Special City Council Meeting Agenda Packet 06-11-13

NOTICE OF SPECIAL CITY COUNCIL MEETING
Tuesday, June 11, 2013 4:30 p.m. Council Chambers East side of Monte Verde Street between Ocean and Seventh Avenues Live video streaming available at: www.ci.carmel.ca.us Broadcast date Sunday, June 16, 2013 8:00 a.m., MCAET Channel 26
I. II. III. IV. Call to Order Roll Call Pledge of Allegiance Public Appearances
Anyone wishing to address the City Council on matters within the jurisdiction of the City and are not on the agenda may do so now. Matters not appearing on the City Councils agenda will not receive action at this meeting but may be referred to staff for a future meeting. Presentations will be limited to three (3) minutes, or as otherwise established by the City Council. Persons are not required to give their names, but it is helpful for speakers to state their names in order that the City Clerk may identify them in the minutes of the meeting. Always speak into the microphone, as the meeting is recorded. The City Council Chambers is equipped with a portable microphone for anyone unable to come to the podium. Assisted listening devices are available upon request of the City Clerk. If you need assistance, please advise Heidi Burch and the microphone will be brought to you.
V.
Orders of Council A. Consideration of a Resolution adopting the Fiscal Year 2013-2014 Budget. B. Consideration of a Resolution approving the Memorandum of Understanding regarding the Maintenance of Effort Requirements related to Proposition 172 funding.
VI.
Adjournment
The City of Carmel-by-the-Sea does not discriminate against persons with disabilities. Carmel-by-the-Sea City Hall is an accessible facility. The City of Carmel-by-the-Sea telecommunications device for the Deaf/Speech Impaired (T.D.D.) number is 1-800-735-2929.
Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection at Carmel-by-the-Sea City Hall, on the east side of Monte Verde Street, between Ocean and 7th Avenues, during normal business hours.
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TO: FROM: DATE: SUBJECT:
MAYOR BURNETT AND COUNCIL MEMBERS JASON STILWELL, CITY ADMINISTRATOR MAY 11, 2013 FISCAL YEAR 2013-2014 BUDGET HEARINGS
The City Council received the Fiscal Year 2013-2014 Proposed Budget and Operating Plan on May 7, 2013. It is a balanced budget totaling $18.2 million and 75.72 full-time equivalent employees. The budget continues to meet the basic legally required service levels while maintaining the general status quo from fiscal year 2012-2013. Measure D funding is proposed to be allocated as directed by the City Council and the Service Level Sustainability Plan. This is a positive change from the budget reductions that have occurred annually since 2008. The budget hearings are scheduled to occur on two separate dates, if needed. June 11, 2013 is the kick-off of the hearings. At this meeting staff is prepared to present an analysis of the available projected revenue, the expected operational service levels, and a listing of items not included in the proposed budget. Staff is also prepared on that date to present a summary of the proposed capital funding for fiscal year 2013-2014. June 18, 2013 is set if needed for final deliberations and direction from the City Council or if an additional day of budget hearings is required. Completed budget inquiry forms are included. Staff received sixteen inquiries and has completed responses for seven budget inquiries. A second round of completed inquires will be provided to the City Council at the June 11, 2013 budget hearing. Attachments: Budget Hearing Schedule Completed Budget Inquiry Forms and Budget Inquiry Log Budget Hearing Presentation; City Administrator Budget Resolutions Outside Agency Request Letters
June 11, 2013 Budget Hearing Packet Material
Attachments
Budget Hearing Schedule
Tuesday, June 11, 2013 4:30 PM 5:15 PM 6:00 PM 6:15 PM Budget Overview ........................................................................................................... City Administrator Budget Summary Public Comment Operating Budgets Community Planning and Building ............................................................................................. Page D-12 Public Services ............................................................................................................................ Page D-14 Public Safety ............................................................................................................................... Page D-18 Library ......................................................................................................................................... Page D-22 City Administrator ........................................................................................................................ Page D-7 Marketing ............................................................................................................................. Page D-8 Community Services ............................................................................................................. Page D-9 Administrative Services .............................................................................................................. Page D-10 Legal .............................................................................................................................................. Page D-4 City Council .................................................................................................................................. Page D-2 Outside Groups and Agencies Sunset Center Operating Support ........................................................................................ Page D-9 Partner Agency Requests ..................................................................................................... Page D-3 7:30 PM 8:00 PM 9:00 PM Preliminary City Council Discussion Capital Budget ............................................................................................................................... Page E-1 Public Comment
City Council Deliberations and Decision Making: Approve the Fiscal Year 2013-2014 Operating Plan, Proposed Budget including final Budget Adjustments, and adopt the Resolution providing direction regarding the Adoption of Final Budget by Reference. End of Day
Attachments
Budget Inquiries
2013 Budget Inquiry Log

Date Received 05/20/13 05/15/13 05/28/13 05/28/13 05/24/13 05/24/13 05/24/13 05/24/13 05/24/13 05/24/13 05/24/13 05/24/13 05/15/13 05/17/13 05/22/13 05/22/13 Status In Progress Reserves History Completed Staffing Changes Completed Fire costs Pending ApproAmbulance costs Completed Franchise fees Completed OPEB Reserve In Progress Future capital funding In Progress Performance measures goal Pending ApproLegal services Completed Engineering budget Completed Roads and runoff Completed Fire EMS KPI In Progress General City Programs Completed Chamber funding Completed Statistical Population Completed Statistical Employers Subject CC Public Public Public Public JB JB JB JB JB JB JB JB Public Public Public Public Employee Approved Assigned to: Date SP 6/6/13 JS 6/6/13 MC MC 6/6/13 SP 5/31/13 SP JS JS JS 5/29/13 SF 5/29/13 SF 6/6/13 MC JS 6/6/13 HB 5/29/13 JB 5/30/13 JB PDF Yes/No Yes Yes Yes Yes Binder on Web Inquiry No. 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 Bi Color
Yes Yes Yes Yes Yes Yes
Budget Inquiry Form

Council Member Burnett Beach Hillyard Talmage Theis Resident X Inquiry Number: 16 Department: n/a Date: 5/22/13
Page(s) of Budget Book: B-5
Request/Question: In reviewing the listing for largest employers in Carmel I have found there to be a few errors and/or omissions. 1) Mitchell Group employers are overstated; not sure this employer still exists, 2) Carmel realty should be on the list based on the employer data from its website; 3) Sothebys should make the list given it has 35 agents; 4) Pepe International (with 4 operations) currently has over 90 employees; 5) Piatti should be deleted as it no longer is doing business in Carmel. Person Preparing the Response: Janet Bombard, Library Director Response: The source for this data is Hdl Companies, which provides analytical services and software products to cities, counties, and special districts. Data of this type is inherently weak because only publicly traded companies are required to report employee numbers; therefore, private companies such as Carmel Realty, Sothebys and Pepe International are not typically included in published lists such as this. Additionally, most statistics are out of date to some degree by the time they are published, which can also affect the accuracy of this type of information. The goal of the City is to provide a statistical snapshot of the City in the budget document derived from consistent and reliable data. As the City continues to expand the statistical section, staff will seek additional data sources that may be more comprehensive and up-to-date.
Budget Inquiry Form

Council Member Burnett Beach Hillyard Talmage Theis Resident X Inquiry Number: 15 Department: n/a Date: 5/22/13
Page(s) of Budget Book: Section B: Population Figures
Request/Question: I do not agree with the figures shown as there is evidence that over 50% of the housing units nd could be considered 2 homes. Population has dropped in Carmel by over 20% since the 1980 census, yet of course we have the same amount of housing units. In fact, there may be more units today than in 1980 with the condominium and senior housing projects on upper Junipero St. and Mission St. Most realtors will tell you that most home sales fall into the 2 home ownership category now, so this means more day-to-day population will decline further. Why this is of concern to me is that in my view the police and fire services are often overstaffed and overpriced as per the day-to-day residents they serve. When can a correct census be organized and arranged? Can your data be broken into an extra category or two nd such as: Full time residents, Part time residents (or 2 home ownership), rental units (or non-home owner renters living in Carmel). Person Preparing the Response: Janet Bombard, Library Director; Mike Calhoun, Public Safety Director Response:
The United States Census Bureau conducts a census every 10 years, the most recent being the 2010 census. The American Community Survey is an ongoing Census Bureau survey, based on random sampling, that provides new data every year. It is not, however, as complete as the decennial census. According to the 2007 - 2011 American Community Survey Estimates (the most recent available) there are 3,256 housing units in Carmel. 1,625 (49.9%) of these units are occupied, 898 by owners and 727 by renters. There are 1,631 vacant housing units (50.1%). By Census Bureau standards, a housing unit is vacant if no one is living in it at the time of enumeration. According to the Monterey County Association of Realtors, the Monterey County Assessors office used to maintain statistics regarding second home ownership, but no longer does so. Police: As a tourist community and traveler destination, our influx population increases as visitors and vacationers' come to Carmel during the weekends, holidays, special events, summer and fall months. Our dispatch record management system (RMS) does not differentiate calls for assistance/service by individual groups such as residents, businesses, and/or visitors but in 2012 we received 5,345 reported and 7,888 officer initiated calls for service (CFS) for a total of 13,233 calls for service. Fire & Ambulance: In 2012, the Fire Department responded to 742 calls for service within the City of Carmel-by-the-Sea and Carmel Fire Ambulance responded to 1,086. These public safety services are provided to all within the defined jurisdiction; responses to calls for service are not differentiated between residents or visitors. The Fire station staffing of 3 Firefighters 24/7 and the robust fire protection system (contract with Monterey) is designed to manage the significant fire threat that is ever present in Carmel-by-the-Sea. The City is built on a slope under a canopy of trees, residential properties are built close together with a canyon (Pescadero Canyon) on the north boundary and an open space (Mission Trail Park) with heavy vegetation and trees on the south boundary The commercial district, which drives the economic engine of the City, has very old multiple story commercial properties built close together (some without built-in fire protection systems) with access and exposure problems. The key to fire protection in the City is the speed (response times of the first engine company) and weight (system-wide engine and ladder truck companies) of the response.
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nd
10
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12
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Budget Inquiry Form

Council Member Burnett X Beach Hillyard Talmage Theis Resident Inquiry Number: 12 Department: Public Safety Page(s) of Budget Book: D-20 Date: 5/24/2013
Request/Question: Fire performance measures are focused on fire with most of our fire calls are medical calls. What performance measures would be appropriate for the medical calls? Person Preparing the Response: Mike Calhoun, Director of Public Safety Response: The ambulance is staffed with paramedics/firefighters and is part of the overall fire response system in addition to providing emergency medical transport services within Carmel and respective designated areas within the County. Both fire and ambulance share mutual performance goals of maintaining 95% response times of five minutes or less for all fire and medical calls within the City of Carmel. On page D-18 the performance goals and objectives for ambulance is listed and includes response times for life threatening emergencies, advance life support, and transport fee recovery rate.
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Budget Inquiry Form

Council Member Burnett X Beach Hillyard Talmage Theis Resident Inquiry Number: 11 Department: Public Services Page(s) of Budget Book: Date: 5/24/2013
Request/Question: We are engaged in increased road repairs and repaving. Have we reviewed the efficacy and utility of pavement that drains and whether it can be used to reduce storm water runoff? Person Preparing the Response: Sharon Friedrichsen, Public Services Director
Response: The possible use of permeable pavement will be evaluated on a case by case basis in consultation with the Citys Engineer, depending on the specific roads selected for overlays and repaving. In general, the City roads selected will be repaved, as compared to rebuilt or newly constructed, and are in need of strengthening. Roads need to be evaluated on such factors as soil conditions, load bearing capacity and pavement slope to ensure that any potential water infiltration from the use of permanent pavement does not further weaken the road. Welldraining subgrades (the native material under the pavement or constructed road) such as those characterized by a sandy subgrade are ideal for the use of this material.
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Budget Inquiry Form

Council Member Burnett X Beach Hillyard Talmage Theis Resident Inquiry Number: 10 Department: Public Services Page(s) of Budget Book: D-16 Date: 5/24/2013
Request/Question: Is our engineering budget (see D-16) sufficient to cover the increased capital budget? Especially for the initiative of CBTS water projects? Person Preparing the Response: Sharon Friedrichsen, Public Services Director
Response: In addition to the engineering budget on page D-16, funding for engineering is also included within the capital projects contained within Section E. The proposed budgets for capital projects (Section E) include planning and design and construction as part of the project expenditures. Project specific engineering services can be funded from both of these types of project expenditures as needed. This allows for project specific engineering costs to be allocated to the project as well as provides for a general engineering budget to fund other needs that arise throughout the fiscal year.
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Budget Inquiry Form

Council Member Burnett X Beach Hillyard Talmage Theis Resident Inquiry Number: 6 Department: Administrative Services Page(s) of Budget Book: C-10 Date: 5/24/2013
Request/Question: Why is OPEB fund increased by $413k to $1.5m? See C-10 Person Preparing the Response: Paul Wood, Interim Finance Officer
Response: The OPEB reserve account will be increased to $1.5M at the request of Council to allocate currently unassigned and uncommitted reserves to guard against future risk exposure due to increases in OPEB liability. The City commissioned an actuarial valuation of the Citys postemployment medical program in 2009. The results of this valuation indicated that the City had an unfunded actuarial accrued liability (UAAL) of $2,352,312 at July 1, 2008. The City Council previously had decided to continue to take a pay as you go approach to the current portion of this liability and to put money aside for the eventual pay-down of the long term portion of the liability. This increase to $1.5M gets the City closer to funding the eventual liability estimate of $2,352,312. Staff has a review of this strategy and other options calendared for later this fiscal year.
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Budget Inquiry Form

Council Member Burnett X Beach Hillyard Talmage Theis Resident Inquiry Number: 5 Department: Administrative Services Page(s) of Budget Book: C-2 Date: 5/28/2013
Request/Question: What are the sources of franchise fees, how are they calculated, and what causes them to change? Person Preparing the Response: Paul Wood, Interim Finance Director Response: Franchise fees are collected by the City from service operators that have negotiated with the City for exclusive operating rights within the City. Franchise fees are paid by vendors for the use of city streets, alleys, grounds, and public right-of-ways. Carmel-by-the-Sea has four franchise agreements with the following companies: Waste Management (garbage collection services), Comcast (cable television services), PG&E (gas and electric services), and Cal-Am Water (water services). The fees are based on percentages of revenue charged/received by the franchisor within our city limits (the franchise area). The estimated amount of the franchise fee is passed along to the individual customer on monthly billings, which is in turn included in the operators gross revenue. The franchise fee can vary based on the charged/collected revenue of the franchisor over the course of the year. Different factors cause the franchise fee revenues to fluctuate or change: The garbage collection services franchise fee is governed by a contract between Waste Management and the City of Carmel-by-the-Sea. The contract allows the operator to use the public streets, alleys and thoroughfares within the city limits to collect and deliver disposal waste. The franchise fee is related to the gross revenue obtained from the commercial and industrial business sector. Waste Managements revenue is determined by the size of the disposal container and the number of dumps during the month for each customer being serviced. In consideration of the exclusive franchise granted, Waste Management agrees to pay to City the sum of ten percent (10%) of gross revenues received from its customers within the City payable four times per annum for the previous quarter's revenue collections. Gross revenues include any profit resulting from the sale of mandatory collection of all recyclable materials and yard waste within City. Cable television services franchise revenue correlates to cable television revenue. The Comcast remittance letter contains the gross revenue for the period, the fee rate and the payment amount. Franchise fees are governed under Section 622 of the Cable Communications Act of 1984. Section 622, states that municipalities are entitled to a maximum of 5% of gross revenues derived from the operation of the cable system for the provision of cable services such as Public, educational, and government access (PEG) TV channels. Gas and electric franchise revenue is highly dependent on weather fluctuations and the price of gas and electricity. During the hotter months, gas usage is minimal. Therefore, gross revenue to the operator is lower. During hotter months, higher electric usage is necessary to cool homes. During the months when the temperatures are more moderate homes and businesses use less electricity. PG&E pays a fee of 1% of its gross annual receipts arising from the use, operation and possession of the franchise. Water Cal-Am Water pays a fee of 2% of its gross annual receipts arising from the use, operation and possession of the franchise.
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Budget Inquiry Form

Council Member Burnett Beach Hillyard Talmage Theis Resident X Inquiry Number: 3 Department: Public Safety Page(s) of Budget Book: D-20 Date: 5/28/2013
Request/Question: On Page D20 I see a 131,410 from when contract started to last fiscal last year why increase if pers goes down? Person Preparing the Response: Mike Calhoun, Public Safety Director
Response:
The referenced cumulative difference of $131,410 spans three fiscal years, from FY2012-13 through FY2015-16. There is no indication that PERS costs will be decreasing during this period of time. In recognition of these increased costs, the City of Monterey decreased the FY2013-14 fee by $92,000 through a number of line items, including a 3% discount applied to the administrative overhead charge. Also, in anticipation of a continuing increase in PERS costs, Carmel staff applied a conservative 2% increase to fiscal years FY2014-15 and FY15-16.
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Budget Inquiry Form

Council Member Burnett Beach Hillyard Talmage Theis Resident X Inquiry Number: 02 Department: CAO Page(s) of Budget Book: C-5 C-6 Date: 5/22/13
Request/Question: What are the new jobs called for in the 2013-2014 budget? Person Preparing the Response: Jason Stilwell, City Administrator
Response:
The new FTE are listed on page C-6 and C-7. They include: 1. Finance Officer from contract position to staff position 2. Administrative Services Department analyst addition 3. Firefighter Paramedic funding for what had previously been an unfunded position covered by overtime 4. Capital project manager addition The overall changes to FTE include: Admin Services Coordinator Office Assistant Finance Officer ASD Analyst Finance Specialist HR Finance Specialist Community Services Asst. Community Services Asst. Community Services Office Assistant Community Services Asst. Planning Finance Specialist Reference Librarians Firefighter Paramedic Capital Project Mgr increases by 0.25 FTE decreases from 0.53 FTE to 0.30 FTE from contract to staff (+1.0 FTE) net increase 1.0 FTE decrease from 0.40 FTE to 0 increase from 0.17 FTE to 0.23 FTE increase from 0.50 FTE to 0.75 FTE increase by 0.50 FTE decrease from 0.50 FTE to 0 reduce 0.25 FTE increase 0.60 FTE to 1.0 FTE adjust 1.11 FTE to 1.06 FTE net increase 1.0 FTE net increase 1.0 FTE
The overall FTE changes add up to an increase of 4.03 FTE.
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Attachments
Budget Hearing presentation
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City of Carmel-by-the-Sea
Fiscal Year 2013-2014 Proposed Budget
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Hearing Schedule
Hearings begin today, June 11, 2013 They continue on June 18 (if necessary) Hearings start at 4:30 pm each day
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Budget Hearing Materials

Contents of the Councils Budget packet
Staff report summary Schedule Budget Inquiry Forms Budget Resolutions Presentation of the Proposed Budget Outside agency request letters
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Staff report summary Schedule
Revenue Operating budget Capital budget Summary of items not in the budget Final deliberations Budget adoption
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Staff report summary Schedule Budget Inquiry Forms Budget Resolutions Presentation of the Proposed Budget
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FY 2013-14 Proposed Budget Development Process
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Budget Development Process

December 2012 Internal worksheets January 2013
City Council adopted goals objectives & key initiatives City Council adopted budget calendar
February 2013
City Council updated financial policies
March 2013
City Council received financial forecast City Council received Capital Improvement Plan
May 2013
City Council received Fiscal Year 2013-2014 Proposed Budget and Operating Plan
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Budget Development Framework

Balanced Budget / Fiscal Stability Policy-Based Budgeting Accountability / Transparency Service Levels Continuous Improvement and Innovation Strategies Status-Quo Requests Essential Infrastructure Reserves One-Time Funding
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Issues Affecting the Budget

1. Deteriorated service levels and infrastructure
The next several years will require focus on maintaining the communitys quality of life, reconstituting the eroded services to meet policy plan outcomes, and repairing and maintaining the Citys neglected roads, buildings, and infrastructure.
2. Service level sustainability plan

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Service Level Sustainability Plan
June 1, 2012 Identified range of services not provided due to lack of funding Council identified funding targets for 5 areas
services road maintenance capital maintenance debt management reserves
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Service Level Sustainability Plan
3 funding sources
Budget efficiencies & retirement reform Hospitality Improvement District Measure D
Use of Measure D Funding
Direct Services Road Maintenance Capital Maintenance Debt Management Total $308,810 $584,000 $517,190 $703,000 $2,113,000
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1. Deteriorated service levels and infrastructure 2. Service level sustainability plan 3. Cost of providing retirement benefits
CalPERS policy changes: Part of its efforts to close its unfunded liability From 15 to 5 year smoothing period 30 year fixed versus 30 year rolling payoff schedule Result for employers statewide is an estimated pension payment increase of $5 billion in 2015-16
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Proposed FY 2013-14 Budget and Operating Plan

Budget Summary
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FY 2013-14 Proposed Budget Summary
Strategies to Balance
Focus spending on Council priorities Follow financial policies Stop draw on reserves Reduce expenditure growth but focus on deferred maintenance and service levels
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FY 2013-14 Budget Summary

$18.2 Million Balanced Budget
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Revenues by Source
Revenue
Fees & Permits 3% Franchises 3% Other 6% Business License 3%
Property Taxes 29% Sales Tax 26%
TOT 30%
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City of Carmel-by-the-Sea Top Three Revenues

$6,000,000
$5,000,000
$4,000,000
$3,000,000
$2,000,000
$1,000,000
Measure D approved by voters Nov. 2012
$0
Hostelry
Property Tax
Sales Tax
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Revenue Source (Dollars in Millions)
FY06-07 Actual $3.726 4.209 2.143
FY07-08 Actual $3.867 4.395 2.340
FY08-09 Actual $4.066 3.787 2.181
FY09-10 Actual $4.189 3.799 1.620
FY10-11 Actual $4.158 4.003 1.806
FY 11-12 Actual $4.265 4.178 1.723
FY 12-13 Budget $4.347 4.463 2.051
FY 12-13 Estimate $4.506 4.660 2.051 0.490
FY 13-14 Proposed $4.710 4.846 2.113 2.113 0.497 0.435 0.231 0.547 0.419 0.357
FY 14-15 Projected $4.804 4.992 2.213 2.213 0.507 0.446 0.234 0.558 0.427 0.376
FY 15-16 Projected $4.876 5.167 2.308 2.308 0.517 0.458 0.237 0.569 0.435 0.388
FY 16-17 Projected 4.961 5.321 2.377 2.377 0.533 0.471 0.241 0.580 0.444 0.405
FY 17-18 Projected $5.060 $5.481 $2.446 $2.446 $0.551 $0.483 $0.247 $0.592 $0.453 $0.423
Property Tax Transient Occupancy Tax Sales Tax Measure D Business License Tax Fees and Permits Interest, Rents, Parking Lots Franchise Fees Intergovernmental Other Revenue & Sources TOTAL
Dollar Change Per Year
0.333 0.488 0.694 0.466 0.376 1.121
0.627 0.492 0.633 0.426 0.369 0.472
0.609 0.369 0.386 0.467 0.382 0.461
0.551 0.448 0.250 0.453 0.387 0.607
0.526 0.391 0.235 0.477 0.459 1.637
0.514 0.451 0.237 0.407 0.369 0.744
0.500 0.431 0.229 0.513 0.072 0.798
0.492 0.422 0.229 0.513 0.347 0.585
13.556 $1.319
13.621 $0.065
12.708 -$0.913
12.304 -$0.404
13.692 $1.388
12.887 -$0.805
13.404 $0.517
14.295 $1.408
16.266 $1.971
16.769 $0.503
17.262 $0.493
17.712 $0.449
18.183 $0.471
GROWTH RATES:
Property Tax Transient Occupancy Tax Sales Tax Measure D Business License Tax Fees and Permits Interest, Rents, Parking Lots Franchise Fees Intergovernmental Other Revenue & Sources TOTAL % Change from Prior Yr
11.36 8.51 -1.20
3.78 4.42 9.19
5.15 -13.83 -6.79
3.03 0.32 -25.72
-0.74 5.37 11.48
2.56 4.36 -4.61
1.93 6.83 19.06
5.66 11.54 19.06
4.52 4.00 3.00 3.00
2.00 3.00 4.75 4.75 2.00 2.60 1.00 2.00 2.00 5.50 3.09
1.50 3.50 4.30 4.30 2.00 2.75 1.25 2.00 2.00 3.00 2.94
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1.75 3.00 3.00 3.00 3.00 2.75 2.00 2.00 2.00 4.50 5.62
2.00 3.00 2.90 2.90 3.50 2.50 2.25 2.00 2.00 4.50 5.33
-19.95 -11.75 38.25 17.09 -8.96 99.82 10.78
88.29 0.82 -8.79 -8.58 -1.86 -57.89 0.48
-2.87 -25.00 -39.02 9.62 3.52 -2.33 -6.70
-9.52 21.41 -35.23 -3.00 1.31 31.67 -3.18
-4.54 -12.72 -6.00 5.30 18.60 169.69 11.28
-2.21 15.24 0.80 -14.77 -19.62 -54.53 -5.88
-2.79 -4.35 -3.33 26.18 -80.49 7.21 4.01
-4.35 -6.35 -3.33 26.18 -5.93 -21.41 10.93
1.00 3.00 1.00 6.60 20.60 -39.00 13.79
Expenditures by Function
Expenditures
Planning & Bldg 4% Policy & Executive 7% General City Programs 23%
Public Safety 36%
Admin Services 8% Library 6% Public Services 16%
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Ten Year Staffing Trend

Total FTE
100 90 80 70 60 50 40 30 20 10 0 FY08-09 Actual FY09-10 Actual FY10-11 Actual FY11-12 Actual FY12-13 Budget FY13-14 FY14-15 Proposed Projected
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General Fund Key Discretionary Designations

Current Policies and Estimates
FY 13-14 Budget Policy Target
set by City Council
Difference actual to policy % $
Capital Non-road & lease expenditures 3.5% of revenue Road maintenance Operating 5% Revenue Buffer Half-percent Discretionary 3% Capital Outlay Reserves 10% General Fund Reserve 10% Hostelry Reserve Vehicle Replacement Technology Reserve Capital Reserve --other minimum levels-Debt Service Benefit Liability Debt Reduction Workers' Comp Natural Disaster OPEB Liability Long-term budget stability
$ $
926,200 926,200
$ $
569,307 890,000
163% 104%
356,893 36,200
$ $ $
81,050 568,977
$ $ $
813,296 81,287 487,978
0% 100% 117%
(813,296) (237) 80,999
Reserves are either assigned (A); committed (C); or restricted (R)
C C A A C
$ $ $ $ $
1,566,165 831,485 150,000 200,000 913,989
$ 1,626,593 $ 484,600 $ 194,500 $ 161,000 $ 2,773,360
96% 172% 77% 124% 33%
(60,428) 346,885 (44,500) 39,000 (1,859,371)
R C C C C C A
$ $ $ $ $ $ $
400,000 414,293 714,187 239,012 250,000 1,500,000 1,545,133
$ 400,000 $ 350,000 $ 720,000 $ 200,000 $ 250,000 $ 1,500,000 $ 500,000
100% 118% 99% 120% 100% 100% 309%
64,293 (5,813) 39,012 1,045,133

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Five Year Forecast

Five Year General Fund Revenue & Uses
20.0 19.0 18.0 17.0 16.0 15.0 14.0 13.0 12.0 11.0 10.0
17.7 16.3 14.0 12.7 12.8 13.4 12.3 13.7 14.2 12.9 14.3 13.4 16.3 16.8
17.9 17.3
18.4 17.7
18.8 18.2
Dollars
(Millions)
2008-09 2009-10 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18
Discretionary Revenue
Total General Fund Expenditures
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Recommendations
To Adopt FY 2013-14 Budget
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Balance of Sources and Uses - $ Positive/($ Negative)

Dept Council Adjustments to FY 2012-13 Proposed Budget USES: Program Restorations and Expansions
1
8,961
Suggested Amount
Burnett
Beach
Hillyard
Talmage
Theis
City Council Actions (Yes, No, or Alternate Amount) Burnett Beach Hillyard Talmage Theis
CC CPB NON CC CC FPB FPB
United Way 211 Code Compliance SCC Sustaining Grant CHS Sober Graduation MPRWA Sand replenishment Rio Park trail
48,500 10,000 1,000 10,000 20,000 40,000 Y Y Y
0
Total GF Restorations and Expansions
129,500
Burnett Beach Hillyard Talmage Theis
SOURCES:
A
New/Unanticipated Revenue, Appropriation Transfer, and Use of Designations
Trolley (D-7) WMI Funding for Sweeper Rio Park deposit account NON Economic Revitalization Programs (D-7) LIB Library Foundation for staff CC City Council Medical Program (D-3)
NON
10,000 5,000 40,000 15,000 30,000 38,461
O Total Sources
Notes: For budgeting purposes, all sources and uses will be passed through the General Fund.
138,461
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Recommendations
1. 2. 3. 4. Adopt FY 2012-13 budget adjustment requests as attached Approve final budget adjustments to the FY 2013-14 Proposed Budget, including Attachment A budget balancing adjustments; Adopt the Resolution of the City Council entitled Adopting the Budget for FY 2013-14 of the 2013-2016 Triennial Budget; By separate resolution, adopt the Memorandum of Understanding for the Proposition 172 Maintenance of Effort Requirement.
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Proposed FY 2013-14 Budget and Operating Plan

Operating Budgets
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Proposed Order of Discussion

Community Planning and Building ............................................................. Page D-12 Public Services ............................................................................................ Page D-14 Public Safety ............................................................................................... Page D-18 Library ......................................................................................................... Page D-22 City Administrator .......................................................................................Page D-7 Marketing .............................................................................................Page D-8 Community Services .............................................................................Page D-9 Administrative Services .............................................................................. Page D-10 Legal ............................................................................................................Page D-4 City Council .................................................................................................Page D-2 Outside Groups and Agencies Sunset Center Operating Support .......................................................Page D-9 Partner Agency Requests ....................................................................Page D-3
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53
Community Planning & Building

Page D-12 Proposed Budget: $725,185
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Public Services
Page D-14 Proposed Budget: $2,417,878
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Public Safety
56
Public Safety
57
Library
58
City Administrators Office

59
City Administrators Office

60
Administrative Services
61
Legal
62
City Council
63
Outside Groups
Council Discretionary
Carmel Chamber Sober Grad Night Suicide Prevent CHS Events Meetings Acknowledgements Veterans Cemetery Community Partnerships Unassigned $40,000 1,000 1,000 1,000 3,500 2,500 1,000 15,000 13,400 2,650
Composition of Dues and Memberships

MPRWA AMBAG League of Cities FORA County Mayors Assoc MBUAPCA TAMC LAFCO Comm Human Services Unassigned $38,900 3,682 300 14,000 1,100 931 1,351 9,000 13,400 5,000
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Outside Groups
Council Discretionary
Carmel Chamber Sober Grad Night Suicide Prevent CHS Events Meetings Acknowledgements Veterans Cemetery Community Partnerships Unassigned $40,000 1,000 1,000 1,000 3,500 2,500 1,000 15,000 13,400 2,650
Other known requests for Council discretionary not included in Proposed Composition of Dues and Memberships Budget: MPRWA $38,900 AMBAG Art and Film Festival 3,682 $5,000 of Cities 300 League United Way 211 $5,000 FORA 14,000 County Carmel Heritage $10,000 Mayors Assoc 1,100 931 MBUAPCA County Film Commission $500
TAMC LAFCO Comm Human Services Summary Unassigned 1,351 9,000 13,400 5,000
Total City Discretionary:

(Policy C94-01 page F-6)
$81,050
Total requests & allocations: $98,900
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Preliminary Council Deliberation
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Burnett
Beach
Hillyard
Talmage
Theis
Dept
Council Adjustments to FY 2012-13 Proposed Budget
Suggested Amount
City Council Actions (Yes, No, or Alternate Amount)
USES: Program Restorations and Expansions
Burnett
Beach
Hillyard
Talmage
Theis
0
Theis
SOURCES:
Burnett
Beach
Hillyard
Talmage
Total Sources
Notes:
For budgeting purposes, all sources and uses will be passed through the General Fund.
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68
Proposed Capital Budget

The five-year capital improvement plan identifies capital projects for the upcoming five-year period Planning documents, including the Capital Improvement Plan, guide the development of the proposed budget
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Projects by Department
Five-Year CIP through FYE June 30, 2018, By Department
Public Works; 5,254,674 ; 38%
Facilities; 3,282,000 ; 23% Forest, Parks & Beach; 1,027,500 ; 7% Admin Services; 247,190 ; 2% Community Planning & Bldg; 100,000 ; 1%
Police; 1,348,685 ; 10% Fire; 242,156 ; 2%
Library; 2,111,500 ; 15%
Ambulance; 247,420 ; 2%
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71

The presented budget proposes funding of the Year 1 projects identified as funded in the March 19, 2013 Capital Improvement Plan as modified by the City Council
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The CIP for FY 2013-14 includes $2.8 million of identified projects The proposed budget identifies funding for nearly $2.5 million The remaining projects totaling $312,500 are unfunded and will not be completed next fiscal year without additional funding
One proposed unfunded project is the Santa Fe and 4th Storm Drain project; staff recommends funding from FY 2012-13 year end fund balance
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FY 2013-2014 Funded Projects General Fund

Vehicle lease payments (E-15, E-19, E-25, E-28) Fire/Ambulance Diesel Filter (E-16, E-20) Ambulance Defibrillator (E-18) Financial System Upgrade (E-7) Computer Network Equip. (E-9) Sunset Improvements (E-31) 4th Ave. Irrigation (E-38) Art Appraisal (E-12) Park Branch Phase 1 (E-14) Parking Mgt Study (E-23) Paint/Sign Truck (E-27) $195,287 $20,500 $28,017 $41,000 $10,000 $10,000 $20,000 $18,000 $10,000 $25,000 $95,000 $472,804
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FY 2013-2014 Funded Projects Measure D

Website Update (E-6) Legislative Mgt software (E-8) Permit Tracking software (E-10) PD/PW Roof Replacement (E-30) City Hall Renovations (E-33) Sunset Improvements (E-34) Tennis Court renovation (E-35) Beach stair maintenance (E-36) Dunes habitat restoration (E-39) Shoreline assessment & imp. (E-41) Mission trail entrance (E-42) Police radios (E-24) Street and road projects (E-26) Bikeway projects (E-29) City of Carmel-by-the-Sea
$35,000 $16,690 $20,000 $75,000 $30,000 $15,000 $55,000 $24,000 $24,500 $20,000 $48,000 $104,000 $584,000 $50,000 $1,101,190 Fiscal Year 2013-2014 Proposed Budget
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FY 2013-2014 Funded Projects Special Revenue

Scenic Road restrooms (E-37) Library book drop (E-13) Breathing apparatus (E-17, E-21) Water conservation projects (E-11) Forest Theater renovations (E-32) City Hall cistern (E-40) Trash can replacement (CIP) Street and road projects (E-26)
$275,000 $7,500 $30,000 $10,000 $200,000 $25,000 $2,500 $342,200

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FY 2013-2014 Funded Projects Road projects

Jane Powers walkway Santa Fe n. of Ocean Junipero to 9th & 10th Lobos: 1st & 2nd Guadalupe: 6th to Ocean Guadalupe: 7th to Mtn View Dolores: 5th to Ocean Dolores: 7th to 8th San Carlos: Ocean to 8th Lincoln: 4th to 5th 12th: Junipero to San Carlos Santa Rita: 2nd north to city limits 7th: Guadalupe to Forest Carpenter: 2nd to Ocean 3rd: East to city limits Sidewalks $6,000 $7,000 $9,000 $34,000 $12,000 $48,600 $75,800 $142,300 $175,500 $44,300 $36,600 $51,000 $31,860 $177,700 $11,780 $62,760 $926,200
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2013-2014 Unfunded Projects

Trash can replacement Santa Fe & 4th Storm Drain $12,500 $300,000
Future unfunded projects include facility repairs totaling $2,550,000
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79
Items Not in the Budget

Services
Financial Analyst Community Services Assistant Planning Technician Public Safety Administrative Assistant Community Services Officer Public Services Financial Specialist Public Services Maintenance Worker Tree Care Specialist
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81
Preliminary Council Deliberation
82
Attachments
Budget Resolutions
83
CITY OF CARMEL-BY-THE-SEA CITY COUNCIL RESOLUTION 2013A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA ADOPTING THE BUDGET FOR FISCAL YEAR 2013-2014 OF THE 2013-2016 TRIENNIAL BUDGET
WHEREAS, the City Council was presented a balanced Triennial Budget for Fiscal Years 2013-14 through 2013-16; and WHEREAS, the City Council held public meetings to review and receive public comment on the Triennial Budget; and WHEREAS, the City Council has approved certain special reserve and restricted funds for specific purposes as defined in the Municipal Code; and
WHEREAS, the City Council authorizes deposit accounts into and from which funds are received and disbursed, and maintained in the Citys bank account; and
WHEREAS, the City Council approves FY 2013-2014 of the Five-Year Capital Program; and WHEREAS, in accordance with California Government Code Section 53646, the Triennial Budget includes the Citys Investment Policy approved on March 5, 2013; and
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES: 1. Adopt FY 2012-13 budget adjustment requests as attached; 2. Approve final budget adjustments to the FY 2013-14 Proposed Budget, including Attachment A budget balancing adjustments; 3. Adopt the budget for Fiscal Year 2013-2014 of the 2013-2016 Triennial Budget and place said budget on file at City Hall and on the Citys Web Site;
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4. Authorize the City Administrator to transfer the cumulative fiscal year end 2012-2013 budget surplus, with the exception of $300,000 for the Santa Fe and 4th Storm Drain project, to the long-term budget stabilization reserve PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this XX day of June 2013 by the following roll call vote:
AYES: NOES: ABSENT: COUNCIL MEMBERS: COUNCIL MEMBERS: COUNCIL MEMBERS: SIGNED: _______________________ JASON BURNETT, MAYOR
ATTEST: ____________________________ Heidi Burch, City Clerk
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Dept Council Adjustments to FY 2012-13 Proposed Budget USES: Program Restorations and Expansions
1 2 3 4 5 6 7 8 9
0
Suggested Amount
Burnett
Beach
Hillyard
Talmage
Theis
City Council Actions (Yes, No, or Alternate Amount) Burnett Beach Hillyard Talmage Theis
0
Burnett Beach Hillyard Talmage Theis
SOURCES:
A
O Total Sources
Notes: For budgeting purposes, all sources and uses will be passed through the General Fund.
87
CITY OF CARMEL-BY-THE-SEA CITY COUNCIL RESOLUTION NO. 2013A RESOLUTION APPROVING THE MEMORANDUM OF UNDERSTANDING REGARDING THE MAINTENANCE OF EFFORT REQUIREMENTS RELATED TO PROPOSITION 172 FUNDING
WHEREAS, the Local Public Safety Protection and Improvement Act of 1993 was approved as Proposition 172 by the voters at the statewide general election conducted on November 2, 1993, and authorized the imposition of a sales and use tax at the rate of onehalf percent of the gross receipts of any retailer from the sale of all tangible personal property sold at retail in this State on and after January 1, 1994, proceeds of which tax were specifically designated exclusively to help fund public safety activities and services; and WHEREAS, Assembly Bill 2788 was enacted into State statute implementing Maintenance of Effort minimum expenditure requirements for public safety services in each community receiving Proposition 172 funds; and WHEREAS, the City Council is required to establish the departments and municipal activities which they consider to be public safety services and officially designate those services by Council Resolution; and WHEREAS, Resolution 95-122 established the Fire and Police Departments as the designated Public Safety Service Departments of the City of Carmel-by-the-Sea; and WHEREAS, Proposition 172 allows for a jurisdictional exemption when total Maintenance of Effort funding falls below the Fiscal Year 1992-93 base year plus growth factor. The law requires that the legislative body of the City and the Directors of the designated public safety service departments must agree on or before the adoption of the budget for each fiscal year through a contractual memorandum of understanding to the reduced funding levels; NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES: 1. Approve the Memorandum of Understanding between the City and Directors of the designated public safety service departments stating that the new fiscal year funding levels for operations will meet the Maintenance of Effort guidelines as provided in Proposition 172.
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Resolution No. 2013-xx Page Two
2. Authorize the Mayor to execute the Agreement on behalf of the legislative body of the City of Carmel-by-the-Sea.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMELBY-THE-SEA this XXXh day of June 2013, by the following roll call vote: AYES: NOES: ABSENT: COUNCIL MEMBERS: COUNCIL MEMBERS: COUNCIL MEMBERS:
SIGNED: ___________________________ JASON BURNETT, MAYOR ATTEST:
Heidi Burch, City Clerk
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MEMORANDUM OF UNDERSTANDING REGARDING THE MAINTENANCE OF EFFORT REQUIREMENTS RELATED TO PROPOSITION 172 FUNDING BETWEEN THE CITY OF CARMEL-BY-THE-SEA LEGISLATIVE BODY AND THE DIRECTORS OF THE DESIGNATED SAFETY SERVICE DEPARTMENTS Proposition 172 was passed and authorized a one-half cent public safety sales tax to help fund public safety activities and services. Assembly Bill 2788 was enacted into state statute implementing Maintenance of Effort minimum expenditure requirements for public safety services in each community receiving Proposition 172 funds. The City Council is required to establish the departments and municipal activities, which they consider to be public safety services by Resolution. Resolution 95-122 established the Fire and Police Departments as the designated Public Safety Service Departments. Proposition 172 allows for a jurisdictional exemption when total Maintenance of Effort funding falls below the Fiscal Year 1992-93 base year plus growth factor. The jurisdictions (City of Carmel-by-the-Sea) legislative body and the Directors of the designated public safety service departments must agree through contractual memorandum of understanding to the reduced funding levels. It is agreed that the fiscal year funding levels for operations of the safety departments of Fire and Police will meet the Maintenance of Effort guidelines as provided in AB 2788 and Proposition 172. Executed this XXth day of June, 2013, at Carmel-by-the-Sea, California
____________________________ Mike Calhoun Public Safety Director
________________________________ Jason Burnett, Mayor City of Carmel-by-the-Sea on behalf of the legislative body
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Attachments
Outside agency request letters
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92
93
94
95
96
97
98
99
100
101
102
103
104
105

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June 11, 2013 Budget Hearing Packet Material

Budget Hearing Schedule

June 11, 2013 Budget Hearing Packet Material

2013 Budget Inquiry Log

Yes Yes Yes Yes Yes Yes

Budget Inquiry Form

Page(s) of Budget Book: B-5

Budget Inquiry Form

Page(s) of Budget Book: Section B: Population Figures

Budget Inquiry Form

Budget Inquiry Form

Budget Inquiry Form

Budget Inquiry Form

Budget Inquiry Form

Budget Inquiry Form

Budget Inquiry Form

The overall FTE changes add up to an increase of 4.03 FTE.

June 11, 2013 Budget Hearing Packet Material

Budget Hearing presentation

Fiscal Year 2013-2014 Proposed Budget

Fiscal Year 2013-2014 Proposed Budget

Budget Hearing Materials

Fiscal Year 2013-2014 Proposed Budget

Budget Hearing Materials

Fiscal Year 2013-2014 Proposed Budget

Budget Hearing Materials

Fiscal Year 2013-2014 Proposed Budget

FY 2013-14 Proposed Budget Development Process

Fiscal Year 2013-2014 Proposed Budget

Budget Development Process

Fiscal Year 2013-2014 Proposed Budget

Fiscal Year 2013-2014 Proposed Budget

Budget Development Framework

Fiscal Year 2013-2014 Proposed Budget

Issues Affecting the Budget

2. Service level sustainability plan

Fiscal Year 2013-2014 Proposed Budget

Issues Affecting the Budget

Fiscal Year 2013-2014 Proposed Budget

Issues Affecting the Budget

Fiscal Year 2013-2014 Proposed Budget

Issues Affecting the Budget

Fiscal Year 2013-2014 Proposed Budget

Proposed FY 2013-14 Budget and Operating Plan

Fiscal Year 2013-2014 Proposed Budget

FY 2013-14 Proposed Budget Summary

Fiscal Year 2013-2014 Proposed Budget

FY 2013-14 Budget Summary

Fiscal Year 2013-2014 Proposed Budget

Property Taxes 29% Sales Tax 26%

Fiscal Year 2013-2014 Proposed Budget

City of Carmel-by-the-Sea Top Three Revenues

Measure D approved by voters Nov. 2012

Fiscal Year 2013-2014 Proposed Budget

Revenue Source (Dollars in Millions)

FY06-07 Actual $3.726 4.209 2.143

FY07-08 Actual $3.867 4.395 2.340

FY08-09 Actual $4.066 3.787 2.181

FY09-10 Actual $4.189 3.799 1.620

FY10-11 Actual $4.158 4.003 1.806

FY 11-12 Actual $4.265 4.178 1.723

FY 12-13 Budget $4.347 4.463 2.051