The URL can be used to link to this page

Home My WebLink About2002-03-05 City Council (3)City of Palo Alto City Manager’s Report TO:HONORABLE CITY COUNCIL ATTENTION: FINANCE COMMITTEE FROM:CITY MANAGER DEPARTMENT: ADMINISTRATIVE SERVICES. DATE: SUBJECT: MARCH 5, 2002 CMR: 165:02 AMENDMENTS TO THE FORMAT OPERATING BUDGET OF THE FY 2002-03 This is an informational report and no Council action is required. BACKGROUND On June 11, 2001, the City Council approved a two-year (2001-03) budget document. This document reflected an adopted budget for 2001-02 and an adopted-in-concept budget for 2002-03. Staff typically prepares an interim year budget volume to reflect necessary, adjustments to the adopted-in-concept spending plan. In addition to adjustments, the interim year document also typically contains a majority of content that did not change from the prior year’s adopted-in-concept budget. In an effort to reduce the size of the document, and to implement the City Council’s request for additional information on new programs and Council priority implementation, Staff is amending the format of the 2002-03 interim year budget volume. DISCUSSION Amending the fOrmat of the 2002-03 interim year budget document to reflect only the changes in the 2002-03 adopted-in-concept budget will impact the departmental budget sections through the elimination of functional area d~tail (Attachment A). This change will result in key plans and impact measures not being republished as they currently exist in the 2001-03 Adopted Budget document. The Major Activity. financial tables and the Comprehensive Plan overview section will also be removed. Elements of the departmental budget sections that will be retained include an expanded department overview section, a financial summary by functional area, a detailed summary of revenue and expenditure adjustments, and the position allocation summary across functional areas. CMR:165:02 Page 1 of 3 Per request by City Council, the department overview will be expanded to include two new elements (Attachment A). A new program update section will describe what departments have accomplished in implementing newly-budgeted programs over the past two years. A Council priority implementation section will describe how each department is implementing the City Council’s top five priorities in the proposed budget. The Department Summary will include the standard financial columns as in the past with the variance column now measuring the change between the proposed budget and last year’s adjusted budget. This is a minor change from past interim-year documents and is required by GASB34 as a means of standardizing the use of variance analysis. The Resource Level Change summary has not changed and continues to detail the individual changes to each departmental budget. The final change is the creation of a separate stand-alone document for all Capital Improvement Program (CIP) project descriptions. Capital project descriptions are published in this manner annually for the Planning Commission’s review prior to Council approval. These descriptions are subsequently sorted by funding source and incorporated into the budget volume. The number of capital project descriptions (approximately 276 pages of the 760 pages in 2001~03 budget) contributes greatly to the voluminous nature of the budget document. The creation of a small portable reference volume that consolidates all project descriptions will facilitate quick and easy access to specific information. Additionally, a separate CIP volume will make the City eligible for the California Society of Municipal Finance Officers (CSMFO) excellence in capital budgeting award. The City recently received four awards as part of the CSMFO 2001-02 municipal budget awards program, which is designed to recognize agencies that have prepared a budget document or communication tool meeting its ~high standards.’ With the exception of the CIP change, all other changes mentioned in this report will only- effect the interim year of two-year budgets beginning in 2002-03. These format changes will. be evaluated for effectiveness during the next budget cycle. Therefore, it is anticipated that further modifications to the budget document may become evident at that time. ATTACHMENT Attachment A: Sample Police Department Budget Section CMR: 165:02 Page 2 of 3 PREPARED BY: S~E’~EN MONTANO Senior Financial Analyst DEPARTMENT HEAD APPROVAL ¯ CITY MANAGER APPROVAL: CARL ~-ATS/ Director, Admi~j4trative Services HARRISON Assistant City Manager CMR:165:02 Page 3 of 3 Attachment A Police To provide exceptional public safety services and take a leadership role in building community partnerships. OVERVIEW In 2002-03, the Police Department will continue implementation of the strategic plan that was developed during 1999- 00. The plan focuses on a three-to-five year mission for the Department with specific goals and objectives. A major focus will continue to be the development and expansion 0f regional efforts in the areas of problem solving, crime mitigation and information exchange. The Department will also explore the potential advantages of regional recruitment and hiring processes. To address high-technology and white collar crime, the newly-formed high-technology/financial crime unit will continue to expand its capability to investigate computer forensics and Internet fraud. Traffic will continue to be a priority for the Police Department with special emphasis on speeding violation, red light enforcement and pedestrian safety. This work will include participation in City task forces charged with identify traffic calming measures for neighborhood streets. The department will finalize contingency parking plans to be used during the construction of new parking structures. The department will begin implementing a Downtown residential parking permit program in 2002-03. The department’s Technical Services Division will continue to concentrate on researching and implementing the latest technology, including the automation of data transmission to patrol vehicles, enhancements to the current Computer Aided Dispatching (CAD) system and Records Management System (RMS), and integrating CAD and RMS with the City’s GIS system. Additionally, the feasibility of providing communication services to neighboring jurisdictions will be studied. Also in 2002-03, the department will initiate an intrusion alarm registration program with the goal of reducing the significant number of false alarms to which officers respond. 2002~03 Budget Cio, of Palo Alto 203 Police continued NEW PROGRAM UPDATE The Police Department has accomplished the following in new program implementation: Automated Citation Program ¯Implemented first year of program with grant funds received from the State Office of Traffic Safety ¯Achieved 25 percent reduction in citation processing time Special Problems Team ¯Added two additional officers from existing staff to the existing program ¯Organized a series of ongoing community dialogues to address citizen concerns and to gather information from the community ¯Established an "Early Detection" program to identify potential school violence, gang activity and child abuse behaviors ¯Maintained alcohol-related accidents at 50 percent below national averages High Technology and Financial Crime Unit ¯Developed and implemented new process to investigate computer forensics and Internet fraud ¯Initiated a leading role in establishing a new national database on Internet fraud ¯Cleared/closed an additional 20 percent of fraud and theft cases over prior year COUNCIL PRIORITY IMPLEMENTATION The 2002-03 Police Department’s Proposed Budget will implement the City Council’s top five priorities as follows: Alternative Transportation ¯Continue to promote the safe and orderly flow of pedestrian, bicycle and vehicular traffic ¯Participate in a community task force to identify traffic calming measures for collector and neighborhood streets ¯Maintain a zero accident rate at crossing-guard controlled intersections 204 City of Palo Alto 2002-03 Budget Police continued DEPARTMENT SUMMARY Requests for Service Communications Services Investigation and Disposition Traffic Services Proactive Policing Services Police Personnel Services Animal Services Parking Services Special Events Police Information Management TOTAL EXPENDITURES TOTAL FULL TIME POSITIONS TOTAL TEMPORARY POSITIONS TOTAL REVENUES INTERNAL REVENUES EXTERNAL REVENUES 2000-01 ACTUALS 4,918,354 2,161,490 2,443,418 1,294,750 1,486,863 3,223,956 1,108,554 746,084 155,4991 1,190,321 $18,729,289 173.00 5.74 $3,369,753 365,722 3,004,031 2001-02 ADJUSTED BUDGET 5,072,429 2,298,772 2,718,639 1,756,163 1,920,242 2,548,577 1,042,378 914,115 163,942 1,201,702 $19,636,959 174.00 6.06 $3,478,729 449,299 3,029,430 2002-03 ADOPTED-IN- CONCEPT BUDGET 5,309,826 2,259,647 2oo2 o3 PROPOSED~ BUDGET ! ¯ 5;334,854. - : : Z411,i34 2,735,647 : 2,755,062 1,741,997 ’:- 1;750,432 1,998,434 :.. 2~000,20! 2,551,670’ 2~562,849 1,083,917 i: L088~353’ 872,868 165,434 1,557,808 $20,277,248 176.50 5.62 $3,771,131 441,525 3,329,606 5 ¯966,497 ]65,518 1;702,873 ’ $20,737;773 179.50 . .. $3,756,196 406,590 3,349,606 2002-03 BUDGET CHANGE 237,397 (39,1251 17,008 (14,166 78,192 3,093 41,539 (41,247 1,492 356,106 $640,289 2.50 (0.44) $292,402 (7,774) 300,176 2002-03 Budget City qf Palo Alto 205 Police continued RESOURCE CHANGES 2002-03 ONGOING REVENUE INCREASES Communication 46,500 COPS grant funding (61,435) Other revenue 2002-03 ONE-TIME Adjustments to the 2001-02 Adopted Budget EXPENDITURE INCREASES Salary and Benefits Public Safety Dispatcher (2.0 134,537 FTE) Police Services Supervisor 42,145 Temporary personnel 29,353 Personnel Benefit Costs 55,368 Non-Salary Allocated charges 199,122 ~002-03 TOTAL ~ (61;435) 134,537 )42;145 !., 291353 199,122 $1~99,122: TOTAL EXPENDITUREINCREASE, ~ :i $460,525 ,.. : ,:.~ ~. $460,525 206 Cit3, qf Palo Alto 2002-03 Budget Police continued FUNCTIONAL AREAS Summary of 2002-03 Regular Positions 40.39 24.76 22.92 12.77 16.46 21.69 10.98 9.08 0.91 10.92 170.88 Requests for Service Communications Services Investigation and Disposition Traffic Services Proactive Policing Services Police Personnel Services Animal Services Parking Services Special Events Police Information Management Subtotal Allocated Administration 0.73 Assistant Police Chief, Advanced 0.01 Crime Analyst 0.97 Administrative Assistant 0.11 Business Analyst 1.34 Police Captain, Advanced 0.80 Police Chief, Advanced 0.23 Police Lieutenant, Advanced 0.04 Staff Secretary 0.10 Superintendent, Animal Services 0.29 Supervisor, Police Services 0.90 Administrator Police 0.10 Coordinator Police Technical Services 5.62 Subtotal 176.50 Total Positions $16,801,823 Total Position Costs 2002-03 Budget City of Palo Alto 207