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HomeMy WebLinkAbout03-09-1999 Staff Report -.s SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. AGENDA ITEM \13 MEETING DATE: March 9, 1999 CITY MANAGER: 01, ORIGINATING DEPT: Administrative Services DEPT. HEAD: /HaM 1 SUBJECT: Fiscal Years 1999 -00 and 2000 -01 Budget Development Process RECOMMENDED MOTION(S): Accept and file this report. REPORT SUMMARY: Attached is the proposed calendar for preparation of the fiscal years 1999 -2000 and 2000 -2001 budgets. Under the proposed timeline, the City Council would receive the draft budget document for their April 27 meeting. During that meeting, the City Council would review the format of the budget, the assumptions which were used in developing the budget, and begin reviewing summary information. The City Council would conduct budget workshops on May 11 and May 19, during which a very detailed and thorough review of revenue sources and program expenditures would be presented by staff A public hearing on the final budget document is scheduled to be held on June 2, with final adoption on June 16. FISCAL IMPACTS: None ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S): None. FOLLOW UP ACTIONS: None. ATTACHMENTS: Proposed Budget Preparation Calendar MJW: Council Calendar PROPOSED BUDGET PREPARATION CALENDAR FISCAL YEARS 1999 -2000 AND 2000 -2001 2/17/99 City Council initiates LLA -1 renewal process for FY 99 -00, orders preparation of Engineer's Report and appoints Attorneys. 3/8/99 Finance Commission reviews budget calendar, policies, assumptions, and recommended program and staffing changes for FY 99 -00 and FY 00 -01. 3/9/99 City Council reviews budget calendar, policies, assumptions, and recommended program and staffing changes for FY 99 -00 and FY 00 -01. 4/7/99 City Council preliminarily approves LLA -1 Engineer's Report, schedules public hearing, and adopts Resolution of Intention. 4/12/99 Finance Commission reviews FY 1998 -99 third quarter financial results. 4/27/99 City Council receives third quarter financial report from staff. Staff also presents draft FY 99 -00 and 00 -01 budget document to City Council, and reviews format, assumptions and summary schedules. 4/28/99 to 5/13/99 All Commissions reviews draft FY 99 -00 and 00 -01 budget document during their regular monthly Commission meetings. Finance Commission reviews the document on 5/10/99. 5/11/99 Ci ty Council holds first FY 99 -00 and 00 -01 budget workshop. Staff makes budget presentation to City Council focusing on revenue projections. Preliminary instructions to staff on desired changes. 5/19/99 City Council holds second FY 99 -00 and 00 -01 budget workshop. Staff makes budget presentation to City Council focusing on expenditures and capital improvements. Final instructions to staff on changes. 5/28/99 Final FY 99 -00 and FY 00 -01 budget document delivered to City Council. 6/2/99 City Council holds budget hearing for FY 99 -00 and FY 00 -01 budget. City Council conducts LLA -1 public hearing and confirms LLA -1 assessments. 6/16/99 City Council adopts FY 99 -00 and FY 00 -01 budget. MJW:Budget Calendar 03/04/99 2/7 FY 1999/2000 Major Budget Assumptions REVENUES Revenue estimates per recent 5 year projection, to be refined during the budget development process. No major revenue increases or decreases are anticipated at this time (no State take aways). Recommend elimination of 300 00 unanticipated revenue reduction. atadtavu GENERAL FUND RESERVE Recommendation for increase in General Fund Balance 3,5-44 Reserve will be made by Finance Commission to the City Council. INDIRECT COST ALLOCATION AND RECOVERY Full costing of general government and intra governmental programs to support full cost recovery. CAPITAL IMRPOVEMENT PROGRAM Capital Improvement Program will be developed for inclusion into budget document. SARATOGA /SUNNYVALE ROAD Ongoing operating and maintenance costs will not be included for Saratoga /Sunnyvale Road until determination of responsibility made by State FY 1999/2000 Major Budget Assumptions STAFFING Wages will be contained at or below adjusted base year (FY 1997 -98) allocation. Staffing level partially contingent upon outcome of employee contract negotiations. Wage and benefit adjustments to be negotiated with employee bargaining units. Proposed budget will assume no increase in wages and benefits. Final increases will be incorporated into final budget once City Council approves employee contracts. Congress still undecided as to whether to require employees hired after 2000 to participate in Social Security system. RECOMMENDED FORMATTING CHANGES Combine Public Works programs 3005 through 3025 onto one street maintenance program. Continue to improve on user friendly budget summary section. Include 5 year projections into budget document FY 1999/2000 Major Budget Assumptions PUBLIC SAFETY SERVICES Police Services (2015): Continue full funding of Sheriffs contract Continue funding of supplemental day and night traffic patrols Continue funding of School Resource Officer Code Enforcement (2010): Maintain as is Crossing Guards (2020): Continue funding for 5 top priority locations Emergency Preparedness (2005): Allocate EMA grant funds for Y2K training and coordination Animal Control (2025): Discussions regarding continued sheltering and licensing service delivery ongoing. Budget impacts unknown at this time. Supplemental Law Enforcement (COPS) (2030): Continue funding .2 FTE CSO with COPS grant Continue funding 1 Public Safety Officer with COPS grant Allocate remaining COPS grant money per Sheriff recommendations FY 1999/2000 Major Budget Assumptions DEVELOPMENT SERVICES Advanced Planning (4005): Budget for Housing Element Update in FY 2000 -01 Zoning Administration (4010): Budget per activity level projected in five year plan. Inspection Services(4015): Budget per activity level projected in five year plan. Development Regulation (4020): Budget per activity level projected in five year plan. FY 1999/2000 Major Budget Assumptions ENVIRONMENTAL SERVICES Integrated Waste Management (5005): Continue participation in West Valley Solid Waste JPA Continue participation in County Household Hazardous Waste collection program Discussions regarding continued animal related field service delivery ongoing. Budget impact unknown Congestion Management (5010): Budget for anticipated Clean Air Grant for expanded Itrans Trip Reduction Program g& A Continue participation in County Congestion Management Program Storm Water Management (5015): Continue participation in County -wide and West Valley cities cooperative programs Full funding of activities specified in City's URMP Budget for Baykeeper litigation settlement costs and activities FY 1999/2000 Major Budget Assumptions PUBLIC WORKS SERVICES Street Maintenance (3005): Budget for expanded Pavement Management Program to reflect additional Measure A and TEA -21 funds over next four years Maintain current levels of maintenance services Sidewalks Trails (3010): Continue annual sidewalk maintenance /repair program Traffic Control (3015): Maintain current levels of service Y2K impacts on traffic signals unknown at this time Flood Control (3020): Increase budget for preventative measures to reduce emergency response costs Medians Parkways (3025): Continue contracting for median maintenance FY 1999/2000 Major Budget Assumptions Parks Open Space (3030): Continue current levels of maintenance activities reexamine depending on implementation of park development projects Reduce Heritage Orchard maintenance costs over time to reflect recent and proposed improvements. General Engineering (3035): Budget funds for continuation of contract traffic engineer Anticipate Prides Crossing traffic study completion in FY 1999- 00 Landscaping Lighting District (3040): Revenues /expenditures per Engineer's Report FY 1999/2000 Major Budget Assumptions RECREATION SERVICES Recreation Services (6005): Maintain diversified program to meet community needs and desires Continue effort toward full cost recovery Theater Ticket Surcharge (6015): Continue $1 per ticket surcharge to fully reimburse General Fund for lighting system renovation Future theater improvements unknown to be determined by needs assessment of user groups Teen Services (6010): Maintain current level of activities provided at Warner Hutton house Facility Rental Services ces (6020). Maintain current service levels FY 1999/2000 Major Budget Assumptions COMMUNITY SERVICES Senior Services (7005): Continue 100% pass- through of CDBG human services grant allocation to SASCC Continue $3,000 General Fund contribution to SASCC for fixed asset maintenance /repairs Continue $11,500 General Fund support for SASCC operations HCDA /CDBG (7015): Continue pass- through of CDBG housing rehab /rental assistance grants to housing agencies operating within Saratoga Budget new CDBG allocations to project applicants approved by City Council 134 n--$ Community Access TV (7010): Continue 40% pass- through of ICI franchise fee to KSAR FY 1999/2000 Major Budget Assumptions GENERAL GOVERNMENT SERVICES Contingency (1010): Maintains $200,000 contingency allowance for City Council City Council (1005): Continue funding for City Council expense allowance, meetings /conference attendance, and dues /memberships Continue 1 000 support pport for Community Parade City Commissions (1015): Continue direct allocation of staff support for Commissions City Manager (1020): Maintain funding for Management Internship program Maintain funding for City Manager professional development City Attorney (1025): Budget dependent upon selection of new attorney and contract terms, including transition services by current attorney Continue funding for liability insurance with ABAG Plan Corp, and claims deductibles City Clerk (1030): Includes funding in FY 2000 -01 for November 2000 municipal election II FY 1999/2000 Major Budget Assumptions ADMINISTRATIVE SERVICES Finance (1040): Continue funding for annual audit, and other specialized financial services Includes funding for fixed asset inventory per auditor's recommendation Human Resources (1045): Continue funding for city -wide staff training, employee recognition program, employee assistance program Includes funding for labor negotiations support General Services (1050): Continue funding for office supplies, telephone, postage, printing, office equipment Management Information Services (1065): Includes annual maintenance support for financial system Unanticipated Y2K upgrades identified during current Y2K effort Continue annual contribution into MIS Replacement Fund, per current Tech Master Plan j rt 4) Continue equipment replacement per technology replacement schedule and /or as necessary Update Technology Master Plan I J FY 1999/2000 Major Budget Assumptions INTRA- GOVERNMENTAL SERVICES Equipment Operations (1035): Continue funding for vehicle maintenance repairs, fuel and vehicle insurance Facility Maintenance (1060): Facility maintenance and repair services Utilities (water, gas, electric) Property insurance Civic Theater HVAC replacement in FY 1999 -00 SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 3 Mg .AGENDA ITEM MEETING DATE March 9, 1999 CITY MANAGER: OM ORIGINATING DEPT. Comm. Dev. DEPT. HEAD: James Walgren, Dir. SUBJECT: Draft letter to County Planning Commission expressing City's position on future development /expansion at the Mt. Winery RECOMMENDED MOTION(S): REPORT SUMMARY: Materials will be provided under separate cover. FISCAL IMPACTS: N/A ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S): N/A FOLLOW UP ACTIONS: N/A ATTACHMENTS: None DRAFT March 9, 1999 Mr. Terry Trumbull, Chairman County of Santa Clara Planning Commission County Government Center, East Wing, 7 Floor 70 West Hedding Street San Jose, California 95110 RE: Mountain Winery Dear Chairman Trumbull: The Saratoga City Council has been following the progress of the Mountain Winery Conditional Use Permit application and Environmental Impact Report for the past several years. The City remains very interested in reviewing and commenting on these documents when they become available since the traffic and noise generated by the summer concert series at the property directly impacts Saratoga residents. It is my understanding that the owner /operator of the Mountain Winery is, in a sense, operating an unauthorized business activity until such time as the CUP and EIR are reviewed and accepted by the County to specifically authorize the summer concert series. Last summer our planning staff was notified by the County that the property owner was indeed proceeding with the CUP and EIR. This progress, as you know, has again been discontinued much to our disappointment. Correspondence was forwarded from City staff expressing the City's areas of interest and concern with the Mountain Winery activities. Copies of these letters are attached. I would like to take this opportunity to again let the County Planning Commission know that the Saratoga City Council remains very concerned about the status of the Mountain Winery. I would urge the Planning Commission to ensure that the owner is required to diligently proceed with preparation of the CUP and EIR. Since at least 1991, the City has been anticipating the opportunity the review and comment on these documents. In the Council's opinion, previous and current owners of the Mountain Winery have been given more than fair notice to fulfill these requirements in consideration of continuing the summer concert series. County Principal Planner Hugh Graham's letter to Mr. Ravi Kumra notes that a completed CUP application is a "prerequisite to the scheduling of the 1999 concert series The City Council strongly agrees that if the CUP and EIR documents are not forthcoming, the County should not allow the 1999 summer concert series to take place. Mountain Winery Page Two I would also like to express the City Council's opposition to any further intensification of activities at the Mountain Winery. Traffic and noise impacts to Saratoga residents have been a continuous concern to Councils over the years as the concert series and other activities have escalated, seemingly unchecked. Thank you for your consideration of the City Council's position on the Mountain Winery property. If you have any questions regarding the concerns raised in this letter, please contact Community Development Director James Walgren at (408) 868 -1232 to discuss this matter further. Sincerely, Jim Shaw, Mayor City of Saratoga enc. c: Supervisor Joe Simitian City Council City Manager City Attorney Community Development Director