1. FYE 2016 Mid Year Budget Review
City of Clearlake
FYE 2016
Mid Year Budget Review

2. Clearlake Budget Policy
11/28/2018
Clearlake Budget Policy
“The City Manager will provide the City Council with a mid-year review of the city’s financial activities. The review will be presented in February and compare annual budget projections with actual results.”

3. 11/28/2018
Appropriations of fiscal resources are the responsibility of the City Council and the City Manager.
Appropriations requiring City Council action are:
appropriation of reserves, except replacement reserves;
transfers between funds;
appropriations of any unassigned revenues; and
inter-fund loans.
Appropriations requiring City Manager action are:
transfers within a fund or department;
appropriation of replacement reserves; and
appropriation of unbudgeted assigned revenues.

4. Personnel - Budgeted vs Actual Positions
11/28/2018
Personnel - Budgeted vs Actual Positions
72% of the City Budget (non-capital projects) is spent on personnel.
Staffing allocations and priorities should reflect the goals
Employee staffing is extremely tight and at, or very near, capacity.
Frequently, employees cover more than their positions. For example the Grants Technician frequently assists Community Development at the front counter.
The ability to achieve identified priority goals is very much dependent on identified staffing.

5. Staffing Levels (FTE's) as of December 31
11/28/2018
City of Clearlake
Staffing Levels (FTE's) as of December 31
Department/Area
Budgeted
Actual
Difference
Police
30.50
26.50
(4.00)
Sworn
22.50
21.50
(1.00)
Dispatch
5.00
2.00
(3.00)
Non-Sworn
3.00 -
Code Enforcement
4.00
Community Development
1.00
Public Works
7.50
Roads & Public Works
5.50
Parks
Administration
6.50
General (CM/CC/Asst)
2.50
Finance
Grants
Engineer
Totals
49.50
45.50

6. SHORT TERM STATE DROUGHT RELIEF WORKERS
11/28/2018
SHORT TERM STATE DROUGHT RELIEF WORKERS
The State has contracted workers to the City, at State cost, to keep workers adversely impacted by the drought employed.
Five workers have been allocated to Public Works and two have been allocated to administration.
Workers are not counted toward staffing.
The agreement will terminate in May of this year.

7. 11/28/2018

8. Unbudgeted and Received Revenues
11/28/2018
Unbudgeted and Received Revenues
Workers Compensation Reimbursement $ 88,765
Liability Insurance Reimbursement $ 6,244
Total Unanticipated Revenue $ 95,009

9. 11/28/2018
Revenue Watch
Estimated additional revenue adjustments based on actual receipts to date
$ (15,500) Refunds to City
$ 5,000 Vehicle Release Fees
$ 75,000 Transient Occupancy Tax (42% increase)
$ 10,000 Building Permit Fees
$ 3,000 Senior Center Rental Fees
$ 77,500 Net Revenue Watch

10. SIGNIFICANT BUDGET ADJUSTMENTS
11/28/2018
SIGNIFICANT BUDGET ADJUSTMENTS
Five significant areas of adjustment since adoption of FYE 2016 Budget net of savings:
ANIMAL CONTROL $ 34,268
COMMUNITY DEVELOPMENT ,000
LEGAL FEES ,075
ENGINEERING ,067
PD Nixle Service ,500
TOTAL $ ,910

11. ANIMAL CONTROL FYE 2016 Animal Control adopted budget = $89,550
11/28/2018
ANIMAL CONTROL
FYE 2016 Animal Control adopted budget = $89,550
ADD: Temporary Facility improvements = $10,333
New Kennels = $13,650 (Bond Funds)
Temporary Kennel Tech = $5,300
Full Time Office Assistant = $19,988
LESS: Termination of SPCA saves $15,003 in FYE 2016
Adjusted FYE 2016 Animal Control Budget = $123,818
Net Change $34,268
Caveat: These are the temporary costs. The long run costs of Animal Control will be significantly higher. But will likely impact the FYE 2017 budget.

12. COMMUNITY DEVELOPMENT
11/28/2018
COMMUNITY DEVELOPMENT
FYE 2016 Adopted Budget = $75,305 Add: Planning Assistance Gary Price $30,000 General Plan Gary Price $72,000 (B Bond Funds) Adjusted FYE 2016 Budget = $177,305 Net Adjustment $102,000

13. CITY ATTORNEY/LEGAL FEES
11/28/2018
CITY ATTORNEY/LEGAL FEES
FYE 2016 Adopted Budget = $79,200
ADD: Contract Adjustment Jones & Mayer = $9,075
Litigation costs Misc.: = $15,000
Lit. Reserve (Non Jones & Mayer) = $59,000**
Adjusted FYE 2016 Budget = $162,275
Net Adjustment $83,075
**Amount scheduled in current year. May not be spent this year, if at all.

14. ENGINEERING ADOPTED FYE 2016 Budget = $65,329
11/28/2018
ENGINEERING
ADOPTED FYE 2016 Budget = $65,329
LESS: Contract Services Unused = $12,280
ADD: City Engineer/Superintendent = $51,347**
Adjusted FYE 2016 Budget = $104,396
Net Adjustment $39,067
**Allocated as follows: City Engineer = 75%
Public Works=12.5%/Roads=12.5%

15. Police Department – Nixle System
11/28/2018
Police Department – Nixle System
During the recent emergency situations of the Rocky, Jerusalem, and Valley fires the ability of local emergency responders to communicate information to the public in a timely manner became obvious. Many surrounding jurisdictions have subscribed to Nixle as a fast and efficient system to provide such information. The County Sheriff and City of Lakeport subscribe to the system. The School district does not use Nixle, but has a similar mass notification system.
The PD is recommending that Clearlake also subscribe to the system.
The annual cost of the system for Clearlake is approximately $6,500 for unlimited usage.

16. Police Department Spending Rate
11/28/2018
Police Department Spending Rate

17. Net Adjustment Reconciliation
11/28/2018
Net Adjustment Reconciliation
$ 95,009 Unbudgeted & Received Revenues
$ 77,500 Revenue Watch
$ 350,992 Estimated PD unspent funds
$ 523,501 Total Available Funds for Budget Adjustments
$ 264,910 Less: Reallocated/additional Spending
$ 258,591 Net Unallocated Funds**
$ 212,600 Allocate to Reserve Estimate (PD)
$ 45,991 Unallocated

18. Designated Reserve Funds
11/28/2018
Designated Reserve Funds
Revenue Reserve – Currently $257,132 with budgeted $50,000 addition by year end would increase to $307,132 (6.77% of GF)
Equipment Replacement Reserve – $212,600 annual allocation to cover PD equipment expense. $293,100 to cover all Departments.
Employee Benefit Reserve (To fund = $601,300.00)
Capital Improvement Reserve (?????)
Litigation Reserve (To fund = $150,000 RMR +)
Community Fund Reserve (?????)

19. 11/28/2018

20. 11/28/2018
PD COMMUNICATIONS
The Police Department operates two communications panels. These panels are the link between incoming calls to the police department dispatch and communications to and from the officers who respond to those calls. The panels perform other functions such as remote operation of the Saly-port doors.
Currently one Panel is not operative and the other panel is significantly out of date and in very poor condition. The failure of the second panel will effectively break this critical link.
Cost of Communications Panels approximately $47,000.

21. 11/28/2018

22. PUBLIC WORKS Public Works is proposing to purchase the following:
11/28/2018
PUBLIC WORKS
Public Works is proposing to purchase the following:
2 – 4X4 ½ ton pick-up trucks (either extended or Crew Cab). These trucks will cost approximately $30,000 each.
1 – Utility Dump Trailer at an approximate cost of $10,000
The current PW vehicles are old and the trailer is not a licensed trailer. The cost of these items will be funded via the accumulated balance in Fund Road Tax funds. There is an approximate balance in that fund of $580,000 which is sufficient to cover the $70,000 cost.

23. Estimated Annual Equipment Reserve Requirements
11/28/2018
Estimated Annual Equipment Reserve Requirements
The estimated amount required to be set aside annually to fund required equipment purchases over time. $293,100 Police Department = $212,600 Public Works = $ 65,500 Administration = $ 5,000 Code Enforcement = $10,000

24. 11/28/2018