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FY 1984/1985 BudgetMEM ORANDUM L CITY OF LA QU1NTA . To: Honorable Mayor and Members of Council From: Frank M. Usher, City Manager Date: June 19, 1984 Subject: Fiscal Year 1984-1985 Budget Transmittal This budget transmittal will address the following matters: - discussion of revenues, expenditures and fund balances. - 'proposed new and expanded positions. - proposed changes in salaries and benefits. - significant capital equipment. - capital improvements. A more complete written description of the budget will be presented before our study session regarding expenditures. Total projected revenue in Fiscal Year 1984-1985 is $2,416,615, with projected expenditures being $2,049,521. General Fund revenues and expenditures are expected to be $1,862,371 and $1,709,833, respectively. In Fiscal Year 1983-1984, the projected General Fund surplus is $639,009, with the projected surplus in all funds being $1,283,651. By June 30, 1985, the General Fund is expected to increase by another $152,538, and the total balance of all funds is expected to reach $1,650,745. The City is in a healthy financial position. Mayor and Council 1984-1985 Budget. Page 2 Several new or expanded positions are provided for • - in the budget. In Administrative Services, the part time bookkeeper position is proposed to be full time, with the title of Account Technician. In Public Safety, a code enforcement officer position is added, specifically to handle weed and nuisance abatement. Also, a clerk -typist position is added, to handle all necessary paperwork from the department. In Community Development, an additional building inspector is added for six months (January - June), because of the additional building inspection load expected in 1985 and to improve the permit issuance process. The City Engineer position is re -budgeted this year, although I am also proposing that we bring in a consulting engineer/public works director to review our needs ana make recommendations regarding permanent staffing. A public information officer is not presently included in the budget, but the position could be useful, and we have the cost figures available for inclusion. Regarding salaries and benefits, it has been our goal to bring the City into a position reasonably equivalent with the other cities of the Coachella Valley. Toward that end, it is recommended that the City pay the 7% employees' share of the PERS contribution. This is the standard in the other valley cities. Between March 1983 and March 1984, the consumer price index increased between 3.0 and 3.5%. A 38 cost of living increase is recommended. Several positions are proposed to have range adjustments in order to bring them to levels in the mid -range of similar positions with other valley cities. Other positions are proposed fro range adjustment and/or title change because of increased responsibility. These positions are: Building Inspector, City Attorney, Clerk -Receptionist, Code Enforcement officer, Community Safety Coordinator, Department Secretary, Director of Administrative Services, Director of Community.Development and Street Maintenance Worker. The details of these changes will be described more fully in the subsequent detailed budget description and during the budget review process. Many of these matters should be discussed in executive session. Mayor and Council 1984-1985 Budget Page 3 Funds budgeted for significant capital equipment include the following: two micro computers for planning, word processing and finance applications, two typwriters, a cash register, two communications radios, a radar unit for use by the sheriff deputies in La Quinta, and a utility vehicle with tractor, trailer and equipment for street maintenance. Funds budgeted for capital improvements include the following: Washington/Eisenhower signal, Cove stop sign program, Washington/Highway 111 intersection improvement, Tampico repaving, Washington realignment, Avenue 52-chip seal, Jefferson & Dune Palms repair reserve, Street sign replacement program. This will serve as a reminder that the first budget study session, regarding revenue, will be on Tuesday, June 26, at 2:00 p.m. The second session, regarding expenditures, will be on Monday, July 2, at a time to be determined. RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, APPROVING A BUDGET FOR FISCAL YEAR 1984-1985. . _ WHEREAS, a budget for the Fiscal Year 1984-1985 has been prepared by the City Manager and the Director of Finance; and WHEREAS, the City Council has examined said budget and conferred with the City Manager and the Director of Finance; and WHEREAS:_ the City Council desires to adopt a budget for the fiscal year; and WHEREAS, the City Council has, after due deliberation and consideration, made such amendments in the proposed budget as it considers desirable. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta, as follows: SECTION 1. The budget, a summary of which is attached hereto and made a part hereof, is hereby approved. SECTION 2. The City Manager shall have authority to adjust the amounts appropriated among objects within each departmental activity, and among_accounts within the objects, provided however, that the total appropriations for each fund may not exceed the amounts provided in this budget resolution (or any amending resolution). Said adjustments shall be made only upon written justification by the City Manager, Director of Finance or department head(s) responsible for the activity or activities involved. SECTION 3. Transfer of cash or unappropriated fund balance from one fund to another shall be made only upon resolution of the City Council. SECTION 4. That the prepayment of demands prior to audit by the Finance Committee and the City Council may be made by the Director of Finance in conformity with the authority provided by Section 37208 of the Government Code of the Sate of California. SECTION 5. The Director of Finance shall render 'a monthly report to the City Council on the status of City operations as relates to the approved budget and any amendments thereto. APPROVED and ADOPTED this 3rd day of July, 1984. ATTEST: CITY CLERK APPROVED AS TO FORM: CITY ATTORNEY MAYOR APPROVED AS TO CONTENT: RESOLUTION NO. 84-49 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, ESTABLISHING THE COMPENSATION OF OFFICERS AND EMPLOYEES AND SETTING CONDITIONS AND TERMS OF EMPLOYMENT. BE IT RESOLVED by the City Council of the City of La Quinta, California, as follows: SECTION 1. The following salary ranges for personnel positions are approved, as set forth in the Schedule of Salary Ranges, Exhibit A. TITLE Account Technician Administrative Services Coordinator Animal Control Officer Building Inspector Chief Building. Inspector City Attorney City Council Member City Engineer City Manager Clerk -Receptionist Clerk -Typist Code Enforcement Officer Community Development Director Community Safety Coordinator Department Secretary Planning Assistant Principal Planner Street Improvement Worker RANGE 33 56 28 42 51 Unclassified Unclassified 66 Unclassified 23 23, 35 66 57 38 40 51 33 SECTION 2. Monthly and supportive service remuneration shall be as follows: Council Member Automobile & Telephone Compensation City Manager Automobile Compensation Administrative Services Coordinator Automobile Compensation Community Development Director Automobile Compensation Community Safety Coordinator Automobile Compensation Chief Building Inspector/Building Inspector . Automobile Compensation Mileage Reimbursement $100.00 250.00 125.00 200.00 250.00 225.00 .30 Per Mile SECTION 3. The normal work week shall be forty (40) hours. The work week of the City Attorney shall be twenty (20) hours. RESOLUTION NO. 84-49 SECTION 4. The holidays observed by the City shall be: New Year's Day Washington's Birthday (Third Monday in February) Memorial Day (Last Monday in May) Independence Day Labor Day (First Monday in September) Veteran's Day Thanksgiving Day Day after Thanksgiving Christmas Day Floating Holidays (2) Holidays which fall on a Saturday shall be observed on the preceding Friday. Holidays which fall on a Sunday shall be observed on the follow- ing Monday. SECTION 5. During the first five (5) years of service, employees shall accrue vacation at the rate of 0.83 days per month. Employees with five (5) or more continuous years of service shall accrue vacation at the rate of 1.25 days per month. Employees with ten (10) or more continuous years of service shall accrue vacation at the rate of 1.67 days per month. A. The City Manager shall accrue vacation at the rate of 1.25 days per month. B. The City Attorney shall accrue vacation at the rate of 1.25 days per month. C. Vacation time shall be taken at the approval of the City Manager. SECTION 6. Employees shall be granted sick leave with pay at the rate of one (1) working day for each full month of the employees' service, usable only for actual sickness or physical disability. SECTION 7. The member contributions of the employees to the Public Employees' Retirement System (PERS), in the amount of 7%, shall be paid by the City. . SECTION 8. Medical insurance coverage, including life, medical/ hospitalization, and dental shall be provided to employees, with 75% of the cost of coverage for eligible dependents to be paid by the City. SECTION 9. Employee payroll shall be paid on a bi-weekly basis. SECTION 10. Compensatory time shall be accrued on the basis of time and one-half for work performed in excess of 40 hours per week. SECTION 11. This resolution is effective from and after July 1, 1984. MAYOR ATTEST: CITY OF LA QUINTA SCHEDULE OF SALARY RANGES "EXHIBIT A" RANGE STEP A B C D E 1 598 628 659 692 727 2 614 645 677 711 747 3 629 660 693 728 764 4 645 677 711 747 784 5 661 694 729 765 803 6 678 712 748 785 824 7 694 729 765 803 843 8 712 748 785 824 865 9 729 765 803 843 885 10 748 785 824 865 908 11 766 804 844 886 930 12 786 825 866 909 954 13 805 845 887 931 978 14 826 867 910 956 1004 15 847 889 934 981 1030 16 868 911 957 1005 1055 17 890 935 982 1031 1083 18 913 959 1007 1057 1110 19 935 982 1031 1083 1137 20 959 1007 1057 1110 1166 21 983 1032 1084 1138 1195 22 1007 1057 1110 1166 1224 23 1032 1084 1138 1195 1255 STEP RANGE A B C D E 24 1058 1111 1167 1224 1285 25 1085 1139 1196 1256 1319 26 1111 1167 1225 1286 1350 27 1139 1196 1256 1319 1385 28 1168 1226 1287 1351 1419 29 1197 1257 1320 1386 1455 30 1227 1288 1352 1420 1491 31 1258 1321 1387 1456 1529 32 1290 1355 1423 1494 1569 33 1321 1387 1456 1529 1605 34 1354 1422 1493 1568 1646 35 1388 1457 1530 1607 1687 36 1423 1494 1569 1647 1729 37 1460 1533 1610 1691 1776 38 1496 1571 1650 1733 1820 39 1533 1610 1691 1776 1865 40 1571 1650 1733 1820 1911 41 1610 1691 1776 1865 1958 42 1650 1733 1820 1911 2007 43 1691 1776 1865 1958 2056 44 1733 1820 1911 2007 2107 45 1777 1866 1959 2057 2160 46 1821 1912 2008 2108 2213 47 1866 1959 2057 2160 2268 48 1913 2009 2109 2214 2325 49 1960 2058 2161 2269 2382 nI STEP RANGE A B C D E 50 2010 2111 2217 2328 2440 51 2060 2163 2271 2385 2504 52 2112 2218 2329 2445 2567 53 •2164 2272 2386 2505 2630 54 2219 2330 2447' 2569 2697 55 2274 2388 2507 2632 2764 56 2331 2448 2570 2699 2834 57 2390 2510 2636 2768 2906 58 2449 2571 2700 2835 2977 59 2510 2636 2768 2906 3051 60 2573 2702 2837 2979 3128 61 2637 2769 2907 3052 3205 62 2703 283E 2980 3129 3285 63 2771 2910 3056 3209 3369 64 2840 2982 3131 3288 3452 65 2911 3057 3210 3371 3540 66 2984 3133 3290 3455 3628 67 3058 3211 3372 3541 3718 ,68 3134 3291 3456 3629 3810 69 3213 3374 3543 3720 3906 70 3293 3458 3631 3813 4003 UNCLASSIFIED RANGE City Attorney 3,200.00/Month City Council Member 150.00/Month City Manager 4,206.00/Month MEMORANDUM CITY OF LA QUINTA To: The Honorable Mayor and Members of the City Council From: Frank M. Usher, City Manager Date: June 29, 1984 Subject: Fiscal Year 1984/1985 Budget Description General Fund Revenue At the previous council meeting, the sources and amounts of the expected General Fund Revenue were discussed in detail and will not be further described here. At that meeting, an additional $64,000 was estimated which will bring the total General Fund Revenue for the next fiscal year to $1,926,371. The purpose of General Fund Revenues is to cover general City expenditures, including law enforcement services and to partially cover street improvement expenditures. At the close of fiscal year 1984/1985, a General Fund balance of $855,547 is expected. This would be an increase of $216,538 during the fiscal year. State Gas Tax Fund Gas Tax Funds are used for the purpose of new road construction and road maintenance as well as installation of traffic control devices. The various projects to be done with these funds are shown on the expenditure pages for Street Improvements and Streets and Highways. Traffic Safety Fund Traffic Safety Fund revenues are used to defray the costs of law enforcement services. Federal Revenue Sharing Fund Revenue Sharing funds are used for the purpose of capital equipment expenditures. Traffic Signalization Fund The source of this revenue is Property Development Fees and it is used for the installation of traffic signals and traffic control devices. Police/Fire Facilities Fund The source of this revenue is also Property Development Fees and in the future it will be used for a police or fire facility. REPORT FROM CITY MANAGER June 29, 1984 Page 2. Local Transportation Fund The source of this revenue is from a local and state grant through the Riverside County Transportation Commission and it is used for street improvement purposes. Curb and Gutter Improvement Fund The source of this revenue is Property Development Fees and considering the current recommendation to the Council regarding this matter, it is expected that this fund will be deleted. Capital Project Fund The source of this revenue is a contribution from Landmark Land Company relative to PGA West development and this money will be used in the future for capital projects which are yet to be determined. The remainder of this communication will address significant aspects of the various expenditure accounts. Citv Council This account provides for salaries for members of the City Council for travel to various meetings and conferences which are important for Council information and for auto and telephone reimbursement for Council members. City Manager This account provides for salaries for the positions of City Manager, Director of Administrative Services and Clerk -Receptionist. It also provides for attendance at various meetings and educational seminars for the City Manager and Director of Administrative Services and for automobile reimbursement. Funds to cover the cost of participation in an internship program are also included. A promotion and change in title from Assistant to the City Manager to Administrative Services Director is part of the proposal for the coming fiscal year. Finance This account provides for salaries for our Account Technician, which is proposed to be a full-time position in the coming fiscal year and it provides for the contract services of our Accountant and Finance Director. Also provided are funds for the annual audit and necessary special department supplies. The significant equipment expenditure in this account is for two (2) micro computors to be used for word processing, planning and finance applications. City Attorney This account provides the salary for our City Attorney on a half-time basis. It also provides funds for special counsel services such as court appearance and for necessary travel and meetings for the City Aftnrncv- REPORT FROM THE CITY MANAGER June 29, 1984 Page 3. Non -Departmental This account provides funds for various matters which are supportive to staff and to maintenance and operations of municipal services. The retirement sub -account provides for payment by the City of the 78 employees share of the contribution to the Public Employees Retirement System. It also provides funds for payment of medical insurance for all employees and for eligible dependents. In the promotion sub -account, funds are provided for the Convention and Visitors Bureau, the La Quints. Arts Foundation and the La Quinta Chamber of Commerce. The most signifi- cant portions of the publications and dues sub -account relate to membership in the Coachella Valley Association of Governments and the League of California Cities. Under the rent account, the rental of a new Xerox copier is provided for. in the office equipment sub -account, the most significant expenditures are for a new cash register and two (2) additional typewriters. Also included are funds for various necessary office equip- ment, such as desks, chairs and file cabinets. Public Safety The most significant expenditure in this account is for law enforcement services from the Riverside County Sheriff Department. An increase from 1-1/2 cars to 1-2/3 cars is part of this proposal. Also provided are funds for the positions of Community Safety Coordinator, two (2) Code Enforcement Officers, an Animal Control Officer and a Clerk Typist. The added positions in this account are one (1) Code Enforcement Officer and one (1) Clerk Typist. Funds are provided for payment for animal control services to Riverside County relative to the impounding of animals. Also provided are funds for the maintenance and operation of the vehicles pertaining to this department. Funds are provided for auto reimbursement for the Community Safety Coordinator as well as attendance at several training seminars. Funds are provided for safety equipment, such as road barricades, animal traps and sandbags, as well as printing of various forms for use by the department. Funds are included for the provision of uniforms to the Code Enforcement Officers, the Animal Control Officer and the Street Maintenance Worker. In the equipment sub -account, funds are provided for a portable radar unit for use by the Sheriff Deputy on duty in La Quinta, as well as two (2) walkie-talkie radios for use by depart- ment personnel. Also included is a portable P.A. system and a scanner radio for one of the City vehicles. Building Safety This account includes funds for the position of Chief Building Inspector, a Building Inspector and an added Building Inspector, which is expected to be added in January, 1985, as well as a Clerk Typist position. Funds are included for contractural plan checking, as well as automobile reimbursement for the Building Inspectors and funds for two (2) training seminars. In the special department supplies sub -account, funds are included for abatement costs relative to closing up incompleted or sub- standard buildings. REPORT FROM CITY MANAGER June 29, 1984 Page 4. Planning This account includes funds for the position of Community Development Director, the Principal Planner and a Departmental Secretary. The LAFCO expense sub -account includes necessary fees relative to various annexation and/or sphere of influence matters. The contractural services sub -account relates to professional services necessary for the development of the Highway 111 Specific Plan, a Washington Street Specific Plan, a Subdivision Sign Directory Program, zoning maps and special traffic and other related studies. The General Plan services sub -account relates to the expected costs for the preparation of the General Plan. The Downtown Planning Advisory Committee services relate to professional services relative to a market study, architectural standards development services and engineering, analysis and planning services which may need to be contracted. The EIR preparation services sub -account is expected to be deleted pending a policy decision on the Council relative to this matter. Funds are also provided for auto reimbursement for the personnel in this department, as well as attendance at League of California Cities and other necessary planning meetings by the Community Development Director and the Planning Commission. Engineering This account provides for the salaries for the possible employment of a staff City Engineer. It also provides funds for contractural engineering services, including subdivision map checks, as well as a consultant to provide advice relative to the permanent staffing of this department. Funds are provided for travel and meetings relative to necessary seminars, and for special department supplies. Streets and Highways This account provides for the position of Maintenance Worker. It also provides funds for overtime salaries for situations for which comp time may not be sufficient. The account also provides for contractural street maintenance relative to matters in which county services may be necessary as well as striping and marking of streets. It provides funds for street sweeping throughout the City and storm drain maintenance, traffic signal maintenance, sign maintenance, litter removal and watering of oleanders. Necessary equipment and supplies for street maintenance activities are included, as well as capital expenditures for a tracter and trailer and utility vehicle for street maintenance purposes. Street Improvement Under this account, funds are provided for the installation of a traffic signal at Washington Street and Eisenhower Drive, the Cove Stop Sign Program, completion of the Washington Street/Highway Ill intersection, the paving of Calle Tampico at Avenida Bermudas, the realignment and striping of Washington Street from the St. Francis Church northward to Highway 111, the chip sealing of Avenue 52 between Jefferson Street and Avenida Bermudas, the establishment of a repair reserve fund for Jefferson Street and Dune Palms Road at Whitewater Channel and a street ainn ronlaramont nrnrtram. REPORT FROM CITY MANAGER June 29, 1984 Page 5. A more detailed description of the various elements of the budget will, of course, be done at the study session on Monday. Matters relating to the proposed salaries and benefits of employees, of course, should be considered in Executive Session. FMU:dmv 4 . mm'ES -City Council Iuly 17, 1984 Page Six Roll Call Vote: AYES: Council Members Baier, Cox, Henderson, Mayor Allen. NOES: None AA:,S `7': Council Member Wolff. D. The City Manager presented a report regarding the Budget for Fiscal Year 1984-1985, and recommended adoption and approval of the following proposed Resolution. RESOLUTION NO. 84-52 A RESOLUTION OF THE CITY COUNCIL OF THE CITY FOR FISCAL YEAR 1984-1985. OF LA QUINI'A, CALIMPNIA, APPROVING A BUDGET Moved by Council Member Cox, seconded by Council Member Henderson, to adopt Resolution No. 84-52. Unanimously adopted. E. The City Manager presented a report regarding district attorney services, and the City Manager recommended a motion of acceptance of the new rates for services, frcm $49.89 to $53.43 per hour for Deputy District Attorney services and $37,71 to $38.73 per hour for D.A. Investigator services. Moved by Council Member Cox, seconded by Council Member Henderson, to accept the new rates for prosecution services with the County of Riverside District Attorney's Office. Unanimously adopted, F. The City Manager presented an informational report regarding park and recreation services, and reported that if the City were to withdraw from the Coachella Valley Park & Recreation it would receive a tax transfer of $67,844.77. After discussion, it was the consensus of the Council that the City Manager would research the feasibility of La Quintals withdrawal from the Park & Recreation District and would return to the Council with figures relative to revenues, exPeniltures and operation at the next meeting, or no later than August 21, 1984. G. The City Attorney presented a report regarding an Interim Policy Relative to Caummiity Infrastructure fees, and recommended adoption of a policy (by resolution) which would establish an interim policy relative to cartmumity infrastructure fees to be imposed on new development and asked Council to direct planning staff to delete the present standard condition relative to infrastructure exactions. The proposed Resolution would read as follows: RESOLUrICN NO. RESQ=ON OF I CITY COUNCIL OF I Y ITY OF QUINIA, CAUTFORiLh,ESBUEISHING nHERIM POLICY FIZA= To C24W= n4FRASTZ=URE FEES TO BE IMPOSED ON �I?� •q/71 •5ul}�/ Moved by Council Member Cox, seconded by Council Member Baier, to adopt Resolution No. 84-53, and direct planning staff to delete the present standard condition relative to infrastructure exactions. Unanimously adopted. MINUTES - City Council July 17, 1984 Page Seven H. ' The City Manager presented a report fran the Downtown Planning Advisory Committee regarding goals and a request to participate in Urban Land Institute Plan Analysis Session. Moved by Council Member Cox, seconded by Council Member Henderson, to approve a request to participate in the Urban Land Institute Plan Analysis Session. Unanimously adopted. I. The City Manager presented a report regarding the Community Development Block Grant Program, and indicated that the amount of funds available for the caning fiscal year would be $27,499 of CDBG funds and $10,589 in '$Jobs Bill" funds, and recommended that the Council adopt a motion approving the Cooperation Agreement relative to the allocation of CDBG funds under the Urban County Program. The City Manager further recommended that funds available to the City for Fiscal Year 1983-1984 and 1984-1985 be loaned back to the Housing and Com =uty Development Department and be made available for City use in Fiscal Year 1985-1986 Moved by Council Member Cox, seconded by Council Member Henderson, to approve the Cooperation Agreement relative to the allocation of Community Development Block Grant funds under the Urvan County program.Unanimously adopted. J. The Cammmity Safety Coordinator presented a report regarding adoption of the 1982 Uniform Fire Code with specific amendments and changes, as contained in the staff reports dated June 38, 1984. The City Manager read the title of a proposed Ordinance, as follows: •.,•••7s• ••n • r� r •-n, rr • r •• i M • , • 64 • ••, ••• • I • • •, ••;• � u • •. •• • v. ,• • •,• - •ia. r : • . •gar 13, .•.al.•, u • �, • Pit 4 ,>, • • �, •.. • • a. Moved by Council Member Cox, seconded by Council Member Baier, to waive further reading and introduce the proposed Ordinance. Unanimously adopted. It was further moved by Council Member Henderson, to set a public hearing for August 21, 1984, at City Hall, relative to adoption of the proposed Ordinance. Unanimously adopted. K• The City Manager presented a report regarding award of a contract for construction of a traffic signal and safety lighting system at the intersection of Washingfe¢n Street and Eisenhower Drive. Mr. Usher reported that bids had been received from three companies, and recommended award of contract be made to Paul Gardner Corp., the low bidder, at a cost of $42,640.00. Moved by Council Member Henderson, seconded by Council Member Cox, to award a contract for construction of a traffic signal and safety lighting device at the intersection of Washington Street and Eisenhower Drive to Paul Gardner Corporation of Ontario, in the amount of $42,640.00 Unanimously adopted. MINUTES - City Council July 17, 1984 Page Eight L. The Community Development Director presented a report regarding selection of a consultant for the La Quinta General plan, and explained that nine proposals had been received. Based on various factors as discussed in the staff ma<mmrarkd= dated July 17, 1984, the Co mmmity Development Director recommended that the Council approve a contract with Beland/Associates, Inc., and authorize the City Manager to negotiate a contract not to exceed the 1984-1985 budgeted amount. Moved by Council Member Cox, seconded by Council Member Henderson, to direct staff to enter into a contract for preparation of the La Quinta General Plan with Beland/Associates, Inc., for an amount not to exceed the 1984-1985 budgeted amount. Unanimously adopted. 9, ADJOURNmENT Moved by Council Member Henderson, seconded by Council Member Cox, to radjourn. A regular meeting of the City Council held July 17, 1984, at City Hall, was adjourned at 9:30 p.m., Tuesday, July 17, 1984.