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CITY COUNCIL AGENDA ITEM NO. 24

Meeting Date: January 13, 2004

Subject/Title: 2003/04 Mid-Year Budget Review and Recommended Budget Adjustments

Submitted by: Pam Ehler, Director of Finance and Information Systems

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a resolution amending the 2003/04 Budget.

PREVIOUS ACTION
On June 10, 2003, the City Council approved resolution number 2893 adopting the 2003/04-2004/05 Final Budget for the City of Brentwood.

BACKGROUND
The purpose of this mid-year Budget review is to summarize the first half of the fiscal year. All City funds remain balanced and within projected budgets. Based on projected revenues and beginning fund balances, adequate resources are available to fund the recommended appropriations while assuring that operating revenues fully cover operating expenditures, and that fund and working capital balances are maintained at or above policy levels.

The requested budget adjustments reflect our transition toward a more maintenance based approach to City government versus the growth product of the past. Throughout each year unanticipated expenditures are incurred by required professional services, creation of programs or simply minor oversights during the budget process. Additional funding requests, while less than typical historical levels, have been made for costs that were not originally anticipated.

GENERAL FUND
A total of $247,000 in adjustments is requested for the General Fund. The current budget for 2003/04 reflects an increase in reserves of $468,989. After the adjustment, Fund Balance will increase by $221,989. It is projected that the Fund Balance of the General Fund will be $19.5 million on June 30, 2004.

General Fund revenue projections are based on continued improvements in our local economy and assume no further State budget cuts, since Brentwood already prepared for those cuts in the 2003/04 budget process. The needed budget adjustments are:

Revenues
$300,000 - Additional revenues are due to the projected increase in Property Tax and Building Permits.

Expenditures
Administration & Economic Development – $40,000 - The Economic Development Department intends to have a Communications and Marketing Plan prepared for the City, funded through the department‘s existing budget, that will outline a general approach to the City’s public relations strategy and outline specific implementation programs. The requested additional funds will be to begin implementation programs identified in the Plan. $20,000 of these funds would be administered by the City Manager’s office for responsive communications with the City’s residents and other public agencies while the rest would be administered by the Economic Development department.

City Attorney - $160,000 - Unanticipated costs associated with the Comcast franchise renewal process and possible termination proceeding as well as additional litigation costs for the Roddy Ranch reimbursement agreement.

Human Resources – $58,000 - A classification and compensation study that was originally budgeted for fiscal year 2004/05 is needed this fiscal year. Additional funds are also requested for implementing the upgraded Human Resources Computer System.

City Clerk - $15,000 – The existing Administrative Assistant II position, which is currently shared with the Arts Commission will become a full time position with the City Clerk’s office.

Finance – $28,000 – Move an existing Accounting Technician II position, which is currently funded 30% from Parks and Recreation, to be fully funded through Finance. The request also includes additional funds for Fiscal Model preparation.

Non-Departmental – $10,000 - Apportionment of costs for LAFCO for fiscal year 2003/04.

Pal Program - $50,000 – The increase is needed for part-time salaries.

Police – $13,000 - The maintenance agreement for Data 911 for fiscal year 2002/03 was paid in fiscal year 2003/04, therefore additional funds are being requested.

Building - $100,000 – One (1) new Code Enforcement Officer is needed for SWPPP. The new position will require a vehicle and other equipment to perform the required duties. Also requested are funds for permitting software conversion for web access and a new filing system.

Planning - $20,000 – A laser fiche scanner, map plotter and related software.

Landscape - $48,000 - Additional landscape maintenance costs due to frontage landscape on Fairview, District 94-1, and costs associated with 25% of a new Accountant position.

Engineering - $5,000 – Additional funds are needed for office supplies.

CAPITAL IMPROVEMENT PROGRAM
Although adjustments are being requested, there will be no change to the projected Fund Balance. A new Project Services division is being created. This division will be responsible for uniformity and management of city-wide contract documentation including the bidding process, construction and professional services documentation and associated deliverables such as bonding and insurance. The needed budget adjustments are:

Revenues
$60,000 – Increase in development transfers.

Expenditures
$60,000 – Costs associated with creating the new Project Services division including promoting the Contract Manager to Project Services Manager and one (1) new Project Services Specialist position.

CITY-WIDE PARK DISTRICT
The City-Wide Park District is funded from the Parks City-Wide Assessment District.

Expenditures
$57,000 - Additional funds are also included for maintenance of lights, increased water costs, and accounting costs.

ART COMMISSION
There will be no change to the projected Fund Balance. Although a new Arts Manager position is being requested, the position will be funded through the new Public Art Program.

Revenues
$40,000 – Public Arts Program administration transfers.

Expenditures
$40,000 – One (1) new Arts Manager position to implement the new Public Arts Program.

PARK ENTERPRISE FUND
The City currently has 45 Lighting and Landscape Assessment Districts. The volume of Districts has created a need for an Accountant position to be requested. An existing Account Technician II position has been shared with the Finance Department, this position will now be fully funded through Finance. There will be no change to the projected Fund Balance.

Revenues
$15,000 – Park Planning transfers.

Expenditures
$15,000 – The request is for a printer, one (1) new Accountant position, and the promotion of an Accountant I to Accountant II.

WATER ENTERPRISE FUND
Water revenues have exceeded projections. Therefore, although there is a request to increase expenditures, projected Fund Balance will increase by $2,000. Fund Balance is projected to be $489,111 on June 30, 2004.

Revenues
$510,000 – Projected increase in water revenues based on usage and the new billing structure.

Expenditures
$508,000 – Increased purchases of water due to the growth of the City.

WASTEWATER ENTERPRISE FUND
The net adjustment for this Enterprise is $57,000. Fund Balance is projected to be $314,319 on June 30, 2004. The following are the requested adjustments:

Revenues
$75,000 – Projected increase in revenues due to the Sewer Lateral Maintenance fee.

Expenditures

$132,000 – Increases are needed for utility costs associated with the wastewater treatment plant, NPDES and Air Quality permits, and State Water Resources Board fees.

BUILDING REPLACEMENT FUND
Fund Balance is projected to be $635,399 on June 30, 2004.

Expenditures
$14,156 – Adjustment is needed for the unanticipated replacement of the HVAC system at the Library and standby costs associated with facility maintenance.

Attachments: Resolution

RESOLUTION NO. __________________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AMENDING THE 2003/2004 BUDGET FOR THE CITY OF BRENTWOOD

WHEREAS, on June 10, 2003, the City Council approved resolution number 2893 adopting the 2003/04-2004/05 Final Budget for the City of Brentwood.

WHEREAS, The purpose of this mid-year Budget review is to summarize the first half of the fiscal year. All City funds remain balanced and within projected budgets. Based on projected revenues and beginning fund balances, adequate resources are available to fund the recommended appropriations while assuring that operating revenues fully cover operating expenditures, and that fund and working capital balances are maintained at or above policy levels.

WHEREAS, the following funds are affected by mid-year adjustments as indicated below:

GENERAL FUND + $247,000

CITY-WIDE PARK DISTRICT + $57,000

WATER ENTERPRISE FUND -$2,000

WASTEWATER ENTERPRISE FUND + $57,000

BUILDING REPLACEMENT FUND + $14,156

WHEREAS, the City Council has reviewed these adjustments to the 2003/04 Budget; and

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby adopts the adjustments to the 2003/04 Budget for the City of Brentwood.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the January 13, 2004 by the following vote:

AYES:
NOES:
ABSENT:

Brian Swisher
Mayor

ATTEST:

Karen Diaz, CMC
City Clerk
 

City Administration
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