Agenda Item No. g
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Chris Mann, City Manager
hil White, Director of Finance
FOR: City Council Meeting of April 10, 2023
SUBJECT: Fiscal Year 2022-23 Mid -Year General Fund Budget Update RECOMMENDATION:
That City Council:
1. Review the Fiscal Year (FY) 2022-23 Mid -Year General fund Budget Report; and
2. Amend the Adopted FY 2022-23 General Fund Budget by increasing budgeted expenditures by $387,729; and
3. Adopt Resolution No. 2023-11 amending Resolution No. 2023-02, amending the Management, Supervisory and Confidential Salary, Benefit and Classification Plan effective with the pay period beginning on April 22, 2023; and
4. Approve and authorize the City Manager, or his designee, to purchase equipment for the Police Department Facility Access Control System based on Chapter 3 of Section 6 of the City of Yucaipa Purchasing Policy (Cooperative or Piggyback Procurement).
BACKGROUND:
The purpose of the Mid -Year Budget Update is to provide a financial status update to the adopted budget and provide a basis to revise budget figures. This review is also performed to ensure that actual expenditures do not exceed legal appropriations, as approved by the City Council. Legal appropriations reflect the resources that Council has authorized in the budget for allocation.
DISCUSSION:
The Annual Adopted Budget is a dynamic document reflecting the spending plan for the City. In June 2022, the City Council adopted the FY 2022-23 Annual Budget for all accounting funds of the City.
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City Council Agenda
Meeting of April 10, 2023
FY 2022-23 Mid -Year Budget Report
GENERAL FUND BUDGET UPDATE
The FY 2022-23 actuals to date are provided for additional analysis. The budget -to -actual comparison is updated throughout the year. As of January 31, 2023, budgeted General Fund inflows compared to actual inflows are as follows:
Thru lanuary
31 Estimated Thru January
AnnualBudaet Budget 31Aetusls Difference
Revenues
Property Taxes
5 19,781,875
$ 11,473,488
$ 10,897,048
Sales and Use Tax
S
5,164,000
$ 2,168,880
5 2,067,430
Franchise Fees
5 1,488,000
$ 963,040
$ 511,686
Other Revenues
S
6,232,563
S 3,614,887
S 4,844,264
Transfers, In
5 3,385,734
5 5
Note,
S (576,440) Primarily received in 2 installments - trucking budget 5 (101,450j Monthly payments received 2-3 months in arrears - tracking budget Anticipate receiving gas and electric fees in 04 - frocking slightly 5 (351,354) higher than budget
5 1,229,377 Licenses and Permits tracking higher than budget 5 . Transfers to be posted in Q4 • tracking budget
Total Revenues and Transfers -In S 36,052,172 $18,120,294 $ 18,320,428 5 200,134 Property taxes, sales and use tax, and franchise fee revenue are tracking budget as receipts in the 0 quarter are proportionally greater than earlier in the year. Licenses and Permits are trending significantly higher than budget. Transfers will be posted during the 41h quarter and are anticipated to track budgeted amounts. Currently no revenue budget adjustments are being requested.
Expenditure comparisons by department for the General Fund are provided through February 2023 below:
Expenditures
City Manager
City Council
General Services
Finance
Community Services
Community Development
Police Services
Fire Services
Non -Department and
Transfers•out
Total Expenditures and
Transfers -Out
Thru February
Estimated Thru February
Annual Budget Budget Actuals Ofference
$ 1,561,192 S 1,045,999 S 1,109,450 $ (63,451) See odjustmentrequest(a) 5 75,585 $ 50,642 $ 44,174 $ 6,469
5 2,966,945 S 1,987,859 $ 1,325,504 $ 662,349 See adjustment request (b) $ 1,278,471 S 856,576 $ 732,878 5 123,698 See adjustmentrequest(c) S 5,237,228 $ 3,508,943 $ 2,602,922 $ 906,021 Tracking slightly under budget $ 6,209,719 S 4,160,512 5 9,509,804 5 650,708 Tracking sUghthl under budget S 12,130,256 $ 8,127,272 $ 8,854,208 $ (726,936) Tracking budget - timing depends on receipt of invoices $ 5,486,775 $ 3,676,139 S 2.514,957 S 1,161,182 Tracking budget - timing depends on receipt of invoices 5 3,651,802 5 2,446, 707 S 229,958 $ 2,216,749 Transfers to be posted in Q4 - frocking budget $ 38,597,973 5 25,960,642 $ 20,923,855 $ 4,936,787
Based on this comparison and the detail used to compile it, the following budget adjustments are being requested:
(a) City Manager Department - The costs associated with the Separation and Release of Claims Agreement requires an amendment to the budget. Related costs for "Acting Pay" for the Assistant City Manager are included in this request. The City Manager Department also 133
City Council Agenda
Meeting of April 10, 2023
FY 2022-23 Mid -Year Budget Report
includes an amendment request for the cost associated with reallocating the salary range of the Management Analyst position from Range 29 to Range 33, The request for the City Manager Department is summarized as follows:
City Manager Department
Salaries and Benefits $ 293,729
Retired CM payout of leave accruals and retirement $ 283,979 Acting CM pay for ACM during transition $ 8,580
Adjust salary range of Management Analyst $ 1,170
(b) General Services Department — Information Systems, a division under the General Services Department is requesting and increase to the Temporary Staffing budget. The division has had a need to utilize staffing more than was contemplated during budget adoption and anticipates that the need will continue through the remainder of the fiscal year, Information Systems also has a request to increase the capital budget to allow for an upgrade to the Police Department Facility Access Control System equipment. Additional information on this equipment is provided in the following section. The request for the General Services Department is summarized as follows:
General Services Department
Salaries and Benefits $ 20,000
Temporary staffing $ 20,000
Capital $ 30,000
Police Department Facility access control equipment
update $ 30,000
(c) Finance Department — The City's former Director of Finance left the City in December following his election to office in Orange County. The incoming Director of Finance was brought on board in November and the costs for the overlap was not accounted for in the budget. Additionally, the department is splitting an administrative employee with the Fire Department and while the costs for the Fire Department were budgeted, the Finance Department's cost were not. Lastly, the department is requesting an increase in budgeted expenditures to fund department trainings and conferences. The request for the Finance Department is summarized as follows:
Finance
Salaries and Benefits $ 39,000
Director of Finance - 2 month overlap $ 27,000
Accounting Assistant - 50% split with Fire S 12,000
Operating $ 5,000
Training and Conferences $ 5,000
The total General Fund budget adjustment being requested is $387,729 summarized as follows:
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City Council Agenda
Meeting of April 10, 2023
FY 2022-23 Mid -Year Budget Report
General Fund
City Manager Department
Salaries and Benefits
$ 293,729
General Services Department
Salaries and Benefits
$ 20,000
Capital
$ 30,o0o
Finance Department
Salaries and Benefits
$ 39,000
Operating
$ 5,000
Total General Fund Budget Adjustment
$ 387,729
PROCUREMENT OF POLICE DEPARTMENT FACILITY ACCESS CONTROL EQUIPMENT As part of the construction of the Police Department Facility, the awarded Low Voltage contractor installed an Access Control System (ACS) from Genetec and a Video Management System (VMS) from Mobotix. Over the past ten years, both ACS and VMS systems have operated with minimal issues. Recently, Police Department personnel have reported issues with the ACS and VMS. City staff conducted a system inventory and identified maintenance needs on both systems and are recommending an upgrade to the existing Genetec (ACS) infrastructure and updating the Service Maintenance Agreement (SMA or warranty). Staff is also recommending adding the existing Mobotix cameras to the ACS system and removing duplicate software. These upgrades will allow the City to maintain the Police Department ACS without the need for costly hardware replacement and provide one software to monitor doors and cameras. The installation and configuration upgrade will be conducted by City personnel who are qualified to perform the work; thus, reducing the overall cost of the project. Upon completion of these recommended upgrades, City staff will be able to identify existing Mobotix camera deficiencies (hardware, field of view, and image quality).
Description
Hardware Server Battery Backup)
$20 000
Software
$6 000
Annual Maintenance Agreement
$3,000
Professional Services database migration)
$5,000
Total
$30,000
For additional consideration of this item, the ongoing maintenance cost is expected to be approximately $3,000,
Upon completion of these recommended upgrades, City staff will be able to identify existing Mobotix camera deficiencies (hardware, field of view, and image quality). The fiscal impact of this item is included above in the General Services Department budget adjustment request. 135
City Council Agenda
Meeting of April 10, 2023
FY 2022-23 Mid -Year Budget Report
FISCAL IMPACT:
An approval of this item will increase budgeted expenditures in the General Fund by $387,729.
Attachments:
1. Resolution No, 2023-11
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RESOLUTION NO.2023-11
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
YUCAIPA, CALIFORNIA, AMENDING RESOLUTION NO. 2023-02,
AND ADOPTING THE REVISED MANAGEMENT, SUPERVISORY,
AND CONFIDENTIAL EMPLOYEE SALARY, BENEFIT AND
CLASSIFICATION PLAN
WHEREAS, it is necessary for the efficient operation of the affairs of the City that the City Council adopt a pay and classification plan; and
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF YUCAIPA DOES HEREBY RESOLVE, DETERMINE AND ORDER AS FOLLOWS:
Adopt Resolution No. 2023-11, amending Resolution No. 2023-02, amending the Management, Supervisory and Confidential Salary, Benefit and Classification Plan effective beginning on April 22, 2023.
a. Reallocating the position of Management Analyst (Confidential), Salary Range 29 ($74,807-$93,423) to Management Analyst (Confidential), Salary Range 33 ($82,573-103,122); and
PASSED, APPROVED, and ADOPTED this 101' day of April 2023.
ATTEST:
ANA SAUSEDA, CITY CLERK
JUSTIN BEAVER, MAYOR
137
EXHIBIT "A"
CITY OF YUCAIPA
MANAGEMENT, SUPERVISORY AND CONFIDENTIAL
SALARY SCHEDULE
(Effective beginning April 22, 2023)
No
Position
Range
Salary Range
1 Accountant Confidential
26 69 465-86 753
1 *Accounting Manager
43 105,700-132,005
1 *Senior Accountant
34 84,637-105,700
1 *Assistant Engineer
33 82,573-103,122
2 * Associate Engineer
41 100,607-125 644
1 *Assistant City Manager'
Per Contract
1 *City Manager
Per Contract
4 Community Services Supervisor
28 72,982-91,145
1 Deputy City Clerk/ Deputy Rent Administrator/Records
Technician Confidential
39 95,759-119,590
1 *Director of Community Services'
57 149,352-186,520
1 *Director of Development Services/City Engineer
62 168,978-211,030
1 *Director of Finance'
57 149,352-186,520
1 *Director of General Services/City Clerk'
57 149 352-186,520
1 * Director of Covemmental Affairs/Public Information
Officer'
57 149,352-186,520
1 Senior Executive Assistant/Human Resources Analyst
34 84 637-105 700
1 Housing & Economic Development Analyst
28 72,982-91,145
1 *Recreation Superintendent
41 100 607-125 644
1 *Information Systems Manager
43 105,700-132,305
1 Network Administrator Confidential
26 69,465-86,753
1 *Planning Manager/City Planner
43 105,700-132,005
l
Management Analyst (Confidential)
33 74,807-93,423
82 573-103 122
1 Public Works Analyst
28 72,982-91,145
1 *Public Works Manager
41 100,607-125,644
1 Construction Engineer
38 93,423-116,673
1 *Assistant City Engineer
52 132,005-164,856
Department Dead
At will employee
Attachment to Resolution No. 2023-11
April 10, 2023
138