 - 64,167.00 35% 30,600.00 6,241.99 - 24,358.01 20% Total City Council 118,902.00 45,248.66 - 73,653.34 38% 49,194.00 14,085.49 - 35,108.51 29% 19 - 36
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
City Manager Salaries - Permanent 693,542.00 308,506.11 - 385,035.89 44% 606,976.00 519,043.45 - 87,932.55 86%Salaries - Temp / Part 35,128.00 19,620.09 - 15,507.91 56% 35,000.00 105,472.26 - (70,472.26) 301% Overtime - 4,802.76 - (4,802.76) 100% - 17,519.62 - (17,519.62) 100% Holiday 8,847.00 - - 8,847.00 0% - 181.21 - (181.21) 100% Salaries 737,517.00 332,928.96 - 404,588.04 45% 641,976.00 642,216.54 - (240.54) 100% Leave Buyback 25,608.00 - - 25,608.00 0% 27,000.00 2,879.18 - 24,120.82 11% Retirement 73,787.00 32,179.79 - 41,607.21 44% 144,439.00 141,661.93 - 2,777.07 98% CalPERS UAL 110,175.00 111,162.02 - (987.02) 101% - - - - 100% Deferred Compensation 6,820.00 2,851.47 - 3,968.53 42% 4,542.00 3,074.08 - 1,467.92 68% Workers Compensation 8,081.00 3,456.35 - 4,624.65 43% 11,569.00 6,921.68 - 4,647.32 60% Group Health Insurance 73,170.00 34,999.91 - 38,170.09 48% 53,112.00 41,156.53 - 11,955.47 77% Optical Insurance 1,048.00 512.58 - 535.42 49% 1,080.00 894.06 - 185.94 83% Dental Insurance 3,911.00 1,897.89 - 2,013.11 49% 4,050.00 2,887.24 - 1,162.76 71% Life Insurance 515.00 220.31 - 294.69 43% 446.00 431.68 - 14.32 97% FICA - Medicare 12,744.00 4,925.34 - 7,818.66 39% 8,517.00 10,642.83 - (2,125.83) 125% City Manager's Car allowance 6,000.00 3,000.00 - 3,000.00 50% - 3,000.00 - (3,000.00) 100% Fringe Benefits 321,859.00 195,205.66 - 126,653.34 61% 254,755.00 213,549.21 - 41,205.79 84% Office Supplies 10,000.00 3,412.62 - 6,587.38 34% 10,000.00 2,118.20 - 7,881.80 21% Postage 4,000.00 6.04 - 3,993.96 0% 2,000.00 2,018.86 - (18.86) 101% Special Department Expense 8,500.00 9,298.62 - (798.62) 109% 15,000.00 12,692.22 - 2,307.78 85%Printing/Duplicating 6,000.00 1,160.55 - 4,839.45 19% 6,000.00 4,806.45 - 1,193.55 80% Dues & Memberships 44,437.00 27,186.58 - 17,250.42 61% 44,100.00 31,886.03 - 12,213.97 72% Convention & Meeting Expense 17,198.00 16,603.14 - 594.86 97% 15,000.00 11,826.19 - 3,173.81 79%Vehicle Maintenance 100% 750.00 - - 750.00 0% Equipment Maintenance 100% 700.00 - - 700.00 0%
Professional Service 40,000.00 4,012.50 3,447.50 32,540.00 19% 40,000.00 15,296.25 3,622.50 21,081.25 47% Contract Services 10,000.00 232.00 - 9,768.00 2% 10,000.00 - - 10,000.00 0% CM Emergency 25,000.00 - - 25,000.00 0% 25,000.00 24,191.27 - 808.73 97% Operations & Maintenance 165,135.00 61,912.05 3,447.50 99,775.45 40% 168,550.00 104,835.47 3,622.50 60,092.03 64% City Manager 1,224,511.00 590,046.67 3,447.50 631,016.83 48% 1,065,281.00 960,601.22 3,622.50 101,057.28 91% Printing/Duplicating 8,000.00 6,371.35 - 1,628.65 80% 8,000.00 8,050.00 - (50.00) 101% Dues & Memberships 3,275.00 - - 3,275.00 0% 3,000.00 - - 3,000.00 0%Community Engagement 20,000.00 22,150.00 - (2,150.00) 111% 56,000.00 16,279.32 - 39,720.68 29% Communications Spec. Dep. Exp. 19,000.00 19,429.00 - (429.00) 102% 4,000.00 1,607.30 - 2,392.70 40% Communications Prof. Services - 100% 8,400.00 2,148.00 - 6,252.00 26% Operations & Maintenance 50,275.00 47,950.35 - 2,324.65 95% 79,400.00 28,084.62 - 51,315.38 35%Economic Development 50,275.00 47,950.35 - 2,324.65 95% 79,400.00 28,084.62 - 51,315.38 35%Total City Manager 1,274,786.00 637,997.02 3,447.50 633,341.48 50% 1,144,681.00 988,685.84 3,622.50 152,372.66 87% 19 - 37
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
City TreasurerSalaries - Temp / Part 8,472.00 4,236.00 - 4,236.00 50% 8,472.00 4,236.00 - 4,236.00 50% Salaries 8,472.00 4,236.00 - 4,236.00 50% 8,472.00 4,236.00 - 4,236.00 50% Workers Compensation 119.00 59.34 - 59.66 50% 157.00 59.34 - 97.66 38% FICA - Medicare 648.00 324.06 - 323.94 50% 123.00 280.29 - (157.29) 228% Fringe Benefits 767.00 383.40 - 383.60 50% 280.00 339.63 - (59.63) 121% City Treasurer 9,239.00 4,619.40 - 4,619.60 50% 8,752.00 4,575.63 - 4,176.37 52% Total City Treasurer 9,239.00 4,619.40 - 4,619.60 50% 8,752.00 4,575.63 - 4,176.37 52% Community DevelopmenntSalaries - Permanent 1,256,252.00 541,446.10 - 714,805.90 43% 1,029,544.00 450,548.25 - 578,995.75 44% Salaries - Temp / Part 127,310.00 38,530.51 - 88,779.49 30% 109,000.00 104,248.92 - 4,751.08 96%Overtime 15,000.00 6,149.52 - 8,850.48 41% 5,000.00 14,229.44 - (9,229.44) 285% Holiday 7,229.00 - - 7,229.00 0% - - - - 100%
Salaries 1,405,791.00 586,126.13 - 819,664.87 42% 1,143,544.00 569,026.61 - 574,517.39 50% Leave Buyback 9,496.00 - - 9,496.00 0% 8,000.00 - - 8,000.00 0%Retirement 128,201.00 53,085.10 - 75,115.90 41% 241,120.00 194,788.00 - 46,332.00 81% CalPERS UAL 161,675.00 163,123.39 - (1,448.39) 101% - - - - 100% Deferred Compensation 12,545.00 5,200.50 - 7,344.50 41% 3,005.00 1,645.62 - 1,359.38 55% Workers Compensation 15,125.00 6,231.12 - 8,893.88 41% 22,266.00 6,064.56 - 16,201.44 27%Group Health Insurance 210,060.00 61,190.41 - 148,869.59 29% 109,893.00 42,341.38 - 67,551.62 39% Vision Insurance 2,743.00 1,128.80 - 1,614.20 41% 2,640.00 945.32 - 1,694.68 36% Dental Insurance 10,250.00 4,106.60 - 6,143.40 40% 9,900.00 3,670.75 - 6,229.25 37% Life Insurance 1,287.00 531.64 - 755.36 41% 1,089.00 461.79 - 627.21 42% FICA - Medicare 24,241.00 9,215.63 - 15,025.37 38% 14,928.00 8,391.55 - 6,536.45 56% Fringe Benefits 575,623.00 303,813.19 - 271,809.81 53% 412,841.00 258,308.97 - 154,532.03 63% Office Supplies 20,000.00 2,244.22 - 17,755.78 11% 3,000.00 1,579.16 - 1,420.84 53% Postage 15,000.00 4,978.56 - 10,021.44 33% 6,000.00 3,190.40 - 2,809.60 53% Special Department Expense 6,122.00 3,855.27 - 2,266.73 63% 5,500.00 5,150.23 - 349.77 94% Advertising 10,000.00 150.00 - 9,850.00 2% 3,000.00 - - 3,000.00 0% Printing/Duplicating 11,000.00 1,303.77 - 9,696.23 12% 15,000.00 4,900.32 - 10,099.68 33%Dues & Memberships 15,009.00 11,943.07 - 3,065.93 80% 33,000.00 10,440.45 - 22,559.55 32% Conference & Meeting Expense 27,075.00 5,985.98 - 21,089.02 22% 6,500.00 4,100.00 - 2,400.00 63% Vehicle Maintenance 1,000.00 188.31 - 811.69 19% 1,000.00 - - 1,000.00 0% Equipment Maintenance - 100% 1,500.00 - - 1,500.00 0%Legal Services - 2,100.00 27,000.00 (29,100.00) 100% - - - - 100%Legal Fees - Comm Dev 29,145.59 - - 29,145.59 0% - - - - 100% Professional Services 1,291,806.10 228,538.50 49,290.29 1,013,977.31 22% 430,000.00 62,368.00 159,104.25 208,527.75 52% Contract Services 794,500.00 232,609.53 498,119.46 63,771.01 92% 900,000.00 660,912.90 573,496.60 (334,409.50) 137% Training Expense 3,000.00 179.31 - 2,820.69 6% 6,000.00 95.00 - 5,905.00 2% Boards & Commissions 4,675.00 - - 4,675.00 0% 3,000.00 191.25 - 2,808.75 6%Public Art 25,000.00 - - 25,000.00 0% 25,000.00 - - 25,000.00 0% Operations & Maintenance 2,253,332.69 494,076.52 574,409.75 1,184,846.42 47% 1,438,500.00 752,927.71 732,600.85 (47,028.56) 103% Community Development 4,234,746.69 1,384,015.84 574,409.75 2,276,321.10 46% 2,994,885.00 1,580,263.29 732,600.85 682,020.86 77% Total Community Development 4,234,746.69 1,384,015.84 574,409.75 2,276,321.10 46% 2,994,885.00 1,580,263.29 732,600.85 682,020.86 77% 19 - 38
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Community ServicesSalaries - Regular Employees 76,654.00 42,511.64 - 34,142.36 55% 82,164.00 36,235.99 - 45,928.01 44% Salaries - Temp / Part 170,665.00 75,267.07 - 95,397.93 44% 160,000.00 75,081.98 - 84,918.02 47% Overtime 2,000.00 - - 2,000.00 0% - - - - 100%Holiday - 100% - 1,102.97 - (1,102.97) 100% Salaries 249,319.00 117,778.71 - 131,540.29 47% 242,164.00 112,420.94 - 129,743.06 46% Leave Buyback 2,193.00 - - 2,193.00 0% 2,100.00 - - 2,100.00 0% Retirement 6,132.00 7,082.28 - (950.28) 115% 6,610.00 10,831.09 - (4,221.09) 164% Deferred Compensation 767.00 399.76 - 367.24 52% 822.00 347.37 - 474.63 42% Workers Compensation Ins. 2,686.00 1,251.55 - 1,434.45 47% 3,399.00 1,252.02 - 2,146.98 37% Group Health Insurance 8,580.00 4,440.41 - 4,139.59 52% 8,580.00 4,290.00 - 4,290.00 50% Optical Insurance 165.00 82.32 - 82.68 50% 240.00 82.32 - 157.68 34% Dental Insurance 610.00 289.74 - 320.26 47% 900.00 304.98 - 595.02 34% Life Insurance 99.00 49.50 - 49.50 50% 99.00 49.50 - 49.50 50% FICA - Medicare 14,167.00 3,472.85 - 10,694.15 25% 1,191.00 3,052.17 - (1,861.17) 256% Fringe Benefits 35,399.00 17,068.41 - 18,330.59 48% 23,941.00 20,209.45 - 3,731.55 84% Office Supplies 3,000.00 643.58 - 2,356.42 21% 3,000.00 484.69 - 2,515.31 16% Postage 2,500.00 - - 2,500.00 0% 3,000.00 240.00 - 2,760.00 8% Special Department Expense 30,700.00 14,059.60 1,246.66 15,393.74 50% 30,600.00 10,167.98 2,417.55 18,014.47 41% Advertising 3,780.00 225.00 - 3,555.00 6% 2,800.00 1,065.96 - 1,734.04 38% Printing and Duplication 4,500.00 54.17 - 4,445.83 1% 4,500.00 - - 4,500.00 0% Dues/Membership/Subscription 1,030.00 136.47 - 893.53 13% 760.00 61.96 - 698.04 8% Conference & Meeting Expense 2,000.00 480.00 - 1,520.00 24% 2,000.00 630.00 - 1,370.00 32% Equipment Maintenance 3,500.00 929.90 - 2,570.10 27% 3,500.00 110.00 - 3,390.00 3% Building Maintenance 2,300.00 - - 2,300.00 0% 3,300.00 473.71 200.00 2,626.29 20% Contract Services 63,461.00 1,364.12 57,256.77 4,840.11 92% 66,003.00 2,008.40 61,127.35 2,867.25 96% Training Expenses 800.00 360.00 - 440.00 45% 500.00 214.00 - 286.00 43% Special Events 17,000.00 8,280.51 1,083.25 7,636.24 55% 17,000.00 4,008.23 - 12,991.77 24% Classes 16,000.00 6,287.90 - 9,712.10 39% 22,400.00 7,200.00 - 15,200.00 32% Lease Payment 2,460.00 109.80 - 2,350.20 4% 2,460.00 69.03 - 2,390.97 3% Operations & Maintenance 153,031.00 32,931.05 59,586.68 60,513.27 60% 161,823.00 26,733.96 63,744.90 71,344.14 56% Senior Center 437,749.00 167,778.17 59,586.68 210,384.15 52% 427,928.00 159,364.35 63,744.90 204,818.75 52% Salaries - Permanent 168,858.00 60,935.89 - 107,922.11 36% 147,928.00 92,663.01 - 55,264.99 63% Salaries - Temp / Part 10,500.00 - - 10,500.00 0% 10,500.00 - - 10,500.00 0% Holiday 3,034.00 - - 3,034.00 0% - - - - 100%
Salaries 182,392.00 60,935.89 - 121,456.11 33% 158,428.00 92,663.01 - 65,764.99 58% Leave Buyback 3,989.00 - - 3,989.00 0% 2,000.00 - - 2,000.00 0% Retirement 22,391.00 8,034.79 - 14,356.21 36% 52,913.00 43,776.34 - 9,136.66 83% CalPERS UAL 50,114.00 50,562.95 - (448.95) 101% - - - - 100%Deferred Compensation 1,689.00 599.40 - 1,089.60 35% 1,140.00 911.62 - 228.38 80% Workers Compensation 1,943.00 697.79 - 1,245.21 36% 2,705.00 1,086.52 - 1,618.48 40% Group Health Insurance 12,285.00 5,075.13 - 7,209.87 41% 8,580.00 7,437.41 - 1,142.59 87% Optical Insurance 165.00 68.30 - 96.70 41% 240.00 108.86 - 131.14 45% Dental Insurance 682.00 280.12 - 401.88 41% 900.00 474.16 - 425.84 53% Life Insurance 99.00 41.05 - 57.95 41% 99.00 66.78 - 32.22 67% FICA - Medicare 2,448.00 861.33 - 1,586.67 35% 2,120.00 1,305.03 - 814.97 62% Fringe Benefits 95,805.00 66,220.86 - 29,584.14 69% 70,697.00 55,166.72 - 15,530.28 78% 19 - 39
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Office Supplies 1,000.00 129.57 - 870.43 13% 1,000.00 138.97 - 861.03 14% Postage 650.00 - - 650.00 0% 650.00 - - 650.00 0%
Special Department Expense 12,315.36 5,886.58 - 6,428.78 48% 14,830.00 2,356.53 5,850.00 6,623.47 55% Advertising 1,000.00 - - 1,000.00 0% 150.00 - - 150.00 0% Printing/Duplicating 6,000.00 104.45 - 5,895.55 2% 200.00 6,051.29 - (5,851.29) 3026% Dues & Memberships 705.00 - - 705.00 0% 700.00 - - 700.00 0% Convention & Meeting Expense 2,000.00 - - 2,000.00 0% 2,000.00 60.00 - 1,940.00 3% Equipment Maintenance 4,100.00 368.88 - 3,731.12 9% 7,300.00 810.00 - 6,490.00 11% Building Maintenance 12,500.00 2,000.00 - 10,500.00 16% 26,000.00 2,938.62 - 23,061.38 11% Contract Services 8,450.00 3,284.93 3,682.63 1,482.44 82% 58,050.00 41,322.02 18,308.35 (1,580.37) 103% Training Expense 250.00 30.00 - 220.00 12% 250.00 - - 250.00 0% Special Events 50,000.00 42,398.27 - 7,601.73 85% 50,000.00 4,352.92 - 45,647.08 9% Lease Payment 300.00 109.80 - 190.20 37% 300.00 69.02 - 230.98 23% Operations & Maintenance 99,270.36 54,312.48 3,682.63 41,275.25 58% 161,430.00 58,099.37 24,158.35 79,172.28 51% Recreation 377,467.36 181,469.23 3,682.63 192,315.50 49% 390,555.00 205,929.10 24,158.35 160,467.55 59% Salaries - Permanent 143,183.00 56,418.55 - 86,764.45 39% 145,584.00 63,946.85 - 81,637.15 44% Salaries - Temp / Part 508,295.00 137,093.16 - 371,201.84 27% 300,000.00 154,037.32 - 145,962.68 51% Overtime 2,500.00 1,096.62 - 1,403.38 44% 2,500.00 1,466.74 - 1,033.26 59% Holiday 2,347.00 533.20 - 1,813.80 23% - 1,894.54 - (1,894.54) 100% Salaries 656,325.00 195,141.53 - 461,183.47 30% 448,084.00 221,345.45 - 226,738.55 49% Leave Buyback 2,193.00 - - 2,193.00 0% 1,500.00 - - 1,500.00 0% Retirement 26,455.00 5,334.38 - 21,120.62 20% 11,712.00 13,692.32 - (1,980.32) 117% Deferred Compensation 1,432.00 687.90 - 744.10 48% 822.00 273.50 - 548.50 33% Workers Compensation 10,897.00 2,147.92 - 8,749.08 20% 3,223.00 2,436.70 - 786.30 76% Group Health Insurance 11,100.00 5,550.00 - 5,550.00 50% 11,100.00 5,550.00 - 5,550.00 50% Optical Insurance 329.00 164.64 - 164.36 50% 480.00 164.64 - 315.36 34% Dental Insurance 1,510.00 739.74 - 770.26 49% 1,800.00 754.98 - 1,045.02 42% Life Insurance 198.00 99.00 - 99.00 50% 198.00 99.00 - 99.00 50% FICA - Medicare 40,961.00 10,428.11 - 30,532.89 25% 2,111.00 11,099.40 - (8,988.40) 526% Fringe Benefits 95,075.00 25,151.69 - 69,923.31 26% 32,946.00 34,070.54 - (1,124.54) 103% Office Supplies 2,500.00 684.41 - 1,815.59 27% 2,500.00 556.15 - 1,943.85 22% Postage 1,250.00 - - 1,250.00 0% 1,250.00 - - 1,250.00 0% Special Department Expense 5,200.00 418.57 - 4,781.43 8% 5,000.00 81.33 - 4,918.67 2% Advertising 2,800.00 - - 2,800.00 0% 2,800.00 - - 2,800.00 0% Printing/Duplicating 2,400.00 263.65 - 2,136.35 11% 1,200.00 - - 1,200.00 0% Dues/Membership 1,195.00 (85.00) - 1,280.00 -7% 600.00 - - 600.00 0% Conference & Meeting Expense 2,500.00 960.00 - 1,540.00 38% 2,000.00 930.00 - 1,070.00 47% Equipment Maintenance 850.00 - - 850.00 0% 850.00 - - 850.00 0% Building Maintenance 20,450.00 447.16 - 20,002.84 2% 20,550.00 - - 20,550.00 0% Contract Services 23,004.00 2,916.30 5,490.33 14,597.37 37% 23,525.00 19,043.30 5,394.90 (913.20) 104% Training Expense 800.00 200.00 - 600.00 25% 500.00 90.00 - 410.00 18% Special Events 56,800.00 37,346.88 - 19,453.12 66% 42,850.00 34,341.58 8,050.00 458.42 99% Classes 149,000.00 58,611.95 - 90,388.05 39% 130,000.00 83,152.30 - 46,847.70 64% Camp Services 57,960.00 18,688.86 1,805.91 37,465.23 35% 49,140.00 11,649.51 2,248.00 35,242.49 28% Teen Center 7,150.00 - - 7,150.00 0% 7,150.00 1,241.49 - 5,908.51 17% Lease Payment 260.00 109.80 - 150.20 42% 260.00 69.02 - 190.98 27% Operations & Maintenance 334,119.00 120,562.58 7,296.24 206,260.18 38% 290,175.00 151,154.68 15,692.90 123,327.42 57% After-School Day Care 1,085,519.00 340,855.80 7,296.24 737,366.96 32% 771,205.00 406,570.67 15,692.90 348,941.43 55% Total Community Services 1,900,735.36 690,103.20 70,565.55 1,140,066.61 40% 1,589,688.00 771,864.12 103,596.15 714,227.73 55% 19 - 40
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
FinanceSalaries - Permanent 535,178.00 228,099.66 - 307,078.34 43% 519,867.00 171,029.33 - 348,837.67 33% Salaries - Temp / Part - 100% 48,071.00 89,406.25 - (41,335.25) 186% Overtime - 222.40 - (222.40) 100% 2,050.00 3,638.97 - (1,588.97) 178%Holiday 4,540.00 - - 4,540.00 0% 6,780.00 - - 6,780.00 0% Salaries 539,718.00 228,322.06 - 311,395.94 42% 576,768.00 264,074.55 - 312,693.45 46% Leave Buyback 10,318.00 - - 10,318.00 0% 26,000.00 5,485.47 - 20,514.53 21% Retirement 42,762.00 16,906.11 - 25,855.89 40% 68,587.00 54,643.13 - 13,943.87 80% Deferred Compensation 5,338.00 2,186.10 - 3,151.90 41% 2,493.00 653.06 - 1,839.94 26% Workers Compensation 5,966.00 2,311.45 - 3,654.55 39% 8,229.00 2,717.52 - 5,511.48 33% Group Health Insurance 73,147.00 20,601.55 - 52,545.45 28% 39,761.00 15,976.52 - 23,784.48 40% Optical Insurance 998.00 412.94 - 585.06 41% 1,034.00 334.87 - 699.13 32% Dental Insurance 3,736.00 1,507.96 - 2,228.04 40% 3,879.00 1,260.25 - 2,618.75 32% Life Insurance 494.00 200.25 - 293.75 41% 427.00 168.18 - 258.82 39% FICA - Medicare 7,760.00 3,284.41 - 4,475.59 42% 10,127.00 4,181.56 - 5,945.44 41% Fringe Benefits 150,519.00 47,410.77 - 103,108.23 31% 160,537.00 85,420.56 - 75,116.44 53% Office Supplies 9,330.00 1,860.87 - 7,469.13 20% 9,000.00 4,343.64 - 4,656.36 48% Postage 3,000.00 1,716.12 - 1,283.88 57% 3,500.00 752.66 - 2,747.34 22% Special Department Expense 140,551.00 63,974.48 - 76,576.52 46% 72,648.00 46,207.89 1,089.00 25,351.11 65% Printing/Duplicating 3,950.00 3,022.94 - 927.06 77% 2,000.00 2,000.00 - - 100% Dues & Memberships 971.00 775.00 - 196.00 80% 2,500.00 1,068.29 - 1,431.71 43%Convention & Meeting Expense 6,793.00 8,688.46 - (1,895.46) 128% 1,000.00 3,330.43 - (2,330.43) 333% Equipment Maintenance - 100% 300.00 - - 300.00 0%
Professional Service 149,887.00 73,294.31 17,337.42 59,255.27 60% 80,141.00 56,670.29 27,280.06 (3,809.35) 105% Contract Services 100,000.00 65,901.39 17,897.31 16,201.30 84% 38,500.00 26,051.25 10,318.75 2,130.00 94% Training Expense 3,916.00 3,251.82 - 664.18 83% 4,000.00 2,423.22 - 1,576.78 61% Operations & Maintenance 418,398.00 222,485.39 35,234.73 160,677.88 62% 213,589.00 142,847.67 38,687.81 32,053.52 85% Finance 1,108,635.00 498,218.22 35,234.73 575,182.05 48% 950,894.00 492,342.78 38,687.81 419,863.41 56% Unemployment Insurance - 3,439.00 - (3,439.00) 100% - - - - 100% Retiree Health Insurance 592,250.00 185,785.88 - 406,464.12 31% 600,000.00 259,624.10 - 340,375.90 43% Fringe Benefits 592,250.00 189,224.88 - 403,025.12 32% 600,000.00 259,624.10 - 340,375.90 43% Special Department Expense 9,600.00 10,469.00 - (869.00) 109% 5,557,952.00 6,567.46 - 5,551,384.54 0% Dues & Memberships 1,525.00 1,737.13 - (212.13) 114% 1,400.00 1,524.89 - (124.89) 109% Utilities 495,000.00 244,514.33 - 250,485.67 49% 495,000.00 257,090.61 - 237,909.39 52% Professional Services 135,000.00 39,161.96 10,073.04 85,765.00 36% 137,640.00 30,137.96 - 107,502.04 22% Contract Services 19,000.00 9,140.84 6,044.04 3,815.12 80% 16,000.00 7,136.32 8,863.68 - 100% Property Tax Admin. Fee 177,069.00 189,686.19 - (12,617.19) 107% 176,300.00 177,069.26 - (769.26) 100% Liability & Surety Bonds 1,110,000.00 - - 1,110,000.00 0% 1,190,000.00 - - 1,190,000.00 0% Operations & Maintenance 1,947,194.00 494,709.45 16,117.08 1,436,367.47 26% 7,574,292.00 479,526.50 8,863.68 7,085,901.82 6% Non-Departmental/Overhead 2,539,444.00 683,934.33 16,117.08 1,839,392.59 28% 8,174,292.00 739,150.60 8,863.68 7,426,277.72 9% Total Finance 3,648,079.00 1,182,152.55 51,351.81 2,414,574.64 34% 9,125,186.00 1,231,493.38 47,551.49 7,846,141.13 14% 19 - 41
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
FireSalaries - Permanent 2,745,719.00 1,019,522.34 - 1,726,196.66 37% 2,478,360.00 1,468,848.44 - 1,009,511.56 59% Salaries - Permanent - 100% 28,576.00 11,226.32 - 17,349.68 39% Overtime 800,000.00 485,952.59 - 314,047.41 61% 600,000.00 517,766.11 - 82,233.89 86% Overtime - Flsa 98,000.00 14,124.60 - 83,875.40 14% 97,000.00 23,662.54 - 73,337.46 24% Overtime - Fire Strike 300,000.00 - - 300,000.00 0% 300,000.00 - - 300,000.00 0% Holiday 129,891.00 37,663.95 - 92,227.05 29% 90,000.00 51,712.76 - 38,287.24 57% Overtime - Special Detail 100,000.00 41,918.75 - 58,081.25 42% 100,000.00 103,805.00 - (3,805.00) 104% Salaries 4,173,610.00 1,599,182.23 - 2,574,427.77 38% 3,693,936.00 2,177,021.17 - 1,516,914.83 59% IOD - Safety - 123,022.47 - (123,022.47) 100% - 161,282.85 - (161,282.85) 100% Fitness 10,500.00 4,500.00 - 6,000.00 43% 9,000.00 5,900.00 - 3,100.00 66% Leave Buyback 34,214.00 7,432.51 - 26,781.49 22% 50,000.00 26,111.86 - 23,888.14 52% Retirement 538,397.00 227,363.91 - 311,033.09 42% 1,378,154.00 1,057,921.62 - 320,232.38 77% CalPERS UAL 1,024,111.00 970,913.51 - 53,197.49 95% - - - - 100% Deferred Compensation 26,898.00 17,060.27 - 9,837.73 63% 5,034.00 3,140.03 - 1,893.97 62% Workers Compensation 238,767.00 133,572.77 - 105,194.23 56% 337,652.00 185,932.72 - 151,719.28 55% Disability Insurance - 8,900.91 - (8,900.91) 100% - 61,159.04 - (61,159.04) 100% Group Health Insurance 401,460.00 132,174.26 - 269,285.74 33% 269,760.00 130,600.00 - 139,160.00 48% Optical Insurance 5,143.00 2,081.36 - 3,061.64 40% 5,280.00 2,413.92 - 2,866.08 46% Dental Insurance 18,960.00 7,524.76 - 11,435.24 40% 19,800.00 8,434.86 - 11,365.14 43% Life Insurance 2,277.00 975.86 - 1,301.14 43% 2,178.00 1,089.00 - 1,089.00 50% FICA - Medicare 40,074.00 23,010.26 - 17,063.74 57% 35,936.00 33,158.43 - 2,777.57 92% Uniform Allowance 18,992.00 7,807.69 - 11,184.31 41% 15,850.00 9,231.56 - 6,618.44 58% Fringe Benefits 2,359,793.00 1,666,340.54 - 693,452.46 71% 2,128,644.00 1,686,375.89 - 442,268.11 79% Office Supplies 3,700.00 1,177.75 - 2,522.25 32% 3,700.00 803.91 - 2,896.09 22% Postage 1,100.00 192.71 - 907.29 18% 1,000.00 455.03 - 544.97 46% Special Department Expense 44,000.00 11,338.58 2,412.72 30,248.70 31% 44,000.00 12,375.21 9,666.72 21,958.07 50% Fire Strike Team Expense - 100% 15,000.00 1,321.10 - 13,678.90 9% Medical Supplies 36,500.00 10,315.36 11,410.48 14,774.16 60% 119,060.00 93,341.48 23,607.27 2,111.25 98% Hazardous Materials 500.00 - - 500.00 0% 500.00 156.44 - 343.56 31% Ground Emergency Medical Trans 10,000.00 - - 10,000.00 0% 34,000.00 5,464.72 - 28,535.28 16% Accelerant Detection K9 3,500.00 3,382.90 - 117.10 97% 5,000.00 982.56 - 4,017.44 20% Printing/Duplicating 500.00 683.31 - (183.31) 137% 1,000.00 1,729.20 - (729.20) 173% Dues & Memberships 1,500.00 - - 1,500.00 0% 2,000.00 1,791.10 - 208.90 90% Books & Periodicals 2,000.00 - - 2,000.00 0% 2,000.00 1,168.61 - 831.39 58% Conference & Meeting Expense 3,000.00 1,200.00 - 1,800.00 40% 2,000.00 1,613.77 - 386.23 81% Vehicle Maintenance 52,500.00 26,555.06 - 25,944.94 51% 37,500.00 15,161.76 1,240.40 21,097.84 44% Fuel 30,000.00 33,004.72 114.90 (3,119.62) 110% 30,000.00 - - 30,000.00 0% Equipment Maintenance 11,000.00 736.68 - 10,263.32 7% 11,000.00 2,150.00 - 8,850.00 20% Building Maintenance 10,000.00 9,200.63 - 799.37 92% 10,000.00 2,417.14 - 7,582.86 24% Safety Clothing/Equipment 35,000.00 12,118.45 1,842.56 21,038.99 40% 183,048.00 24,392.63 155,260.32 3,395.05 98% Professional Service 149,000.00 14,344.14 16,406.04 118,249.82 21% 42,000.00 11,208.00 17,792.00 13,000.00 69% Contract Services 222,372.00 147,766.13 26,567.37 48,038.50 78% 225,000.00 101,386.94 43,663.28 79,949.78 64%Contract Svcs-Command Sharing 132,500.00 33,851.82 - 98,648.18 26% 65,000.00 18,975.39 - 46,024.61 29% Training Expense 12,000.00 4,603.88 - 7,396.12 38% 12,000.00 5,757.80 - 6,242.20 48% Machinery & Equipment - 100% 150,000.00 - - 150,000.00 0% Operations & Maintenance 760,672.00 310,472.12 58,754.07 391,445.81 49% 994,808.00 302,652.79 251,229.99 440,925.22 56% 19 - 42
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Fire 7,294,075.00 3,575,994.89 58,754.07 3,659,326.04 50% 6,817,388.00 4,166,049.85 251,229.99 2,400,108.16 65% Special Department Expense 29,500.00 7,798.62 - 21,701.38 26% 40,000.00 26,121.16 - 13,878.84 65% Contract Services 25,500.00 16,500.00 - 9,000.00 65% 15,000.00 - - 15,000.00 0% Operations & Maintenance 55,000.00 24,298.62 - 30,701.38 44% 55,000.00 26,121.16 - 28,878.84 47% Emergency Preparedness 55,000.00 24,298.62 - 30,701.38 44% 55,000.00 26,121.16 - 28,878.84 47% Total Fire 7,349,075.00 3,600,293.51 58,754.07 3,690,027.42 50% 6,872,388.00 4,192,171.01 251,229.99 2,428,987.00 65% 19 - 43
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Library Salaries - Permanent 904,837.00 390,558.78 - 514,278.22 43% 818,664.00 372,950.50 - 445,713.50 46% Salaries - Temp / Part 360,000.00 136,130.39 - 223,869.61 38% 342,000.00 148,327.25 - 193,672.75 43% Overtime - 24.32 - (24.32) 100% - - - - 100%Holiday 13,598.00 405.69 - 13,192.31 3% - 1,245.68 - (1,245.68) 100% Salaries 1,278,435.00 527,119.18 - 751,315.82 41% 1,160,664.00 522,523.43 - 638,140.57 45% Leave Buyback 18,553.00 - - 18,553.00 0% 18,000.00 5,964.58 - 12,035.42 33% Retirement 100,577.00 45,763.77 - 54,813.23 46% 191,378.00 157,747.60 - 33,630.40 82% CalPERS UAL 153,309.00 154,682.44 - (1,373.44) 101% - - - - 100% Deferred Compensation 8,947.00 3,671.67 - 5,275.33 41% 1,387.00 679.34 - 707.66 49% Workers Compensation 19,762.00 6,167.60 - 13,594.40 31% 15,145.00 6,205.36 - 8,939.64 41% Group Health Insurance 154,200.00 53,715.00 - 100,485.00 35% 104,280.00 48,565.00 - 55,715.00 47% Optical Insurance 2,174.00 943.00 - 1,231.00 43% 2,400.00 819.52 - 1,580.48 34% Dental Insurance 7,840.00 3,457.25 - 4,382.75 44% 9,000.00 3,368.26 - 5,631.74 37% Life Insurance 990.00 420.43 - 569.57 42% 990.00 413.25 - 576.75 42% FICA - Medicare 66,051.00 13,778.44 - 52,272.56 21% 11,871.00 14,312.42 - (2,441.42) 121% Fringe Benefits 532,403.00 282,599.60 - 249,803.40 53% 354,451.00 238,075.33 - 116,375.67 67% Office Supplies 7,500.00 1,779.65 - 5,720.35 24% 6,500.00 2,853.67 - 3,646.33 44% Postage 2,200.00 - - 2,200.00 0% 1,500.00 122.10 - 1,377.90 8% Special Department Expense 22,500.00 13,497.19 - 9,002.81 60% 20,000.00 10,173.13 - 9,826.87 51% Library Periodicals 7,100.00 3,827.28 - 3,272.72 54% 7,000.00 4,484.78 104.76 2,410.46 66% Advertising - 100% 1,000.00 - - 1,000.00 0%Digital Resources 20,000.00 7,908.81 - 12,091.19 40% 20,000.00 17,682.48 - 2,317.52 88%Printing/Duplicating 4,500.00 1,060.78 - 3,439.22 24% 3,500.00 2,050.38 - 1,449.62 59% Dues & Memberships 5,400.00 2,981.00 - 2,419.00 55% 4,200.00 3,009.00 - 1,191.00 72% Mileage Reimbursement 100.00 12.53 - 87.47 13% 100.00 - - 100.00 0% Books/DVDs/CDs 110,000.00 32,807.73 52,605.52 24,586.75 78% 105,000.00 42,982.03 61,204.52 813.45 99% E-Books 36,000.00 20,623.42 8,056.28 7,320.30 80% 35,000.00 19,184.57 15,815.43 - 100% City-wide Reading Program - 100% 1,000.00 - - 1,000.00 0%Conference & Meeting Expense 6,845.00 287.48 - 6,557.52 4% 2,000.00 700.22 - 1,299.78 35% Equipment Maintenance 3,000.00 1,128.38 - 1,871.62 38% 3,000.00 562.92 - 2,437.08 19% Building Maintenance 6,250.00 1,549.99 - 4,700.01 25% 8,000.00 1,491.99 - 6,508.01 19% CENIC WiFi Expenses 11,500.00 4,425.33 7,074.67 - 100% 11,500.00 2,717.58 8,782.42 - 100% Equipment Leasing 450.00 216.12 - 233.88 48% - - - - 100% Professional Service 10,000.00 4,718.50 2,196.31 3,085.19 69% 34,600.00 5,143.40 21,456.60 8,000.00 77% Contract Services 84,050.00 79,603.60 1,012.55 3,433.85 96% 73,000.00 71,666.68 1,206.15 127.17 100% Training Expense 2,500.00 986.09 - 1,513.91 39% 1,500.00 280.43 - 1,219.57 19% Board Commission Expense 1,500.00 266.02 - 1,233.98 18% 1,500.00 - - 1,500.00 0%Buildings & Improvements 10,000.00 - - 10,000.00 0% 28,900.00 - - 28,900.00 0% Computer Equipment - 100% 2,000.00 - - 2,000.00 0%
Operations & Maintenance 351,395.00 177,679.90 70,945.33 102,769.77 71% 370,800.00 185,105.36 108,569.88 77,124.76 79% Machinery & Equipment 49,000.00 - - 49,000.00 0% 12,000.00 219.40 4,004.11 7,776.49 35% Capital Outlay 49,000.00 - - 49,000.00 0% 12,000.00 219.40 4,004.11 7,776.49 35% Library 2,211,233.00 987,398.68 70,945.33 1,152,888.99 48% 1,897,915.00 945,923.52 112,573.99 839,417.49 56% Total Library 2,211,233.00 987,398.68 70,945.33 1,152,888.99 48% 1,897,915.00 945,923.52 112,573.99 839,417.49 56% 19 - 44
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Management ServicesPostage 100.00 - - 100.00 0% 1,000.00 - - 1,000.00 0% Special Department Expense - 100% 5,000.00 1,169.36 - 3,830.64 23% Advertising 2,300.00 - - 2,300.00 0% 5,000.00 755.00 - 4,245.00 15% Professional Service 61,500.00 (75.92) - 61,575.92 0% 155,000.00 902.38 - 154,097.62 1% Operations & Maintenance 63,900.00 (75.92) - 63,975.92 0% 166,000.00 2,826.74 - 163,173.26 2% Elections 63,900.00 (75.92) - 63,975.92 0% 166,000.00 2,826.74 - 163,173.26 2% Salaries Permenant 170,781.00 138,910.82 - 31,870.18 81% 228,614.00 36,658.01 - 191,955.99 16% Salaries - Temp / Part 78,000.00 (7,893.74) - 85,893.74 -10% 95,000.00 1,152.68 - 93,847.32 1% Overtime - 1,827.44 - (1,827.44) 100% 5,000.00 - - 5,000.00 0% Salaries 248,781.00 132,844.52 - 115,936.48 53% 328,614.00 37,810.69 - 290,803.31 12% Leave Buyback 3,146.00 - - 3,146.00 0% 15,000.00 - - 15,000.00 0% Retirement 22,646.00 14,641.32 - 8,004.68 65% 61,369.00 38,507.36 - 22,861.64 63% CalPERS UAL 50,376.00 50,827.30 - (451.30) 101% - - - - 100% Deferred Compensation 1,708.00 1,348.28 - 359.72 79% 1,527.00 366.61 - 1,160.39 24% Workers Compensation 2,392.00 1,350.68 - 1,041.32 56% 4,229.00 410.69 - 3,818.31 10% Group Health Insurance 7,979.00 10,041.11 - (2,062.11) 126% 9,348.00 1,994.84 - 7,353.16 21% Optical Insurance 153.00 200.03 - (47.03) 131% 415.00 38.27 - 376.73 9% Dental Insurance 567.00 704.06 - (137.06) 124% 1,557.00 141.81 - 1,415.19 9% Life Insurance 92.00 108.66 - (16.66) 118% 171.00 16.72 - 154.28 10% FICA - Medicare 6,263.00 1,887.96 - 4,375.04 30% 3,315.00 611.95 - 2,703.05 18% Fringe Benefits 95,322.00 81,109.40 - 14,212.60 85% 96,931.00 42,088.25 - 54,842.75 43% Office Supplies 15,000.00 2,732.16 - 12,267.84 18% 10,000.00 6,590.69 - 3,409.31 66% Postage 300.00 - - 300.00 0% 300.00 - - 300.00 0%
Special Department Expense 1,000.00 769.05 - 230.95 77% - - - - 100% Printing/Duplicating 500.00 - - 500.00 0% 2,000.00 - - 2,000.00 0% Dues & Memberships 700.00 620.00 - 80.00 89% 2,000.00 90.00 - 1,910.00 5% Convention & Meeting Expense 4,000.00 3,035.66 - 964.34 76% 4,000.00 - - 4,000.00 0% Equipment Maintenance - 100% 500.00 - - 500.00 0%
Professional Service 10,000.00 - - 10,000.00 0% 15,000.00 - - 15,000.00 0% Contract Services 120,000.00 37,307.32 42,770.58 39,922.10 67% - - - - 100% Training Expense 500.00 - - 500.00 0% - - - - 100%
Operations & Maintenance 152,000.00 44,464.19 42,770.58 64,765.23 57% 33,800.00 6,680.69 - 27,119.31 20%Management Services 496,103.00 258,418.11 42,770.58 194,914.31 61% 459,345.00 86,579.63 - 372,765.37 19% Special Department Expense 1,000.00 - - 1,000.00 0% 1,000.00 - - 1,000.00 0% Dues & Memberships 475.00 100.00 - 375.00 21% 200.00 - - 200.00 0% Equipment Maintenance - 100% 1,500.00 - - 1,500.00 0%
Telephone 398,528.00 185,318.84 - 213,209.16 47% 300,000.00 152,842.60 - 147,157.40 51% Professional Service 301,000.00 175,512.20 81,459.68 44,028.12 85% 220,000.00 133,481.34 - 86,518.66 61% Contract Services 207,036.00 95,082.32 3,500.00 108,453.68 48% 96,500.00 40,810.88 - 55,689.12 42% Lease Payment 24,000.00 11,783.00 12,217.00 - 100% 25,000.00 10,066.98 - 14,933.02 40% Copier Usage Charge 26,000.00 8,534.35 - 17,465.65 33% 20,000.00 12,319.83 - 7,680.17 62% Operations & Maintenance 958,039.00 476,330.71 97,176.68 384,531.61 60% 664,200.00 349,521.63 - 314,678.37 53% Computer Equipment 197,000.00 57,936.57 64,902.43 74,161.00 62% 100,000.00 21,199.70 - 78,800.30 21% Capital Outlay 197,000.00 57,936.57 64,902.43 74,161.00 62% 100,000.00 21,199.70 - 78,800.30 21% Information Services 1,155,039.00 534,267.28 162,079.11 458,692.61 60% 764,200.00 370,721.33 - 393,478.67 49% 19 - 45
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Salaries - Permanent 182,655.00 50,760.01 - 131,894.99 28% 195,943.00 35,855.05 - 160,087.95 18% Overtime - 2,811.19 - (2,811.19) 100% - - - - 100%
Salaries 182,655.00 53,571.20 - 129,083.80 29% 195,943.00 35,855.05 - 160,087.95 18% Retirement 14,612.00 3,814.51 - 10,797.49 26% 49,993.00 35,528.42 - 14,464.58 71% Deferred Compensation 1,827.00 496.28 - 1,330.72 27% 1,216.00 358.54 - 857.46 29% Workers Compensation 1,984.00 534.96 - 1,449.04 27% 3,625.00 502.39 - 3,122.61 14% Group Health Insurance 29,820.00 5,625.00 - 24,195.00 19% 28,386.00 2,145.00 - 26,241.00 8% Optical Insurance 405.00 123.48 - 281.52 30% 456.00 41.16 - 414.84 9% Dental Insurance 1,510.00 434.61 - 1,075.39 29% 1,710.00 152.49 - 1,557.51 9% Life Insurance 198.00 57.43 - 140.57 29% 188.00 26.25 - 161.75 14%FICA - Medicare 2,648.00 759.42 - 1,888.58 29% 2,841.00 519.18 - 2,321.82 18% Fringe Benefits 53,004.00 11,845.69 - 41,158.31 22% 88,415.00 39,273.43 - 49,141.57 44% Postage 750.00 32.05 - 717.95 4% 500.00 74.43 - 425.57 15% Special Department Expense 2,400.00 960.59 - 1,439.41 40% 1,500.00 925.71 - 574.29 62% Advertising 44,850.00 23,662.53 - 21,187.47 53% 5,000.00 120.00 - 4,880.00 2% Printing/Duplicating 1,000.00 148.23 - 851.77 15% 500.00 230.45 - 269.55 46% Dues & Memberships 800.00 240.00 - 560.00 30% 1,000.00 - - 1,000.00 0% Mileage/Auto Allowance 500.00 - - 500.00 0% 500.00 - - 500.00 0% Convention & Meeting Expense 2,460.00 395.00 - 2,065.00 16% 3,000.00 106.14 - 2,893.86 4% Commissioner Congress - 100% 8,000.00 - - 8,000.00 0%
Equipment Maintenance - 100% 2,000.00 299.02 - 1,700.98 15% Professional Service 75,000.00 28,255.00 42,585.00 4,160.00 94% 65,000.00 10,530.00 72,425.00 (17,955.00) 128% Contract Services 83,200.00 4,389.25 43,906.67 34,904.08 58% 37,000.00 13,876.93 - 23,123.07 38% Training Expense 700.00 50.22 - 649.78 7% 1,000.00 500.00 - 500.00 50% Operations & Maintenance 211,660.00 58,132.87 86,491.67 67,035.46 68% 125,000.00 26,662.68 72,425.00 25,912.32 79% City Clerk 447,319.00 123,549.76 86,491.67 237,277.57 47% 409,358.00 101,791.16 72,425.00 235,141.84 43% Salaries - Permanent 268,340.00 98,772.96 - 169,567.04 37% 247,824.00 - - 247,824.00 0% Salaries - Temp / Part 75,080.00 112,215.80 - (37,135.80) 149% - - - - 100% Overtime - 3,321.27 - (3,321.27) 100% - - - - 100%
Salaries 343,420.00 214,310.03 - 129,109.97 62% 247,824.00 - - 247,824.00 0% Retirement 27,489.00 10,993.96 - 16,495.04 40% 52,738.00 33,091.64 - 19,646.36 63% CalPERS UAL 37,944.00 38,283.93 - (339.93) 101% - - - - 100% Deferred Compensation 2,683.00 1,020.92 - 1,662.08 38% 1,166.00 - - 1,166.00 0% Workers Compensation 2,914.00 3,370.31 - (456.31) 116% 4,585.00 - - 4,585.00 0% Group Health Insurance 44,067.00 11,187.48 - 32,879.52 25% 34,618.00 - - 34,618.00 0% Optical Insurance 536.00 177.43 - 358.57 33% 576.00 - - 576.00 0% Dental Insurance 2,003.00 642.87 - 1,360.13 32% 2,160.00 - - 2,160.00 0% Life Insurance 248.00 91.60 - 156.40 37% 238.00 - - 238.00 0% FICA - Medicare 3,891.00 3,080.13 - 810.87 79% 3,593.00 - - 3,593.00 0% Fringe Benefits 121,775.00 68,848.63 - 52,926.37 57% 99,674.00 33,091.64 - 66,582.36 33% 19 - 46
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Postage 350.00 11.85 - 338.15 3% 350.00 70.54 - 279.46 20% Special Department Expense 34,500.00 28,160.37 4,307.75 2,031.88 94% 35,000.00 40,750.12 - (5,750.12) 116% Advertising 10,000.00 3,015.43 - 6,984.57 30% 7,000.00 2,242.40 - 4,757.60 32% Printing/Duplicating 1,000.00 - - 1,000.00 0% 1,000.00 429.98 - 570.02 43% Dues & Memberships 6,319.00 5,038.43 - 1,280.57 80% 4,000.00 5,493.60 - (1,493.60) 137% Convention & Meeting Expense 7,250.00 75.00 - 7,175.00 1% 8,000.00 5,472.34 - 2,527.66 68% Legal Service 130,000.00 3,528.90 - 126,471.10 3% 165,000.00 22,553.10 - 142,446.90 14% Professional Service 35,000.00 35,404.73 507.93 (912.66) 103% 170,000.00 60,231.21 2,310.00 107,458.79 37% Contract Services 142,000.00 20,296.59 23,189.11 98,514.30 31% 105,000.00 39,020.94 - 65,979.06 37% Training Expense 10,000.00 5,173.43 2,025.00 2,801.57 72% 20,000.00 380.65 - 19,619.35 2% Operations & Maintenance 376,419.00 100,704.73 30,029.79 245,684.48 35% 515,350.00 176,644.88 2,310.00 336,395.12 35% Human Resources 841,614.00 383,863.39 30,029.79 427,720.82 49% 862,848.00 209,736.52 2,310.00 650,801.48 25% Legal Services 420,000.00 367,636.38 - 52,363.62 88% 450,000.00 328,771.13 - 121,228.87 73% Legal Services-CalTrans Housng 53,000.00 19,696.00 7,976.54 25,327.46 52% - - - - 100%Professional Services - 7,211.40 - (7,211.40) 100% - - - - 100% Operations & Maintenance 473,000.00 394,543.78 7,976.54 70,479.68 85% 450,000.00 328,771.13 - 121,228.87 73% Legal Services 473,000.00 394,543.78 7,976.54 70,479.68 85% 450,000.00 328,771.13 - 121,228.87 73%Total Management Services 3,476,975.00 1,694,566.40 329,347.69 1,453,060.91 58% 3,111,751.00 1,100,426.51 74,735.00 1,936,589.49 38% 19 - 47
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
PoliceSalaries - Permanent 5,137,092.00 1,852,137.04 - 3,284,954.96 36% 4,943,712.00 2,149,120.53 - 2,794,591.47 43% Salaries - Temp / Part 104,419.00 77,736.63 - 26,682.37 74% 160,000.00 68,107.16 - 91,892.84 43% Overtime 885,071.00 669,328.23 - 215,742.77 76% 792,000.00 473,382.55 - 318,617.45 60% Holiday 226,708.00 81,052.17 - 145,655.83 36% 200,000.00 99,042.28 - 100,957.72 50% Overtime - Special Detail 450,000.00 55,639.46 - 394,360.54 12% 250,000.00 236,020.89 - 13,979.11 94% Overtime - DUI Checkpoint 47,000.00 16,095.11 - 30,904.89 34% 67,000.00 7,627.45 - 59,372.55 11% Salaries 6,850,290.00 2,751,988.64 - 4,098,301.36 40% 6,412,712.00 3,033,300.86 - 3,379,411.14 47% IOD - Safety - 66,861.18 - (66,861.18) 100% 10,000.00 99,408.43 - (89,408.43) 994% Leave Buyback 13,683.00 683.20 - 12,999.80 5% 38,000.00 22,946.51 - 15,053.49 60% Retirement 858,701.00 352,456.68 - 506,244.32 41% 2,227,309.00 1,693,337.60 - 533,971.40 76% CalPERS UAL 1,237,237.00 1,172,734.49 - 64,502.51 95% - - - - 100%Deferred Compensation 50,434.00 27,940.03 - 22,493.97 55% 4,780.00 4,130.95 - 649.05 86% Workers Compensation 201,506.00 96,532.56 - 104,973.44 48% 228,697.00 107,240.04 - 121,456.96 47% Disability Insurance - 7,152.68 - (7,152.68) 100% - 16,207.89 - (16,207.89) 100% Group Health Insurance 846,120.00 244,774.26 - 601,345.74 29% 477,314.00 228,113.54 - 249,200.46 48% Optical Insurance 11,994.00 4,390.36 - 7,603.64 37% 12,960.00 4,581.76 - 8,378.24 35% Dental Insurance 43,409.00 15,562.31 - 27,846.69 36% 48,600.00 16,592.86 - 32,007.14 34% Life Insurance 5,445.00 2,137.93 - 3,307.07 39% 5,346.00 2,261.25 - 3,084.75 42% FICA - Medicare 83,281.00 40,655.09 - 42,625.91 49% 71,684.00 44,534.42 - 27,149.58 62% Uniform Allowance - 19,588.22 - (19,588.22) 100% 45,000.00 22,884.94 - 22,115.06 51% Fringe Benefits 3,351,810.00 2,051,468.99 - 1,300,341.01 61% 3,169,690.00 2,262,240.19 - 907,449.81 71% Office Supplies 29,000.00 9,642.32 - 19,357.68 33% 29,000.00 8,369.45 - 20,630.55 29% Postage 5,250.00 2,628.07 - 2,621.93 50% 5,000.00 2,707.30 - 2,292.70 54% Special Department Expense 112,500.00 23,343.48 322.51 88,834.01 21% 64,500.00 15,108.65 - 49,391.35 23% OTS Grant Expenses 8,000.00 3,450.03 - 4,549.97 43% 8,000.00 1,000.84 - 6,999.16 13% K9 Expenses 9,000.00 8,376.72 - 623.28 93% 9,000.00 7,400.42 300.00 1,299.58 86% Printing/Duplicating 22,000.00 11,465.15 1,191.17 9,343.68 58% 20,000.00 13,330.06 4,039.00 2,630.94 87% Dues & Memberships 3,700.00 585.00 - 3,115.00 16% 3,700.00 2,025.00 - 1,675.00 55% Convention & Meeting Expense 8,000.00 7,226.85 - 773.15 90% 8,000.00 1,050.18 - 6,949.82 13% Vehicle Maintenance 81,000.00 26,066.44 32,860.24 22,073.32 73% 80,000.00 34,788.16 54,054.01 (8,842.17) 111%Fuel 65,000.00 4,212.95 - 60,787.05 6% 120,000.00 2,964.91 - 117,035.09 2% Equipment 25,000.00 8,386.26 - 16,613.74 34% 25,000.00 440.86 - 24,559.14 2%Equipment Maintenance 21,000.00 4,967.99 8,381.26 7,650.75 64% 20,000.00 6,468.70 4,728.80 8,802.50 56% Safety Clothing/Equipment 35,000.00 12,678.27 2,015.62 20,306.11 42% 30,000.00 5,561.26 2,157.59 22,281.15 26% Professional Service 205,823.00 59,928.70 37,755.85 108,138.45 47% 259,250.00 121,195.77 36,963.11 101,091.12 61% Reserves and Volunteers 7,500.00 - - 7,500.00 0% 7,500.00 - - 7,500.00 0% Contract Services 686,472.00 238,685.65 320,611.26 127,175.09 81% 637,241.00 234,517.55 265,047.24 137,676.21 78% Training Expense 40,000.00 22,628.54 - 17,371.46 57% 30,000.00 13,369.89 - 16,630.11 45% Training Expense - POST Reimb. 30,000.00 25,402.54 - 4,597.46 85% 30,000.00 9,313.00 - 20,687.00 31% Operations & Maintenance 1,394,245.00 469,674.96 403,137.91 521,432.13 63% 1,386,191.00 479,612.00 367,289.75 539,289.25 61% Police 11,596,345.00 5,273,132.59 403,137.91 5,920,074.50 49% 10,968,593.00 5,775,153.05 367,289.75 4,826,150.20 56% Total Police 11,596,345.00 5,273,132.59 403,137.91 5,920,074.50 49% 10,968,593.00 5,775,153.05 367,289.75 4,826,150.20 56% 19 - 48
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Public WorksSalaries - Permanent 479,259.00 183,599.17 - 295,659.83 38% 314,724.00 132,109.01 - 182,614.99 42% Salaries - Temp / Part 31,247.00 3,277.34 - 27,969.66 10% 22,000.00 6,796.67 - 15,203.33 31% Overtime - 826.42 - (826.42) 100% 7,000.00 978.34 - 6,021.66 14% Holiday - 181.47 - (181.47) 100% - - - - 100%
Salaries 510,506.00 187,884.40 - 322,621.60 37% 343,724.00 139,884.02 - 203,839.98 41% Leave Buyback 3,919.00 - - 3,919.00 0% 7,894.00 - - 7,894.00 0% Retirement 50,837.00 19,714.66 - 31,122.34 39% 71,359.00 56,329.43 - 15,029.57 79% CalPERS UAL 71,623.00 72,264.65 - (641.65) 101% - - - - 100% Deferred Compensation 4,793.00 1,864.55 - 2,928.45 39% 1,741.00 391.51 - 1,349.49 22% Workers Compensation 6,120.00 2,308.60 - 3,811.40 38% 7,914.00 1,556.07 - 6,357.93 20% Disability Insurance - 8,311.77 - (8,311.77) 100% - 1,673.93 - (1,673.93) 100% Group Health Insurance 68,466.00 22,486.16 - 45,979.84 33% 22,197.00 10,273.77 - 11,923.23 46% Optical Insurance 983.00 393.03 - 589.97 40% 732.00 282.47 - 449.53 39% Dental Insurance 3,908.00 1,572.03 - 2,335.97 40% 2,745.00 1,066.87 - 1,678.13 39% Life Insurance 455.00 185.15 - 269.85 41% 302.00 147.32 - 154.68 49% FICA - Medicare 9,340.00 2,966.29 - 6,373.71 32% 4,563.00 2,195.96 - 2,367.04 48% Fringe Benefits 220,444.00 132,066.89 - 88,377.11 60% 119,447.00 73,917.33 - 45,529.67 62% Office Supplies 3,000.00 1,129.08 - 1,870.92 38% 3,000.00 1,687.68 - 1,312.32 56% Postage 2,000.00 639.44 - 1,360.56 32% 2,000.00 397.73 - 1,602.27 20% Special Department Expense 31,000.00 16,264.05 300.00 14,435.95 53% 30,000.00 56,405.67 1,027.33 (27,433.00) 191% Advertising 2,000.00 - - 2,000.00 0% 4,500.00 1,446.75 - 3,053.25 32% Printing/Duplicating 7,500.00 3,218.69 - 4,281.31 43% 7,500.00 451.86 - 7,048.14 6% Dues & Memberships 4,400.00 (25.07) - 4,425.07 -1% 2,250.00 - - 2,250.00 0% Conference & Meeting Expense 3,700.00 299.00 - 3,401.00 8% 3,700.00 - - 3,700.00 0% Vehicle Maintenance 2,000.00 - - 2,000.00 0% 500.00 52.00 250.00 198.00 60% Fuel 3,000.00 631.71 2.25 2,366.04 21% 3,000.00 - - 3,000.00 0% Safety Clothing/Equipment 1,500.00 74.37 547.67 877.96 41% 1,500.00 34.42 806.53 659.05 56% Professional Service 400,000.00 5,996.25 168,037.50 225,966.25 44% 250,000.00 47,715.00 - 202,285.00 19% Contract Services 50,000.00 - - 50,000.00 0% - - - - 100% Training Expense 2,200.00 - - 2,200.00 0% 2,000.00 - - 2,000.00 0% Operations & Maintenance 512,300.00 28,227.52 168,887.42 315,185.06 38% 309,950.00 108,191.11 2,083.86 199,675.03 36% Admin. & Engineering 1,243,250.00 348,178.81 168,887.42 726,183.77 42% 773,121.00 321,992.46 2,083.86 449,044.68 42% Salaries - Permanent 56,167.00 18,769.27 - 37,397.73 33% 136,348.00 9,606.46 - 126,741.54 7% Salaries - Temp / Part - 100% 4,000.00 1,135.55 - 2,864.45 28% Overtime - 117.68 - (117.68) 100% - 53.60 - (53.60) 100% Holiday - 42.33 - (42.33) 100% - - - - 100%
Salaries 56,167.00 18,929.28 - 37,237.72 34% 140,348.00 10,795.61 - 129,552.39 8% Leave Buyback 980.00 - - 980.00 0% - - - - 100%Retirement 6,249.00 2,191.72 - 4,057.28 35% 19,616.00 13,233.24 - 6,382.76 67% CalPERS UAL 10,002.00 10,091.60 - (89.60) 101% - - - - 100%Deferred Compensation 562.00 182.17 - 379.83 32% 348.00 68.28 - 279.72 20% Workers Compensation 610.00 194.51 - 415.49 32% 3,323.00 107.45 - 3,215.55 3% Group Health Insurance 7,914.00 1,670.03 - 6,243.97 21% 14,343.00 363.75 - 13,979.25 3% Vision Insurance 112.00 32.26 - 79.74 29% 276.00 18.21 - 257.79 7% Dental Insurance 421.00 118.98 - 302.02 28% 1,035.00 67.88 - 967.12 7% Life Insurance 50.00 14.81 - 35.19 30% 114.00 8.72 - 105.28 8% FICA - Medicare 814.00 268.22 - 545.78 33% 1,977.00 159.54 - 1,817.46 8% Fringe Benefits 27,714.00 14,764.30 - 12,949.70 53% 41,032.00 14,027.07 - 27,004.93 34% 19 - 49
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Postage 5,000.00 - - 5,000.00 0% 5,000.00 - - 5,000.00 0% Special Department Expense 25,000.00 1,044.28 - 23,955.72 4% 25,000.00 - - 25,000.00 0% Advertising 3,000.00 - - 3,000.00 0% 3,000.00 - - 3,000.00 0% Printing/Duplicating 15,000.00 - - 15,000.00 0% 15,000.00 - - 15,000.00 0% Conference & Meeting Expense 600.00 - - 600.00 0% 600.00 - - 600.00 0% Utilities - - - - 100% - 25.00 - (25.00) 100%
Professional Services 75,000.00 4,635.00 29,619.00 40,746.00 46% 75,000.00 25,525.00 - 49,475.00 34% Operations & Maintenance 123,600.00 5,679.28 29,619.00 88,301.72 29% 123,600.00 25,550.00 - 98,050.00 21% Environmental Services 207,481.00 39,372.86 29,619.00 138,489.14 33% 304,980.00 50,372.68 - 254,607.32 17% Salaries - Permanent 101,744.00 33,022.13 - 68,721.87 32% 151,858.00 54,383.30 - 97,474.70 36% Overtime - 1,061.73 - (1,061.73) 100% 2,000.00 1,644.49 - 355.51 82% Holiday 2,902.00 284.47 - 2,617.53 10% - - - - 100%
Salaries 104,646.00 34,368.33 - 70,277.67 33% 153,858.00 56,027.79 - 97,830.21 36% Leave Buyback 1,539.00 - - 1,539.00 0% 2,000.00 - - 2,000.00 0% Retirement 10,992.00 3,773.93 - 7,218.07 34% 40,077.00 30,581.12 - 9,495.88 76% CalPERS UAL 16,478.00 16,625.62 - (147.62) 101% - - - - 100% Deferred Compensation 1,013.00 323.61 - 689.39 32% 82.00 285.51 - (203.51) 348% Workers Compensation 3,472.00 990.49 - 2,481.51 29% 5,682.00 1,053.96 - 4,628.04 19% Disability Insurance - 100% - 536.00 - (536.00) 100%
Group Health Insurance 26,874.00 5,695.10 - 21,178.90 21% 19,966.00 5,979.30 - 13,986.70 30% Optical Insurance 330.00 96.18 - 233.82 29% 504.00 137.21 - 366.79 27% Dental Insurance 1,234.00 353.76 - 880.24 29% 1,890.00 513.60 - 1,376.40 27% Life Insurance 149.00 44.14 - 104.86 30% 208.00 61.41 - 146.59 30% FICA - Medicare 1,475.00 479.52 - 995.48 33% 2,202.00 793.15 - 1,408.85 36% Fringe Benefits 63,556.00 28,382.35 - 35,173.65 45% 72,611.00 39,941.26 - 32,669.74 55% Office Supplies 1,000.00 534.83 - 465.17 53% 1,000.00 48.71 - 951.29 5% Special Department Expense 56,200.00 18,925.37 9,211.26 28,063.37 50% 28,000.00 6,454.36 14,516.00 7,029.64 75% Mileage/Auto Allowance 500.00 205.97 - 294.03 41% 500.00 - - 500.00 0% Vehicle Maintenance 7,000.00 147.42 5,851.69 1,000.89 86% 1,500.00 156.27 1,250.00 93.73 94% Equipment Maintenance 5,000.00 2,500.00 - 2,500.00 50% 2,500.00 - - 2,500.00 0% Utilities 50,000.00 18,072.70 - 31,927.30 36% 50,000.00 16,853.68 - 33,146.32 34% Professional Service 15,000.00 3,655.00 6,745.00 4,600.00 69% 170,000.00 - 15,000.00 155,000.00 9% Contract Services 651,000.00 188,659.12 318,115.81 144,225.07 78% 560,000.00 55,321.70 112,178.30 392,500.00 30% Training Expense 2,000.00 - - 2,000.00 0% 2,000.00 - - 2,000.00 0% Taxes - 855.36 - (855.36) 100% - 833.89 - (833.89) 100% Graffitti Removal 20,000.00 5,643.00 11,621.00 2,736.00 86% 20,000.00 5,073.00 14,927.00 - 100% Operations & Maintenance 807,700.00 239,198.77 351,544.76 216,956.47 73% 835,500.00 84,741.61 157,871.30 592,887.09 29% Park Maintenance 975,902.00 301,949.45 351,544.76 322,407.79 67% 1,061,969.00 180,710.66 157,871.30 723,387.04 32% Salaries - Permanent 297,244.00 108,507.96 - 188,736.04 37% 296,936.00 86,277.59 - 210,658.41 29% Overtime - 7,324.62 - (7,324.62) 100% 3,000.00 6,813.65 - (3,813.65) 227% Holiday Pay 7,938.00 397.08 - 7,540.92 5% - 149.36 - (149.36) 100% Salaries 305,182.00 116,229.66 - 188,952.34 38% 299,936.00 93,240.60 - 206,695.40 31% 19 - 50
City of South Pasadena
Year to date Expenditures by Department
As of December 31, 2023
FY 2023-24 Percent
of
FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Budget YTD Actuals Enc. Balance Bdgt
50% of
FY
Leave Buyback 575.00 - - 575.00 0% 2,000.00 - - 2,000.00 0%Retirement 29,605.00 10,901.97 - 18,703.03 37% 60,600.00 45,703.64 - 14,896.36 75% CalPERS UAL 34,424.00 34,732.39 - (308.39) 101% - - - - 100% Deferred Compensation 2,952.00 1,128.49 - 1,823.51 38% 194.00 - - 194.00 0% Workers Compensation 11,568.00 4,161.14 - 7,406.86 36% 8,767.00 3,566.60 - 5,200.40 41% Disability Insurance - 100% - 536.00 - (536.00) 100%
Group Health Insurance 83,376.00 25,119.96 - 58,256.04 30% 43,800.00 16,017.71 - 27,782.29 37% Optical Insurance 943.00 356.85 - 586.15 38% 960.00 262.35 - 697.65 27% Dental Insurance 3,532.00 1,325.56 - 2,206.44 38% 3,600.00 982.34 - 2,617.66 27% Life Insurance 411.00 150.15 - 260.85 37% 396.00 113.41 - 282.59 29% FICA - Medicare 4,310.00 1,584.40 - 2,725.60 37% 4,306.00 1,287.41 - 3,018.59 30% Fringe Benefits 171,696.00 79,460.91 - 92,235.09 46% 124,623.00 68,469.46 - 56,153.54 55% Office Supplies 1,500.00 312.23 - 1,187.77 21% 1,500.00 - - 1,500.00 0%Special Department Expense 32,000.00 18,196.06 3,941.20 9,862.74 69% 65,000.00 23,104.15 18,159.87 23,735.98 63% Due/Memberships 700.00 - - 700.00 0% 700.00 - - 700.00 0% Mileage/Auto Allowance 700.00 84.67 - 615.33 12% 700.00 - - 700.00 0% Vehicle Maintenance 12,000.00 267.93 - 11,732.07 2% 2,000.00 - 9,476.13 (7,476.13) 474%Fuel 15,000.00 3,158.55 11.24 11,830.21 21% 15,000.00 - - 15,000.00 0% Equipment Maintenance 4,000.00 1,200.00 - 2,800.00 30% 3,000.00 - - 3,000.00 0% Building Maintenance 197,000.00 23,128.78 19,076.48 154,794.74 21% 120,000.00 26,984.44 21,149.00 71,866.56 40% Small Tools 3,000.00 219.40 - 2,780.60 7% 3,000.00 - - 3,000.00 0% Uniform Expense 3,500.00 671.00 2,638.81 190.19 95% 2,000.00 468.28 1,277.31 254.41 87% Safety Equipment & Supplies 40,000.00 2,388.89 32,608.25 5,002.86 87% 2,100.00 625.02 1,368.02 106.96 95% Utilities 247,000.00 111,595.95 - 135,404.05 45% 160,000.00 106,904.38 - 53,095.62 67% Contract Services 308,000.00 93,616.93 109,892.07 104,491.00 66% 230,400.00 74,998.11 172,294.08 (16,892.19) 107% Training Expense 1,500.00 - - 1,500.00 0% 1,500.00 - - 1,500.00 0% Operations & Maintenance 865,900.00 254,840.39 168,168.05 442,891.56 49% 606,900.00 233,084.38 223,724.41 150,091.21 75% Computer Equipment 2,000.00 - - 2,000.00 0% 2,000.00 - - 2,000.00 0% Capital Outlay 2,000.00 - - 2,000.00 0% 2,000.00 - - 2,000.00 0% Facilities Maintenance 1,344,778.00 450,530.96 168,168.05 726,078.99 46% 1,033,459.00 394,794.44 223,724.41 414,940.15 60% Total Public Works 3,771,411.00 1,140,032.08 718,219.23 1,913,159.69 49% 3,173,529.00 947,870.24 383,679.57 1,841,979.19 42% Total General Fund 39,591,527.05 $ 16,639,559.93 $ 2,280,178.84 $ 20,671,788.28 $ 48% 40,936,562.00 $ 17,552,512.08 $ 2,076,879.29 $ 21,307,170.63 $ 48% 19 - 51
REVENUE DETAIL
Through December 31, 2023
Actual Actual Mid-Year Actual Adopted Mid-Year Adjustments Acct Account Title 2020/21 2021/22 2022/23 2022/23 2023/24 2023/24 2023/24 4000-000 Property Tax - Current Secured 12,386,279 12,823,306 5,648,137 13,808,976 14,543,151 5,967,944 - 4010-000 Property Tax - Unsecured 435,198 759,197 64,988 478,937 448,243 72,327 - 4015-000 Property Tax - Residual SA 101,674 213,625 - 126,881 139,050 - - 4020-000 Property Tax - Prior Years (23,528) 2,129 (32,465) (52,221) 3,090 (18,867) - 4030-000 Property Tax - Int & Pen 45,544 51,961 21,001 47,863 30,900 23,172 - 4035-000 Property Tax - Postponement 18,790 29,653 - - 30,542 - - 4040-000 Highway Rental 112,115 112,334 - 105,872 115,477 - - 4050-000 Homeowners Exemption 58,805 58,841 8,843 58,903 61,800 8,534 - 4060-000 Supplemental - Sec/Unsec 320,286 409,925 81,000 439,970 422,223 82,337 - 5002-000 Motor Vehicle In Lieu Adj. 3,318,155 3,445,099 - 3,713,192 3,905,907 - - Property Tax 16,773,318 17,906,070 5,791,504 18,728,374 19,700,384 6,135,448 - 4150-000 Library Special Tax 347,931 364,223 159,603 395,801 375,149 162,951 - Assessments & Special Taxes 347,931 364,223 159,603 395,801 375,149 162,951 - 4200-000 Sales & Use Tax 2,398,132 2,730,069 1,016,443 3,004,168 2,972,321 902,807 (196,523) 4200-002 Sales Tax - Measure A 2,407,750 2,993,038 1,021,835 3,134,514 3,121,000 992,003 (66,000) 4201-000 PSAF - Prop 172 Sales Tax 326,764 373,506 127,778 384,746 384,712 116,592 - Sales Tax 5,132,645 6,096,613 2,166,057 6,523,428 6,478,033 2,011,402 (262,523) 4230-001 Utility Tax - Water 960,932 844,642 444,249 809,278 903,100 439,256 - 4230-002 Utility Tax - Electric 1,562,810 1,750,422 1,037,771 2,079,269 2,136,916 908,614 - 4230-003 Utility Tax - Gas 489,887 590,186 160,895 860,701 643,302 142,135 - 4230-004 Utility Tax - Telephone 410,435 417,483 136,834 408,223 396,609 134,796 - 4230-006 Utility Tax - Cable 314,466 272,535 92,555 273,601 272,535 86,269 - Utility Users Tax 3,738,531 3,875,268 1,872,305 4,431,072 4,352,462 1,711,071 - 4210-001 Franchise - Refuse 553,981 575,957 273,610 639,264 593,236 328,102 - 4210-002 Franchise - Cable TV 228,125 223,941 55,399 218,246 230,659 50,041 - 4210-003 Franchise - Electric 155,020 163,883 - 198,169 168,800 - - 4210-004 Franchise - Gas 58,579 63,688 - 75,919 68,783 - - 4220-000 Real Property Transfer 204,703 262,064 83,344 170,180 210,000 102,237 - Other Taxes 1,200,408 1,289,532 412,354 1,301,778 1,271,477 480,380 - 4400-000 Business License 386,163 381,395 199,657 429,784 391,000 245,346 - 4405-000 Business License SB1186 Fee 9,779 9,353 5,160 10,937 9,400 6,020 - 4420-000 Bus Lic Penalties & Trans 6,011 5,497 9,069 21,524 8,000 12,562 - 4440-000 Tobacco Retail Permit 240 960 - - - - -
4460-000 Parking Permits 283,235 280,095 144,165 264,386 252,000 124,039 - 4445-000 Filming Permits 80,498 86,130 55,560 88,261 85,000 25,232 (25,000) 4465-001 Fire Permits 14,418 19,453 8,360 15,470 12,000 9,864 - 4470-001 Grading Permits - - - 628 300 - -
4470-002 Street / Curb Permits 27,793 25,231 12,794 39,984 30,000 23,392 - 4470-004 Street Closure Permits - 4,461 - - 3,000 499 - 4470-005 Newsrack Permits - 462 - - 500 - -
4480-000 FOG Wastewater Permit 142 1,045 - - 5,000 292 - Licenses & Permits 808,280 814,081 434,766 870,974 796,200 447,245 (25,000) 4600-000 Vehicle Code Fines 34,108 48,049 9,164 27,321 18,500 13,269 6,500 4610-000 Parking Citations 100,057 (437) 25,812 36,237 38,000 16,682 - 4620-000 Other Court Fines 9,284 4,679 626 2,301 1,500 3,145 5,000 Fines & Forfeitures 143,449 52,291 35,602 65,860 58,000 33,097 11,500 4800-000 Interest Income 238,731 224,197 18,349 423,122 950,437 - - 4802-000 Gain / Loss on Investments 25,833 (11,890) - (115,979) - - - 4805-000 Unrealized Gain / Loss (261,442) (1,125,662) - (234,458) - - - 4815-000 Chamber Farmers Mkt Cap Impr 4,665 11,572 - 7,783 5,022 3,842 - 4820-000 Rental - Stables 106,240 129,316 71,882 136,096 140,000 76,824 - 4820-001 Rental - Stables - CIP Rsv 48,693 69,608 32,946 73,008 60,000 35,211 12,000 4825-000 Rental - Tennis 79,100 78,896 47,420 91,306 108,000 25,248 (86,960) 4825-001 Rental - Tennis - CIP Rsv 4,900 - - - - - -
4830-001 Rental - Cellular Site 4,374,440 - - - - - -
4830-002 Rental - Cell Phone Site 23,013 - - - - - -
4830-003 Rental - Cell Site - AT&T 15,062 - - - - - -
4830-004 Cell Phone - CW/Bilicke 20,188 - - - - - -
4830-005 Cell Phone - Verizon - San Pascual 17,524 26,197 - - - - - 4830-006 Cell Phone - Cingular OG 14,617 - - - - - -
4830-009 Cell Phone - Cingular ASP 16,090 - - - - - -
4830-010 Cell Phone - Verizon - MH 10,416 - - - - - -
4840-000 Rental - War Memorial Building (600) 23,707 22,936 50,039 32,000 27,806 - 19 - 52
REVENUE DETAIL
Through December 31, 2023
Actual Actual Mid-Year Actual Adopted Mid-Year Adjustments Acct Account Title 2020/21 2021/22 2022/23 2022/23 2023/24 2023/24 2023/24 4850-000 Rental - Eddie Park - 1,415 951 2,149 2,000 1,761 - 4860-000 Rental - Library Comm Room 2,954 4,182 5,115 16,037 20,000 14,581 5,000 4870-000 Rental - Racquet Ball Ctr - - - - - - -
4885-000 Rental - Sr Citizen Ctr - 2,098 2,505 11,976 12,000 2,160 (4,000) 4890-000 Rental - Farmer's Market 11,662 12,617 - 11,617 12,555 1,537 - 4891-000 Rental - Orange Grove - - - - - - -
4892-000 Rental - Misc 35,730 43,647 26,951 39,491 - 6,336 - 4893-000 Rental - Batting Cages 1,153 12,642 - - - - -
4894-000 Rental - Youth House - 2,079 1,289 2,253 3,000 1,842 - Use of Money & Property 4,788,970 (495,381) 230,344 514,439 1,345,014 197,147 (73,960) 5000-000 Motor Vehicle In Lieu - - - - - 151 -
5400-000 Sale of Property 993 4,314 237 1,791 - 5,275 - 5020-000 State Reimb - Police Training 12,562 18,619 9,528 19,165 18,000 8,973 - 5030-000 State Mandated Cost - - - - - - -
5071-003 Miscellaneous Grants 273,820 5,245 50,505 199,481 136,000 14,896 - 5071-005 Non-Federal Grants - Pub. Works - - - - - - -
5071-007 Misc Federal Grant 328,205 - - - - - -
5071-011 Library Svc. CENIC Grant - 12,030 - - - - -
5073-001 Grants-Police 6,712 41,046 15,734 15,734 21,500 236,385 - 5073-002 Grants-Fire - - - - - - -
5073-005 SLF Recovery Funds - - - - - - -
5077-003 Metro Gold Line Authority - - - - - - -
5310-001 Fire Interagency Support Reimb 332,914 98,272 - - 300,000 17,946 - Revenue From Other Agencies 955,205 179,525 76,004 236,171 475,500 283,627 - 5150-001 Business License App Fee 23,741 20,215 10,681 25,730 22,000 15,162 - 5150-002 Non Sufficient Fund Chg 105 140 123 158 - 228 - Current Services-Finance 23,846 20,355 10,804 25,888 22,000 15,390 - 5200-001 Community Development Misc Fee - 16,976 4,164 4,164 30,000 - - 5200-002 Planning Fees 232,459 230,111 176,640 263,456 300,000 71,579 (155,000) 5200-003 Plan Check 334,541 760,453 471,935 811,889 700,000 318,390 40,000 5200-004 Building Permits 459,335 558,420 304,840 589,679 600,000 416,693 40,000 5200-007 Administrative Citations 1,545 - 5,089 44,968 25,000 5,881 (10,000) 5200-008 Design Review Fee - 12,534 17,311 39,709 38,000 12,053 (8,000) 5200-009 Cultural Heritage (CHC) Fee - 9,086 5,622 15,543 30,000 17,760 2,000 5200-010 Art Development Fee - - - - 7,500 - -
Current Services-Community Development 1,027,880 1,587,581 985,600 1,769,408 1,730,500 842,356 (91,000) 5220-001 Engineering Fees - Misc 140,208 138,558 80,837 150,393 110,000 67,457 - 5220-002 Engineering Plan Check 345 234 756 1,260 2,500 - - 5221-000 Public Works Plan Check Fees - 1,044 - - - 177 - 5223-000 NPDES 78,305 79,225 39,904 80,073 94,000 39,736 - 5224-000 Public Works - Filming - - - - - - -
Current Services-Public Works 218,859 219,061 121,496 231,726 206,500 107,371 - 5230-001 Police Special Svcs 189,262 3,385 1,144 2,415 2,500 1,624 - 5230-004 Vehicle Impound Fees 14,418 25,733 14,746 29,472 27,000 25,349 - 5230-005 Police Svcs - Filming 285,925 119,993 240,264 381,203 326,000 66,666 - 5280-001 Animal Control Fees 163 - - - - - -
Current Services-Police 489,768 149,111 256,154 413,090 355,500 93,639 - 5255-000 Passport Services 301 - - - - - -
Current Services-Library 301 - - - - - -
5260-000 Library Fees - 596 379 834 700 432 300
5260-002 Library Fines 575 79 - - - - -
5260-003 Library Replacements 763 7,979 4,307 6,988 6,200 3,203 1,000 5260-004 Library Equip. Rental - 235 557 1,761 1,400 1,528 1,472 Current Services-Library 1,337 8,889 5,244 9,582 8,300 5,162 2,772 5265-002 Sr. Citizens Classes 41 11,525 8,552 16,958 16,000 7,871 (2,000) 5265-003 Sr. Citizens Membership 1,885 7,754 4,310 8,795 8,000 6,025 (500) 5265-004 Sr. Citizens Bus Trips (40) (230) 2,237 4,851 3,500 3,634 1,000 5265-005 Snr. Citizens Center Programs 300 1,077 9 1,088 1,120 1,313 380 5265-006 Bingo - Coffee - Med. I.D. - 51 136 595 500 317 100 5270-001 Camp Med Fees 11,218 302,382 136,740 324,201 390,000 128,657 (90,000) 5270-002 Recreation Classes 195,086 286,146 88,790 204,699 230,000 87,278 (60,000) 5270-003 Special Events 4,897 8,212 2,829 9,601 10,000 19,836 30,000 5270-004 MTA Bus Pass - General - - - - - - -
19 - 53
REVENUE DETAIL
Through December 31, 2023
Actual Actual Mid-Year Actual Adopted Mid-Year Adjustments Acct Account Title 2020/21 2021/22 2022/23 2022/23 2023/24 2023/24 2023/24 5270-005 Park/Field Reservations 7,296 91,736 34,975 79,646 60,000 40,543 - 5270-007 Adult Sports - - - - - - -
5270-008 Concerts in the Park - 1,450 - 13,850 25,000 - (10,000) 5270-009 War Memorial Kitchen - 1,179 1,250 2,207 2,500 794 (500) Current Services-Community Services 220,684 710,215 280,895 666,491 746,620 296,268 (131,520) 5289-001 Fire Dept - Filming 134,098 75,195 109,395 166,965 130,000 46,474 - 5289-002 Fire Dept - Plan Check 41,646 38,584 14,358 36,296 25,000 26,411 - 5289-007 Fire Dept - Inspection 114,883 113,825 76,797 147,169 100,000 83,967 - 5290-001 Paramedic Fees 599,057 681,690 396,050 786,460 625,000 545,083 - 5300-000 Paramedic Subscriptions 27,108 82,805 11,092 24,570 35,000 20,678 - 5302-000 Fire Command Reimbursements 180,143 148,774 - 64,353 157,000 - - 5305-001 Fire Miscellaneous 12 46 15 15 100 - -
Current-Services-Fire 1,096,947 1,140,918 607,707 1,225,829 1,072,100 722,613 - Current-Services-ALL 3,079,621 3,836,129 2,267,899 4,342,013 4,141,520 2,082,798 (219,748) 5420-000 Workers Comp Reimb 72,416 - - - - - -
5425-000 Gen. Liability Insurance Reimb - - - - - - -
5430-000 Damage to City Property 1,301 250 - - - 5,460 - 5440-000 Candidate Filing Fee 1,571 - 500 273 - - -
5460-000 Recycling Revenue 2,850 11,710 12,973 18,605 16,508 4,650 - 5460-001 Recycling Container - - - - - - -
5490-000 Cash Over/Short (1,578) (21) - 1 - 863 -
5501-001 Donations - Misc 3 93 23 23 - 105 -
5501-003 Donations - Senior Meals 23,913 - - 2,927 39,600 11,536 (11,600) 5501-005 Donations - Library - - - - - - -
5505-000 Miscellaneous 68,511 223,089 16,367 56,910 10,000 25,348 - 5505-001 Duplication Fees 8,394 1,510 67 150 4,000 13 - 5510-000 Credit Card Transaction Fee 6,337 8,092 5,270 13,310 9,000 43,897 - 5530-400 PD Reports & Misc Fees - 5,778 3,378 7,273 7,000 4,874 - 5550-000 Prior Year Adjustment - - - - - - -
Other Revenue 183,717 250,501 38,578 99,472 86,108 96,747 (11,600) 5610-000 Reimbursement-Sewer Fund 69,022 69,022 69,022 69,022 69,022 69,022 - 5640-000 Reimbursement-Water Fund 414,362 414,362 414,362 414,362 414,362 414,362 - Reimbursements From Other Funds 483,384 483,384 483,384 483,384 483,384 483,384 - 101 - GENERAL FUND TOTAL 37,635,460 34,652,238 13,968,399 37,992,765 39,563,231 14,125,295 (581,331) 19 - 54
ATTACHMENT 6
Year-to-Date (YTD) through January 2024 Summary of
City-Wide Expenditures (General Fund), Expenditure by
Department, Expenditure Detail by Department, and
Revenue Details
19 - 55
THIS PAGE
INTENTIONALLY
LEFT BLANK
19 - 56
City of South Pasadena
Year to date Summary Expenditures (City-Wide)
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Salaries 17,851,226.00 8,420,592.75 - 9,430,633.25 47% 16,381,237.96 9,283,627.13 - 7,097,610.83 57% Fringe Benefits 8,866,516.00 5,639,516.14 - 3,226,999.86 64% 7,939,684.00 5,986,085.18 - 1,953,598.82 75% Operations & Maintenance 12,721,121.05 4,769,313.30 2,086,405.01 5,865,402.74 54% 13,364,428.93 5,098,648.86 1,929,981.45 6,335,798.62 53%Capital Outlay 248,000.00 94,951.17 64,902.43 88,146.40 64% 144,000.00 38,630.33 4,004.11 101,365.56 30% Totals 39,686,863.05 18,924,373.36 2,151,307.44 18,611,182.25 53% 37,829,350.89 20,406,991.50 1,933,985.56 15,488,373.83 59% 19 - 57
City of South Pasadena
Year to date Summary Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
City Council
Salaries 18,000.00 11,060.00 - 6,940.00 61% 18,000.00 11,620.00 - 6,380.00 65% Fringe Benefits 1,702.00 873.77 - 828.23 51% 594.00 190.75 - 403.25 32% Operations & Maintenance 99,200.00 37,063.14 - 62,136.86 37% 30,600.00 7,210.84 - 23,389.16 24% Total City Council 118,902.00 48,996.91 - 69,905.09 41% 49,194.00 19,021.59 - 30,172.41 39% City Manager
Salaries 737,517.00 383,340.63 - 354,176.37 52% 641,976.00 414,235.88 - 227,740.12 65% Fringe Benefits 321,859.00 209,784.99 - 112,074.01 65% 254,755.00 233,653.81 - 21,101.19 92% Operations & Maintenance 165,135.00 84,287.90 3,447.50 77,399.60 51% 206,500.00 125,907.66 3,622.50 76,969.84 61% City Manager 1,224,511.00 677,413.52 3,447.50 543,649.98 55% 1,103,231.00 773,797.35 3,622.50 325,811.15 70% Operations & Maintenance 50,275.00 48,363.76 - 1,911.24 96% 98,107.83 28,139.62 - 69,968.21 29% Economic Development 50,275.00 48,363.76 - 1,911.24 96% 98,107.83 28,139.62 - 69,968.21 29% Total City Manager 1,274,786.00 725,777.28 3,447.50 545,561.22 57% 1,201,338.83 801,936.97 3,622.50 395,779.36 67% City Treasurer
Salaries 8,472.00 4,942.00 - 3,530.00 58% 8,472.00 4,236.00 - 4,236.00 50% Fringe Benefits 767.00 447.30 - 319.70 58% 280.00 339.63 - (59.63) 121% City Treasurer 9,239.00 5,389.30 - 3,849.70 58% 8,752.00 4,575.63 - 4,176.37 52%Total City Treasurer 9,239.00 5,389.30 - 3,849.70 58% 8,752.00 4,575.63 - 4,176.37 52% Community Developmennt
Salaries 1,405,791.00 687,611.75 - 718,179.25 49% 1,188,544.00 658,637.68 - 529,906.32 55% Fringe Benefits 575,623.00 329,792.71 - 245,830.29 57% 412,841.00 276,478.03 - 136,362.97 67% Operations & Maintenance 2,253,332.69 561,974.98 584,314.75 1,107,042.96 25% 2,324,561.26 1,054,103.81 597,267.46 673,189.99 45% Community Development 4,234,746.69 1,579,379.44 584,314.75 2,071,052.50 37% 3,925,946.26 1,989,219.52 597,267.46 1,339,459.28 51%Total Community Development 4,234,746.69 1,579,379.44 584,314.75 2,071,052.50 37% 3,925,946.26 1,989,219.52 597,267.46 1,339,459.28 51% Community Services
Salaries 249,319.00 133,899.38 - 115,419.62 54% 242,164.00 125,752.73 - 116,411.27 52% Fringe Benefits 35,399.00 19,683.95 - 15,715.05 56% 23,941.00 22,397.96 - 1,543.04 94% Operations & Maintenance 153,031.00 48,395.96 59,586.68 45,048.36 32% 165,880.00 38,512.43 64,450.23 62,917.34 23% Senior Center 437,749.00 201,979.29 59,586.68 176,183.03 46% 431,985.00 186,663.12 64,450.23 180,871.65 43% Community Services (Cont.)Salaries 182,392.00 72,375.45 - 110,016.55 40% 162,433.00 106,468.97 - 55,964.03 66% Fringe Benefits 95,805.00 69,219.73 - 26,585.27 72% 70,697.00 58,346.62 - 12,350.38 83% Operations & Maintenance 99,270.36 58,026.31 3,682.63 37,561.42 58% 133,875.00 80,390.73 7,564.69 45,919.58 60% Recreation 377,467.36 199,621.49 3,682.63 174,163.24 53% 367,005.00 245,206.32 7,564.69 114,233.99 67%Community Services (Cont.)Salaries 656,325.00 217,344.18 - 438,980.82 33% 448,084.00 248,352.85 199,731.15 - 55% Fringe Benefits 95,075.00 28,503.75 - 66,571.25 30% 32,946.00 37,509.99 - (4,563.99) 114%Operations & Maintenance 334,119.00 143,444.75 7,856.29 182,817.96 43% 295,815.00 164,830.58 14,939.32 116,045.10 56% After-School Day Care 1,085,519.00 389,292.68 7,856.29 688,370.03 36% 776,845.00 450,693.42 14,939.32 311,212.26 58%Total Community Services 1,900,735.36 790,893.46 71,125.60 1,038,716.30 42% 1,575,835.00 882,562.86 86,954.24 606,317.90 56% 19 - 58
City of South Pasadena
Year to date Summary Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Finance
Salaries 539,718.00 274,494.93 - 265,223.07 51% 596,056.96 301,725.15 - 294,331.81 51% Fringe Benefits 150,519.00 56,393.03 - 94,125.97 37% 160,537.00 94,053.82 - 66,483.18 59% Operations & Maintenance 418,398.00 246,979.43 35,234.73 136,183.84 59% 466,575.11 184,060.57 39,738.55 242,775.99 39%Finance 1,108,635.00 577,867.39 35,234.73 495,532.88 52% 1,223,169.07 579,839.54 39,738.55 603,590.98 47% Fringe Benefits 592,250.00 189,224.88 - 403,025.12 32% 600,000.00 453,787.20 - 146,212.80 76% Operations & Maintenance 1,947,194.00 521,717.98 16,117.08 1,409,358.94 27% 2,094,140.00 504,863.11 42,163.68 1,547,113.21 24% Non-Departmental/Overhead 2,539,444.00 710,942.86 16,117.08 1,812,384.06 28% 2,694,140.00 958,650.31 42,163.68 1,693,326.01 36%Total Finance 3,648,079.00 1,288,810.25 51,351.81 2,307,916.94 35% 3,917,309.07 1,538,489.85 81,902.23 2,296,916.99 39% Fire
Salaries 4,173,610.00 1,898,296.77 - 2,275,313.23 45% 3,693,936.00 2,563,834.28 - 1,130,101.72 69% Fringe Benefits 2,359,793.00 1,782,918.79 - 576,874.21 76% 2,128,644.00 1,800,907.01 - 327,736.99 85% Operations & Maintenance 760,672.00 304,270.62 70,893.95 385,507.43 40% 847,760.00 341,822.73 255,283.78 250,653.49 40% Fire 7,294,075.00 3,985,486.18 70,893.95 3,237,694.87 55% 6,670,340.00 4,706,564.02 255,283.78 1,708,492.20 71% Operations & Maintenance 55,000.00 24,590.91 - 30,409.09 45% 55,000.00 27,503.35 - 27,496.65 50% Emergency Preparedness 55,000.00 24,590.91 - 30,409.09 45% 55,000.00 27,503.35 - 27,496.65 50% Total Fire 7,349,075.00 4,010,077.09 70,893.95 3,268,103.96 55% 6,725,340.00 4,734,067.37 255,283.78 1,735,988.85 70% Library
Salaries 1,278,435.00 616,801.65 - 661,633.35 48% 1,169,172.00 599,895.67 - 569,276.33 51% Fringe Benefits 532,403.00 305,322.23 - 227,080.77 57% 375,826.00 257,772.59 - 118,053.41 69% Operations & Maintenance 375,965.00 233,423.35 70,945.33 71,596.32 62% 377,800.00 205,237.36 96,995.15 75,567.49 54%Capital Outlay 49,000.00 - - 49,000.00 0% 15,000.00 219.40 4,004.11 10,776.49 1% Library 2,235,803.00 1,155,547.23 70,945.33 1,009,310.44 52% 1,937,798.00 1,063,125.02 100,999.26 773,673.72 55% Total Library 2,235,803.00 1,155,547.23 70,945.33 1,009,310.44 52% 1,937,798.00 1,063,125.02 100,999.26 773,673.72 55% Management Services 100%
Operations & Maintenance 63,900.00 (75.92) - 63,975.92 0% 84,635.00 3,099.55 - 81,535.45 4% Elections 63,900.00 (75.92) - 63,975.92 0% 84,635.00 3,099.55 - 81,535.45 4% Salaries 248,781.00 163,598.57 - 85,182.43 66% 344,509.00 124,684.79 219,824.21 - 36% Fringe Benefits 95,322.00 87,473.94 - 7,848.06 92% 96,931.00 43,224.39 - 53,706.61 45% Operations & Maintenance 152,000.00 50,861.07 42,770.58 58,368.35 33% 18,075.00 8,845.26 - 9,229.74 49% Management Services 496,103.00 301,933.58 42,770.58 151,398.84 61% 459,515.00 176,754.44 - 282,760.56 38% Operations & Maintenance 958,039.00 522,675.48 93,676.68 341,686.84 55% 815,282.00 456,026.19 - 359,255.81 56% Capital Outlay 197,000.00 94,951.17 64,902.43 37,146.40 48% 127,000.00 38,410.93 - 88,589.07 30% Information Services 1,155,039.00 617,626.65 158,579.11 378,833.24 53% 942,282.00 494,437.12 - 447,844.88 52% Salaries 182,655.00 65,413.63 - 117,241.37 36% 236,868.00 118,936.54 - 117,931.46 50% Fringe Benefits 53,004.00 14,459.85 - 38,544.15 27% 88,415.00 41,839.33 - 46,575.67 47% Operations & Maintenance 211,660.00 69,915.95 82,592.27 59,151.78 33% 190,283.00 51,547.30 53,970.00 84,765.70 27%City Clerk 447,319.00 149,789.43 82,592.27 214,937.30 33% 515,566.00 212,323.17 53,970.00 249,272.83 41% Salaries 343,420.00 255,310.15 - 74% 278,899.00 180,195.14 - 98,703.86 65% Fringe Benefits 121,775.00 76,918.15 - 63% 99,674.00 33,091.64 - 66,582.36 33% Operations & Maintenance 376,419.00 110,239.65 25,722.04 29% 619,075.00 203,813.55 2,310.00 412,951.45 33% Human Resources 841,614.00 442,467.95 25,722.04 53% 997,648.00 417,100.33 2,310.00 578,237.67 42%Operations & Maintenance 473,000.00 451,874.94 7,976.54 96% 966,202.73 519,539.73 16,848.00 429,815.00 54% Legal Services 473,000.00 451,874.94 7,976.54
88,109.85
44,856.85
240,457.31
373,424.01
13,148.52
13,148.52 96% 966,202.73 519,539.73 16,848.00 429,815.00 54% 19 - 59
City of South Pasadena
Year to date Summary Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Total Management Services 3,476,975.00 1,963,616.63 317,640.54 1,195,717.83 56% 3,965,848.73 1,823,254.34 73,128.00 2,069,466.39 46% Police
Salaries 6,850,290.00 3,218,594.18 - 3,631,695.82 47% 6,413,653.00 3,477,410.32 - 2,936,242.68 54% Fringe Benefits 3,351,810.00 2,193,053.50 - 1,158,756.50 65% 3,235,890.00 2,421,516.29 - 814,373.71 75% Operations & Maintenance 1,394,245.00 544,962.20 436,069.00 413,213.80 39% 1,383,987.00 603,524.33 353,343.70 427,118.97 44%Police 11,596,345.00 5,956,609.88 436,069.00 5,203,666.12 51% 11,033,530.00 6,502,450.94 353,343.70 4,177,735.36 59% Total Police 11,596,345.00 5,956,609.88 436,069.00 5,203,666.12 51% 11,033,530.00 6,502,450.94 353,343.70 4,177,735.36 59% Public Works
Salaries 510,506.00 221,975.59 - 288,530.41 43% 344,329.00 163,752.49 - 180,576.51 48% Fringe Benefits 220,444.00 143,295.83 - 77,148.17 65% 119,447.00 79,750.98 - 39,696.02 67% Operations & Maintenance 512,300.00 39,039.28 18,887.42 454,373.30 8% 461,450.00 131,756.95 1,419.80 328,273.25 29% Admin. & Engineering 1,243,250.00 404,310.70 18,887.42 820,051.88 33% 925,226.00 375,260.42 1,419.80 548,545.78 41% Salaries 56,167.00 22,343.23 - 33,823.77 40% 140,348.00 12,758.45 - 127,589.55 9% Fringe Benefits 27,714.00 15,579.92 - 12,134.08 56% 41,032.00 14,389.26 - 26,642.74 35% Public Works (Cont.)Operations & Maintenance 123,600.00 5,679.28 29,619.00 88,301.72 5% 123,600.00 25,588.96 - 98,011.04 21% Environmental Services 207,481.00 43,602.43 29,619.00 134,259.57 21% 304,980.00 52,736.67 - 252,243.33 17% Salaries 104,646.00 41,211.71 - 63,434.29 39% 153,858.00 63,902.18 - 89,955.82 42% Fringe Benefits 63,556.00 30,973.82 - 32,582.18 49% 72,611.00 42,669.07 - 29,941.93 59% Operations & Maintenance 878,466.00 333,924.49 352,744.76 191,796.75 38% 859,825.00 87,746.71 157,472.30 614,605.99 10% Park Maintenance 1,046,668.00 406,110.02 352,744.76 287,813.22 39% 1,086,294.00 194,317.96 157,472.30 734,503.74 18%Salaries 305,182.00 131,978.95 - 173,203.05 43% 299,936.00 107,228.01 - 192,707.99 36% Fringe Benefits 171,696.00 85,596.00 - 86,100.00 50% 124,623.00 74,166.81 - 50,456.19 60% Operations & Maintenance 865,900.00 327,677.79 144,267.78 393,954.43 38% 745,400.00 244,577.54 222,592.29 278,230.17 33%Capital Outlay 2,000.00 - - 2,000.00 0% 2,000.00 - - 2,000.00 0% Facilities Maintenance 1,344,778.00 545,252.74 144,267.78 655,257.48 41% 1,171,959.00 425,972.36 222,592.29 523,394.35 36% Total Public Works 3,842,177.00 1,399,275.89 545,518.96 1,897,382.15 36% 3,488,459.00 1,048,287.41 381,484.39 2,058,687.20 30% Total General Fund 39,686,863.05 18,924,373.36 2,151,307.44 18,611,182.25 48% 37,829,350.89 20,406,991.50 1,933,985.56 15,488,373.83 54% 19 - 60
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
City Council
Salaries - Permanent - 2,060.00 - (2,060.00) 100% 18,000.00 11,620.00 - 6,380.00 65% Salaries - Temp / Part 18,000.00 9,000.00 - 9,000.00 50% - - - - 100% Salaries 18,000.00 11,060.00 - 6,940.00 61% 18,000.00 11,620.00 - 6,380.00 65% Workers Compensation 252.00 120.68 - 131.32 48% 333.00 91.28 - 241.72 27%FICA - Medicare 1,450.00 753.09 - 696.91 52% 261.00 99.47 - 161.53 38% Fringe Benefits 1,702.00 873.77 - 828.23 51% 594.00 190.75 - 403.25 32% Postage 8,000.00 2,002.18 - 5,997.82 25% 100.00 - - 100.00 0% Special Department Expense 49,000.00 21,112.57 - 27,887.43 43% 2,000.00 1,590.72 - 409.28 80% Discretionary Fund Program 33,700.00 2,125.00 - 31,575.00 6% 20,000.00 2,038.75 - 17,961.25 10% Dues/Subscriptions/Memberships 500.00 - - 500.00 0% 500.00 - - 500.00 0%Convention & Meeting Expense 8,000.00 11,823.39 - (3,823.39) 148% 8,000.00 3,581.37 - 4,418.63 45% Operations & Maintenance 99,200.00 37,063.14 - 62,136.86 37% 30,600.00 7,210.84 - 23,389.16 24% Total City Council 118,902.00 48,996.91 - 69,905.09 41% 49,194.00 19,021.59 - 30,172.41 39% 19 - 61
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
City Manager
Salaries - Permanent 693,542.00 355,816.72 - 337,725.28 51% 606,976.00 386,869.80 - 220,106.20 64% Salaries - Temp / Part 35,128.00 22,154.49 - 12,973.51 63% 35,000.00 5,445.51 - 29,554.49 16%Overtime - 5,369.42 - (5,369.42) 100% - 20,848.71 - (20,848.71) 100% Holiday 8,847.00 - - 8,847.00 0% - 1,071.86 - (1,071.86) 100% Salaries 737,517.00 383,340.63 354,176.37 - 52% 641,976.00 414,235.88 - 227,740.12 65% Leave Buyback 25,608.00 - - 25,608.00 0% 27,000.00 2,879.18 - 24,120.82 11% Retirement 73,787.00 37,655.02 - 36,131.98 51% 144,439.00 149,681.21 - (5,242.21) 104% CalPERS UAL 110,175.00 111,162.02 - (987.02) 101% - - - - 100% Deferred Compensation 6,820.00 3,337.74 - 3,482.26 49% 4,542.00 3,712.10 - 829.90 82% Workers Compensation 8,081.00 3,938.04 - 4,142.96 49% 11,569.00 7,766.29 - 3,802.71 67% Group Health Insurance 73,170.00 41,487.47 - 31,682.53 57% 53,112.00 49,036.53 - 4,075.47 92% Optical Insurance 1,048.00 595.39 - 452.61 57% 1,080.00 1,036.12 - 43.88 96%Dental Insurance 3,911.00 2,205.74 - 1,705.26 56% 4,050.00 3,342.78 - 707.22 83% Life Insurance 515.00 256.68 - 258.32 50% 446.00 499.73 - (53.73) 112%FICA - Medicare 12,744.00 5,646.89 - 7,097.11 44% 8,517.00 12,199.87 - (3,682.87) 143%City Manager's Car allowance 6,000.00 3,500.00 - 2,500.00 58% - 3,500.00 - (3,500.00) 100% Fringe Benefits 321,859.00 209,784.99 - 112,074.01 65% 254,755.00 233,653.81 - 21,101.19 92% Office Supplies 10,000.00 3,818.64 - 6,181.36 38% 10,000.00 4,237.12 - 5,762.88 42% Postage 4,000.00 41.28 - 3,958.72 1% 4,000.00 2,512.14 - 1,487.86 63%Special Department Expense 8,500.00 12,455.06 - (3,955.06) 147% 20,800.00 13,443.76 - 7,356.24 65% Printing/Duplicating 6,000.00 4,247.94 - 1,752.06 71% 6,000.00 4,900.00 - 1,100.00 82% Dues & Memberships 44,437.00 40,018.58 - 4,418.42 90% 47,500.00 32,376.03 - 15,123.97 68% Convention & Meeting Expense 17,198.00 17,040.50 - 157.50 99% 16,750.00 13,475.87 - 3,274.13 80% Vehicle Maintenance - 100% 750.00 307.72 - 442.28 41%
Equipment Maintenance - 100% 700.00 - - 700.00 0%
Professional Service 40,000.00 6,433.90 3,447.50 30,118.60 16% 40,000.00 30,463.75 3,622.50 5,913.75 76% Contract Services 10,000.00 232.00 - 9,768.00 2% 10,000.00 - - 10,000.00 0% CM Emergency 25,000.00 - - 25,000.00 0% 50,000.00 24,191.27 - 25,808.73 48% Operations & Maintenance 165,135.00 84,287.90 3,447.50 77,399.60 51% 206,500.00 125,907.66 3,622.50 76,969.84 61% City Manager 1,224,511.00 677,413.52 3,447.50 543,649.98 55% 1,103,231.00 773,797.35 3,622.50 325,811.15 70% Printing/Duplicating 8,000.00 6,371.35 - 1,628.65 80% 8,327.83 8,050.00 - 277.83 97% Dues & Memberships 3,275.00 - - 3,275.00 0% 3,000.00 - - 3,000.00 0% Community Engagement 20,000.00 22,331.41 - (2,331.41) 112% 71,200.00 16,279.32 - 54,920.68 23% Communications Spec. Dep. Exp. 19,000.00 19,661.00 - (661.00) 103% 7,180.00 1,662.30 - 5,517.70 23% Communications Spec. Dep. Exp. - 100% 8,400.00 2,148.00 - 6,252.00 26% Operations & Maintenance 50,275.00 48,363.76 - 1,911.24 96% 98,107.83 28,139.62 - 69,968.21 29% Economic Development 50,275.00 48,363.76 - 1,911.24 96% 98,107.83 28,139.62 - 69,968.21 29%Total City Manager 1,274,786.00 725,777.28 3,447.50 545,561.22 57% 1,201,338.83 801,936.97 3,622.50 395,779.36 67% 19 - 62
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
City Treasurer
Salaries - Temp / Part 8,472.00 4,942.00 - 3,530.00 58% 8,472.00 4,236.00 - 4,236.00 50% Salaries 8,472.00 4,942.00 - 3,530.00 58% 8,472.00 4,236.00 - 4,236.00 50% Workers Compensation 119.00 69.23 - 49.77 58% 157.00 59.34 - 97.66 38% FICA - Medicare 648.00 378.07 - 269.93 58% 123.00 280.29 - (157.29) 228% Fringe Benefits 767.00 447.30 - 319.70 58% 280.00 339.63 - (59.63) 121% City Treasurer 9,239.00 5,389.30 - 3,849.70 58% 8,752.00 4,575.63 - 4,176.37 52%Total City Treasurer 9,239.00 5,389.30 - 3,849.70 58% 8,752.00 4,575.63 - 4,176.37 52% Community Developmennt
Salaries - Permanent 1,256,252.00 638,335.94 - 617,916.06 51% 1,049,544.00 531,987.81 - 517,556.19 51% Salaries - Temp / Part 127,310.00 42,929.07 - 84,380.93 34% 109,000.00 111,827.11 - (2,827.11) 103%Overtime 15,000.00 6,346.74 - 8,653.26 42% 30,000.00 14,822.76 - 15,177.24 49% Holiday 7,229.00 - - 7,229.00 0% - - - - 100%
Salaries 1,405,791.00 687,611.75 718,179.25 - 49% 1,188,544.00 658,637.68 - 529,906.32 55% Leave Buyback 9,496.00 - - 9,496.00 0% 8,000.00 - - 8,000.00 0% Retirement 128,201.00 62,793.03 - 65,407.97 49% 241,120.00 202,394.43 - 38,725.57 84% CalPERS UAL 161,675.00 163,123.39 - (1,448.39) 101% - - - - 100% Deferred Compensation 12,545.00 6,148.73 - 6,396.27 49% 3,005.00 2,206.69 - 798.31 73% Workers Compensation 15,125.00 7,145.52 - 7,979.48 47% 22,266.00 6,863.56 - 15,402.44 31% Group Health Insurance 210,060.00 73,055.82 137,004.18 - 35% 109,893.00 49,306.38 - 60,586.62 45% Vision Insurance 2,743.00 1,318.56 - 1,424.44 48% 2,640.00 1,107.64 - 1,532.36 42% Dental Insurance 10,250.00 4,792.92 - 5,457.08 47% 9,900.00 4,299.90 - 5,600.10 43% Life Insurance 1,287.00 630.64 - 656.36 49% 1,089.00 544.29 - 544.71 50%FICA - Medicare 24,241.00 10,784.10 - 13,456.90 44% 14,928.00 9,755.14 - 5,172.86 65% Fringe Benefits 575,623.00 329,792.71 - 245,830.29 57% 412,841.00 276,478.03 - 136,362.97 67% Office Supplies 20,000.00 2,939.49 - 17,060.51 15% 19,430.89 4,430.89 - 15,000.00 23% Postage 15,000.00 4,991.86 - 10,008.14 33% 6,000.00 4,410.38 - 1,589.62 74% Special Department Expense 6,122.00 4,822.46 - 1,299.54 79% 4,400.00 5,434.61 - (1,034.61) 124% Advertising 10,000.00 150.00 - 9,850.00 2% 74,205.00 - - 74,205.00 0%Printing/Duplicating 11,000.00 2,347.65 - 8,652.35 21% 7,000.00 5,435.39 - 1,564.61 78% Dues & Memberships 15,009.00 12,348.46 - 2,660.54 82% 33,000.00 11,223.00 - 21,777.00 34% Conference & Meeting Expense 27,075.00 6,509.80 - 20,565.20 24% 6,500.00 3,634.70 - 2,865.30 56% Vehicle Maintenance 1,000.00 188.31 - 811.69 19% 1,186.00 59.30 - 1,126.70 5% Equipmennt Maintenance - 100% 1,314.00 - - 1,314.00 0%Legal Services - 3,000.00 27,000.00 (30,000.00) 100% - - - - 100% Legal Fees - Comm Dev 29,145.59 - - 29,145.59 0% 90,132.37 - - 90,132.37 0% Professional Services 1,291,806.10 242,359.50 59,195.29 990,251.31 19% 680,523.75 242,722.29 153,558.50 284,242.96 36% Contract Serv ces i 794,500.00 282,138.14 498,119.46 14,242.40 36% 1,394,678.00 776,467.00 443,708.96 174,502.04 56% Training Expense 3,000.00 179.31 - 2,820.69 6% 6,000.00 95.00 - 5,905.00 2% Boards & Commissions 4,675.00 - - 4,675.00 0% 191.25 191.25 - - 100% Public Art 25,000.00 - - 25,000.00 0% - - - - 100%
Operations & Maintenance 2,253,332.69 561,974.98 584,314.75 1,107,042.96 25% 2,324,561.26 1,054,103.81 597,267.46 673,189.99 45% Community Development 4,234,746.69 1,579,379.44 584,314.75 2,071,052.50 37% 3,925,946.26 1,989,219.52 597,267.46 1,339,459.28 51%Total Community Development 4,234,746.69 1,579,379.44 584,314.75 2,071,052.50 37% 3,925,946.26 1,989,219.52 597,267.46 1,339,459.28 51% 19 - 63
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Community Services
Salaries - Regular Employees 76,654.00 49,281.11 - 27,372.89 64% 82,164.00 41,913.85 - 40,250.15 51% Salaries - Temp / Part 170,665.00 84,618.27 - 86,046.73 50% 160,000.00 82,735.91 - 77,264.09 52% Overtime 2,000.00 - - 2,000.00 0% - - - - 100%
Holiday - 100% - 1,102.97 - (1,102.97) 100%
Salaries 249,319.00 133,899.38 115,419.62 - 54% 242,164.00 125,752.73 - 116,411.27 52% Leave Buyback 2,193.00 - - 2,193.00 0% 2,100.00 - - 2,100.00 0% Retirement 6,132.00 8,049.56 - (1,917.56) 131% 6,610.00 11,759.77 - (5,149.77) 178%Deferred Compensation 767.00 467.46 - 299.54 61% 822.00 404.15 - 417.85 49%Workers Compensation Ins. 2,686.00 1,412.85 - 1,273.15 53% 3,399.00 1,389.76 - 2,009.24 41% Group Health Insurance 8,580.00 5,305.82 - 3,274.18 62% 8,580.00 5,005.00 - 3,575.00 58%Optical Insurance 165.00 96.04 - 68.96 58% 240.00 96.04 - 143.96 40%Dental Insurance 610.00 338.03 - 271.97 55% 900.00 355.81 - 544.19 40% Life Insurance 99.00 57.75 - 41.25 58% 99.00 57.75 - 41.25 58% FICA - Medicare 14,167.00 3,956.44 - 10,210.56 28% 1,191.00 3,329.68 - (2,138.68) 280% Fringe Benefits 35,399.00 19,683.95 - 15,715.05 56% 23,941.00 22,397.96 - 1,543.04 94% Office Supplies 3,000.00 772.03 - 2,227.97 26% 3,000.00 644.63 - 2,355.37 21%Postage 2,500.00 301.94 - 2,198.06 12% 3,000.00 990.00 - 2,010.00 33% Special Department Expense 30,700.00 15,740.68 1,246.66 13,712.66 51% 32,657.00 10,922.99 2,417.55 19,316.46 33%Advertising 3,780.00 225.00 - 3,555.00 6% 2,800.00 1,065.96 - 1,734.04 38% Printing and Duplication 4,500.00 455.48 - 4,044.52 10% 4,500.00 - - 4,500.00 0%Dues/Membership/Subscription 1,030.00 451.47 - 578.53 44% 760.00 472.45 - 287.55 62% Conference & Meeting Expense 2,000.00 480.00 - 1,520.00 24% 4,000.00 630.00 - 3,370.00 16% Equipment Maintenance 3,500.00 3,529.90 - (29.90) 101% 3,500.00 110.00 - 3,390.00 3% Building Maintenance 2,300.00 2,300.00 - - 100% 3,300.00 473.71 200.00 2,626.29 14% Contract Services 63,461.00 6,203.48 57,256.77 0.75 10% 66,003.00 8,172.37 60,230.38 (2,399.75) 12%Training Expenses 800.00 360.00 - 440.00 45% 500.00 214.00 - 286.00 43% Special Events 17,000.00 9,549.88 1,083.25 6,366.87 56% 17,000.00 6,629.06 1,602.30 8,768.64 39% Classes 16,000.00 7,916.30 - 8,083.70 49% 22,400.00 8,049.20 - 14,350.80 36% Lease Payment 2,460.00 109.80 - 2,350.20 4% 2,460.00 138.06 - 2,321.94 6% Operations & Maintenance 153,031.00 48,395.96 59,586.68 45,048.36 32% 165,880.00 38,512.43 64,450.23 62,917.34 23% Senior Center 437,749.00 201,979.29 59,586.68 176,183.03 46% 431,985.00 186,663.12 64,450.23 180,871.65 43% 19 - 64
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Community Services (Cont.)
Salaries - Permanent 168,858.00 72,375.45 - 96,482.55 43% 151,933.00 106,468.97 - 45,464.03 70% Salaries - Temp / Part 10,500.00 - - 10,500.00 0% 10,500.00 - - 10,500.00 0% Holiday 3,034.00 - - 3,034.00 0% - - - - 100%
Salaries 182,392.00 72,375.45 - 110,016.55 40% 162,433.00 106,468.97 - 55,964.03 66% Leave Buyback 3,989.00 - - 3,989.00 0% 2,000.00 - - 2,000.00 0% Retirement 22,391.00 9,551.68 - 12,839.32 43% 52,913.00 45,377.81 - 7,535.19 86% CalPERS UAL 50,114.00 50,562.95 - (448.95) 101% - - - - 100%Deferred Compensation 1,689.00 713.81 - 975.19 42% 1,140.00 1,049.69 - 90.31 92% Workers Compensation 1,943.00 804.34 - 1,138.66 41% 2,705.00 1,215.36 - 1,489.64 45% Group Health Insurance 12,285.00 6,107.34 - 6,177.66 50% 8,580.00 8,469.19 - 110.81 99% Optical Insurance 165.00 79.90 - 85.10 48% 240.00 123.35 - 116.65 51% Dental Insurance 682.00 327.61 - 354.39 48% 900.00 535.40 - 364.60 59%Life Insurance 99.00 48.03 - 50.97 49% 99.00 75.50 - 23.50 76% FICA - Medicare 2,448.00 1,024.07 - 1,423.93 42% 2,120.00 1,500.32 - 619.68 71% Fringe Benefits 95,805.00 69,219.73 - 26,585.27 72% 70,697.00 58,346.62 - 12,350.38 83% Office Supplies 1,000.00 129.57 - 870.43 13% 1,000.00 300.11 - 699.89 30%Postage 650.00 - - 650.00 0% 650.00 - - 650.00 0% Special Department Expense 12,315.36 7,473.65 - 4,841.71 61% 28,475.00 4,663.71 5,850.00 17,961.29 16% Advertising 1,000.00 - - 1,000.00 0% 150.00 - - 150.00 0% Printing/Duplicating 6,000.00 104.45 - 5,895.55 2% 11,100.00 6,051.29 - 5,048.71 55% Dues & Memberships 705.00 705.00 - - 100% 700.00 1,145.00 - (445.00) 164%Convention & Meeting Expense 2,000.00 - - 2,000.00 0% 2,000.00 60.00 - 1,940.00 3% Equipment Maintenance 4,100.00 368.88 - 3,731.12 9% 6,000.00 2,750.36 - 3,249.64 46%Building Maintenance 12,500.00 2,000.00 - 10,500.00 16% 22,500.00 2,938.62 - 19,561.38 13% Contract Services 8,450.00 4,706.69 3,682.63 60.68 56% 10,750.00 57,915.68 1,714.69 (48,880.37) 539% Training Expense 250.00 30.00 - 220.00 12% 250.00 - - 250.00 0% Special Events 50,000.00 42,398.27 - 7,601.73 85% 50,000.00 4,427.92 - 45,572.08 9% Lease Payment 300.00 109.80 - 190.20 37% 300.00 138.04 - 161.96 46% Operations & Maintenance 99,270.36 58,026.31 3,682.63 37,561.42 58% 133,875.00 80,390.73 7,564.69 45,919.58 60% Recreation 377,467.36 199,621.49 3,682.63 174,163.24 53% 367,005.00 245,206.32 7,564.69 114,233.99 67% 19 - 65
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Community Services (Cont.)
Salaries - Permanent 143,183.00 66,291.56 - 76,891.44 46% 145,584.00 72,299.36 - 73,284.64 50% Salaries - Temp / Part 508,295.00 149,399.47 - 358,895.53 29% 300,000.00 172,692.21 - 127,307.79 58% Overtime 2,500.00 1,119.95 - 1,380.05 45% 2,500.00 1,466.74 - 1,033.26 59% Holiday 2,347.00 533.20 - 1,813.80 23% - 1,894.54 - (1,894.54) 100% Salaries 656,325.00 217,344.18 438,980.82 - 33% 448,084.00 248,352.85 - 199,731.15 55% Leave Buyback 2,193.00 - - 2,193.00 0% 1,500.00 - - 1,500.00 0% Retirement 26,455.00 6,301.62 - 20,153.38 24% 11,712.00 14,732.90 - (3,020.90) 126%Deferred Compensation 1,432.00 802.31 - 629.69 56% 822.00 356.29 - 465.71 43%Workers Compensation 10,897.00 2,378.51 - 8,518.49 22% 3,223.00 2,681.59 - 541.41 83% Group Health Insurance 11,100.00 6,475.00 - 4,625.00 58% 11,100.00 6,475.00 - 4,625.00 58% Optical Insurance 329.00 192.08 - 136.92 58% 480.00 192.08 - 287.92 40% Dental Insurance 1,510.00 863.03 - 646.97 57% 1,800.00 880.81 - 919.19 49% Life Insurance 198.00 115.50 - 82.50 58% 198.00 115.50 - 82.50 58% FICA - Medicare 40,961.00 11,375.70 - 29,585.30 28% 2,111.00 12,075.82 - (9,964.82) 572% Fringe Benefits 95,075.00 28,503.75 - 66,571.25 30% 32,946.00 37,509.99 - (4,563.99) 114% Office Supplies 2,500.00 976.57 - 1,523.43 39% 2,500.00 847.18 - 1,652.82 34%Postage 1,250.00 - - 1,250.00 0% 1,250.00 250.00 - 1,000.00 20% Special Department Expense 5,200.00 418.57 - 4,781.43 8% 9,000.00 87.82 1,602.30 7,309.88 1% Advertising 2,800.00 - - 2,800.00 0% - - - - 100%
Printing/Duplicating 2,400.00 263.65 - 2,136.35 11% - - - - 100% Dues/Membership 1,195.00 340.00 - 855.00 28% 600.00 300.00 - 300.00 50% Conference & Meeting Expense 2,500.00 960.00 - 1,540.00 38% 2,000.00 930.00 - 1,070.00 47% Equipment Maintenance 850.00 549.69 - 300.31 65% 850.00 - - 850.00 0%Building Maintenance 20,450.00 7,567.16 - 12,882.84 37% 13,990.00 - 5,512.50 8,477.50 0% Contract Services 23,004.00 12,292.18 6,050.38 4,661.44 53% 27,225.00 20,463.98 3,974.22 2,786.80 75%Training Expense 800.00 200.00 - 600.00 25% 500.00 90.00 - 410.00 18%Special Events 56,800.00 38,958.54 - 17,841.46 69% 51,350.00 37,025.13 - 14,324.87 72% Classes 149,000.00 59,190.45 - 89,809.55 40% 130,000.00 90,135.46 - 39,864.54 69% Camp Services 57,960.00 21,618.14 1,805.91 34,535.95 37% 49,140.00 13,204.37 3,850.30 32,085.33 27%Teen Center 7,150.00 - - 7,150.00 0% 7,150.00 1,358.60 - 5,791.40 19% Lease Payment 260.00 109.80 - 150.20 42% 260.00 138.04 - 121.96 53% Operations & Maintenance 334,119.00 143,444.75 7,856.29 182,817.96 43% 295,815.00 164,830.58 14,939.32 116,045.10 56% After-School Day Care 1,085,519.00 389,292.68 7,856.29 688,370.03 36% 776,845.00 450,693.42 14,939.32 311,212.26 58% Total Community Services 1,900,735.36 790,893.46 71,125.60 1,038,716.30 42% 1,575,835.00 882,562.86 86,954.24 606,317.90 56% 19 - 66
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
FinanceSalaries - Permanent 535,178.00 274,272.53 - 260,905.47 51% 539,155.96 208,286.26 - 330,869.70 39% Salaries - Temp/Part - 100% 48,071.00 89,406.25 - (41,335.25) 186% Overtime - 222.40 - (222.40) 100% 2,050.00 4,032.64 - (1,982.64) 197% Holiday 4,540.00 - - 4,540.00 0% 6,780.00 - - 6,780.00 0% Salaries 539,718.00 274,494.93 265,223.07 - 51% 596,056.96 301,725.15 - 294,331.81 51% Leave Buyback 10,318.00 - - 10,318.00 0% 26,000.00 5,485.47 - 20,514.53 21% Retirement 42,762.00 19,938.18 - 22,823.82 47% 68,587.00 57,429.57 - 11,157.43 84% Deferred Compensation 5,338.00 2,647.70 - 2,690.30 50% 2,493.00 860.22 - 1,632.78 35% Workers Compensation 5,966.00 2,657.46 - 3,308.54 45% 8,229.00 3,031.40 - 5,197.60 37% Group Health Insurance 73,147.00 24,742.87 - 48,404.13 34% 39,761.00 20,350.25 - 19,410.75 51% Optical Insurance 998.00 479.46 - 518.54 48% 1,034.00 413.52 - 620.48 40% Dental Insurance 3,736.00 1,747.51 - 1,988.49 47% 3,879.00 1,553.31 - 2,325.69 40% Life Insurance 494.00 235.75 - 258.25 48% 427.00 208.69 - 218.31 49% FICA - Medicare 7,760.00 3,944.10 - 3,815.90 51% 10,127.00 4,721.39 - 5,405.61 47% Fringe Benefits 150,519.00 56,393.03 - 94,125.97 37% 160,537.00 94,053.82 - 66,483.18 59% Office Supplies 9,330.00 2,494.49 - 6,835.51 27% 9,000.00 4,444.51 - 4,555.49 49% Postage 3,000.00 1,716.12 - 1,283.88 57% 3,500.00 1,050.88 - 2,449.12 30% Special Department Expense 140,551.00 70,401.18 - 70,149.82 50% 72,648.00 74,598.15 1,089.00 (3,039.15) 103% Printing/Duplicating 3,950.00 3,022.94 - 927.06 77% 2,000.00 2,000.00 - - 100% Dues & Memberships 971.00 955.00 - 16.00 98% 2,500.00 1,068.29 - 1,431.71 43%Convention & Meeting Expense 6,793.00 8,838.46 - (2,045.46) 130% 5,000.00 5,635.54 - (635.54) 113%Equipment Maintenance - 100% 300.00 - - 300.00 0%Professional Service 149,887.00 78,621.89 17,337.42 53,927.69 52% 86,877.11 65,548.73 28,330.80 (7,002.42) 75% Contract Services 100,000.00 77,376.39 17,897.31 4,726.30 77% 280,750.00 26,051.25 10,318.75 244,380.00 9% Training Expense 3,916.00 3,552.96 - 363.04 91% 4,000.00 3,663.22 - 336.78 92% Operations & Maintenance 418,398.00 246,979.43 35,234.73 136,183.84 59% 466,575.11 184,060.57 39,738.55 242,775.99 39% Finance 1,108,635.00 577,867.39 35,234.73 495,532.88 52% 1,223,169.07 579,839.54 39,738.55 603,590.98 47% Unemployment Insurance - 3,439.00 - (3,439.00) 100% - 155,705.25 - (155,705.25) 100% Retiree Health Insurance 592,250.00 185,785.88 - 406,464.12 31% 600,000.00 298,081.95 - 301,918.05 50% Fringe Benefits 592,250.00 189,224.88 - 403,025.12 32% 600,000.00 453,787.20 - 146,212.80 76% Special Department Expense 9,600.00 10,469.00 - (869.00) 109% - 7,331.44 - (7,331.44) 100% Dues & Memberships 1,525.00 1,737.13 - (212.13) 114% 1,400.00 1,524.89 - (124.89) 109% Utilities 495,000.00 262,667.74 - 232,332.26 53% 495,000.00 281,663.24 - 213,336.76 57% Professional Services 135,000.00 44,201.96 10,073.04 80,725.00 33% 214,640.00 30,137.96 33,300.00 151,202.04 14%Contract Services 19,000.00 12,955.96 6,044.04 - 68% 16,000.00 7,136.32 8,863.68 - 45% Liability & Surety Bonds 1,110,000.00 - - 1,110,000.00 0% 1,190,000.00 - - 1,190,000.00 0% Property Tax Admin. Fee 177,069.00 189,686.19 - (12,617.19) 107% 177,100.00 177,069.26 - 30.74 100% Operations & Maintenance 1,947,194.00 521,717.98 16,117.08 1,409,358.94 27% 2,094,140.00 504,863.11 42,163.68 1,547,113.21 24% Non-Departmental/Overhead 2,539,444.00 710,942.86 16,117.08 1,812,384.06 28% 2,694,140.00 958,650.31 42,163.68 1,693,326.01 36%Total Finance 3,648,079.00 1,288,810.25 51,351.81 2,307,916.94 35% 3,917,309.07 1,538,489.85 81,902.23 2,296,916.99 39% 19 - 67
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
FireSalaries - Permanent 2,745,719.00 1,203,557.87 - 1,542,161.13 44% 2,478,360.00 1,740,142.22 - 738,217.78 70% Salaries - Temp/Part - 100% 28,576.00 11,226.32 - 17,349.68 39% Overtime 800,000.00 581,617.44 - 218,382.56 73% 600,000.00 599,845.39 - 154.61 100%Overtime - Flsa 98,000.00 16,357.85 - 81,642.15 17% 97,000.00 26,392.47 - 70,607.53 27% Overtime - Fire Strike 300,000.00 - - 300,000.00 0% 300,000.00 - - 300,000.00 0% Holiday 129,891.00 54,844.86 - 75,046.14 42% 90,000.00 73,825.38 - 16,174.62 82% Overtime - Special Detail 100,000.00 41,918.75 - 58,081.25 42% 100,000.00 112,402.50 - (12,402.50) 112% Salaries 4,173,610.00 1,898,296.77 2,275,313.23 - 45% 3,693,936.00 2,563,834.28 - 1,130,101.72 69% IOD - Safety - 140,473.39 - (140,473.39) 100% - 161,282.85 - (161,282.85) 100% Fitness 10,500.00 4,500.00 - 6,000.00 43% 9,000.00 5,900.00 - 3,100.00 66%Leave Buyback 34,214.00 7,432.51 - 26,781.49 22% 50,000.00 26,111.86 - 23,888.14 52% Retirement 538,397.00 269,804.66 - 268,592.34 50% 1,378,154.00 1,099,397.78 - 278,756.22 80% CalPERS UAL 1,024,111.00 970,913.51 - 53,197.49 95% - - - - 100% Deferred Compensation 26,898.00 20,247.61 - 6,650.39 75% 5,034.00 5,251.05 - (217.05) 104% Workers Compensation 238,767.00 157,296.97 - 81,470.03 66% 337,652.00 212,805.23 - 124,846.77 63% Disability Insurance - 8,900.91 - (8,900.91) 100% - 72,181.12 - (72,181.12) 100%Group Health Insurance 401,460.00 154,663.90 - 246,796.10 39% 269,760.00 154,550.00 - 115,210.00 57%Optical Insurance 5,143.00 2,423.60 - 2,719.40 47% 5,280.00 2,809.96 - 2,470.04 53% Dental Insurance 18,960.00 8,789.23 - 10,170.77 46% 19,800.00 9,816.50 - 9,983.50 50%Life Insurance 2,277.00 1,140.83 - 1,136.17 50% 2,178.00 1,270.50 - 907.50 58% FICA - Medicare 40,074.00 27,257.22 - 12,816.78 68% 35,936.00 38,873.24 - (2,937.24) 108% Uniform Allowance 18,992.00 9,074.45 - 9,917.55 48% 15,850.00 10,656.92 - 5,193.08 67% Fringe Benefits 2,359,793.00 1,782,918.79 - 576,874.21 76% 2,128,644.00 1,800,907.01 - 327,736.99 85% Office Supplies 3,700.00 1,229.47 - 2,470.53 33% 3,700.00 1,368.06 - 2,331.94 37% Postage 1,100.00 192.71 - 907.29 18% 1,000.00 577.20 - 422.80 58% Special Department Expense 44,000.00 13,375.61 8,666.63 21,957.76 30% 44,000.00 13,719.77 9,340.17 20,940.06 31% Fire Strike Team Expense - 100% 15,000.00 1,321.10 - 13,678.90 9% Medical Supplies 36,500.00 13,334.10 11,410.48 11,755.42 37% 124,060.00 95,573.31 21,375.44 7,111.25 77%Hazardous Materials 3,550.00 - - 3,550.00 0% 500.00 156.44 - 343.56 31% Ground Emergency Medical Trans 10,000.00 - - 10,000.00 0% 37,000.00 13,119.22 - 23,880.78 35% Accelerant Detection K9 3,500.00 3,382.90 - 117.10 97% 5,000.00 982.56 - 4,017.44 20%Printing/Duplicating 500.00 683.31 - (183.31) 137% 2,500.00 1,800.81 - 699.19 72% Dues & Memberships 1,500.00 - - 1,500.00 0% 2,000.00 1,791.10 - 208.90 90% Books & Periodicals 2,000.00 - - 2,000.00 0% 2,000.00 1,168.61 - 831.39 58% Conference & Meeting Expense 3,000.00 1,200.00 - 1,800.00 40% 3,000.00 1,613.77 - 1,386.23 54% Vehicle Maintenance 52,500.00 29,273.03 - 23,226.97 56% 42,500.00 24,066.81 1,240.40 17,192.79 57% Fuel 30,000.00 5,703.11 114.90 24,181.99 19% 30,000.00 2,772.32 - 27,227.68 9% Equipment Maintenance 11,000.00 736.68 - 10,263.32 7% 11,000.00 2,255.00 - 8,745.00 21%Building Maintenance 10,000.00 9,582.74 - 417.26 96% 10,000.00 2,719.19 - 7,280.81 27%Safety Clothing/Equipment 35,000.00 15,483.22 5,378.62 14,138.16 44% 131,000.00 29,469.45 154,153.96 (52,623.41) 22% Professional Service 103,950.00 16,694.05 18,755.95 68,500.00 16% 42,000.00 13,939.47 25,510.53 2,550.00 33%Contract Services 264,372.00 154,943.99 26,567.37 82,860.64 59% 225,000.00 101,386.94 43,663.28 79,949.78 45% Contract Svcs-Command Sharing 132,500.00 33,851.82 - 98,648.18 26% 95,000.00 25,918.38 - 69,081.62 27% Training Expense 12,000.00 4,603.88 - 7,396.12 38% 14,000.00 6,103.22 - 7,896.78 44%Machinery & Equipment - 100% 7,500.00 - - 7,500.00 0% Operations & Maintenance 760,672.00 304,270.62 70,893.95 385,507.43 40% 847,760.00 341,822.73 255,283.78 250,653.49 40% Fire 7,294,075.00 3,985,486.18 70,893.95 3,237,694.87 55% 6,670,340.00 4,706,564.02 255,283.78 1,708,492.20 71% Special Department Expense 29,500.00 8,090.91 - 21,409.09 27% 40,000.00 27,503.35 - 12,496.65 69% Contract Services 25,500.00 16,500.00 - 9,000.00 65% 15,000.00 - - 15,000.00 0% Operations & Maintenance 55,000.00 24,590.91 - 30,409.09 45% 55,000.00 27,503.35 - 27,496.65 50% Emergency Preparedness 55,000.00 24,590.91 - 30,409.09 45% 55,000.00 27,503.35 - 27,496.65 50%Total Fire 7,349,075.00 4,010,077.09 70,893.95 3,268,103.96 55% 6,725,340.00 4,734,067.37 255,283.78 1,735,988.85 70% 19 - 68
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Library
Salaries - Permanent 904,837.00 461,098.80 - 443,738.20 51% 824,172.00 432,879.08 - 391,292.92 53% Salaries - Temp / Part 360,000.00 155,272.84 - 204,727.16 43% 342,000.00 165,475.75 - 176,524.25 48% Overtime - 24.32 - (24.32) 100% 1,000.00 149.54 - 850.46 15% Holiday 13,598.00 405.69 - 13,192.31 3% 2,000.00 1,391.30 - 608.70 70% Salaries 1,278,435.00 616,801.65 661,633.35 - 48% 1,169,172.00 599,895.67 - 569,276.33 51% Leave Buyback 18,553.00 - - 18,553.00 0% 18,000.00 5,964.58 - 12,035.42 33% Retirement 100,577.00 54,123.61 - 46,453.39 54% 191,378.00 164,023.84 - 27,354.16 86% CalPERS UAL 153,309.00 154,682.44 - (1,373.44) 101% - - - - 100% Deferred Compensation 8,947.00 4,377.08 - 4,569.92 49% 1,387.00 1,034.45 - 352.55 75% Workers Compensation 19,762.00 7,134.22 - 12,627.78 36% 15,145.00 7,069.04 - 8,075.96 47% Group Health Insurance 154,200.00 63,355.00 - 90,845.00 41% 104,280.00 58,055.00 - 46,225.00 56% Optical Insurance 2,174.00 1,111.60 - 1,062.40 51% 2,400.00 960.68 - 1,439.32 40% Dental Insurance 7,840.00 4,073.70 - 3,766.30 52% 9,000.00 3,946.58 - 5,053.42 44% Life Insurance 990.00 494.68 - 495.32 50% 990.00 487.50 - 502.50 49%FICA - Medicare 66,051.00 15,969.90 - 50,081.10 24% 33,246.00 16,230.92 - 17,015.08 49% Fringe Benefits 532,403.00 305,322.23 - 227,080.77 57% 375,826.00 257,772.59 - 118,053.41 69% Office Supplies 7,500.00 2,585.77 - 4,914.23 34% 6,500.00 3,099.88 - 3,400.12 48% Postage 2,200.00 - - 2,200.00 0% 1,500.00 (106.29) - 1,606.29 -7% Special Department Expense 36,270.00 20,167.48 - 16,102.52 56% 20,000.00 12,468.81 - 7,531.19 62% Library Periodicals 7,100.00 5,774.33 - 1,325.67 81% 7,000.00 6,431.83 104.76 463.41 92% Digital Resources 20,000.00 19,908.81 - 91.19 100% 20,000.00 17,682.48 - 2,317.52 88% Advertising 100% 1,000.00 - - - 1,000.00 0%
Printing/Duplicating 4,500.00 1,365.04 - 3,134.96 30% 3,500.00 3,313.02 - 186.98 95% Dues & Memberships 5,400.00 2,981.00 - 2,419.00 55% 4,200.00 3,009.00 - 1,191.00 72% Mileage Reimbursement 100.00 12.53 - 87.47 13% 100.00 - - 100.00 0%Books/DVDs/CDs 113,000.00 55,184.29 52,605.52 5,210.19 49% 106,000.00 50,073.61 55,911.22 15.17 47% E-Books 38,000.00 27,943.72 8,056.28 2,000.00 74% 35,000.00 22,538.72 12,461.28 - 64% Conference & Meeting Expense 6,845.00 302.48 - 6,542.52 4% 2,000.00 700.22 - 1,299.78 35% Equipment Maintenance 3,000.00 1,300.40 - 1,699.60 43% 3,000.00 1,216.72 - 1,783.28 41% Building Maintenance 6,250.00 1,549.99 - 4,700.01 25% 5,000.00 1,491.99 - 3,508.01 30%CENIC WiFi Expenses 11,500.00 4,425.33 7,074.67 - 38% 11,500.00 5,435.16 6,064.84 - 47% Equipment Leasing 450.00 432.24 - 17.76 96% - - - - 100% Professional Service 15,800.00 7,028.69 2,196.31 6,575.00 44% 34,600.00 5,143.40 21,456.60 8,000.00 15% Contract Services 84,050.00 81,209.14 1,012.55 1,828.31 97% 73,000.00 72,308.38 996.45 (304.83) 99% Training Expense 2,500.00 986.09 - 1,513.91 39% 1,500.00 430.43 - 1,069.57 29% Board Commission Expense 1,500.00 266.02 - 1,233.98 18% 1,500.00 - - 1,500.00 0% Buildings & Improvements 10,000.00 - - 10,000.00 0% 38,900.00 - - 38,900.00 0% Computer Equipment - 100% 2,000.00 - - 2,000.00 0%
Operations & Maintenance 375,965.00 233,423.35 70,945.33 71,596.32 62% 377,800.00 205,237.36 96,995.15 75,567.49 54% Machinery & Equipment 49,000.00 - - 49,000.00 0% 15,000.00 219.40 4,004.11 10,776.49 1% Capital Outlay 49,000.00 - - 49,000.00 0% 15,000.00 219.40 4,004.11 10,776.49 1% Library 2,235,803.00 1,155,547.23 70,945.33 1,009,310.44 52% 1,937,798.00 1,063,125.02 100,999.26 773,673.72 55%Total Library 2,235,803.00 1,155,547.23 70,945.33 1,009,310.44 52% 1,937,798.00 1,063,125.02 100,999.26 773,673.72 55% 19 - 69
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Management Services 100%
Postage 100.00 - - 100.00 0% - - - - 100%
Special Department Expense - - 100% 1,343.00 1,342.17 - 0.83 100% Advertising 2,300.00 - - 2,300.00 0% 5,000.00 855.00 - 4,145.00 17% Professional Service 61,500.00 (75.92) - 61,575.92 0% 78,292.00 902.38 - 77,389.62 1% Operations & Maintenance 63,900.00 (75.92) - 63,975.92 0% 84,635.00 3,099.55 - 81,535.45 4% Elections 63,900.00 (75.92) - 63,975.92 0% 84,635.00 3,099.55 - 81,535.45 4% Salaries Permenant 170,781.00 169,091.55 - 1,689.45 99% 244,509.00 96,592.64 - 147,916.36 40% Salaries - Temp / Part 78,000.00 (7,893.74) - 85,893.74 -10% 95,000.00 28,092.15 - 66,907.85 30% Overtime - 2,400.76 - (2,400.76) 100% 5,000.00 - - 5,000.00 0% Salaries 248,781.00 163,598.57 - 85,182.43 66% 344,509.00 124,684.79 - 219,824.21 36% Leave Buyback 3,146.00 - - 3,146.00 0% 15,000.00 - - 15,000.00 0%Retirement 22,646.00 17,502.08 - 5,143.92 77% 61,369.00 38,507.36 - 22,861.64 63% CalPERS UAL 50,376.00 50,827.30 - (451.30) 101% - - - - 100%Deferred Compensation 1,708.00 1,623.48 - 84.52 95% 1,527.00 488.83 - 1,038.17 32% Workers Compensation 2,392.00 1,592.53 - 799.47 67% 4,229.00 518.52 - 3,710.48 12%Group Health Insurance 7,979.00 12,382.46 - (4,403.46) 155% 9,348.00 2,659.79 - 6,688.21 28%Optical Insurance 153.00 240.23 - (87.23) 157% 415.00 51.02 - 363.98 12%Dental Insurance 567.00 845.56 - (278.56) 149% 1,557.00 189.09 - 1,367.91 12%Life Insurance 92.00 132.81 - (40.81) 144% 171.00 24.39 - 146.61 14%FICA - Medicare 6,263.00 2,327.49 - 3,935.51 37% 3,315.00 785.39 - 2,529.61 24% Fringe Benefits 95,322.00 87,473.94 - 7,848.06 92% 96,931.00 43,224.39 - 53,706.61 45% Office Supplies 15,000.00 4,342.03 - 10,657.97 29% 16,000.00 8,755.26 - 7,244.74 55% Postage 300.00 - - 300.00 0% 300.00 - - 300.00 0%Special Department Expense 1,000.00 908.96 - 91.04 91% - - - - 100% Printing/Duplicating 500.00 - - 500.00 0% 70.00 - - 70.00 0% Dues & Memberships 700.00 745.00 - (45.00) 106% 605.00 90.00 - 515.00 15%Convention & Meeting Expense 4,000.00 3,035.66 - 964.34 76% 400.00 - - 400.00 0% Equipment Maintenance - 100% 500.00 - - 500.00 0%Professional Service 10,000.00 - - 10,000.00 0% 200.00 - - 200.00 0% Contract Services 120,000.00 41,829.42 42,770.58 35,400.00 35% - - - - 100% Training Expense 500.00 - - 500.00 0% - - - - 100%
Operations & Maintenance 152,000.00 50,861.07 42,770.58 58,368.35 33% 18,075.00 8,845.26 - 9,229.74 49% Management Services 496,103.00 301,933.58 42,770.58 151,398.84 61% 459,515.00 176,754.44 - 282,760.56 38% Special Department Expense 1,000.00 - - 1,000.00 0% 1,000.00 - - 1,000.00 0% Dues & Memberships 475.00 100.00 - 375.00 21% 200.00 230.00 - (30.00) 115% Telephone 398,528.00 199,058.97 - 199,469.03 50% 369,000.00 192,919.75 - 176,080.25 52% Equipment Maintenance - 100% 230.00 - - 230.00 0%
Professional Service 301,000.00 199,854.36 81,459.68 19,685.96 66% 306,808.00 184,613.35 - 122,194.65 60% Contract Services 207,036.00 95,082.32 111,953.68 - 46% 93,044.00 50,413.66 - 42,630.34 54% Lease Payment 24,000.00 11,783.00 12,217.00 - 49% 25,000.00 15,487.54 - 9,512.46 62% Copier Usage Charge 26,000.00 16,796.83 - 9,203.17 65% 20,000.00 12,361.89 - 7,638.11 62% Operations & Maintenance 958,039.00 522,675.48 93,676.68 341,686.84 55% 815,282.00 456,026.19 - 359,255.81 56% Computer Equipment 197,000.00 94,951.17 64,902.43 37,146.40 48% 127,000.00 38,410.93 - 88,589.07 30% Capital Outlay 197,000.00 94,951.17 64,902.43 37,146.40 48% 127,000.00 38,410.93 - 88,589.07 30% Information Services 1,155,039.00 617,626.65 158,579.11 378,833.24 53% 942,282.00 494,437.12 - 447,844.88 52% 19 - 70
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Management Services (Cont.)
Salaries - Permanent 182,655.00 61,848.85 - 120,806.15 34% 195,943.00 61,197.82 - 134,745.18 31% Salaries - Temp / Part - 100% 40,925.00 57,738.72 - (16,813.72) 141% Overtime - 3,564.78 - (3,564.78) 100% - - - - 100%
Salaries 182,655.00 65,413.63 - 117,241.37 36% 236,868.00 118,936.54 - 117,931.46 50% Retirement 14,612.00 4,701.61 - 9,910.39 32% 49,993.00 36,826.41 - 13,166.59 74% Deferred Compensation 1,827.00 563.02 - 1,263.98 31% 1,216.00 475.17 - 740.83 39% Workers Compensation 1,984.00 637.28 - 1,346.72 32% 3,625.00 634.42 - 2,990.58 18% Group Health Insurance 29,820.00 6,875.00 - 22,945.00 23% 28,386.00 2,860.00 - 25,526.00 10% Optical Insurance 405.00 150.92 - 254.08 37% 456.00 68.60 - 387.40 15% Dental Insurance 1,510.00 531.19 - 978.81 35% 1,710.00 254.15 - 1,455.85 15% Life Insurance 198.00 73.93 - 124.07 37% 188.00 34.50 - 153.50 18% FICA - Medicare 2,648.00 926.90 - 1,721.10 35% 2,841.00 686.08 - 2,154.92 24% Fringe Benefits 53,004.00 14,459.85 - 38,544.15 27% 88,415.00 41,839.33 - 46,575.67 47% Postage 750.00 32.05 - 717.95 4% 500.00 97.50 - 402.50 20% Special Department Expense 2,400.00 960.59 - 1,439.41 40% 4,300.00 925.71 - 3,374.29 22%Advertising 44,850.00 30,598.53 - 14,251.47 68% 20,000.00 120.00 - 19,880.00 1% Printing/Duplicating 1,000.00 148.23 - 851.77 15% 500.00 230.45 - 269.55 46%Dues & Memberships 800.00 240.00 - 560.00 30% 1,000.00 - - 1,000.00 0% Mileage/Auto Allowance 500.00 - - 500.00 0% 500.00 - - 500.00 0% Convention & Meeting Expense 2,460.00 395.00 - 2,065.00 16% 3,000.00 741.90 - 2,258.10 25%Commissioner Congress - 100% 8,000.00 - - 8,000.00 0% Equipment Maintenance - 100% 2,000.00 299.02 - 1,700.98 15%Professional Service 75,000.00 32,415.00 42,585.00 - 43% 97,000.00 28,985.00 53,970.00 14,045.00 30% Contract Services 83,200.00 5,076.33 40,007.27 38,116.40 6% 52,483.00 19,647.72 - 32,835.28 37% Training Expense 700.00 50.22 - 649.78 7% 1,000.00 500.00 - 500.00 50% Operations & Maintenance 211,660.00 69,915.95 82,592.27 59,151.78 33% 190,283.00 51,547.30 53,970.00 84,765.70 27% City Clerk 447,319.00 149,789.43 82,592.27 214,937.30 33% 515,566.00 212,323.17 53,970.00 249,272.83 41% Salaries - Permanent 268,340.00 126,500.31 - 141,839.69 47% 247,824.00 155,201.98 - 92,622.02 63% Salaries - Temp / Part 75,080.00 124,777.06 - (49,697.06) 166% 31,075.00 24,993.16 - 6,081.84 80% Overtime - 4,032.78 - (4,032.78) 100% - - - - 100%
Salaries 343,420.00 255,310.15 - 88,109.85 74% 278,899.00 180,195.14 - 98,703.86 65% Retirement 27,489.00 13,843.76 - 13,645.24 50% 52,738.00 33,091.64 - 19,646.36 63% CalPERS UAL 37,944.00 38,283.93 - (339.93) 101% - - - - 100%Deferred Compensation 2,683.00 1,255.09 - 1,427.91 47% 1,166.00 - - 1,166.00 0% Workers Compensation 2,914.00 4,109.62 - (1,195.62) 141% 4,585.00 - - 4,585.00 0% Group Health Insurance 44,067.00 14,548.73 - 29,518.27 33% 34,618.00 - - 34,618.00 0% Optical Insurance 536.00 234.48 - 301.52 44% 576.00 - - 576.00 0% Dental Insurance 2,003.00 848.26 - 1,154.74 42% 2,160.00 - - 2,160.00 0% Life Insurance 248.00 122.11 - 125.89 49% 238.00 - - 238.00 0% FICA - Medicare 3,891.00 3,672.17 - 218.83 94% 3,593.00 - - 3,593.00 0% Fringe Benefits 121,775.00 76,918.15 - 44,856.85 63% 99,674.00 33,091.64 - 66,582.36 33% Postage 350.00 11.85 - 338.15 3% 350.00 70.54 - 279.46 20% Special Department Expense 34,500.00 29,895.33 - 4,604.67 87% 38,000.00 42,499.48 - (4,499.48) 112% Advertising 10,000.00 3,630.43 - 6,369.57 36% 7,000.00 2,317.40 - 4,682.60 33% Printing/Duplicating 1,000.00 - - 1,000.00 0% 1,000.00 717.73 - 282.27 72%Dues & Memberships 6,319.00 5,038.43 - 1,280.57 80% 6,000.00 5,493.60 - 506.40 92% Convention & Meeting Expense 7,250.00 75.00 - 7,175.00 1% 8,000.00 7,432.57 - 567.43 93%Legal Service 130,000.00 3,852.90 - 126,147.10 3% 119,569.00 30,498.10 - 89,070.90 26%Professional Service 35,000.00 35,404.73 507.93 (912.66) 101% 332,500.00 75,163.54 2,310.00 255,026.46 23% Contract Services 142,000.00 25,442.55 23,189.11 93,368.34 18% 105,000.00 39,239.94 - 65,760.06 37% Training Expense 10,000.00 6,888.43 2,025.00 1,086.57 69% 1,656.00 380.65 - 1,275.35 23% Operations & Maintenance 376,419.00 110,239.65 25,722.04 240,457.31 29% 619,075.00 203,813.55 2,310.00 412,951.45 33% Human Resources 841,614.00 442,467.95 25,722.04 373,424.01 53% 997,648.00 417,100.33 2,310.00 578,237.67 42% 19 - 71
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Management Services (Cont.)
Legal Services 420,000.00 410,987.08 - 9,012.92 98% 895,139.73 519,539.73 16,848.00 358,752.00 58% Legal Services-CalTrans Housng 53,000.00 33,676.46 7,976.54 11,347.00 64% 71,063.00 - - 71,063.00 0% Professional Services - 7,211.40 - (7,211.40) 100% - - - - 100% Operations & Maintenance 473,000.00 451,874.94 7,976.54 13,148.52 96% 966,202.73 519,539.73 16,848.00 429,815.00 54% Legal Services 473,000.00 451,874.94 7,976.54 13,148.52 96% 966,202.73 519,539.73 16,848.00 429,815.00 54%Total Management Services 3,476,975.00 1,963,616.63 317,640.54 1,195,717.83 56% 3,965,848.73 1,823,254.34 73,128.00 2,069,466.39 46% PoliceSalaries - Permanent 5,137,092.00 2,195,529.50 - 2,941,562.50 43% 4,944,653.00 2,468,753.38 - 2,475,899.62 50% Salaries - Temp / Part 104,419.00 87,470.10 - 16,948.90 84% 160,000.00 79,609.91 - 80,390.09 50% Overtime 885,071.00 750,092.56 - 134,978.44 85% 792,000.00 521,883.07 - 270,116.93 66% Holiday 226,708.00 111,092.61 - 115,615.39 49% 200,000.00 136,569.12 - 63,430.88 68% Overtime - Special Detail 450,000.00 56,684.46 - 393,315.54 13% 250,000.00 259,129.64 - (9,129.64) 104% Overtime - DUI Checkpoint 47,000.00 17,724.95 - 29,275.05 38% 67,000.00 11,465.20 - 55,534.80 17% Salaries 6,850,290.00 3,218,594.18 3,631,695.82 - 47% 6,413,653.00 3,477,410.32 - 2,936,242.68 54% IOD - Safety - 69,543.30 - (69,543.30) 100% 76,200.00 115,831.87 - (39,631.87) 152% Leave Buyback 13,683.00 683.20 - 12,999.80 5% 38,000.00 22,946.51 - 15,053.49 60% Retirement 858,701.00 414,538.51 - 444,162.49 48% 2,227,309.00 1,754,947.65 - 472,361.35 79% CalPERS UAL 1,237,237.00 1,172,734.49 - 64,502.51 95% - - - - 100% Deferred Compensation 50,434.00 32,683.35 - 17,750.65 65% 4,780.00 6,620.09 - (1,840.09) 138%Workers Compensation 201,506.00 112,318.93 - 89,187.07 56% 228,697.00 123,754.19 - 104,942.81 54% Disability Insurance - 8,940.85 - (8,940.85) 100% - 20,976.75 - (20,976.75) 100%Group Health Insurance 846,120.00 285,425.74 - 560,694.26 34% 477,314.00 271,399.28 - 205,914.72 57% Optical Insurance 11,994.00 5,104.84 - 6,889.16 43% 12,960.00 5,328.72 - 7,631.28 41% Dental Insurance 43,409.00 18,098.25 - 25,310.75 42% 48,600.00 19,336.95 - 29,263.05 40%Life Insurance 5,445.00 2,492.71 - 2,952.29 46% 5,346.00 2,632.50 - 2,713.50 49% FICA - Medicare 83,281.00 47,382.13 - 35,898.87 57% 71,684.00 51,108.23 - 20,575.77 71% Uniform Allowance - 23,107.20 - (23,107.20) 100% 45,000.00 26,633.55 - 18,366.45 59% Fringe Benefits 3,351,810.00 2,193,053.50 - 1,158,756.50 65% 3,235,890.00 2,421,516.29 - 814,373.71 75% Office Supplies 29,000.00 10,916.57 - 18,083.43 38% 29,000.00 10,696.17 - 18,303.83 37% Postage 5,250.00 2,644.57 - 2,605.43 50% 5,000.00 3,546.57 - 1,453.43 71% Special Department Expense 112,500.00 25,597.23 322.51 86,580.26 23% 64,500.00 17,993.09 - 46,506.91 28% OTS Grant Expenses 8,000.00 3,450.03 - 4,549.97 43% 8,000.00 1,000.84 - 6,999.16 13% K9 Expenses 9,000.00 8,376.72 - 623.28 93% 9,000.00 7,874.42 - 1,125.58 87%Printing/Duplicating 22,000.00 11,714.32 5,358.62 4,927.06 53% 20,000.00 13,826.19 3,542.87 2,630.94 69% Dues & Memberships 3,700.00 585.00 - 3,115.00 16% 3,700.00 2,025.00 - 1,675.00 55% Convention & Meeting Expense 8,000.00 7,226.85 - 773.15 90% 8,000.00 1,050.18 - 6,949.82 13% Vehicle Maintenance 81,000.00 27,312.71 35,591.78 18,095.51 34% 130,000.00 36,574.60 52,521.31 40,904.09 28% Fuel 65,000.00 38,597.17 - 26,402.83 59% 120,000.00 41,363.77 - 78,636.23 34% Equipment 25,000.00 8,486.26 - 16,513.74 34% 25,000.00 440.86 549.51 24,009.63 2% Equipment Maintenance 21,000.00 5,512.35 7,000.00 8,487.65 26% 20,000.00 7,952.32 4,728.80 7,318.88 40% Safety Clothing/Equipment 35,000.00 13,422.71 5,913.26 15,664.03 38% 30,000.00 5,992.36 6,769.49 17,238.15 20% Professional Service 205,823.00 70,525.36 50,669.91 84,627.73 34% 189,250.00 132,129.41 30,303.47 26,817.12 70%Reserves and Volunteers 7,500.00 - - 7,500.00 0% 7,500.00 - - 7,500.00 0% Contract Services 686,472.00 255,551.00 331,212.92 99,708.08 37% 652,037.00 290,797.49 254,928.25 106,311.26 45% Training Expense 40,000.00 26,804.53 - 13,195.47 67% 33,000.00 15,367.24 - 17,632.76 47% Training Expense - POST Reimb. 30,000.00 28,238.82 - 1,761.18 94% 30,000.00 14,893.82 - 15,106.18 50% Operations & Maintenance 1,394,245.00 544,962.20 436,069.00 413,213.80 39% 1,383,987.00 603,524.33 353,343.70 427,118.97 44% Police 11,596,345.00 5,956,609.88 436,069.00 5,203,666.12 51% 11,033,530.00 6,502,450.94 353,343.70 4,177,735.36 59%Total Police 11,596,345.00 5,956,609.88 436,069.00 5,203,666.12 51% 11,033,530.00 6,502,450.94 353,343.70 4,177,735.36 59% 19 - 72
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Public WorksSalaries - Permanent 479,259.00 217,436.17 - 261,822.83 45% 315,329.00 154,945.65 - 160,383.35 49% Salaries - Temp / Part 31,247.00 3,277.34 - 27,969.66 10% 22,000.00 7,788.68 - 14,211.32 35% Overtime - 1,080.61 - (1,080.61) 100% 7,000.00 1,018.16 - 5,981.84 15% Holiday - 181.47 - (181.47) 100% - - - - 100%
Salaries 510,506.00 221,975.59 - 288,530.41 43% 344,329.00 163,752.49 - 180,576.51 48% Leave Buyback 3,919.00 - - 3,919.00 0% 7,894.00 - - 7,894.00 0% Retirement 50,837.00 23,342.56 - 27,494.44 46% 71,359.00 58,315.63 - 13,043.37 82% CalPERS UAL 71,623.00 72,264.65 - (641.65) 101% - - - - 100%Deferred Compensation 4,793.00 2,226.62 - 2,566.38 46% 1,741.00 540.86 - 1,200.14 31% Workers Compensation 6,120.00 2,663.70 - 3,456.30 44% 7,914.00 1,778.54 - 6,135.46 22% Disability Insurance - 10,158.83 - (10,158.83) 100% - 2,594.12 - (2,594.12) 100% Group Health Insurance 68,466.00 26,589.85 - 41,876.15 39% 22,197.00 12,225.02 - 9,971.98 55% Optical Insurance 983.00 471.29 - 511.71 48% 732.00 334.04 - 397.96 46% Dental Insurance 3,908.00 1,879.09 - 2,028.91 48% 2,745.00 1,262.39 - 1,482.61 46% Life Insurance 455.00 223.92 - 231.08 49% 302.00 174.58 - 127.42 58% FICA - Medicare 9,340.00 3,475.32 - 5,864.68 37% 4,563.00 2,525.80 - 2,037.20 55% Fringe Benefits 220,444.00 143,295.83 - 77,148.17 65% 119,447.00 79,750.98 - 39,696.02 67% Office Supplies 3,000.00 1,258.42 - 1,741.58 42% 3,000.00 2,095.58 - 904.42 70% Postage 2,000.00 639.44 - 1,360.56 32% 2,000.00 539.46 - 1,460.54 27% Special Department Expense 31,000.00 20,198.58 300.00 10,501.42 65% 30,000.00 57,703.70 1,027.33 (28,731.03) 192% Advertising 2,000.00 - - 2,000.00 0% 4,500.00 1,446.75 - 3,053.25 32%Printing/Duplicating 7,500.00 4,144.19 - 3,355.81 55% 7,500.00 451.86 - 7,048.14 6% Dues & Memberships 4,400.00 (25.07) - 4,425.07 -1% 2,250.00 - - 2,250.00 0% Conference & Meeting Expense 3,700.00 1,876.81 - 1,823.19 51% 3,700.00 35.47 - 3,664.53 1% Vehicle Maintenance 2,000.00 379.60 - 1,620.40 19% 2,000.00 21,070.65 250.00 (19,320.65) 1054% Fuel 3,000.00 852.48 2.25 2,145.27 28% 3,000.00 - - 3,000.00 0% Safety Clothing/Equipment 1,500.00 452.33 547.67 500.00 30% 1,500.00 698.48 142.47 659.05 47% Professional Service 400,000.00 9,262.50 18,037.50 372,700.00 2% 400,000.00 47,715.00 - 352,285.00 12% Contract Services 50,000.00 - - 50,000.00 0% - - - - 100% Training Expense 2,200.00 - - 2,200.00 0% 2,000.00 - - 2,000.00 0% Operations & Maintenance 512,300.00 39,039.28 18,887.42 454,373.30 8% 461,450.00 131,756.95 1,419.80 328,273.25 29% Admin. & Engineering 1,243,250.00 404,310.70 18,887.42 820,051.88 33% 925,226.00 375,260.42 1,419.80 548,545.78 41% Salaries - Permanent 56,167.00 22,183.22 - 33,983.78 39% 136,348.00 11,315.61 - 125,032.39 8%Salaries - Temp/ Part - 100% 4,000.00 1,383.55 - 2,616.45 35% Overtime - 117.68 - (117.68) 100% - 59.29 - (59.29) 100% Holiday - 42.33 - (42.33) 100% - - - - 100%
Salaries 56,167.00 22,343.23 - 33,823.77 40% 140,348.00 12,758.45 - 127,589.55 9% Leave Buyback 980.00 - - 980.00 0% - - - - 100%
Retirement 6,249.00 2,581.21 - 3,667.79 41% 19,616.00 13,419.15 - 6,196.85 68% CalPERS UAL 10,002.00 10,091.60 - (89.60) 101% - - - - 100% Deferred Compensation 562.00 216.60 - 345.40 39% 348.00 84.12 - 263.88 24% Workers Compensation 610.00 222.89 - 387.11 37% 3,323.00 126.19 - 3,196.81 4%Group Health Insurance 7,914.00 1,957.54 - 5,956.46 25% 14,343.00 455.01 - 13,887.99 3%Vision Insurance 112.00 37.64 - 74.36 34% 276.00 22.29 - 253.71 8% Dental Insurance 421.00 138.81 - 282.19 33% 1,035.00 83.00 - 952.00 8%Life Insurance 50.00 17.29 - 32.71 35% 114.00 10.79 - 103.21 9%FICA - Medicare 814.00 316.34 - 497.66 39% 1,977.00 188.71 - 1,788.29 10% Fringe Benefits 27,714.00 15,579.92 - 12,134.08 56% 41,032.00 14,389.26 - 26,642.74 35% 19 - 73
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Public Works (Cont.)
Postage 5,000.00 - - 5,000.00 0% 5,000.00 - - 5,000.00 0% Special Department Expense 25,000.00 1,044.28 - 23,955.72 4% 25,000.00 63.96 - 24,936.04 0% Advertising 3,000.00 - - 3,000.00 0% 3,000.00 - - 3,000.00 0% Printing/Duplicating 15,000.00 - - 15,000.00 0% 15,000.00 - - 15,000.00 0% Conference & Meeting Expense 600.00 - - 600.00 0% 600.00 - - 600.00 0% Professional Services 75,000.00 4,635.00 29,619.00 40,746.00 6% 75,000.00 25,525.00 - 49,475.00 34% Operations & Maintenance 123,600.00 5,679.28 29,619.00 88,301.72 5% 123,600.00 25,588.96 - 98,011.04 21% Environmental Services 207,481.00 43,602.43 29,619.00 134,259.57 21% 304,980.00 52,736.67 - 252,243.33 17% Salaries - Permanent 101,744.00 39,849.50 - 61,894.50 39% 151,858.00 62,151.08 - 89,706.92 41% Overtime - 1,077.74 - (1,077.74) 100% 2,000.00 1,751.10 - 248.90 88% Holiday 2,902.00 284.47 - 2,617.53 10% - - - - 100%
Salaries 104,646.00 41,211.71 - 63,434.29 39% 153,858.00 63,902.18 - 89,955.82 42% Leave Buyback 1,539.00 - - 1,539.00 0% 2,000.00 - - 2,000.00 0% Retirement 10,992.00 4,618.30 - 6,373.70 42% 40,077.00 31,434.35 - 8,642.65 78% CalPERS UAL 16,478.00 16,625.62 - (147.62) 101% - - - - 100%Deferred Compensation 1,013.00 392.04 - 620.96 39% 82.00 349.08 - (267.08) 426% Workers Compensation 3,472.00 1,186.23 - 2,285.77 34% 5,682.00 1,189.49 - 4,492.51 21% Disability Insurance 100% - - 907.79 - (907.79) 100%
Group Health Insurance 26,874.00 6,982.59 - 19,891.41 26% 19,966.00 7,053.29 - 12,912.71 35% Optical Insurance 330.00 116.31 - 213.69 35% 504.00 159.34 - 344.66 32% Dental Insurance 1,234.00 428.26 - 805.74 35% 1,890.00 596.34 - 1,293.66 32%Life Insurance 149.00 53.19 - 95.81 36% 208.00 71.33 - 136.67 34%FICA - Medicare 1,475.00 571.28 - 903.72 39% 2,202.00 908.06 - 1,293.94 41% Fringe Benefits 63,556.00 30,973.82 - 32,582.18 49% 72,611.00 42,669.07 - 29,941.93 59% Office Supplies 1,000.00 534.83 - 465.17 53% 1,000.00 48.71 - 951.29 5%Special Department Expense 56,200.00 22,247.32 9,211.26 24,741.42 40% 28,000.00 6,604.17 14,516.00 6,879.83 24% Mileage/Auto Allowance 500.00 232.30 - 267.70 46% 500.00 - - 500.00 0%Vehicle Maintenance 7,000.00 920.73 6,051.69 27.58 13% 1,500.00 156.27 1,250.00 93.73 10%Equipment Maintenance 5,000.00 2,500.00 1,000.00 1,500.00 50% 2,500.00 - - 2,500.00 0% Utilities 50,000.00 22,170.76 - 27,829.24 44% 50,000.00 19,309.97 - 30,690.03 39% Professional Service 15,000.00 3,655.00 6,745.00 4,600.00 24% 170,000.00 - 15,000.00 155,000.00 0% Contract Services 721,766.00 272,429.19 318,115.81 131,221.00 38% 584,325.00 55,321.70 112,178.30 416,825.00 9% Training Expense 2,000.00 - - 2,000.00 0% 2,000.00 - - 2,000.00 0% Taxes - 855.36 - (855.36) 100% - 833.89 - (833.89) 100% Graffitti Removal 20,000.00 8,379.00 11,621.00 - 42% 20,000.00 5,472.00 14,528.00 - 27% Operations & Maintenance 878,466.00 333,924.49 352,744.76 191,796.75 38% 859,825.00 87,746.71 157,472.30 614,605.99 10% Park Maintenance 1,046,668.00 406,110.02 352,744.76 287,813.22 39% 1,086,294.00 194,317.96 157,472.30 734,503.74 18% Salaries - Permanent 297,244.00 124,018.52 - 173,225.48 42% 296,936.00 99,648.73 - 197,287.27 34% Overtime - 7,563.35 - (7,563.35) 100% 3,000.00 7,429.92 - (4,429.92) 248%Holiday Pay 7,938.00 397.08 - 7,540.92 5% - 149.36 - (149.36) 100% Salaries 305,182.00 131,978.95 - 173,203.05 43% 299,936.00 107,228.01 - 192,707.99 36% Leave Buyback 575.00 - - 575.00 0% 2,000.00 - - 2,000.00 0% Retirement 29,605.00 12,410.81 - 17,194.19 42% 60,600.00 46,869.96 - 13,730.04 77% CalPERS UAL 34,424.00 34,732.39 - (308.39) 101% - - - - 100%Deferred Compensation 2,952.00 1,286.02 - 1,665.98 44% 194.00 66.34 - 127.66 34% Workers Compensation 11,568.00 4,638.32 - 6,929.68 40% 8,767.00 3,993.28 - 4,773.72 46% Disability Insurance 100% - - 907.79 - (907.79) 100%
Group Health Insurance 83,376.00 28,644.98 - 54,731.02 34% 43,800.00 19,272.72 - 24,527.28 44% Optical Insurance 943.00 407.11 - 535.89 43% 960.00 306.47 - 653.53 32% Dental Insurance 3,532.00 1,512.01 - 2,019.99 43% 3,600.00 1,147.59 - 2,452.41 32% Life Insurance 411.00 172.43 - 238.57 42% 396.00 132.41 - 263.59 33%FICA - Medicare 4,310.00 1,791.93 - 2,518.07 42% 4,306.00 1,470.25 - 2,835.75 34% Fringe Benefits 171,696.00 85,596.00 - 86,100.00 50% 124,623.00 74,166.81 - 50,456.19 60% 19 - 74
City of South Pasadena
Year to date Expenditures by Department
As of January 31, 2024
(Unaudited)
FY 2023-24 Percent
of
FY 2022-23 FY 2022-23 FY 2022-23 Percent
of
Description Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Budget YTD Actuals Enc. Balance Bdgt
58% of
FY
Public Works (Cont.)
Office Supplies 1,500.00 312.23 - 1,187.77 21% 1,500.00 - - 1,500.00 0% Special Department Expense 32,000.00 23,729.99 2,450.00 5,820.01 74% 55,500.00 24,163.87 18,147.93 13,188.20 44% Due/Memberships 700.00 - - 700.00 0% 700.00 - - 700.00 0% Mileage/Auto Allowance 700.00 119.91 - 580.09 17% 700.00 - - 700.00 0%Vehicle Maintenance 12,000.00 296.58 - 11,703.42 2% 10,500.00 - 9,476.13 1,023.87 0% Fuel 15,000.00 4,262.41 11.24 10,726.35 28% 15,000.00 - - 15,000.00 0% Equipment Maintenance 4,000.00 1,200.00 1,000.00 1,800.00 30% 500.00 - - 500.00 0% Building Maintenance 197,000.00 45,993.63 9,076.48 141,929.89 23% 153,000.00 29,313.39 21,149.00 102,537.61 19% Small Tools 3,000.00 272.29 - 2,727.71 9% 500.00 - - 500.00 0% Uniform Expense 3,500.00 861.19 2,638.81 - 25% 2,500.00 524.40 1,221.19 754.41 21% Safety Equipment & Supplies 40,000.00 5,419.75 32,608.25 1,972.00 14% 2,100.00 1,289.08 703.96 106.96 61% Utilities 247,000.00 126,294.47 - 120,705.53 51% 240,000.00 113,888.69 - 126,111.31 47% Contract Services 308,000.00 118,915.34 96,483.00 92,601.66 39% 261,400.00 75,398.11 171,894.08 14,107.81 29% Training Expense 1,500.00 - - 1,500.00 0% 1,500.00 - - 1,500.00 0% Operations & Maintenance 865,900.00 327,677.79 144,267.78 393,954.43 38% 745,400.00 244,577.54 222,592.29 278,230.17 33% Computer Equipment 2,000.00 - - 2,000.00 0% 2,000.00 - - 2,000.00 0% Capital Outlay 2,000.00 - - 2,000.00 0% 2,000.00 - - 2,000.00 0% Facilities Maintenance 1,344,778.00 545,252.74 144,267.78 655,257.48 41% 1,171,959.00 425,972.36 222,592.29 523,394.35 36%Total Public Works 3,842,177.00 1,399,275.89 545,518.96 1,897,382.15 36% 3,488,459.00 1,048,287.41 381,484.39 2,058,687.20 30% Total General Fund 39,686,863.05 18,924,373.36 2,151,307.44 18,611,182.25 48% 37,829,350.89 20,406,991.50 1,933,985.56 15,488,373.83 54% 19 - 75
REVENUE DETAIL - JANUARY 2024
Actual Actual Actual As of
January Actual Adopted Actual As ofJanuary
Acct Account Title 2020/21 2021/22 2022/23 2022/23 2023/24 2023/24 4000-000 Property Tax - Current Secured 12,386,279 12,823,306 7,037,981 13,808,976 14,543,151 7,435,104 4010-000 Property Tax - Unsecured 435,198 759,197 64,988 478,937 448,243 72,327 4015-000 Property Tax - Residual SA 101,674 213,625 101,461 126,881 139,050 199,631 4020-000 Property Tax - Prior Years (23,528) 2,129 (34,454) (52,221) 3,090 (21,278) 4030-000 Property Tax - Int & Pen 45,544 51,961 21,001 47,863 30,900 23,172 4035-000 Property Tax - Postponement 18,790 29,653 - - 30,542 - 4040-000 Highway Rental 112,115 112,334 105,813 105,872 115,477 - 4050-000 Homeowners Exemption 58,805 58,841 29,476 58,903 61,800 28,447 4060-000 Supplemental - Sec/Unsec 320,286 409,925 128,341 439,970 422,223 118,456 5002-000 Motor Vehicle In Lieu Adj. 3,318,155 3,445,099 1,856,596 3,713,192 3,905,907 1,956,546 Property Tax 16,773,318 17,906,070 9,311,203 18,728,374 19,700,384 9,812,405 4150-000 Library Special Tax 347,931 364,223 199,282 395,801 375,149 203,688 Assessments & Special Taxes 347,931 364,223 199,282 395,801 375,149 203,688 4200-000 Sales & Use Tax 2,398,132 2,730,069 1,221,128 3,004,168 2,972,321 1,350,544 4200-002 Sales Tax - Measure A 2,407,750 2,993,038 1,242,153 3,134,514 3,121,000 992,003 4201-000 PSAF - Prop 172 Sales Tax 326,764 373,506 158,872 384,746 384,712 146,799 Sales Tax 5,132,645 6,096,613 2,622,153 6,523,428 6,478,033 2,489,345 4230-001 Utility Tax - Water 960,932 844,642 510,422 809,278 903,100 510,888 4230-002 Utility Tax - Electric 1,562,810 1,750,422 1,182,312 2,079,269 2,136,916 1,060,040 4230-003 Utility Tax - Gas 489,887 590,186 221,500 860,701 643,302 182,052 4230-004 Utility Tax - Telephone 410,435 417,483 167,016 408,223 396,609 169,644 4230-006 Utility Tax - Cable 314,466 272,535 115,645 273,601 272,535 107,189 Utility Users Tax 3,738,531 3,875,268 2,196,896 4,431,072 4,352,462 2,029,813 4210-001 Franchise - Refuse 553,981 575,957 285,952 639,264 593,236 343,878 4210-002 Franchise - Cable TV 228,125 223,941 55,399 218,246 230,659 50,041 4210-003 Franchise - Electric 155,020 163,883 - 198,169 168,800 - 4210-004 Franchise - Gas 58,579 63,688 - 75,919 68,783 - 4220-000 Real Property Transfer 204,703 262,064 110,555 170,180 210,000 115,874 Other Taxes 1,200,408 1,289,532 451,906 1,301,778 1,271,477 509,793 4400-000 Business License 386,163 381,395 224,144 429,784 391,000 245,346 4405-000 Business License SB1186 Fee 9,779 9,353 5,676 10,937 9,400 6,020 4420-000 Bus Lic Penalties & Trans 6,011 5,497 10,684 21,524 8,000 12,562 4440-000 Tobacco Retail Permit 240 960 - - - -
4460-000 Parking Permits 283,235 280,095 171,679 264,386 252,000 152,245 4445-000 Filming Permits 80,498 86,130 58,730 88,261 85,000 26,953 4465-001 Fire Permits 14,418 19,453 8,588 15,470 12,000 10,167 4470-001 Grading Permits - - - 628 300 -
4470-002 Street / Curb Permits 27,793 25,231 16,370 39,984 30,000 27,815 4470-004 Street Closure Permits - 4,461 - - 3,000 499
4470-005 Newsrack Permits - 462 - - 500 -
4480-000 FOG Wastewater Permit 142 1,045 - - 5,000 292
Licenses & Permits 808,280 814,081 495,871 870,974 796,200 481,898 4600-000 Vehicle Code Fines 34,108 48,049 11,067 27,321 18,500 21,031 4610-000 Parking Citations 100,057 (437) 27,387 36,237 38,000 22,336 4620-000 Other Court Fines 9,284 4,679 678 2,301 1,500 6,270 Fines & Forfeitures 143,449 52,291 39,132 65,860 58,000 49,637 4800-000 Interest Income 238,731 224,197 29,460 423,122 950,437 - 4802-000 Gain / Loss on Investments 25,833 (11,890) - (115,979) - - 4805-000 Unrealized Gain / Loss (261,442) (1,125,662) - (234,458) - - 4815-000 Chamber Farmers Mkt Cap Impr 4,665 11,572 1,950 7,783 5,022 5,944 4820-000 Rental - Stables 106,240 129,316 82,601 136,096 140,000 91,263 4820-001 Rental - Stables - CIP Rsv 48,693 69,608 37,859 73,008 60,000 41,829 4825-000 Rental - Tennis 79,100 78,896 55,775 91,306 108,000 29,456 4825-001 Rental - Tennis - CIP Rsv 4,900 - - - - -
4830-001 Rental - Cellular Site 4,374,440 - - - - -
4830-002 Rental - Cell Phone Site 23,013 - - - - -
4830-003 Rental - Cell Site - AT&T 15,062 - - - - -
4830-004 Cell Phone - CW/Bilicke 20,188 - - - - -
4830-005 Cell Phone - Verizon - San Pascual 17,524 26,197 - - - - 4830-006 Cell Phone - Cingular OG 14,617 - - - - -
4830-009 Cell Phone - Cingular ASP 16,090 - - - - -
4830-010 Cell Phone - Verizon - MH 10,416 - - - - -
4840-000 Rental - War Memorial Building (600) 23,707 26,953 50,039 32,000 29,455 19 - 76
REVENUE DETAIL - JANUARY 2024
Actual Actual Actual As of
January Actual Adopted Actual As of
January
Acct Account Title 2020/21 2021/22 2022/23 2022/23 2023/24 2023/24 4850-000 Rental - Eddie Park - 1,415 1,039 2,149 2,000 1,881 4860-000 Rental - Library Comm Room 2,954 4,182 6,358 16,037 20,000 14,581 4870-000 Rental - Racquet Ball Ctr - - - - - -
4885-000 Rental - Sr Citizen Ctr - 2,098 2,505 11,976 12,000 2,576 4890-000 Rental - Farmer's Market 11,662 12,617 4,874 11,617 12,555 6,792 4891-000 Rental - Orange Grove - - - - - -
4892-000 Rental - Misc 35,730 43,647 27,543 39,491 - 6,952 4893-000 Rental - Batting Cages 1,153 12,642 - - - -
4894-000 Rental - Youth House - 2,079 1,289 2,253 3,000 1,842 Use of Money & Property 4,788,970 (495,381) 278,205 514,439 1,345,014 232,572 5000-000 Motor Vehicle In Lieu - - - - - 151
5400-000 Sale of Property 993 4,314 350 1,791 - 6,459
5020-000 State Reimb - Police Training 12,562 18,619 12,787 19,165 18,000 13,176 5030-000 State Mandated Cost - - - - - -
5071-003 Miscellaneous Grants 273,820 5,245 136,634 199,481 136,000 26,134 5071-005 Non-Federal Grants - Pub. Works - - - - - -
5071-007 Misc Federal Grant 328,205 - - - - -
5071-011 Library Svc. CENIC Grant - 12,030 - - - -
5073-001 Grants-Police 6,712 41,046 15,734 15,734 21,500 236,385 5073-002 Grants-Fire - - - - - -
5073-005 SLF Recovery Funds - - - - - -
5077-003 Metro Gold Line Authority - - - - - -
5310-001 Fire Interagency Support Reimb 332,914 98,272 - - 300,000 17,946 Revenue From Other Agencies 955,205 179,525 165,505 236,171 475,500 300,251 5150-001 Business License App Fee 23,741 20,215 12,035 25,730 22,000 15,162 5150-002 Non Sufficient Fund Chg 105 140 123 158 - 232
Current Services-Finance 23,846 20,355 12,158 25,888 22,000 15,394 5200-001 Community Development Misc Fee - 16,976 4,164 4,164 30,000 65 5200-002 Planning Fees 232,459 230,111 183,587 263,456 300,000 89,612 5200-003 Plan Check 334,541 760,453 512,956 811,889 700,000 368,488 5200-004 Building Permits 459,335 558,420 332,683 589,679 600,000 523,391 5200-007 Administrative Citations 1,545 - 6,772 44,968 25,000 7,088 5200-008 Design Review Fee - 12,534 17,311 39,709 38,000 21,123 5200-009 Cultural Heritage (CHC) Fee - 9,086 12,910 15,543 30,000 20,028 5200-010 Art Development Fee - - - - 7,500 -
Current Services-Community Development 1,027,880 1,587,581 1,070,382 1,769,408 1,730,500 1,029,795 5220-001 Engineering Fees - Misc 140,208 138,558 86,420 150,393 110,000 80,785 5220-002 Engineering Plan Check 345 234 882 1,260 2,500 - 5221-000 Public Works Plan Check Fees - 1,044 - - - 767 5223-000 NPDES 78,305 79,225 46,300 80,073 94,000 47,313 5224-000 Public Works - Filming - - - - - -
Current Services-Public Works 218,859 219,061 133,602 231,726 206,500 128,865 5230-001 Police Special Svcs 189,262 3,385 1,256 2,415 2,500 1,668 5230-004 Vehicle Impound Fees 14,418 25,733 16,618 29,472 27,000 30,513 5230-005 Police Svcs - Filming 285,925 119,993 240,264 381,203 326,000 69,421 5280-001 Animal Control Fees 163 - - - - -
Current Services-Police 489,768 149,111 258,138 413,090 355,500 101,602 5255-000 Passport Services 301 - - - - -
Current Services-Library 301 - - - - -
5260-000 Library Fees - 596 466 834 700 576
5260-002 Library Fines 575 79 - - - -
5260-003 Library Replacements 763 7,979 4,756 6,988 6,200 3,658 5260-004 Library Equip. Rental - 235 664 1,761 1,400 1,528 Current Services-Library 1,337 8,889 5,885 9,582 8,300 5,762 5265-002 Sr. Citizens Classes 41 11,525 10,262 16,958 16,000 10,625 5265-003 Sr. Citizens Membership 1,885 7,754 5,180 8,795 8,000 7,602 5265-004 Sr. Citizens Bus Trips (40) (230) 2,345 4,851 3,500 4,131 5265-005 Snr. Citizens Center Programs 300 1,083 9 1,088 1,120 1,314 5265-006 Bingo - Coffee - Med. I.D. - 51 163 595 500 355 5270-001 Camp Med Fees 11,218 302,382 158,658 324,201 390,000 132,009 5270-002 Recreation Classes 195,086 286,146 96,068 204,699 230,000 97,958 5270-003 Special Events 4,897 8,212 2,829 9,601 10,000 19,836 5270-004 MTA Bus Pass - General - - -
- - -
19 - 77
REVENUE DETAIL - JANUARY 2024
Actual Actual Actual As of
January Actual Adopted Actual As of
January
Acct Account Title 2020/21 2021/22 2022/23 2022/23 2023/24 2023/24 5270-005 Park/Field Reservations 7,296 91,736 43,661 79,646 60,000 46,818 5270-007 Adult Sports - - - - - -
5270-008 Concerts in the Park - 1,450 6,400 13,850 25,000 - 5270-009 War Memorial Kitchen - 1,179 1,419 2,207 2,500 794 Current Services-Community Services 220,684 710,215 328,067 666,491 746,620 321,442 5289-001 Fire Dept - Filming 134,098 75,195 109,395 166,965 130,000 46,707 5289-002 Fire Dept - Plan Check 41,646 38,584 17,421 36,296 25,000 29,770 5289-007 Fire Dept - Inspection 114,883 113,825 82,096 147,169 100,000 83,967 5290-001 Paramedic Fees 599,057 681,690 449,695 786,460 625,000 649,664 5300-000 Paramedic Subscriptions 27,108 82,805 22,768 24,570 35,000 23,923 5302-000 Fire Command Reimbursements 180,143 148,774 - 64,353 157,000 - 5305-001 Fire Miscellaneous 12 46 15 15 100 -
Current-Services-Fire 1,096,947 1,140,918 681,391 1,225,829 1,072,100 834,031 Current-Services-ALL 3,079,621 3,836,129 2,489,623 4,342,013 4,141,520 2,436,891 5420-000 Workers Comp Reimb 72,416 - - - - -
5425-000 Gen. Liability Insurance Reimb - - - - - -
5430-000 Damage to City Property 1,301 250 - - - 5,460
5440-000 Candidate Filing Fee 1,571 - 273 273 - -
5460-000 Recycling Revenue 2,850 11,710 12,973 18,605 16,508 4,650 5460-001 Recycling Container - - - - - -
5490-000 Cash Over/Short (1,578) (21) 1 1 - (58)
5501-001 Donations - Misc 3 93 23 23 - 205
5501-003 Donations - Senior Meals 23,913 - - 2,927 39,600 13,924 5501-005 Donations - Library - - - - - -
5505-000 Miscellaneous 68,511 223,089 18,168 56,910 10,000 25,615 5505-001 Duplication Fees 8,394 1,510 135 150 4,000 13
5510-000 Credit Card Transaction Fee 6,337 8,092 6,421 13,310 9,000 49,620 5530-400 PD Reports & Misc Fees - 5,778 4,352 7,273 7,000 5,992 5550-000 Prior Year Adjustment - - - - - -
Other Revenue 183,717 250,501 42,346 99,472 86,108 105,422 5610-000 Reimbursement-Sewer Fund 69,022 69,022 69,022 69,022 69,022 69,022 5640-000 Reimbursement-Water Fund 414,362 414,362 414,362 414,362 414,362 414,362 Reimbursements From Other Funds 483,384 483,384 483,384 483,384 483,384 483,384 101 - GENERAL FUND TOTAL 37,635,460 34,652,238 18,775,506 37,992,765 39,563,231 19,135,100 19 - 78
ATTACHMENT 7
Year-to-Date (YTD) through February 12, 2024 Expenditure Summary, Expenditure Details, and Revenue Details
19 - 79
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INTENTIONALLY
LEFT BLANK
19 - 80
City of South Pasadena
Year to date Summary Expenditures by
Department As of February 12, 2024
(Unaudited)