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HomeMy WebLinkAbout2003-09-08 City Council (8)BUDGET ’03- ’05 City of Palo Alto City Manager’s Report TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT:ADMINISTRATIVE SERVICES DATE: SUBJECT: SEPTEMBER 8, 2003 CMR:410:03 SERVICE LEVEL CHANGES RESULTING FROM THE 2003- 05 BUDGET ADOPTION This is an informational report and no Council action is required. BACKGROUND The City Council adopted the 2003-04 budget, along with the 2004-05 "in-concept" spending plan, on June 16, 2003. As noted in both the proposed and adopted versions of the budget document (pp. 44-50), there are a number of service level changes resulting from the adoption of the City’s budget. With additional input from Council and the public, this list of service level changes has been modified. As a result of Council direction, this report contains a final summary of these changes. DISCUSSION The 2003-05 adopted General Fund (GF) budget reduction of $5.0 million and staffing reduction of 37 positions is resulting in a number of changes in service delivery across GF departments. The City Manager’s budget strategy required all operating departments to contribute to an overall 5 percent expense reduction goal. Departments had the discretion on where to apply the reductions across their department budget, as long as the goal was attained. The following are the major service level changes included in the 2003-05 budget: City Attorney: ($0.2 million reduction. 10 percent) ¯ Elimination of the Senior Assistant City Attorney Position: will impact operating department support during the pendency of the PG&E and Enron bankruptcies. ¯Elimination of Paralegal Position: will affect legal work associated with the heavy contract and claims volume associated with the City’s capital program. CMR:410:03 Page 1 of 9 City Manager: ($0.1 million reduction, 6 percent) ¯ Elimination of Office Specialist position: will impact customer service by eliminating back-up support for information desk at City Hall; administrative work will be distributed across office staff. Reduce CityPages publication from 4 times per year to 3 times per year: will reduce the City’s ability to communicate with residents via the print media. Elimination of the state legislative advocacy contract: will reduce the City’s legislative advocacy efforts at the state level. The loss of this expertise will be minimized due to the States’ budget crisis and the City’s strong relationships with both Senator Byron Sher and Assemblyman Joe Simitian. Elimination of funds for special projects consultation assistance: will reduce the City’s ability to assess economic trends and respond to potential business impacts. Administrative Services Department ($0.8 million reduction. 7 percent) ¯ Elimination of the Manager of Investments, Debt and Special Projects: completion of fewer special projects by department and a-delay in those that are assigned; position played a key role in creation of Infrastructure Management Plan and with development of the City’s Long Range Financial Plan; basic debt management and investment functions will be delegated to a Sr. Financial Analyst. Elimination of Senior Financial Analyst: will delay Real Estate Division processing time; easement processing will increase from 3 to 4 weeks; position played a key role in cross-departmental projects and participation in these projects will be limited. Elimination of Executive Assistant in Information Technology: will reduce contract support and management for citywide IT support agreements; budget management functions of Technology Fund will be shifted to existing staff; will cause a delay in updating IT Strategic Plan and IT Disaster Recovery Plan. Elimination of Sr. Technologist in Information Technology: will impact ability to support application management; existing staff workload will be increased; cross- training will be limited; may impact ability to apply system upgrade in a timely manner. Human Resources Department ($0.2 million reduction, 10 percent) ¯Elimination of Human Resources Assistant: will require a shift of duties amongst the staff, increasing workload and extending timetables for projects and requests. CMR:410:03 Page 2 of 9 Reduction in advertising and relocation funding: may have the effect of drawing fewer highly qualified applicants. Reduction in award and recognition program: may impact employee morale. Instituting new methods of acknowledging employees can minimize this impact. Community Services Department ($1.0 million reduction, 4.1 percent) 50 percent reduction in CSD commission support: includes travel, meals, clerical support, etc. ¯30 percent reduction in hourly custodial support for library and arts facilities: facilities will not remain as clean during open hours. Arts and Culture Division ¯8 percent reduction of public art funding: includes a 50 percent reduction in public art maintenance funding. ¯Eliminate Brown Bags and Twilight summer concerts unless outside funding sources are secured. Eliminate funding of Neighbor’s Abroad printing and mailing: the Neighbor’s Abroad organization will have to find funding for these activities. Eliminate Art Center brochures and mailings: funding may be provided through outside sources. ¯Eliminate hourly support to the Art Center volunteer program: duties will be transferred to the Volunteer Coordinator and the center’s volunteers. CubberIev Community Center ¯Reduction in tennis court cleaning, building and ground repairs, and landscape replacement is reduced: facility and grounds may not look maintained. Reduction in turf renovation contract: lawns will get cut on a reduced schedule; user groups may be required to perform some minor field maintenance like field striping. Golf Course Operations ¯ Elimination of Golf Maintenance Person, seasonal hourly staff, and materials: will eliminate planned infrastructure work, including installing new cart paths and fairway drainage; will also result in less frequent replacement of golf course amenities such as benches, ball washers, signs, etc. CMR:410:03 Page 3 of 9 Parks Operation Elimination of 1.5 FTE Parks Maintenance Person, supplies, materials and contract dollars: will reduce maintenance to City and PAUSD park and field facilities; reduced frequency of mowing, litter pick up, and tennis court cleaning; all fields will continue to remain in safe playing condition. Tennis court resurfacing for City and PAUSD courts will be delayed for two years. ¯Reduction of park and fields irrigation by 10 percent: actual service level reduction will be based on future weather patterns. Human Services Division ¯Human Services agency grant funding (HSRAP) is reduced by 1.5 percent from 2002-03 spending levels; no CPI adjustment in 2003-05. ¯50 percent reduction of seasonal workers program: decreasing from ten to five participants per session. Reduced or eliminated publication of items available online and in hard copy, including Human Services directories, tenant guides, child care maps, food distribution maps and senior services locator maps. The Family Resources Ambassador Program workshop sessions for the public will be reduced from 8 to 5. Library Division ¯Close Terman Park Library: collection redistributed throughout the system. and regular staff resources will be Reduction of Library operating hours: College Terrace will be reduced from six to five days a week; Downtown will be reduced from six to four days a week; Main Library will be closed on Friday nights, its lowest use time. Open Space Operations ¯Eliminate contract personnel: reduced enforcement of picnic regulations at Mitchell Park on weekends and holidays; use of picnic areas will be on first-come- first-serve basis. ¯Eliminate free naturalists hikes at Foothills Park and the Baylands. ¯Reduction of City subsidy for Jr. Museum science outreach classes: City will continue to provide outreach, but only at the level funded by the school district. CMR:410:03 Page 4 of 9 Eliminate open space maintenance contract: Rangers will perform maintenance on a less frequent basis; trails may degrade at certain times of year due to weather and use factors; more poison oak may be present along trail sides. Recreation Services ¯Jordan swimming pool will not be used during summer months: demand will be met at two pools, Rinconada and Gunn High School. Eliminate all special events, except the May Fete Parade and Chili Cook-Off. Events that will be eliminated include Hippity Hop, Winter Fest, Halloween Haunt, Black & White Ball, Parent/Junior Golf Tournament, Junior Golf Tournament and Senior Golf Tournament. Fire Department ($0.7 million reduction, 3.7 percent) ¯ Eliminate Medics on Bikes Program at special events: this will impact 10-12 events annually. Staff Station 8 with regular staffing: savings of overtime expense; resulting in three less staff on shift during the summer months; all fire stations will continue to be staffed by relocating personnel from other fire stations that currently have more than one unit assigned to that location. ¯Elimination of Office Specialist and Battalion Chief: Impact Office of Emergency Services will be reorganized to compensate for the elimination of two of the three positions currently assigned to the program. The reorganization will redistribute the program’s activities so the community will see no reduction in services. A steering committee of department heads chaired by the Fire Chief and Police Chief (alternate years) will ensure that all departments coordinate emergency training and response activities. A Deputy Fire Chief will oversee the day-to-day activities of the OES program within the Fire Department. A Battalion Chief will be assigned to assist the remaining program staff to provide ongoing PANDA (Palo Alto Neighborhood Disaster Activities) training and community outreach to neighborhoods, schools and businesses. SEMS (Standardized Emergency Management System) training will continue to be provided to City staff with an emphasis on training-the trainer. ¯Elimination of 2.0 ErE Fire Inspectors: reduces staffing level by 50 percent; will impact department’s ability to conduct new construction and tenant improvement plan reviews; plan review times are expected to increase from 28 to 40 days; advance notice requirements will increase from 48 to 72 hours; hazardous materials compliance inspections will be extended to 18 months. CMR:410:03 Page 5 of 9 Police Department ($1.0 million reduction, 4.5 percent) Selwice Level blcreases Increase in the School Crossing Guard Contract: accommodate three additional crossing guard locations for a total of 23 locations; criteria include numbers of children crossing, their ages, volume of traffic, and number of traffic collisions. ¯Improved citywide radio maintenance contract: replaces some tasks provided by the proposed elimination of the Chief Communications Technician. Office of Traffic Safety (OTS) grant: will reduce fatalities and injuries for vehicle occupants under the age of 6 by ensuring the proper installation of child safety seats, and increasing seat belt compliance. ¯Increase in the parking lot security contract will allow for the addition of parking security services to new downtown parking garages. ¯Revised parking brochures: opening of new parking structures will require redesign, printing and distribution of color brochures. ¯Increase in the Parking Citation Contract with the City of Inglewood will allow for the increase in the number of parking citations issued by existing staff. Se~,ice Level Decreases Elimination of 9 vehicles, extending the replacement of 12 vehicles, and increasing the economic life of 5 vehicles: eliminating the exclusive use vehicles for managers may decrease availability of motor pool vehicles for existing staff and create some transportation issues. Although police officer safety will not be compromised, extending replacement of patrol vehicles increases risk of higher maintenance, and potentially result in replacement of a larger number of cars at one time within the next few years. Elimination of the Master Social Worker contract with Santa Clara County: will result in decreased expertise of an onsite Master Social Worker immediately available to police during certain types of investigations. Santa Clara County will continue to provide service to the community. Reduce the cost associated with the Health Resource Coordinator (HRC) by limiting the number of hours worked will reduces/eliminates the amount of hours the HRC is on site for "drop-in" visits. ¯Elimination of 0.5 FTE Office Specialist position: will result in a redistribution of workload among existing support staff and volunteers. CMR:410:03 Page 6 of 9 Elimination of Assistant Chief of Police: will flatten out the command staff level and provide greater efficiencies for direct reports at the command level; some non- essential administrative work will be delayed or eliminated. Elimination of the Chief Communications Technician: may result in delays in the maintenance, repair and installation of communication systems and equipment utilized by the City organization; offset by the addition of an outside contractor and increase in workload for Technical Services Coordinator who would take on the supervision of two Communication Technicians. Elimination of a Police Captain position: will result in the contracting for part-time assistance to ensure service levels. Elimination of a Staff Secretary position: will result in the reassignment of Patrol, Traffic and Technical Services support duties; will require use of online automated, as opposed to manual, collection and logging of Shoreline Amphitheater noise complaints; remaining duties to be shared among existing Department support staff. Elimination of a Public Safety Dispatcher position: made possible by the implementation of a 4/11 schedule in the Communications Dispatch Center; will increase efficiency of scheduling for existing staff, and reduce overages and shortages. Elimination of the hourly Community Service Officer (CSO): will eliminate proactive noise enforcement of leaf blowers during the 40 hours per week currently worked by the noise-specific CSO; response to other noise complaints (barking dogs, construction, loud radios) by officers during this time would be dependent upon other higher priority calls-for-service. In response to Council direction, the Department will present a plan for the continued enforcement of noise related issues. Elimination of 2.0 FIE Communication Technician positions: partially offset by contracting for Radio Shop services; will provide industry-standard radio service and improved levels of service. Elimination of 2.0 FIE Police Officer positions: reduction in patrol division staffing by two officers and would require the reassignment of officers/agents to patrol beat assignments; eliminate ability to staff special assignment details such as the Downtown Detail, Special Problems Team, and regional task force assignments. Planning and Community Environment ($0.4 million reduction, 5 percent) ¯Elimination of vacant Senior Planner and Planning Technician positions: increased processing time of proposed development projects; longer wait times at the CMR:410:03 Page 7 of 9 development center for assistance from planning staff; department is restructuring some duties to minimize the service impact. Elimination of board commission meeting catering: no refreshments will be provided. ¯Reduction in staff travel expense: attendance at regional coordination meetings will be prioritized and reduced; attendance will be limited to one staff member selected by the director as required. ¯Elimination of contract with town architect: consulting urban design services for capital improvement and other City projects will no longer be provided. ¯Reduction in printed material expense: information will be posted on the City’s website or distributed electronically. ¯Return joint City-School sponsored bike & pedestrian safety training program in local schools ("Safe Moves") to the school district and volunteers. Replace traditional newspaper advertising for the local shuttle with PTA and utility bill inserts plus the new bus image. Elimination of City-sponsored Art and Wine Festival Shuttle: staff will seek a community sponsor, and will coordinate the event shuttle if a sponsor is identified. Eliminate City subsidy of bike services at the University Avenue train station over two years. Without City subsidy (currently $33,000), bike station services may be reduced or eliminated by the provider. Eliminate formal mediation services from the Individual Review (IR) process ordinance: these services have not reduced appeals or processing time; fees do not cover mediation costs. The IR process continues to provide architectural services which may involve neighbors to address concerns. The IR Guidelines, issued by the Director, have been revised to reflect the elimination of formal mediation and the retention of architectural services. The IR Ordinance provides authority to the Director to issue and amend the guidelines from time to time. Public Works Department ($0.4 million reduction, 3.7 percent) Engineering ¯ Elimination of Senior Engineer and a part-time hourly position: (both assigned to Private Development) may result in permittees experiencing a longer plan review period. Facilities Management ¯Elimination of security services contract for Municipal Service Center (MSC): automation of security access at the MSC require all vehicles to stop and either use CMR:410:03 Page 8 of 9 their proximity card or call for entry; may result in traffic backup on the frontage road and delays in entering the MSC. ¯Reduction in Cubberley contract funding: will result in less equipment replacement. ¯Elimination of a Facilities Mechanic position: delay service call response times to requests as well as preventive maintenance of equipment and facilities. Operations ¯ Transfer of bus shelter maintenance Santa Clara County’s Valley Transportation Agency: revenue generated from shelter advertisements; VTA to fund $200,000 in shelter replacement costs. Elimination of a half-time Program Assistant position for the graffiti program: elimination of volunteer graffiti paint-outs; will result in a longer response time for various graffiti removal requests. Reduction in base failure repairs on city streets; pavement maintenance in city parking lots will be reduced with the decrease in budget for asphalt material, which may result in increased calls for potholes and cost for CIP replacement. PREPARED BY: CHARLES PERL Budget Manager DEPARTMENT HEAD APPROVAL BY: CITY MANAGER APPROVAL: CARL YEAT~ Director of/X~lministrative Services EM~HARRiSON Assistant City Manager CMR:410:03 Page 9 of 9