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SS2 - Budget Review
MEMORANDUM TO: Honorable Mayor and City Council FROM: Homer Bludau, City Manager DATE: May 22, 2009 SUBJECT: Study Session Budget Review The May 26 Study Session Budget review discussion will be in the following order: 1. Facilities Financing Plan 2. Potential State borrowing of property tax revenues 3. PERS rates for FY 2011 -12 4. Lower Bay Dredging 5. Need for water rate increase 6. Traffic Signatization Phases 5, 6 and 8 7. Big Corona Police Patrol/Park Patrol S. Police position — Custody Officer 9. Clean Natural Gas Issues 3300 Newport Boulevard • Post Office Box 1768 • Newport Beach, CA 92658 -8915 Telephone: (949) 644 -3005 • Fax: (949) 644 -3039 • www.city.newport- beach.ca.us Pending Budget Issues �"j Facilities Financing Plan 0 0 ACILITIES REPLACEMENT PLAN 2009(a) What's the same as last year What's different Impact of changes Conclusions Staff Recommendations t -AIr accurate scope, cost, and timing - -Less opportunity to adjust to changing conditions Fonnat/SMM.Ure --Detail of Contributions. and Development Fees %4: A:) 0- 41n 1 --OASIS lower. --Overall higher - -Cop ire vely high (near term) 0 Fine 92adons Fine Statiant #1 (Peninsiaa) $T,86Q,�011 -26 Rm ��iDn #2 (LJdo) $7,o�o,= 2013-14 u Fire Station #F3 (Santa Barbara) 81r,8A6FOft 2031 -32 Fire t � (Cawtw ice' Mar) $7 11-22 Fine Station #16 (Mainers) ' $T,000;00Q 2031 Potential Crystal Cove Fire Station #9 $7,M,O®Q 295-36 Li#eguard Headquarters $T,500,00! 2021-M i i rarie� Beira;; $GAWISft 2826-M Corona Dd MaIr $3;000,000 2@25 -21 ••: a'YN' .: M'tRB. #.fia 'A e+i'':,?sa r:?d#48.t`• OW, kr4. �{�' .,,mJ.tihr/n�. �TQ# i in... 4�Eit r }uAX¢ S lrnsrgn TheaterArs Center # .:;t,000;00it203 lF'#triF .. x"10,000 200-14 iYhtifia .ft* fLttss iStructu ri:s) l' $0" 2019- iYMtiirietit► #sate ►12y' .: :;8,501t;Q0D 2ii" 2.41 s A� �ett#IaNt` �t Attrlk' 9i@'12 1 . .. ', ... iliiit�. I 1<at Basin • .. 3 • u A: OASIS 9 Center B. Sunset Ridge Park; Marina Park; Lido Fire Station C. CDA4 Fire Station; CDM Library; Lifeguard Headquarters D. Police Station &NAMD Structure; Balboa Library M anner s Fire Station; West E. Santa Barbara ire %% n,: Newport Comraunity 'Center; Balboa Yacht Basin F. Potential Crystal Cove.Fire vtv�A"m Ths G. Unspecified ether facilifies hvkw Company Pars[ Fees $6,60Q000 $1,963,4$8 $3,546,512 Irvine Corrmry Pubic B4ne0t• -430 Units at $31,500 am* $4,726,000 $4,410,000 $4,410,000 North Newport Ce#dw (pd at bwnes of Met "per) HOW Plad0e for OASIS Odw OASIS Carr (Includes Friends of OASIS) Girt Smils (asswned Rd coat of Marine Park GS Fadiy) Myak Nmpw6r Development Areemetd Animal $13,616,000 $1,000,000 $1,500,000 11.000,000 i600A80 $500,909 $749,766 $$56,003 $535,539 $6,000,000 $10,545,000 $6,725,000 $0 58,0561572 $61{32,168 • • Ki • Format/Structure - -OASIS lower -- Overall higher' • Impact of Changes Duration extended Increased contribution required each year Analytical process • Conclusions Still do -able i but slower Vulnerability higher arameters establish 11 ndations . *Approve current plan/schedule *Re- evaluate every six months (or whenever significant information changes) *Be mindful of point -of -no -return financial thresholds (contract signings) *Be wary of introducing new projects before Bands C & D, even if lower costs or new revenue permit faster progress. (Concern about aging public safety facilities.) 0 0 State Borrowing Property Tax Revenues The State is proposing to borrow up to 8% of FY 2008 -09 property tax revenues from the cities and counties under the authority of Prop. 1A due to the defeat of the special ballot issues on May 19tH Prop 1A requires a supermajority vote of the Legislature to enact and also. requires that the funds be repaid with interest in three years. The estimated amount for the City of Newport Beach is $5.8 million. PERS Rates FY 2011 -12 Misc - EPMC* Misc - ER Misc - EE Paid Safety - EPMC Safety - ER Safety.- EE Paid FY 10 Rates Rates Costs 7.0% $ 3,259,956 7.734 % $ 31605,554 3.420% $ - 18.154% $ 61865,510 9.0% $ 21951,762 29.155% $ 91560,496 0.000% $ - 38.155% $ 12,512,258 12,591,223 FY 11 Rates Costs 7.0% $ 3,259,956 7.58% $ 31548,034 3.42% $ - 18.00% $ 6,807,990 9.0% $ 21981,032 28.80% $ 9,610,191 0.0% $ - 37.80% $ 12,591,223 *Miscellaneous employees contribute 3.42% of salary per the cost sharing agreement related to the 2.5% @55 contract arnendment in 2408. 0 4 25% Q yO W 20 °!0 c m U 4 to 15% m A d rY 10% c 0 7 a y 5°l0 c 0 U rol ! Projection of Future Employer Contribution Rates Assuming a -25% Return in FY 200 8-2009 and 7.75% Thereafter Plan with Asset to Payroll Ratio of 7 on June 30, 2007 llili IN ---I Dom; Fiscal Year tCurrwit Method f Proposed Method -A 15 Year Smoothing - No Corridor - Rolling 30 Year Amortization -- A---5 Year Smoothing - No Corridor - Rolling 20 Year Amortization Lower Bay Dredging • Bring the Project back to its original design depth (varies between -10 and -20 MLLW, generally): — Removal of between 1 MN and 1.4 MN yds3 of material. Disposal locations drive the cost. They will include at least: • LA -3 —for clean material that doesn't contain high levels of sand. • Ocean Beach Nourishment —for clean material that is high in sand content. • CAD Site (or other) — for contaminated material that can't go to LA -3. Qty = undetermined. • US Army Corps will oversee a private- sector contractor doing the project (via public bid). • Project can start.following: — Environmental Document (MND or EIR); — Design /engineering /permitting of CAD site; — Permitting of Dredging Project (Corps, Regional Board, Coastal Commission, others); - Bid period /bid award; and — Contractor mobilized onsite. L J Corps Project Type "Ecoystem Restoration" "Operations and Maintenance" Project Cost $48.5 million $15 -16 million Yes — 65 %Feds,35 %State /local. No - - cost is 100% responsibility of Corps Cost Shared? State /local sharewas in becauseof Federal Navigational Channel Proposition 12 (2000) (but City has offered start -up funding) 2009 Economic Stimulus (ARRP) Federal FY 2010 Budget FundingVehicle Because Project was underway, Project requires additional environmental itwas "shovel- ready" revlewand permitting to beshovel -ready AOne -Time Authorization in WRDA2000 Previously authorized because it's an "O &M" Authorization ( "902" cap was about $44 million) Project, but onethat has not received an appropriation until now. Appropriation Up until Stimulus, appropriated as a Included in the President's Budget at $1.78 Congressional earmark over five+years MN for Fed FY 2010 Ongoing v One-Time Aone -ti me project An ongoing responsibility of Corps Navigational Channel? No Yes ed Last Dredged Smaller project in 1998 -99 ost not since Harbor's creation, but some in 2003, 1999 Sco a estj 2,300,000 cubic yards 1,100,000 cubic yards Dollars /cu yd (est ) $21.09 $14.55 I� • • Will the Corps be involved? — Yes —just received $1.78 million in President's Budget. • How much of the sediment can go to LA -3? — Testing being done by New Fields now. — Testing will tell us how big the CAD site must be. • Permitting and CEQA /NEPA — How long will this phase take, how can we expedite? • Local Impacts — Siting of the CAD; — Duration, scope of dredging period; and — Construction, filling, capping of the CAD. • Spent to date: — Sediment Testing, CAD Analysis ($400K) • Expected obligation in FY 2009 -20.10 EIR and CAD Design ($500 -750K — with possibly $600K in City funds) — Corps uses its $1.78 million to assist with permitting, some NEPA, possibly some construction (via carry- over). • Expected obligation in FYs 2010 -2012 — City constructs CAD — $3 million (City's total contribution to Project = $4 MN = $31VIN + $1 MN from FYs 2008- 2010). CAD budgeting could be over two years. — Federal Appropriation in FY 2010 or FY 2011 of about $8 million ($10 MN total = $1.78 MN + 8 MN). • Total Project Cost: $15 MN (over $4 MN from City over three FYs and $10 MN from Federal Government over two FYs) • • • Lower Newport Bay -- Dredging Project (2010 -2012) Estimated Expenses and Estimated Fund Sources Expense (est) Sediment Testing CAD Analysis CAD Engineering /Design Perm itti ng/CEQA/N EPA CAD - Construction, Use, Cap Dredging Totals Sources of Funds (est) City Funds Federal Funds $ 350,000 $ 50,000 $ 350,000 $ 400,000 $ 1;500,000 $ 1,500,000 $ 5,500,000 $ 5,500,000 $ 400,000 $ 750,000 $ 7,000,000 $ 7,000,000 $ 15,150,000 400,000 $ 600,000 $ 1,500,000 $ 1,500,000 $ 150,000 $ 5,500,000 $ 5,500,000 Totals $ 400,000 $ 750,000 $ 7,000,000 $ 7 History Study Results Future Actions -Questions reserves • ,Mport supply cost increased 5% since 2005 - pectedto increase by 120% by 2014 OCWD • Basin Pumping Percentage decreasing 7% • Groundwater Supply increase by 38 %since 2005 • Expected to increase by 58% by 2014 D F�eservoirs 50% capacity Q Third consecutive year of below average rainfall 3QW6 reduction in State Project water due to Federal Court eedi to protect the delta smelt KAp b. d oar adopts allocation plan April 14, 2008 4 Requires 15% reduction in import supplies by agencies • 0 wuouncil directs staff to conduct rate study and con'seirvation rate structure feasibility • City retains services of Red Oak Consulting to perform study February 2008 o Phase I Comprehensive 5-Yr. Financial Plan 0 Phase .2 Conservation Rate Structure Feasibility Public Works updates Water Master Plan (CIP) Study discussion with Finance Committee P6!I� C (f & Warlable)LL $ 597 $ 629 $ 741 $ 856 $906, $ 960 � D (Fix ci & W iriable)` 285 323 362 365 383 397 343 411 499 543 579 608 9 Stud+ Results Pr cxj ed Expenditures (in thousands) Operations .& MaInt0hance Grand Total FY2009 ftwv� $9,480 FY2010 $9,968 4,168 100 19,460 MRONOWNW 2,865 $ 22,325 FY2011 FY2012 FY2013 FY2014 $10,586 $11,233 $11,953 $12,733 6,035 6,551 6,944 7,361 4,193 4,337 4,498 4,625 20,814 1,830 $223644 22,121 mm"Opp"Momm" 1,292 $235413 23,395 MRMWNONPMWSM 2,700 0 $265095 24,719 wwmwqm� 1,533 $26,252 ).Rate Increase $10 SO 2008 2010 2011 X2012 2013 2014 f` �• � New Debt Service Existing Debt Service � Cash - Funded Capital � Purchased Water- OCWD Purchased Water- MWDOC � Operating Expenditures —41—Revenues —r- Ending Balance - ;- Target Reserves • * Increase monthly service charge revenue o Currently 10% of total revenue Phase -in increase to 30% by fiscal year 2013 -2014 0 increase revenue stability Develop a conservation rate structure $261, $20 $11s esults Financial Plan !am Zito 2011 2012 2013 2014 1 Now Debt Service Existing Debt Service � Cash-Funded Capital 1 Purchased Water- OCWD Purchased Water- MWDOC � Operating Expenditures -Revenues AP Ending Balance --&--Target Reserves • • 9.50 25.50 Warr :45.00 30.02 93.82 300.22 $2.35 $2.54 $2.72 $2.84 $8.82 $12.70 $16.18 $1880 14.69 21.16 26.96 31.33 19-38 42.32 53.93 6166 47.01 67.71 86.28 100.25 88.15 126.96 161.78 187.97 146.92 211.60 269.63 313.28 293.84 423.19 539.26 626.55 470.15 677.11 862.82 1,002.48 %08 %08 960b a2aeya leildea sapniaui :elep uoiI.dwnsuoa LOOZ uo paseg,* life ul aBueyo *11 � '�' � '46' �' q3°P oi1� p'u`' 40$ to, yti4 otiS 01, oas 4y� iDr�9 yre9 gtiS �r4 rv4 O�'a° 64 9a' V� 04 ♦� %0 — - .. .. _ . — — . . ■ a %0 %0c 0/60z %s %0e %Ob 9o0t s $ %05 S il. g¢u�ip aiow ou Aq sbst esewoul Ulm Sun Jo %OL %08 %08 960b vo $so sso m M, $10 1�e gill C alculator* PP Cunt V6 FtetweW Md*kn VMD LaWm me Mere Gorden Grove Constawi" �s Metal Size !Y ler of Meters t7.445 *Does not include capital charge — Data based on MWDOC 2008 Rate Study i s t tt€suits Inte-ractive Bill Calculator �I ■ _ so sm CI related, therefore not exempt 'Ra n I crea I se requires 45-day notice Pub-fic:Hearing before Council o No majority protest— Council adopts new rates by ordinance • Recommendation .. to adopt procedures consistent with Proplosition 218 Submission arid tabulation of protests +��' �anservaton rdinance .. .... reserntati.on to the Coastal/Bay Water Quality ....It, . zens Advisory Committee May 14th 2009 • Imposed restrictions on local groundwater and tivulanaxUstorner cost reduction for water use efficiency practices Questions • a D AM C ■ TSM Plan for All Phases 2DTO .AS= 1, Fupea S�jneB¢ed Yaeree[igi Q P&MY CCTV Camera LOCOM Secondary cm Gemara LOW • Camm•ar bW HUB PHASE 1 ® PHASE 2 y j-1 j , • � � siwrc+cn«Hwaec r � TSM Project Implementation Status Phase 1: East Coast H ig hway, MacArthur Boulevard, and Avocado Avenue • 22 intersections and 2 CCTV cameras • TMC improvements and icons software • Construction completed = January 2009 • Implementation completed = March 2009 Phases 2 & 3: Jamboree Road and Airport Area • 30 Intersections and 13 CCTV cameras • Construction = May — December 2009 r� U n U TSM Project Implementation Status FY 09/10 CIP Budget Design and Construction of Phases 4 and 7 ($1,130,000) • Phase 4 = Irvine Avenue, Dover Drive and Superior Avenue • Phase 7 = Balboa Peninsula • 27 total intersections FY 10/11 CIP Budget Design and Construction of Phases 5, 6 and 8 ($2,228,000) • Phase 5 = Newport Center, San Joaquin Hills Road • Phase 6 = Newport Coast, Pelican Hill, and SJHR • Phase 8 = San Miguel Drive, Bonita Canyon Road, and Ford Road • 38 total intersections gig Corona Polirp/PnAr o Newport Beach Police Department Enforcement Period March 1, 2007, to September 15., 2007 • Actions Taken in Response to Citizens' Concerns — Installation of security cameras at the Main Beach — Installation of metal security gate - overtime patrols Thursday, Friday, and Saturday nights — Increased Police presence in the area — Improved communications with residents • • Results — $50,500 spent in overtime costs to facilitate two officer footbeats — Footbeats • 437 citations issued • 22 arrests - Area Units • 522 citations issued • 82 arrests e rs v dl i t 'i i r, Newport Beach Police Department Enforcement Period May 24, 2008, to September 1, 2008 • Actions Taken in Response to Citizens' Concerns — Coordinated effort by the Police, Fire, General Services, Code Enforcement, and Recreation Departments — Focused attention on beach - specific issues, including enforcement of barbecues outside designated areas • One officer hired extra daytime /weekend beach patrol • Education • Enforcement • Results - $8600 in overtime costs — 909 citations issued • 223 - after hours on beach • 143 -barbecue violations • 400 - vehicle code violations — Coordinated effort by all involved City Departments 0 • Add 30hrs per week to Park Patrol year round • Memorial Day— Labor Day Friday, Saturday and Sunday education and enforcement at CdM State Beach • Allow expanded year round patrols of City's 68 parks and facilities • Year round employee would provide for greater consistency and quality of service • Originally created in FY03 /04 to monitor park and facility rentals, athletic field usage and report park maintenance issues • Expanded role assisting Police, General Services, Fire, Library and Administrative Services • Increased direct calls from the public • Increased commercial demand for park and beach facilities • • Cost for Additional Park Patrol CWI!g Aid Tmirut►g Basic 1st Aid /CPR Class FlashW, Pepper spray, office supplies, etc *Estimated Annual Costs After First Year Total $23,400 $4,680 $400 $4;500 $900 $50 $350 $4,500 $2,070 $40,850 $34,650 Distributed by: Park Patrol, PD, Lifeguards and Parking Control Re- classification of Video Producer to Custody Officer • A direct result of a Corrections Standard Authority (CSA) Inspection conducted in June 2008. - CSA strongly recommended staffing two officers per shift • Jail Administrator (Division Commander) recommended staff increase as the result of internal review and CSA inspection review to provide two officer coverage for Emergencies, Risk Management, Medical Emergencies, Suicide Prevention and Officer Safety. - Recommendation: Fund Custody Officer position by re- classing vacant position. Proposed Custody Officer: Video Producer: Salary Difference: $84,890 $ 121,931 X37, D41 * The salary difference will be absorbed in our 1820 -8080 account to contract out for video services. As 0 i r 1 s � xi t • A direct result of a Corrections Standard Authority (CSA) Inspection conducted in June 2008. - CSA strongly recommended staffing two officers per shift • Jail Administrator (Division Commander) recommended staff increase as the result of internal review and CSA inspection review to provide two officer coverage for Emergencies, Risk Management, Medical Emergencies, Suicide Prevention and Officer Safety. - Recommendation: Fund Custody Officer position by re- classing vacant position. a n l< �. EMMA. -n cD 0 c,►a r Vehicle RA►,i,,.�._ p acements (contimilorl I Next Step; o PurchacA >> nwT: _ Re- classification of Video Producer to Custody Officer • A direct result of a Corrections Standard Authority (CSA) Inspection conducted in June 2008. - CSA strongly recommended staffing two officers per shift • Jail Administrator (Division Commander) recommended staff increase as the result of internal review and CSA.inspection review to provide two officer coverage for Emergencies, Risk Management, Medical Emergencies, Suicide Prevention and Officer Safety. - Recommendation: Fund Custody Officer position by re- classing vacant position. E o N ;_ aD �a 71; 0 CITY COUNCIL To protect Newport Beach's unique quality of life for the full enjoyment of its residents, visitors, and business owners and to direct the efficient and effective delivery of municipal services. 2006 -07 2007 -08 2008 -09 2009 -10 Actual' Actual" Estimated" Proposed" O O cc O Salaries and Benefits $ 229,203 $ 188,641 $ 196,311 $ 207,331 d Maintenance and Operations $ 1,474,011 $ 1,345,098 $ 993,052 $ 959,919 U Capital Outlay $ 462 $ - $ 7,000 O Total $ 1,703,676 S 1,533,739 $ 1,189,363 $ 1,174,250 Q Includes Spheres Issues and Centennial expenditures " Includes Spheres Issues I Council Grants Already included in FY 10 Budget Recipient Funding for Number of Years Amount Balboa Island Historical Society Operations Since FY 02 $15,000 Balboa Island Improvement Assn Flowers and holiday decorations /storage Since FY 05 $11,250 CdM Chamber CdM 5K Since FY 05 — grant is in addition to agreement for race proceeds. $5,000 CdM Chamber CdM Christmas Walk Since FY 04 — Grant funds the event expenses. $10,000 Leadership Tomorrow Sponsorship Since FY 04 $10,000 Newport Beach Film Festival Sponsorship Since FY 00 (increased to $100,000 in FY 08) $100,000 Newport to Ensenada Race Sponsorship Since FY 05 (increased to $20,000 in FY 09 with 3 -year commitment) $20,000 Susan B. Komen Race for the Cure Since FY O1 $7,500 OC Marathon Sponsorship Since FY 06 $50,000 Total $228,750 r 1 0 a 0 CITY CLERK Serving the Public with Integrity and Professionalism Staffing: 3 FTE's One City Clerk Two Deputy City Clerks o = To provide service to the Mayor and City Council, N City Manager, administrative departments, and the public in a courteous, timely, and efficient manner Cn while remaining neutral and impartial. To improve the administration of the affairs of the City Clerk's office consistent with applicable laws and through sound management practices to provide easier access to local government and fulfill our responsibility to the residents of Newport Beach. MR CITY CLERK The City Clerk's Office provides service to the Mayor, City Council, City Manager, and administrative departments, as well as to the public. As a service providing department, the budget is primarily allocated to salaries and benefits with a small amount budgeted for maintenance and operation costs. Budget Overview 2009 -2010 ($381.140) o Salaries - $236.371 (62 %) IN Benefits - $98,784 (26 %) 13Advertising /Publications /General Liability - $9.486 (3 %) ❑Supplies /Maintenance - $23.999 (6 %) ■ Prof /Tech Services - $8,400 (2 %) ■ Travel /Meetings - $4,100 (1%) �i 2% 1% __ • • • 0 L Allocation Plan CITY CLERK 2006 -07 2007 -08 2008 -2009 2009 -10 Actual Actual Estimated Proposed Salaries and Benefits $ 314,754 $ 349,712 $ 326,462 $ 335,155 Maintenance and Operations $ 50,733 $ 56,013 $ 65,804 $ 45,985 Capital Outlay $ 11,684 Total 377,171 $ 405,725 S 392.266 $ 381,140 Elections $ 79,934 $ 157,368 $ 100.000 $ Grand Total $ 457 105 S 563,093 $ 492.266 $ 381,140 CITY CLERK 2006 -07 2007 -08 2008 -2009 2009 -10 Service Indicators Actual Actual Estimated Proposed Council Meetings, Regular 23 23 23 23 Council Meetings, Special or Adjourned 23 27 25 25 Resolutions adopted 95 83 85 85 Ordinances adopted 21 22 25 25 Claims /Summons and Complaints processed 118 98 120 120 Contracts /Agreements processed 117 182 120 120 Notices of Completion /Release Bonds 20 81 20 20 Documents process to Orange County Recorder 36 58 35 35 Passports Processed 453 319 320 320 F- -I r t r1j o d E r 7% c c O cc L) O El CITY MANAGER To maintain the delivery of high quality municipal services and legislate and manage the affairs of the city according to law and for the benefit of residents and property owners 2006 -07 2007 -08 2008 -09 2009 -10 Actual Actual Estimated Proposed Salaries and Benefits $ 2,551,104 $ 2,848,754 $ 3,081,074 $ 3,186,107 Maintenance and Operations $ 1,352,201 $ 1,042,883 $ 1,649,478 $ 1,263,788 Capital Outlay $ 96,019 $ 29,370 $ 26,000 $ 24,000 Total $ 3,999,324 $ 3,921,007 S 4,756,552 S 4,473,895 E City Manager —Key Divisions o Code & Water Quality Enforcement 6 full -time positions (two are unfilled) and .25 FTE $768,329 o Harbor Resources 7 full -time employees and 8.77 FTE $2,085,860 o Public Information 2 full -time employees and 2.31 FTE $468,227 0 0 0 0 • City Manager's Office o Major Accomplishments: • Budget reductions • Implementation of Group Homes Ordinance • Civic Center Project on schedule • Continued improvements in water quality • Coordinating Marina Park Project o Major Challenges: • Economy /Budget • Airport Issues — building region -wide consensus • Civic Center Project's next phases (SD and CD) • Enforcing conditions of group residential use permits and reasonable accommodation • Performance Benchmarking 0 Code Enforcement O Major Accomplishments: Meeting all requirements of the City's current NPDES monitoring and contributing to comments on the new, NPDES Permit Permit, 4th Term Implementation of a proactive residential property maintenance enforcement program Implemented the refuse abatement program (RAP) Water conservation education is working O Major Challenges: Effectively monitoring and enforcing conditions of Use Permits Implementation of the new, 5 -year NPDES Permit Addressing staffing needs during tight budget times Addressing (with City Attorney) long -term cases that remain challenging and time consuming 0 0 0 0 0 • I Harbor Resources Major Accomplishments: • Obtained Upper Bay and Lower Bay funding: • $17 million toward completing UNB • $1.7 million to start LNB — first allocation in decades • Preparing the HAMP for Council consideration (already approved by Harbor Commission) • Using sand collected from UNB for West Newport • Reaching full staff to allow for better customer service • Mooring realignments 0 • I Harbor Resources 0 Major Challenges: • LNB Dredging: • Completing environmental work and CAD Design (including location, testing needs, etc.) • Getting the above done in a timely manner • What to do with the Rhine Channel toxicity • Continuing Eelgrass discussions with NMFS and other regulatory agencies • Mooring transferability • Harbor fees: When, where, what types • Harbor Patrol: mooring administration cost increase, future role 0 0 0 0 0 • 0 I Public Information O Major Accomplishments: • Updated media policy approved by City Council • Coordinated website redesign project with IT & departments • Communicated significant City projects and issues (group homes, Ocean Front safety, city hall, etc.) • Incorporating production and scheduling of Police and Fire NBTV programs O Major Challenges: • Expanding NBTV programming with current staffing level • Developing NBTV and website policies a 9 0 171 I 0 r-IJ • Updated media policy approved by City Council • Coordinated website redesign project with IT & departments • Communicated significant City projects and issues (group homes, Ocean Front safety, city hall, etc.) • Incorporating production and scheduling of Police and Fire NBTV programs O Major Challenges: • Expanding NBTV programming with current staffing level • Developing NBTV and website policies cn rD rD rD B =3 "MI C. gu n O — (A rD rD O v, S O rD -ion rD rD rm+ C:L� M<CL G, rD ML M pi P rD X rD —. cn O r-r —• O pu • : Q O c n r� MON n CL rD rD r+ 0 • ru Mol LA 0 r+ rD PU r-r rD n rD rD 0 vi O rD S 0 r+ rD 3 m w Salaries and Benefits 8429190 874,601 Maintenance and Operations 5819 642 596,175 Capital Outlay 17,298 69000 Divisional Total 1,441 ,1 30 1 ,476,776 Salaries and Benefits 480,198 5769230 Maintenance and Operations 1769500 3049500 Capital Outlay - - Divisional Total 656,698 8809730 DEPARTMENT TOTAL 210979828 213570506 C) z Jz l m m Z m LA JUSTIFICATION FOR REQUESTED PART -TIME OFFICE ASSITANT POSITION This past year, the Human Resources Department has essentially been divided into three divisions (Risk Management, Recruitment, Administration (which encompasses labor /employee /employer relations and training). Administration and Risk Management share one Office Assistant position between them (75% to Risk Management, 25% to Administration). As Human Resources is now moving toward a higher profile with City Council interaction and has added assignments resulting from more involvement with the City Attorney's Office, additional support is needed to complete these tasks in a timely, professional manner. To incorporate responsibilities for labor relations, department outreach and continue coordinating with the City Attorney's Office. Administrative Services estimates this cost to be $19,628 ($18,658 in salary + $970 in benefits) and will work with us to ensure that our budget complies with the bottom line dollar allocation. s cn D cn rD 70 vu to 7C) LA P+ =3' 3 O � p �—' � <- �? *< C- n to —. CL ro ro 3 —. rn N 3• < rn = .— 3 3 CL � r-r PU• Q S G �D eD P 0 ul m O 3 c 70 rD rr 3' A� fp C cr n' Primary Goals Provide opportunities organizational culture values for growth of t he City's that support Y Minimize the City's liability in employment matters ► Provide cost effective quality employment services ► Create and enhance policies, programs and systems that support <sound management CITY ATTORNEY o To mission of the Office of the City Attorney is to provide excellent, E prompt, practical, solution oriented legal advice to the Council, staff, CU Boards and Commissions of the City of Newport Beach. We seek to integrate the legal function with administrative and policy functions of the City at the most basic levels in order to assist in achieving the Council's objectives and protect the City from liability risks. 2006 -07 2007 -08 2008 -09 2009 -10 C C Actual Actual Estimated Proposed O t0 a OSalaries and Benefits $ 838,967 $ 821,794 $ 1,024,016 $ 1,391,161 _ Maintenance and Operations $ 635,319 $ 801,530 $ 930,305 $ 1,008,710 Q Capital Outlay $ 6,019 $ 13,371 $ 10,018 $ 4,000 Total General Fund $ 1,480,305 $ 1,636,695 $ 1,964,339 $ 2,403,871 Insurance Reserve Fund Litigation $ - $ - $ 550,000 $ 250,000 Total City Attorney $ 1,480,305 $ 1,636,695 $ 2,514,339 $ 2,653,871 • is • • • CITY ATTORNEY Proposed Staffing • One City Attorney • Two Assistant City Attorneys • Two and a half (time wise) Deputy City Attorneys • One Paralegal • One Administrative Assistant to the City Attorney • One Office Assistant CITY ATTORNEY Primary Goals • Provide current, prompt, practical, solution oriented legal service to the Council, staff, boards and commissions of the City by integrating the legal function into the policy and administrative functions; • Catch -up back logged legal work; • Begin bringing legal services back in- house from outside counsel — thus reducing legal expense in the long -term. • • • 0 • Administrative Services Fiscal Year 2009 -10 Proposed Budget Mission statement To provide prudent financial management of publicly entrusted resources and to support the organization with the highest quality financial, administrative and information technology services. • C� Administrative Services Overview Fiscal Year 2008 -09 • Amended Budget • $8,138,720 • Employees • 56 Full -time • 6.42 FTE Fiscal Year 2009 -10 • Proposed Budget • $8,239,818 • Employees • 58 Full -time • 4.97 FTE Total dollar increase is approximately 1.24%. New Positions Fiscal Services Fiscal Clerk to $29,892 Accounting Fiscal Clerk $48,561 Division - Upgrade .70 FTE P/T F/T Fiscal Clerk at a cost of Division - Upgrade to F/T Accountant 1111 C� .75 FTE P/T ata cost of • • 0 2% budget Reductions Resource Management $ 8,000 Fiscal Services $ 12,000 Information Technology $ 55,000 Revenue Accounting Total Reductions $ 85,000 15.000 Shift of Director position to contract Underfill of Purchasing Agent position Gapping of Telecom Specialist position New billing contract savings Underfill of Sr. Accountant position $175,000 Total 2% Reductions for FY 2009 -10 Resource Management • Department Administration • Budget • Investment & Cash Management • Financial Planning a Special Projects Labor Negotiations Employee Benefits Other 40 Staffing: 3 $537,041 • • 0 0 • Fiscal Services Staffing 17 Plus 2.12 FIFE • Centralized Cashiering • Parking Meter Collection ■ A/P a Graphics, Printing & Production K Warehouse & Inventory Control Purchasing Remittance Processing Postal Services $1,964,442 Information Technology Staffing: 17 Plus .5 FTE $3,001,163 ■ Application Development & Support ■ Computer Systems Administration ■ Geographic Information Systems ■ Communications Systems & Devices ■ Other ■ Network Administration Database Management E -mail & Voice Mail Web Development Security • • • U 0 Revenue Staffing: 12 Plus 1.6 $1,531,976 ■ Tax Administration • Receivables & Collections • Adjudications ■ Contract Administration ■ Revenue Audits Regulatory Permits Revenue Development Licensing 0 Accounting Staffing: 9 Plus .75 FIFE $1,205,196 • General Ledger Maint • Payroll • Costing, Research & Analysis • Budget Prep & Admin s Audit Financial Reporting Grant Admininstration Other r L is • 0 0 • Major Charges, Fees &Taxes Administrative Services actively manages the four largest City tax revenue sources: Total Property Tax Sales Tax Transient Occupancy Tax Business License Tax $ 78,810,195 20,263,438 13,0003000 3,800,000 $1 1 5,873,633 This represents almost 77.2% of the City's total estimated 2009-10 General Fund Revenue of $1 50,1 39,603. City Audits & Reporting External audit - all funds Comprehensive Annual Financial Report (CAFR) Single audit, Gas Tax, AQMD, OCTA, TDA Article 3, DOJ, MERP Plan Audit Special reporting: Grants including DOJ, OTS, & SLESF CDBG Newport Bay Dredging Permanent Fund (Robinson - Skinner) Street Report Library COP Annual Certification Asset Forfeiture Continuing Disclosure Reports for Water Revenue Bonds and Library COP AQMD State Controller's Report Federal Sharing Equity Certificate ILJAOC Financial and Single Audits C� Police De Budget P RMIT."M: Al :4 I ,.:_ - ... � r� .``t_ '•a.. +'yt�E�,� - •�°3- �.w..� .,ate y _ a.',_ �_ -r 4 Fiscal Year 20 10 City Council Budget Presentation - Fiscal Year 2010 4 Maintenance lk Operations $6,701,601 14.9% 1 Capital Outlay___- $255,905 0.6% Budget Totals Salaries & Benefits t '47,905,556 84.5% Total FY 10 Budget: $44,863,062 City Council Budget Presentation - Fiscal Year 2010 Budget by Division Detectives $7;794p242 17.4 %, Traffic $50468j415 12.2% A Patrol Fleet Services $1p515,373 3 COP .4% $2,056, 900 4.6% Support Services $10,682, 596 23.8% $17, 345, 5361 38.7% City Council Budget Presentation - Fiscal Year 2010 Full -Time Employees Non -Sworn Personnel 92 38% Sworn Personnel 149 62% Full -Time Employee Breakdown Total Employees: 241 City Council Budget Presentation -Fiscal Year 2010' Full -Time Employees Traffi 33 Detectives CL! Fleet Services 2 1 cop Patrol] 97 0 Employees by Division City Council Budget Presentation - Fiscal Year 2010 Support Services 55 (includes Front Desk, Dispatch, Records, among others) Budget Totals Comparison c en nnn nnn y.Fvpvvv,vvv Total: $44,796,935 Total: $44,863,062 $45,000000 $40000,000 $35,0000000 $30,000,000 $25,000,000 $20000000 $1500000000 $10,0000000 $5,000000 $0 7,413 $255,905 FY 09 FY 10 ■ Capital Outlay Maintenance Ek Operations o Salaries Ek Beneflts City Council Budget Presentation- Fiscal Year 2070 Changes from FY 2008/09 Salaries &Benefits: • Adjustments per MOU $309,341 • Salary Step Increases, MERP costs • Budget reduction • Contracts /Other Adjustments M & 0: • CAD upgrades -$201r706 • Vehicle reductions for ISF • Budget reduction Capital Outlay: • Budget reduction ®$41, 508 Total Changes = $66,127 or .15% Increase from FY 2008/09 City Council Budget Presentation = Fiscal Year 2010 Deferred for FY1 0 • Facility Maintenance • Training • Vehicle Rentals (NAPE) • Uniforms • Recruiting • Professional Services • Computer Replacement • CI P projects - No new projects City Council Budget Presentation - Fiscal Year 2070 Anticipated Revenue • Total Estimated Police Department Generated _Revenue: $7,857,341 • Significant Revenue Sources: - Orange County Public Safety Augmentation: - Alarm Related (renewals /fines /monitoring): - Parking Fines: $2.5 Million - Administrative Citation Fines: $165,000 - Jail Booking Fees: $135,000 - ABLE: $189,500 - School Resource Officers: $160,000 - Narcotics Assets /Forfeitures Fund: $56,860 City Council Budget Presentation - Fiscal Year 2010 $850,000 $350,000 ABLE Budget • The ABLE JPA Board adopted a 3 -year budget in order to eliminate the normal dramatic increases and decreases associated with the FAA maintenance requirements for such aircraft • We are in the third year of the 3 -year cycle We anticipate savings to our base budget City Council Budget Presentation - Fiscal Year 2010 Significant Accomplishments During the Last Year Cooperative efforts with other City departments to resolve community issues. • Community outreach to create greater community participation in problem solving. • Successful convictions in high profile criminal cases • Collaborative Philosophy in reducing alcohol- related offenses - Educational endeavors with establishments - Continued DUI education and enforcement - Information sharing between ABC establishments - 26 %o increase in DUI arrests - 13% Reduction in Injury Traffic Collisions - Successful convictions in high profile criminal cases City Council Budget Presentation - Fiscal Year, 2010 Significant Accomplishments During the Last Year (cont) • Recruitment & Retention: - 857 Police officer Applicants Tested during this fiscal year • 8 Police Officers hired (3 recruits and 5 laterals) - 8 Civilian Applicants hired during the same period City Council Budget Presentation - Fiscal Year 2070 Significant Challenges in the Coming Year • Facility Issues: - operating 24 x 7 in a 36- year -old facility (built for a 25 year life cycle) Continuing to provide excellent customer service during challenging times • Budget restraints • Staffing and overtime City Council Budget Presentation - Fiscal Year 20 70 Overtime Management Challenges • Special Events - • OC Marathon - growth of event ($43,,524) • Addressing future unknown special events • Beach BBQ /Tent Enforcement • Oceanfront Sidewalk Safety Program • CDM Big Corona Beach Summer Patrol City Council Budget Presentation- Fiscal Year 2010 Prospective Personnel �_P, Changes • Freeze a CSO position assigned to the detective division ($89,965) • Freeze three Police Officer positions ($415,965) • Freeze Applications Coordinator position ($119,900) • Re- classify Video Producer position ($121,931 - unfilled) to meet the need for an additional Custody Officer ($84,890) recommended by Grand Jury City Council Budget Presentation- Fiscal Year 2010 Key Points in Benchmarking is Police Investigations and Clearance Rates • Crime Prevention • Emergency Response Times City Council Budget Presentation - Fiscal Year 2010 • • 0 Fire Department Fiscal Year 2009/2010 Budget Presentation By Fire Chief Steve Lewis jVow;»r'? ; =l.'il i Iru - 3eeVjI' -� •" Fire Department Mission... ... to reduce the loss of life and property from fire, medical, marine and environmental emergencies through education, prevention, hazard reduction and response. i�l���vur ; PJ,'i1 ralre D opJr'ti em? , "3&P'?% S'�i11.'�, �r�J; 'JJiJJJ'l�'irJ"' • L 0 0 • Department Summary FY 2009 Estimated Budget FY 2010 Proposed Budget Increase /Decrease TOTAL 3197139299 3397549688 +290419389 Salaries 2692069409 28,5231865 +2,3171456 Maint & Ops 41,996,513 5,0401013 +43,500 Capital Outlay 5101377 190,810 - 3199567 Revenue Generation • Paramedic Program • Junior Lifeguard Fees • Public Safety Augmentation Fund (Prop 172) shared with Police Dept. • Fire Prevention Fees & Fines • • • 0 • Department Challenges Development of Professional Expertise of Young and Inexperienced Personnel — Response Coverage; Down Coast — Facility Infrastructure — Wildland Interface — Grant Programs; Economic Downturn — Emergency Medical Services; City Rights vs. State Rights 0 Department Successes — Accessing Available Grant Monies Utilization of Training Center Urban Search & Rescue Capability Expansion of CERT and all Disaster Preparation Training Transition of Leadership /Leadership Training Filling of Personnel Vacancies 0 • • I to c awl t4 r 1 �i. Vb' ;Jlannins, Department • City Council and Planning Commission Staff Support • Project Assignment and Monitoring • Staff Training and Professional Development • Budgeting • Inter - departmental Coordination • Information Systems Management • Site Development Permits • Major Use Permits, Variances and Tract Maps • Reports and Recommendations to City Council and Planning Commission • Specific Plans and Planned Community Text • Coastal Residential Development Permit -Comprehensive Sign program • Public Information Counter -Real Property Information • General Plan and Zoning Inquiries • Local Coastal Program Inquiries • Zoning Code Interpretation • Development Plan Check • Use Permit Monitoring • Code Enforcement Support Strategic • • • /- •• Staffing: 2 • General Plan Administration • ED Strategic Plan Implementation • Zoning Code Updates • Business Retention and Recruitment • Local Coastal Program Implementation • Process Assistance for Business Permittinc • Housing Programs • Liaisons to Business Improvement Districts • Inter - agency Collaboration • Wayfinding Sign Programs • Special Studies / Legislative Monitoring • Community Development Block Grant Administration ten• �e re• oleo j1' ti Yz ti IL' IL' IZ �t �r V ri ry �w rre r�r 4s L' 2 ._. L= ._. ..K .... i"! L" -, i� !�1 ._ �. Z tL �, ��� �e iti � -� YM � M1. � #. i�? ��J�r �!1r�lJf� 0 51tirdficant r;sp?riJieurp:; 0 Building Department Division Information • P U, r Z au/ ON I e. 0 elf 8J.Pt e I/ / NO �IIIIIIII %t��pl1 • 0 Building Department =• s 38 Positions — 34 permanent full time 4 part time Administration (949) 644 -3275 Building counter (949) 644 -3288 Fax # (949) 6443250 Inspections Chief Building Inspector VACANT x3265 Princioal inspector Commercial John Burckle x3262 Senior Building Inspectors Paul Sobek x3268 Jim Uiternark x3272 Residential Buildina Records Inspector Jana Egan x3216 Principal Inspector Residential Ray Baltera K3261 Senior Buildina Inspectors Mike Dexter x3267 Mel Fleener x3271 Don Taylor x3263 Buildina Inspectors II Edward Hotz x3273 Paul LeClaire x3264 Randy Neilson x3260 V - Chris Sanchez X3266 (Contract) 0 Buildina Director Jay Elbettar 23282 Plan Check BlPernit Services Deputy Building Official Faisal Jurdi x3277 Principal Enoineer Plan Check Oliver Roan X1868 Plan Check Engineers. Serlor• Yousef Barar x3278 Soon Cho x3281 Suzanne Kusik x3285 Ali Nall x3292 Eric Skarin x3270 Plan Check Engineer• Tones Thai x1867 Outside Plan Check Consultants Groan Associates (949) 363 -5600 SPS Plan Check Services (949) 706 -9630 Geotech Consultant Begahi Engineering (949) 552 -2007 Princioal Engineer Customer Service Daniel Kennedy x3279 Permit Counter Supervisor Susan McCourt x3289 Permit Technicians Leslie Duane x3290 Cara Eng x3251 Joanna Rains x3291 Jessica Sanchez x3287 P/T Permit Technician Jamie Harris x3274 V = Vacant - Flexibly staffed positions, Associate to Senior Engineer "Plan Check Engineers rotate at permit counter Administration' -Clerical services for all divisions are pooled by administration. Administrative Assistant Monika Goodwin 23276 Department Assistant Susan Yamada 02150 Office Assistant Raymund Reyes X1865 Student Aide Nellie Montelano Student Aide Michelle Del Agwlla Permit Counter - plan check engineer by rotation Subtrade Plans Examiner Dan Macey K3269 Building Dent. Specialist Debi Schank x3264 Records Specialist Lanny Krage x3293 Student Aide Leslie Trenheld May 2009 Building Regulations • State of California Building Code • State of California Electrical Code • State of California Mechanical Code • State of California Plumbing Code • State of California Fire Code • State of California Energy Standards • State of California Disabled Access Standards • State of California Health and Safety Code • State of California Business and Professions Code • State of California Historical Building Code • State of California Building Standards Code • Uniform Administrative Code • Uniform Housing Code • Uniform Code for Building Conservation • Uniform Spa and Pool Code • Newport Beach Municipal Code Grading Provisions • Newport Beach Municipal Code Flood Damage Prevention Provisions • Newport Beach Municipal Code Relating to Building Construction California Green Building Standards Code 0 0 0 Building Department Salaries and Benefits Maintenance and Operations Capital Outlay Total Full time Employees Allocation Plan 2006 -07 2007 -08 2008 -09 2009 -10 Actual Actual Estimated Proposed $ 3,384,868 $ 3,339,997 $ 4,261,150 $ 41467,003 $ 678,087 $ 1,022,728 $ 484,207 $ 360,711 $ 23,363 $ 25,682 $ 34,227 $ 30,900 $ 4,086,318 $ 4,388,407 $ 4,779,584 $ 4,858,614 34 Part -time Employees: 9.16 FTE Building Department Divisions Budget and Staffing • Plan Check and Permits 16 full -time employees and 0.83 FTE • Inspections 13 full -time employees, includes 2 vacant positions 1 contract staff • Administration 5 full -time employees and 0.33 FTE 0 0 $2,476,037 $1,776,309 0 0 0 • Revenue Fiscal Year 2008/2009 & 2009/2010 Title FY 09 Projected Total $ FY 10 Estimated Base $ Permits 21528,000 27641,000 Plan Check 116805000 117637000 Miscellaneous 71000 71200 Totals 4,2159000 454119200 Building Department Revenue $5.0 S4.5 $4.0 C M $3.5 � c j c $3.0 v 3 $2.5 a °C $2.0 $1.5 $1.0 $0.5 $0.0 0°'0o C§)0 0A0� 0000 0000 000 o ^oti oryo� o�� h o�o�o o6A� o�o� 000 ono. 0 Fiscal Years `Estimated "Projected • • • 0 • $350 5300 5250 C 0 �a m 5200 > o C o U $150 N 0 O U $100 $50 $0 Building Department Construction Valuation 0 01 oy o0 9� o� 09 00 0� oti o, o� pc o� e° oy' :P gbA' c6z oo' oo' o�' oti o�' o o 06 0� o� •`•, Fiscal Years *Projected Significant Projects Hoag Health Center, Superior Avenue - 4 Buildings $ 391770,000 Oasis Senior Center $ 1733327143 Sage Hill Fine Arts Building $ 149500,000 Fashion Island Parking Structure $ 10,0007000 Nordstroms $ 1251775120 New Office Building, 1375 Dove $ 4,000,000 Port Theatre $ 15500,000 0 0 0 Building Department Service Indicators *Combination permit is issued in lieu of sub permits effective November 2006; this affects the total number of permits. * *Seasonal conditions and economic factors can significantly affect future projections. 0 2006 -2007 2007 -2008 2008 -2009 2009 -2010 Actual Actual Estimated ** Projected ** Plan Submittals 2,496 2,379 2,232 2,344 Building Code Modifications 179 139 113 110 Permits Issued Building/Combination Permits Issued` 2,852 2,727 2,301 2,416 Grading Permits* 220 15 0 * 0 Electrical Permits* 1531 635 487 * 511 Plumbing Permits* 1122 608 409 * 429 Mechanical Permits* 862 408 315 * 331 Pool /Spa Permits 155 154 90 95 Harbor Permits 91 83 70 87 Residential Building Records Permits 1084 825 613 644 Fire Permits 402 406 414 435 Total Permits Issued: 8319 5,851 * 4,599 * 4,934- Ingpections Building Code Enforcement 185 199 397 417 Inspections related to Complaints 1,011 1,076 1,441 1,513 RBR Inspections 674 485 250 263 Construction Inspections 30,538 25,917 23,956 25,154 Total Inspections: 32,408 27,677 26,046 27,348 *Combination permit is issued in lieu of sub permits effective November 2006; this affects the total number of permits. * *Seasonal conditions and economic factors can significantly affect future projections. 0 Customer Service by the Building Denartment 40 0 Building staff is delivering to Newport Beach residents the plans of their newly built single - family residences, with helpful handouts and brochures. This service provided by the Building Depart- ment is highly appreciated by our customers. 0 GENERAL SERVICES r DEPARTMENT r� ir"► Goals o Further reduce water consumption through the optimization of the computerized central irrigation controller system. o Facilitate community partnerships that encourage the proper disposal of household hazardous waste by residents. o Minimize the negative impacts of budget reductions on service levels. o Complete construction of CNG station at City Corporation Yard and approve contracts for the purchase of CNG refuse equipment. 80 GENERAL SERVICES Budget FY 09 -10 DEPARTMENT 40 Breakdown by Div Administration Equipment Maintenance* Field Maintenance Operations Support Parks and Trees Refuse Total (without Rolling Equipment) ision FY 08 -09 $846,851 $2,575,822 $4,035,927 $5,945,421 $6,255,293 $6,707,355 $26,366,669 FY 09 -10 $892,761 $2,653,587 $4,160,433 $6,076,877 $6,713,281 $6,277,792 $26,774,731 GENERAL SERVICES g� '�,. Budget FY 09 -10 i DEPARTMENT EN 2% Reduction $540,866 Division Account Title Amount How will this reduction affect services? 3130 Salary Savings $66,433 Maintenance Worker I step I (deferred) 3140 Salary Savings $66,433 Maintenance Worker step I (deferred) 3150 Salary Savings $15,000 Maintenance Aide (parr -time) will not be necessary until the HHW (deferred) opens 3130 Maint - E Coast Hwy $50,000 Minimal. Roadway is in good condition from recent repairs. Only minor repairs needed as part of public Works 8-year replacement plan 3130 Concrete Materials $28,000 Response time will increase by an additional Z weeks. 6,000 SFofsidewalk & 500 Ll. of curb & gutter will not be replaced. 3140 Maint - Storm Drains $20,000 Minimal. System is in excellent condition because of maintenance in preceding years 3150 Services - Prof Tech NOC $ 5,000 Funding required for HHW center 3150 Special DEPT $70,000 Reduction represents less refuse Expense NOC generated by residents 3150 Capital Outlay $30,000 Residents will continue to travel to Huntington Beach or Irvine for HHW disposal 317o Turf Renovation $70,000 Sports groups will be expected to contribute above standard level ofservice based on usage 318o Services - Prof Tech NOC $100.000 Slope trimming reduction will be completed as not to negatively impact view planes 612o Equipment Renovation $20,000 Reduced funding available for renovation of old equipment GENERAL SERVICES 4 Budget FY 09 -10 DEPARTMENT Supplementals • Hazard Mitigation $9,000 o Spyglass /Big Canyon on -going • Jamboree /Macarthur Clearing $27,000 o Tree trimming and removal one -time o Jamboree /Macarthur $4,000 o Mowing and brush clearing on -going Unfunded Projects o Balboa Main Street Trees • Removal of Eucalyptus • Planting of Guadalupe Palms 83 GENERAL SERVICES Budget rY 09 -10 DEPARTMENT 2009/10 Presentation PUBLICWORKS DEPARTMENT A Well- Engineered Machine - _ C1+'� PEA. fk� ILI I.,rtrnent Organization artmen t • $5,749,632 • Staffing: 33 full -time, plus 2.58 FTE • Engineering Services CIP Delivery Transportation and Development Services • $4,587,616 • Staffing: 24 full- time, plus 2.11 FTE ® Administration • $1,162,016 • Staffing: g full - time, plus .47 FTE 2% Reduction • Unfilled GIS Analyst position; reduced capital outlay • Minimal immediate impact I a �vmcY[W.c ■ f u dget Overview p .'9 2009/10 - Es %i�ma�ted Proposed r.. S:a�llari@s / :enefi k4� 537;,1.79` ,, > $4,732,119 Mla7i?ntenance / Operat�i ©ns $15;0)3,6- „848 $993,278 Ca�pita110,ut�la y .. :, �t $5:.8',972 $24,235 f ` 'TORrAN)L $5- „632,999 $5,749,632 % Change 2.07% Full -time Employees 33 33 Part -time Employees 2.58 2.58 Olk I - • o8/og 47;241 241 on time ithin budget p..Jects Underway $181928,491 i n) ari-,,n tl Review of Major Projects Special Event Coordination Traffic Modernization - Phase :L Online Construction Map,/Info 0 pill OCUSE 0 I 09/:Lo n Facilities • Oasi s ''S q ■ Sunset Ridge Park ■ Marina Park Water Quality Improvement Projects R' .f e /e I Y Department l 1�. I A�, copy o.f tod'ayf''s presentation is available online at thei Public; Works, Department's main page: www, city, newport= beach.ca.us /publicworks City of Newport Beach Utilities Department FY09 -10 Budget Presentation Mission Statement: Providing quality, cost effective utility services to the community of Newport Beach. Ltq "43 4L' ��GNt UTILITIES DEPARTMENT EI',ectricaI •� Oil & Gas • Water • Wastewater DEPARTMENT ALLOCATION PLAN Full -time Employees 53 Part -time Employees 8.93 2007 -08 2008 -09 2009 -10 Actual Estimated Proposed Salaries & Benefits $5,799,685 $6,1251001 $6,470,998 Maintenance & Operations $14,700,195 $15,882,496 $17,954,851 Capital Outlay $47,905 $123,270 $74,650 C I P `Does not include Electrical Division CIP $3,806,512 $7,749,293 $3,115,000 Total Expenditures $24,354,297 $29,880,060 $27,615,499 Full -time Employees 53 Part -time Employees 8.93 UTILITIES DEPARTMENT Electrical . O! & Gas • Water • Wastewater junIAI.A TES DEPARTMENT IS COMPRISED OF FOUR FUNDING SOURCES UTILITIES DEPARTMENT ELECTRICAL DIVISION r A Staffing 5 plus 0.9 FTE EXPENDITURES FY 07 -08 FY 08 -09 FY 09 -10 Salaries & Benefits $484,552 $513,090 $560,573 Maintenance & Operations $902,742 $923,580 $898,639 Capital Outlay $3,316 $3,650 $3,650 C I P (Not included — see General Fund) - - TOTALS: $1,3909610 $1,4409320 $1,462,862 MAJOR EXPENDITURES AMOUNT Utilities Costs $704,615 UTILITIES DEPARTMENT OIL & GAS DIVISION Staffing 0 (Contract Operator) EXPENDITURES AMOUNT FY 07 -08 FY 08 -09 FY 09 -10 Salaries & Benefits - - - Maintenance & Operations $720,977 $713,236 $728,897 Capital Outlay - - - CIP $16,722 $457,093 - TOTALS: $737,699 $1,1709329 $7285897 MAJOR EXPENDITURES AMOUNT Utilities Costs $82,100 SIGNIFICANT REVENUES AMOUNT Sale of Oil $1',800,000 UTILITIES DEPARTMENT WATER DIVISION 4 Staffing 36 plus 6.28 FTE EXPENDITURES AMOUNT FY 07 -08 FY 08 -09 FY 09 -10 Salaries & Benefits $3,939,442 $4,152,448 $4,368,948 Maintenance &Operations $11,799,107 $12,821,824 $14,816,946 Capital Outlay $20,355 $79,060 $32,000 CIP $3,303,475 $4,036,268 $2,8655 000 TOTALS: $195062,379 $2150899600 $2290825 895 MAJOR EXPENDITURES AMOUNT Purchase of Water $9,410,126 Utilities Costs $1,345,200 SIGNIFICANT REVENUE AMOUNT Water Charges $18,201,998 UTILITIES DEPARTMENT WASTEWATER DIVISION Staffing 13 plus 1.75 FTE EXPENDITURES AMOUNT FY 07 -08 FY 08 -09 FY 09 -10 Salaries & Benefits $1,375,691 $1,459,463 $1,541,476 Maintenance & Operations $1,277,369 $1,423,856 $1,510,369 Capital Outlay $24,234 $401560 $391000 CIP $486,315 $3,255,932 $250,000 TOTALS: $3,163,609 $6,179,811 $3,340,845 MAJOR EXPENDITURES AMOUNT Utilities Costs $91,700 Equipment Maintenance & Vehicle Replacement $338,948 SIGNIFICANT REVENUE AMOUNT Sewer Fees $3,774,477 UTILITIES DEPARTMENT Electrical • Oil & Gas •, Water • Wastewater AFFECT OF 2 % BUDGET REDUCTION ON DEPARTMENT SERVICES Electrical Division • Maintenance & Repair - $ 201569 • Facilities Maintenance Program - $ 81750 Oil & Gas Division • Maintenance & Repair - $ 9,875 • Treatment Chemicals - $ 5,000 UTILITIES DEPARTMENT Electrical . Oil & Gas • Water . Wastewater COST SAVING PROGRAMS ENERNOC — Capacity & Energy Payments (May 2008 — March 2009) Sale of Scrap Materials SCE Rebate (Well Rehabilitation) Total $ 35,168 $ 10,177 7,334 $ 52,679 Library Services Department Mission To serve as the cultural, educational, and informational heart of the City. E n E: L/) w p r-t? m rD r Z3 E/I O r n Q O rD CY) �% V O C O N I (D un Q o � k�q JLoq JLoq J .. em+ v, o Ln � J V I V M O N m fm+ O k'o Ln 0 0 Allocation Plan 7, 2006 -2007 Actual 2007 -2008 Actual 2008 -2009 Estimated 2009 -2010 Proposed Salaries/Benefits 4,125,533 4,232,264 4,960,350 5,051,38 Maintenance/ Operations 1,369,905 1,505,524 1,526,118 1,504,32 Capital Outla 140,8561 149,1751 123,809 74,10 6,000,000 5,000,000 4,000,000 3,000,000 2,000,000 1,000,000 -' 7-A 0 Salaries /Benefits 02006 -2007 Actual 02007 -2008 Actual 02008 -2009 Estimated 0 2009 -2010 Proposed Maintenance/ Capital Outlay Operations t Service Indicators Service Indicators Circulation Customers Served in the Library Reference Questions Asked Program Attendance " Library System Upgrade 2006 -2007 Actual 1,622,573 977,720 182,445 37,280 7nng -7n7 �-M7 -"�nnu 2007 -2008 Actual 1,701,476 1,239,790 178,028 41,987 2008 -2009' 2009 -2010 Estimated Projected • 2008 -2009' 2009 -2010 Estimated Proiected 1,657,045 1,739,897 1,183,694 1,262,879 175,930 184,727 42,171 43,014 . Circulation --w-Customers Served in the Library (Reference Questions Asked —,i--Program Attendance • Oil:q Major Expenditures erials Facilities Software & Equipment Maintenance M 2008 -09 ■ 2009 -10 Software & Equipment Salaries Benefits Library Materials Facilities Maintenance 2008 -09 4,950,968 639,74 439,529 246,09 2009 -10 5,117,20 639,74 452,02 246,09 erials Facilities Software & Equipment Maintenance M 2008 -09 ■ 2009 -10 Library Organization Administration Public Services Staffing: 6 FT + 2.99 FTE Staffing: 31 FT + 23.09 FTE $1,3181492 $3,7933238 Information Systems Collection Staffing: 1 FT Staff: 4 FT $342,663 $955,442 Literacy Arts & Cultural Services Staffing - .40 FTE Staffing: 1 FT $26,008 $193,970 I' 9 • Cultural Arts Programs Cultural Arts programs including art shows/ receptions, concerts and Shakespeare by the Sea productions attract thousands of people each year. .J� _q y 1 { ti Arts & Cultural Services Salary & Benefits Sister Cities Arts & Cultural Grants Other Expenditures Total • $98,935 $ 20,000 $ 40,000 $ 35,035 $ 193,970 Salary & Benefits ■ Sister Cities ■ Arts & Cultural Grants ■ Other Expenditures • Salaries & Overtime PC Replacements Budget Reduction $67,450 $37,000 Other Operating Expenditures $19,500 Facilities $7,500 TOTAL $131,450 ® Salaries & Overtime M P.C. Replacements ■ Other Operating Expenditures 0 Facilities 6 j Corona del Mar Branch Enhance Services Reorganization of interior space to enhance collections and programming Add lap top computers Extend service hours 50th Anniversary Week Events July 27,2009- July 31, 2009 L 0 0 r 959� 7009 I Corona del Mar Branch PROJECT COSTS Tables 5,558.00 Chairs 2,960.00 Display Unit 1,300.00 End Panel Displays 1,000.00 Lap Top Computers 4,300.00 fi Carpet 3,000.00 Paint Shelving 3,500.00 Miscellaneous 2,400.00 Events 5,600.00 Total 29,618.00 OPTIONAL EXTRAS Magazine Display 5,200.00 Read to Me Furniture 5,000.00 AW in Total 10,200.00 n 0 J • E Department }Sioccesses in FY 2008/01q,7 of Senior Programs to other locations during n. preparation of the construction start of construction for OASIS Senior Community Youth Center. nation of Coastal documents CL eD c c r*Xo .QIL CL Lob S y O QUO. eD L �. me ? ee n •r� n ° W 's eD = 7 0 G y +�• r�r eb 71 as at n LID eD eb C Q 00. ° r v .�.. O r►' O `� eeDD 7 n G GO eb ff fb � 7 a gram and service reductions eration Budget t C� (1 - ph, d hat's Now for FY 2009/10 Youth Center (CYC) in CdM will re -open Fall ecre do Services "IVISIM: 2809000 people participated in programs and events 29,000 people enroll annually in 2,900 classes (Newport Navigator) Over 30,000 annual pool visits - lap swim, lessons, water polo and recreation swim agement of City -Wide Field Allocation &ss. Attendance 318,779 ipate daily in youth after on 840 adult i r - a. .t ma.;-� z = ee S' } 4' tIA VJ V v � s C ��J E to N Gil Oki 0*1 o' dditiona/ Funding /Services Sappolf t Services ,Division FY 200,911 ransportation Support n Support VIII 50,000 106,000 93,000 ces 1109000 120,000 70.000 . Q 1 41 �1 "RECEIVU AFTER AGENDA PRINTED: (.-9 -G ec/_ CRYSTAL COVE ALLIANCE en joy rbr /+,, w .:, . Edmab fo, r/v / w,,, Lune 5, 2009 Q e Mayor Ed Selich r7� z rn City of Newport Beach Tj 3300 Newport Blvd. Newport Beach. California 92663 Dear Mayor Selich, _ m Please accept this request for a $15,000 budget appropriation for Crystal Cove Alliance's new educational and environmental programs. A Brief Background - Crystal Cove Alliance (CCA) is a Newport Beach based 501(c) 3 non -profit organization charged with assisting California State Parks with preservation and education programming in the Historic District at Crystal Cove State Park. Crystal Cove State Park has 3.2 miles of undeveloped coastline and annually hosts 1.2 million visitors, yet has few articulated education programs to communicate the value of coastal resources. Crystal Cove's new Science and Nature at the Park (SNAP) Program will address that need with innovative marine education programs that link current research with Park exhibitions, K -12 student programs, and public presentations. CCA was instrumental in raising funds to complete the Phase 1 $13 million restoration making 22 historic cottages available for public use including: low -cost overnight facilities (13 cottages), educational programming (3 cottages), concession services (3 cottages), marine research (1 cottage) and CCA and Park Operations (2 cottages). Crystal Cove State Park's Historic District now offers over 250,000 visitors per year the opportunity to experience an important pan of Calif'ornia'n formative beach culture. Construction documentation and permitting has been completed for the $6 million Phase 11, which includes a new Education Commons (3 cottages), a 'Beaches' Movie -era Museum (1 cottage), additional low- cost overnight facilities (2 cottages), and a CCA'State Parks Operations Office (1 cottage). In addition to CCA's highly skilled board (see attached), the organization has attracted a high - quality advisory board composed of committed representatives from the educational, scientific, environmental, cultural arts and philanthropic communities. Our NEW Education Programs! - City of Newport Beach funds will be used to develop innovative educational programs for Crystal Cove State Park. Three strands of educational programs will be developed and launched in 2009 and 2010 including the Arts in the Park. Science and Nature at the Park (SNAP), and Living History Programs. City of Newport Beach funds will be used primarily in support of the Science and Nature at the Park Program which includes: University research on water quality, Marine Protected Areas, and sand transport; Weekend Public Science & Nature Hikes; PORTS (Park Online Resources for Teachers and Students) K -12 Videoconferencing Program; Rotating 4 -month Crystal Cove Science and Nature in the Park Exhibition, and a 6th -12th Grade Environmental Debate Program Crystal Cove State Park's new Science and Nature at the Park (SNAP) Program will have three exciting components. Water QualiV Education Program: The Water Quality Education Program will bring the new Crystal Cove Park & Marine Research Facility to life by encouraging beach and near shore researchers to further our understanding of surf zone science while advancing interesting ways to communicate that research to public audiences. University of California, Irvine researchers will begin two new research projects this month, one looking at beneficial marine viruses (Monitoring of cyanoviruses on the Newport Coast) and the other studying the succession of microbes in the surf zone after a storm (Microbial Response to Environmental Change in the Southern California Coastal Ocean). The linking of the new Crystal Cove Park & Marine Research Facility with University researchers ensures years of innovative studies that increase our understanding of surf zone processes. The Water Quality Education Program will encourage 4 -6 research projects per year and will link those projects and project outcomes to an annual 4 -month exhibition in the Rotating Exhibit Center that will involve over 50,000 public visitors and K -12 students directly in water quality research. 2. The Marine Protected Area Implementation Program: The Marine Protected Area Initiative is a current and critical law that is currently shaping the way in which all of California's beach and near shore resources will be protected for the distant future. The process is underway with Regional Stakeholder Groups, Science Advisory Teams, and a Blue Ribbon Task Force set up to determine the size and shape of Orange County's Marine Protected Areas, as well as to determine the regulations that will offer the most balanced long -term protection. Crystal Cove Alliance will respond to the new MPAs by developing a suite of educational programs to increase public knowledge and awareness of the new conservation efforts including: High School Environmental Debate Program, Crystal Cove Underwater Park Marine Cruise, and Family Intertidal Exploration Program. We believe, too, that this educational program will assist the City in performing its duties associated with the management of the Area of Special Biological Significance (ASBS) off of Crystal Cove. The PORTS (Park Online Resources for Teachers and Students) Program: is a videoconfcrencing program that delivers intertidal and beach educational programs remotely to students throughout Southern California. The program offers students the opportunity to study the beach in real -time and eliminates the need for students to use polluting busses. The program offers a green approach to expanded beach education and minimizes traffic, impact on tidepewls, and air pollution. Instructors in this high technology program use the 'EduGator' — an all terrain vehicle outfitted with videoconferencing and microwave equipment — to interact directly with students in their classrooms. The program currently serves over 4,000 4th -6th grade students and meets California science content standards with ocean- themed programming. A portion of the City of Newport Beach finds would support the growth of this program and other 'green' technology education solutions. We thank you for your consideration and gratefully submit our request for support from the City of Newport Beach for development of public and K -12 educational programs at Crystal Cove State Park. Please feel free to contact me directly if you have any questions. Sincerely, Harry Ifelling President & CEO cc: Dave Kii f CRYSTAL COVE A L L I A N C E Crystal Cove Alliance Board of Directors - as of April 16, 2009 Dave Rahn Chairman' President and COO. Frtst Foundation Bank. Plan Air Artist Mike Lolkowitz Vice Chairman. Development* President, The SEMEL Group Gerald F Schock Treasurer* CPA, Partner, Paddock Jones Morse, Inc. Laura Davick Secretary' Founder. The Alliance to Rescue Crystal Cove President Emeritus 8 Founder, Crystal Cove Alliance Former Crystal Cove Resident Bill Baker Vice Chairman. Assistant Attorney at Law. Baker & Baker APC Secretary' Susan Bryant Board Member UCI- Vice Chancellor for Research Dan Gee Board Member* Former President. The Ocean Institute Thiorry Grandsire Board Member The Resort at Pelican Hill General Manager Bradford Hall Board Member Managing Director, Hall & Company Stella Hutt Board Member Former Crystal Cove Resident Todd Oncch Board Member Montage Resort, Laguna Beach Resort Manager Susan Samuels Board Member Community Leader and Philanthropist Mike Tope Board Member Former District Superintendent, California State Parks Dr. Tammy Wong Board Member CEO and Founder. Fostering Executive Leadership Pamela young Board Member Former Vice President Union Bank of California. Resident of Crystal Cove, Newport Coast • Member of EKecueve Comminee i Budget Checklist Items Fiscal Year 2009 -10 Department/Account Number /Description Amount Approved Public Works 7012- C25020(A Subdrain Improvements $ (281.000) 7014- C5100969 trngation -Smart Controller Program S (41.000) 7014- C5002003 Newport Coast Runoff Reduction Program $ (18,350) 7251- C2002018 Street Rehabilitation $ (282.600) 7251- C5100695 Bridge Seismic Retrofit Construction $ (20,000) 7261- C3001004 Neighborhood Traffic Management Imrprovement $ (4.977) 7410- ClOO2009 City Hall 8 Park Design $ (1.000,ODO) 7011- ClOO2008 Central Library Bookstore Renovation $ 109,379 7011- C2320715 Fire Station 7 Training Tower Modification $ 131.000 7011- C5100907 Little Corona Restroom Facility $ 38.780 7012- C2502005 Amethyst/Soulh Bayfron Tidal Structure and Valve $ 1,128 7013- C2001008 Median Maintenance Strips - Citywide $ 92,800 7013- C2002025 Concrete and Sign Improvements $ 55.000 7013- C2202000 Streetlight Conversion Program $ 7,070 7013- C3170904 Irvine Avenue Landscape Improvements $ 38.586 7013- C5100277 Alley Replacement Program $ 47,960 7014- C5002001 Areas of Special Biological Significance Protection $ 122,131 7014- C5002003 Newport Coast Runoff Reduction Program $ 1,256 7014- C5100814 Slope Repairs $ 13.110 7014- C5100912 Newport Coast Watershed Program S 6,211 7014- C5100969 Irrigation - Smart Controller Program $ 946 7014- C8002000 CIP Project Management $ 30.100 7017- C8002026 Tsunami Warning System $ 195,890 7019- C1820918 Police Facility Generator Replacement $ 299.019 7019- C5100977 Newport Coast Community Center AV Equipment $ 6.900 7181- C2002018 Street Rehabilitation $ 282.600 7231- ClOO2012 Lifeguard Headquarters Office Remodel $ 35,000 7231- C5100709 Big Canyon Creek Restoration $ 6.137 7231- C5100890 Areas of Special Biological Significance Program $ 13,330 7231- C5100907 Little Corona Restroom Facility $ 43,360 7261- C3001004 Neighborhood Traffic Management Improvements $ 9,025 7281- C2002004 Corona del Mar Street Rehabilitation $ 589.692 7281- C3002002 Traffic Signal Modernization $ 503.272 7411 - 04002002 Marina Park $ 28.562 7412- C5100515 Sunset Ridge Park $ 29.810 7414- ClOO2016 Lifeguard Headquarters Needs Assessment $ 10.000 7456- C2320715 Fire Station 7 Training Tower Modification $ 50.000 7457- ClOO2019 Back Bay Science Center - Teaching Lab $ 12.744 7459- C5100867 Mesa -Birch Park $ 13.744 7501- C5500386 Water Transmission Main Master Plan Improvements $ 150.630 7531- C5600934 Wastewater Master Plan $ 152.200 TOTAL CAPITAL PROJECT REBUDGETSICHANGES $ 1,479,445 CAPITAL IMPROVEMENT PROGRAM REBUDGET /CHANGES BY FUND General Fund $ 856.916 Gas Tax $ 282,600 Tidelands $ 97,827 Contributions $ (302,600) Circulation & Transportation $ 4.048 Measure M Turnback $ 1,092,964 City Hall Construction $ (1,000,000) Budget Checklist Items Fiscal Year 2009 -10 Department/Account NumberlDescription Amount Approved Marina Park $ 28,562 Sunset Ridge Park $ 29.810 New Lifeguard Headquarters $ 10,000 Fire Station #7 $ 50,000 Back Bay Science Center $ 12,744 Misc SAH Projects $ 13,744 Water Enterprise Fund $ 150,630 Sewer Enterprise Fund $ 152.200 Total CIP RebudgetsfChanges $ 1.479 445 Utilities Department Request for Reorganization Background > Numerous turnovers in management combined with vacancies in key positions, and an increase in complex issues has created additional workload for the upper management such as: . Water supply . Rates . Regulatory compliance Environmental issues > In March 2009 the City retained Ohlund Management & Technical Services (OMTS) to: . Analyze Administrative functions . Review the Administrative work load . Recommend organizational changes OMTS Recommendation > Create a Deputy Director that would: Manage, direct, and supervise the administrative, engineering, customer service, and electrical sections of the department. Assist the director in overall management and day to day activities such as personnel, budget, contracts /agreements, customer service. Assist the director in developing, planning, and implementing department goals, objectives and Council priorities. Assist the director in operations and regulatory requirements of the department. Represent the City at professional organizations and outside agency meetings. Serve as Director in his /her absence Administration Receptionist/Clerical Contract Management Financial Management Oil & Gas Support Customer Service Personnel Facilities Maint Proposed Organization Utilities Director Deputy Director Engineering GIS Plan Check & Review Design /AutoCAD CCTV Assessments Project Management Encroach Permits ( Total 55 Full Time Employees and 8.93 FTE ) * Division with Supervisor Customer Service/ Electrical 'Electrical Streetlights 'Meters Reading Maint Field Operations 'Water M &R Maint / Repair 'Wastewater Operations / Maint 'Water Production Well, Pump Stations Regulators 'WQ / System Service Flushing USA Hydrant Maint Contractor Services Oil & Gas Contractor Oversight Regulatory /Safety Fed, State, Local Reports Consumer Confidence Backflow Program Recycled Water WDR Management Safety Associated Costs Annual Salary Ranee Deputy Utilities Director - $116,524 to $141,636 Annual Total Salary & Benefits Deputy Utilities Director $176,537 Elimination of Utilities Operations Manager - $162,862 Difference: $13,674 The $13,674 Difference will be funded from Enterprise fund salary savings for FY 09 -10 Administration Receptionist/Clerical Contract Management Financial Management WDR Management Oil & Gas Support Customer Service Personnel Existing Organization Engineering GIS Plan Check & Review Design /AutoCAD CCTV Assessments Project Management Encroach Permits Facilities Maint " Division with Supervisor Utilities Director Field Operations 'Water M &R Maintenance / Repair 'Wastewater Operations / Maint Oil & Gas Contractor Oversight Field Operations •Electrical Streetlights 'Water Production Well, Pump Stations Regulators 'Water Meters Customer Service Reading Maint 'WQ / System Service Flushing USA Hydrant Maint Contractor Services WQ / Regulatory Fed, State, Local Reports Consumer Confidence Backflow Program Recycled Water