Budget Work Session

Agenda Item # 3

Meeting Date May 6, 2013

Prepared By Suzanne Ludlow Acting City Manager

Discussion Item Budget for Fiscal Year 2014 – Reconciliation

Background The City’s new fiscal year begins July 1, 2013. In accordance with Article VIII of the City Charter, the Acting City Manager prepared a proposed budget for consideration by the City Council. Councilmembers have identified a number of items to be considered during reconciliation. A list of the items is attached, along with several documents addressing questions raised during the reconciliation process.

Policy In accordance with Article VIII of the Charter of the City of Takoma Park, the Acting City Manager is charged with submission of a proposed budget for consideration by the City Council. Before adoption of the budget, the City Council shall hold at least one public hearing.

Fiscal Impact N/A

Attachments Reconciliation Items for Discussion on May 6, 2013 May 2, 2013 Memorandum from Sara Daines to Suzanne Ludlow regarding Takoma Junction Project Spreadsheet regarding use of part time staff in Recreation Programs Information regarding Large Grant Requests Detailed spreadsheet of the Equipment Replacement Reserve Please refer to the binder containing the Proposed FY 2014 Budget or refer to the online document at http://takomaparkmd.gov/finance/budget.html

Recommendation Staff recommends that the City Council finalize Reconciliation Items so that the Budget Ordinances may be prepared for consideration at First Reading on May 13, 2013.

Special Consideration

  RECONCILIATION ITEMS FOR DISCUSSION ON 5/6/13            Sponsor  Item  Amount   Comments   Expenditures Proposed to Not Be Made     JS/TM/SG  Eliminate half‐time Emergency Mgmt Coordinator 

position [voted to leave in budget] $50,000 

   Work not likely to be done on consistent basis; frees up ongoing funds 

SG  Reduce Takoma Junction project to just enough to pay for Request of Interest or Request for Proposals  

$200,000  Frees up one‐time funds 

  Staff alternative: Of the $250,000 in proposed capital budget, allocate $60,000 to the HCD operating budget for Takoma Junction‐related contracts; allocate $175,000 in the capital budget for the Ethan Allen Gateway TAP Match; and allocate $15,000 in the capital budget for the Flower Avenue Green Street TAP Match 

$0   

TM  Eliminate ROW Trail (paper street) project  $25,000  Frees up one‐time funds TM  Reduce funds for public art from $20,000 to $10,000  $10,000  Frees up one‐time funds TM  Eliminate 0.16 FTE in Library/Computer Center [voted to 

leave in budget] $15,000  Frees up ongoing funds; would eliminate five hours of 

Computer Center public use TM  Eliminate 1.0 FTE in City TV  $40,000  Would not save any funds; would require cut of 2080 

of current 6500 hours of City TV work and would limit event coverage 

TM  Eliminate 1.0 FTE in Recreation [voted to eliminate]  $35,000  Would reduce Afternoon Addition to 55 participants and save 0.5 FTE (would reduce revenue projections by $29,000); would not fill the vacant half‐time receptionist position; would reduce some part time assistance for free events and programs to get the half‐time position savings. 

BW  Eliminate BY Morrison Park study (could be part of Takoma Junction improvement funds of $250,000) 

$30,000  Frees up one‐time funds 

BW  Eliminate some or all of ADA sidewalk corrections  $600,000  Frees up one‐time funds BW  Eliminate some or all of sidewalk and traffic calming work  $400,000  Frees up one‐time funds BW  Eliminate Ethan Allen capital project  $105,000  Would stop work on the planning project  BW  Eliminate $100,000 additional payment to Police 

Retirement Fund $100,000  Frees up one‐time funds 

  Additional Expenditures Proposed     ACA  Worker Compensation Increase [expenditure will be 

offset by savings in health insurance premium] $112,000  Higher premium cost than anticipated 

TS  Hire or contract with person who could assist folks facing code enforcement citations 

$20,000  Could be ongoing cost 

TS  Have a program or contract for vocational training for young people 

$20,000  Would be one‐time cost 

TM  Increase amount for Sustainability program from $190,000 to $250,000 ($40,000 is for completion of contract with Brendle) 

$60,000  Would be one‐time cost 

TM  Increase amount for digitizing City files from $10,000 to $20,000 

$10,000  Would be one‐time cost 

TM  Add a consultant contract to identify additional ways to use unused cable capital grant funds 

$5,000  Would be one‐time cost (could not use restricted cable capital or operating funds) 

FS  Assess possibility/impact of City taking on enforcement responsibilities for sign regulations, vendor permits, etc 

$10,000  Would be one‐time cost; could be a bit more expensive depending on legal costs  

JS  Funds for Flower Avenue Green Street construction with hope to leverage grant funding 

TBD  Would be one‐time cost; if most improvements done as part of single project would save funds from phasing the construction 

TM  Cost of one penny on the tax rate  $193,538  Would be one‐time cost but sometimes difficult to raise tax rates if funds needed; increases or decreases can be done by fractions of a cent as well – a half cent reduction is $96,769. 

JS  Citywide anti‐littering campaign  $20,000  Would be one‐time cost          Items from Large Grant List and others  $37,115  Exceeds $125,000 amount in budget for Large Grants          Community Health and Empowerment through Education 

and Research (CHEER)  $20,000  Provisional depending on other funds received by the 

organization   Economic Community Development Corporation (ECDC)  $15,000     Old Takoma Business Association (OTBA)  $10,000  $5,000 of this requires a match from DC or from the 

businesses    Takoma/Langley CDA  $2,115     Takoma Park Presbyterian Church – Community  $30,000   

Commercial Kitchen   Crossroads Community Food Network  $30,000  Pending information from County grant process   EduCare Support Services  $40,000  Pending information from County grant process   Making a New United People (MANUP)  $15,000  For college‐bound program                 Misc              Reduce ERR from $1.3 million to $900,000  $400,000  This amount would increase the $3,899,000 of General 

Fund unassigned fund balance. More money will need to be contributed in future years for future ERR purchases. 

  Change directive on $15,000 for OTBA Takoma Junction programs so that some or all has more flexibility of use than just in Takoma Junction area 

$15,000   

  Add study of open spaces that might be appropriate for parks as part of staff work program 

   

                                                         

 

7500 Maple Avenue, Takoma Park MD 20912 O 301.891.7224 / C 301.240.4568 

SaraD@takomagov.org www.takomaparkmd.gov 

 

City of Takoma Park, Maryland Housing and Community Development Department 

Memorandum  

 

To:  Suzanne Ludlow, Acting City Manager  

From:  

Sara Anne Daines, HCD Director 

Date:  May 2, 2013  

Subject:  FY2014 Capital Improvement Program – Takoma Junction Redesign Project  

Comments:  

During the April 29 reconciliation discussion, staff was asked to evaluate the viability of phasing  in  the proposed  Takoma  Junction  study, originally budgeted  at  $250,000  and included in the Capital Improvement Program Budget for FY2014.   Based on conversations with both HCD and PW staff, and further review of the various capital projects planned for FY2014, we believe that our original proposal can be easily scaled back.   Reducing  the  scope of  the project would address  the concerns  raised by Councilmember Grimes while  furthering  the recommendations of  the Takoma  Junction Task Force and advancing the Council’s interest in encouraging private investment in the area.   I would encourage the Council to consider dedicating the balance of the funds to the Ethan Allan Gateway or the Flower Avenue Green Street projects.  Given  the  operational  nature  of  the  project  –  development  of  concept  plans, professional  services, publication  costs, etc. –  I would ask  that $60,000 of  the original $250,000  request be  transferred  to  the HCD budget with  the balance of  the  funds  set aside as the local match required for the City’s  upcoming TAP application.    I ask that the following proposal be considered during the reconciliation process:  Original Proposal  Capital Budget    Takoma Junction Redesign Project     $250,000 

Total  $250,000   Revised Proposal (funds to be added to current budgets)  Capital Budget    Ethan Allen Gateway / TAP Match    $175,000        Flower Avenue Green Street / TAP Match  $  15,000 HCD Operating Budget  Takoma Junction Contracts      $  60,000 

Total  $250,000   

 

7500 Maple Avenue, Takoma Park MD 20912 O 301.891.7224 / C 301.240.4568 

SaraD@takomagov.org www.takomaparkmd.gov 

 

  

Teen Programs Before & After School ProgramsTeen Lounge & Programs 150 2 $15,063.00 Morning Addition  25 2 $7,695.00

Teens on the Move 36 1 $1,440.00 Afternoon Addition 55 4 $29,925.00Teen trips 40 1 $540.00 Kid City (TP Recreation Center) 35 2 $15,048.00

Total $17,043.00 Total $52,668.00 $139,500.00Youth Programs Camps Fun Day Program 25 2 $800.00 Camp Takoma (five weeks) 200 4 $11,387.00

Total $800.00 Camp Recess (four weeks) 150 3 $6,353.00Senior Programs Super Sports Camp (two weeks) 24 2 $1,400.00Programs & Trips 65 2 $750.00 Rookie Sports Camp (three weeks) 45 4 $1,650.00

Total $750.00 Science Camp (two weeks) 24 1 $700.00Sports Programs Dribble Pass & Shoot Basketball Camp 30 1 $420.00

Y.E.S League Practices 60 1 $180.00 Summer Camp Before Care (seven weeks) 245 2 $1,400.00Y.E.S League Games 160 5 $1,260.00 Summer Camp Ater Care (seven weeks) 245 2 $1,400.00

Softball 8 Teams 1 $144.00 Winter Break Camp 25 2 $700.00WBL Games 630 3 $2,880.00 WBC Before & After Care 25 2 $400.00WBL Practice 630 7 $5,328.00 Spring Break Camp 25 2 $700.00Futsal Games 60 1 $288.00 SBC Before & After Care 25 2 $400.00Futsal Practice 60 1 $75.00 Tremendous Trips 30 2 $900.00

Kickball 15 1 $90.00 Total $27,810.00 $78,700.00Flag Football League 85 1 $432.00

Lacrosse Clinic 12 1 $72.00 $80,563.00Total $10,749.00 $218,200.00

 Special Events $137,637.00National Visit A Park Day 300 2 $110.00

Halloween 450 10 $600.00Fitness Expo 250 7 $672.00Egg Hunt 400 10 $480.00

Celebrate Takoma 750 ‐ 1000 12 $1,152.00 $189,616.00Total $3,014.00

Front Desk StaffTP Recreation Center 6 $27,152.00TP Community Center 7 $49,545.00

Total $76,697.00

$109,053.00

Projected RevenueSelf‐Sustaining Programs # of Participants # of PT Staff# of PT Staff

Total $ Amount of PT staff costs

Total Non‐Self Sustaining Programs

Total Self Sustaining Programs

Total Part Time Staff Budget

Non Self‐Sustaining ProgramsTotal $ Amount of 

PT staff costs# of Participants

Total Projected Revenue

Net Revenue for Self Sustaining

LARGE GRANT REQUESTS Original Grant Proposed Adjusted Grant Reconciliation NotesRequest FY14 Budget Request 4/29/2013

Community Health / Empowerment through Education / Research (CHEER) 25,000$                25,000$                         20,000$                      Crossroads Community Food Network 40,000$                40,000$                         30,000$                       A / BDance Exchange 15,000$                15,000$                         ‐$                            Economic Community Development Corporation (ECDC) 17,250$                17,250$                         15,000$                      EduCare Support Services 56,700$                56,700$                         40,000$                       BSeniors and Those Who Care for Them 25,956$                25,956$                      ‐$                               ‐$                             CTakoma Langley Crossroads (CDA) 4,615$                  2,500$                        2,115$                           2,115$                         DTakoma Park Folk Festival 10,000$                10,000$                      ‐$                               ‐$                             ETakoma Park Independence Day Committee 15,000$                15,000$                      ‐$                               ‐$                             ETakoma Park Presbyterian Church 10,000$                10,000$                         30,000$                      Washington Area Bicyclist Association 5,125$                  5,125$                           ‐$                            

TOTAL 224,646$              53,456$                      171,190$                       137,115$                    

SUPPLEMENTAL FUNDING Requested Proposed Budget Unfunded Balance Reconciliation Fund

Old Takoma Business Association (OTBA) ‐ Operating Subsidy 50,000.00$           30,000.00$                 20,000.00$                    10,000.00$                  HCD

NEW PROGRAMMING Requested Proposed Budget Unfunded Balance Reconciliation Fund

Making a New United People (MANUP) ‐ College Bound Academic Program 15,000.00$           ‐$                            15,000.00$                    15,000.00$                  Rec