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CITY CLERK
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: March 31, 2009
SUBJECT: Fiscal Year 2009 / 2010 Budget Study Session: City Council
Direction On Budget Issues
Report Prepared by Joni Pattillo, City Manager
ATTACHMENTS: 1. Budget Issues Worksheet
REC M NDATION: 1. Receive the Staff Report.
2. Review Budget Issues Worksheet and provide Staff with
direction on each of the issues identified in the Worksheet.
FINANCIAL STATEMENT: See attached.
DESCRIPTION: As part of the Fiscal Year 2009/2010 Budget Study Session, the City Council has
already received the following reports: 1) Background Information related to the fiscal trends that will
influence the Fiscal Year 2009/2010 Budget, and 2) Presentations from Community Groups seeking the
City's financial support. The final component of the Study Session is focused on receipt of more specific
direction from the City Council on items to be evaluated as part of the Budget process as well as the
format for inclusion or adjustments to Community Group funding requests.
Identification of Operating Budget and Cauital Proiect Issues For Further Evaluation
Operating Budget
Staff has provided the City Council with a Budget Issues Worksheet (see Attachment 1) for Fiscal Year
2009/2010. The purpose of this worksheet is to assist the City Council in establishing a policy framework
for preparation of the Preliminary Budget. It also provides the City Council with an opportunity to
identify adjustments to services or projects, which Staff can analyze as part of the Preliminary 2009/2010
Budget.
The City Council can also use this form to indicate whether further evaluation of a community group's
request is needed, by placing the group's request in a higher service level. Given the downturn in the
economy, this year Staff has also included a section in the Budget Issues Worksheet for the City Council
to identify any services or programs that the City Council may wish to have to the Staff evaluate for
reduction or deletion in Fiscal Year 2009/2010.
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COPY TO:
Page 1 of 2
ITEM NO. ~ • 3
H:\Budget\Goals & Objectives\agenda stmt_3Budget Study 3_31_09_CM_Process.doc
Capital Projects
Similar to the Operating Budget Issues, the Budget Issues Worksheet has a section related to identifying
adjustments to Capital Projects. With the anticipated revenue shortfall Staff expects that the schedules for
Capital Projects will need to be modified. As background to this issue, the current list of projects in the
Five Year Capital Improvement Program is attached to the Worksheet.
Community Group Funding Requests
In light of the fact that the funding requests from Community Groups exceed the target funding threshold,
and given the fact the overall funding available in Fiscal Year 2009!2010, it is recommended that the City
Council use Section 1(E) of the Budget Issues Worksheet to provide Staff with direction as to : 1) What
funding proposals should be presented as part of the proposed budget; 2) What level of funding should be
provided for each request that is included; and 3) Should the Requests be identified as Higher Service
Levels, to highlight the contribution as well as provide a mechanism to delete the item in the event that it
becomes necessary to reduce expenses to meet the budgeted revenue.
Recommendation
It is recommended that individual Councilmembers prior to and in preparation for the Budget
Study Session:
• Review the Fiscal Year 2008/2009 Preliminary Budget
• Review the 2008-2013 Capital Improvement Program
• Complete the Budget Issues Worksheet and bring the completed Budget Issues Worksheet to
the Council meeting for purpose of discussion.
The City Manager will lead the City Council through a discussion of the Budget Issues Worksheet and the
City Council is requested to provide consensus and direction on the topics identified.
Page 2 of 2
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BUDGET ISSUES WORKSHEET
FISCAL YEAR 2009-2010
Due to the unprecedented fiscal conditions, the City will face an operational deficit of at least $3
million in FY 2009-2010. This deficit requires the City Manager to implement a comprehensive
plan to balance the budget shortfall for FY 2009-2010. Below is a list of budgetary areas that
require City Council input and direction in order for the City Manager to formalize and execute a
balanced budget for FY 2009-2010.
1. OPERATING EXPENDITURES
1(A) STAFF-PROPOSED ACTIONS TO BALANCE THE BUDGET
The following three steps are being proposed in order to prepare a balanced budget for
FY 2009-2010:
Restructure the organization to meet current and future business needs.
The City Manager will use the following guiding principles in making this
determination:
o Increase efficiency and improve service delivery through the consolidation of
any overlapping functions,. or transferring functions between departments.
o Review anticipated development pipeline and related workload requirements
that need to be met.
o Make the best use of staff talent and skill level which align with the
organizational needs.
o Achieve ongoing (not one time) General Fund cost savings.
o Mitigate the impact of budget cuts on City services.
2. Defer 2009-2010 General Fund Capital Projects to a later year.
3. Look into additional revenue sources.
If the above mentioned actions aren't enough to bridge the budgetary gap, or if the
budget gaps widens because of the evolving nature of the economic crisis, Staff
proposes that one or more of the following solutions be implemented (not in any
particular order):
1. Utilize Economic Uncertainty Reserve
2. Reduce salaries and work hours for employees through furloughs
3. Reduce operations and hours for City buildings and facilities
4. Reduce operational service levels
Does the City Council support the proposed actions/steps to balance the budget?
YES or NO (Please circle one)
-1-
ATTACHMENT 1
a~~~
SUGGESTIONS FOR OTHER STEPS TO BE CONSIDERED FOR A FY 2009-
2010 BALANCED BUDGET
1(B) COUNCIL'S GOALS AND OBJECTIVES OF 2009-2010
To the extent the City Council's 2009-2010 Goals & Objectives require additional
resources not included in the current budget, should the 2009-2010 Budget include only
High Priority Objectives for consideration? If yes, this would mean that Medium and
Low Priorities that require additional funding will not be incorporated in the Budget.
YES or NO (Please circle one)
1(C) HIGHER SERVICE LEVELS
For the purpose of developing the Fiscal Year 2009-2010 Operating Budget, are there
additional service levels, services or other items that the City Council would like Staff
to evaluate?
YES or NO (Please circle one)
SUGGESTIONS FOR ADDED SERVICES/ITEMS TO BE EVALUATED AS
HIGHER SERVICE LEVELS FOR 2009-2010
Note: Certain items, including those that maybe identified here as potentially Higher
Service Level items, maybe included as core budget items, as determined by the City
Manager during the budget process. This determination could also be applied to minor
cost items for High Priority Goals and Objectives. However, any determinations would
be identified as part of the narrative discussion in the Budget.
-2-
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1(D) COMMUNITY GROUP FUNDING REQUESTS
During Fiscal Year 2008-2009, the City funded a number of community groups which
are identified below. The Table identifies whether the Community Group reduced or
increased their requests for Fiscal Year 2009-2010. There are three new funding
requests, from groups that have not previously received funding.
Please indicate with a check (~) which community groups should be preliminarily
included in a higher service level (HSL) in the Fiscal Year 2009-2010 Budget.
COMMUNITY GROUP FUNDING REQUESTS
(~l) Higher Service Level (HSL)
'l'ab Previously Funded Community Groins 2004-2009 2009-2010 Chance In Higher
# Funding Funding 09/lU Lcvcl of
Level Request Request Seri°ice
(1'es/No)
1 Alameda County Green Business Program (1) $2,000 $2,000 $0
N/A Axis Community Health $25,000 0 N/A
2 • Access to Health Care for Uninsured &
$0
$7,500
Low-income Dublin Residents ($7,500)
3 • Renovation of Behavioral Health Services
$0 ,
$10
000
Building ,
Tab Previously Funded Community Groups 2008-2009 2009-2010 Change In Higher
# (C:ontiuual) [unding Funding 09/10 Level of
Level Request Request Service
(Yes/No)
4 Chabot-Las Positas Community College $15
000 $15
000 $0
District (Tri-Valley One-Stop Career Center) , ,
5 CARD -Collaborating Agencies Responding
$10
000
$10
000
$0
to Disaster , ,
6 Child Care Links $18,500 $23,500 $5,000
7 Community Resources for Independent Living $11,925 $12,283 $358
N/A Dublin Fine Arts Foundation $10,000 $0 ($10,000) N/A
8 Dublin High School $4,000 $4,000 $0
9 Dublin Partners In Education $15,000 $25,000 $10,000
10 Dublin Unified School District $3,550 $5,978 $2,428
11 Eden Council for Hope and Opportunity (2) $9,215 $5,635 ($3,580)
12 Eden I&R, Inc $10,000 $10,000 $0
13 Tri-Valley Business Council $18,000 $5,000 ($13,000)
14 Tri-Valley Housing Opportunity Center ~3> $25,000 $25,000 $0
Sub-Total $177,190 $160,896 ($16,294)
-3-
~~ ~~
Community Group ,`dot Previously Funded
New Requests for Fiscal Year 2009-2010 2008-2009
Funding
Level T 2009-2010
Funding
Request Change In
09/l0
Request. Higher
Level of
Service
es/No )
15 _
Dublin San Ramon Services District $0 $25,000 $25,000
16 Teen Esteem $0 $6,000 $6,000
17 Wells Middle School $0 $2,500 $2,500
_ _ _ _ Sub-Total $0 $33,500 $33,500 _ __
Grand Total Funding Requests _
$177,190 __
$194,396 $17,206
Rec3uctiun Necesary loi- $1?0.0(10 Fun~lin~ Cap _
574,396
Impact of Requests if Items Allocated to Other Fu
n
ding Sources
_
_
Alameda County Green Business Program _
($2 000) _
($2,000)
$0
Eden Council for Hope and Opportunity ($9,215) ($5,635) $3,580
Tri-Valley Housing Opportunity Center ($25,000) ($25,000) $0
Sub-Total ($36,215) ($32,635) $3.580
Total Request From General Eund $1411,975 (a~ 5161,761 520,786
City Council Authorized Funding Cap $120,000
Reduction Necessary for $120,000 Funding Cap $41,761
(1) Alameda County Green Business Program was funded with the City's Measure D Recycling Funds FY 08-09.
(2) Eden Council for Hope and Opportunity was funded with Housing In-Lieu Funds in FY 08-09.
(3) Tri-Valley Housing Opportunity Center's request was funded from the Housing In-Lieu Funds in FY 08-09.
(4) The City Council adjusted the funding cap to $140,975 for Fiscal Year 2008-2009.
2. RESERVES
Should the use of Reserves be inclusive of operating costs, as well as capital costs
and/or other one-time expenditures?
YES or NO (Please circle one)
2(A) CAPITAL IMPROVEMENT PROGRAM
Charts provided in the attached Excerpt Summary Tables from 2008-2013 Capital
Improvement Program (Exhibit 1) include a summary of the capital improvements
adopted as part of the City's 2008-2013 Five-Year CIP. This will serve as background
information on the projects contained in the current Five-Year Capital Improvement
Program.
Staff will be preparing an update and recommend timing adjustments of projects in
order to align them with available funding. This will also take into consideration
whether the project is essential to the protection of public health and safety, as well as
other factors. Of those projects currently identified in the current Five-Year CIP, are
there any desired adjustments (addition or deletion) of projects which should be
considered for funding in Fiscal Year 2009-2010?
YES or NO (Please circle one)
-4-
s~ ~y
DESIRED ADJUSTMENTS TO FIVE-YEAR CIP FOR FISCAL YEAR 2009-
2010
3. BUDGET HEARING DATE
In order to finalize the budget calendar for preparation of the Fiscal Year 2009-2010
Budget and Five Year Capital Improvement Program it is necessary to establish a
budget hearing date. Staff would recommend that the City Council consider establishing
a preferred budget hearing date on June 23, 2009 at 5 p.m. to provide Staff with
adequate time to complete the budget. If the City Council would prefer an alternative
date or time, please indicate below:
Budget Hearing Alternative Date/Time:
-5-
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EXCERPTS
FIVE -YEAR
CAPITAL IMPROVEMENT PROGRAM
2008 - 2013
"Summary Schedules"
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