HomeMy WebLinkAboutFin FY 2009-10 Budget UpdatesCITY op�
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Agenda Item No: 8
Meeting Date: January 19, 2010
CAN RAFAFT. CITV COUNCH, AGENDA REPORT
Department: FINANCE DEPARTMENT
Prepared by:
City Manager Approval: :::�)
SUBJECT: BUDGET UPDATE FOR FISCAL YEARS 2009-2010 AND 2010-2011:
(CMIFIN)
A) RESULTS FROM OUTREACH MEETINGS
B) DISCUSSION OF OPTIONS:
- COMPENSATION CONCESSIONS
- SERVICE REDUCTIONS
C) NEXT DATE FOR RECOMMENDED ACTION
BACKGROUND:
The City has been dealing with the impacts of the severe recession for quite some time. To
address a multi-million dollar deficit for fiscal year 2009-2010, the City implemented many cost
savings methods and revenue enhancements primarily outlined in the Recession Action Plan and
Economic Vitality Plan. Work furloughs, an early retirement program, a hiring freeze, position
eliminations including layoffs, and deferrals of contractual salary increases are some of the
actions taken to attack the deficit. Since adopting the 2009-2010 budget, major economic
changes continued to occur which require further modifications to the adopted revenues and
expenditures.
On December 15th, 2009 at a special City Council meeting, the Department Directors presented
various scenarios and service impacts in order to bridge another multi-million dollar gap. On
December 21St, 2009, the Council approved a detailed timeline on outreach and budget
discussions leading to decision making to close the budgetary deficits for Fiscal Years 2009-2010
and 2010-2011.
That timeline included a series of five public budget meetings, including this evening, to reach
decisions on balancing the budget. On January 4th, 2010, the Council received an extensive
update and approved a number of actions to take steps towards balancing the budget for this and
next fiscal year. In total, the Council's actions of that evening reduced the Fiscal Year 2009 -
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
2010 expenditures by approximately $1.9 million and Fiscal Year 2010-2011 expenditures by
$2.7 million. These amounts are summarized in the below chart:
Budget Deficits
Fiscal Year 2009-
Fiscal Year
2010
2010-2011
Projected deficits for each fiscal year
$3,550,000
($4,440,000
Result of actions approved on January 4,
1,872,000
2,670,800
2010 "Round One Reductions")
Value of remaining recommendations from
839,800
1,314,100
December 15, 2009 Special Council
Meeting ("Round Two Reductions"
Remaining deficit for each fiscal year (to
($838,200)
($455,100)
be addressed through "Round Three
Reductions" and/or employee concessions)
Cumulative deficiifarthe'twoars`:`.
� e
,($1,93 ,300
The Council conducted and additional workshop and special meetings on January 6th, 12`h, and
14th to receive input on the financial situation and receive public comment on service priorities.
The City also sought and received public input through the City website, comment cards, and
attending community meetings. Summaries of the feedback obtained through these various
means are included as an attachment to this memorandum. The documents attached include:
X E-mail and comment forms
1C Separate summaries from the public input portion of the January 12th and 14th town
hall meetings
1e A summary of the `breakout session' input received over the two meetings of last
week.
The staff and I will have some additional information and feedback on Tuesday to respond to
issues and concerns raised over the course of these meetings.
ANALYSIS:
As staffs written report on January 41", 2010 contained substantial information on the City's
revenues, expenditures, staffing losses by Department, and service reductions by Department.
This report will not repeat that information. The focus of that report was the items and issues
contained in the "Round One Reductions" line in the above chart. Picking up, though, from
where that report left off, the following are the budget balancing recommendations required to
close the remaining gap.
Round Two Reductions
The choices to solve this deficit are extremely limited. They involve reductions across many of
our departments who provide programs, responses, and services to a wide segment of our
community. I have worked closely with the Department Directors to explore many decision
options. You saw a taste of what would occur in the line operations and administration at the
workshop of December 15`h. Given our circumstances, and the true sense of urgency to resolve
our current deficit, I am proposing that you take action at the earliest possible time to eliminate
the budget deficit and re -balance the budget.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
The December 15th Council meeting included numerous budget balancing recommendations that
did not receive formal action at the January 4, 2010 meeting. Those items, referred to as "Round
Two Reductions," continue to be City Manager recommendations to close the budget deficit.
They amount to savings of approximately $840,000 this fiscal year and $1.3 million next fiscal
year.
The "Round Two Reductions" contain employee layoffs, a position reallocation to non -General
Fund sources, an elimination of a vacant position, fund transfers, and reductions of contracted
services. Specifically, it would require reductions totaling 9.8 full time equivalent (FTE)
positions and including the Assistant to the City Manager, an Associate Planner, a part time
Program Coordinator, an Accounting Assistant II (re -allocation), the Employee Benefits Analyst,
the Park Ranger, the Police Personnel Manager (contract), a Police Dispatcher, a Police Call
Taker/Records Specialist, and a Sweeper Operator (vacant).
The service impacts of these losses have been identified by the Department Directors at the
December 15th City Council meeting and again at the January 6th Council meeting. It is
extremely difficult to recommend these "Round Two Reductions" as each of the filled positions
above represent talented, dedicated City staffs who add considerable value to our organization.
Just to name a few impacts, we must alter the processes for issuing planning permits, less
frequent focused public communication, slower processing of employee benefits issues including
workers' compensation, longer processing times for Accounts Payable, less proactive patrolling
in our open spaces, and a greater burden put on remaining Police dispatchers and call takers. I
want to provide some more specifics on a few of these service areas.
In the case of the park ranger position, the officer providing these services splits his time equally
between patrolling the Canal waterways and surveying the open space areas across the City. We
received requests and comments during the public meetings of January 12th and 14th regarding
the impact of the Park Ranger elimination on the use of the patrol boat. Should the Council
choose to approve my recommendation regarding that position, the Police Chief and staff have
developing a plan to maintain the service of the patrol boat at or near the levels that have been
typical in the past (two days per week). This would include hiring back qualified officers who
have boating experience to work on an hourly (per dime) basis to patrol the Canal waterways. I
want to make clear that proactive open space patrolling should not be expected with the loss of
this full time position. One question regarding this waterway patrol change is what if there is an
emergency in the water ways after hours which may require use of Mission City. Simply put,
Police command staff can call the qualified boat operators experienced with the boat operation to
respond to assist if available.
Wirth regarding to planning services, Bob provided you a list of the various services and staff
time spent on a broad menu of planning application at the January 6th workshop. I have attached
the listing of planning application functions. Please note the shaded areas are services which
could be altered in such as way as to reduce the formal processes and shift the planning response
to a more `over the counter' approach.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
Over the course of these meetings, the idea of just `slowing down the processing time' has been
suggested. That's not a realistic option. We legally have 30 days to begin processing
applications. If not, applicants can declare themselves approved by default (with direct
notification of neighboring property owners). And we have no ability to go back after the 30 day
period and add comments regarding missing information, incompleteness, non-compliance, etc.
If the application load remains as it is, the ramifications of reducing staff and having to process
all applications more quickly is that quality will suffer greatly, which exposes the City to
potential legal challenges and results in inferior customer service. The other alternative
mentioned is to allow applicants to just hire a contract planner. That option works well when the
Planning Division is swamped. Doing so would require an expert in our complex rules, laws and
requirements, and necessitate increased time spent on oversight and education for anyone not
familiar with our regulations, systems, etc. Bottom line — a loss of this function would require
direction from the City Council on reducing some processing of the applications on the attached
list.
Now to street sweeping services. Let me summarize the proposed service levels if the dedicated
street sweeping position were eliminated. The Street Sweeping schedule between January
through October would be altered as follows:
Area
Existing
Proposed
Downtown
3 times per week
2 times per week
Commercial
Every other week
Every 6-8 weeks
Canal
4da s/week
2 days/week
Residential
Every 6 weeks
none scheduled ( as needed based on severity)
Please note between October and January (leaf season) the sweeper will work full time to clear
all gutters and drain as part of storm prevention program (no change to existing service levels).
Over the course of the next few month, the Public Work Department would be re-evaluating the
entire sweeping program and propose options to fund and modify the program.
Round Three Reductions
Even after the above reductions, there remains almost a $1.3 million total deficit over the rest of
this fiscal year (approximately $838,000) and next ($456,000).
At this juncture, the remaining gaps for each year can only be solved in one of two ways. The
first involves compensation concessions by labor groups and management. The City negotiating
team has been meeting with all of the groups regarding this topic. Staff will provide a separate
verbal report on the status of these discussions as a part of this evening's budget presentation. As
we have stated, a 1% concession in compensation, across all employees paid from General Fund
resources, achieves annualized savings of about $250,000. Therefore, a 5% across-the-board
reduction would eliminate the necessity for further layoffs and/or other significant cuts.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 5
In the absence of such concessions, we will need to further reduce the workforce. This would
necessitate additional layoffs. I would be recommending elimination of services and
implementing additional layoffs in the Library, Information Technology, Community Services,
Public Works, the Police Department, and other functions supported by General Fund tax
revenues. Each of these departments/divisions have already been reduced over the past several
years to a level of staffing that would make further reductions extremely difficult and would
result in significant service impacts that would be easily apparent to our community. For
example, additional reductions in the Police Department would result in Police Officer layoffs
having a direct impact on current beats and officer availability to respond to safety and
emergency issues. This level of loss further reinforces the City will do less (not more with less).
Employee Assistance
Due to this discussion of layoffs, I would like to take this opportunity to remind the Council,
staff, and the public that the Council approved a Layoff Severance Package on February 17,
2009. The package is in keeping with our desire to be as humane as possible and give as much
notice as possible to those who unfortunately would be laid off. In summary, the package
includes severance pay equivalent to two months of base pay, two months of city -paid COBRA
continuation health and dental insurance premiums, and outplacement services.
Long Term Strategy
I'd like to reiterate my comments in my January 4`h, 2010 report to you regarding context and
perspective. These are painful budget and service choices and our efforts are to create a
sustainable level of service now and over the next 18 months. There will come a time when the
recession ends (and we see real increases in tax revenues). I truly hope the worst of our problems
are bottoming out in 2010, and signs of a recovery make 2011 look better. As I've previously
mentioned, it will help to see new economic development such as a potential Target store, full
leasing of Northgate, new jobs at the Corporate Center, new downtown businesses, and increased
consumer purchases.
As these things occur, in addition to typical staffing changes (retirements, transfers, promotions,
etc.), the Council will have on-going opportunities to alter budget options and the related service
impacts. It should not be assumed that the organization will not be able to grow or take on new
and exciting challenges in the future. Looking ahead to fiscal year 2010-2011, the staff and I plan
to take your direction now and roll these decisions into our upcoming budget projections. The
community and Council will have formal hearings this spring to consider all of the elements and
assumptions developed for a budget adoption needed by the end of June. These sessions will
provide additional opportunities for service level, staffing and priority considerations prior to
your needed formal action.
Next Steps
I will be requesting as a part of this item that you set a special meeting next week to take specific
budget actions related to Round Two and Round Three Reductions. Time is of the essence in
that the longer we wait to begin cost savings actions in FY 2009/2010, the fewer saving we have
in that period.
In addition, there is an opportunity for those subject to layoffs to take advantage of the "COBRA
Continuation Coverage Assistance Under ARRA (American Recovery and Reinvestment Act of
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 6
2009)." Individuals that are involuntarily terminated prior to February 28, 2010 pay only 35% of
their COBRA premiums (for up to 15 months) and the remaining 65% is reimbursed to the
coverage provider through a tax credit. Because of our required 30 -day noticing period, we
would have to initiate a layoff by January 28 for employees to take advantage of this program.
I appreciate the ability to receive all of the community input on our financial condition and its
impacts on our service levels over the past several months — from before the Recession Action
Plan to the present. As resource levels change and impact the "whens" and "hows" of our
services, staff continues to be committed to carrying on the tradition of high quality services to
the best of our ability.
OPTIONS:
The City Council may choose to:
1. Provide further input that would confirm the recommendations in this report, and/or
2. Provide further input that would alter the recommendations in this report
ACTION REQUIRED:
1. Accept report and provide direction to staff.
2. Confirm meeting date for budget actions.
ATTACHMENTS
W:\City Managers- WorkHe\Council Material\Staff Reports\10\January 19 budget report.doc
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EMAILS AND COMMENT FORMS — January, 2010
ORGANIZATION -
Return organizational charts to the way they were 10, 15 or 20 years ago to allow
elimination and consolidation of positions added over the past 10-15 years — example
parking enforcement.
Consolidate or eliminate supervisory jobs and departments that did not exist years ago.
Last positions added, first positions eliminated
POLICE —
• Police Department boat a critical asset to the boating community and San Rafael. History
of saving lives and preventing injuries and death around San Rafael waterways. Boat
provides valuable law enforcement along the Canal. Disruption of services provided by the
Mission City unacceptable.
• Retain Mission City — asset to the boating community. Provides valuable enforcement
along the Canal, an area the City's recent planning process described as largely
inaccessible
• Open Space patrol is vital to the community. Current Ranger very familiar with all open
space areas and has a handle on the problems. Integrating open space patrols into other
parts of the Police Department would not work as other officers are not familiar with open
space areas or the problems. Biggest concern is fire from homeless camps
• Opposed to cutting funding for the Captain, crew and Mission City boat. Their presence is
critical for the protection and preservation of private and public property as well as
compliance with maritime law. Maritime arm of the PD is necessary as it serves a vital
function and cuts are not in the best interests of the City or community
• Rather than reducing services at Loch Lomond Marina, there should be an increase in
police patrol, specifically at the far end of the parking lot near I and J docks. Do not
reduce police services, including the harbor patrol boat and the mental health program
• Really disappointed about police wanting to retain their jobs without any regard for the
rest of the services. Police representing that there is no crime in the City today, but with
reduced numbers San Rafael would become a lawless place and members of families would
starve to death.
• Police and Fire do not believe they need to be part of the solution
• Duties of the Director of Police Personnel could be accomplished by officers currently on
medical leave.
• Retain all police officers. If cuts necessary, cut street cleaners, park caretakers, tree
service. Etc. No cuts to the organizations that are for the welfare of the community.
Page 1
EMAILS AND COMMENT FORMS — January, 2010
Will live with pot holes and weeds before living without the police. Could some community
center programs be reduced, not eliminated? Like the programs but like security more.
Council has been very thorough in plans to reduce costs. Like the fact that cuts come from
across the board instead of the elimination of one program. Like the balanced approach.
Perhaps quality -of -life programs could be made more self-sustaining
As the host of the bus station's hub and with the proximity to San Quentin, might
neighboring cities want to contribute to the San Rafael Police Force to help mitigate county
crime.
• Too much intimidation by police and fire
COMPENSATION RED UCTION —
10% salary reduction for all city workers
City Council should request Department Directors and other management positions
making more than $100,000 a year to take a 7% pay cut with no furloughs. Police and Fire
should be asked to take a 5% pay cut with no furloughs. Other units should be asked to
take a 4% pay cut with no furloughs
Police and Fire need to give up first like other departments
RESERVESIREVENUE-
• Does not make sense currently to replenish the emergency funds
• Why reserves were not increased in previous cycles
• Gain income from fees and penalties by cracking down on illegal units.
Unreported income could now be taxed. Jobs created by bringing property to code
compliance.
• Why not allow another car dealer to come to San Rafael to take over existing empty car
lots. Would that not supply tax dollars, no development necessary and no environmental
impacts.
GENERAL -
Ok to reduce hours at the Library, Community Centers and pool
Can frequent street sweeping and in neighborhood areas be contracted out?
Storm preparation efforts should remain
Give more tickets re: Code Enforcement (parking, parks and streets)
Set up more Red Light Cameras to catch red light runners and make $$$
Cut Council Salary to zero
Cut out health care benefits for Council
Reduce pay — no layoffs needed
More transparency in budget amounts
Do not hold meetings 8 — 5 so working taxpayers can attend
Outsource planning as Petaluma did
Sellers of alcohol need higher permit fees
Private Security at restaurants such as BJs
Page 2
EMAILS AND COMMENT FORMS — January, 2010
No more public opinion surveys
No more failed measures using taxpayer dollars ("G")
Can building code enforcement relax on non -emergency safety regulations?
Educate residents about how to help mitigate street cleaning
Shop San Rafael
Volunteerism
Information presented at meetings so far is useful — seeing charts and percentages provides
perspective on the various responsibilities and how those responsibilities are funded
W:\City Managers- WorkFile\Meetings\Budget Meetings (San Rafael'Choices')\2010\Budget EMAILS AND ONlin
comments re budget.doc
Page 3
TOWN HALL MEETING — JANUARY 12, 2010
TERRA LINDA RECREATION CENTER
CERT -
G Do not cut CERT. It is an excellent program that empowers the community
Safety most important — Believes in Needs first — Do not cut CERT. Don't
want to lose the young, good staff.
PUBLIC SAFETY-
=> Examples of recent crimes and requested no cuts to public safety
=> No cuts to public safety — Officer Safety is priceless — Back-up — Preservation
of Life
=> Police Academy a great asset. Keep the young, good officers
=> Safety most important — cannot afford any more cuts
=> Needs more important than Wants —
=> Needs - Public Safety and Teachers —
=> Other services less important
=> More police protection for Mont Marin area. Patrol beats have been
reduced already
=> Living here because of public safety — do not cut
=> Cannot cut public safety — private sector should take care of costs of issues
such as BJ's brawl.
=> Consequences of cutting Records Clerk — non -emergency calls — cutting 11/2
people means dispatchers have to take over earlier
Dispatchers would have to answer calls from 6:00 p.m. instead of 11:00 p.m.
— Person in front office fluent in Spanish — Moving to Comm. Center would
increase response time as you'd lose local knowledge
POLICE BOAT —
=> Retain Police Boat — Canal important waterway to the boating community
=> Do not reduce service of Police Boat — Protect the boat
=> Keep Patrol Boat
z* Mission City Boat — public safety issue.
=�> Fire exposure along canal
Page 1
TOWN HALL MEETING — JANUARY 12, 2010
TERRA LINDA RECREATION CENTER
% _L._Fl a
• Library has occasion to call on PD and FD; however, public safety should
take a 5% pay cut like all other employees. Don't want to see library hours
cut.
• Everyone needs to take a pay cut.
• Everyone is providing good service — cannot cut just some departments.
Need to protect library, arts, community amenities, community centers.
Don't cut library hours
GENERAL -
❑ Council needs to decide what kind of City it wants — do not come to a
messy situation. Does not advocate cutting people but the budget has
to get balanced. Balance with Police and Fire
❑ Use volunteers
❑ Develop a long-term sustainable budget. Told Council that Measure
G would fail. Pension problems — City Council should take 100% pay
cut — everyone should take a pay cut. Why not a Town Hall meeting
at Pickleweed? Approach to budget dismal.
WACity Managers- WorkFile\Meetings\Budget Meetings (San Rafael 'Choices')\2010\TOWN HALL MEETING
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Page 2
TOWN HALL MEETING — JANUARY 14, 2010
SAN RAFAEL COMMUNITY CENTER
POLICE -
z7> 7 members of the Marin District Attorney's Office - We have the best law
enforcement agency in the entire County. Do not cut police.
=> Present in support of the PD — they protect the public and continue to
support the Coast Guard
=> Public safety and quality of life due to public safety. San Rafael has 42% of
violent crime in county. Do not reduce. Beats cut back from 7 to 6
=> Records Clerk fluent in Spanish
=> Comm. Center at the County — does not have the personnel to take SR's calls
— Not familiar with locations
Police and Fire most important. Needs to be adequately staffed. Measure S
tax was for police and fire protection, not General Fund.
Police and Fire front line troops — support them
=> Not understanding about PD and Fire — they could give up 5% to save jobs
=:> Home burglary victim
=> Police stretched too thin
=> They suffered enough
=> Police — fabric holding community together
=> Cannot cut police or their support staff. They risk their lives
=> Public Safety — do not cut response time
=:> Retain the Police Boat / Open Space Ranger
=> Support Police Boat — asked for a show of hands
=> Present in support of the PD — they protect the public and continue to
support the Coast Guard
Supports Mission City boat
=> Supports Mission City — keep boat
UNFUNDED MANDATES -
✓ Unfunded Mandates from the State — End them — examples included:
o Vegetation Management Ordinance
o General Plan — Five -Year Updates
LIBRARY-
* 81% excellent rating for the library
• Free access to books and knowledgeable staff — support the library
• 10% cut will limit access to staff and books. Lost three regular employees
already — working on strategies for library
• Support Library
• Library cut get cut
Page 1
TOWN HALL MEETING — JANUARY 14, 2010
SAN RAFAEL COMMUNITY CENTER
REVENUE -
0 Consider fee for street sweeping
VOLUNTEERS -
• Donations and volunteerism. Civic duty — massive amount of volunteering
needs to be done
GENERAL -
Eliminate City Council salary and health insurance
Outlets such as BJ's should have private security
Graffiti - $1,000 - $2,000 fine
Littering — make them pay
Mutual aid concerns — Novato cuts plus San Rafael's
Library — Do not cut back on hours — job seekers need computers
Extra garbage cans for a fee — how do you promote zero waste if you have to pay for
cans — they should be free
W:\City Managers- WorkFile\Meetings\Budget Meetings (San Rafael 'Choices')\2010\TOWN HALL MEETING
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Page 2
Town Hall Budget Study Session
Suggestions and Comments from the Public from Break-out Sessions
Tuesday, January 12, 2010
6:00 p.m. @ Terra Linda Community Center
Thursday, January 14, 2010
6:00 p.m. @ San Rafael Community Center
Public Assets:
Suggestion: Create tow away zones in neighborhoods for no parking. Use fines toward the
funding of street sweeping.
Comment: Frustration about the decrease or lack of street sweeping.
Suggestion: Make use of volunteers to take up the slack in some services.
Suggestion: Campaign to make residents aware that they should not sweep/rake their leaves into
the street.
Suggestion: Discontinue street sweeping on residential streets.
Suggestion: Turn off every other street light in the whole city.
Suggestion: Implement educational campaign to inform residents they should not blow the
leaves from their property into the street.
Suggestion: Reduce the sweeping in the Canal by half or more.
Neighborhoods and Economic Vitality
Suggestion: Support the Target store for tax dollars and local employment and convenience
Suggestion: Offer volunteer time to Community Development staff from local architect
Suggestion: Advance Planning (General Plan Housing Element) — request the State to
defer/postpone deadlines to complete/adopt until the economy improves
Comment: Do not cut back on Climate Change Action Plan as in the long run that will save
money
Administration/Foundation
No comments or suggestions
1
Town Hall Budget Study Session
Suggestions and Comments from the Public from Break-out Sessions
Tuesday, January 12, 2010
6:00 p.m. @ Terra Linda Community Center
Thursday, January 14, 2010
6:00 p.m. @ San Rafael Community Center
Quality of Life:
Comment: Running down Library reserves puts the Library at the mercy of the General Fund
budget cuts
Comment: Either or: 35 hours of operation of the library per week or Library tax
Comment: Don't reduce the pool season or operation
Comment: Recreation amenities are essential to the community environment
Suggestion: Use more volunteers at Library and Community Centers
Suggestion: Charge higher fees for audio and visual rentals at Library
Suggestion: Parcel tax for Library (stated 7 times)
Comment: Keep Falkirk Cultural Center Open
Comment: Cut Library as little as possible
Suggestion: Merge with County Library
Suggestion: Raise taxes to pay for services
Comment: Maintain services at Pickleweed Community Center and Library
Public Safety
Comment: Keep open space patrol
Suggestion: Parcel tax for Public Safety
Comment: Keep the Police boat
Comment: Shouldn't Measure S money be used for public safety?
Comment: Wants vs Needs. Public Safety is a Need.
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