HomeMy WebLinkAboutItem 3b. Continued Review of FY 2022-23 Mid-Year Budget Review Item 3b
Department: Finance
Cost Center: 2002
For Agenda of: 2/11/2023
Placement: Business
FROM: Derek Johnson, City Manager
Emily Jackson, Finance Director
Prepared By: Natalie Harnett, Principal Budget Analyst
SUBJECT: FISCAL YEAR 2022-23 MID-YEAR BUDGET REVIEW – CONTINUED
FROM THE FEBRUARY 7, 2023 CITY COUNCIL MEETING
RECOMMENDATION
Provide direction on whether the one-time budget allocations from the 2021-23 Financial
Plan listed in Attachment A – Appendix B should be considered as ongoing expense and
included in the base budget for 2023-25.
POLICY CONTEXT
The City’s budget policies require that the City Council review the City’s budget and
financial condition at least every six months. The mid-year review is part of the ongoing
quarterly reporting process and fulfills that purpose. The review allows the Cou ncil to
adjust revenue and expenditure assumptions should the need arise. The accompanying
Mid-Year Budget report for 2022-23 provides a comprehensive overview of the City’s
financial condition half-way through the fiscal year and summarizes current financial
trends since the adoption of the 2021-23 Financial Plan Supplement in June 2022.
DISCUSSION
2022-2023 One Time Expenses
As part of the development of the 2021 -2023 Financial Plan, the City allocated one-time
budget to fund critical services in support of Major City Goal objectives. The total amount
of expenditures and the details are included as Attachment A – Appendix B. Staff has
reviewed the list and reduced it to what staff believes are essential and critical items that
support operations and Major City Goal objectives. Staff recommends that the Council
provide direction on whether to add some or all of the costs to the ongoing budget.
Approximately $1.8 million has been assumed in the forecast for ongoing expenses
related to these or other ongoing needs. Determining whether to include these specific
one-time costs in the budget or whether to leave a budget “placeholder” to fund potential
other needs will be useful in terms of how to weigh other competing expenditures. If
Council elects to put the identified list of costs into the ongoing budget, staff will return
with a budget resolution on consent at a future meeting to memorialize Council’s action.
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Item 3b
Public Engagement
Public comment on the item can be provided to the City Council through written
correspondence prior to the meeting and through public testimony at the meeting. The
Mid-Year Report will also be posted on the City’s website for public review.
CONCURRENCE
The City’s internal Financial Plan Steering Committee has met on multiple occasions and
concurs with the recommendations included in this report.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to the recommended
action in this report, because the action does not constitute a “Project” under CEQA
Guidelines Sec. 15378.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2022-23
Funding Identified: Yes
ALTERNATIVES
The Council could direct staff to not implement the proposed budget change
recommendations. Should the adjustments not be approved, the bu dget will remain
unchanged at the adopted budget levels. Staff does not recommend an unchanged
budget due changing needs of the community and the City organization.
ATTACHMENTS
A - FY 2022-23 Mid-Year Budget Report
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Appendix B: One time 2021-23 Budget Allocations
Appendix B: One-Time Budget Allocations Ending June 30, 2023
The following list includes some of the one-time budget allocations from the 2021-23 Financial Plan that
are not currently included in the ongoing budget. Staff are not requesting Council action on any budget
allocations at this time; however are providing the list as recommend of things that should be
incorporated into ongoing operations before consideration of new initiatives. The reason that many of
these initiatives were budgeted as one time was because the economic outlook was unclear at the time.
1 Admin/IT
2 Arts, Culture and Community Partner Support 25,000$
3 City 101/Community Academy - Continuation of Pilot Program 15,000$
4 DEI Civic Spark Fellows 30,000$
5 DEI High Impact Grants 150,000$
6
ECOSLO partnership - SLO Stewards, Tree Planting & Maint., Green Business, Creek
Clean Up (4.3.c)20,000$
7 Contract Sustainability & Natural Resources Analyst (1 FTE)115,000$
8 CDD
9
Housing and Homelessness Major City Goal (25% Expansion of 40 Prado HSC Beds) -
Proportions City share to County contribution 63,826$
10 Contract Housing/Homelessness Assistant (1 FTE)86,000$
11 Finance
12 MOTION Subject Matter Expert (.5 FTE Supplemental)35,568$
13 Fire
14 Fire Intern Program 23,257$
15 Human Resources
16 Intern Funding 16,364$
17 Classification and Compensation Support 43,500$
18 Centre for Organization Effectiveness 40,000$
19 Parks & Rec
20 Contract Volunteer Coordinator (1 FTE) 102,000$
21 Public Works
22 Pilot: Contract Services for increased trash and recycling services in Public Spaces 125,000$
23 Supplemental Street and Parklet Sweeping 250,000$
24 Transportation Interns 31,071$
25 Plant Material and Supplies for Parks Beautification Gardener 25,000$
26 Increased Trash Services 40,000$
27 Public Works - Contract Coordinator (1 FTE)106,000$
28 Police
29 Four Contract Field Service Technician Positions (4 FTE)480,000$
30 Total 1,822,586$
Table A-2: Estimated Budget to Make One-time Allocations Ongoing
Budget Report Pg. 83 Page 655 of 659Page 573 of 577
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City of San Luis Obispo, Council Memorandum
City of San Luis Obispo
Council Agenda Correspondence
DATE: February 8, 2023
TO: Mayor and Council
FROM: Emily Jackson, Finance Director
VIA: Derek Johnson, City Manager
SUBJECT: ITEM 7a – FISCAL YEAR 2022-23 MID-YEAR BUDGET REVIEW
Staff received the request to provide a comprehensive list of one-time budget allocations
that were made during the 2021-23 Financial Plan. Table 1 below shows the allocations
approved with the 2021-23 Financial Plan adoption. Table 2 shows the one-time
allocations approved at the 2021 -22 Mid-Year Review. Items highlighted in blue have
already been approved and budgeted as ongoing via previous Council action.
Continued on next page
Table 1: 2021-23 Approved One-time General Fund Budget Allocations Sum of 21-22 Sum of 22-23
1 Admin/IT 1,260,263$ 938,211$
2 "Undocu-Friendly" Logo - create. Part of effort to support undocumented community1,000$ -$
3 Administrative Support for MCG Efforts 30,555$ 34,158$
4 Arts, Culture and Community Partner Support 50,000$ 25,000$
5 Better Buildings SLO, Phase II - Demonstration Project Implementation/Targeted Grant (4.2.e)
6 Business Promotions and Communication Support(1.2) 80,000$
7 Business Retention/Recovery Programs 500,000$ 250,000$
8 City 101/Community Academy - development & pilot 15,000$ 15,000$
9 Community-based Multicultural Center feasibility study 40,000$ 2,500$
10 Comprehensive DEI Strategic Planning 35,000$
11 DEI Civic Spark Fellows 30,000$
12 DEI Consultant/subject matter expert 30,000$ 15,000$
13 DEI High Impact Grants - community programs 150,000$ 150,000$
14 DEI Interns 13,586$ 15,187$
15 Economic Development Program Support (1.1.)50,000$ 25,000$
16 Economic Development Recovery scorecard (1.1.)30,000$ 30,000$
17 ECOSLO partnership - SLO Stewards, Tree Planting & Maint., Green Business, Creek Clean Up (4.3.c)20,000$ 20,000$
18 Focused efforts to attract & retain businesses owned by minorities and underrepresented communities. Support businesses serving underserved/underrepresented communities (1.1)150,000$
19 Micro Community Collaborative (MCC) Initiative 20,000$
20 Microgrid Feasibility Study 20,000$
21 Minor Office Retrofits 10,000$
22 New Economic Development Strategic Plan (1.1.)100,000$
23 Open Space Winter Hours of Use - CEQA and technical studies (if directed to proceed) (4.3i)75,000$
24 PEN Manual Update to enhance input from underrepresented groups 15,000$ -$
25 Sustainability & Natural Resources Analyst (4.1.a)62,753$ 62,753$
26 Sustainability & Natural Resources Intern/ Urban Forest Master Plan Intern (4.1.b)12,368$ 13,613$
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Item 7a. Staff Agenda Correspondence Page 2
Continued on next page
Table 1: 2021-23 Approved One-time General Fund Budget Allocations Sum of 21-22 Sum of 22-23
27 CDD 905,826$ 345,826$
28 919 Office Reconfiguration 150,000$ 50,000$
29 Homelessness Strategic Plan 35,000$ -$
30 Housing Element Program Implementation; Consultant Support 140,000$ 115,000$
31 Pilot: Housing and Homelessness Major City Goal (25% Expansion of 40 Prado HSC Beds) - Proportions City share to County contribution63,826$ 63,826$
32 Pilot: Housing and Homelessness Major City Goal (Consultant Contract)117,000$ 117,000$
33 Safety Element Environmental Review 25,000$ -$
34 TIPP Fast 2.0 - Utilize $250k from $2 million restricted 250,000$ -$
35 Zoning Regulations Update for Downtown Uses and Flexible Use of Outdoor Spaces Citywide125,000$ -$
36 City Attorney 187,253$
37 Department Org Assessment 60,000$
38 Part-time Asst. City Attorney 108,646$
39 Short-term, Full-time Legal Asst. 1 7,552$
40 Short-term, Part-time Legal Asst. 2 11,055$
41 Community Services 105,000$
42 Community Workforce Agreement Study 105,000$
43 Finance 34,017$ 35,568$
44 MOTION Subject Matter Expert (.5 FTE Supplemental)34,017$ 35,568$
45 Fire 418,905$ 380,196$
46 Emergency Management Services 30,000$ 30,000$
47 Emergency Response Live-Fire Training Improvements 20,045$ 17,570$
48 Fire Intern Program 22,691$ 23,257$
49 Pilot: Mobile Crisis Unit 300,000$ 300,000$
50 Recruit Academy Support (Contract Services)9,000$ -$
51 Recruit Academy Support (Equipment)20,000$ -$
52 Technical Rescue Team Expansion (Equipment)6,000$ -$
53 Training and Permit Compliance Software 11,169$ 9,369$
54 Human Resources 121,005$ 56,364$
55 Compensation Study 30,000$
56 Intern Funding 16,005$ 16,364$
57 Office furniture and equipment to support new staff 14,000$
58 Office furniture to support Contract to Regular Staff 20,000$
59 Pay Equity Audit 30,000$
60 Professional Recruiter 40,000$
61 Transition to electronic files 11,000$
62 Parks & Rec 110,188$ 57,375$
63 Aquatics Resources to Implement COVID-19 Safety Protocols 62,000$ -$
64 Fire Fuel Reduction Crew Tools and PPE 4,500$
65 Open SLO Downtown Dining Resources (MCG 1.4a)13,688$ 27,375$
66 SLO Swim Center Minor Capital Maintenance 30,000$ 30,000$
67 Police 21,900$
68 One time costs for Social Worker position 6,500$
69 Spillman RIPA Module 15,400$
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Item 7a. Staff Agenda Correspondence Page 3
Table 1: 2021-23 Approved One-time General Fund Budget Allocations Sum of 21-22 Sum of 22-23
70 Public Works 660,560$ 576,433$
71 CIP Interns 5,000$ 5,900$
72 Continue supplmental Accessabilty and Process Improvement Manager for Project Completion34,000$ 12,000$
73 Contract Heavy Equipment Mechanic 85,220$ 89,065$
74 Fleet Intern 17,991$ 18,398$
75 Mobility as a Service Study 25,000$
76 Office Modifications -$ 20,000$
77 One Time Tools and City uniforms - Mechanic interns 3,000$ -$
78 Payment Correction Hwy 227 Signals/Street Lights 60,000$ -$
79 Pilot: Contract Services for increased trash and recycling services in Public Spaces 125,000$ 125,000$
80 Supplemental Street and Parklet Sweeping 250,000$ 250,000$
81 Transportation Interns 30,350$ 31,071$
82 Variable Electricity Costs until Solar Costs are Known at Swim Center 25,000$ 25,000$
83 Utilities - Solid Waste 29,000$ -$
84 Civic Spark Fellow 29,000$ -$
85 Utilities - Stormwater 93,506$ 97,945$
86 Stormwater Inspector 93,506$ 97,945$
87 Grand Total 3,947,423$ 2,487,918$
Table 2: 2021-22 Mid-Year One-time Budget Allocations 2021-22 2022-23
1 Administration 105,000$ -$
2 Bob Jones Bike Trail Vegetation Management 25,000$ -$
3 Council Hearing Room - Auto Tracking Camera 30,000$ -$
4 Crisis Communications Planning 50,000$ -$
5 CDD 104,633$ 80,000$
6 CAPSLO Programming - Railroad Square Safe Parking 64,633$ -$
7 Housing/Homelessness Contract Position 40,000$ 80,000$
8 City Attorney 120,000$ -$
9 Litigation Support 120,000$ -$
10 Non-dept 10,000$ -$
11 Transfer of Mitigation Fee Payment 10,000$ -$
12 P&R 152,850$ 101,508$
13 Contract Volunteer Coordinator (1 FTE)32,850$ 101,508$
14 Golf Course Pro Shop Flood Damage Repairs 120,000$ -$
15 Police 14,200$ -$
16 Mobile Data Computers 14,200$ -$
17 PW 275,000$ -$
18 Mission Plaza Landscape and Lighting Improvements Construction 275,000$ -$
19 Grand Total 781,683$ 181,508$
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