HomeMy WebLinkAbout05-15-2012 c5 costal location plan 2011-13counci lacenca REpott
C I T Y O F S A N LUIS O B I S P O
FROM :
Charles Bourbeau, Director of Finance & Information Technolog y
Prepared By :Debbie Malicoat, Finance Manage r
Sallie McAndrew, Accounting Superviso r
SUBJECT :2011-12 AND 2012-13 COST ALLOCATION PLAN S
RECOMMENDATIO N
Approve the 2011-12 and 2012-13 Cost Allocation Plans and amend 2011-12 reimbursemen t
budgets in the appropriate funds .
DISCUSSION
Historically the City has prepared a formal Cost Allocation Plan (CAP) bi-annually to identify the tota l
cost of providing specific services in San Luis Obispo based on the two-year Financial Plan adopted b y
the Council . The CAP identifies both the direct and the indirect costs of the services provided by the
City .
One of the primary uses of the information in the CAP is to provide reimbursement to the Genera l
Fund for the services that the General Fund provides to the enterprise funds (Water, Sewer, Parkin g
and Transit). Another major use is for grant administration to determine what costs can and should b e
charged to grants . An audit in October 2010 by the U.S . Department of Transportation, Federal Transi t
Administration (FTA) revealed some areas of the previous CAP that did not meet the requirements o f
the Office of Management and Budget (OMB) Circular A-87 . In order to continue to receive Federa l
monies through FTA, the City must have an OMB A-87 compliant CAP and an approved Fringe
Benefit Rate .
Mahoney & Associates Consulting, LLC has developed a new CAP for the City that addresses th e
issues raised by the FTA . As stated in the introduction of the plan, the OMB A-87 Cost Allocatio n
Plan vvas prepared in accordance with the policies and procedures contained in OMB Circular A-87 .
Prior to 2011-13, the City prepared the CAP based on the adopted budget and then followed the federa l
guidance on preparing a "look back" calculation to reconcile the differences between budgete d
amounts and actual amounts . This is a time consuming process for staff. The consultant, Chuc k
Mahoney, provided information on an alternative method that the City could use and staff is
recommending .
The City will now prepare the CAP on an annual basis using actual expenditure information,whic h
becomes the basis for future reimbursement amounts . The methodology uses actual expenditures fro m
two fiscal years prior in order to establish the current year reimbursement amount . Therefore, the
2011-12 and 2012-13 plans being presented to Council are based on actual expenditure information
that was obtained from financial statements for the years ended June 30, 2010 and June 30, 2011 ,
A
Meeting Date
May 15, 201 2
Item Number
C5
C5-1
2011-12 and 2012-13 Cost Allocation Plans Page 2
respectively . Because the methodology utilizes actual expenditures, rather than budgeted estimates,a
"look back" calculation is not required .
The new Cost Allocation Plan has calculated the amounts shown in the following two tables as th e
amounts of General Fund support to be charged to the enterprise funds for 2011-12 and 2012-1 3
and compares them to the original budget .
2011-12 Reimbursement Transfers
Fund Budget
Based on 2009.
10 CAP
Direct Billin g
Adjustments Actual Variance
Water
1,352,700 1,360,600 (51,200)1,309,400 (43,300)
Sewer
1,525,900 1,324,200 30,100 1,354,300 (171,600)
Parking
523,400 533,700 533,700 10 ;30 0
Transit
357,200 476,500 476,500 119,300
Whale Rock
103,100 101,000 101,000 (2,100)
Total $3,862,300 $3,796,000 $21,100 $3,774,900 ($87,400)
2012-13 Reimbursement Transfers
Fund Budget
Based on 2010 .
11 CAP
Direct Billing
Adjustments Actual Varianc e
Water 1,379,80 079,800 1,367,900 (51,200)
1,316,700 (63,100)
Sewer 1,556,40 056,400 1,364,000 30,100
1,394,100 (162,300)
Parking 523,300 508,600 508,300 (15,000)
Transit 357,200 416,900 416,500 59,30 0
Whale Rock 104,200 95,800 95,800 (8,400)
Total $3,920,900 $3,753,200 $21,100
$3,731,400 ($189,500)
The direct billing adjustments in the above tables are for underground utilities locator staffing support .
The cost of utility location is accounted for in the Water Fund ; however, this function benefits th e
General Fund for storm drains, traffic signal conduit and fiber optic lines ; and benefits the Sewer Fun d
for wastewater collection lines . The software used by the consultant does not accommodate Genera l
Fund to Enterprise Fund or Enterprise to Enterprise Fund allocations so we are handling thes e
allocations as direct billing adjustments .
Beginning in 2011-12, golf activities are now accounted for in the General Fund . Because the 2011 -
12 and 2012-13 CAP is based on actual expenditures from 2009-10 and 2010-11,when the Gol f
Fund was a separate enterprise fund, the fund was included in the CAP calculation ; however, n o
transfer for the Golf Fund will occur .
For grant administration under federal cost accounting policies, it is permissible to include indirec t
costs in accounting for grant programs . The CAP can be used in recovering the total costs (direc t
and indirect) associated with implementing grant programs . As the cognizant agency for federa l
grants awarded to the City, the FTA will review and approve the City's CAP . Upon approval by th e
Council, certification of the CAP will be signed by the Finance Director/City Treasurer . Th e
consultant will then coordinate presentation to the FTA and assist in the approval process by FTA .
2011-12 and 2012-13 Cost Allocation Plans Page 3
FISCAL IMPAC T
As noted above, the 2011-12 Cost Allocation Plan results in a decrease of $87,400 or 2 .3%in
reimbursement transfers to the General Fund compared with budget estimates ; the 2012-13 Cos t
Allocation Plan results in $189,500 or 4 .8% decrease in reimbursement transfers to the General Fun d
compared with budget estimates . If approved by the Council as part of the 2011-12 and 2012-13 Cos t
Allocation Plans, the revised reimbursements will be adjusted in the current budget for 2011-12 an d
reflected in the 2011-13 Financial Plan Supplement- Approved Budget for 2012-13 scheduled fo r
Council consideration on June 12, 2012 .
ATTACHMENT S
1.Introduction and Summary Sections from the 2011-12 Cost Allocation Plan
2.Introduction and Summary Sections from the 2012-13 Cost Allocation Plan
AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE
2011-12 Cost Allocation Plan
2012-13 Cost Allocation Pla n
T.\Council Agenda Reports\2012\2012-05-15\Cost Allocation Plan 2011-13 (Bourbeau-McAndrew)
C5-3
CITY OF SAN LUIS OBISPO, CA
OMB A-87 COST ALLOCATION PLA N
Fiscal Year 201 0
Prepared April 26, 201 2
Mahone y
Associatbs'onsultn6, LLC
Specializing in Cost Plans &Government Finance
1870 Divot Road
Carson City, NV 8970 1
775-883-318 2
www .costplans .eom
email : mahoney@costplans .com
C5-4
City of San Luis Obispo, CA
OMB A-87 Cost Allocation Pla n
Fiscal Year 201 0
COST ALLOCATION METHODOLOG Y
INTRODUCTIO N
The OMB A-87 Cost Allocation Plan was prepared in accordance with the policies and procedures contained in OMB Circular A-87 . A consisten t
approach has been followed in the treatment of direct or indirect costs ; in no case have costs charged as direct costs to programs been include d
as indirect costs. Actual expenditure information was obtained from the financial statements for the year ended June 30, 2010. Statistics used to
allocate costs were taken from FY 2010 data by performing one hundred percent counts, or in some cases, conducting a representative sampl e
period count .
STEP-DOWN ALLOCATION PROCEDURE
A double step-down allocation procedure was used to distribute costs among central services and to programs that receive benefits . The doubl e
step-down procedure initially requires a sequential ordering of agencies . Department indirect cost allocations are then made . in the order elected
to all benefiting programs, including cross allocations to other central services . To insure that the cross-benefit of services among central service s
is fully recognized, 'a second step-down allocation for each central service is made . Costs allocated to each central service consist of th e
following :
First Allocation the actual operating expenditures, exclusive of unallowable items (i .e . capital expenditures, interest expense, an d
general government costs as designated by OMB Circular A-87),plus all allocated costs from other central services, which have bee n
identified up to this point .
Second Allocation - costs from other central services made subsequent to that section's first allocation . With respect to the double step-
down methodology, two important points should be noted :
1.The initial sequencing of Central Services was made in consideration of the ordering which maximizes the benefits of th e
services, an d
2.After the second allocation of each central service, that service was "closed" and could not receive an additional allocatio n
from other central services .
To ease comprehension and to avoid unnecessary bulk in the plan, the first and second allocations are shown on the same schedule within th e
plan .
City of San Luis Obispo, CA
OMB A-87 Cost Allocation Pla n
Fiscal Year 201 0
COST ALLOCATION METHODOLOG Y
FORMAT
A Table of Contents is included at the beginning of the Plan .The allocation of costs has been accomplished in the same order as shown in the
Table of Contents . The Table of Contents also permits the ready identification of the following summary data and sections of the Plan :
Summary Data — Three summary schedules are provided at the beginning of the Plan :
1.Allocated Costs by Department (Schedule A) — provides the costs allocated from each central service to each operatin g
department . The central service departments are listed on the left side of the page and the operating programs detailed in th e
plan are listed across the top, with a total at the bottom of the page .
2.Summary of Allocated Costs (Schedule C) — summarizes the costs allocated from each central service . The column labeled
"Total Expenditures"is the total costs of the central service department . The column labeled "Cost Adjustments"are any cost s
added or deducted from the central service . The column labeled "Total Allocated" is the amount allocated to each operatin g
department (this agrees with Schedule A).
3.Summary of Allocation Bases (Schedule E) — provides the bases used to allocate the costs for each function of every centra l
service .
Sections — sections on each central service are presented in the following format :
1 .Nature and Extent of Services — a narrative description of the central service and each function that was identified . Also
described are the allocation bases used for each function and any other relevant information on expenditures .
Costs to be Allocated — presents the total costs to be allocated based on actual expenditures from the financial statements .
Allocated additions represent costs allocated to a central service from other central services .
Prepared by :Mahone .._,
Associa sr nsulting, LLC
Specializing in Cost Plans & Coaxnacnt Finance
C5-6
City of San Luis Obispo, C A
OMB A-87 Cost Allocation Pla n
Fiscal Year 201 0
COST ALLOCATION METHODOLOG Y
FORMAT (Continued)
3.Costs to be Allocated by Function – costs for each Central Service are functionalized to the extent deemed necessary to insur e
the application of allocation basis which most closely correlate with the benefits derived by receiving programs . Total costs
allocated are the same as reflected on the previous schedule . Functions of the central services are listed across the top of th e
page and a detailed schedule is provided on each function .
4.Detail Allocation – detailed schedule of the allocation of each function is provided on all allocated functions except for Genera l
Administration . Costs of General Administration are re-allocated to all other agency functions based on functional costs unles s
otherwise noted .
5.Departmental Cost Allocation Summary - provides a summary of the costs allocated by function . The programs that receive d
allocations are listed on the left side of the page and the central service functions are listed across the top .
INTERVIEWS
Through discussions and review with Departmental staff, Mahoney & Associates Consulting, LLC established functions performed by centra l
service departments and costs associated with each function . It was the primary objective of Mahoney & Associates to use data representative o f
services provided to users while still adhering to the specifications of the OMB Circular A-87 cost principles .
IVA/Cap9 5
04/26/12
City of San Luis Obispo, CA Summary page 1
Schedule A.00 1
Allocated Costs by Department 201 0
$entral Service Departments City Council Cultural Econ Dev Comm Wellness Human Comm Dev Commissions &Developmen t
Activities Promotion Program Relations Admin Comm Review
Building Use Charge $5,126 $427
$ityAdministration $1,708 $4,780 $2,812 $4,977 $240 $3,048 $5,794 $277 $7,706
Natural Resources Protectio n
$ityAttomey $1,143 $3,196 $1,881 $3,329 $161 $2,039 $3,876 $186 $5,153
amity Clerk Services $4,224 $7,040 $4,22 4
=financial Administratio n
Revenue Management $282 $790 $465 $823 $39 $504 $958 $46 $1,274Accounting$929 $2,599 $2,435 $2,706 $130 $1,657 $3,151 $151 $6,003Network Services $28,380 $7,706 $38,292Support Services $77 $217 $374 $226 $11 $138 $263 $13 $845Human Resources $3,217 $6,434RiskManagement/Wellness Program $10,985 $21,970Public Works Administratio n
Building Maintenance $11,042 $28,269 $92 1
Vehicle &Equipment Maintenace
Engineering Development Review
CIP Project Engineerin g
Geographic Information Services $12,871 $9,201 $5,529
Transportation Plan/Engineering $1,896 $32,227
Recreation Administratio n
Hazard Preventio n
Subtotal $52,911 $61,658 $44,648 $12,061 $581 $7,386 $14,042 $673 $125,433Proposed Costs $52,911 $61,658 $44,648 $12,061 $581 $7,386 $14,042 $673 $125,433
C5-8
IVAICap95
04126112
City of San Luis Obispo, CA Summary page 2
Schedule A .002
Allocated Costs by Department 201 0
Central Service Departments Lonq Ranqe Building &Landscape/Prk Swim Center ree Maint St/Sidewalk Flood Control Traffic Facilities -Prk &
Plan Safety Maint Maint Maint Signals/Lights Rec
Building Use Charge $28,212 $4,017 $2,569 $28,008
City Administration $7,460 $10,924 $25,429 $4,550 $6,117 $15,336 $9,892 $6,707 $2,90 1
Natural Resources Protectio n
City Attorney $4,989 $7,306 $17,008 $3,043 $4,092 $10,257 $6,617 $4,486 $1,940
City Clerk Services $50,688 $2,816 $15,488
Financial Administratio n
Revenue Management $1,233 $1,806 $4,204 $752 $1,011 $2,535 $1,635 $1,109 $48 0
Accounting $10,854 $10,020 $13,829 $2,475 $3,326 $8,340 $14,444 $3,648 $11,54 7
Network Services $67,257 $37,198 $52,743 $65,892
Support Services $2,194 $1,609 $1,154 $207 $278 $696 $2,922 $304 $2,85 5
Human Resources $24,128 $14,477 $32,170 $35,387
Risk Management/Wellness Program $82,387 $49,434 $109,850 $120,83 8
Public Works Administration $175,812 $34,438 $42,499 $107,459 $66,523 $45,62 8
Building Maintenance $54,291 $7,729 $48,953 $43,249
Vehicle & Equipment Maintenace $14,802 $100,268 $2,747 $22,532 $214,313 $39,812 $7,04 8
Engineering Development Revie w
CIP Project Engineerin g
Geographic Information Services $46,723 $3,671 $80,168 $10,649
Transportation Plan/Engineering $92,888 $10,742 $396,833
Recreation Administratio n
Hazard Prevention
Subtotal $473,304 $176,551 $340,273 $48,212 $79,855 $358,936 $906,058_$68,930 $295,738ProposedCosts$473,304 $176,551 $340,273 $48,212 $79,855 $358,936 $906,058 $68,930 $295,738
C5-9
IVAICap9 5
04/26/12
City of San Luis Obispo, CA Summary page 3
Schedule A .003
Allocated Costs by Department 201 0
Central Service Departments Recreational Children Teens/Senior/Special Events Ranger Program Aquatics/Police Admin Patrol InvestigationsSportsServicesClassesSinsheimer Prk
Building Use Charge
City Administration $4,462 $9,472 $3,397 $2,159 $2,799 $4,562 $19,097 $93,512 $34,754Natural Resources Protectio n
City Attorney $2,984 $6,334 $2,272 $1,444 $1,872 $3,051 $12,773 $62,543 $23,24 4
City Clerk Services $23,93 7
Financial Administratio n
Revenue Management $737 $1,566 $562 $357 $463 $754 $3,157 $15,460 $5,746
Accounting $30,976 $5,150 $1,847 $1,175 $1,522 $2,482 $51,173 $50,855 $18,901
Network Services $109,333 $569,447
Support Services $7,999 $429 $154 $98 $127 $207 $4,358 $4,243 $1,577
Human Resources $101,336 $144,766
Risk ManagementJWellness Program $346,033 $494,33 1
Public Works Administratio n
Building Maintenance $312,955 $95,42 8
Vehicle & Equipment Maintenace $4,455 $5,933 $91,024 $22,99 1
Engineering Development Revie w
CIP Project Engineering
Geographic Information Services $18,400 $30,90 7
Transportation Plan/Engineering $4,42 3
Recreation Administratio n
Hazard Preventio n
Subtotal $935,215 $22,951 $8,232 $5,233 $11,238 $11,056 $1,459,730 $317,637 $107,21 3Proposed Costs $935,215 $22,951 $8,232 $5,233 $11,238 $11,056 $1,459,730 $317,637 $107,213
C5-1 0
IVA/Cap9 5
04/26/12
City of San Luis Obispo,CA Summary page 4
Schedule A .004AllocatedCostsbyDepartment2010
Central Service Departments Su pport Neighborhood Traffic Safety Fire Admin Emeraencv Training Technical Disaster Prep FD21 0ServicesSvcsResponseServicesServicesDowntown Bi d
Building Use Charge
City Administration $28,360 $3,137 $12,520 $9,054 $104,032 $4,201 $379 $142 $2,744Natural Resources Protectio n
City Attorney $18,970 $2,099 $8,373 $6,055 $69,579 $2,811 $253 $95 $1,835City Clerk Services $9,856
Financial Administratio n
Revenue Management $4,692 $518 $2,070 $1,497 $17,200 $695 $63 $24 $45 4Accounting$15,428 $1,706 $6,809 $29,396 $56,577 $2,285 $206 $77 $1,492Network Services $292,908
Support Services $1,288 $142 $568 $7,092 $4,721 $191 $17 $6 $124Human Resources $86,859
Risk ManagementNVellness Program $296,598
Public Works Administratio n
Building Maintenance $154,51 2
Vehicle & Equipment Maintenace $14,138 $338,845 $2,765Engineering Development Revie w
CIP Project Engineering
Geographic Information Services $45,590
Transportation Plan/Engineering $4,423
Recreation Administratio n
Hazard Preventio n
Subtotal $68,738 $7,602 $44,478 $943,840 $590,954 $12,948 $918_$344 $6,649ProposedCosts$68,738 $7,602 $44,478 $943,840 $590,954 $12,948 $918 $344 $6,649
C5-1 1
IVA/Cap95 City of San Luis Obispo, CA Summary page 504/26/12 Schedule A .00 5Allocated Costs by Department 201 0
Central Service Departments FD240 CDBG FD290 Tourism FD400 Cap Enq FD420 Parkland FD500 Water FD510 Parkinq FD520 Sewer FD530 Transit FD540 Gol fBidDev
Building Use Charge $886 $1,203 $574City Administration $3,422 $10,911 $54,968 $21,132 $68,368 $32,231 $6,658Natural Resources Protection $9,300 $16,600
City Attorney $2,289 $7,298 $36,764 $14,134 $45,727 $21,557 $4,453City Clerk Services $14,080 $8,449 $8,449 $12,672 $4,224Financial Administratio n
Revenue Management $565 $1,804 $281,090 $3,494 $283,305 $5,328 $1,100
Accounting $1,861 $5,934 $43,942 $20,103 $49,418 $18,434 $6,340Network Services $174,909 $51,225 $163,476 $18,549 $8,81 6Support Services $155 $496 $6,330 $3,310 $6,442 $1,710 $1,045Human Resources $49,864 $30,561 $43,430 $3,217 $9,651 .Risk ManagementlWellness Program $170,269 $104,359 $148,300 $10,985 $32,956Public Works Administration $181,124 $276,255
Building Maintenance $20,498 $19,115 $25,834 $1,104 $5,890Vehicle & Equipment Maintenace $119,159 $12,252 $163 ;891 $24,479Engineering Development Review ($11,500)($11,500)
CIP Project Engineering $33,956 $1,280,780 $33,956 $299,147 $252,002 $30,589 $15,434Geographic Information Services $76,180 $6,979 $52,977 $25,015 $2,583Transportation Plan/Engineering $6,319 $57,503 $6,319 $18,326Recreation Administration $39,864Hazard Prevention $8,400
Subtotal $42,248 $26,443 .$1,280,780 $33,956 $1,360,605 $533,740 $1,324,241 $476,546 $163,493Proposed Costs $42,248 $26,443 $1,280,780 $33,956 $1,360,605 $533,740 $1,324,241 $476,546 $163,493
C5-1 2
IVAICap95
04/26/12 City of San Luis Obispo, CA Summary page 6
Schedule A .006
Allocated Costs by Department 201 0
Central Service Departments FD625 Jack FD640 Whale FD650 Narcotics FD653 FD655 Bomb All Other Subtotal Direct Billed,Unallocate d
House Rock Task Force Hazardous Mat Task Force
Building Use Charge $112,872 $183,894
City Administration $34 $11,116 $487 $229 $161 $17,016 $686,174
Natural Resources Protection $25,900 ($25,900)$444,983
City Attorney $23 $7,434 $326 $153 $107 $11,381 $458,935
City Clerk Service s
Financial Administration
$166,147
Revenue Management $6 $1,838 $81 $38 $27 $2,813 $657,450 $181,94 1
Accounting $18 $7,858 $265 $125 $88 $9,254 $539,94 1
Network Services $14,767 $1,700,898
Support Services $2 $1,000 $22 $10 $7 $772 $69,025
Human Resources $6,434 $591,93 1
Risk ManagementlWellness Program $21,970 $2,021,265
Public Works Administration $929,738
Building Maintenance $9,582 $83,332 $922,704
Vehicle & Equipment Maintenace $16,016 $1,217,47 0
Engineering Development Review ($23,000)$23,000 $529,952
CIP Project Engineering $1,945,864
Geographic Information Services $2,946 $430,389
Transportation Plan/Engineering $631,899 $131,246Recreation Administration $39,864 $757,407
Hazard Prevention $8,400 ($8,400)$773,01 9
Subtotal $83 $100,961 $1,181 $555 $390 $237,440 $13,204,888 ($11,300)$2,818,548Proposed Costs $83 $100,961 $1,181 $555 $390 $237,440 $13,204,888 ($11,300)$2,818,548
C5-1 3
IVA/Cap95 City of San Luis Obispo, CA
Summary page 7
04/26/12 Schedule A.007
Allocated Costs by Department 201 0
Central Service Departments Tota l
Building Use Charge $183,894
City Administration $686,174
Natural Resources Protection $444,983
City Attorney $458,935
City Clerk Services $166,147
Financial Administratio n
Revenue Management $839,39 1
Accounting $539,94 1
Network Services $1,700,89 8
Support Services $69,025
Human Resources $591,93 1
Risk ManagementNVellness Program $2,021,265
Public Works Administration $929,738
Building Maintenance $922,704
Vehicle & Equipment Maintenace $1,217,47 0
Engineering Development Review $529,952
CIP Project Engineering $1,945,864
Geographic Information Services $430,38 9
Transportation Plan/Engineering $763,145
Recreation Administration $797,27 1
Hazard Prevention $773,019 _
Subtotal $16,012,136
Proposed Costs $16,012,136
C5-1 4
CITY OF SAN LUIS OBISPO, C A
OMB A-87 COST ALLOCATION PLA N
Fiscal Year 201 1
Prepared April 26,201 2
IvIaLlone :g,
Associates _Consultin6, LL C
Specializing in Cost Plans &Government Finance
1870 Divot Roa d
Carson City, NV 8970 1
775-883-318 2
www .costplans .cor n
email : mahoney®costplans .com
City of San Luis Obispo, CA
OMB A-87 Cost Allocation Pla n
Fiscal Year 201 1
COST ALLOCATION METHODOLOG Y
INTRODUCTIO N
The OMB A-87 Cost Allocation Plan was prepared in accordance with the policies and procedures contained in OMB Circular A-87 . A consistent
approach has been followed in the treatment of direct or indirect costs ; in no case have costs charged as direct costs to programs been include d
as indirect costs . Actual expenditure information was obtained from the financial statements for the year ended June 30, 2011 . Statistics used t o
allocate costs were taken from FY 2011 data by performing one hundred percent counts, or in some cases, conducting a representative sampl e
period count .
STEP-DOWN ALLOCATION PROCEDUR E
A double step-down allocation procedure was used to distribute costs among central services and to programs that receive benefits . The doubl e
step-down procedure initially requires a sequential ordering of agencies . Department indirect cost allocations are then made in the order elected
to all benefiting programs,including cross allocations to other central services . To insure that the cross-benefit of services among central services
is fully recognized, a second step-down allocation for each central service is made . Costs allocated to each central service consist of th e
following :
First Allocation - the actual operating expenditures, exclusive of unallowable items (i .e. capital expenditures, interest expense, an d
general government costs as designated by OMB Circular A-87), plus all allocated costs from other central services, which have bee n
identified up to this point .
Second Allocation – costs from other central services made subsequent to that section's first allocation . With respect to the double step-
down methodology, two important points should be noted :
1.The initial sequencing of Central Services was made in consideration of the ordering which maximizes the benefits of th e
services, an d
2.After the second allocation of each central service, that service was "closed" and could not receive an additional allocatio n
from other central services .
To ease comprehension and to avoid unnecessary bulk in the plan, the first and second allocations are shown on the same schedule within th e
plan .
City of San Luis Obispo, C A
OMB A-87 Cost Allocation Pla n
Fiscal Year 201 1
COST ALLOCATION METHODOLOG Y
FORMAT
A Table of Contents is included at the beginning of the Plan . The allocation of costs has been accomplished in the same order as shown in th e
Table of Contents . The Table of Contents also permits the ready identification of the following summary data and sections of the Plan :
Summary Data — Three summary schedules are provided at the beginning of the Plan :
1.Allocated Costs by Department (Schedule A) — provides the costs allocated from each central service to each operatin g
department . The central service departments are listed on the left side of the page and the operating programs detailed in th e
plan are listed across the top, with a total at the bottom of the page .
2.Summary of Allocated Costs (Schedule C) — summarizes the costs allocated from each central service . The column labele d
"Total Expenditures" is the total costs of the central service department . The column labeled "Cost Adjustments" are any cost s
added or deducted from the central service . The column labeled "Total Allocated" is the amount allocated to each operatin g
department (this agrees with Schedule A).
3.Summary of Allocation Bases (Schedule E) — provides the bases used to allocate the costs for each function of every centra l
service .
Sections — sections on each central service are presented in the following format :
1 .Nature and Extent of Services — a narrative description of the central service and each function that was identified . Als o
described are the allocation bases used for each function and any other relevant information on expenditures .
Costs to be Allocated - presents the total costs to be allocated based on actual expenditures from the financial statements .
Allocated additions represent costs allocated to a central service from other central services .
Prepared by :
Malaonc „,
Associainsulting,LLC
Spedntiziug in Co51 Pla"s &Cvcmz"zerrt Fizzazxr
C5-17
City of San Luis Obispo, C A
OMB A-87 Cost Allocation Pla n
Fiscal Year 201 1
COST ALLOCATION METHODOLOG Y
FORMAT (Continued)
3.Costs to be Allocated by Function – costs for each Central Service are functionalized to the extent deemed necessary to insur e
the application of allocation basis which most closely correlate with the benefits derived by receiving programs . Total costs
allocated are the same as reflected on the previous schedule . Functions of the central services are listed across the top of th e
page and a detailed schedule is provided on each function .
4.Detail Allocation – detailed schedule of the allocation of each function is provided on all allocated functions except for Genera l
Administration . Costs of General Administration are re-allocated to all other agency functions based on functional costs unles s
otherwise noted .
5.Departmental Cost Allocation Summary – provides a summary of the costs allocated by function . The programs that received
allocations are listed on the left side of the page and the central service functions are listed across the top .
INTERVIEWS
Through discussions and review with Departmental staff, Mahoney & Associates Consulting, LLC established functions performed by centra l
service departments and costs associated with each function . It was the primary objective of Mahoney & Associates to use data representative o f
services provided to users while still adhering to the specifications of the OMB Circular A-87 cost principles .
C5-18
.
1VA/Cap95 City of San Luis Obispo, CA Summary page 1
04/26/12 Schedule A .00 1
Allocated Costs by Department 201 1
Central Service Departments City Council Cultural Econ Dev Comm Wellness Human Comm Dev Commissions &Development
Activities Promotion Program Relations Admin Comm Review
Building Use Charge $5,126 $42 7
City Administration $1,450 $4,002 $2,043 $4,286 $155 $2,586 $5,226 $201 $5,50 1
Natural Resources Protectio n
City Attorney $1,031 $2,845 $1,452 $3,047 $110 $1,838 $3,716 $143 $3,91 1
City Clerk Services $20,731 $16,962 $7,538
Finance Administration
Revenue Management $376 $1,036 $529 $1,109 $40 $669 $1,353 $52 $1,424
Accounting $753 $2,078 $2,083 $2,226 $80 $1,344 $2,715 $105 $4,902
Network Services $15,476 $5,505 $43,234 $21,880
Geographic Information Services $8,660 $6,178 $9,295
Support Services $83 $231 $395 $247 $9 $149 $301 $12 $87 1
Human Resources $2,901 $5,803
Risk Management/Wellness Program $9,477 $18,954
Public Works Administratio n
Swim Center Maintenanc e
Building Maintenance $10,830 $28,878 $903
Vehicle & Equipment Maintenace
Engineering Development Revie w
CIP Project Engineering
Transportation Plan/Engineering $1,792 $30,470
Recreation Administratio n
Hazard Preventio n
Subtotal $55,856 $66,484 $39,431 $10,915 $394 $6,586 $56,545 $51 3
Proposed Costs $55,856 $66,484 $39,431 $10,915 $394 $6,586 $56,545 $513
$103,011 _
$103,011
IVA/Cap95
04/26/12
Allocated Costs by Department
Central Service Departments Traffic Long Range Building &Landscape/Prk Tree Maint St/Sidewal kSignals/Lights Plan Safety Maint Maint
Building Use Charge $28,744 $4,092 $2,569City Administration $5,042 $5,359 $10,107 $21,520 $5,182 $13,078Natural Resources Protectio n
City Attorney $3,584 $3,810 $7,185 $15,298 $3,683 $9,297City Clerk Services $56,538 $5,654Finance Administratio n
Revenue Management $1,305 $1,387 $2,617 $5,570 $1,342 $3,385Accounting$2,619 $10,452 $9,852 $11,178 $2,692 $6,793NetworkServices$14,701 $14,242 $49,546 $51,738 $14,452 $32,999GeographicInformation Services $61,945 $6,178
Support Services $291 $2,392 $1,833 $1,240 $299 $753Human Resources $21,760 $13,056
Risk Management/Wellness Program $71,078 $42,648
Public Works Administration $35,797 $156,298 $37,976 $95,74 3Swim Center Maintenanc e
Building Maintenance $53,245 $7,582
Vehicle & Equipment Maintenace $7,202 $15,124 $102,450 $23,023 $235,322Engineering Development Revie w
CIP Project Engineerin g
Transportation Plan/Engineering $87,827 $10,157
Recreation Administration
Hazard Preventio n
Subtotal $70,541 $418,779 $185,631 $367,861 $88,649 $397,370ProposedCosts$70,541 $418,779 $185,631 $367,861 $88,649 $397,370
Summary 'page .2
Schedule A .00 2
201 1
Flood Control Facilities - Prk &Recreationa l
Rec Sports
$28,487
$8,404 $2,328 $3,31 5
$5,975 $1,655 $2,357
$3,770 $1,886
$2,175 $602 $85 8
$14,590 $12,456 $33,932
$4,630 $105,21 9
$105,301 $12,354 $21,707
$3,261 $3,191 $8,940
$29,014 $31,915 $91,392
$94,771 $104,248 $298,527
$59,240
$48,012 $42,416 $306,93 2
$40,679
$375,196
$823,505 $316,384 $769,846
$823,505 $316,384 $769,846 -
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IVAICap95 City of San Luis Obispo, CA Summary page .304126(12 Schedule A003Allocated Costs by Department 201 1
Central Service Departments Children Special Events Ranqer Program Aquatics!Police Admin Patrol Investiqations Support NeighborhoodServicesSinsheimerPrkServicesSvcs
Building Use Charg e
City Administration
Natural Resources Protection
$9,514 $2,919 $2,464 $3,785 $15,283 $74,603 $29,100 $24,102 $2,57 8
City Attorney
City Clerk Services
$6,763 $2,075 $1,752 $2,691 $10,865 $53,035 $20,686 $17,139 $1,83 3
Finance Administration $20,73 1
Revenue Management $2,462 $756 $638 $979 $3,956 $19,311 $7,532 $6,238 $668Accounting$4,942 $1,517 $1,280 $1,966 $53,951 $38,752 $15,115 $12,518 $1,339Network Services $580,265Geographic Information Services $42,721Support Services $549 $169 $142 $218 $4,343 $4,300 $1,677 $1,390 $148Human Resources $130,561RiskManagementMlellnessProgram
Public Works Administratio n
Swim Center Maintenanc e
Building Maintenance
$426,468
$97,48 6Vehicle & Equipment Maintenac e
Engineering Development Revie w
CIP Project Engineerin g
Transportation Plan/Engineering
$4,552 $6,062 $102,086 $23,630
Recreation Administratio n
Hazard Prevention
$4,18 2
Subtotal $24,230 $7,436 $10,828 $9,639 $1,396,874 $292,087 $97,740 $61,387_$6,566Proposed Costs $24,230 $7,436 $10,828 $9,639 $1,396,874 $292,087 $97,740 $61,387 $6,566
IVAICap9 5
04/26/1 2
Central Service Departments Traffic Safety Fire Admi n
Building Use Charge
City Administration $9,889 $6,233
Natural Resources Protectio n
City Attorney $7,031 $4,432
City Clerk Services $13,192
Finance Administratio n
Revenue Management $2,560 $1,61 4
Accounting $5,137 $30,845
Network Services $224,03 3
Geographic Information Services $67,54 5
Support Services $570 $7,85 7
Human Resources $78,33 6
Risk Management/Wellness Program $255,882
Public Works Administratio n
Swim Center Maintenanc e
Building Maintenance $149,91 5
Vehicle & Equipment Maintenace $14,446
Engineering Development Revie w
CIP Project Engineerin g
Transportation Plan/Engineering $4,182
Recreation Administratio n
Hazard Prevention
Subtotal $39,633 $844,066
Proposed Costs $39,633 $844,066
City of San Luis Obispo, C A
Allocated Costs by Department
Emergency Training
Response Service s
$87,796 $3,41 3
$62,414 $2,42 6
$22,725 $884
$45,603 $1,77 3
$5,060 $197
$342,215 $2,825
$565,813 $11,51 8
$565,813 $11,518
Summary page 4
Schedule A .004
201 1
$633 $114 $2,183
$450 $81 $1,552
$163 $30 $565
$329 $60 $1,134
$36 $7 $12 5
$2,086 $15,087
$1,483 $10,725
$540 $3,905
$1,083 $7,83 7
$120 $870
$138,047
$1,611 $292 $5,559 $143,359 $38,424$1,611 $292 $5,559 $143,359 $38,424
Technical Disaster Prep FD210 FD240 CDBG FD290 Touris mServicesDowntown Bid Bi d
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IVA/Cap9 5
04126112
City of San Luis Obispo, CA Summary page 5
Schedule A .005
Allocated Costs by Department 2011
Central Service Departments FD400 Cap Enq FD405 Trans FD420 Parkland FD430 Open FD500 Water FD510 Parkinq FD520 Sewer FD530 Transit FD540 Golf
impact Fees Dev Space
Building Use Charge $886 $1,203 $585
City Administration $48,111 $18,206 $57,576 $28,142 $5,73 1
Natural Resources Protection $9,300 $16,600
City Attorney $34,203 $12,943 $40,931 $20,006 $4,074
City Clerk Services
Finance Administration
$30,153 $9,423 $22,615 $16,962 $1,884
Revenue Management $266,746 $4,712 $269,194 $7,284 $1,484
Accounting $40,840 $19,171 $43,711 $15,640 $6,045
Network Services $178,888 $52,817 $152,600 $29,892 $11,397
Geographic Information Services $113,383 $11,777 $61,311 $14,260 $2,482
Support Services $7,077 $3,688 $7,067 $1,900 $1,164
Human Resources $44,971 $27;563 $39,169 $2,901 $8,704
Risk Management/Wellness Program $146,895 $90,032 *$127,940 $9,477 $28,43 1
Public Works Administration $162,693 $251,472
Swim Center Maintenance $746
Building Maintenance $20,331 $27,929 $25,566 $1,082 $6,01 8
Vehicle & Equipment Maintenace $120,921 $12,519 $174,114 $25,01 2
Engineering Development Review ($11,500)($11,500 )
CIP Project Engineering $1,093,822 $3,789 $50,888 $1,084 $302,350 $329,960 $4,060
Transportation Plan/Engineering $5,974 $54,367 $5,974 $17,326
Recreation Administration $36,541
Hazard Prevention $8,400
Subtotal $1,093,822 $3,789 $50,888 $1,084 $1,367,929 $508,586 $1,364,031 $416,929 $143,02 7
Proposed Costs $1,093,822 $3,789 $50,888 $1,084 $1,367,929 $508,586 $1,364,031 $416,929 $143,027
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IVA/Cap95 City of San Luis Obispo, CA Summary page 604/26/12 Schedule A .006
Allocated Costs by Department 201 1
Central Service Departments FD625 Jack FD640 Whale FD650 Narcotics ,FD653 FD655 Bomb All Other Subtotal Direct Billed Unallocate dHouseRockTask Force Hazardous Mat Task Forc e
Building Use Charge $113,994 $186,11 3City Administration $68 $7,782 $330 $420 $655 $65,140 $623,72 8Natural Resources Protection $25,900 ($25,900)$426,069City Attorney $48 $5,533 $234 $298 $465 $46,309 $443,41 4
City Clerk Services
Finance Administration $228,039
Revenue Management $18 $2,014 $86 $109 $169 $16,862 $670,033 $214,06 9Accounting$35 $6,088 $171 $218 $339 $33,836 $512,125Network Services $17,552 $1,621,066Geographic Information Services $4,965 $550,06 2Support Services $4 $1,002 $19 $24 $38 $3,754 $78,011 3Human Resources $5,803 $533,849Risk ManagementlWellness Program $18,954 $1,743,782Public Works Administration $799,21 9Swim Center Maintenance $746 $460,334Building Maintenance $9,789 $84,096 $921,01 0Vehicle & Equipment Maintenace $16,363 $1,,$Engineering Development Review 92
8
3
($23,000),2 4,
,45
$23,000 $553,63 1CIP Project Engineering $ 597,4 7Transportation Plan/Engineering $597,447 694,0Recreation Administration $36,54 1Hazard Prevention $694 30
1
,3 1
$8,400 ($8,400)$767,754Subtotal$173 $95,845 $840 $1,.069 $1,666 $363,991 $12,749,032 ($11,300)$3,169,31 3Proposed Costs $173 $95,845 $840 $1,069 $1,666 $363,991 $12,749,032 ($11,300)$3,169,313
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1VAICap95 City of San Luis Obispo, CA Summary page 704/26/12 Schedule A.00 7
Allocated Costs by Department 201 1
Central Service Departments Total
Building Use Charge $186,11 3
City Administration $623,728
Natural Resources Protection $426,06 9
City Attorney $443,41 4
City Clerk Services $228,03 9
Finance Administration
Revenue Management $884,10 2
Accounting $512,125
Network Services $1,621,066
Geographic Information Services $550,06 2
Support Services $78,01 3
Human Resources $533,84 9
Risk ManagementNVellness Program $1,743,78 2
Public Works Administration $799,21 9
Swim Center Maintenance $461,080
Building Maintenance $921,01 0
Vehicle & Equipment Maintenace $1,268,545
Engineering Development Review $553,63 1
CIP Project Engineering $1,924,000
Transportation Plan/Engineering $650,602
Recreation Administration $730,842
Hazard Prevention $767,754
Subtotal $15,907,04 5
Proposed Costs $15,907,045
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