HomeMy WebLinkAbout04-17-2017 City Council Budget Study Session Agenda PacketSaratoga City Council Agenda – Page 1 of 1
SARATOGA CITY COUNCIL
SPECIAL MEETING
APRIL 17, 2017
6:00 P.M. SPECIAL MEETING
Administrative Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070
AGENDA ITEMS
FY 2017/18 Budget Study Session
Recommended Action:
Council to review and provide consensus direction to staff on:
1) Draft FY 2017/18 Proposed Operating Budget
2) Proposed FY 2017/18 Capital Project Funding Allocations
3) Proposed Reserve Policy change
ADJOURNMENT
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA
PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the foregoing agenda for the
meeting of the City Council was posted and available for review on April 14, 2017 at the City of
Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and on the City's website at
www.saratoga.ca.us.
Signed this 14th day of April 2017 at Saratoga, California.
Crystal Bothelio, City Clerk
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials
provided to the City Council by City staff in connection with this agenda are available at the
office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of
materials distributed to the City Council concurrently with the posting of the agenda are also
available on the City Website at www.saratoga.ca.us.
Any materials distributed by staff after the posting of the agenda are made available for public
review at the office of the City Clerk at the time they are distributed to the City Council. These
materials are also posted on the City website.
In Compliance with the Americans with Disabilities Act, if you need assistance to participate in
this meeting, please contact the City Clerk at 408/868-1269. Notification 24 hours prior to the
meeting will enable the City to make reasonable arrangements to ensure accessibility to this
meeting. [28 CFR 35.102-35.104 ADA title II]
SARATOGA CITY COUNCIL
MEETING DATE:April 17, 2017
DEPARTMENT:Finance & Administrative Services Department
PREPARED BY:Mary Furey, Administrative Services Director
SUBJECT:Review of the draft FY 2017/18 proposed General Fund Operating Budget, proposed
Capital Improvement Project funding, and an update to Fiscal Reserve Policies.
RECOMMENDED ACTION:
Council to review and provide consensus direction to staff on:
1)Draft FY 2017/18 Proposed Operating Budget
2)Proposed FY 2017/18 Capital Project Funding Allocations
3)Proposed Reserve Policy change
BACKGROUND:
The annual Budget Study Session provides an update of the current year’s funding and expenditure estimates, a
summary overview of next fiscal year’s proposed operating budget and notable changes, and a final review of
recommended capital project funding allocations. Council direction will be incorporated into the Proposed
Operating and Capital Budgets to be presented at the May 17th public hearing. Additionally, as fiscal policies are
included as part of the annual budget adoption, a proposed Reserve Policy change is provided for discussion.
This informal review process provides Council with the opportunity to ask questions, request clarifications, and
provide direction in preparation of the final proposed budget presentation.
General Fund Summary Overview
Attachment A, the General Fund Summary schedule, provides 3 years of revenue and expenditure history, the
current fiscal year budget and estimate, and next year’s proposed budget. A review of Total Operating Sources will
include a general discussion of major revenues,trends and projections, and information on the use of fund balance
reserves. A review of Total Operating Uses will highlight notable changes in the current and proposed year’s
budgeted expenditures, trends, and projections.
Council Initiatives
Attachment B, Council Initiatives,is a collection of notable Council direction over the last few years that have
initiated new services or funding programs for Saratoga residents. This list will help to explain some of the funding
growth and changes over the years.
Total Fund Activity Overview
Attachment C, the Total Fund Activity Schedule provides a high-level summary of all funds:General, Internal
Services, GO Debt, and Capital Funds. Beginning with the estimated beginning fund balances, a quick review of
budgeted revenue and expenditure amounts will estimated ending fund balances for each of the City’s funds will
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illustrate the City’s overall fiscal health. This high-level fund review provides a broad understanding of how City
funds are structured for use in either general or specific functions, and how they contribute to City operations.
Reserve Policies
On an annual basis, and as part of the Finance Committee’s function, portions of the City of Saratoga’s fiscal
policies are reviewed. Policy revisions generally include policy language refinement and clarifications, expanded
policy direction, documentation of existing best practices or verbal policy direction, and any necessary operational
or fiscal changes to reflect current practices or legal requirements. Proposed changes are then submitted to the
Council and integrated into the budget adoption process.
This year’s proposed update is limited to the Capital Improvement Plan’s priority project funding. At the Council
Retreat, proposals of $100,000 for an Annual Parks, Trails, Medians, and Grounds Replacement Funding project,
and $200,000 for an Annual Retaining Wall project were approved as priority funding projects. Attachment D
illustrates this change to the priority funding direction in the CIP Reserve allocation policy.
Capital Project Funding
Council assessed both proposed and current capital project proposals during the Council Retreat. Attachment E
captures Council’s project funding and scope direction. Attachment F recaps the new Unfunded Capital Project
List, and Attachment G documents project updates for some additional street funding from the passage of SB1, and
Council’s approval of a CDBG Funded project.
Please Note: The Proposed Operating & Capital Budget is currently being finalized for the Budget Hearing on
May 17, 2017. Documents and fiscal information provided at this budget study session are still in development and
subject to revisions and updates.
ATTACHMENTS:
Attachment 1 - Agenda
Attachment A – Draft Proposed FY 2017/18 General Fund Summary
Attachment B – Council Initiatives
Attachment C – Draft Proposed FY 2017/18 Total Fund Activity Summary
Attachment D – Reserve Policies Revisions
Attachment E – Proposed Capital Improvement Project Funding
Attachment F – Unfunded Capital Project List
Attachment G – CIP Funding Updates
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Agenda Budget Study Session
April 17, 2017
1. 6:00 pm Meeting Outline / Orientation
2. 6:05 pm
3. 6:45 pm
Attachment A:
Attachment B:
General Fund Net Operations
Revenue overview
Property Tax
Development Revenues
Use of Fund Balance (Hillside Reserve Repayment)
Expenditure Overview
Salary & Benefits
UAL Payment
Notable expenditure increases
Fixed Assets
Internal Service Funds
CIP Reserve Transfers Out
Net Operations
Council Initiatives
4. 7:00 pm Attachment C: Total Fund Activity
Schedule orientation
General Fund / Source (Use) of Fund Balance Reserves
Internal Services Funds
Debt Service Fund
Capital Project Funds
5. 7:45 pm Attachment D: Reserve Policies
Year End and CIP Allocations
Reserve Philosophy
6. 7:15 pm
Attachment E:
Attachment F:
Attachment G:
Capital Improvement Projects
CIP Allocation - Council Retreat Recap
Unfunded Capital Project List
CIP Funding Updates
7. 7:55 pm Wrap Up
8. 8:00 pm Adjournment
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FY 2013/14 FY 2014/15 FY 2015/16 FY 2016/17 FY 2016/17 FY 2017/18 % of
General Fund Revenues Actuals Actuals Actuals Adjusted Estimated Proposed Budget
Property Tax 9,526,189$ 10,436,621$ 11,301,176$ 11,331,350$ 12,249,350$ 12,161,350$ 56.0%
Sales Tax 941,350 1,224,427 1,189,398 1,125,000 1,200,000 1,200,000 5.6%
Transient Occupancy Tax 257,010 309,618 319,109 315,000 315,000 315,000 1.6%
Business & Other Taxes 565,261 556,654 578,652 605,000 530,000 530,000 3.0%
Franchise Fee Tax 2,112,596 2,234,068 2,235,514 2,242,113 2,359,748 2,354,429 11.1%
Intergovernmental 466,424 586,596 547,075 437,000 450,060 372,000 2.2%
Fees, Licenses & Permits 1,524,041 1,409,199 1,544,844 1,486,280 1,369,346 2,033,400 7.3%
Charge for Services 1,942,388 1,789,649 2,079,939 1,849,127 1,620,660 1,598,215 9.1%
Interest 40,003 45,229 79,341 55,000 105,340 130,000 0.3%
Rental Income 440,287 474,750 527,596 497,714 455,458 463,802 2.5%
Other Sources 452,817 452,734 379,952 280,307 293,218 287,877 1.4%
Total General Fund Revenues 18,268,366$ 19,519,545$ 20,782,596$ 20,223,891$ 20,948,179$ 21,446,073$ 100%
Fund Transfers In 167,050 - 267,918 - 30,000 -
Total Revenues & Transfers 18,435,416$ 19,519,545$ 21,050,514$ 20,223,891$ 20,978,179$ 21,446,073$
Use of (Addition to) Fund Balance Reserves
Carryforward Reserve 73,101 118,788 176,560 - - -
Development Reserve - - 60,000 - - -
Environmental Pgm Reserve 50,000 50,000 50,000 50,000 50,000 50,000
CIP Reserve 280,880 1,633,345 1,777,896 1,410,648 1,410,648 1,530,000
CY CIP Reserve - 500,000 - - - -
Hillside Reserve (216,721) - - 210,000 - *-
Compensated Absences - - - - - -
Fiscal Stabilization Loan - 1,000,000 - - - -
Fiscal Stabilization Repayment - (500,000) (250,000) (250,000) (250,000) -
Working Capital Reserve - 930,184 - - - -
Total Operating Sources 18,622,676 23,251,862 22,864,970 21,644,539 22,188,827 23,026,073
FY 2013/14 FY 2014/15 FY 2015/16 FY 2016/17 FY 2016/17 FY 2017/18 % of
General Fund Expenditures Actuals Actuals Actuals Adjusted Estimated Proposed Budget
Salary & Benefits 6,408,421$ 6,484,653$ 6,814,803 7,592,718 7,214,589 7,778,496 38.1%
UAL Payment - 3,294,619 500,000 500,000 500,000 750,000 2.5%
Materials & Supplies 236,925 195,949 207,649 323,820 221,900 338,090 1.6%
Fees & Charges 759,799 732,387 835,636 971,238 933,845 854,675 4.9%
Consultant & Contract Services 2,054,371 1,966,367 2,115,325 2,246,345 2,010,316 2,405,095 11.3%
Sheriff Services 4,225,024 4,611,024 4,973,080 5,374,750 5,370,750 5,517,918 27.0%
Meetings, Events & Training 80,468 73,668 59,431 140,525 90,891 150,000 0.7%
Community Grants & Events 169,725 162,516 202,525 243,381 210,400 222,368 1.2%
Operating Grant Expenditures - - 34,762 - - - 0.0%
Fixed Assets - 35,343 - 10,000 10,000 20,000 0.1%
Internal Services Charges 2,202,844 2,325,823 2,455,758 2,535,472 2,535,472 2,626,497 12.7%
Total Expenditures 16,137,576$ 19,882,349$ 18,198,969$ 19,938,250$ 19,098,163$ 20,663,139$ 100%
Streets CIP 150,000 662,753 1,099,000 1,305,000 1,305,000 1,034,000
Park & Trails CIP 45,880 443,445 295,000 75,000 75,000 530,000
Facilities CIP - 339,900 233,896 190,648 190,648 -
Administrative & Technology CIP 85,000 120,000 265,000 50,000 50,000 76,000
CIP Reserve Transfers 280,880$ 1,566,098$ 1,892,896$ 1,620,648$ 1,620,648$ 1,640,000$
Development Reserve Transfer - - 60,000 - - -
General Fund Transfers
Annual Facilities CIP 100,000 100,000 - - - -
Transfer to Street Resurfacing - - 64,760 - - -
Total General Fund Transfers 100,000$ 100,000$ 64,760$ -$ -$ -$
Total Transfers Out 380,880 1,666,098 2,017,656 1,620,648 1,620,648 1,640,000
Total Expenditures & Transfers 16,518,456$ 21,548,447$ 20,216,625$ 21,558,898$ 20,718,811$ 22,303,139$
Net Operations 2,104,220$ 1,703,415 2,648,344$ 85,641$ 1,470,016$ 722,934$
TOTAL OPERATING USES
TOTAL OPERATING SOURCES
GENERAL FUND SUMMARY
4/14/2017 GF R&E by Category GF rev v exps actuals
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Attachment B
Council Initiatives
1. Neighborhood Watch
2. Public Safety Task Force
3. Senior Transportation
4. Public Art
5. State of the City
6. America In Bloom
7. Communication Enhancements
8. Community Grants
9. Blaney Plaza Wi-Fi
10. EV Charging Stations
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Revenues Expenditures Source (Use)Estimated
Fund Balance && of Fund Balance
Fund Category July 1, 2017 Transfers In Transfers Out Fund Balance June 30, 2018
Operating Funds
General Fund Reserves
Environmental Services 263,182$ -$ -$ (50,000)$ 213,182$
Hillside Stability 1,000,000 - - - 1,000,000
Capital Projects 1,539,205 - - (561,898) 977,307
Facility Reserve 1,700,000 - - 500,000 2,200,000
Working Capital 1,000,000 - - - 1,000,000
Fiscal Stabilization 2,500,000 - - - 2,500,000
Development Services 719,562 - - - 719,562
Compensated Absences 209,937 - - - 209,937
Other Unassigned 1,968,102 21,446,073 (22,303,139) 111,898 1,222,934
Total General Fund Reserves 10,899,988 21,446,073 (22,303,139) - 10,042,922
Special Revenue Funds
Landscape & Lighting Districts 915,878 752,700 (843,560) - 825,017
Total Special Revenue Reserves 915,878 752,700 (843,560) - 825,017
Internal Service Funds
Liability/Risk Management 429,058 410,450 (468,316) - 371,192
Workers Compensation 295,704 185,000 (217,765) - 262,939
Office Support Services 89,297 62,000 (58,750) - 92,547
IT Services 277,823 580,600 (599,227) - 259,196
Vehicle & Equipment Maintenance 171,581 275,000 (257,506) - 189,075
Facility Maintenance 484,227 925,000 (859,384) - 549,843
Vehicle & Equipment Replacement 569,226 150,000 (250,800) - 468,426
IT Equipment Replacement 306,771 150,000 (91,100) - 365,671
Facility FFE Replacement 461,209 200,000 (461,100) - 200,109
Total Internal Service Fund Reserves 3,084,896 2,938,050 (3,263,948) - 2,758,998
Total Operating Funds 14,900,762$ 25,136,823$ (26,410,647)$ -$ 13,626,938$
Debt Service
2001 Series GO Bonds 977,667 752,700 (843,560) - 886,807
Total Debt Service Funds 977,667 752,700 (843,560) - 886,807
Total Operating Funds 15,878,429$ 25,889,523$ (27,254,207)$ -$ 14,513,745$
Capital Funds
Street Projects 2,757,745 8,745,315 (11,503,061) - -
Park & Trail Projects 1,034,308 877,265 (1,903,207) - 8,366
Facility Projects 227,937 312,706 (505,642) - 35,000
Administrative Projects 667,283 180,000 (847,282) - -
Total Capital Funds 4,687,273 10,115,286 (14,759,193) - 43,366
Total All Funds 20,565,702$ 36,004,809$ (42,013,399) -$ 14,557,111$
Total Fund Activity Summary
FY 2017/18
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CIP Funding Allocation Schedule
FY 2017/18
ATTACHMENT-E
FY 2017/18 CIP Funding Amount CIP - Reserve Park In-lieu
Total Remaining Discretionary CIP Funding 1,500,000 117,000
Less: Annual CIP Priority Projects
Annual Street Infrastructure Repairs 200,000 -
Annual Retaining Wall NEW 200,000
Annual Parks, Trails, Grounds and Medians NEW 100,000
Annual Roadway Safety & Traffic Calming 50,000 -
Annual Risk Management 50,000 -
Discretionary CIP Funding 900,000 117,000
Plus: Recommended Changes:
Beaumont Avenue Traffic Circle 30,000 -
Total:30,000 -
Less: Recommended Changes:
- -
Total:- -
Remaining Discretionary CIP Funding 930,000 117,000
Less: Discretionary Funding Requests
Annual Roadway Improvements 295,000 295,000
Saratoga to the Sea Trail - Design NEW 250,000 250,000
El Camino Grande Storm Drain 145,000 145,000 -
Hakone Gardens Koi Pond Improvements 110,000 - 110,000
Big Basin Way Turn Around 50,000 50,000
Village to Quarry Park Walk Way NEW 50,000 50,000
Quito Road Sidewalk Improvements NEW 50,000 50,000
Village Crosswalk & Sidewalk Rehabilitation NEW 44,000 44,000 -
City-wide LLD Initiation Match Program 26,000 26,000 -
City-wide Tree Replanting Program 20,000 20,000 -
Total:1,040,000 930,000 110,000
Reduced Discretionary CIP Funding 1,040,000 - 7,000
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Unfunded Capital Project List
FY 2017/18
ATTACHMENT-F
Project
Title
Project
Descriptions
Project
Cost
1 Big Basin Way Turn Around This project would fund the design and construction of a turn around on Big Basin
Way to improve traffic circulation through Saratoga Village.
500,000
2 Quito Road Sidewalk Improvements This project would fund sidewalk improvements along Quito Road between Highway
85 and Allendale Avenue.
350,000
3 State Route 85/Saratoga Avenue Beautification This project would fund the beautification of the entry and exit to State Route 85 at
Saratoga Avenue
250,000
4 Saratoga/Herriman Avenues Traffic Signal This project would fund the installation of a three-way traffic signal at the intersection
of Saratoga Avenue and Herriman Avenue
250,000
5 Beaumont Avenue Traffic Circle This project would fund the installation of a traffic circle on Beaumont Avenue 30,000
850,000$
6 Saratoga Village to Quarry Park Trail This project would fund the design and construction of a trail along Big Basin Way
from Saratoga Village to Quarry Park through Hakone Gardens.
3,000,000
7 Saratoga Village Creek Trail - Construction This project would fund the construction of a trail connecting Saratoga Village to
Quarry Park along Saratoga Creek.
3,000,000
8 Saratoga-to-the-Sea Trail This project would fund the design, environmental review, and construction of a trail
connecting Quarry Park to Santa Clara County's Sanborn Park
2,500,000
9 Norton/Villa Montalvo Emergency Route This project would fund the design and construction of an emergency access road
connecting the Montalvo Arts Center parking lot with Norton Road.
2,000,000
10 Joe's Trail at Saratoga de Anza - Phase II This project would fund the design and construction of a trail from Saratoga-Sunnyvale
Rd. to Arroyo de Arguello.
750,000
11 Quarry Park Trail Improvements This project would fund the design, environmental review, and construction of
additional trail improvements in Quarry Park
250,000
12 Congress Springs Park North Side Entrance This project would fund the design and construction of a trail connecting the
residential neighborhood around Cox Avenue east of Highway 85 to the northside of
Congress Springs Park.
200,000
13 ADA All-inclusive Playground This project would fund costs related to an all-inclusive playground at a city park. 200,000
14 Quarry Park Pond Improvements This project would fund the design, environmental review, and construction of
improvements to the pond in Quarry Park
150,000
15 Via Regina Trail This project would fund the construction of a pedestrian-equestrian trail connecting
Via Regina and Villa Oaks Lane.
100,000
12,150,000$
16 Theater Improvements This project would fund the design and construction of improvements identified in the
Civic Theater Master Plan.
12,000,000
17 Community Development Lobby Remodel This project would fund the remodel of the lobby in the Community Development
department.
150,000
18 Village Clock This project would fund the installation of a clock in Saratoga Village. 150,000
19 City Hall Courtyard Renovation This project would fund improvements to the courtyard area of City Hall. 100,000
19 Renovate Existing Stage at Community Center This project would fund ADA accessibility and storage and safety improvements to
the Community Center Multi-Purpose Room Stage.
80,000
20 Bocce Ball Court This project would fund the installation of a bocce ball court at City Hall 50,000
12,530,000$
25,530,000$
STREET IMPROVEMENT PROJECTS
PARK & TRAIL IMPROVEMENT PROJECTS
FACILITY IMPROVEMENT PROJECTS
TOTALS
TOTAL STREETS UNFUNDED PROJECTS
TOTAL PARKS AND TRAILS UNFUNDED PROJECTS
TOTAL FACILITY UNFUNDED PROJECTS
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CIP Funding Update Schedule
FY 2017/18
ATTACHMENT-G
FY 2017/18 CIP Funding Study Session Additional Revised
CIP Projects
Annual Roadway Improvements 1,751,713 208,841 1,960,554
Senior Center Restroom ADA Upgrades 153,279 150,627 303,906
Total:1,904,992 359,468 2,264,460
Revised CIP Funding 1,904,992 359,468 2,264,460
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