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Attachment 3
Subject: Attachments: City of Santa Rosa FY 2018.19 May Study Session - Day 1 - REVISED.pdf From: Phil Koen[mailto:pkoen@monteropartners.com] Sent: Sunday, September 16, 2018 3:42 PM To: Rob Rennie; BSpector; Marico Sayoc; Marcia Jensen; Steven Leonardis Cc: Laurel Prevetti; Stephen Conway; Subject: City of Santa Rosa Dear Town Council Members, Background In the Staff report for Agenda Item 9, the Staff claims that they researched the financial impact of the 2017 Tubbs disaster on the City of Santa Rosa in an attempt to "stress test" the reasonableness of the Town's current 25% reserve policy. While the Staff report does not cite any financial numbers from the City of Santa Rosa, the Staff report does quote a Santa Rosa newspaper article dated December 11, 2017 which claims that the City of Santa Rosa "is expected to see a revenue drop of at least $11.5m over the next two years". Given there is no context for this sentence, the reader is left wondering if there is any linkage between the Tubbs fire and the revenue drop at all. The Staff goes on to conclude that if the Town of Los Gatos experienced an "event" that was equivalent to the Tubbs fire the Town's contingency reserves could be extinguished. Other than comparing $11.5m to $10m and coming to the obvious observation that $11.5m is larger than $10m, there doesn't appear to be any real analysis provided. Discussion Because facts matter and establishing a reasonable reserve policy is fundamental to the proper financial management of the Town, I did my own research to determine the impact of the Tubbs fire on the City of Santa Rosa. I have attached a copy of the City of Santa Rosa's 2018-19 budget study presentation dated May 15-17, 2018 which is available on the City's website. Here are the critical points that I have uncovered: 1. The City of Santa Rosa mandates a minimum general fund reserve equal to 15% of the general fund expenditures (reference slide 24) as compared to the Town's 25%. 2. At the end of FY 2017 the City had $37.3m in general fund reserves (reference slide 23). 3. As a result of the Tubbs fire the City appropriated $9.4m of general fund reserves for disaster related expenditures in FY 2018. This was only 25% of the total general fund reserves (reference slide 23). The City's general fund reserve was more than adequate to handle these disaster related expenditures. 4. An additional $5.9m of general fund reserves was used to fund the FY 18 budget deficit (just like the Town of Los Gatos has done) and an additional $4.9m was used to fund Council approved appropriations during FY 2018 (reference slide 23). 5. As a result of the above, the City's general fund reserve decreased from $37.3m to $17m as of the end of FY 2018. While still positive, this left the City $5.3m below their mandated minimum target of $22.3m/15% of general fund expenditures (reference slide 23). 6. However, the City also had a number of "not budgeted revenue estimates" totaling $8.5m, when added to the $17m reserve balance increased the estimated general fund reserve balance to $25.5m. Included in these "add backs" was a FEMA reimbursement of $5.3m (reference slide 24). 7. Netting the FEMA reimbursement of $5.3m against the $9.4m cited above, the net financial impact of the Tubbs fire on the City of Santa Rosa was $4. im. The City's general fund reserve was easily able to absorb these disaster related expenditures. 8. If the City of Santa Rosa's experience is indeed a valid "test", the Town of Los Gatos reserves are more than adequate. There is no data that supports the Staffs conclusion that the Town's general fund reserves would be extinguished. 8. Regarding the $11.5m future reduction in revenue over the next two years that was cited in the newspaper article, the preliminary budget doesn't indicate that at all. In fact the Long Range Forecast is projecting revenue increases every year for the next 10 years (reference slide 25). Conclusion The Town of Los Gatos has an excessive general fund reserve policy (25% of general fund expenditures vs. 15%). When "stress tested" against the City of Santa Rosa's experience with the Tubbs fire, which was the most destructive wildfire in the history of California, we learn that the City of Santa Rosa only tapped $4.1 m of their general fund reserve. The Staffs conclusion that the Town of Los Gatos's contingency reserves would be extinguished by an event of the Tubb's magnitude appears to be totally unsubstantiated and without any merit. Phil Koen 2 FY2018-19 Budget Study Session May 15-17, 2018 City of Santa Rosa California 1 Agenda Council Goals and Priorities Citywide Proposed Budget Overview General Fund Proposed Budget Overview FTE Staff Summary Department's Proposed Budgets Capital Improvement Program's Proposed Budget City Manager's Comments • Review Program Cost Estimates City of Santa Rosa California 2 City Council Goals •:• •:• •:• •:• •:• .;. •:• •:• •:• •:• City of Santa Rosa California Ensure financial stability of City government. Effectively implement the recovery and rebuilding of Santa Rosa. Meet housing needs. Attain functional zero homelessness. Invest in and sustain infrastructure and transportation. Provide for community safety, valued City services and open government. Foster neighborhood partnerships and strengthen cultural assets. Promote environmental sustainability. Foster a 21st century city and organization. Foster a strong downtown and overall economic development of the community. 3 City Council Priorities City of Santa Rosa / California Near -Term Six Month) Priorities 1 2 3 4 5 6 7 FEMA project sheet California Voting Rights Act (CVRA)/district elections Rebuild/build downtown and fire areas Budget process for FY 2018-19 Review revenue options Purchasing process policy review Homelessness 4 City Council Priorities Tier 1: Council's Top Priorities — To Receive Greatest Attention 1.1 1.2 1.3 1.4 1.5 City of Santa Rosa California Recovery/rebuilding Comprehensive housing strategy Open government task force recommendations Downtown housing Homelessness 5 City Council Priorities City of Santa Rosa California Tier 2: Initiatives to Receive Attention as Resources Permit 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 Replenish reserves Conduct emergency preparedness Focus on employee morale and well-being Plan and Implement Southeast Greenway Create plan to address deferred maintenance throughout the community Implement the Climate Action Plan Explore feasibility of a public bank Explore options for funding Roseland Library 6 City of Santa Rosa / California Other Opportunities for the u ure Explore business improvement districts in neighborhood commercial centers Adopt living/minimum wage Obtain a new funding source for the transit system Develop a strategy for producing/stimulating the production of childcare facilities Create a transition program for neonicotinoids Hold a study session on creating a public bank Explore options for funding free transit rides for K — 12 students Explore paid family leave Conduct study session on community impact reports 7 Other Opportunities for the Future, Cont. Attract businesses with well -paying jobs and encourage retention and expansion of existing local companies Implement participatory budgeting Increase funding for community advisory board grants and review policies Increase youth engagement services City of Santa Rosa / California 8 Citywide Proposed Budget Overview ("23) City of 4 Santa Rosa / California 9 FY 2018-19 Citywide Revenues by Fund Onm.ons, Fund T 2017-1 Adopted Budget General Fund $153.1 Enterprise Funds 155.5 Special Revenue Funds 22.8 Other Funds 5.5 Housing Authority 29.4 Successor Agency to RDA 4.1 Total $370.4M 2018-19 Proposed Budget $159.6 157.1 24.5 6.0 32.9 0.0 $380.1 M Chan °/0 Chang $6.5 4.2% 1.6 1.0% 1.7 7.5% 0.5 9.1 3.5 11.9% -4.1-100.0% $9.7M 2.6% City of Santa Rosa / California 10 City of Santa Rosy. / California FY 2018-19 Citywide Expenditures by Fund Type (in millions) 2017-18 Adopted Budget 2018-19 Proposed Budge General Fund Enterprise (non-CIP) Enterprise (CIP) Non -Enterprise (CIP) Special Revenue Other Funds Housing Authority Successor Agency to RDA Total Operations (net of CIP) CIP only $154.3 129.6 31.6 15.4 12.8 5.2 32.3 4.1 $385.3 $338.3 47.0 $169.2 127.8 73.1 21.6 14.0 5.2 33.6 3.3 $447.8 $353.0 94.8 $14.9 -1.8 41.5 6.2 1.2 0.0 1.3 -0.8 $62.5 $14.7 47.8 9.7% -1.4% 131.3% 40.3% 9.4% 0% 4.0% -19.5% 16.2% 4.3% 101.7% 11 FY 2018-19 Citywide Expenditures by Department (in millions) -•-1 • General Fund Administration* Housing & Community Services Fire Planning & Economic Development Police $22.3 1.8 40.1 13.3 59.3 $11.3 36.7 3.6 $33.6 38.5 43.7 0.5 13.8 4.8 64.1 Recreation & Parks Transportation & Public Works SR Water Non -Departmental 16.4 21.3 5.9 22.3 30.6 51.9 0.6 180.4 181.0 -5.9 Total FY 2018-19 Proposed Budget $169.2M 4.8 -1.1 $278.6M $447.8M Total FY 2017-18 Adopted Budget $154.3M $231.0M $385.3M City of *Administration includes: City Council, City Manager's Office, Office of Community Engagement, CityAttorney's Santa Ros Office, Human Resources and Finance. 12 / California FY 2018-19 Citywide Expenditures by Department Administration 7% H&CS 9% Total Citywide Expenditures = $447.8M City of *Administration includes: City Council, City Manager's Office, Office of Community Engagement, CityAttorney's Santa Ros Office, Human Resources and Finance. / California 13 General Fund Proposed Budget Overview ("23) City of 4 Santa Rosa / California 14 FY2018-19 General Fund Revenues by Category,..., Property Tax Sales Tax Utility Users Tax Vehicle License Fees Other Taxes $26.5 48.8 9.7 13.6 23.6 Permits, Fines & Charges 11.2 Interfund Charges Recreation Revenues Intergov't, Interest & Other 12.5 $25.8 49.6 9.4 13.5 26.0 12.7 13.3 -$0.7 0.8 - 0.3 - 0.1 2.4 1.5 0.8 -2.6% 1.6% - 3.1% - 0.7% 10.2% 13.4% 6.4% 4.0 3.8 -0.2 -5.0% 3.2 5.5 2.3 71.9% Total $153.1 M $159.6M $6.5M 4.2% City of Santa Rosa / California 15 FY2018-19 General Fund Revenues by Category Interfund Charges 8% Permits, Fines & Charges 8% j Other Taxes 16% City of Santa Rosa California Recreation Revenues Intergov't, Interest & Other 2% 4% Vehicle License Fees 9% Utility Users Tax 6% Property Tax 16% Total GF Projected Revenue = $159.6M Sales Tax 31% 16 FY2018-19 General Fund Expenditures by D e pa rtm e nt (inm.on=, Department 1 2017-18 Adopted Budget 2018-19 Proposed Budget Administration* Housing & Community Services Fire $19.8 1.3 38.5 Planning & Economic Develop. 10.4 Police 53.9 Recreation & Parks 15.4 Transportation & Public Works 19.7 SR Water (Storm Water GF only) 0.3 Non -Departmental -5.0 Total $154.3M • $22.3 1.8 40.1 13.3 59.3 16.4 21.3 0.6 -5.9 $169.2M $2.5 0.5 1.6 12.6% 38.5% 4.2% 2.9 27.9% 5.4 10.0% 1.0 6.5% 1.6 8.1% 0.3 100.0% -0.9 18.0% $14.9M 9.7% iCalifornia Office, Human Resources and Finance. City of *Administration includes: City Council, City Manager's Office, Office of Community Engagement, City Attorney's Santa Rosy.. 17 r TPW 12% Rec & Parks 10% City of Santa Ros2 California Police 35% FY2018-19 General Fund Expenditures by Department i SR Water less than 1 Non -Departmental -3% Administration 13% H&CS 1% Fire 24% Total GF Expenditures = $169.2M 18 City of Santa Rosa / California FY2018-19 General Fund Expenditures by Category (in millions) Salaries Benefits Professional Services Vehicle Expense Operational Supplies Utilities Information Technology 2017-18 Adopted Budget $78.6 42.7 11.3 4.4 3.2 4.0 4.5 Liability/Property Insurance 1.5 Other Miscellaneous 1.0 Capital Outlay 0.1 CIP and O&M Projects Total 3.0 2018-19 Proposed Budget $85.2 48.9 11.2 4.9 3.3 3.9 4.8 1.6 1.0 0.2 4.2 $6.6 6.2 - 0.1 0.5 0.1 - 0.1 0.3 0.1 0.1 1.2 8.4% 14.5% - 0.9% 11.4% 3.1% - 2.5% 6.7% 6.7% 0% 100.0% 40.0% $154.3M $169.2M $14.9M 9.7% 19 FY 2018-19 General Fund Year over Year Change Salaries Benefits Benefits 3% COLA (17-18 & 18-19) $6.10M PERS Retirement 1.16M PERS Unfunded Liability 2.77M Sal/Ben/S&S Cannabis (13 FTEs); $2.6M revenue offset 1.82M Sal/Ben/S&S O&M Projects S&S Roseland Annex (16 FTEs); $500K revenue offset ($1.39M in 17-18) 1.20M Fire Recovery (PED); 100% revenue offset 1.40M Election Year Costs (CC) 0.44M Total GF Change from FY 2017-18 to FY 2018-19 $14.9M City of Santa Rosa / California 20 City of Santa Rosa / California General Fund Baseline Calculation %ofTotal GF Expenditures Total General Fund Expenditures $169.2M POLICE Baseline Adopted Budget Over/(Under) Baseline $58.0M $59.3M $1.3M FIRE Baseline $40.1M Adopted Budget $40.1M Over/(Under) Baseline VIOLENCE PREVENTION Baseline Adopted Budget Over/(Under) Baseline $706K $708K $2K 34.3% 23.7% 0.4% 21 FY 2018-19 General Fund Summary Gas Tax Measure M $1.88M $235K Traffic Safety Consumer Protection Acct- Trust Fund Various $400K $248K -$42K Total Transfers IN $2.8M CIP $2.51M Parking Enforcement $1.18M Homeless Services $2.20M Real Property Transfer Tax - Homeless Svc & Aff Housing CHSQ Debt Service Various Total Transfers OUT City of Santa Rosa California $713K $730K -$61K $7.4M (in millions) Revenue Transfers In Total Expenditures Transfers Out Total Surplus/(Deficit) Proposed Budget 2018-19 $159.6 2.8 $162.4 $169.2 7.4 $176.6 ($14.2M) 22 Status of General Fund Reserves 3% COLA $3.01 M Roseland Annexation $303K Cannabis Program Misc. Use of Reserves Total GF Reserve Appropriations $931K $646K $4.9M Disaster - ed A • • ro • ria Fire Recovery Center E&Y Recovery Contract $4.6M $500K Net EOC Costs (estimated) $4.3M Total Disaster -Related $9.4M Appropriations City of Santa Rosa / California FY 2016-17 Ending Reserves FY 2017-18 Budget Deficit $37.3M - 5.9M 25.1% Council Approved Appropriations from Reserves Disaster -Related Appropriations from Reserves FYE 2017-18 Estimated Reserves Policy -Mandated Reserve Requirement Over/(Under) Council Policy - 4.9M - 9.4M $17.0M $22.3M ($5.3M) 11.5% 15% 23 City of Santa Rosa / California Status of General Fund Reserves Estimated Reserves after Fire Related Costs and FY 2017-18 Additional Appropriations FY 2017-18 Not Budgeted Revenue estimates Cannabis Industry Tax and Permitting Revenue Fire Recovery Permitting Revenue FEMA Reimbursement for Initial Disaster Costs Estimated Reserves at June 30, 2018 FY 2018-19 Budget Deficit Estimated Reserves at June 30, 2019 Policy -Mandated Reserve Requirement (15% of $169.2M) 1 Over/(Under) Council Policy est. $1.2M est. $2.0M est. $5.3M $25.5M ($14.2M) $11.3M $25.4M ($14.1M) 24 Long Range Financial Forecast (in millions) Budget FY 18-19 FY 19-20 FY 20-21 FY 21-22 FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27 FY 27-28 Revenue Transfers In Total Expenditures Transfers Out $159.6 2.8 2.8 $162.4 $164.7 $168.2 $172.0 $176.0 $180.2 169.2 174.9 181.0 186.7 192.1 196.8 $161.9 $165.5 2.7 7.4 7.5 7.6 $169.4 $173.4 $177.6 2.6 2.6 7.6 7.7 2.6 7.8 $181.8 $185.8 $187.1 $182.3 2.6 2.6 2.6 2.6 $184.4 $188.4 $189.7 $184.9 201.4 204.7 208.2 211.8 7.9 8.0 8.0 8.0 Total Surplus / (Deficit) $176.6 $182.4 $188.6 $194.3 $199.8 $204.6 -$14.2 -$17.7 -$20.4 -$22.3 -$23.8 -$24.4 $209.3 $212.7 $216.2 $219.8 -$24.9 -$24.3 -$26.5 -$34.9 City of Santa Rosa California 25 lJ FTE Staff Summary City of Santa Rosa California 26 CMO CAO Comm Engage Finance Fire EDH Authorized FTE Staff Summary 14.00 17.00 11.00 13.00 12.90 12.90 14.90 15.90 - - 7.00 7.00 62.35 64.35 97.35 98.85 147.75 147.75 147.75 148.75 65.00 60.00 H&CS HR 30.75 33.00 19.00 20.00 21.00 21.00 City of Santa Rr / California 1.00 3.50 1.00 2.50 13.00 16.90 7.00 102.35 149.75 35.50 21.00 27 IT Authorized FTE Staff Summary 25.00 CD 34.50 PED Police 258.75 TPW 275.50 R&P 85.15 Water 239.50 Total FTE's 1,239.40 City of Santa Rosa / California 26.00 37.75 28.00 50.00 256.75 256.50 270.50 277.50 93.15 243.50 1,249.65 74.00 249.50 1,265.25 29.00 51.00 264.50 274.50 74.00 253.50 1,284.00 1.00 7.50 2.00 - 0.50 - 1.00 17.00 30.00 58.50 266.50 274.00 74.00 252.50 1,301.00 28 FY 2018-19 General Fund Position Change Detail Multiple Approved Mid -Year 2017-18 positions Cannabis Initiative Related Positions: 14.00 CAO Fire HCS HCS PED PED PED Assistant City Attorney Fire Inspector Code Enforcement Officer Sr. Administrative Assistant City Planner Building Inspector Associate Civil Engineer Cannabis Initiative Related Positions Total City of Santa Rosa / California 1.00 1.00 1.00 0.50 1.00 1.00 0.50 6.00 29 FY 2018-19 General Fund Position Change Detail Position Titl ,EM FTE All Other Positions: TPW Reclass Assistant Engineer to Associate Civil Engineer TPW Reclass Sr. Maintenance Worker to Facilities Crew Supervisor Total General Fund FTE Changes 20.00 City of Santa Rosa / California 30 City of Santa Ros'. / California FY2018-19 Non -General Fund IT IT OCE Finance TPW TPW TPW Water Water Water Water Water FTE GIS Analyst (Mid -Year 2017-18 transfer from TPW) Reclass GIS Analyst to GIS Coordinator Community Outreach Special (Limited term exp. 6/30/19) Parking Enforcement Officer Reclass Assistant Engineer to Associate Civil Engineer Equipment Mechanic II 1.00 0.50 - 3.00 Equipment Service Worker - 0.50 Senior Buyer 1.00 Deputy Director — Engineering Resources 1.00 Senior Administrative Assistant - 1.00 Electrical Technician -1.00 Environmental Specialist - 1.00 Total Non -General Fund FTE Changes -3.00 31 lJ City of Santa Rosa California Questions / Comments 32 Department's Proposed Budgets ("23) City of 4 Santa Rosa / California Department Review Schedule Administrative Departments: City Council / Community Promotions City Manager's Office City Attorney's Office Finance / Non -Departmental Human Resources Office of Community Engagement Information Technology Planning & Economic Development City of Santa Rosa California 34 Department Review Schedule Study Session continued on May l6th Recreation & Parks Fire Department Police Department Housing & Community Services Transportation & Public Works Santa Rosa Water Capital Improvement Program City of Santa Rosa California 35 City Council FY2018-19 Proposed Budget ("23) City of 4 Santa Rosa / California 36 City Council Organizational Chart City Council Elections City of Santa Rosa California 37 City Council Program Description • Administration: The City Council is the legislative and policy - making body for the City of Santa Rosa • Elections: This program is responsible for costs related to the preparation and conduct of general and special municipal elections • Community Promotions: Council grants funding for a variety of local events City of Santa Rosa California 38 City Council Expenditures by Program Expenditures by Program 2018-19 Budget %ofTotal (AllFunds) Elections 560,000 37.9% Administration 794,278 53.7% Community Promotions 125,000 8.4% Total 1,479,278 100.0% City of Santa Rosa California City Council Expenditures by Category Expenditures by Category (All Funds) 2017-18 Budget 2018-19 Budget $ Change 0/0 Change Council Members' Salaries 72,000 72,000 0 0.0% Non -Council Member's Salaries 63,100 64,756 1,656 2.6% Total Salaries 135,100 136,756 1,656 1.2% Council Members' Benefits 157,660 131,895 (25,765) -16.3% Non -Council Member's Benefits 35,802 23,326 (12,476) -34.8% Total Benefits 193,462 155,221 (38,241) -19.8% Professional Services 567,603 866,346 298,743 52.6% Utilities 5,300 5,300 0 0.0% Operational Supplies 9,700 9,700 0 0.0% Information Technology 93,656 98,755 5,099 5.4% Other Miscellaneous 135,200 207,200 72,000 53.3% Total 1,140,021 1,479,278 339,257 29.8% City of Santa Rosa / California 40 City Council Expenditures by Fund Expenditures by Fund 2017-18 Budget 2018-19 Budget $ Change 0/0 Change General Fund 1,140,021 1,479,278 339,257 29.8% Total 1,140,021 1,479,278 339,257 29.8% City of Santa Rosa California 41 Budget Highlights Budget increased due to General Election in November 2018 $375K in Professional Services $60K in Other Miscellaneous for printing services City of Santa Rosa California 42 Accomplishments Developed `Housing First' strategy Completed Roseland Annexation Implemented Cannabis program Initiated procedures for transition from at -large to district - based elections Approved agreement for solid waste collection with Recology and a Iow-income rate for services Declared local emergency due to wildfires and approved agreement for post -fire recovery and rebuilding City of Santa Rosa California 43 Community Promotions Funding Request FY 2018/19 Recommendations Requests Art is Medicine Dia de los Muertos* Holiday Horse & Carriage Rides Human Race Matsuri Japanese Festival Pride Parade & Festival Red, White and Boom Rose Parade Wed Night Downtown Market West End Farmers Market Winterblast TOTALS City of Santa Rosa California FY 2018/19 Requested City Services Cash Total Request $150 $7,000 $7,150 $0 $9,500 $9,500 $1,500 $3,000 $4,500 $0 $8,500 $8,500 $1,950 $7,200 $9,150 $12,000 $15,000 $27,000 $20,000 $0 $20,000 $12,650 $5,750 $18,400 $23,000 $0 $23,000 $0 $8,500 $8,500 $500 $5,500 $6,000 $71,750 $69,950 $141,700 Recommended Funding City Services Cash Total Request $150 $7,000 $7,150 $1,500 $1,500 $3,000 $1,500 $3,000 $4,500 $5,000 $0 $5,000 $1,950 $7,200 $9,150 $12,000 $15,000 $27,000 $18,500 $0 $18,500 $12,650 $0 $12,650 $23,000 $0 $23,000 $0 $1,000 $1,000 $500 $5,500 $6,000 $76,750 $40,200 $116,950 44 lJ City of Santa Rosa California Questions / Comments City Manager's Office FY2018-19 Proposed Budget ("23) City of 4 Santa Rosa / California 46 City Manager's Office Organizational Chart City Manager's Office Sean McGlynn 13.00 FTE Administration City of Santa Rosa California 47 City Manager's Office Program Description • Administration: This program is responsible for the oversight of all City Departments; works closely with the City Council • City Clerk: This program is responsible for administering the City's legislative process, municipal elections, and records management programs City of Santa Rosa California 48 City Manager's Office Expenditures by Program Expenditures (All Funds) by Program 2018-19 Budget % of Total General Administration 2,896,221 96.4% City Clerk 77,913 2.6% Total General Ledger 2,974,134 99.0% CIPandO&MProjects 30,000 1.0% Total Job Ledger 30,000 1.0% Total 3,004,134 100.0% City of Santa Rosa California City Manager's Office Expenditures by Category Expenditures by Category (All Funds) 2017-18 Budget 2018-19 Budget $ Change 0/0 Change Salaries 1,245,841 1,318,716 72,875 5.8% Benefits 532,994 619,677 86,683 16.3% Professional Services 237,370 727,370 490,000 206.4% Vehicle Expenses 500 0 (500) -100.0% Utilities 5,360 5,360 0 0.0% Operational Supplies 25,500 25,500 0 0.0% Information Technology 145,278 150,214 4,936 3.4% Other Miscellaneous 125,922 127,297 1,375 1.1 % CIP and O&M Projects 212,000 30,000 (182,000) -85.8% Total 2,530,765 3,004,134 473,369 18.7% City of Santa Rosa / California 50 City Manager's Office Expenditures by Fund Expenditures by Fund 2017-18 Budget 2018-19 Budget $ Change 0/0 Change General Fund 2,530,765 3,004,134 473,369 18.7% Total 2,530,765 3,004,134 473,369 18.7% City of Santa Rosa / California 51 Budget Highlights $500K increase in Professional Services for multi -year contract with Ernst & Young for post -fire recovery efforts $183K reduction in O&M Projects $147K decrease in Garbage Franchise Analysis $35K decrease in City Clerk Records Management project City of Santa Rosa California 52 Accomplishments Successfully transitioned City to new solid waste provider Assisted with various functions at the Emergency Operations Center during the wildfires including management, logistics, and public information; and provided support at the Local Assistance Center and Right -of -Entry Center Managing Recovery efforts after October wildfires Centralized public portal to Boards/Commissions/Committees Launched Speak Up Santa Rosa! Online engagement platform Implemented VoteCast — a digital tracking program for capturing motions and votes during the Council meetings City of Santa Rosa California 53 Key Performance Measures City Manager's Office Council. Requests •2 days to respond City of Santa Rosa California Public Record Requests Average Days to Respond 54 lJ City of Santa Rosa California Questions / Comments 55 City Attorneys Office FY2018-19 Proposed Budget ("23) City of 4 Santa Rosa / California City Attorneys Office Organizational Chart City of Santa Rosa California City Attorney's Office Sue Gallagher Total 16.90 FTE Assistant & Deputy City Attorneys Legal Secretaries Paralegals 57 City Attorneys Office Program Description Legal Services: The City Attorneys Office is responsible for providing a variety of legal services for the City. Represents the City in legal proceedings. Provides comprehensive legal support to the Council, boards, commissions and City staff on a wide range of municipal matters. Provides guidance on municipal procedures, including the Brown Act, Public Records Act, Political Reform Act, and others. Reviews all City Council, Planning Commission, Board of Public Utilities and Housing Authority agendas for legal compliance and sits with those bodies during their public meetings. City of Santa Rosa California 58 City Attorneys Office Program Description Reviews, evaluates and recommends disposition of all claims made against the City. Represents the City in litigation from complaint through appeals, including in matters involving civil rights violations, personal injuries, eminent domain, environmental violations, land use matters, inverse condemnation, personnel disputes, and claims of dangerous condition of public property. Prosecutes City Code violations and abates public nuisances. Opposes release of weapons seized by police. City of Santa Rosa California 59 City Attorneys Office Program Description Reviews procurement procedures, contracts and surety bonds. Reviews and revises proposed legislation and policies. Advises on employment and labor issues. Working closely with City staff, provides legal support on issues such as housing and land use, California Environmental Quality Act compliance, municipal infrastructure, including roads, parks and civic facilities, public safety, water supply, water quality, franchise agreements, landfill issues, and labor and employment. City of Santa Rosa California 60 City Attorneys Office Expenditures by Program Expenditures (All Funds) by Program 2018-19 Budget %of Total Legal Services 3,503,076 99.6% CIP and O&M Projects 15,000 0.4% Total 3,518,076 100.0% City of Santa Rosa California City Attorneys Office Expenditures by Category Expenditures by Category (All Funds) 2017-18 Budget 2018-19 Budget $ Change 0/0 Change Salaries 1,967,671 2,212,679 245,008 12.5% Benefits 782,154 989,761 207,607 26.5% Professional Services 134,300 108,575 (25,725) -19.2% Vehicle Expenses 400 400 0 0.0% Utilities 1,000 1,200 200 20.0% Operational Supplies 19,800 29,300 9,500 48.0% Information Technology 73,681 87,706 14,025 19.0% Other Miscellaneous 73,455 73,455 0 0.0% CIP and O&M Projects 15,000 15,000 0 0.0% Total 3,067,461 3,518,076 450,615 14.7% City of Santa Rosa / California 62 City Attorneys Office Expenditures by Fund Expenditures by Fund 2017-18 Budget 2018-19 Budget $ Change % Change General Fund 3,067,461 3,518,076 450,615 14.7% Total 3,067,461 3,518,076 450,615 14.7% City of Santa Rosa California 63 Budget Highlights Added 1.0 FTE Assistant City Attorney for Cannabis. City of Santa Rosa California 64 Accomplishments Represented the City to successful conclusion in numerous litigation actions including potentially significant exposure to the City and/or its employees: In many cases, obtaining dismissal or settlement through court proceedings prior to trial, with no cost recovery against the City. In other cases, successfully negotiating settlement of significant personal injury, contract, or statutory claims on terms favorable to City and within Council authorizations. City of Santa Rosa California 65 Accomplishments (cont.) Successfully pursued code enforcement actions, including obtaining inspection warrants, establishing receiverships, prosecuting misdemeanors, prevailing in short cause trials, prevailing in State administrative hearings, and recovering City costs. Filed and handled through resolution 25 weapons retention matters of behalf of SRPD following confiscation during domestic violence and involuntary psychiatric hold cases. City of Santa Rosa California 66 Accomplishments (cont.) Provided advice and guidance to Council following claim of violation of California Voting Rights Act and City's subsequent transition to district based election of Council members. Provided advice and support in connection with the annexation of Roseland and the on -going transition to full City services. Provided ongoing support to Planning and Economic Development in finalizing and implementing regulations applicable to the cannabis industry. Participated in negotiations and provided advice and guidance in the establishment of new garbage franchise agreement. City of Santa Rosa California 67 Accomplishments (cont.) Provided legal support to staff and Council regarding programs and initiatives to address homelessness. Provided legal support to staff and Council regarding Comprehensive Housing Strategy and Housing Action Plan. Provided legal support in the City's response and recovery from the October fires, including the following: Emergency Operations Center and immediate response to fires Debris Task Force Build/Rebuild Task Force Watershed Task Force ■ Resilient City initiatives City of Santa Rosa California 68 lJ City of Santa Rosa California Questions / Comments 69 Finance Department FY2018-19 Proposed Budget ("23) City of 4 Santa Rosa / California 70 Finance Department Organizational Chart Administration l` City of Santa Rosa California Finance Department vacant Total 102.35 FTE J Payroll & Benefits Parking Enforceme Successor Agency 71 Finance Department Program Description • Administration: Responsible for providing financial and support services to the City organizations, business community and general public. • Financial Services: Provides accounting, internal audit, and financial reporting services, prepares the City's Comprehensive Annual Financial Report (CAFR), the City's Annual Operations and Maintenance Budget Report and the Annual Capital Improvement Program Budget Report. • Purchasing: Includes the Warehouse, Accounts Payable and Contract Management. Provides purchasing, procurement, surplus disposal, purchasing cards, and warehousing support to the City organization. City of Santa Rosa California 72 Finance Department Program Description • Revenue: Services include business tax management; utility fee revenues, and billing and collection services for City water and sewer utilities; City taxes; and miscellaneous receivables. • Payroll and Benefits: Maintains City's payroll system and produces payments or employee benefits programs, managers City's deferred compensation program, provides costing and support to labor negotiations. • Parking O&M: Serves an estimated two million customers per year by managing downtown public garages, surface lots and on -street spaces. City of Santa Rosa California 73 Finance Department Program Description • Parking Enforcement: Monitors and regulates parking meters, time zones, and other restricted parking areas in the Downtown Central Parking District and Railroad Square Parking Meter Zone, as well as six Residential Permit zones. • Successor Agency: Coordinate dissolution of former Redevelopment Agency obligations. City of Santa Rosa California 74 Finance Department Expenditures by Program City of Santa Rosa / California Expenditures by Program (All Funds) General Administration 2018-19 Budget 1,809,388 % of Total 8.6% Purchasing Financial Services 1,061,517 2,641,837 5.0% 12.5% Revenue 5,113, 929 24.2% Payroll and Benefits Parking Services O&M Parking Enforcement Successor Agency Total General Ledger 696,518 4,336,631 1,170,442 3,295,762 20,126,024 3.3% 20.6% 5.6% 15.6% 95.4% CIP and O&M Projects Total Job Ledger 964,000 964,000 4.6% 4.6% Total 21,090,024 100.0% 75 Finance Department Expenditures by Category City of Santa Rosa California Expenditures by Category (All Funds) 2017-18 Budget 2018-19 Budget $ Change % Change Salaries 6,795,631 7,429,278 633,647 9.3% Benefits 3,563,623 4,083,048 519,425 14.6% Professional Services 2,690,796 2,900,188 209,392 7.8% Vehicle Expenses 221,625 207,305 (14,320) -6.5% Utilities 92,637 89,816 (2,821) -3.0% Operational Supplies 610,233 637,242 27,009 4.4% Information Technology 869,447 967,554 98,107 11.3% Debt Service 3,834,301 3,040,912 (793,389) -20.7% Liability/Property Insurance 94,882 82,577 (12,305) -13.0% Other Miscellaneous 343,525 365,577 22,052 6.4% Indirect Costs 625,712 322,527 (303,185) -48.5% Capital Outlay 22,500 0 (22,500) -100.0% CIP and O&M Projects 3,426,250 964,000 (2,462,250) -71.9% Total 23,191,162 21,090,024 (2,101,138) -9.1% 76 Finance Department Expenditures by Fund Expenditures by Fund 2017-18 Budget 2018-19 Budget $ Change 0/0 Change General Fund 10,158,868 11,041,189 882,321 8.7% Parking District Fund 8,728,393 6,471,073 (2,257,320) -25.9% Pooled Investment Fund 215,000 282,000 67,000 31.2% SA RDA Oblig Retirement Fund 4,088,901 3,295,762 (793,139) -19.4% Total 23,191,162 21, 090, 024 (2,101,138) -9.1% City of Santa Rosa / California 77 FY2018-19 Parking Enterprise Fund Summary Revenue Transfers In Total Expenditures Transfers Out Total Use of Reserves City of Santa Rosa California 2018-19 Proposed Budget $4,692,743 1,181, 565 $5,874,308 $6,471 , 073 15,000 $6,486,073 ($611,765) 78 Budget Highlights Addition of 3.5 FTEs: 1.0 FTE Field Collection Representative at Mid -Year (Cannabis) 2.0 FTE Customer Service Representatives at Mid -Year (Roseland) 0.5 FTE Parking Enforcement Officer -$2.OM reduction in the Parking District Fund for Garage Equipment Replacement project funded in FY 2017-18, not in FY 2018-19. City of Santa Rosa California 79 Accomplishments Completed installation of solar photovoltaic systems on four(4) public parking garage rooftops. Implemented progressive parking strategies, including the creation of Value and Premium rate zones for metered parking, and offered the first hour free at two garages with reduced rates of $O.50/hour thereafter. Completed CaIPERS audit and implemented new procedures for reporting holiday -in -lieu pay. Worked closely with consultants and IT to develop reports for FEMA reconciliation and reimbursement claims. City of Santa Rosa California 80 Accomplishments Successfully installed over 12,000 Advanced Metering Infrastructure (AMI) meters which represents 22% of utility billing's customer base. By the end of fiscal year, we estimate 44% or 24,000 of the meters will be installed. Revenue will be transitioning to a one -stop electronic payment solution in April 2018. Implemented an online leak adjustment form for customers to complete who were affected by the October fires. City of Santa Rosa California 81 Transition to Two -Year Budget Process Two types of 2-year budgets: Option 1: Adopt a Year 1 budget with all information of current budget, and estimate for Year 2. Year 2 adopted as a Budget Update. Option 2: Adopt both Year 1 and Year 2 budgets in Year 1. Make budget changes during year, as needed. City of Santa Rosa California 82 City of Santa Rosa California Transition to Two -Year Budget Process Option 1 —Present and Adopt Full Budget in Year 1; Update in Year 2 $100K one-time costs for consultant; some savings on printing; Lower print costs if Year 2 budget has less pages Year 1 budget process would be same as current process Year 2 would involve updating financial schedules — no department narrative information Align with Council Goal Setting Process CIP would be presented each as like current process General staff time developing budget reduced over two years Probably no reduction in time for Budget Team or CIP 83 Transition to Two -Year Budget Process Option 2 — Present and Adopt Budget Every Two Years $100K one-time costs for consultant; savings on printing Save approx. $10K by not printing Year 2 budget books Adopt and print one budget every two years Would need to adopt annual clean-up budget for salary and benefit changes Align with Council Goal Setting Process CIP — first two years adopted when budget is adopted Staff time savings relative to budget development citywide City of Santa Rosa California 84 lJ City of Santa Rosa California Questions / Comments 85 Human Resources FY2018-19 Proposed Budget ("23) City of 4 Santa Rosa / California 86 Human Resources Organizational Chart Human Resources golbou ghassemieh Total 21.00 FTE City of Santa Rosa / California 87 Human Resources Expenditures by Program Expenditures (All Funds) by Program 2018-19 Budget % of Total General Administration 2,418,050 7.0% Risk Management 32,336,634 93.0% Total 34,754,684 100.0% City of Santa Rosa California City of Santa Rosa / California Human Resources Program Description • Human Resources Program: • Employee / Labor Relations • Contract Negotiations / MOU Interpretation • Discipline / Grievances / Labor -related Citywide Communication • Employment Services • Recruitment & Selection; Classification & Compensation • Performance Management • Policy Development and Interpretation • Compliance with State, Federal, City Rules & Regulations, City Code and Charter • Organizational Development • Training, Coaching, Facilitation, Mediation • Strategic Planning, Team Building 89 Human Resources Expenditures by Category City of Santa Rosa California Expenditures by Category (All Funds) 2017-18 Budget 2018-19 Budget $ Change % Change Salaries 1,883,687 2,046,844 163,157 8.7% Benefits 843,092 934,860 91,768 10.9% Professional Services 780,488 644,322 (136,166) -17.4% Utilities 1,700 1,700 0 0.0% Operational Supplies 27,500 27,500 0 0.0% Information Technology 199,808 210,988 11,180 5.6% Other Miscellaneous 92,340 91,640 (700) -0.8% Insurance Premium/Claim* 29,858,008 30,484,793 626,785 2.1% Indirect Costs 217,145 311,937 94,792 43.7% Total 33,903,768 34,754,584 850,816 2.5% *Insurance Premium/Claim budget will be explained in more detail on slide 92. 90 Human Resources Program Description • Risk Management Program: • Employee Benefits Health and Wellness • Worker's Compensation • Employee Safety — OSHA • Drug &Alcohol Testing Programs • Other City Insurance Programs Liability, Property, Cyber, Pollution, Master Crime, and Earthquake Insurance • Insurance Requirement in Contracts • Compliance with ADA Requirements City of Santa Rosa California 91 Risk Management Insurance Premiums & Claims Detail 2017-18 Budget 2018-19 Budget $ Change % Change City Health 13,370,549 13,609,912 239,363 1.8% PERS Health 7,080,503 6,836,432 (244,071) -3.4% Workers Compensation 3,738,750 3,969,000 230,250 6.2% Dental/Vision 2,109,650 2,109,575 (75) 0.0% Other Employee Benefits 817,488 1,084,639 267,151 32.7% Liability Insurance 2,036,733 2,179,500 142,767 7.0% Earthquake Insurance 360,735 360,735 0 0.0% Property/Fire Insurance 343,600 335,000 (8,600) -2.5% Insurance Premiums & Claims Total 29,858,008 30,484,793 626,785 2.1 City of Santa Rosa / California 92 Budget Highlights In the Risk Management Fund, "Other Employee Benefits" increased by 32.7% due to the addition of the Short -Term Disability Benefit There was a slight increase in Workers' Compensation Insurance by 6.2%, or $230K City of Santa Rosa California 93 Accomplishments Implemented numerous programs to assist City employees post -fire Collaborated with JPA to secure property insurance reimbursement for City properties damaged or lost in fire Contracted with new Worker's Compensation TPA; converted from manual to electronic Claims File management Implemented Citywide centralized Safety Program Collaborated with City Staff and Labor Groups to finalize, implement and administer Memorandum of Understandings Implemented Short-term Disability Program for several Bargaining Units Automated mechanism for Injury/Illness reporting City of Santa Rosa California 94 lJ City of Santa Rosa California Questions / Comments 95 Non -Departmental FY2018-19 Proposed Budget ("23) City of 4 Santa Rosa / California 96 Non -Departmental Expenditures by Program City of Santa Rosa / California Expenditures by Program (All Funds) 2018-19 Budget Animal Shelter 1,900,000 County Ad m i n Fee 300,000 Citywide GF Insurance 1,614,664 Sonoma Co. Trans. Authority 104,000 General Fund Administration (10,312,624) 260,000 Non -Program Debt Service 4,834,107 Total General Ledger (1,299,853) CIP and O&M Projects 205,000 Total Job Ledger 205,000 Total (1,094,853) 97 Non -Departmental Expenditures by Category Expenditures by Category (All Funds) 2017-18 Budget 2018-19 Budget $ Change % Change Salaries 1,550,000 1,550,000 0 0.0% Benefits 10,000 10,000 0 0.0% Professional Services 2,167,099 2,507,510 340,411 15.7% Debt Service 4,827,204 4,830,597 3,393 0.1% Liability/Property Insurance 1,480,114 1,614,664 134,550 9.1% Other Miscellaneous (1,300,000) (1,500,000) (200,000) 15.4% General Fund Administration (9,017,456) (10,312,624) (1,295,168) 14.4% CIP and O&M Projects 142,600 205,000 62,400 43.8% Total (140,439) (1,094,853) (954,414) 679.6% City of Santa Rosa / California 98 Non -Departmental Expenditures by Fund Expenditures by Fund 2016-17 Budget 2017-18 Budget $ Change iyo Change General Fund (4,971,153) (5,928,960) (957,807) 19.3% 2013 Pension Obligation Refund 3,734,837 3,736,380 1,543 0.0% Fire Station Capital Lease 367,727 367,727 0 0.0% Courthouse Square Capital Lease 728,150 730,000 1,850 0.3% Total (140,439) (1,094,853) (954,414) 679.6% City of Santa Rosa / California 99 Budget Highlights General Fund Administration offset increased by $1.2M; net zero balance across all General Fund departments. O&M Projects increased by $62K Increase of $75K for Revenue Audit Services, which received no appropriations FY 2017-18 in order to spend down balance Decrease of $13K for LAFCO annual payment $150K increase in Professional Services for City Manager's contingency funds, which were appropriated in one-time projects in FY 2017-18. Total CM Contingency is $200K for FY 2018-19. City of Santa Rosa California 100 lJ City of Santa Rosa California Questions / Comments 101 Office of Community Engagement FY2018-19 Proposed Budget ("23) City of 4 Santa Rosa / California Office of Community Engagement Organizational Chart f Office of Community Engagement Caluha Barnes Total 7.0 FTE Empowered Communities Collaborative City of Santa Rosa California 103 Office of Community Engagement Program Description • Empowered Communities Collaborative: Responsible for supporting, promoting, and organizing opportunities for civic engagement with residents of Santa Rosa, including connecting community members with their local government and strengthening and empowering neighborhood groups. Works in partnership with the Community Advisory Board to gather community feedback about concerns and budget priorities for the Capital Improvement Program, and to facilitate neighborhood improvements through the Community Improvement Grant Program. • Santa Rosa Violence Prevention Partnership: Responsible for the implementation and evaluation of the Measure 0 CHOICE Grant Program, and the Santa Rosa Violence Prevention Partnership (The Partnership) 2017-2022 Strategic Plan, utilizing the Community Safety Scorecard (Scorecard) to inform program direction. The Partnership is a collaborative effort of over 50 organizations — including government, local law enforcement, business community, schools, and faith and community -based organizations — focused on reducing violence through creating safe and healthy neighborhoods, using collective impact model, integrated youth development Santa R«programs, and community partnership efforts. 104 California Office of Community Engagement Expenditures by Program Expenditures by Program (All Funds) 2018-19 Budget % of Total Empowered Communities Collaborative 502,806 24.1 Violence Prevention 1,233,187 59.1 Total General Ledger 1,735,993 83.2% CIP and O&M Projects 351,073 16.8% Total Job Ledger 351,073 16.8% Total 2,087,066 100.0% City of Santa Rosa California 105 Office of Community Engagement Expenditures by Category City of Santa Rosa `ice California Expenditures by Category (All Funds) 2017-18 Budget 2018-19 Budget $ Change % Change Salaries 632,814 639,974 7,160 1.1 % Benefits 263,911 290,660 26,749 10.1 Professional Services 629,596 613,480 -16,116 -2.6% Utilities 2,100 2,820 720 34.3% Operational Supplies 25,620 15,600 -10,020 -39.1% Information Technology 45,684 65,130 19,446 42.6% Other Miscellaneous 24,675 23,325 -1,350 -5.5% Subrecipient Funding 45,000 55,000 10,000 22.2% Indirect Costs 26,138 30,004 3,866 14.8% CIP and O&M Projects 193,079 351,073 157,994 81.8% Total 1,888,617 2,087,066 198,449 10.5% 106 Office of Community Engagement Expenditures by Fund Expenditures by Fund 2017-18 Budget 2018-19 Budget $ Change % Change General Fund 647,742 853,879 206,137 31.8% Measure O Fund 1,240,875 1,233,187 -7,688 -0.6% Total 1,888,617 2,087,066 198,449 10.5% City of Santa Rosa California 107 Budget Highlights Extension of limited term Community Outreach Specialist through September 30, 2019. Position funded by the Sonoma County Probation Department grant of $158K in O&M Projects. $10K increase in Subrecipient Funding for Measure 0 Mini -Grant Program. -$10K decrease in Operational Supplies: Community Awareness Program one-time funding in FY 2017-18, was not renewed for FY 2018-19. City of Santa Rosa California 108 Accomplishments Invested $736,700 in 9 agencies, including 2 first time recipients to enhance school readiness, student engagement & truancy prevention, and workforce development services for youth & families, thru the Measure 0 funded CHOICE Grant Program. Conducted the annual Gang Prevention Week and Parent Engagement Month - a series of 7 community events and 4 parent trainings to support families of high -risk youth, engage them in peer support, and expose them to community resources. Completed The Partnership's 2017-22 Strategic Plan, which shifted the Partnership's focus from a violence intervention model to a public health framework, incorporating more upstream violence prevention strategies. City of Santa Rosa California 109 City of SantaCaliforniaRos�° highest ever number of applicants. 110 Accomplishments (cont.) Completed the Board of State and Community Correction's California Gang Reduction, Intervention, and Prevention Program (CaIGRIP) grant that funded The Partnership's Guiding People Successfully (GPS) referral program — where 88% of GPS enrolled youth did not have a new or higher -level offenses within the review period following their GPS enrollment. Initiated what is believed to be first ever strategic planning process for the Community Advisory Board. Coordinated the Welcome Roseland Community Celebration event in collaboration with 13 City Departments, multiple community and business partners and residents to recognize the long -hoped for annexation of several Southwest Santa Rosa communities. Supported 9 community projects totaling $31,483 via the Community Advisory Board's annual Community Improvement Grant program which received the l/� Key Performance Measures Measuring Total Comrnunity Grants in doliars throughiune 201 This goaL is measured by tracking Community Grants in annual do «ars. L910Trkciag> 773,883 annual dollars Current as ofJun 218 Start 596,4:9 anneal dollars 400020 r 0r 3OJun 2008 Jan 2009 City c_ Santa Rosa California Jan2010 Ja ;.: lanb.,F 1a71. f Measuring current •saa3,ea3.srrw®i — 16 NOW ... n 201! 111 Key Performance Measures Community Advisory Board and Violence Prevention Partnership (Measure 0) 900 000$896,909 800,000 703,000 600.E 500,E 400,000 300,E 200 ,000 ,00,E 0 City of Santa Rosa California • CAB Grants • Mini -Choice Grants • Choice Grants Community Grants g)070 $773,883 112 Key Performance Measures Community Advisory Board and Violence Prevention Partnership (Measure 0) 15 _C: 0 City of Santa Rosa / California Grants Awarded by Program CAB Grants CHOICE Grants ■CHOICE Mini Grants 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 113 Summary of Additional Program Costs PROGRAM CAB — Existing Operations CAB — Strategic Plan Implementation CAB — Assume Admin of 2 Programs (assumes transfer of previously budgeted amounts from Rec & Parks /CMO) OGTF — Implement Resilient Neighborhoods OGTF — Assessment, Best Practices/Toolkit & Training OGTF — Language accessibility assessment consultant) TOTAL City of Santa Rosa / California ONGOING COST $ 74,500 TBD $ 5,000 $593,000 $ 50,000 $25,000 $ 747,500 114 Community Advisory Board Funding Existing CAB Operations Community Open House Events $3,500 Community Improvement Grants $35,000 Board Operations - $17,500 - Printing of neighborhood newsletter ($14,000) - Marketing Materials ($3,500) Services & Supplies $15,000 Marketing, Accessibility & Facility Usage Costs for these activities $3,500 - includes graphic design & printing; translation & interpretation services; facility rentals & permits; and supplies City of Santa Rosa / California 115 Community Advisory Board Funding, cont. Assume administration of 2 programs currently held in other departments Community Promotions Grants - $ 125K (transfer from City Manager's Office) Annual Merit Awards Program - $500 (transfer from Rec & Parks) Marketing, Accessibility & Facility Usage Costs for these activities - $ 5,000 - includes graphic design & printing; translation & interpretation services; facility rentals & permits; and supplies Total NET additional needs for CAB to take-over existing programs : $5,000 City of Santa Rosa 116 California Community Advisory Board Funding, cont. Strategic Plan Implementation The Strategic Planning process is still underway. Staff will return with recommendations for implementation after the report has been finalized. City of Santa Rosa / California 117 Open Government Task Force Develop Culture that Values Public Engagement City of Santa Rosa / California Genuinely engage and partner with neighborhoods, volunteers, businesses , institutions and other organization which support our community (VPP model of integrated network to bring groups together) Establish Santa Rosa as a leader in civic engagement with the goal of increasing Openness, Transparency and Accountability Close the communication loop - acknowledge the value of community input, wisdom and participation Increase opportunities for diverse community engagement and effective participation Build strong civic infrastructure - educate people about how best to engage 118 Open Government Task Force Implementation 1. Implementation of the Resilient Neighborhoods Network Initiative City of Santa Rosa California Staff (salaries & benefits) Program Manager $165K ADD 2 - Community Outreach Specialist $110k/per ADD 1 VISTA Intern (1 currently budgeted) $7,500 Training Community Leadership Training Citizen Guide & How To Videos $393K $150K Disaster Preparedness (will work with Fire to assess best approach - staff or contract) Services & Supplies $25K IT/phone/printer & engagement software platform ❑ Marketing, Accessibility & Facility Usage Costs for these activities - $25K - includes graphic design & printing; translation & interpretation services; facility rentals & permits; and supplies 119 Open Government Taskforce Implementation 2. Work to create organizational culture and behavior that values the input from community engagement efforts Assess and build on existing departmental efforts Consider engagement tools available & tested in the market TIERS Public Framework offered by the Institute for Local Government Establish and fund SR Tiers Engagement Learning Lab Team cross departmental cohort training together supported by an extended coaching program Li Services, supplies and training City nt Saof a Rc3, California $50,000 120 Open Government Taskforce Implementation 3. Draft & Adopt a Sunshine Ordinance Pending, initial draft presented to Council March 29, 2016 City of Santa Rosa / California Staff anticipates bringing ordinance back to Council July/August 2018 Cultural and Language Accessibility Consultant $25,000 121 Summary of Additional Program Costs PROGRAM CAB — Existing Operations CAB — Strategic Plan Implementation CAB — Assume Admin of 2 Programs (assumes transfer of previously budgeted amounts from Rec & Parks /CMO) OGTF — Implement Resilient Neighborhoods OGTF — Assessment, Best Practices/Toolkit & Training OGTF — Language accessibility assessment consultant) TOTAL City of Santa Rosa / California ONGOING COST $ 74,500 TBD $ 5,000 $593,000 $ 50,000 $25,000 $ 747,500 122 lJ City of Santa Rosa California Questions / Comments 123 Information Technology FY2018-19 Proposed Budget ("23) City of 4 Santa Rosa / California Information Technology Program Description • Administration: Provides the overall strategy and administration for the Department. Leadership of early -stage initiatives: Network and Data Security Smart City / Public WiFi Performance Measures (srcity.org/Performance) srcity.org Website Redesign • Development: Provides strategy, leadership, analysis, and hands-on services for building new software systems and implementing large-scale City-wide software migration programs, while providing software application development, project management, and application support services. IFAS Accela CIS Santa Rosa➢ Approximately 75 in-house developed solutions and automated interfaces 125 0 California Information Technology Program Description Operations: Provides the strategy and operations management of the core City data, storage, telecommunication systems and IT infrastructure. Network and Data Security Help Desk GIS Services • Media Services • PC Replacement • Networking and WiFi Media Services: Provides Public, Education and Government (PEG) services • Government -related broadcast and playback y Partnership with Sonoma County Library for media labs Proposed re -opening of Media Studio City of Santa Rosa / California 126 Information Technology Information Technology lil Eric McHenry Total 30.00 FTE Administration City of Santa Rosa California r Development Operations [1s Services PC 1Replacement Media Services 127 Information Technology Expenditures by Program City of Santa Rosa / California Expenditures by Program (All Funds) I.T. Administration 2018-19 Budget 502,477 % of Total 5.7% I.T. Development 3,195, 878 36.4% I.T. Customer Support 2,825,143 32.2% I.T. GIS Services 471,259 5.4% I.T. Media Services 188,125 2.1% I.T. PC Replacement Program Total General Ledger 176,953 7,359,835 2.0% 83.8% CIP and O&M Projects Total Job Ledger 1,425,103 1,425,103 16.2% 16.2% Total 8,784,938 100.0% 128 Information Technology Expenditures by Category City of Santa Ros Expenditures by Category (All Funds) 2017-18 Budget 2018-19 Budget $ Change 0/0 Change Salaries 2,824,679 3,031,190 206,511 7.3% Benefits 1,277,004 1,471,740 194,736 15.2% Professional Services 1,804,709 1,987,991 183,282 10.2% Vehicle Expenses 14,850 14,850 0 0.0% Utilities 308,515 308,965 450 0.1% Operational Supplies 74,700 74,700 0 0.0% Information Technology 27,589 32,792 5,203 18.9% Liability & Property Insurance 28,021 35,949 7,928 28.3% Other Miscellaneous 63,644 63,744 100 0.2% Indirect Costs 332,589 337,914 5,325 1.6% CIP and O&M Projects 1,393,567 1,425,103 31,536 2.3% Total 8,149,867 8,784,938 635,071 7.8% California 129 Information Technology Expenditures by Fund Expenditures by Fund 2017-18 Budget 2018-19 Budget $ Change % Change Information Technology 7,602,304 8,195,882 593,578 7.8% Technology Replacement Fund 547,563 589,056 41,493 7.6% Total 8,149,867 8,784,938 635,071 7.8% City of Santa Rosa / California 130 Budget Highlights Strengthen GIS infrastructure for internal and external GIS services Transferred 1.0 vacant FTE GIS Analyst from TPW. Costs have been included in FY18/19 proposed IT budget Reclassify vacant GIS Analyst to GIS Coordinator. Incremental costs for FY18/19 is approximately $7,000 Will be absorbed as part of the FY18/19 IT budget $183K increase in Professional Services for license and support costs across various City software applications. City of Santa Rosa California 131 Accomplishments Deployed free public WiFi in Courthouse and Railroad Squares. Worked with departments to establish and publish public -facing performance measures and scorecards (srcity.org/Performance). Queueing system for PED front counters. Fire -recovery support tools and data analysis. Deployed new water billing resident portal. Migration of all permits for Roseland annexation. Advanced Metering Infrastructure (AMI) integration with water billing. Production services and hardware upgrades for public meeting content. New helpdesk system. Continued migration of enterprise applications to the cloud. Data and information security upgrades. City of Santa Rosa California 132 Key Performance Measures (srcity.org/Performance) MeasuringOnline & IVR Payments in Transactions (MonthIy)December 2018 This goal. is measured by tracking Online & IVR Payments in Transactions (Monthly). 6cpLore the data> 10,46 3Transactions (Monthly) Current as of Mar 2018 10,000 r Start �8,939 Transactions'(M©nthly) 8,000 r 6,000 r 4,000 r 2,000 r Measuring Current 10,463 Transactions (Monthly) Or 133 1 Jan 2015 Jan 2016 Jan 2017 Jan 2018 CZ 31 Dec 2018 Key Performance Measures (srcity.org/Performance) Information Technology Measuring Service Requests Opened Per Month in Service Requests through December 2018 This goal. is measured by tracking Service Requests Opened Per Month in Service Requests. ENDloretile dam> 638Service Requests Current as of Mar 2018 600 r Start 1,405 Service Requests 400 r 200r Or Current _/ 638 Service Requests Measuring Hide chart 1 Aug 2017 Sep 2017 Oct 2017 Nov 2017 Dec 2017 Jan 2018 Feb 2018 Mar 2018 Apr 2=1 May 2018 Jun 2018 Jul 2018 Aug 2018 Sep 2018 Oct 2018 Nov 2018 Dec 2018 31 Dec 20 City of Santa Rosa California 134 N�1 Key Performance Measures (srcity.org/Performance) 80,000 60,000 o 40,000] i 20,000 k City of Santa Rosa California Measu ring SRcity.org website traffic in pageviews through April 2018 This goal is measured by tracking SRcity.org website traffic in pageviewsr ExPi ran edam' lOi.89Opageviews Final Result am Apr 2018 tait 0, 1,129 pageriews 1 Apr 2008 Jan 2009 Jan 2010 Jan 2011 Jan 2012 Jan 2013 Jan 2014 Jan 2015 Jan 2016 Jan 2017 Result 10,890 pageviews E nd 135 lJ City of Santa Rosa California Questions / Comments 136 Planning & Economic Development FY2018-19 Proposed Budget ("23) City of 4 Santa Rosa / California cJ Planning & Economic Develo Organizational Chart City of Santa Rosa California pment Planning & Economic Development David Guhin Total 58.5 FTE Advance Planning Engineering Permit Services i Resilient 11 Rebuild Cente Building Inspection Building Plan Review 138 P lanning & Economic Development P rogram Description • Administration: Oversees and supports all functions of the department, providing technical and clerical support and department wide management. • Advance Planning: Provides strategic thinking and analysis of physical, social and economic conditions, and trends to a wide variety of land use issues; initiates and conducts planning efforts which establish land use and policy direction for the community. • Building Inspection: Conducts building inspections to verify compliance with building codes and regulations. • Building Plan Review: Reviews building permit applications for compliance with building codes and related regulations, approves the permits for issuance, and provides support from the Chief Building Official and administrative building staff. Citaynt Sof a Rosa California 139 P lanning & Economic Development P rogram Description • Economic Development: Works on business attraction, retention and expansion efforts and connected workforce related initiatives; programs the Santa Rosa Tourism Business Improvement Area funds to reinforce the city's unique destination brand. • Engineering: Provides engineering services throughout the various development phases of both private residential and commercial projects, as well as ensures the safety and quality of construction activities within the public right-of-way. • Planning Development Review: Accepts and processes new entitlement applications; provides staff support to the Planning Commission, Design Review Board and Cultural Heritage Board, as well as provides information to the public regarding land use and zoning, and conducts environmental san�aaos: review as necessary. 140 P lanning & Economic Development P rogram Description • Permit Services: Assists with and processes all applications for planning, building and encroachment permits while coordinating with all reviewing agencies on projects, provides information and clarification to the public regarding zoning and building codes, as well as City processes. Assigns addresses for all new development. Fee calculations and assessments, department revenue and Impact/Demand Fees are received through the department. • Resilient Rebuild Center: A full service dedicated center for the rebuilding effort. Staffed by consultants and overseen by City staff, this center provides planning, engineering, building and inspection services to support the rebuild of approximately 3,000 homes lost in the Tubbs Fire. City of Santa Rosa California 141 Planning & Economic Development Expenditures by Program City of Santa Rosa / California Expenditures by Program (All Funds) General Administration 2018-19 Budget 3,166, 839 % of Total 23.0% Permit Services 972,449 7.1% Building Plan Review Building Inspection Planning Development Review Advance Planning 1,328,321 850,536 2,077,353 540,429 9.6% 6.2% 15.1% 3.9% Engineering 2,206,680 16.0% Economic Development 408,590 2.9% Total General Ledger 11,551,197 83.8% CIP and O&M Projects Total Job Ledger 2,233,684 2,233,684 16.2% 16.2% Total 13,784,881 100.0% 142 Planning & Economic Development Expenditures by Category Expenditures by Category (All Funds) 2017-18 Budget 2018-19 Budget $ Change Change Salaries 4,747,969 5,659,733 911,764 19.2% Benefits 2,192, 851 2,757,505 564,654 25.7% Professional Services 1,074,450 245,250 (829,200) -77.2% Vehicle Expenses 61,450 98,011 36,561 59.5% Utilities 28,052 27,052 (1,000) -3.6% Operational Supplies 120,122 90,021 (30,101) -25.1 Information Technology 680,122 770,873 90,751 13.3% Other Miscellaneous 246,359 251,321 4,962 2.0% General Fund Administration 1,098,751 1,651,431 552,680 50.3% CIP and O&M Projects 653,564 2,233,684 1,580,120 241.8% Total 10,903,690 13,784,881 2,881,191 26.4% City of Santa Rosa / California 143 Planning & Economic Development Expenditures by Fund Expenditures by Fund 2017-18 Budget 2018-19 Budget $ Change % Change General Fund 10,399,190 13,280,381 2,881,191 27.7% Santa Rosa Tourism BIA Fund 504,500 504,500 0 0.0% Total 10,903,690 13,784,881 2,881,191 26.4% City of Santa Rosa California 144 Accomplishments Implementation of the Comprehensive Cannabis Program through staffing and policy development to manage and support the permitting process for customers. Entered into Professional Service Agreements with: The Engine Is Red for fire related public information and outreach materials Keyser Marston for disposition and development agreement, and P3 development assistance Metropolitan Planning Group and Land Logistics to expedite affordable housing and downtown development applications Coastland, CA Code Check, and Green Valley for engineering and building inspection services on housing and commercial projects City of Santa Rosa / California 145 Accomplishments (cont.) Established Resilient City Rebuild Permit Center and Resilient City Urgency Ordinance. Completed Roseland Annexation. Adopted Comprehensive Cannabis Regulations, including policy, tax, and regulations. Development of City's Housing Action Plan elements (Impact fees, Accessory Dwelling Unit, Density Bonus, Inclusionary Housing). Initiated disposition and development negotiations for Downtown Housing on a City surface parking lot. • Produced the first annual Santa Rosa IRONMAN and IRONMAN 70.3 events. City of Santa Rosa / California 146 Planning & Economic Development Accomplishments 2017 Total Valuation of Permit Construction = $211,277,797 Building Permits 2017 2016 City of Santa Rosa California 5377 1000 900 800 700 600 500 400 300 200 100 0 6368 4800 5000 5200 5400 5600 5800 6000 6200 6400 6600 2016 2017 21% Increase 14% Increase 59 14% Increase 781 Dwelling Units Planning Encroachment Permit Permits Applications 147 N�1 Key Performance Measures City of Santa Rosa California 60 . 40. 20 p. 0r Measuring Average Days to Complete Initial Building Plan Review in Days This goal is measured by tracking Average Days to Complete Initial Building Plan Review in Days. 27.41D, Current as of Mar 2018 56.64 Days 52% improvement March 2017 1 Current J 27A06 Days Explore the data? 1 Jul2015 Ott 2015 Jan 2016 Apr 2016 Jul2016 Oct 2016 Jan 2017 Apr 2017 Jul2017 Oct 2017 Jan 2018 An Jul 2018 Oct 2018 31 Dec 2018 148 Key Performance Measures Redistribute staffing support to address the implementation of City Council Goals. Continue focusing on rebuilding homes and businesses lost during the fire disaster. Design and implement an Expedited Permit Program. Review stages of permit process to identify and implement efficiencies to improve upon time of completion for each stage of the process and overall customer service. Utilize modern and effective community engagement strategies for planning initiatives. Enhance Economic Development strategies and monitor performance to generate economic growth. City of Santa Rosa 0 California 149 Goal #3 -Downtown Housing Create staff teams to identify specific strategies to develop housing downtown Infrastructure —identify needs and associated resources Fees/Incentives — engage Ad -Hoc to determine direction and priorities for fee options and incentives Downtown Specific Plan — engage departments to identify the scope of needs and resources to build housing downtown Secured $800,000 in grant funding from Metropolitan Transportation Commission City of Santa Rosa California 150 Goal #3 -Housing Staffing support for Engineering & Development Services to improve turnaround and response times. The addition of staff will reduce professional services and increase efficiencies throughout the division. 1.0 FTE Civil Engineering Technician —Plan Check ($110,000 salary and benefits) 1.0 FTE Civil Engineering Technician —Inspection ($110,000 salary and benefits) 1.0 FTE Senior Administrative Assistant ($73,000 salary and benefits) City of Santa Rosa California 151 Goal #3 -Housing Renewal Enterprise District JPA Joint effort with the County to evaluate and implement a JPA to support regional housing efforts. Staff is evaluating needed resources and expects staffing needs from PED, HCS, and the City Attorneys Office. Estimated to cost $500,000 to be split with the County. City portion is estimated to be $250,000. City and County are currently identifying other outside funding options. City of Santa Rosa California 152 Goal #3 and #10 —Express Permit Program Pilot project for Express Permit Program to expedite projects that fulfill City Council Goals and Priorities, and are economic drivers Redirect existing staff for 1-2 projects Long-term program would require: 1.0 FTE Project Manager ($135,000 salary and benefits) — position will oversee program 0.50 FTE Associate Civil Engineer ($53,000 salary and benefits) City of Santa Rosa California 153 Goal #10 -Downtown Development Investment Parking Assets Leverage City Assets to generate housing downtown: 5 downtown parking garages 10 downtown surface parking lots City facilities $250,000 funding for consultant services/analysis of sites and development opportunities, including RFP process No anticipated long term ongoing costs and no FTEs requested Timeline of delivery: 3-6 months initial analysis / additional 1-3 years for project development depending on site Cost reductions: potential O&M cost reductions; offset for redevelopment of garages, other potential cost offsets Revenue offsets: increase in tax -based revenue City of Santa Rosa 154 0! California Goal #10 -Downtown Investment - Economic Modeling Programs Tools for: Economic Impact Analyses "3D" plan modeling for land use and development Land -use to workforce needs modeling Estimated $50,000 in consultant fees to conduct analysis No FTEs associated with request Evaluating annual subscription or licensing costs for future years Timeline of delivery: 3-6 months initial; ongoing thereafter City of Santa Rosa California 155 Department Fee Study — Full Cost Recovery Analysis Conduct a department -wide fee study of Planning, Engineering & Development Services, and Building. Previous study was finalized in 2013 and ends in 2018. Staff will prepare a Request for Proposals to hire a consultant to conduct the fee study and incorporate community engagement strategies. Fee study is estimated to cost $50,000. City of Santa Rosa California 156 Climate Action Plan (CAP) 2012 CAP provides measures to help reduce greenhouse gas emissions and identifies specific requirements for new development projects. An update to address changed conditions should be considered in the near future. Options include: amending the existing plan, preparing a comprehensive update to the CAP, or adopting Climate Action 2020 (would require new CEQA) Redirect 0.50 FTE for existing City Planner — would redirect focus from Housing Action Plan Option: 20 hr/wk at $751hr for consultant Planner (projected $120,000 for 18 months) City of Santa Rosa California 157 Historic Structures Assessment Certified Local Government (CLG) Advance the City's historic preservation program by seeking Certified Local Government (CLG) membership through the State's Historic Preservation Office Programmatic Needs for Implementation: 1.0 FTE Senior Planner dedicated to historic preservation efforts ($155,000 Salary + Benefits or $701hr) Option: Cost for full-time consultant at $125/hr totals $260,000 $10,000 for ongoing support costs 40% cash or in -kind match requirement for grants Annual reports of CGL program accomplishments and actions are required to be eligible for grant applications City of Santa Rosa California 158 lJ City of Santa Rosa California Questions / Comments 159