Fourth Quarter FY 2012-13 Performance Reportt 09-10-13

7/30/2019 Fourth Quarter FY 2012-13 Performance Reportt 09-10-13

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FOURTH QUARTERThis report provides a quarterly update of the City's fiscal, operational and capitalproject completion performance relative to the adopted f iscal year 2012-2013 operatingplan and budget. The fourth quarter of Fiscal Year 2012-2013 ended June 30, 2013.Revenue ended the year six-percent above the adjusted budget primari ly as a result ofunanticipated state reimbursement revenue and Measure D proceeds from theNovember 2012 voter approved sales tax increase.On the whole, General Fund revenue ended the year over $14 million and actualexpenditures ended the year just over $13 million. No fund balance has been used foroperations. A net surplus of $1,327,451 was added to the Long Term Budget StabilityReserve per the City Council's direction.The three primary revenue sources ended the year better than budget. Property taxesended 6% ($281,000) better than the budget projections. Sales tax was 8% $160,000)better than budget mostly due to Measure D. Transient occupancy taxes ended theyear 3% ($116,000) better than budget. The Measure D one-percent sales tax rateincrease became effective on April1, 2013.Reported performance measures reflect those that were included in the adopted fiscalyear 2012-2013 budget. This quar terly report is a status update of the fiscal year 2012-2013 operating plan and budget. The City Council adopted certain performance metricrevisions as part of the fiscal year 2013-2014 operating plan; those updatedperformance measures are now being tracked and will be reported with the Fiscal Year2013-2014 first quarter report on October 8, 2013.A summary of the funded fiscal year 2012-2013 capital projects begins on page nine ofthis report. Work progressed on all projects with certain projects, as described below,spanning fiscal years.

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MAJOR FUND BUDGETSUMMARY

DescriptionGENERALFUND

Source of FundsTaxesFranchise FeesFe es & PermitsFines & ForfeitInte rgovernmentalOtherUs e of Prior Fu nds

Uses of FundsPolicy & ExecutivePu bli c SafetyPublic ServicesLibraryAdministrativePlanning & BldgNo n-DeptDebt ServiceCapital Ou tlayOther Uses

GAS TAX FUNDSource of FundsTaxesIn terest

Uses of FundsSalaries an d BenefitsMaterials & SuppliesTrans. To CapitalTransferto General

CAPITALPROJECTS FUNDSou rce of FundsGrantsInt e rgove rnme nt alFeesTransfer inUs e of Prior FundsInterest

Uses of FundsCapital OutlayDes ignated for Future

AMBULANCE FUNDSource of FundsCall IncomeCounty CSA 74Transfer inDebts Recovered

Uses o fFundsSa laries and BenefitsMaterials & Supplies

Actua lFY 2009-10

10,190,355452,935448,356

17,007386,658643,343592,178

12,730,832

1,719,7744,871,4002,069,581

935,9901,022,518

537,414861,757579,257

76,000140,66912,814,360

66,6201,633

68,253

65,8341,735

67,569

ActualFY 2010-11

10,368,322476,597390,738

19,314450,77839 4,4 65724,566

12 ,824,780

1,214,4364,850,5722, 113,969

969,482891,59257 1,994753,845536,609220,932493,83012,617,261

64,117

64,117

44,6745,600

50,274

220,932

220,932

1,085,637

1,085,637

Revised BudgetFY 2011-12

10 ,78 0,000504,608425,000

35,200382,800765,259

1,309,08 014,201,947

1,503,0295 ,049,3542,501,338

95 2,115975,821560,472

1,078,934533,15512 5, 87 6

13, 280,094

70,5002,000

72,500

70,5002,000

150,500223,000

247,978291,000195,000295, 20 0100,000

1,129, 178

1,126,538

1,126,538

350,000

112,00040 0

46 2,400

383,26379,137

462,400

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ActualFY 2011 -12

11,216,50 0491,674430,250

17,907189,458

1,153,149

13,498,939

1,359,9404,701,2552.098,402

910,7221,000,749

599,918781,289537,771

606,89812, 596,944

11 4,833554

115,387

28,939

28,939

247,978291,000

1,058,918

1,597,896

1,597,8961,597,896

497,636

497,636

339,14438,544

377,688

Adopted BudgetFY 2012-13

11,361,000512,698430,500

25,20071,700

42 8,266585,002

13,41 4,366

1,283,6355,207,9342,648,954

988,7751,162,269

662,279923,318537, 20 0

13,414,364

72,4502,50 0

74,950

74,95074,950

430,00037 0,00 0305,600

562,988

1,668,588

1,668,588

1,668,588

370,000433 ,179803,179

667 ,547135,63280 3,17 9

Revised BudgetFY 201213

11,472,163 '512,698430,500

25,200143,715 '428,266585,002

13,597,544

1 ,278,218 '5 ,012,6952,596,133,

956,4271 ,197,16 6

600,960923,31871 0,048

322,57913,597,544

72,4502,500

74, 950

74,95074,950

465,632370,000305,600

660,258

1,801,490

1,801 ,4901,801 ,490

370,000

433,179

803,179

571,944210,63278 2,57 6

100"" of th e Fiscal YePrelim inar yFY 201213

11,979,023500,965451,241

16,64 8352,610917,802159,700

14,377,989

1,051,0344, 773,6802,438,583

954,7471,302,323

578,670769,129709,765472,607

1,327,45114,377,988

104,683

104,683

24,302

80,381104,683

101,350116,521183,800472,607

874,278

874,278

874,278

695,01611,746

128,648

83 5,410

68 5,785149,625835,410

%of adjusteBudget

104.4297.71104.8266.06

245.3521 4.31

27.30105.74

82 .2395.2393.9399.82

108.7896.2983 .3099.96

105.74

144.490.00

139.67

107.25139.67

21.7731.4960.14

0.00

48.53

48.53

48.53

187.84

29 .70104.01

119.9071 .04

106.75

J


4/1099

Note: This section reports on variances of actual expenditures compared to budget. The summaries di fferent iatetiming variances from true variances. A timing variance is when an expenditure is anticipated in the adoptedan nual budget but does not occur at the anticipated time or on an even quarterly basis (for example a one-timeexpenditure that occurs in the first quarter). A t rue variance is an expenditure that is not ant icipated in theadopted budget.

REVENUERevenue in three of the four major funds ended the year higher than anticipated in thebudget. General fund revenue ended the year $781,000 ahead of budget primarily as aresult of Measure D sales taxes and unanticipated State intergovernmental revenue.Although the adopted budget anticipated the use of reserves to maintain a balancedbudget, there was no draw on reserves for general operations. For the other majorfunds, Gas Tax revenue ended the year $30,000 ahead of projections and Ambulancerevenue was $325,000 ahead of projections. Capital fund revenue was below budgetprojections primarily as a result of the timing of capital projects.Expenditures for the general fund total $13 million, net year end fund balance,compared to the revised budget of $13.3 million . Expenditure variances are explainedin more detail below. Per the City Council's direction in the Fiscal Year 2013-2014budget adoption resolution, the Fiscal Year 2012-2013 year end surplus of $1.3 millionwas added to the Long Term Budget Stability reserve.CITY COUNCILThe City Council budget ended the year with expenditures of $116,733 against a budgetof $151,356. The variance is primarily due to lower health insurance premiums. Also, incouncil discretionary actual expenditures were lower than anticipated in the budget.

Performance FY 11-12 FY 12-13 Q4 12-13 FY 13-14 FY 14-15Attend and participate inCity Council meetings 36 32 33 30 30Set City goa ls andobjectives Yes Yes Yes Yes YesNumber of ordinancesadopted 3 5 7 5 5Number of resolu t ionsadopted 74 80 71 70 70

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LEGALThe expenditures for Legal ended the year at 79% of budget. Legal expenditures endedthe year below budget primarily as a result of outside legal billing totaling $150,000against a budget of $210,000.

Performance FY 11-12 FY 12-13 Q412-13 FY 13-14 FY 14-15Resolve 66% of I tigat ioncases without anypayment to pi a ntiff 43% 70% 100% 70% 70%Provide advice on anestimated number ofagenda items per year 204 225 59 230 230Respond to 85%of legalrequests by negotiatedtarget date 85% 90% 92% 90% 90%

CITY ADMINISTRATOR OFFICEThe City Administrator Office budget ended the year 84% expended relative to budget.In addition of executive oversight of the organization and policy formulation andexecution in support of City Council direction, the Office also provides operationaloversight of the Marketing program and Community Services. The Marketing budgetwas 99% expended as of the end year with the completion of the regional marketingefforts based on the annual destination marketing program. 59% of the CommunityServices budget was expended at the end of the fiscal year with the savings primarily inpart-time assistance due to a vacancy. 2013 Key Initiatives completed by thedepartment include: Properly allocate Measure D funding and the Sunset CulturalCenter operating agreement.

Performance FY 11-12 FY 12-13 Q412-13 FY 13-14 FY 14-15Conduct quarterlyoperationa l reviewmeetings 18 28 22 28 28Com pi ete Departmentmanager performancereviews before due date 7 8 7 6 6% Pub I c Records Act 47/48 50/50 67/68 50/50 50/50requests processed with in10 days 98% 1 0 0 0 ~ 99% 1 0 0 0 ~ 100%%of error free City Co unci Iagendas 64% 80% 61% 100% 1 0 0 0 ~

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ADMINISTRATIVE SERV ICESAd ministrative Services provides service to the other departments of the City . Thedepartment completed a risk management assessment resulting in better coverage andcost savings to the City's insurance policies. The IT Strategic Plan , a City Counci l keyinitiative, was formulated during the end of the fiscal year and will come to the CityCouncil for a public workshop review on September 9, 2013. Also at the end of FiscalYear 2012-2013, Administrative Services began establ ish ing purchasing structure,prepared the Proposed Operating Plan and Budget enabling the City Council to adopt abalanced budget on time, and completed several staff recru itments and had begun therecruitment of the Community Planning and Building Director. At year end, this supportfunction had expenditures of $1.3 million against a budget of $1 .2 million primarily as aresult of increased activity across all divisions and unanticipated required expenditures.

Performance FY 11-12 FY 12-13 Q412-13 FY13-14 FY 14-15% employee performancereviews completed on time 38% 95% 53% 95% 95%#of worker comp clai ms(new/o pen) 11 8 11 5/15 5/10IT expenditures perworkstati on $ 7,163 $ 7,628 $ 6,395 $ 7,909 $ 8,136# of Budget Revis io ns 26 10 15 10 10

COMMUNITY PLANNING AND BUILDINGThe Community Planning and Building Department workload continued to increase asthe fiscal year ended demonstrating continuing growth in construction activity. Inaddition the department prepared fo r the City Council during the fourth quarter a livemusic ordinance, chicken ordinance, storm water ordinance, tobacco retailer ord inance,and revised banner policy. As of the end of the fourth quarter the Department had onevacancy, the Community Planning and Building Director position. A part-time contractplanner and sha red services with neighboring jurisd ictions are ass isting wit h theworkload . The new Community Planning and Building Director is antic ipated to comeon board during the first quarter of fiscal year 2013-2014.

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Performance FY 11-12 FY 12-13 Q412-13 FY 13-14 FY 14-15Review a I design reviewapplica t ions forcompletenes s within 2 weeks 85% 90% 80% 95% 95%Provide build ing permit pl anchec k corrections w/ i n 3 wks 900;6 95% 89% 98% 98%Avg. 2 days from first codecompl ain t to investigation 75% 85% 92% 90% 95%Complete 100%ofinspections wi thin threebusiness days of request 90% 95% 100% 98% 98%

PUBLIC SERVICESPublic Services ended the year expending 92% of its appropriated budget. A grantfunded light replacement project on the Sunset terrace was completed at the end ofJune. Addit ional grid pruning work was completed and a landscape maintenancecontract was awarded . Preparation work for the 2013 street projects began and minorpothole and sidewalk repairs were completed by staff. The Department's lost t ime ratewas 4.02%.

Performance FY 11-12 FY 12-13 Q4 12-13 FY 13-14 FY 14-15Custodia l expenditure persquare foot $ 0.90 $ 0.94 $ 1.13 $ 0.94 $ 0.95Cit y trees receivingpreventative maint. out ofto tal inventory of 9681 350 500 241 500 500%of la ne mil es assessedat satisfactory or better 53% 52% 52% 51% 51%St reet sweepingexpendi ture per capita $ 36.65 $ 37.45 $35.64 $ 38.00 $ 38.50

PUBLIC SAFETYThe Public Safety budget ended the year 97% expended. Police had expenditures of $3million against a budget of $3,127,000. Fire expenditures tota led $1,767,000 comparedto a budget of $1,886,000. The City spent $835,000 to operate the ambulance.Ambulance revenues were $695,000 while $370,000 in revenue was anticipated in thebudget. During the fourth quarter the department began a recruitment process to fillthree ambulance firefighter-paramedic vacancies and to recruit fo r dispatchers.Monterey had nearly completed the Fire Chief recruitment and in July announced thehiring of Gaudenz Panholzer.


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Performance FY 11-12 FY 12-13 Q412-13 FY 13-14 FY 14-15TotaI Fire expen per capita(excludes ambulance) $ 515.81 $495.72 $472.67 $5(>0.80 $508.03%oftotal fi re calls w/aresponse time of< 5 min. fromdispatch to arri val 900..-6 95% 98% 95% 95%%full cardiac arrest patients 54% ofwi th a pulse upon delivery 100% 100% 13 100% 100%%of UCR Pt 1 crimes cleared 100..-6 25% 45% 25% 300.-6Ma intain a 85%completion inthe Carmel Diversion Program 87% 90% 91% 90% 90%

LIBRARYThe Harrison Memorial Library ended the year with expenditures effectively coming inat 100% of revised budget targets ($954,757 versus $956,427). The department isupdating the copyright compliance process to assure local history and other materialsare used in accordance with copyright regulations. It conducted emergencypreparedness and disaster recovery training. An effort to update policies andprocedures fo r the Outreach Program fo r the Homebound is underway. Recruitmentwas underway fo r part-time Library Assistant and on-call library Assistant positions. TheDepartment made additional large strides to its work items identified in itsdepartmental strategic plan.

Performance FY 11-12 FY 12-13 Q4 12-13 FY 13-14 FY 14-15#o f l ibrary vis i ts 91,000 94,000 94,466 95,000 96,000Total Circulation 140,000 145,000 152,479 150,000 150,000Users of public internetcomputers per year 15,000 15,000 14,558 15,000 15,000WiFi Users 3,084Program Attendance 4,687Registered borrowers 12,600 10,600 9,722 11,000 11,500General Fund contributionper registered bor rower $ 73.27 $ 93.30 $ 98.20 $ 91.03 $ 87.07

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9/10104

CAPITAL PROJECTSVehicle acquisition : The Fisca l Year 2012-2013 budget included $386,077 for vehiclelease payments ($301,077) and purchases ($85,000). The new patrol vehicle has beendelivered and is in service. The new Public Works vehicle has been delivered and is inservice. The parking enforcement vehicle (budgeted last fiscal year) is pending delivery.The police administration vehicle has been purchased and is in service. The paint truckis on a maintenance hold and a new vehicle is included in the fiscal year 2013-14adopted budget.ASBS Dry Weather Diversion : This storm drain runoff project has the goal of eliminatingdry weather flows to the beach. Engineering has designed improvements and theawarding of the construction contract will be on an upcoming City Council agenda.Work is anticipated to occur primarily in Fall 2013.Alert ing System: This project is complete. It involved an update to the fire stationemergency response alerting system.Rio Park Improvements: During the first quarter the City Council held a communityworkshop on Rio Park. Addit ional ongoing funding will need to be identif ied. Theimmediate task coming out of the workshop was to secure a pedestrian pathway fromRio Road to the intersection of Lasuen Road and Dolores Street. Design of the pathwayis underway and adjacent landowners have expressed a willingness to cooperate withbringing the project to fruition .Interface for patrol audio/video equipment: The project is complete. Auto downloadingof audio and video data is proving more efficient with an improved chain of evidencecontrol.Mobile data terminal software and installation: This project was applied to the newpolice patrol vehicle and equipment has been installed. Testing of the effectiveness ofthe equipment is being completed prior to full vehicle fleet installation.Self contained breathing apparatus: This is a grant funded project and grantapplications have been awarded. Staff, after completing equipment acquisitionresearch, determined it prudent to wait fo r the 2014 compliant units and is seeking agrant extension.

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10/10105

Del Mar Master plan projects: The pathway portion of the project is complete.Additional sidewalk upgrades, part of the original design but beyond the original scopeof fund ing, were cons idered by the planning Commiss ion to improve connectivity andaesthetics but construction is delayed due to funding constraints. The dune project inconjunction with the Carmel Garden Club is complete.Forest Theater Renovation : The City has submitted two grant applications and issearching for additional foundation opportunities for the Forest Theater renovation .Funding would enable a planning process to occur to identify a renovation project andphasing .Street and Road projects : The Fiscal Year 2012-2013 street and road constructionproject is complete as approved by the City Council in the Capital Improvement Plan .Sunset Center roof repairs: A leak detection contractor is ava ilable for immediateresponse . During the fourth quarter investigative construction occurred to identifypoints of entry. Some patching has been completed and will be completed as neededon an ongoing basis . Funding lapsed at the end of the fiscal year but the source offunding remains available. Staff anticipates bringing forward a budget adjustmentrequest during Fiscal Year 2013-2014 to appropriate the funding for repairs projected tooccur in Fiscal Year 2013-2014.

About this report forma t:This report is produced quarterly to improve t ransparency and accessibility of the C ty of Ca rmel-by-the -Sea's fiscal positi on andoperations. Popular financial reporting, such as t his document, is to provide financial data in a form that is not confusing ordiscouraging to those un famil iar with accounti ng and f inancial reporting. It is not enough that reports are written. People must beable to access them, read them, and understand them if government transparency and community engagement is to have meaning.Fiscal t ransparency can be defined to invol ve ready access t o reliab le, comprehensive, time ly, understandable, and comparab leinformat ion on the City's activities. Wit h a user f riendly, less t echnical discussion of City f inances, the report is our way of showingthe t axpaying publ ic the value of t heir t ax dollar and accomplishments of the City on t he public's behalf. These reports are preparedquarterly and dis tributed in August, November, February, and May so the information can be used for effective public part icipationand enhanced accountability.

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Fourth Quarter FY 2012-13 Performance Reportt 09-10-13

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