HomeMy WebLinkAbout16 - PH-2 - FY 2017-18 Budget Adoption - 6/20/2017CITY COUNCIL AGENDA REPORT
MEETING DATE: June 20, 2017
ITEM NUMBER: PH -2
SUBJECT: FISCAL YEAR 2017-18 BUDGET ADOPTION
DATE: June 6, 2017
FROM: FINANCE DEPARTMENT
PRESENTATION BY: STEPHEN DUNIVENT, INTERIM FINANCE DIRECTOR
FOR FURTHER INFORMATION CONTACT
RECOMMENDED ACTIONS:
Staff recommends that the City Council:
STEPHEN DUNIVENT, INTERIM FINANCE DIRECTOR,
(714) 754-5243
1. Approve Resolution 17 -XX (Attachment 1) adopting the City of Costa Mesa FY 17-18
Operating and Capital Improvement Budget including all items listed on the Budget
Addendum (Attachment 7).
2. Adopt the Fire and Park services cost recovery fees Resolution 17 -XX (Attachment 4)
3. Direct staff to work with the Finance and Pension Advisory Committee on future options
for the Business License fees and Transient Occupancy Tax rate.
4. Authorize the City Manager and Finance Director to make annual CalPERS prepayments
for up to all bargaining groups if cash flow and cash balances permit.
5. Approve job descriptions and recommended salary resolutions for the following
(Attachments 9, 10, 11, 12 & 13):
a. Assistant Fire Marshal
b. Community Improvement Manager
c. Parks and Community Services Director
BACKGROUND:
The FY 17-18 budget development process officially started on December 15, 2016 with a
kickoff meeting including the City Manager, Finance Department Staff and Department
Directors and their representatives. In addition, on March 14, 2017, the Council held a
special meeting that included establishing priorities for FY 17-18. These priorities are listed
in the attached City Manager's Budget Message. Following those meetings, departments
prepared their budget requests and submitted them to the Finance Department for review.
Finance Staff prepared revenue projections and forecasts, reviewed departmental requests
and met with the departments to discuss their budget requests. These meetings were
followed by joint budget hearings involving the City Manager, Finance Department and
department representatives. Out of these discussions and further meetings, a balanced
Preliminary FY 17-18 Budget was developed based on Council priorities, City Manager
direction, department requests and available funds.
The Finance and Pension Advisory Committee had a first high-level look at the General
Fund budget on April 12, 2017.
ONAI YSIS•
The City Manager's Budget Message (part of the Budget in Brief, Attachment 2) provides
highlights of the Council priorities and financial and budget policies and how they are
incorporated into this preliminary budget. It also includes a description of the budget
preparation and balancing process, overview charts of the City-wide budget and the General
Fund, a brief financial outlook, budget highlights, a recap of reserves and an overview of
capital improvement projects. In addition, the attached FY 17-18 Operating & Capital
Improvement Budget in Brief includes additional summary charts, analysis of assumptions
for and changes in the primary funding sources and expense categories, a brief discussion
of internal service funds, a review of capital improvement project expense trends over the
past ten years and a recap of use of fund balances in certain special funds.
As a quick overview, here is the preliminary budget for FY 17-18 for all funds compared
to the FY 16-17 adopted budget (before changes in the addendum):
Table 1
The General Fund makes up 91 % of the total operating budgets for all funds. The total
preliminary General Fund budget is $124.5 million, an increase of $7.1 million or 6.1%
from the current year adopted budget. Part of the increase in the General Fund revenue
budget is a result of the inclusion of new cost recovery fees and other revenues including:
Measure X Medical Marijuana Business Permit
Measure X Conditional Use Permit
Measure X 6% Business Tax
Fire --Paramedic Fee - Advanced
Subtotal
Parks & Community Services
Fire Cost Recovery
Development Services Consultants reimbursement
Total Additional General Fund Revenue
215,250
275,080
1,090,330
200,000
250,000
200,000
$1,740,330
The budget recommendations include the adoption of some existing and new cost recovery
fees for services provided by the Fire Department and Parks and Community Services
2
PRELIMINARY BUDGET - ALL FUNDS
Approprations/
Adopted
Preliminary
Increase (Decrease)
All Funds
FY 16-17
FY 17-18
Amount
Percent
Operating Budget
$ 120,781,897
$ 126,526,997
$ 5,745,100
4.8%
Transfers Out
7,796,786
8,907,435
$ 1,110,649
14.2%
Capital Budget
16,057,334
19,567,158
$ 3,509,824
21.9%
Total
$ 144,636,017
$ 155,001,590
$ 10,365,573
7.2%
The General Fund makes up 91 % of the total operating budgets for all funds. The total
preliminary General Fund budget is $124.5 million, an increase of $7.1 million or 6.1%
from the current year adopted budget. Part of the increase in the General Fund revenue
budget is a result of the inclusion of new cost recovery fees and other revenues including:
Measure X Medical Marijuana Business Permit
Measure X Conditional Use Permit
Measure X 6% Business Tax
Fire --Paramedic Fee - Advanced
Subtotal
Parks & Community Services
Fire Cost Recovery
Development Services Consultants reimbursement
Total Additional General Fund Revenue
215,250
275,080
1,090,330
200,000
250,000
200,000
$1,740,330
The budget recommendations include the adoption of some existing and new cost recovery
fees for services provided by the Fire Department and Parks and Community Services
2
Department. All cost recovery fee recommendations are based on the current cost of
providing the services. Fire staff updated fees for Operational Fire Permits and Fire System
Plan Review & Permits. The department also established a new fee for Building Plan
Review for Fire & Life Safety and new fees for Fire & Life Safety Inspections (Company).
Fire fees were reviewed by the Orange County Chapter of the Building Industry Association
of Southern California (BIA). The BIA provided a letter supporting the phased in approach.
(Attachment 3)
The Parks and Community Services Department has seen an increase in participation in its
recreation and park programs and offerings over recent years. This increased participation
has been welcomed by the department, however it has required an increase in resources,
without an increase in the budgets associated with these programs (e.g. an increase in staff
numbers and hours, materials to run the programs, entry fees to some excursions (included
in the current program fees) and increases in staff salaries). Therefore, to enable the City
to maintain the current levels of services provided in these recreation and parks programs
and continue expanding the programs to enable greater inclusion in recreation and park
activities, staff proposes the carefully considered cost recovery fees increases. The fees
are related to park rentals, fly field permits, L.E.A.P., camps, youth and senior programs,
classes, and R.O.C.K.S.
The Fire and Parks cost recovery fee resolution and fee schedules are included as
Attachment 4.
Regarding Capital Projects, the Budget in Brief includes a Summary of Requested Capital
Improvement Projects (CIP) displaying the 65 requested projects by category and funding
source. The far right column indicates the recommended projects. Nearly half of the FY
17-18 capital project funds are being used for the reconstruction of Fire Station 1 and the
Lions Park projects in order to minimize new debt. The other half of the funds are
recommended for important street improvements and maintenance, traffic planning and
operations, and other projects that were discussed in the study session. Attachment 2A is
an updated CIP listing including additional Gas Tax funding that has been allocated to City-
wide street improvements, Newport Boulevard frontage road improvements, and has freed
up funds for the Merrimac Way multipurpose trail.
In addition, there are many CIP projects in process from the current and prior fiscal years.
These are summarized in the attached CIP Status Report. (Attachment 5) The report
provides a project description, project status and funding detail by fiscal year and source.
On May 9, the Council held a budget study session to review, comment on and ask
questions about the preliminary budget recommendations. On May 18, a follow up
community budget meeting was held to give community members more time with staff to
comment and ask more questions regarding the budget. On June 1, staff issued a follow
up report to Council members providing additional information on the issues and questions
raised during both of the budget meetings. This report is included as Attachment 6.
The remainder of this agenda report will focus on subsequent events and changes made to
the recommended budget since the May 9t" Council budget study session.
Sales Tax Revenue
3
The General Fund budget for FY 17-18 Sales Tax Revenue was based on the February 1,
2017 HdL projection tailored specifically to the City's economic business groups. An
updated May 8 HdL sales tax revenue projection shows a $1,034,000 (1.8%) reduction in
the projected FY 17-18 revenue amount based on 4th quarter results showing no growth
over the previous quarter last year. This was a result of weakness in the general consumer
goods, business and industry and fuel and service station industry groups, mostly offset by
an increase in autos and transportation. Since general economic news continues to be
positive, staff will leave the existing budget amount unchanged and continue to monitor
these revenues. HdL will update the projection based on next quarter results. Staff will
report back on this issue in the mid -year budget report or sooner if necessary.
Future Revenue Options
Also related to revenues, staff is preparing information on the City's current Business
License fees and Transient Occupancy Tax with a review of options for future changes to
these items which are well below market rate compared to other cities. Staff is requesting
Council direction to work with the Finance and Pension Advisory Committee on possible
future changes to the Business License fees and Transient Occupancy Tax rate.
Budget Revisions
Recommended budget revisions in follow up to the Council budget study session,
community budget meeting and subsequent events include the following items:
• General Fund revenue forecasts have been increased by $564,087 based on
updated projections with April 2017 actuals:
o $ 70,000 in Supplemental Property Tax
o $399,087 in Transient Occupancy Tax
o $ 70,000 in Other State Grants
o $ 25,000 in Special Policing Fees
• Increase General Fund Contingency account from $500,000 to $1,000,000.
• At the request of the OC City Managers' Association, add $6,100 for Costa Mesa's
share of the Orange County Taxi Administration Program (OCTAP) to ensure the
continuation of OCTAP until June 30, 2018 while their subcommittee continues to
work with the Orange County Transportation Authority (OCTA) to ensure OCTAP is
administered by OCTA with the least financial impact to cities.
• Reduce the operating transfer from the General Fund to the Equipment Replacement
fund by $225,000 and reprogram these funds in the following ways:
o Add $125,000 to Development Services to fund a State employee as a group
home inspector. This position would be housed at Costa Mesa City Hall and
focus on Costa Mesa group home issues.
o Add $100,000 for improvements at the Tennis Center. Priorities for the
improvements at the Tennis Center will be determined following the adoption
of the budget.
• Transfer $3,170,491 from existing General Fund reserves to the Self -Insurance Fund.
This amount, when combined with the $2,000,000 in the General Fund reserves
required by City Ordinance 96-14, would bring the Self -Insurance Fund balance to a
net zero. The $3,170,491 can still be considered available to the General Fund in an
emergency. In connection with this transfer, the City Manager would reduce the
current $55,000,000 General Fund reserve goal to $52,000,000 plus an annual CPI
adjustment beginning on June 30, 2017.
• Adjust Fire Development Fees Fund 218 by $225,000 for the following eligible uses:
4
o $125,000 to the Equipment Replacement Fund 601 for the replacement Fire
1500 GPM pumper truck.
o $100,000 to the Capital Improvements Fund 401 for Fire Station exhaust
extraction systems
Add $375,000 for signal pre-emption installations at 25 intersections in the southeast
portion of the City if all recommended Fire fees are approved.
Increase the HOME Fund 205 by $92,238 since the U.S. Department of Housing and
Urban Development (Los Angeles Field Office) (HUD) announced that $92,238 in de -
obligated funds from 2010 would be restored with the condition that they must be
spent by the end of 2017. The funds will initially be budgeted for the housing
rehabilitation program unless HUD indicates other restrictions on the funds.
The Budget Addendum (Attachment 7) displays recommended changes to the FY 17-18
Preliminary Budget amounts based on the items described above.
Budget Review
As mentioned earlier, the Finance and Pension Advisory Committee (FiPAC) had a first look
at high-level budget amounts on April 12, 2017. Staff presented FiPAC with a more detailed
review on May 10, 2017, the day after the Council's budget study session. The FiPAC
formed a budget working group that met on May 24, 2017. The working group developed a
list of comments and questions on many aspects of the budget including revenue related to
Measure X, emergency medical transportation, salaries, vacancies, overtime, worker's
compensation, City Attorney budget, Public Services accounts, liability insurance,
equipment items and various capital projects. Staff met with working group representatives
on May 31, 2017 to discuss their comments and questions.
The Planning Commission reviewed the one-year and seven-year CIP at their May 22nd
meeting. They took public comments and adopted a resolution finding the proposed CIP in
conformance with the 2015-2035 General Plan. The following comment was made by
Planning Commissioners:
• $8.25 M budget for Fairview Park (CA -ORA- fill removal and habitat restoration) is
excessive.
The following public comments were made and the Planning Commission requested that
the comments be part of the record:
• Nothing in conflict with requirements of Measure AA should be included in the seven-
year CIP.
• $8.25 million is excessive budget for the fill removal and restoration project.
• $100,000 budget for Costa Mesa United should be reallocated to Fairview Park
Alliance.
The Parks and Recreation Commission (PRC) reviewed the one-year and seven-year CIP
on May 25. See Attachment 14 for an excerpt of the draft unofficial minutes of the meeting.
Three motions were passed, two of which apply to the FY 17-18 budget recommendations:
5
1. Keep item 18—Bicycle rack improvements City-wide ($25,000). This item is
currently unfunded and the Commission did not identify a recommended source of
funds.
2. Separate item 6—Fairview Park On-call Environmental Services ($50,000) into two
items: Tribal consultation for cultural resources and archeological
discoveries/protections. Item 6 is funded with carry over funds earmarked for
Fairview Park.
Pension Costs
On February 4, 2014, Council approved the annual prepayment of the CalPERS annual
required contribution for the Miscellaneous group of employees based on a discounted
amount offered by CalPERS. The discount is based on one-half of the CalPERS annual
discount rate (return on investment). Estimated annual saving at that time was $226,551.
The City has been making annual prepayments for the Miscellaneous group since then.
Recently the City expanded the prepayment to include the annual payment of the unfunded
liability portion for the Fire Safety group. Staff is now requesting additional authority to make
prepayments for all three bargaining groups subject to an annual analysis sufficient cash on
hand and projections of minimum cash balances required for City operations and planned
capital projects. The attached worksheet (Attachment 8) shows the current amounts by
group and the estimated savings. Total annual savings could be increased to about
$820,000.
Human Resources Items
Included as part of the proposed FY 17-18 budget adoption are the following recommended
items:
• Reclassify one Principal Human Resources Analyst to Human Resources
Administrator. The cost increase is offset by a reduction in the consulting account.
• Exchange two Police Department part-time Civilian Investigators for two part-time
Community Services Specialists and adjust budgeted hours to maintain the same
cost. This will better meet the operational needs of the Police Department.
• Human Resources provided position job descriptions and recommended salary
resolutions associated with new position recommendations. These are included for
approval as Attachments 9, 10, 11, 12 & 13. Staff recommends approval of job
descriptions and recommended salary resolutions to be read by title only, and waive
further reading for the following:
o Assistant Fire Marshal
o Community Improvement Manager
o Parks and Community Services Director
The preceding recommendations more accurately reflect the duties being performed by
each respective department organizationally and at a level commensurate with the
responsibilities proposed for new positions.
Next Steps
Following today's budget adoption, next steps in the budget cycle include:
• Fiscal year end closing in the months following June 30, 2017.
L
Publish the Adopted FY 17-18 Operating and Capital Improvement Budget Book.
Mid -year Budget Report in February, 2018 including an update of the Five-year
Financial Plan.
ALTERNATIVES CONSIDERED:
Staff considered many options for the use of funds including requested budget increases
and capital improvement projects. Options were evaluated and contingency reductions of
up to $450,000 were prepared in case cost recovery fee updates are not approved.
Recommended fee increases could be approved in total, in part or not at all. Recommended
budget amounts are balanced to estimated available resources.
CONCLUSION:
As presented, this proposed budget represents a balanced budget for the coming fiscal year
without the use of General Fund reserves (except as to help balance the Self -Insurance
Fund) and provides the highest level of service to the community within existing financial
resources. Council consideration and public input regarding the FY 17-18 Preliminary
Operating and Capital Improvement Budget has provided valuable information for staff to
finalize these budget recommendations for Council adoption today.
Stephen Dunivent
Interim Finance Director
Attachments:
Thomas R. Hatch
City Manager
1. Budget Resolution 17 -XX
2. FY 2017-18 Operating & Capital Improvement Budget in Brief
a. Revised CIP budget
3. BIA Letter reaardina Fire Fees
4. Fee Resolution 17 -XX for Fire & Parks Fees
5. CIP Status Report
6. Follow-up Items from the May 9, 2017 Council Budget Study Session
7. FY 2017-18 Proposed Budget Addendum
8. CalPERS Prepayment Options
9. Assistant Fire Marshal Job Description
10. Assistant Fire Marshal Salary Resolution
11. Community Improvement Manager Job Description
12. Community Improvement Manager Salary Resolution
13. Parks and Community Services Director Job Description
14. Excerpt of the draft unofficial minutes of the Parks and Recreation Commission
May 25, 2017 meeting
7
Attachment 1
RESOLUTION NO. 17-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA,
CALIFORNIA, ADOPTING A BUDGET FOR THE FISCAL YEAR 2017-2018
THE CITY COUNCIL OF THE CITY OF COSTA MESA DOES HEREBY RESOLVE AS
FOLLOWS:
WHEREAS, the Proposed Budget for Fiscal Year 2017-2018 has been prepared in
compliance with Section 2-153 of the Costa Mesa Municipal Code.
NOW, THEREFORE, BE IT RESOLVED as follows:
SECTION 1: To ensure appropriate service levels, the City Manager is authorized
to reallocate staffing resources within adopted appropriations as needed.
SECTION 2: The annual budget for the City of Costa Mesa for the Fiscal Year
beginning July 1, 2017 and ending June 30, 2018 is hereby adopted as set forth in the
Proposed 2017-2018 Budget.
PASSED AND ADOPTED this 20' day of June, 2017.
Katrina Foley
Mayor
F-A41111111111*11
Brenda Green
City Clerk
/_1,W:Z*1T121o7_T•ato] a101VLTIA
Thomas Duarte
City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY
that the above and foregoing is the original of Resolution No. 17-_ and was duly passed
and adopted by the City Council of the City of Costa Mesa at a regular meeting held on
the 20th day of June, 2017, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the
City of Costa Mesa this 21St day of June, 2017.
BRENDA GREEN
CITY CLERK
(SEAL)
Attachment 10
RESOLUTION NO. 17 -XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
COSTA MESA, CALIFORNIA, CALIFORNIA, AMENDING
RESOLUTIONS NOS. 17-12, 17-13 AND 17-14 BY
ESTABLISHING A NEW CLASSIFICATION REPRESENTED BY
THE CITY OF COSTA MESA CITY EMPLOYEES ASSOCIATION
AND ESTABLISHING THE PAY RANGES FOR THE NEW
CLASSIFICATION
THE CITY COUNCIL OF THE CITY OF COSTA MESA, CALIFORNIA DOES HEREBY
RESOLVE AS FOLLOWS:
SECTION 1. The Costa Mesa City Council hereby amends Resolutions Nos. 17-12, 17-
13 and 17-14 to establish the new job classification of Assistant Fire Marshal and to establish
the pay ranges for the new job classification as set forth herein.
SECTION 2. Section 1 of Resolution No. 17-12 is hereby amended to add the Assistant
Fire Marshal job classification at the salary ranges and monthly rates of pay specified below
effective July 9, 2017.
Class Title Salary
Code Plan
Grade
1
2
3
Step
4
5
6
7
0217 Assistant Fire Marshal CMC
897 $6,213
$6,524
$6,850
$7,192
$7,552
$7,930
$8,327
Monthly
$74,556
$78,288
$82,200
$86,304
$90,624
$95,160
$99,924
Annual
Tier 1
$35.84
$37.64
$39.52
$41.49
$43.57
$45.75
$48.04
Hourly
5217 Assistant Fire Marshal CM2
897 $5,635
$5,917
$6,213
$6,524
$6,850
$7,192
$7,552
Monthly
$67,620
$71,004
$74,556
$78,288
$82,200
$86,304
$90,624
Annual
Tier 2
$32.51
$34.14
$35.84
$37.64
$39.52
$41.49
$43.57
Hourly
SECTION 3. Section 1 of Resolution No. 17-13 is hereby amended to add the Assistant
Fire Marshal job classification at the salary ranges and monthly rates of pay specified below
effective July 8, 2018.
Class Title Salary
Code Plan
Grade
1
2
3
Step
4
5
6
7
0217 Assistant Fire Marshal CMC
897 $6,385
$6,704
$7,039
$7,391
$7,761
$8,149
$8,556
Monthly
$76,620
$80,448
$84,468
$88,692
$93,132
$97,788
$102,672
Annual
Tier 1
$36.84
$38.68
$40.61
$42.64
$44.78
$47.01
$49.36
Hourly
5217 Assistant Fire Marshal CM2
897 $5,791
$6,081
$6,385
$6,704
$7,039
$7,391
$7,761
Monthly
$69,492
$72,972
$76,620
$80,448
$84,468
$88,692
$93,132
Annual
Tier 2
$33.41
$35.08
$36.84
$38.68
$40.61
$42.64
$44.78
Hourly
SECTION 4. Section 1 of Resolution No. 17-14 is hereby amended to add the Assistant
Fire Marshal job classification at the salary ranges and monthly rates of pay specified below
effective July 7, 2019.
Class Title Salary Grade
$6,247
$6,559
Step
$7,231
$7,593
$7,973
Code Plan 1
2
3
4
5
6
7
0217 Assistant Fire Marshal CMC 897 $6,559
$6,887
$7,231
$7,593
$7,973
$8,372
$8,791 Monthly
$78,708
$82,644
$86,772
$91,116
$95,676
$100,464
$105,492 Annual
Tier 1 $37.84
$39.73
$41.72
$43.81
$46.00
$48.30
$50.72 Hourly
5217 Assistant Fire Marshal CM2 897 $5,950
$6,247
$6,559
$6,887
$7,231
$7,593
$7,973
Monthly
$71,400
$74,964
$78,708
$82,644
$86,772
$91,116
$95,676
Annual
Tier 2 $34.33
$36.04
$37.84
$39.73
$41.72
$43.81
$46.00
Hourly
SECTION 5. Except as modified by this Resolution, Resolutions Nos. 17-12, 17-13,
and 17-14 shall remain in full force and effect.
PASSED AND ADOPTED this 20th day of June, 2017.
ATTEST:
Katrina Foley, Mayor
APPROVED AS TO FORM:
Brenda Green, City Clerk Thomas Duarte, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY
that the above and foregoing is the original of Resolution No. 17-xx and was duly passed
and adopted by the City Council of the City of Costa Mesa at a regular meeting held on
the 20th day of June, 2017, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the
City of Costa Mesa this 21 st day of June, 2017.
BRENDA GREEN, CITY CLERK
(SEAL)
Attachment 11
CITY OF COSTA MESA Class Code:
Established Date: June xx, 2017 Community Improvement Manager 0161
Revision Date:
DESCRIPTION
Under administrative direction, to plan, organize, coordinate and administer the City's code enforcement,
community, housing and neighborhood improvement programs; to provide highly responsible and complex
administrative support to the Economic and Development Services Director; and to do other work as required.
CLASS CHARACTERISTICS
An incumbent in this classification is responsible for applying specialized knowledge, skills and abilities in
administering, monitoring, and evaluating code enforcement and other community improvement plans and
programs. Work is performed with independence under the administrative direction of the Economic and
Development Services Director.
ESSENTIAL FUNCTIONS
These functions may not be present in all positions in this class. When a position is to be filled, the
essential functions will be noted in the announcement of position availability. Management reserves
the right to add, modify, change or rescind work assignments as needed.
Develops, plans, coordinates and administers all programs, services and activities of the Community
Improvement Division including code enforcement, group home/sober living, crime prevention, recreational
and medical marijuana business permitting/inspection/enforcement, lodging inspection and business license
inspection programs.
Manages and participates in the development and implementation of goals, objectives, policies and priorities
of the Community Improvement Division; monitors and evaluates the efficiency of service delivery methods
and procedures.
Interprets and explains applicable code regulations and enforcement programs to the City Council, Planning
Commission, other City staff and the general public; responds to and resolves difficult and sensitive citizen
inquiries and complaints; participates in complex field inspections.
Oversees staff responsible for investigation and review of complaints of possible ordinance violations and
issues citations for violations of the Municipal Code; International Property Maintenance Code; and represents
the City in prosecution of violators proceedings.
Collaborates with the City Manager's Office, other City departments and divisions, and City Council regarding
highly complex and sensitive community matters and programs; prepares agendas, memorandums and
reports for meetings of City and advisory committees.
Oversees preparation of reports of conditions for referral to proper authorities, notices of violations, follow up
legal advertisements and other similar notices and reports and ensures pertinent records are maintained.
Serves as the liaison for the Community Improvement Division with other divisions, departments, and outside
agencies.
Assists in preparation and administration of the division's annual budget.
Selects, trains, and evaluates professional and clerical staff in the Community Improvement Division;
establishes work plans and standards; reviews and evaluates work products.
Collaborates with other staff and community members to effectively address issues that affect the quality of
life in Costa Mesa.
Evaluates current codes and regulations and recommends appropriate revisions; reviews and analyzes
pending legislation related to community improvement and prepares responses as it pertains to community
improvement programs.
Maintains awareness of new trends and developments in the field of community improvement; incorporates
new developments as appropriate.
Performs other related work as required.
QUALIFICATIONS GUIDELINES
A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities
of this classification is as follows:
Education, Training and/or Experience
Graduation from an accredited four-year college or university with major course work in public or business
administration, planning, or other closely -related field. A pertinent graduate degree is desirable and can
substitute for up to one year of the required experience.
Four years of progressively -responsible professional experience in local government code enforcement, and
one year in a supervisory capacity.
LICENSE AND/OR CERTIFICATE:
Class C California Driver's License. Revocation of license during employment may result in disciplinary action
or reassignment.
Successful completion of PC832 training is required by the end of the probationary period.
Certified Code Enforcement Officer (CCEO) Certification is required by the end of the probationary period.
Requisite Knowledge and Skill Levels
Knowledge of Costa Mesa Municipal Code, Uniform Housing Code, International Property Maintenance
Code and inspection practices, principles and procedures.
Knowledge of the geography of the City, including location and layout of streets.
Knowledge of local municipal zoning, sign housing and property maintenance ordinances and codes and the
principles and practices of City planning.
Knowledge of relevant Federal and State laws and regulations pertaining to and affecting California
community improvement.
Knowledge of principles and practices of public administration, including program monitoring, project
measurement and control administration.
Knowledge of effective administrative and supervisory principles and practices.
Knowledge of budget systems and procedures.
Knowledge of principles and practices of personnel selection, training, supervision, evaluation and discipline.
Skill in establishing and maintaining effective working relations with the public, in sometimes adverse
conditions, and other City employees.
Skill in reading and interpreting land use, sign, housing, and property maintenance ordinances and codes and
applying this knowledge to specific and complex problems.
Skill in working directly with elected officials, boards and commissions.
Requisite Abilities
Ability to effectively plan, organize, direct and supervise the work of community improvement staff.
Ability to establish and maintain effective working relationships with staff, City officials, representatives of other
governmental agencies, and the general public.
Ability to prepare and present written and oral information in a clear, concise and accurate manner and make
presentations before the public, City Council, boards and commissions
Ability to interpret regulations, laws, and policies and apply them with good judgment.
Ability to collect, organize and analyze data and prepare comprehensive analytical reports.
SUPPLEMENTAL INFORMATION:
PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS:
Please contact Human Resources for a summary of the essential tasks and environmental factors for this
classification.
Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.
Attachment 12
RESOLUTION NO. 17 -XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
COSTA MESA, CALIFORNIA, AMENDING RESOLUTION
NO. 17-26 BY ESTABLISHING A NEW CLASSIFICATION
REPRESENTED BY THE COSTA MESA DIVISION
MANAGERS ASSOCIATION AND ESTABLISHING THE
PAY RANGES FOR THE NEW CLASSIFICATION
THE CITY COUNCIL OF THE CITY OF COSTA MESA, CALIFORNIA DOES HEREBY
RESOLVE AS FOLLOWS:
SECTION 1. The Costa Mesa City Council hereby amends Resolution No. 17-26 to
establish the new job classification of Community Improvement Manager and to establish the
pay ranges for the new job classification as set forth herein.
SECTION 2. Section 1 of Resolution No. 17-26 is hereby amended to add the Community
Improvement Manager job classification at the salary ranges and monthly rates of pay specified
below effective June 25, 2017.
Class Class
Grade
Step
Code Title
1
2
3
4
5
6
7
0161 Community
895 $7,753
$8,140
$8,547
$8,975
$9,423
$9,894
$10,389 Monthly
Improvement Manager
$93,036
$97,680
$102,564
$107,700
$113,076
$118,728
$124,668 Annual
$44.73
$46.96
$49.31
$51.78
$54.36
$57.08
$59.94 Hourly
SECTION 3. Except as modified by this Resolution, Resolution No. 17-26 shall remain
in full force and effect.
PASSED AND ADOPTED this 20th day of June 2017.
ATTEST:
Katrina Foley, Mayor
APPROVED AS TO FORM:
Brenda Green, City Clerk Thomas Duarte, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that
the above and foregoing is the original of Resolution No. 17-xx and was duly passed and adopted
by the City Council of the City of Costa Mesa at a regular meeting held on the 20th day of June,
2017, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of
Costa Mesa this 21st day of June, 2017.
BRENDA GREEN, CITY CLERK
(SEAL)
Attachment 13
CITY OF COSTA MESA Class Code:
Established Date: June XX, 2017 Parks and Community Services Director 0306
Revision Date:
DESCRIPTION:
This is a highly responsible administrative and professional position which is responsible for planning,
organizing and directing the functions of the Parks and Community Services Department; and performs
related duties as required.
CLASS CHARACTERISTICS:
This is an executive level classification. The Parks and Community Services Director reports to the City
Manager and is responsible for overseeing all of the operations of the Parks and Community Services
Department. This also includes the development of the budget for the department. Work involves
development and administration of comprehensive community services, park and recreation programs. Work
involves accomplishment of departmental program objectives through the supervision and direction of
assigned staff. Work is performed under general administrative direction of the City Manager and is reviewed
through conferences and reports.
ESSENTIAL FUNCTIONS:
These functions may not be present in all positions in this class. When a position is to be filled, the essential
functions will be noted in the announcement of position availability. Management reserves the right to add,
modify, change or rescind work assignments as needed.
Plans, organizes and directs the overall operations, services, and activities of the Parks and Community
Services Department.
Conducts strategic planning and implements departmental goals and objectives; develops, recommends and
administers approved policies and procedures.
Plans, organizes, coordinates and directs through subordinate supervisors the development and
implementation of comprehensive recreation, community and senior programs and services.
Plans, organizes, directs and supervises the work of departmental staff; participates in staff development and
training; coaches, motivates, monitors, corrects and evaluates staff performance; reviews performance
evaluations prepared by subordinate managers or supervisors; recommends employee appointment,
recognition, discipline and termination.
Prepares and administers annual department budget and manages revenues and expenditures.
Serves as liaison between the City and the Parks and Recreation Commission, Senior Commission, school
district and coordinates a comprehensive recreation and parks program.
Oversees and directs departmental office operations; maintains appropriate records and files.
Coordinates and cooperates with other departments, agencies, groups and individuals in connection with City
and departmental activities.
Represents the Department in City Council, commission, committee, staff, and public and private agency
meetings regarding services, activities and programs.
Advises the City Manager, Assistant City Manager, City Council, Parks and Recreation Commission and
Senior Commission on matters relating to departmental functions; prepares and presents staff reports.
Maintains knowledge of current trends and provides innovative approaches to provide
QUALIFICATIONS GUIDELINES:
A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities of this
classification is as follows:
EDUCATION, TRAINING AND/OR EXPERIENCE:
Graduation from an accredited college or university with major course work in public administration, business
administration, recreation, horticulture or a closely related field. Several years of increasingly responsible
experience in the management of a comprehensive community services, recreation and/or parks programs.
LICENSE AND/OR CERTIFICATE:
Possess, or ability to obtain, a valid California driver's license.
REQUISITE KNOWLEDGE AND SKILL LEVELS:
Extensive knowledge of the principles and objectives of recreation and senior services administration and
community services.
Knowledge of principles of supervision, training and performance evaluation.
Knowledge of principles and techniques of budget development and administration.
Knowledge of park facilities and the needs of the community and the ability to effectively meet those needs.
Knowledge of applicable federal, state, and local laws, ordinances, codes and regulations.
Knowledge of contract administration.
Knowledge of modern methods and techniques for effective administration and management.
REQUISITE ABILITIES:
Ability to direct, plan and organize the activities of a comprehensive Parks and Community Services
Department.
Ability to coordinate, direct and balance the interests of a wider range of constituents groups including boards,
commissions, committees, community partnerships and other public agencies.
Ability to interpret and apply City policies, procedures, rules and regulations.
Ability to prepare, coordinate and administer budgets.
Ability to plan, organize and direct the activities of a multi -unit department.
Ability to select, supervise, train and evaluate personnel.
Ability to establish and maintain effective relationships with superiors, subordinates, other employees, officials
and the public.
Ability to stay abreast of new trends, innovations, standards and guidelines in the field of recreation and senior
services.
Ability to communicate clearly and concisely, both orally and in writing.
SUPPLEMENTAL INFORMATION:
PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS:
Please contact Human Resources for a summary of the essential tasks and environmental factors for this
classification.
Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.
Attachment 14
Excerpt of the Draft Unofficial Minutes
for the PARKS AND RECREATION COMMISSION meeting
of MAY 25, 2017
9. New Business
a) Review of Proposed Capital Improvement Program (CIP) for Fiscal Year 2017-
2018 through 2023-2024
Mr. Bart Mejia presents report.
Discussion ensued on bike rack funding, budget priorities as related to acquisition of
open space, budget recommendation for skate park expansion, CIP opportunities that
could result in additional open space, lack of security lighting in the CIP, CIP items as
related to safety, funding for lighting from previously approved budgeting, explanation
of Fairview Park — On Call Environmental Services and what it encompasses, and
Fairview Park — On Call Environmental Services to include tribal consultation.
Public Comments
1. Cynthia McDonald, Costa Mesa, spoke on goals of improving safety and
connectivity for cyclists, spoke on bike friendly city status, walkable city status, and
heel status, and spoke on lighting at the tennis center.
2. Kim Hendricks, Costa Mesa, spoke against lighting and artificial turf at Parson
Field, in favor of lighting at Kaiser, requested Fairview Park Riparian Habitat
project to be looked at in detail, and spoke on the ORA -58 Fill Removal project.
3. Rick Huffman, Costa Mesa, requested LED lighting and expansion at the tennis
center, suggested a pay -to -play system for the skate park and suggested a skate
park in another area of the city.
4. Resident, Costa Mesa, spoke on previous lawsuit against the city, curbs, blocks,
weeds, overhead wires — and requested to know if these issues were the
responsibility of the city or business owners, and spoke on basketball courts at
Pinkley Park.
5. Jim Gray, Costa Mesa, spoke in favor of skate park expansion, discussed
unattended skate parks as related to city liability, and spoke on art inclusion
throughout the city.
6. Eddie Prosser, Costa Mesa, spoke in favor of skate park expansion.
Commissioner Reynolds asked for clarification that the presented budget [Review of
Proposed Capital Improvement Program (CIP) for Fiscal Year 2017-2018 through
2023-2024] will go to City Council to review with all comments and minutes up to this
point and that future input would be considered until the public hearing on the budget
at City Council. Commissioner Reynolds recommended to maintain acquisition of
open space as a priority in the budget.
Attachment 14
MOTION made by Chair Pederson to recommend to City Council to keep Item #
18 bicycle racks for $25,000, seconded by Vice Chair McNabb. MOTION carries
5-0.
MOTION made by Commissioner Bogner to move up the priority of the security
lighting Item # 38 to the current fiscal year. MOTION fails for lack of second.
MOTION made by Vice Chair McNabb to move Costa Mesa Tennis Center —
Master Plan Improvements for $30,000; Costa Mesa Tennis Center — Replace
Tennis Lighting for $300,000; Costa Mesa Tennis Center— Plumbing Fixtures for
$10,000 to the current fiscal year. MOTION fails for lack of second.
Commissioner Ersolyu requested consideration to move lighted basketball courts from
FY 20/21 to an earlier fiscal year with location dependent on community need.
Commissioner Bogner responded to public commenter regarding `inviting trouble'
comment and advised it is interesting to approve projects but there is a lack of safety
and security measures to protect the projects and recommended City Council to look
at this issue.
MOTION made by Vice Chair McNabb to remove two new tennis courts at
Tanager Park from FY 21/22, seconded by Chair Pederson. MOTION carries 4-
1.
Commissioner Reynolds discussed the importance of separating Item # 6 into two
distinct items to separate an environmental consultant to deal with the protected
habitat area and an appropriate tribe representative(s) for cultural and sacred areas.
MOTION made by Commissioner Reynolds to separate Item # 6 into two distinct
items labeled 6a — On Call Environmental Services for environmental issues and
6b — Tribal Consultation for cultural resources and archeological
discoveries/protections, seconded by Commissioner Ersolyu. MOTION carries
5-0.
W4 ,♦•
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PRELIMINARY
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Fire Station 1
When complete, Fire Station No. 1 will feature a new 12,000 square -foot, state-of-the-art facility,
including 10 dorm rooms, three administrative offices, one training/classroom, an emergency medical
supply room and four utility rooms. The new facility will address out-of-date building code and
standard issues, accommodate multi -gender usage and provide an efficient floor plan that aims to
improve emergency response time.
Lions Park Projects
The purpose of the Lions Park projects are to improve library services, and create quality programming
and event user space necessary to meet the needs of the community. The projects will re -purpose both
the Donald Dungan Library to the adjacent Neighborhood Community Center building and move the
NCC to the current library space. Features will include: A new two-story 20,000 square foot library
building and a renovated Neighborhood Community Center. The project will also add one acre of
programmed park open space that will be utilized as an event lawn and provide residents with a
variety of fun, family and educational events.
CITY MANAGER'S
BUDGET MESSAGE
�4pyTn �yF�
` T �ORP�kV A`b
May 9, 2017
Honorable Mayor, Members of the City Council, and Citizens of Costa Mesa:
I am pleased to submit the Fiscal Year 2017-18 Preliminary Operating and Capital
Budget. The objectives used in developing this budget are to submit a balanced budget
to the City Council; to do the best job possible of maintaining current excellent levels of
service to the community; to implement City Council's priorities as feasible; and to be
prudent in our revenue estimates and cautiously optimistic overall. The City's
management team and staff have put together an operating and capital expenditure
plan that addresses the City Council's priorities while fulfilling the service requirements
of the people who live, work, and play in our community.
The City Council Priorities include the following items:
Tier 1: To receive the highest priority attention in FY 2017-18
• Begin Construction of the Lions Park Projects
• Engage in strategies for a safe community, including having a fully -staffed Police
Department
• Address homelessness, both locally and on a cooperative basis with other
communities
• Address issues related to group/sober living homes
• Maintain focus on fiscal responsibility
Tier 2: To be carried out as resources permit in FY 2017-18
• Invest in infrastructure (e.g., sidewalks, streets, safe bike trails)
• Fill City staffing vacancies to provide needed services
• Ensure our land use policies will make life better for our residents and try to keep
our residential areas nice places to live
• Formally consider a new ambulance transport system
• Complete the process to create a Master Plan for the Arts
• Pursue economic development with a focus on attracting middle and well -paying
jobs and supporting workforce development
• Implement additional measures to enhance our animal control and sheltering
services
As presented, this represents a balanced budget for the coming fiscal year without the
use of General Fund reserves and provides the highest level of service to the
community within existing financial resources.
This Preliminary Budget maintains and, in a few areas, enhances the current level of
service from FY 16-17. Having already reduced operating expenditures to a minimum
base level in prior years, management used the FY 16-17 budget as the starting point
while allowing Departments to make their requests known for new items that they
believed met the community and City Council needs.
On March 3, 2015, the Council adopted the financial and budget policies; updated in
October 2016. These policies are outlined and refreshed in the Appendix Section.
Highlights of these policies as they relate to this budget include:
• Consistency with Council and City Manager priorities
• Balanced budgets with the exception of using dedicated non -General Fund
balances for carry-over or one-time items consistent with the purpose of those
funds
• Realistic assumptions for revenue forecasts
• New revenue sources pending legislation or grant approval are not included in
the base budget request
• A minimum of 5% General Fund revenues dedicated to funding capital projects
plus an additional 1.5% of General Fund revenues dedicated to capital facilities
• A goal of $500,000 budgeted for contingencies
• Provision for an additional $500,000 payment to reduce unfunded pension
liabilities
Below is the Preliminary Budget for FY 17-18 for all funds compared to the FY 16-17
Adopted Budget:
2
PRELIMINARY BUDGET -ALL FUNDS
Appropriations
Adopted
Preliminary
Increase/(Decrease)
All Funds
FY 16-17
FY 17-18
Amount
Percent
Operating Budget
$ 120,781,897
$ 126,526,997 $
5,745,100
4.8%
Transfers Out
7,796,786
8,907,435
1,110,649
14.2%
Capital Budget
16,057,334
19,567,158
3,509,824
21.9%
Total
$ 144,636,017
$ 155,001,590 $
10,365,573
7.2%
2
GENERAL FUND PRELIMINARY BUDGET
The General Fund provides 91.4% of the total operating budget for all governmental
funds. The total preliminary General Fund budget is $124.5 million, an increase of $7.1
million or 6.1 % from the current year adopted budget. Table 1 is a summary of the total
General Fund resources and requirements for FY 17-18:
Table 1
GENERAL FUND PRELIMINARY BUDGET
Estimated Revenues $
Transfers In
Adopted Preliminary Increase/(Decrease)
FY 16-17 FY 17-18 Amount Percent
117,392,897 $ 124,512,589 $ 7,119,692 6.1%
Use of Fund Balance - - - -
Total Resources $ 117,392,897 $ 124,512,589 $ 7,119,692 6.1%
)perating Budget $
109,596,111 $
115,605,154
$ 6,009,043
5.5%
ransfers Out
7,796,786
8,907,435
1,110,649
14.2%
Total Appropriations $
117,392,897 $
124,512,589
$ 7,119,692
6.1%
The first set of FY 17-18 General Fund base operating budget requests submitted by
the departments to the Finance Department totaled $124.1 million; 5.7% over the prior
year budget. A large part of this increase was due to an increase in pension costs,
assumption of increased number of filled positions, increases in utilities and certain
other operating costs. In addition, departments requested a net increase of $1.1 million
in budget increases, the largest of these being in Public Services related to operating
expense increases. These two amounts totaled $125.2 million. During the month of
March, the Budget Review Team held meetings with each department to review and
discuss these budget requests. The total requests were ultimately reduced by $0.7
million to $124.5 million. The reductions are noted later is this report.
The first set of FY 17-18 General Fund revenue estimates totaled $122.7 million using
the assumptions of modest economic growth, a gradually improving real estate market
and a leveling off of development activity in the City. During the budget review period,
revenue assumptions were increased by $1.8 million to a new total of $124.5 million.
These increases were based on the need to update Fire and Parks fees that are
significantly below full cost recovery, Medical Marijuana Measure X business permit and
conditional use permit revenues, and six months of new Fire -Paramedic ambulance
transportation revenue. Primary revenue sources and assumptions are discussed in
detail in the Summaries of Financial Data section of this budget book.
The results of the budget reductions and revenue changes yielded a balanced General
Fund budget of $124.5 million and keeps General Fund reserves intact.
3
FINANCIAL OUTLOOK
As a result of the projection for modest growth in the economy, forecasted changes in
revenue sources are projected to be mixed. Modest growth is forecasted for sales and
use tax, transient occupancy tax (TOT) and franchise fees. Stronger growth is
projected for property tax, licenses and permits, and motor vehicle license fees.
Revenues such as fines and forfeitures are projected to be level. The City will continue
to evaluate revenues and find ways to mitigate costs. Doing so will continue to stabilize
the City's budget, provide necessary services to the community and work towards re-
building reserves.
The City remains careful about its cash position. With the significant reduction in
reserves seven years ago, it is very important for the City to maintain a balanced budget
and stabilize cash. Based on the timing of the receipt of certain revenues, the City has
periods of time when it uses more cash than it receives. That use of cash is
replenished later in the fiscal year with the receipt of property tax revenue. The General
Fund had operating surpluses for five of the past six years which helped increase the
overall cash position.
HIGHLIGHTS OF THE PRELIMINARY BUDGET
The FY 17-18 preliminary budget contains funding for the continuation of existing
services to the community. The following highlights reflect some of the facts and
changes regarding this budget:
• The budget contains funding for the full annual required contribution for the City's
share of employee retirement costs plus an additional payment of $500,000 to
help reduce the unfunded liability associated with pension costs
• General Fund contribution to Capital Projects is 5% of the General Fund budget,
which is $6,006,649, and the 1.5% for Capital Facility Projects is $1,801,995
• Allocations to the Information Technology (IT) Replacement Fund will increase
from $200,000 to $250,000 for the accumulation of funds for future IT equipment
replacements and upgrades
• Four departments (City Manager, City Attorney, Finance, and IT) have budgets
with a growth rate of less than 3.5%
• Both the City Manager's budget and the Development Services budget are
staffed to address homelessness, both locally and on a cooperative basis with
other communities and to continue to address issues related to group/sober living
homes
• Police Department
o Funds all full-time positions for a fully -staffed department
o Funded $44,000 for ten additional e -citation devices compatible with the
county -wide system
o Additional uniform costs of $20,000 for new employees
o Additional communications costs of $24,000 for the Westside Substation
o Reduction in vacant part-time position costs of $450,000 will help fund part
of the cost to replace an aging Mobile Command vehicle ($900,000)
• Fire Department
.19
o Funds all full-time positions including the six new positions added mid-
year FY 16-17 for a fully -staffed department. The cost of the additional
positions is to be offset by reduction in overtime spending.
o Inclusion of a partial year of ambulance transportation revenue ($600,000)
will help fund most of the cost to replace an older 1500 GPM pumper truck
($707,300)
o Continued funding for the part-time Emergency Medical Services
Coordinator position approved by Council on February 7, 2017.
• Parks and Community Services
o Increased 5.5 full-time equivalent part-time positions
o Added $61,374 for the reinstated mobile recreation program
• Public Services Department
o Includes the new park maintenance contract and deleted a total of eleven
(five full-time and six part-time) vacant positions and positions to be
vacated by attrition or reassignment due to the new contract
o Reduced discretionary park maintenance items by $86,345
o Reduced the parks and parkways water account by $90,000 based on
lower usage
o Reduced bulky debris item removal by $62,589
o Budgeted existing staff levels will ensure the Fire Station 1, Lions Park
projects and other capital projects are managed efficiently and on a timely
basis
• Capital Projects include $6.2 million for the cash funding of the construction of
the new Fire Station 1, $2.8 million for second year of a four-year plan to
accumulate funds for the Lions Park projects as a way to minimize new debt. A
debt financing of about $18.5 million for the Lions Park projects is planned for
issuance during FY 17-18
• Contingency appropriations are $500,000
GENERAL FUND RESERVES/USE OF FUND BALANCE
The General Fund — Total Fund Balance was $64.5 million as of June 30, 2016. The
City continues to maintain a $14.125 million emergency general operating reserve, in
addition to reserves for workers' compensation, general liability claims, and
compensated absences. On March 3, 2015 the Council reviewed a new Reserves
Study that took a risk-based approach to establishing reserves for economic volatility,
major infrastructure failure, natural disasters and other emergencies. The Council
approved a reserves goal of $55 million and a plan to achieve that goal by increasing
existing reserves by up to $1.5 million per year funded by any actual annual operating
surplus. As noted in the FY 16-17 Mid -year Budget Report, the City reached and
exceeded that goal and reallocated the amount above the $55 million to important debt
reduction and one-time capital items.
A schedule of estimated fund balances for all budgeted funds is found in the Summaries
of Financial Data section of this budget book.
67
CAPITAL IMPROVEMENT PROJECTS
The preliminary capital budget is recommended in the amount of $19.6 million, an
increase of 21.9%. In reviewing the Capital Improvement budget, it is important to keep
in mind that most projects are funded by restricted revenue sources or grants.
Consequently, there will potentially be significant differences from year to year in both
the numbers of projects adopted and the total dollars budgeted. Primary funding
sources for capital projects include the General Fund, Measure M, Gas Tax, Community
Development Block Grant, Park Development Fees and Drainage Fees. Key projects
include Fire Station 1, Lions Park projects, City-wide street improvements and the
Fairview Road traffic signal synchronization project.
Table 2 below illustrates the total capital projects funding by category planned for FY
17-18. Please see the Capital Improvement Program section of this budget for the
complete list of projects and project details.
Table 2
CAPITAL IMPROVEMENT PROJECTS
Parkway & Median Improvements
Fairview Park Program
Street Improvements & Maintenance
Storm Drain Improvements
Curbs & Sidewalks
Traffic Planning
Active Transportation Programs
Traffic Operations
Park Development & Maintenance
Building & Equipment Maintenance
Capital Facility Projects
Next Gen. 800 MHz Comm. System
Total Appropriations
General Funds
Other Funds
Total Appropriations
Adopted Preliminary Increase (Decrease)
FY 16-17 FY 17-18 Amount Percent
$ 160,000
$ - $
(160,000)
-100.0%
1,820,000
-
(1,820,000)
-100.0%
3,501,137
5,423,904
1,922,767
54.9%
600,000
760,193
160,193
26.7%
400,000
200,000
(200,000)
-50.0%
805,000
1,562,943
757,943
94.2%
300,000
230,000
(70,000)
N/A
604,990
1,771,474
1,166,484
N/A
3,885,965
3,069,000
(816,965)
-21.0%
1,009,622
407,144
(602,478)
-59.7%
1,788,979
6,142,500
4,353,521
243.4%
1,181,641
-
(1,181,641)
-100.0%
$ 16,057,334
$ 19,567,158 $
3,509,824
21.9%
$ 7,796,786 $ 7,808,644 11,858 0.2%
8,260,548 11,758,514 3,497,966 42.3%
$ 16,057,334 $ 19,567,158 $ 3,509,824 21.9%
59
BUDGETARY REPORTING AWARDS
The Preliminary Budget was prepared in accordance with local ordinances, state
statutes, and best practices in budgeting recommended by the National Advisory
Council on State and Local Budgeting. Additionally, this document will also be prepared
in a manner that meets the Budget Awards Program criteria established by the
Government Finance Officers Association (GFOA) of the United States and Canada and
the California Society of Municipal Finance Officers (CSMFO).
The GFOA presented a Distinguished Budget Presentation Award to the City of Costa
Mesa for its annual budget document for the fiscal year beginning July 1, 2016. This is
the 16th consecutive year that the City has received this prestigious award. In order to
receive this award, a governmental unit must publish a budget document that meets
program criteria as a policy document, as an operations guide, as a financial plan, and
as a communications device. This award is valid for one year only.
In addition, the CSMFO presented the Excellence in Operational Budgeting, and the
Excellence in Public Communications awards to the City of Costa Mesa for its FY 16-17
Adopted Budget.
Staff believes the FY 17-18 Preliminary Operating & Capital Improvement Budget
document will continue to conform to the award program requirements. The City will
again apply to both GFOA and CSMFO for these awards.
SUMMARY
Although current economic conditions continue to be favorable, this Preliminary Budget
continues to be careful with our reliance on potentially volatile Sales Tax revenue. The
budget substantially maintains existing services and supports an important capital
improvement program. It proposes a balanced annual budget, maintains, and in a very
few areas, enhances the current level of service and enhances infrastructure
improvements.
ACKNOWLEDGEMENT
The development of the Preliminary Budget takes a great amount of staff time and
effort, and has to be completed within a defined timeline. I sincerely appreciate the
contribution made by all department directors, division managers, and departmental
budget liaisons. Special recognition is extended to the Finance Department budget
team and Central Services staff. I thank the City Council for their continued support in
making Costa Mesa a financially stable and well-balanced community.
Respect Ily submitted,
XA0ell*
Thomas R. Hatch
City Manager
City of Costa Mesa
N
CITY OF COSTA MESA, CALIFORNIA
FY 2017-18 OPERATING & CAPITAL BUDGET IN BRIEF
The Fiscal Year 2017-18 Preliminary Budget reflects the operating and capital spending plans for the General
Fund, Special Revenue Funds, Capital Project Funds, and Internal Service Funds. The total preliminary budget
for all funds is $155.0 million, an increase of $10.4 million, or 7.2% compared to the adopted budget for FY 16-17.
Table 1 illustrates these amounts.
TABLE 1
PRELIMINARY BUDGET -ALL FUNDS
Appropriations Adopted Preliminary Increase/(Decrease) FY 17-18
All Funds FY 16-17 FY 17-18 Amount Percent % of total
Operating Budget
$ 120,781,897
$ 126,526,997
$ 5,745,100
4.8%
81.6%
Transfers Out
7,796,786
8,907,435
1,110,649
14.2%
5.7%
Capital Budget
16,057,334
19,567,158
3,509,824
21.9%
12.6%
Total
$ 144,636,017
$ 155,001,590
$ 10,365,573
7.2%
100.0%
GENERAL FUND BUDGET OVERVIEW
For all governmental funds, the General Fund comprises 91.4% of the operating budget and 79.1% of the
operating and capital budget. Therefore, the succeeding discussion will focus primarily on the General Fund.
The preliminary General Fund budget is $124.5 million, an increase of $7.1 million, or 6.1% compared to the FY
16-17 adopted budget. Table 2 below illustrates the components and the changes of the preliminary budget as
compared to the prior year's budget.
TABLE 2
Salaries & Benefits: Budgeted personnel costs increased by $5.9 million, or 7.3%. This increase is attributed to
a number of factors including the memorandums of understanding for both the Costa Mesa Police Association
and Costa Mesa City Employees Association, increases in CalPERS rates, new positions for Fire Station 6 and
increases in workers' compensation insurance. Budgeted positions are set at the level of personnel needed to
continue providing expected levels of services to the community.
M.
GENERAL FUND OPERATING BUDGET
Adopted
Preliminary
Increase/(Decrease)
FY 17-18
Expenditure Category
FY 16-17
FY 17-18
Amount
Percent
% of total
Salaries & Benefits
$ 80,881,739
$ 86,802,470
$ 5,920,731
7.3%
69.7%
Maint. & Operations
28,442,090
27,855,624
(586,466)
-2.1%
22.4%
Fixed Assets
272,282
947,060
674,778
247.8%
0.8%
Transfers Out
7,796,786
8,907,435
1,110,649
14.2%
7.2%
Total
$ 117,392,897
$ 124,512,589
$ 7,119,692
6.1%
100.0%
Salaries & Benefits: Budgeted personnel costs increased by $5.9 million, or 7.3%. This increase is attributed to
a number of factors including the memorandums of understanding for both the Costa Mesa Police Association
and Costa Mesa City Employees Association, increases in CalPERS rates, new positions for Fire Station 6 and
increases in workers' compensation insurance. Budgeted positions are set at the level of personnel needed to
continue providing expected levels of services to the community.
M.
CITY OF COSTA MESA, CALIFORNIA
Maintenance & Operations (M&O): The maintenance and operations category includes such things as: office
supplies; office equipment; electricity, gas and water for all City owned property including parks, medians, street
lights and traffic signals; park and facility maintenance, general liability insurance, the contingency account, and
principal and interest payments on outstanding City debt. The preliminary budget for maintenance and operations
accounts is $27.9 million, a net decrease of $586,466 or 2.1% compared to the FY 16-17 adopted budget. While
there is an increase of $1.3 million primarily due to the parks maintenance contract, that increase is more than
offset by reductions in water usage, consulting and a $500,000 reduction in contingency.
Transfers Out: The preliminary budget includes an operating transfer out of 5% of General Fund Revenues, to
fund various Capital Improvement Projects and an additional 1.5% Capital Facilities Projects. For FY 17-18 there
are also one-time transfers to the Vehicle Replacement Fund to help pay for the replacement Mobile Command
Vehicle ($450,200) and replacement Fire 1500 GPM pumper truck ($600,000).
The total preliminary FY 17-18 General Fund estimated revenue is $124.5 million, an increase of $4.2 million or
3.5% compared to projected revenues for FY 16-17. Table 3 illustrates the General Fund revenue sources that
fund City services.
TABLE 3
GENERAL FUND ESTIMATED REVENUES
Projected
Preliminary
Increase/(Decrease)
FY 17-18
Revenue Source
FY 16-17
FY 17-18
Amount
Percent
% of total
Taxes $
97, 240, 961
$ 99, 557, 928
$ 2,316,967
2.4%
80.0%
Licenses & Permits
2,276,161
2,561,508
285,347
12.5%
2.1%
Fines & Forteitures
1,493,653
1,535,000
41,347
2.8%
1.2%
Use of Money & Property
3,049,850
3,109,749
59,899
2.0%
2.5%
Other Governmental Agencies
10,734,941
11,097,025
362,084
3.4%
8.9%
Fees & Charges for Services
4,122,372
5,237,529
1,115,157
27.1%
4.2%
Other Revenue
1,436,795
1,413,850
(22,945)
-1.6%
1.1%
Total $
120,354,733
$ 124,512,589
$ 4,157,856
3.5%
100.0%
Note: Excludes Transfers In
Revenues: The City has been experiencing increases in Sales Tax, Property Tax, Transient Occupancy Tax
(TOT) and Building Permit revenue up to and including the current fiscal year. The outlook for these revenues for
FY 16-17 is more modest growth.
Taxes include Property Tax, Sales Tax, Transient Occupancy Tax, and various utility Franchise Fees. This group
of revenues is projected to grow modestly at 2.4% over the current year projection.
CITY OF COSTA MESA, CALIFORNIA
Graph 1 illustrates the categories of businesses and industries that generated sales tax revenue for the City in
calendar year 2016. (Source: HdL)
nnAnu 4
City of Costa Mesa
Fuel and
Building Ser\lce
and Stations
Construction
Business
and
Industry 400 3
7%
Restaurants 10%
and
Hotels
State and
County
Pool s
0
12%
18%
Autos
and
Transportation
Food
and
Drugs
General
Consumer
Goods
Licenses & Permits include building and other permits, dog licenses and a new category of revenue for
anticipated Medical Marijuana Measure X business permits ($215,250). Other Governmental Agencies includes
primarily the vehicle license fees from the State projected to grow at the historical rate. Fees and Charges for
Services has above -normal growth due to the inclusion of new Medical Marijuana Measure X conditional use
permit fees ($275,080), updated Fire Cost Recovery fees ($250,000), six months of additional Fire Paramedic
Fees for ambulance transportation ($642,000) and updated Parks fees ($200,000).
Descriptions, assumptions, and a ten-year historical trend on the General Fund revenue sources by major
categories can be found in the following Summaries of Financial Data section of this book.
10
CITY OF COSTA MESA, CALIFORNIA
OTHER GOVERNMENTAL FUNDS
To gain a better understanding of the budget as a whole, the General Fund budget is compared to the entire
budget covering all governmental funds. The Operating Transfers Out are excluded from this comparison to
avoid duplicate counting of resources. Table 4 illustrates this relationship.
TABLE 4
INTERNAL SERVICE FUNDS
The City uses Internal Service Funds to account for the following activities
a) Equipment Replacement Fund (ERF) — The funding necessary to replace vehicles is accumulated in the ERF
over a number of years based upon an established replacement schedule. This fund accounts for fleet services
provided by the Maintenance Services Division to the user -departments. For FY 17-18, the preliminary budget is
$3.1 million and the estimated revenue is $2.2 million with an additional Operating Transfer In from the General
Fund of $1,050,200. Among the items scheduled for replacement are the Police mobile command vehicle, a fire
truck, as well as replacement of aging support vehicles for Police, Public Services, and Parks and Community
Services. All will be purchased without incurring additional City debt.
Under the Internal Service Funds method of accounting for fleet services, user -departments are charged monthly
internal rent. This rent is split into the estimated cost for future replacement vehicles and actual maintenance
charges, including fuel. Staff uses an inflationary factor compounded annually to determine the estimated future
replacement cost divided by the estimated life of the vehicles. Maintenance charges are based on actual usage
of fuel and service, including labor, materials, and overhead costs.
b) Self -Insurance Fund — This fund accounts for the Risk Management Program dealing with workers'
compensation, general liability, and unemployment insurance. The FY 17-18 preliminary budget totals $4.7
million.
The City currently contracts with separate vendors for workers' compensation and managed care services that
historically were handled together. Since the City has separated the two, it has been able to take advantage of
competitive rates and additional cost savings on medical expenses.
The unemployment insurance portion is based on actual payments to the State Employment Development
Department (EDD), which processes the claims for unemployment benefits on behalf of the City. The City
reimburses the EDD on a quarterly basis. Departments are charged back based on an established formula.
11
GOVERNMENTAL FUNDS PRELIMINARY BUDGET
Adopted
Preliminary
Increase/(Decrease)
FY 17-18
Fund Types
FY 16-17
FY 17-18
Amount
Percent
% of total
General Fund *
$ 109,596,111
$ 115,605,154
$ 6,009,043
5.5%
74.6%
Special Revenue Funds
10,010,713
9,402,012
(608,701)
-6.1%
6.1%
Capital Project Funds
17,379,609
21,173,645
3,794,036
21.8%
13.7%
Internal Service Funds
7,649,582
8,820,779
1,171,197
15.3%
5.7%
Total
$ 144,636,017
$ 155,001,590
$ 10,365,575
7.2%
100.0%
* Excludes Transfers Out
INTERNAL SERVICE FUNDS
The City uses Internal Service Funds to account for the following activities
a) Equipment Replacement Fund (ERF) — The funding necessary to replace vehicles is accumulated in the ERF
over a number of years based upon an established replacement schedule. This fund accounts for fleet services
provided by the Maintenance Services Division to the user -departments. For FY 17-18, the preliminary budget is
$3.1 million and the estimated revenue is $2.2 million with an additional Operating Transfer In from the General
Fund of $1,050,200. Among the items scheduled for replacement are the Police mobile command vehicle, a fire
truck, as well as replacement of aging support vehicles for Police, Public Services, and Parks and Community
Services. All will be purchased without incurring additional City debt.
Under the Internal Service Funds method of accounting for fleet services, user -departments are charged monthly
internal rent. This rent is split into the estimated cost for future replacement vehicles and actual maintenance
charges, including fuel. Staff uses an inflationary factor compounded annually to determine the estimated future
replacement cost divided by the estimated life of the vehicles. Maintenance charges are based on actual usage
of fuel and service, including labor, materials, and overhead costs.
b) Self -Insurance Fund — This fund accounts for the Risk Management Program dealing with workers'
compensation, general liability, and unemployment insurance. The FY 17-18 preliminary budget totals $4.7
million.
The City currently contracts with separate vendors for workers' compensation and managed care services that
historically were handled together. Since the City has separated the two, it has been able to take advantage of
competitive rates and additional cost savings on medical expenses.
The unemployment insurance portion is based on actual payments to the State Employment Development
Department (EDD), which processes the claims for unemployment benefits on behalf of the City. The City
reimburses the EDD on a quarterly basis. Departments are charged back based on an established formula.
11
CITY OF COSTA MESA, CALIFORNIA
Revenues for the Self -Insurance Fund come from the internal charges to the user -departments based on
historical costs of incurred losses, insurance premiums, and other services provided by the Risk Management
Division.
CAPITAL IMPROVEMENT PROJECTS
The City's Seven -Year Capital Improvement Program (CIP) is listed at the end of the Capital Improvement
Program section of this budget book. This section provides comprehensive, detailed information on the capital
projects that the City plans to undertake in the coming fiscal year and beyond. It also contains a summary listing
of recommended projects by funding source. Please refer to Table 2 in the Budget Message preceding this
section for the summary of capital project amounts by program category.
The following graph illustrates how much the City has expended to improve and maintain its infrastructure
including streets; curbs and sidewalks; storm drains; traffic operations; parks, parkways, and medians; and
buildings and facilities. Over the last 10 years, the City spent/appropriated approximately $133 million or an
average of $13.3 million a year for capital improvements.
GRAPH 2
CAPITAL IMPROVEMENT PROJECT EXPENDITURES
$30,000,000
$25,000,000
$20,000,000 OM.
17
16.8M 16.1M
$15,000,000 125M
11.2M . 10.7M
SAM
$10,000,000 - 6.9M
$5,000,000
13.5M
19.6M
P��a�` P��a� P��a, ��a` PP�a o,��a ti°ate
,Ilk °$la� 4y�lyo tiltiolyy 4�N. by 1, �'k�3'yc. 4yyF',
� yti�l
ti
12
CITY OF COSTA MESA, CALIFORNIA
Use of fund balances: During times of emergency or due to other needs, the City may utilize its general
operating reserve (which is part of the "designated" fund balance) if circumstances warrant, as defined in the
Costa Mesa Municipal Code Section 2-205 et seq. The General Fund balance is distinguished from other fund
balances. The fund balances of the Special Revenue Funds and Capital Projects Funds are earmarked for
specific uses based upon the criteria for which these funds were established. These types of funds may
accumulate monies over a period of one or more years for future appropriations. Then, when the City is ready
and able to embark upon a capital improvement project or special program that meets the specific requirements
for the use of the funds, appropriations from fund balances may be used.
A summary schedule of estimated available fund balances for all funds is found at the beginning of the
Summaries of Financial Data section. Table 5 lists the estimated fund balances to be used to support the FY 17-
18 preliminary budget.
TABLE 5
ESTIMATED FUND BALANCES TO BE USED
13
Projected Bal.
Projected Bal.
Amount
Fund Name
07/01/2017
06/30/2018
To Be Used
Percent
Gas Tax Fund
$ 597,944
$ -
$ 597,944
100.0%
Park Dev. Fees Fund
(1,912,880)
(2,123,079)
210,199
-11.0%
Drainage Fees Fund
863,593
365,000
498,593
57.7%
Total
$ (451,343)
$ (1,758,079)
$ 1,306,736
-289.5%
13
CITY OF COSTA MESA, CALIFORNIA
SUMMARY OF REQUESTED CAPITAL IMPROVEMENT PROJECTS
by Funding Source
FISCAL YEAR 2017.2018
Req
Nor Program/Project Name
Parkway & Median Improvements, Program #20111
1 Gisler Ave and California Ave Improvements
2 Redhill Avenue Medians (McCormick Ave to Bristol St.)
Subtotal Parkway & Median Improvements
Fairview Park, Program #20115
3 Fairview Park- CA - ORA -58 Fill Removal
4 Fairview Park Improvements
5 Fairview Park Plant Establishment and Pond Maintenance
6 Fairview Park- On Call Environmental Services
7 Fairview Park- S/E Entrance and Parking Lot
Subtotal Fairview Park
Street Improvements, Program #30112
8 Citywide Street Improvements
9 Citywide Alley Improvements
10 Hamilton St. - Cherie St. to Harbor Blvd.
11 Irvine Avenue Improvements - 20th St to Sly City Limits
12 Newport Boulevard Frontage Rd (N/B) - 15th St to 17th St
13 Pomona Ave Improvements - 19th St to 16th St
Subtotal Street Improvements
Storm Drain Improvements, Program #30122
14 Citywide Storm Drain Improvements
Subtotal Storm Drain Improvements
Curbs and Sidewalks, Program #30130
15 New Sidewalk/Missing Link Program
16 Parkway Improvement Program Project
17 Priority Sidewalk Repair
Subtotal Curbs and Sidewalks
Active Transportation Programs, Program #30225
18 Bicycle Rack Improvements Citywide
19 Bicycle Safety Education at Sixteen Schools
20 Bristol Street (Bear St. to Santa Ana Av.) Bicycle Facility
21 Class II and III Bicycle Projects
22 Fairview Road (Fair Dr. to Newport Blvd.) Bicycle Facility
23 Merrimac Way Multipurpose Trail and Cycle Tracks
24 Paularino Channel Multipurpose Trail
25 Santa Ana Avenue Bicycle Facility (Bristol St. to Mesa Drive)
Subtotal Active Transportation
Traffic Planning, Program #30210
26 Fairview Road Improvements (Baker St. to Adams Av.)
27 Newport Boulevard Widening Design from 19th Street to 17th
28 Project V - Community Circulator
29 Wilson Street Widening Design from College Avenue to Fairview
Subtotal Traffic Planning
Traffic Operations, Program #30241
30 Fairview Road Traffic Signal Synchronization
31 Neighborhood Traffic Improvements
Subtotal Traffic Operations
Park Maintenance, Program #40111
32 Estancia Park- Slope Renovation
33 Jack Hammett SC - Light Pole & Footing Replacement
34 Rehabilitate Parking Lot - Various Locations
35 Various Parks - Replace Playground Surfacing
36 Various Parks - Sidewalk Replacement
Subtotal Park Maintenance
Park Development, Program #40112
37 ADA Access Improvements - Heller, Shiffer, and Wakeham Parks
38 Park Security Lighting Replacement Program
39 Brentwood Park Improvements
40 Lions Park Projects
41 Mesa del Mar Neighborhood Entryway
42 Smallwood Park Improvements
43 Tewinkle Park - Skate Park Expansion
44 Vista Veteran's Memorial
Subtotal Park Development
Gas Tax Fund 201 AQMD Fund CDBG Fund 207 Park Fees Fund Drainage Fund 209
203 208
14
1,163,904 - - - -
500,000 - - - -
75,000 - - - -
105,000 480,000
1,843,904 480,000
760,193
760,193
50,000 - - - -
100,000 - - - -
50,000
200,000
63,060 - - - -
63,060
- 75,000 - - -
75,000
300,000 - - 2,500,000 -
300,000 2,500,000
CITY OF COSTA MESA, CALIFORNIA
SUMMARY OF REQUESTED CAPITAL IMPROVEMENT PROJECTS
by Funding Source
FISCAL YEAR 2017.2018
Req Capital Improvement Capital Facility Grant Fund Measure M CEO Funding
Fund 401 Account 401 Funds 415/416 Recommended
Nbr Program/Project Name Total
Parkway & Median Improvements, Program #20111
1 Gisler Ave and California Ave Improvements
2 Redhill Avenue Medians (McCormick Ave to Bristol St.)
Subtotal Parkway & Median Improvements
Fairview Park, Program #20115
3 Fairview Park- CA - ORA -58 Fill Removal
4 Fairview Park Improvements
5 Fairview Park Plant Establishment and Pond Maintenance
6 Fairview Park- On Call Environmental Services
7 Fairview Park- S/E Entrance and Parking Lot
Subtotal Fairview Park
Street Improvements, Program #30112
8 Citywide Street Improvements
9 Citywide Alley Improvements
10 Hamilton St. - Cherie St. to Harbor Blvd.
11 Irvine Avenue Improvements - 20th St to Sly City Limits
12 Newport Boulevard Frontage Rd (N/B) - 15th St to 17th St
13 Pomona Ave Improvements - 19th St to 16th St
Subtotal Street Improvements
Storm Drain Improvements, Program #30122
14 Citywide Storm Drain Improvements
Subtotal Storm Drain Improvements
Curbs and Sidewalks, Program #30130
15 New Sidewalk/Missing Link Program
16 Parkway Improvement Program Project
17 Priority Sidewalk Repair
Subtotal Curbs and Sidewalks
115,000 - - - 115,000
250,000 - - - 250,000
250,000 - - - 250,000
250,000 - - - 250,000
50,000 - - - 50,000
150.000 - - - 150.000
650,000 -
- 1,800,000 3,613,904
3,613,904
- -
- - 500,000
500,000
- -
- - 75,000
75,000
10,000 -
- 640,000 650,000
650,000
350,000 -
- - 350,000
-
-
585,000
585,000
1,010,000
2,440,000 5,773,904
5,423,904
760,193 760,193
760,193 760,193
- - 50,000 50,000
- - 100,000 100,000
50,000 50,000
200,000 200,000
Active Transportation Programs, Program #30225
- - 30,000
-
44,000 -
18 Bicycle Rack Improvements Citywide
25,000 -
- - 25,000
-
19 Bicycle Safety Education at Sixteen Schools
30,000 -
- - 30,000
30,000
20 Bristol Street (Bear St. to Santa Ana Av.) Bicycle Facility
75,000 -
- - 75,000
-
21 Class II and III Bicycle Projects
50,000 -
- - 50,000
50,000
22 Fairview Road (Fair Dr. to Newport Blvd.) Bicycle Facility
60,000 -
- - 60,000
-
23 Merrimac Way Multipurpose Trail and Cycle Tracks
125,000 -
- - 125,000
-
24 Paularino Channel Multipurpose Trail
150,000 -
- - 150,000
150,000
25 Santa Ana Avenue Bicycle Facility (Bristol St. to Mesa Drive)
30,000
30,000
-
Subtotal Active Transportation
545,000
545,000
230,000
Traffic Planning, Program #30210
- - 30,000
-
44,000 -
26 Fairview Road Improvements (Baker St. to Adams Av.) -
- 567,540 -
630,600
630,600
27 Newport Boulevard Widening Design from 19th Street to 17th -
- - 281,250
281,250
281,250
28 Project V - Community Circulator 25,000
- - 369,843
394,843
369,843
29 Wilson Street Widening Design from College Avenue to Fairview
281,250
281,250
281,250
Subtotal Traffic Planning 25,000
567,540 932,343
1,587,943
1,562,943
Traffic Operations, Program #30241
30 Fairview Road Traffic Signal Synchronization
31 Neighborhood Traffic Improvements
Subtotal Traffic Operations
Park Maintenance, Program #40111
32 Estancia Park- Slope Renovation
33 Jack Hammett SC - Light Pole & Footing Replacement
34 Rehabilitate Parking Lot - Various Locations
35 Various Parks - Replace Playground Surfacing
36 Various Parks - Sidewalk Replacement
Subtotal Park Maintenance
Park Development, Program #40112
37 ADA Access Improvements - Heller, Shiffer, and Wakeham Parks
38 Park Security Lighting Replacement Program
39 Brentwood Park Improvements
40 Lions Park Projects
41 Mesa del Mar Neighborhood Entryway
42 Smallwood Park Improvements
43 Tewinkle Park - Skate Park Expansion
44 Vista Veteran's Memorial
Subtotal Park Development
- - - 1,596,474 1,671,474 1,671,474
100,000 100,000 100,000
100,000 1,596,474 1,771,474 1,771,474
30,000 -
- - 30,000
-
44,000 -
- - 44,000
44,000
100,000 -
- - 100,000
100,000
50,000 -
- - 50,000
50,000
50,000
50,000
50,000
274,000
274,000
244,000
60,000 -
- - 60,000 -
400,000 -
- - 400,000 -
2,000,000 -
- - 2,000,000 -
- -
- - 2,800,000 2,800,000
25,000 -
- - 25,000 25,000
300,000 -
- - 300,000 -
750,000 -
- - 750,000 -
20,000
20,000 -
3,555,000
6,355,000 2,825,000
15
CITY OF COSTA MESA, CALIFORNIA
SUMMARY OF REQUESTED CAPITAL IMPROVEMENT PROJECTS
by Funding Source
FISCAL YEAR 2017.2018
Req Gas Tax Fund 201 AQMD Fund CDBG Fund 207 Park Fees Fund Drainage Fund 209
203 208
Nor Program/Project Name
Building Maintenance, Program #50910
45 Balearic Center -Construct Undergrounding of Electrical Service - - - - -
46 Balearic Center- Install New HVAC Unit - - - - -
47 Building Maintenance Projects - - - - -
48 City Clerk's Office Remodel - - - - -
49 City Hall- HVAC Cooling Tower Replacement - - - - -
50 City Hall- Paint and Carpet (2nd Floor - Development Services) - - - - -
51 City Hall- Paint Interior - 5th Floor - - - - -
52 City Hall- Carpet Replacement 5th Floor - - - - -
53 City Hall- Replace Covered Walkway Roof - - - - -
54 Downtown Rec Center - Replace four (4) HVAC Units - - - - -
55 Downtown Rec Center - Replace Pool Plaster - - - - -
56 Fire Stations #2-#6: Critical Infrastructure Protection - - - - -
57 Fire Station #2&4 - Accessibility Design - - - - -
58 Fire Station #2- Front Public Access Parking for Baker Street - - - - -
59 Fire Station #6- Replace (3) HVAC Roof Top Units - - - - -
60 Fire Stations - Plymo Vent Vehicle Exhaust Systems - - - - -
61 P.D. - Front Lobby Security Project - - - - -
62 P.D. - Range Remodel/Update - - - - -
63 P.D. - Carpet Replacement, Records & Investigative Svcs Bureaus - - - - -
64 P.D. - Design Survey of Gym Expansion
Subtotal Building Maintenance
Building Facility Account, Program #50905
65 Fire Station #1
Subtotal Building Facility
Total FY 17-18 Requested CIPS $ 2,406,964 $ 75,000 $ 480,000 $ 2,500,000 $ 760,193
Total Funded: $ 2,406,964 $ 75,000 $ 480,000 $ 2,500,000 $ 760,193
16
CITY OF COSTA MESA, CALIFORNIA
SUMMARY OF REQUESTED CAPITAL IMPROVEMENT PROJECTS
by Funding Source
FISCAL YEAR 2017.2018
Req
Nbr Program/Project Name
Building Maintenance, Program #50910
45 Balearic Center -Construct Undergrounding of Electrical Service
46 Balearic Center- Install New HVAC Unit
47 Building Maintenance Projects
48 City Clerk's Office Remodel
49 City Hall- HVAC Cooling Tower Replacement
50 City Hall- Paint and Carpet (2nd Floor - Development Services)
51 City Hall- Paint Interior - 5th Floor
52 City Hall- Carpet Replacement 5th Floor
53 City Hall- Replace Covered Walkway Roof
54 Downtown Rec Center - Replace four (4) HVAC Units
55 Downtown Rec Center - Replace Pool Plaster
56 Fire Stations #2-#6: Critical Infrastructure Protection
57 Fire Station #2&4 - Accessibility Design
58 Fire Station #2- Front Public Access Parking for Baker Street
59 Fire Station #6- Replace (3) HVAC Roof Top Units
60 Fire Stations - Plymo Vent Vehicle Exhaust Systems
61 P.D. - Front Lobby Security Project
62 P.D. - Range Remodel/Update
63 P.D. - Carpet Replacement, Records & Investigative Svcs Bureaus
64 P.D. - Design Survey of Gym Expansion
Subtotal Building Maintenance
Capital Improvement Capital Facility Measure M CEO Funding
Fund 401 Account 401 Grant Fund Funds 415/416 Recommended
Total
40,000 -
- - 40,000
40,000
350,000 -
- - 350,000
-
347,144 -
- - 347,144
347,144
70,000 -
- - 70,000
-
66,200 -
- - 66,200
-
150,000 -
- - 150,000
-
93,500 -
- - 93,500
-
110,000 -
- - 110,000
-
130,000 -
- - 130,000
-
90,000 -
- - 90,000
-
123,000 -
- - 123,000
-
20,000 -
- - 20,000
20,000
50,000 -
- - 50,000
-
300,000 -
- - 300,000
-
50,000 -
- - 50,000
-
250,000 -
- - 250,000
-
53,000 -
- - 53,000
-
205,000 -
- - 205,000
-
87,200 -
- - 87,200
-
100,000
100,000
2,685,044
2,685,044
407,144
Building Facility Account, Program #50905
65 Fire Station #1
4,340,505
1,801,995
6,142,500
6,142,500
Subtotal Building Facility
4,340,505
1,801,995
6,142,500
6,142,500
Total FY 17-18 Requested CIPS
$ 14,637,549
$ 1,801,995 $ 567,540 $ 4,968,817
$ 28,198,058
$ 19,567,158
* previous appropriations
Total Funded:
$ 6,006,649
$ 1,801,995 $ 567,540 $ 4,968,817
$ 19,567,158
17
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Building Industry Association of Southern California, Inc.
ORANGE COUNTY CHAPTER
June 5, 2017
Mayor Katrina Foley
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Re: Fire Cost Recovery Fees
Dear Mayor and Council:
On behalf of our membership, we would like to offer comment on the
proposed update to the City's Fire Cost Recovery Fees. We thank the
City and staff for the opportunity to review the proposed fee adjustment.
The Building Industry Association of Southern California, Orange
County Chapter (BIA/OC) is a non-profit trade association of over 1,100
member companies employing over 100,000 people affiliated with the
home building industry. The Orange County Chapter represents the
largest member base within BIA Southern California. Our mission is to
champion housing as the foundation of vibrant and sustainable
communities.
After review of the City staff's report related to the proposed Fire Cost
Recovery Fee, we would like to offer our support for the phased
implementation approach suggested. Home prices are rising at alarming
rates throughout California and every effort must be taken to make
construction costs more predictable in process and time. Major hurdles
to this often come from fees and regulations.
Thank you for your thoughtful consideration.
Respectfully,
WA.
Steven C. LaMotte
Chapter Executive Officer
Attachment 3
BIR
PRESIDENT
PHIL BODEM
MERITAGE HOMES
VICE PRESIDENT
MIKE GARTLAN
KB HOME
TREASURER
RICK WOOD
TRI POINTE HOMES
SECRETARY
SUNTI KUMJIM
MBK HOMES
IMMEDIATE PAST PRESIDENT
JIM YATES
RANCHO MISSION VIEJO
TRADE CONTRACTOR V.P.
ALAN BOUDREAU
BOUDREAU PIPELINE
CORPORATION
ASSOCIATE VICE PRESIDENT
MARK HIMMELSTEIN
NEWMEYER & DILLION, LLP
MEMBER -AT -LARGE
LAURA ARCHULETA
JAMBOREE HOUSING
MEMBER -AT -LARGE
SCOTT STARKEY
STARKEY COMMUNICATIONS
EXECUTIVE OFFICER
STEVE LA MOTTE
Attachment 4
RESOLUTION NO. 17-xx
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA,
CALIFORNIA, ESTABLISHING AND ADOPTING RATES, FEES AND CHARGES FOR
SERVICES PROVIDED BY THE FIRE DEPARTMENT AND PARKS AND COMMUNITY
SERVICES
THE CITY COUNCIL OF THE CITY OF COSTA MESA HEREBY RESOLVES AS
FOLLOWS:
WHEREAS, the City Council of the City of Costa Mesa has heretofore established
various schedules of rates, fees, and charges for services provided by the City including,
but not limited to, fire permits and plan reviews, as well as park rentals, park permits, youth
programs and city classes; and
WHEREAS, pursuant to the provisions of the California Constitution and the laws of
the State of California, the City of Costa Mesa is authorized to adopt and implement rates,
fees, and charges for municipal services; provided, however, that such rates, fees, and/or
charges do not exceed the estimated reasonable cost of providing such services; and
WHEREAS, California Government Code Section 66016 requires notice to be given
and data made available at specified times prior to the adoption of increases in existing
rates, fees, and charges, or the adoption of new rates, fees, and charges for use permits
and building inspections sometime hereinafter at a public meeting of this City Council; and
WHEREAS, California Government Code Section 66018 requires notice to be
published in accordance with California Government Code Section 6062a and data made
available concerning rates, fees, and charges prior to conducting a public hearing with
respect to the adoption of increases in rates, fees, and charges, or the adoption of new
rates, fees, and charges for which no other procedure is provided by law; and
Resolution No. 17-xx Page 1 of 4
WHEREAS, pursuant to California Government Code Section 66016, this City
Council has held at least one public hearing and received oral and written presentations
thereat with respect to "user fees" prior to the adoption of this Resolution; and
WHEREAS, pursuant to California Government Code Section 66018, this City
Council has conducted and concluded a duly noticed public hearing with respect to the rates,
fees, and charges prior to the adoption of this Resolution; and
WHEREAS, this City Council desires to establish fees associated with the review of
applications for medical marijuana businesses by the City of Costa Mesa as set forth herein;
and
WHEREAS, all legal prerequisites to the adoption of this Resolution have occurred;
NOW, THEREFORE, BE IT RESOLVED as follows:
Section 1: This City Council hereby finds and determines that based upon the
data, information, analysis, oral and written documentation presented to this City Council
concerning the rates, fees, and charges described in Exhibit "A" attached hereto and by this
reference incorporated herein, the rates, fees, and charges set forth in said Exhibit "A" do
not exceed the established reasonable cost of providing the service for which the rates, fees,
or charges are levied.
Section 2: The rates, fees, and charges set forth in Exhibit "A" as further
described below, are hereby adopted and approved as the rates, fees, and charges for
the services identified for each such rate, fee, and/or charge:
Exhibit "A"— Fire Department and Parks & Community Services Rates, Fees and Charges
Section 3: The rates, fees, and charges set forth in Exhibit "A" shall be effective
and shall be implemented commencing June 20, 2017, except for the Fire Department
Resolution No. 17-xx Page 2 of 4
rates, fees and charges related to Fire System Plan Review and Permits and Building
Plan Review, which will take effect on August 20, 2017, which is at least 60 days after
Council adoption.
Section 4: Immediately upon the effective date of the rates, fees, and charges
set forth in Exhibit "A", any previously established rates, fees, and/or charges shall be,
and the same are hereby superseded by the rates, fees, and charges established in said
Exhibit "A".
Section 5: The City Clerk shall certify to the passage and adoption of this
Resolution and enter it into the book of original Resolutions.
PASSED AND ADOPTED this 20th day of June, 2017.
Katrina Foley, Mayor
ATTEST:
Brenda Green, City Clerk
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
APPROVED AS TO FORM:
Thomas Duarte, City Attorney
I, Brenda Green, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that
the above and foregoing is the original of Resolution No. 17-xx and was duly passed and
adopted by the City Council of the City of Costa Mesa at a regular meeting held on the
20th day of June, 2017, by the following roll call vote, to wit:
AYES:
COUNCIL MEMBERS:
NOES:
COUNCIL MEMBERS:
ABSENT:
COUNCIL MEMBERS:
Resolution No. 17-xx Page 3 of 4
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the
City of Costa Mesa this 21st day of June, 2017.
Brenda Green, City Clerk
Resolution No. 17-xx Page 4 of 4
EXHIBIT A
FIRE DEPARTMENT AND PARKS & COMMUNITY SERVICES RATES, FEES AND
CHARGES ADOPTED BY THE COSTA MESA CITY COUNCIL
JUNE 20, 2017
**Fee will not be effective until August 20, 2017
Resolution No. 17-xx Page 5 of 4
EXHIBIT A
Proposed Fees for FY 2017/18
Community Risk Reduction / Fire Prevention
Page 1
Operational Fire Permit
Current fees
Proposed fees
1
New Operational Permit
$185.00
$270.00
2
Renewal of Operational Permit
$45.00
$140.00
Fire System Plan Review & Permit Fees
Current fees
Proposed fees
3
Fire Sprinkler System NFPA 13 & 13R
(includes 2 inspections)
$125.00 + $3.00 per head
$775.00 + $7.00 per head
4
Fire Sprinkler System NFPA 13D (includes 2
inspections)
$125.00 + $3.00 per head
$430.00 + $7.00 per head
5
Tenant Improvement - Fire Sprinkler
System NFPA 13 & 13R (includes 2
inspections)
$125.00 + $3.00 per head
$300.00 + $7.00 per head
6
Fire Alarm System (includes 1 inspection)
$195.00 + $5.00 per device
$395.00 + $7.00 per device
7
Commercial Hood Extinguishing System
(includes 1 inspection)
$280.00 + $5.00 per device
$360.00 + $7.00 per device
8
Additional Plan Check/ Revision /
Resubmittal
No fee is charged
Hourly Rate (Fire Protection
Analyst)
Page 1
EXHIBIT A
Page 2
Building Plan Review for Fire & Life Safety
Current fees
Proposed fees
9
Occupancies classified as:
A, E, High Rise, I, R, S, and others at the
request of Building Department
No fee is charged
Hourly Rate (Fire Protection
Analyst)
Fire & Life Safety Inspections (Company)
Current fees
Proposed fees
10
1 to 2,500 sq. ft.
No fee is charged
$50.00
11
Over 2,500 sq. ft.
No fee is charged
$250.00
Page 2
EXHIBIT A
Proposed Fees for FY 2017/18
Parks & Community Services
Page 1
P&CS
Current Fees
Proposed Fees
Program/Facility/Rental
Park Rentals
0-50 people: $30 per day
0-50: $15/hr x # of hours (min 4 hrs)
1
Category one — Private
51-150 people: $80 per day
51-150: $40/hr x # of hours (min 4 hrs)
resident &non-profit
151+ people: $105 per day
151+: $62.50/hr x # of hours (min 4 hrs)
categories
+ $5 administrative fee per rental for all
rentals
Park Rentals
0-50 people: $105 per day
0-50: $52.50/hr x # of hours (min 4 hrs)
2
Category two — Private
51-150 people: $205 per day
51-150: $102.50/hr x # of hours (min 4 hrs)
non-resident categories
151+ people: $305 per day
151+: $152.50/hr x # of hours (min 4 hrs)
+ $5 administrative fee per rental for all
rentals
Park Rentals
0-50 people: $205 per day
0-50: $102.50/hr x # of hours (min 4 hrs)
3
Category three —
51-150 people: $305 per day
51-150: $152.50/hr x # of hours (min 4 hrs)
Commercial companies
/ organizations
151+ people: $405 per day
151+: $202.50/hr x # of hours (min 4 hrs)
+ $5 administrative fee per rental for all
rentals
Fly Field Permits
Adult Permit: $25 /calendar year
Add a $5 administrative fee for all fly permits
4
Adult Permit & Learner's
Learner's Permit (ages 6-14): $15
Add a $5 non-resident fee for all applicable
Permit
/calendar year
fly permits
L.E.A.P
A monthly fee is charged:
Introduce a $5 materials fee, per child, per
month
5
Learn, Explore And Play
Mon, Wed, Fri session - $198 per
program
month (gam -fpm)
Tues, Thurs session - $139 per
month (gam -fpm)
No administrative fee or
materials fee is charged
Page 1
EXHIBIT A
Page 2
P&CS
Current Fees
Proposed Fees
Program/Facility/Rental
L.E.A.P
A one-time fee is charged:
Introduce a $5 materials fee, per child, per
6
Summer Session
Mon, Wed, Fri session (9am-
summer session
1pm) - $303
Tues, Thurs session (gam -fpm) -
$187
No administrative fee or
materials fee is charged
Camps
$169 per child, per 5 -day week
$205 per child, per 5 -day week (shorter
(shorter hours-8am-5pm)
hours-8am-5pm)
7
Summer Camp
($136 for 4 -day week)
($165 for 4 -day week)
$205 per child, per 5 -day week
$225 per child, per 5 -day week (extended
(extended hours-7am-6pm)
hours-7am-6pm)
($165 for 4 -day week)
($180 for 4 -day week)
Camp fees cover the cost of any
excursions
No administrative or materials
Introduce a $5 materials fee
fee is charged
Camps
$169 per child, per 5 -day week
$205 per child, per 5 -day week (shorter
(shorter hours-8am-5pm)
hours-8am-5pm)
8
Spring (5 -day), Winter
(2weeks, 4 -day weeks)
($136 for 4 -day week)
($165 for 4 -day week)
& President's Day (4-
$205 per child, per 5 -day week
$225 per child, per 5 -day week (extended
day)
(extended hours-7am-6pm)
hours-7am-6pm)
($165 for 4 -day week)
($180 for 4 -day week)
Camp fees cover the cost of any
excursions
No administrative fee or
Introduce a $5 materials fee
materials fee is charged
Free Youth Programs
9
Basketball
No fee is charged
Introduce a $10 enrollment fee
Page 2
EXHIBIT A
Page 3
P&CS
Current Fees
Proposed Fees
Program/Facility/Rental
Free Youth Programs
10
Cheerleading
No fee is charged
Introduce a $10 enrollment fee
Free Youth Programs
11
Happy Feet Running
No fee is charged
Introduce a $10 enrollment fee
Club
City Classes & Contract
70% (instructor) — 30% (City) for
Make the split 65% (instructor) — 35% (City)
Classes
contract classes held outside of
across all classes
12
City -owned buildings
Classes the City provides
Add an additional $5 administrative fee, per
that are led by staff
65% (instructor) — 35% (City) for
class enrollment, for all classes
and/or an external
contract classes held in City -
instructor
owned buildings
Senior Center Travel
Variable trip fees to cover costs
Introduce a $5 administrative fee
of specific trips (no revenue to
13
Organized trips /days
City)
out for senior citizens
No administrative fee is charged
Page 3
EXHIBIT A
Page 4
P&CS
Current Fees
Proposed Fees
Program/Facility/Rental
R.O.C.K.S — School Year
A monthly fee is charged.
Increase monthly fees by 5%
14
Recreation On Campus
(Current full 9 -month fee is
For example:
for Kids program
$412)
Full 9 -month payment would increase by:
No materials fee is charged
$21
2016/17 operating costs for the
Which equates to:
program is approximately:
$602,000
• $2.33 a month
• $0.55 a week
• $0.12 a day
• $0.03 an hour
Introduce a $5 materials fee, per child, per
month
See attached worksheet for further analysis
& proposed increases
R.O.C.K.S
No fee
Introduce the R. O. C.K.S school year session
pricing structure, as proposed
15
Summer Session
2016/17 operating costs for the
program is approximately:
Introduce a $5 materials fee, per child, per
(9 weeks)
$147,500
month
See attached worksheet for further analysis
& proposed increases
Page 4
CIP STATUS REPORT as of
May 2017
ATTACHMENT 5
page 1 JUN20-Attach_S-CIP_Status 6/8/2017 1:20 PM
FUNDING ALLOCATED TO DATE (OR
PROJECT
STATUS
UNENCUMBERED BALANCE WHERE NOTED)
FY
AMOUNT OF ANY GRANTS
ADA Accessibility Improvements - TeWinkle Park: The
Americans with Disabilities Act Title III requires that owners of
buildings that are considered to be places of public
Award of construction contract
accommodations remove those architectural barriers and
being recommended to City Council
communications barriers that are considered readily
May 16, 2017.
accessible in accordance with the resources available to
building ownership to allow use of the facility by the disabled.
Unencumbered
$252,350.00 Balance
FY15/16
$252,350.00 CDBG
Includes
$1,000,000 mid-
FY14/15 &
Arlington Drive Bioswale and Dry Weather Diversion Project:
$1,910,000.00 year allocation
FY15/16
$910,000.00 Drainage Fee
Citywide Storm Drain (17-04). This project entails the removal
OCTA Grant requires project award
in FY 16/17
M2
of approximately 70,000 sq. ft. of asphalt and construct of a
by lune 30, construction bid
Environmental
vegetated bioswale and concrete multipurpose trail. The trail
la
opening tookk place April 27, 2017.
p
$1,690,000.00
$1,690,000.00 Grant
Recommending award to City
will be about one mile in length and the bioswale will be
Council June 6, 2017. Construction
approximately 2,500 LF. Removal of asphalt will eliminate
to begin after OC Fair, September,
runoff caused by impervious roadway, collect in the bioswale
2017.
and infiltrate into the soil.
OC Fair
$1,500,000.00
$1,500,000.00 Contribution
Bicycle Racks at Public Parks/Facilities: new bicycle racks at
Designs submitted to Caltrans for
seven City facilities. The intent is to promote bicycle usage
review and approval. Awaiting
citywide and customized bicycle rack designs for each facility.
Caltrans approval.
$39,050.00
FY13/14
$35,000.00 BCI
Bicycle Rack Improvements Citywide: Installation of new
Bike committee selected three bike
custom designed bicycle racks at various facilities within Costa
racks for city hall and senior center.
Additional locations are being
Mesa.
identified.
$50,000.00
FY16/17
page 1 JUN20-Attach_S-CIP_Status 6/8/2017 1:20 PM
page 2 JUN20-Attach_5-CIP_Status 6/8/2017 1:20 PM
FUNDING ALLOCATED TO DATE (OR
PROJECT
STATUS
UNENCUMBERED BALANCE WHERE NOTED)
FY
AMOUNT OF ANY GRANTS
Bristol Street Projects: A, B, C, D, & E (16-20): Project A =
Bristol Street Median Improvement (Bristol Street from Baker
Project under construction. The
$400,000.00 HSIP
Street to Randolph Ave and 1-405 to Baker Street). Project B =
parkway improvements (curbs,
$800,000.00 Measure M2
Rehab of Bristol and Bear (Bear from 1-405 Fwy to Northerly
sidewalks, wheelchair ramps, etc.)
City Limits at Wakeham Place and Bristol Street from 1-405
for Bear Street have been
$300,000.00 Gas Tax
FWY to Randolph Avenue. Project C = Santa Ana Delhi
completed. Parkway improvements
Channel Diversion Project (From Randolph Ave to Baker
for Bristol are approx. 50%
Street). Project D = Bristol Street Traffic Signal Project (Bristol
complete. Bear Street and Bristol
Includes $1.7
Street @ The Camp and Bristol Street @ Newport Blvd
Street n/o Baker are scheduled to
million from the
Southbound Frontage Road. Project E =Storm Drain
be paved in the next 4-6 weeks.
City of Santa Ana
for the SA -Delhi
Improvements at Randolph.
$5,710,318.00 project
$306,207.00 Drainage Fees
CDBG Project: (2015-2016) Westside Improvements: This
project consists of conducting field survey and preparation of
Bay Street under construction;
FY15/16
$175,943.00 CDBG
construction documents for the repair of curb and gutter and
Pomona under design
unencumbered
rehabilitation of Bay and Pomona streets.
$127,600.50 balance
FY16/17
$298,725.00 CDBG
City Hall First Floor Improvements: Remodel of Council
Chambers, Audio Visual Control Room, 1st Floor Restrooms,
Conference Room 1A, Employee/Community Lounge, City Hall
Design Phase
Print Shop and the creation of an Outdoor Public Meeting
unencumbered
space.
$2,582,000.00 balance
Proposal received based upon JPA
City Hall PA System Replacement
pricing Additional $10,000 funding
needed.
$100,000.00
FY16/17
Citywide New Sidewalk and Parkway Maintenance Project
$1,930,000.00 Gas Tax
(2015-2016) (16-07) (Zones 14, 25, 26, and 27)
Project under construction.
$1,930,000.00
FY15/16
Citywide School Zone Traffic Calming Project (15-04) : The
A change order to add additional
intent of this project is to improve school zone safety with the
ADA ramps and radar feedback
installation of speed feedback signs, pedestrian countdown
signs is being processed. Caltrans
timers, school zone flashers, and minor striping and signing
coordination and approval is
improvements citywide in Costa Mesa.
required due to the funding source.
$706,200.00
FY12/13
$706,200.00 SRZS Funds
$450,000.00
FY12/13
Citywide Storm Drain Improvements (12-13): Project consists
Final design and environmental
of construction of an underground Storm Drain System at the
review under way. This project is on
$885,000.00
FY16/17
hold pending further direction due
south end of Fairview Park from Pacific Avenue to Canyon
to Measure AA and the need for
Drive.
voter approval.
Drainage
$365,000.00
FY16/17
$365,000.00 Impact Fee
page 2 JUN20-Attach_5-CIP_Status 6/8/2017 1:20 PM
page 3 JUN20-Attach_S-CIP_Status 6/8/2017 1:20 PM
FUNDING ALLOCATED TO DATE (OR
PROJECT
STATUS
UNENCUMBERED BALANCE WHERE NOTED)
FY
AMOUNT OF ANY GRANTS
Citywide Street Improvements Project: Provides major
$1,400,000.00
$1,400,000.00 Measure "M2"
rehabilitation to City streets which are in immediate need for
improvement. The program is implemented in accordance
These projects are scheduled to be
Management System to meet the Cit
with the Pavement Mana g y y
advertised for construction in May
$1,070,000.00
$1,070,000.00 Gas Tax
2017
Council Goal to reach and maintain an average Citywide
Pavement Condition Index (PCI) of 85 by 2017.
15-16 Citywide Unimproved Alleys (16-03): 1) 19th Street Alley
(Alley No. 70) located betweenl9th Street and Flower from
Orange Ave to Westminster Ave 2) Flower St. Alley (Alley No.
77) located between Flower and Broadway from Orange to
end 3) Flower St. Alley (Alley No. 78) located between Flower
$500,000.00
FY15/16
$500,000.00 Gas Tax
and Broadway from Orange to Westminster 4) Flower St. Alley
(Alley No. 79) located between Flower and Broadway from
Project being advertised for
Westminster to Santa Ana Ave., 5) Broadway Alley (Alley No.
construction bids. Construction
88) located between Broadway and Magnolia St. from
tentatively scheduled to begin
Raymond Ave. to Tustin Ave. 6) Broadway Alley (Alley No. 85)
August 2017.
located between Broadway and Magnolia St from Orange Ave.
to Westminster Ave., 7) Broadway Alley (Alley No. 86) located
between Broadway and Magnolia St from Westminster Ave to
Santa Ana Ave. 8) Ginger Ave Alley (Alley No. 36) located
between Ginger Ave and Mace Ave from Caraway Drive to
Wintergreen Place.
$500,000.00
FY16/17
$500,000.00 Gas Tax
Citywide Way Finding Signage Program: This funding is for a
comprehensive study citywide to identify points of interest
Project in design phase. Conceptual
and importance in order to establish the locations of
plan developed.
directional signs for guidance throughout the City.
$50,000.00
FY14/15
Close Off Wall Openings at Various Locations (17-05): To close
off openings that have historically been used for unintended
uses; including illicit activities. CC has approved closing of
Project advertised for construction
bids.
several locations along Victoria Street and one on Fairview
Road at Dorset Lane.
$160,000.00
FY16/17
East 19th Street (Safe Route to School) from Church Street to
Project in construction. Completion
Funding from M2 will
Irvine Avenue (16-17) Federal Project No. SRTSC-5312(089)
expected in August 2017
cover the balance of
funding needs.
FY13/14
$770,900.00 SRTS
page 3 JUN20-Attach_S-CIP_Status 6/8/2017 1:20 PM
page 4 JUN20-Attach_S-CIP_Status 6/8/2017 1:20 PM
FUNDING ALLOCATED TO DATE (OR
PROJECT
STATUS
UNENCUMBERED BALANCE WHERE NOTED)
FY
AMOUNT OF ANY GRANTS
Fairview Park Delineation Fencing: This project addresses
mitigation measures required by the Mitigated Negative
Project being prepared to be
advertised for construction.
Declaration for the Fairview Park Master Plan.
Unencumbered
$60,000.00 Balance
FY15/16
Fairview Park Master Plan: North Bluff Trail & Habitat
Staff is actively seeking grants for
implementation of the various
Restoration Project
elements of the Master Plan.
future
$200,000.00 CA Parks
Pamryie..y Park PaFI(i FIg Let I igh+i.. . PUR ding fee the .design and
('....... fission i sehe dbile d to take
cerci
7�M
4
Technical reports are being
$335,000.00
FY12/13
updated. Environmental document
Park
Fairview Park - Placentia Avenue Connector Trail: Replacing
for trail between Pacific and Canyon
$250,000.00
0,000Development
$25.00 Fund
the existingeight foot asphalt trail with colored concrete.
and associated entryway
Bicycle
improvements underway. Pending
Corridor
voter approval per Measure AA
Improvement
$835,959.00 Grant
$835,959.00 Program
Award of construction contract
Fairview Park - Rehabilitate park parking lot(s)
being recommended to City Council
May 16, 2017.
$202,250.00
FY16/17
Fairview Park - Plant Establishment and Pond Maintenance
Project under construction.
$100,000.00
FY16/17
Fairview Park Wetlands and Riparian Habitat Project:
Maintenance Contract awarded.
Unencumbered
Complete Year 5 of the maintenance & monitoring plan
Work underway.
$0.00 Balance
FY15/16
Fairview Road HSIP Improvements - Adams to Baker: project
$80,000.00
FY16/17
$63,000.00 Federal HSIP
provides improved traffic operations by restricting turning
Submitted authorization to proceed
movements at various driveways and a new traffic signal at
with design request to CalTrans.
the intersection of Fairview Road and Village Way.
$630,600.00
FY17/18
$567,540.00 Federal HSIP
NMUSD has completed feasibility
$20,000.00
FY13/14
Field Lighting Program at Various School Sites: Partnership
studies. NMUSD and the City
$40,000.00
FY14/15
with the School District to install permanent sports lights.
working on the first sites to be
considered.
Unencumbered
$1,850,000.00 Balance
FY15/16
Fire Station No. 1 Demolish Existing and Construct New
Construction began March 2017.
Tentative completion date Spring
FY15/16 &
Facility (16 16)
2018.
$8,400,000.00
FY16/17
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page 5 JUN20-Attach_5-CIP_Status 6/8/2017 1:20 PM
FUNDING ALLOCATED TO DATE (OR
PROJECT
STATUS
UNENCUMBERED BALANCE WHERE NOTED)
FY
AMOUNT OF ANY GRANTS
$15,000 expended to date, and
$25,000 next 30 to 60 days. Then
Fire Station #2-6: Critical Infrastructure Protection
balance will go toward ballistic glass
security system. $20,000 proposed
for each year from FY17-18 through
FY19-20.
$60,000.00 funding
FY16/17
Fire Station No. 4 Parking Lot Rehabilitation: Creates new
Award of construction contract
handicapped parking stalls, ADA path of travel to the building,
being recommended to City Council
Unencumbered
and rehabilitation of the parking lot pavement.
May 16, 2017.
$330,000.00 Balance
FY15/16
Harbor Blvd & Gisler Ave Intersection Improvement (16-02):
project to construct an additional eastbound optional through -
left turn lane at this intersection. This requires widening of
Project under construction.
Gisler Avenue on the south side just west of the intersection.
Coordinating with adjacent property
The work requires traffic signal modification and
owners.
undergrounding of one Southern California Edison power
pole.
$756,086.00
FY15-16
$496,538.00 Measure "M2"
Civil Source selected for design
Harbor Boulevard Medians - Wilson Street to 19th Street:
services. Consultant has completed
Construction of raised landscaped medians and consolidates
the design concepts and rendering
left -turn access, improves overall traffic operations. Design
for the public outreach meetings.
Meetings held with five major
phase includes detailed studies of all driveways and outreach
property owners. Public meeting
to adjacent businesses in determining the median locations.
held on August 16th, comments
received and are being addressed.
$1,088,100.00
$528,100.00 HSIP
Harbor/South Coast Intersection Improvements - Design: The
intersection of Harbor Boulevard - South Coast Drive
On hold (Request for Proposals for
PE phase to be issued.) Funds to be
experiences significant congestion during morning and
carried -over in a few weeks.
Traffic Impact
evening peak periods and is at Level of Service D.
$200,000.00
FY15/16
$200,000.00 Fees
Hyland/MacArthur Intersection Improvements - Design
Design near completion.
$37,500.00
$37,500.00 M2
1-405 Widening: Ground breaking in early 2018. Will have
Design review work expected in mid
major traffic impact on city.
2017 (CalTrans Design/Build)
Jack Hammett Sports Field Improvements: FY15/16 funding
Grant app
application submitted
$2,500,000.00
FY15/16
Park
was to design and construct two synthetic turf fields.
November 1, 2016 to the California
Development
Additional funding for FY16/17 to fund accessible walkways
Department of Parks and Recreation$2,370,965.00
FY16/17
$2,370,965.00 Fund
for the installation of sports turf to
and restroom expansion.
replace the grass.
Unencumbered
$275,000.00 Balance
FY16/17
$275,000.00 CDBG
page 5 JUN20-Attach_5-CIP_Status 6/8/2017 1:20 PM
page 6 JUN20-Attach_S-CIP_Status 6/8/2017 1:20 PM
FUNDING ALLOCATED TO DATE (OR
PROJECT
STATUS
UNENCUMBERED BALANCE WHERE NOTED)
FY
AMOUNT OF ANY GRANTS
Project being advertised for
The Lions Park Projects (17-03): Demolish existing NCC,
construction bids. Groundbreaking
construction of new LEED Gold library, one acre park
ceremony scheduled for July 28,
improvements, and renovating/repurposing of the existing
2017.
library facility to become the new LEED Silver NCC.
$36 million
FY16/17
$300,000.00 Gas Tax
Median Landscape and Irrigation Improvements (16-19): On
Construction complete. Project
Mesa Verde Drive from Adams Ave West to Adams Ave East.
being finalized for acceptance.
$606,127.00
FY14/15
Newport Blvd Landscape Improvements: The Newport
Boulevard frontage roads between 19th Street and Bristol
Street include a number of areas adjacent to the SR -55
Design work completed. Project
Freeway that remain unimproved and the parkways do not
shelved until funding becomes
available.
include planter/buffers between the traveled ways and the
sidewalk.
Newport Boulevard Widening Design - 19th Street to 17th
Street: the intent of the proposed project is to design the
widening of southbound Newport Boulevard within the
Design on hold. Request delay of
281
$,250 Measure M2
project to fy 17/18
subject limits to address operational deficiencies and
accommodate current and projected traffic volumes.
Traffic Impact
$656,250
FY16/17
$375,000 Fees
Old Newport Blvd Rehab Project
Construction phase on hold pending
N/B from 16th St to 15th St
funding allocation.
Open Space Master Plan Update: The Parks and Recreation
Commission and City staff rely upon this document as a
Presentation to the Parks and
Recreation Commission tentatively
planning tool to carry out the City's General Plan's Open Space
scheduled for May 2017
Y
and Recreation element's goals and policies.
Unencumbered
$31,630.00 Balance
FY14/15
Park Security Lighting: This project replaces deteriorated or
Park
missingsecurity lighting around the lakes at TeWinkle Park
y g g
Working with consultant to secure
grant funding from SCE
Unencumbered
Development
and at Shiffer Park.
$375,069.34 Balance
FY13/14
$424,699.00 Fund
$212,531.00 CMAQ (BCIP)
Placentia Avenue Bicycle Signal Installation (14-01)
project under construction. City to
re -bid remaining items of work.
$244,288.00
FY13/14
$31,757.00 AQMD
Placentia Avenue Median Project: construction of landscaped
median on Placentia between Adams and Wilson. This will
improve the streetscape adjacent to Fairview Park and
Project to advertise for bids in May
FY15/16
$400,000.00 Gas Tax
2017
Estancia High School, and also improve the traffic operations
on the street.
$1,579,700.00
FY13/14
1 $729,700.00 HSIP
page 6 JUN20-Attach_S-CIP_Status 6/8/2017 1:20 PM
page 7 JUN20-Attach_S-CIP_Status 6/8/2017 1:20 PM
FUNDING ALLOCATED TO DATE (OR
PROJECT
STATUS
UNENCUMBERED BALANCE WHERE NOTED)
FY
AMOUNT OF ANY GRANTS
Purchase of generators in progress.
Police Department and Fire Station #4 Generator Replacement
Installation contract to be
advertised for bids in May 2017.
Unencumbered
$600,000.00 Balance
FY15/16
Project V - community based transit
Agreements being finalized for
approval by Council in February.
$3,100,700.00
FY16/17
$2,790,630.00 Measure M2
Red Hill Avenue Median Project: construction of landscaped
Plan revisions being made. Project
medians between McCormick Avenue and Bristol Street.
to advertise for bids in May 2017
Awaiting CalTrans approval.
$871,300.00 593,200.00 City Match
$778,100.00 HSIP
Security Camera Project: furnishing, installing, programming,
licensing, integrating, testing, and the commissioning of
Design Phase
closed circuit video cameras and related equipment at five
Unencumbered
City owned locations In Costa Mesa.
$275,000.00 Balance
FY15/16
Senior Center ADA Restroom Improvements: Renovation and
accessibility enhancements of two staff restrooms on the 1st
floor; two men's and two women's public restrooms on the
Under design
1st floor and 2nd floor. Based on a Compliance Assessment
report completed in 2015.
$125,000.00
FY16/17
Tanager Bike Trail Improvements (17-02): Segment 1 of the
Bike Trail Rehabilitation project which will introduce a new
10ft wide PCC concrete bike trail with integral colored
concrete from Harbor Blvd. to Harla Ave.- City to match color
Award of construction contract
of new Harbor Bike Trail Improvement Project recently
being recommended to City Council
May 16, 2017.
completed. Second and final segment of the trail between
Harla Ave. and Golf Course Dr. to include slurry seal and
localized asphalt concrete dig -outs.
Tewinkle Park - Skate Park Expansion: The expansion is to
provide a dedicated area of approximately 12,000 to 15,000
square feet for young/beginner skaters. It will enlist the
Conceptual Design Phase, public
$50,000.00
FY15/16
support and collaboration of the skating community to come
outreach and coordination with the
up with the ideal layout for the proposed expansion and its
skating community to start in the
integration with the existing facility. The FY15/16 funding for
summer 2017
Skate Park II has been repurposed toward the engineering for
this expansion project.
Unencumbered
$20,000.00 Balance
FY16/17
page 7 JUN20-Attach_S-CIP_Status 6/8/2017 1:20 PM
page 8 JUN20-Attach_S-CIP_Status 6/8/2017 1:20 PM
FUNDING ALLOCATED TO DATE (OR
PROJECT
STATUS
UNENCUMBERED BALANCE WHERE NOTED)
FY
AMOUNT OF ANY GRANTS
Traffic Signal Modification Project - Baker to Coolidge
Project to start in July 2017
Unencumbered
$50,000.00 Balance
FY16/17
Traffic Signal Coordination Project - Fairview Road
Project on hold. Request to delay
project to 17/18.
$2,074,745.00
FY16/17
$1,949,149.00 M2
Traffic Signal Coordination Project - Bristol Street
Design being finalized
$706,916.00
FY16/17
$581,520.00 M2
Implementation completed for City
Traffic Signal Coordination Project - Newport Blvd
intersections; Caltrans intersections
pending
$735,000.00
FY16/17
$650,000.00 M2
Traffic Signal Coordination Project - Harbor Boulevard
Implementation in progress
$1,097,214.00
FY16/17
$917,620.00 M2
Traffic Signal Installation - Baker to Randolph
Design to be initiated.
Unencumbered
$250,000.00 Balance
FY16/17
M2
Traffic Signal Coordination Project - Sunflower Avenue
Under design
$725,000.00
$617,960.00 M2
W 17th Widening - Placentia to Superior (Design)
Conceptual plans submitted by
consultant
$325,000.00
$262,500.00 M2
Environmental analysis is underway.
Draft Preliminary Environmental
West 19th Bicycle Trail Project: Provides for the design and
Study (PES) submitted to Caltrans.
construction of a new bicycle trail connecting West 19th
Field Review meeting conducted
Street and the Santa Ana River trail system.
with Caltrans, design and
environmental consultants.
Preparation of 70% plans underway.
$2,100,000.00
$1,700,000.00 ATP
Wilson Street Widening Design - College Avenue to Fairview
Road: Wilson Street is designated as a Secondary Arterial
according to the Orange County Transportation Authority's
Master Plan of Arterial Highways as well as the City General
Project on hold. Request delay of
Plan Circulation Element and the proposed project will design
project to FY 17/18
$281,250 Measure M2
Wilson Street to the recommended roadway capacity and
geometrics.
Traffic Impact
$631,250.00
FY16/17
$350,000 Fees
Maintenance Services CIP Projects:
Balearic Community Center: Replace Electrical Service
Waiting on spec revisions from
Consultant
$45,000.00
FY12/13
Building Modification Projects
Several underway: approximately
60% complete
$407,400.00
FY16/17
City Hall - 4th Floor Interior PaintingProject
completed
$80,000.00
FY15/16
page 8 JUN20-Attach_S-CIP_Status 6/8/2017 1:20 PM
page 9 JUN20-Attach_S-CIP_Status 6/8/2017 1:20 PM
FUNDING ALLOCATED TO DATE (OR
PROJECT
STATUS
UNENCUMBERED BALANCE WHERE NOTED)
FY
AMOUNT OF ANY GRANTS
City Hall - 4th Floor Carpet & Moving
Project completed
$164,000.00
FY15/16
Corp Yard Fleet
Install Emergency Generator &
Transfer Switch
$90,000.00
FY14/15
Corp Yard/Police Facility - Replace automated fuel dispensing
Project underway.
authorization and tracking system
$132,000.00
FY16/17
Corporation Yard - Replace four fuel dispensers
Specifications being developed
$50,000.00
FY16/17
Temporary patch completed. Need
DRC - Repair Pool Plaster
to request additional funds for FY17-
18 to re -plaster entire pool
$100,000.00
FY14/15
Paularino Park - Replace Picnic Shelter: To replace the
deteriorating wood shelter with a prefabricated steel
PO issued on shelter
structure. This project also replaces the concrete area
underneath the shelter.
$70,000.00
FY16/17
Pinkley Park - Replace arbor: To replace the deteriorating
wooden and concrete arbor at Pinkley Park with a pre-
Waiting on PO approval
fabricated steel structure.
$150,000.00
FY16/17
Senior Center - Design and Construct New Exterior Front Patio
RFP Development
$32,000.00
FY15/16
$32,000.00 CDBG
Senior Center- Restroom Renovations Design
RFP Development
$25,000.00
FY15/16
$25,000.00 CDBG
Tewinkle Park - Replacement of Pedestrian Bridges: Replaces
Design Phase
three wooden bridges with steel bridges.
$100,000.00
FY15/16
Updates under review. Scheduled to
Update Streetscape Standards
be presented to the Parks and Rec
Commission at a study session in
June/July
$25,000.00
FY14/15
page 9 JUN20-Attach_S-CIP_Status 6/8/2017 1:20 PM
Attachment 6
May 9, 2017 Study Session
and May 18, 2017 Community Budget Meeting Follow-up
Unbudgeted Revenues & Measure X Revenues:
The budget message on page 2 of the budget book included a statement that new revenue
sources pending legislation or grant approval are not included in the base budget request. This
refers to our financial & budget policy regarding anticipated revenues. For example, a bike trail
grant, senior medical transportation donation or potential Lions Park project grant that is
competitively awarded and that the City plans to apply for would not be budgeted until it is actually
awarded. Also applicable to FY 17-18 as revenues not yet budgeted are the Measure X business
taxes. The amount of that revenue is unknown as we have yet to see how many businesses
apply for permits, how many businesses receive permits and what the gross revenues of these
businesses will be. This revenue will be added to the budget when the estimated amount
becomes more certain.
Revenue Assumptions:
The budget message on page 3 of the budget book indicated that revenue assumptions were
increased by $1.8 million. The word "assumptions" refers to the updated revenue forecasts that
are included for FY 17-18:
• $250,000 Fire cost recovery fees
• $200,000 Parks cost recovery fees
• $215,250 Measure X Medical Marijuana Business Permits
• $275,080 Measure X Medical Marijuana Conditional Use Permits
• $200,000 Development Services project cost reimbursements
• $600,000 Fire Ambulance transportation fees
• $100,022 Additional Secured Property Tax (based on current year actuals)
Chargers Impact on City Sales Tax and Transient Occupancy Tax:
HdL, the City's sales tax consultant, researched the potential impact of the Chargers practice
facility on Costa Mesa revenue. It is believed that there will be a positive impact on sales tax but
relatively small and difficult to differentiate from normal economic fluctuations and trends. This is
based on an analysis of the Dallas Cowboys in Oxnard, CA and the Rams in Irvine, CA. Similarly,
a positive impact is expected on the transient occupancy tax but the amount is unknown at this
time. Staff believes that, as with Measure X taxes, it is unwise to speculate on the additional
revenues from these sources and that it would be best to add new revenues to the budget when
they can be projected more accurately.
Special Policing Fees:
Fees charged to the OC Fair and Event Center exclude (by City policy) administrative and City
overhead and do not factor in vacation, holiday or leave time used. This policy will be revisited
when the special event fees are updated in June 2017.
Page 1 of 5
155
Vehicle Storage/Impound Fees:
Vehicle storage/impound fees are projected to be $246,545 this fiscal year. The FY 17-18 budget
amount of $195,000 is set at the highest of the past three fiscal years' actual revenue as this
revenue can vary significantly from year to year.
Jail Booking Fees:
Last year Jail booking fees were $39,521. They are running higher this year—they could be about
$100,000 this year compared to a budget of $38,000. Historically these fees include an
accounting adjustment at fiscal year-end that reduces the total. Therefore, this year's projection
may be revised downward. Next year's budget amount is set at $39,140, more in line with past
years.
Donations Revenue:
Donations revenue of $100,000 shown for the current fiscal year is for the senior medical
transportation funds received in October. (Also, please see comments above regarding
unbudgeted revenues.)
Overtime:
The current adopted budget for overtime is $4,577,706. Current year overtime spending is
projected to be about $8 million due to vacant positions and other factors. The FY 17-18 overtime
budget is $4,319,086 in anticipation of regular positions being filled. The addition of six Fire
positions is also expected to reduce actual overtime use.
Pension Liability Reduction:
The City plans an additional $500,000 to be paid toward the pension liability. Also, saving realized
from the prepayment of the Miscellaneous and a portion of the Fire annual contributions will also
be dedicated to paying down the pension liability. The combined amounts are about $750,000.
Water—Parks & Parkways:
The FY 16-17 adopted budget of $834,250 was significantly higher than the FY 15-16 actual cost
in anticipation of increased rates and higher usage. FY 16-17 actual expense is expected to be
about $560,000; significantly less than budget mainly due to the wet winter. The FY 17-18 budget
of $689,813 reflects an anticipated increase over the current year projected actual, again based
on rates and usage.
City Attorney Budget:
The recommended budget includes a 2% increase consistent with budget directions given at the
beginning of the budget process.
Parks:
Fly Field usage by non-residents:
In 2016, 322 fly permits were issued. Of these, 272 or 84% were to non-residents.
Page 2 of 5
99
Neighborhood Community Center (NCC) Program 40123:
Staff believes that it makes sense to keep these program expenses listed as NCC so there is
retention of historical data, which will be important for comparison moving forward. The budgeted
expenses are for re -assigned staffing expenses only while the facility is temporarily closed during
the Lions Parks projects construction.
New Part-time Position Allocation:
The majority of the additional part-time staff positions will be utilized on our youth programs such
as R.O.C.K.S, Camps and Mobile Recreation. There will also be a small increase in staffing hours
associated with Senior Lifeguards and the Costa Mesa Senior Center.
Police Investigation's Case Workload Indicators:
Over the last couple of years, the department has been redefining how the investigative case
workload indicators are compiled because of the department's transition to the new SunGard
CAD/RMS system and its staffing levels. The department continues to refine the method of
reporting these indicators to establish better consistency. Even with these two factors, the case
adopted and preliminary numbers for each fiscal year are based only on a 6 -month snapshot in
January of each fiscal year, which does not reflect criminal trends and investigate efforts during
the rest of the fiscal year being used to make the projection. Additionally, the cases clearance
and effectiveness fluctuates because investigations can be cleared in the last 6 -months of the
fiscal year being used for the projection and some cases carry on into the next year as part of an
ongoing investigation. With all of this, the department has increased staffing in the Investigations
unit to distribute the workload and increase the department's investigative capabilities and
responsiveness.
Police Protection Budget Increase:
The increase is mainly contributed to employee association contract negotiations, etc. The
department has only had a minimal maintenance and operations budget increase over the last
couple of years for the replacement of operationally needed equipment, e.g., new firearm
platform, electronic citation devices, and the Lexipol manual to name a few.
Police Mobile Command Vehicle (MCV):
The Police Department's current MCV no longer meets the department's needs and due to its
lack of contemporary functionality, it is inadequate for today's types of operations and/or major
incidents/events. Additionally, the City does not have an alternative Communications/Dispatch
contingency option for City-wide and/or emergency management events where an alternative
option is needed and/or if the Communications Center became inoperable.
The MCV is 20 -years -old (1998 RV) with excessive exterior/interior wear and tear. It has had a
termite infestation, multiple leaks in various areas, and regular electrical issues. The MCV does
not have the ability to act as an incident command or emergency response vehicle due to
inadequate workspace and the lack of technology to operate the public safety systems
(CAD/RMS, 800 MHz radio system) required to manage an operation. Further, there is insufficient
equipment storage and no exterior operational capabilities.
Page 3 of 5
57
The MCV is used for major City events (e.g., OC Marathon and OC Fair), SWAT monthly training
exercises and call -outs, DUI check -points, major events (e.g., protests/demonstrations,
homicides and/or major investigations, recent joint agency training exercise at South Coast
Plaza), and community events (e.g., National Night Out).
Development Services:
The total Code Enforcement budget on page 63 of the budget book is up by $479,505 due to the
consolidation of the Group Home Enforcement and the Neighborhood Stabilization budgets into
Code Enforcement per the department's request. The total for the three groups combined is down
by $47,858 or 3%.
Public Services:
The Landscaping and Sprinklers account increased by $1,267,020 due to the new City-wide parks
maintenance contract with Marina Landscape Maintenance. The contract was awarded on
October 4, 2016 in the amount of $2,099,567 plus a 10% contingency. The contingency used
about 45% of the $466,975 in estimated annual savings from the outsourcing.
Golf Course Contract, Management and Capital Improvement Plan:
The golf course operations and maintenance contract was extended to August 31, 2029. City
staff meets periodically to review the progress of the approved CIP plan. Mesa Verde Partners
(MVP), the golf course operator, recently completed needed upgrades to the golf course entrance
and the frontage along Tanager Drive. MVP is currently working with the City to remodel, upgrade
and repair the clubhouse entryway, lobby, offices, stairs, meeting rooms, hallway connecting the
meeting rooms and restroom facilities; re -carpeting, new chairs, tables, cabinetry, access to
balcony and art work as a combination of approved CIP improvements and maintenance and
operation improvements. The total estimated work for these improvements is $550,000. A copy
of the seven-year CIP is attached.
History of Budgeted Amounts for Infrastructure Projects:
Attached is a bar chart providing the history of budgeted amounts for infrastructure projects.
Beverage Container Program:
The California Department of Resources Recycling and Recovery (CalRecycle), pursuant to
California Public Resources Code section 14581(a)(3)(A), distributes funds to eligible cities and
counties specifically for beverage container recycling and litter cleanup activities. Each City is
eligible to receive $5,000 or an amount calculated by CalRecycle, on a per capita basis, whichever
is greater.
Per AB 939 (The Integrated Waste Management Act) and AB 341 (Mandatory Commercial
Recycling), the City is required to take steps to encourage recycling and composting. CalRecycle
administers a beverage container recycling payment program to provide opportunities for
beverage container recycling and litter cleanup activities.
For the FY 2016-17 program, the City is expected to receive $28,753. Staff has used funds in the
past to install recycled material signs and benches at City parks and to promote beverage
container recycling efforts and awareness at multifamily and commercial locations.
Page 4 of 5
a`
Budget Narratives, Goals, Objectives, Performance Measures and Workload Indicators:
Budget staff will coordinate with the departments to make improvements and edits to the Budget
Narratives, Goals, Objectives, Performance Measures and Workload Indicators. Performance
Measures are items intended to show how well a department is accomplishing its mission.
Workload indicators are items intended to show what kind of work and how much work the
department is accomplishing. Budget staff will work with each department to more directly tie
these items in with the Council priorities. Also, where possible, the measures and indicators will
be paired with each other for a more integrated look at the result of operations and the goals for
the upcoming year.
Self-insurance Fund:
The attached memo dated March 25, 2016 explains the reasons for the increased liabilities, prior
year payouts and the resulting negative fund balance. In the study session, it was noted that the
fund has a positive cash balance while the fund balance is negative. This is because, while the
fund does have cash assets, the fund balance is defined as the difference between the current
plus capital assets and the current and long-term liabilities. In this case, the amount of long-term
liabilities exceeds the cash. However, there are sufficient annual operational revenues to fund
the annual expenses. The City Manager is working with Budget staff on the possibility of
transferring additional general funds into this fund to perhaps reduce or eliminate the negative
fund balance.
Park Development Fees Fund:
A financial history of this fund through June 30, 2016 is provided in the attached worksheet. It
should be noted that revenue in this fund is projected to be $2,500,000 for the next two years and
this revenue will be dedicated to the Lions Park projects as outlined in the financial plan presented
to Council on June 21, 2016.
Council Chamber Remodel:
An update of this project is in process and will be provided separately when it is ready.
Contingency:
The City Manager is working with Budget staff on how the recommended $500,000 contingency
appropriation could be increased to $1,000,000.
Attachments:
Costa Mesa Golf Course Five -Year CIP
2013 — 2018 Infrastructure Projects Budget History
Self -Insurance Fund Memo Dated March 25, 2016
Park Development Fee Fund Activity
Page 5 of 5
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CITY OF COSTA MESA
HUMAN RESOURCES /RISK MANAGEMENT
INTEROFFICE MEMORANDUM
TO: THOMAS R. HATCH, CHIEF EXECUTIVE OFFICER
TAMARA S. LETOURNEAU, ASSISTANT CHIEF EXECUTIVE OFFICER
FROM: ITZIA CARVAJAL, PRINCIPAL HUMAN RESOURCES ANALYST
CC: LANCE M. NAKAMOTO, HUMAN RESOURCES MANAGER
KASAMA LEE, PRINCIPAL HUMAN RESOURCES ANALYST
DATE: MARCH 25, 2016
SUBJECT: WORKERS' COMPENSATION 2015 YEAR-END SUMMARY UPDATE
Effective January 1, 2013, the City contracted out the administration of the Workers' Compensation claims
to a Third Party Administrator (TPA) AdminSure (previous TPA was CorVel). Over the last three (3)
years, there has been a considerable increase in the outstanding balance on our Workers' Compensation
claims year-end summaries. After a recent review of the claims analysis process, two key points were
identified as attributing. factors for this increase.
First, statistics show that the rise in medical treatment costs are the largest single cost factor in the Workers'
Compensation System. In an effort to carefully understand the City's recent increase, a thorough review
of CorVel's 2012 and AdminSure's 2015 year-end reports were conducted. The analysis indicated that
approximately 93% of the indemnity, future medical and medical only claims are for Fire and Police sworn
personnel. Fire and Police Workers' Compensation claims have higher associated costs, primarily based
upon presumptions. Per Labor Code 3212, specific injuries or illnesses developed or manifested shall be
presumed to arise out of and in the course of employment. As such and under the Labor Code, the worker's
compensation board is bound to find in accordance with the presumption unless it can be disputed by
objective medical evidence.
Secondly, when the worker's injury has reached maximum medical improvement (MMT) or permanent and
stationary status, Labor Code 15300 requires that the estimate of future medical costs shall be based on the
average annual costs over the past three (3) years or the lesser period if three years have not passed. The
estimate is projected over the life expectancy of the injured worker and shall include any additional costs
such as medical procedures or surgeries that can reasonably be expected over the life of the claim (see
attachment).
The rise in medical treatment and future medical costs has resulted in an increase of $2,633,720.04 between
June 30, 2012 to June 30, 2015. However, in accordance with the Workers' Compensation Organizational
Review established in 2012, the City and AdminSure continue to take a proactive approach in the workers'
compensation process. Indemnity, future medical, and medical claims are continuously being reviewed
independently resulting in a more focused approach. In addition, we are constantly reviewing claims for
possible Compromise and Release opportunities (C&R), Findings and Award Settlements, as well as
Settlements via Stipulations to assist with the reduction in claim costs. The City continues to promote
employee accountability (supervisors and subordinates) and maintaining an open line of communication
with City Departments. Finally, the City continues to use the services of Lien On Me- Bill Review to assist
with the cost containment bill review process. They conduct thorough reviews of the medical billing
statements processed by AdminSure to evaluate and cMuye that the City is paying appropriate fees for
medical procedures, including secondary line -by-line audits to help cost savings.
Please let me know if I can provide additional information and/or you have any questions.
62
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Attachment 7
City of Costa Mesa
FY 17-18 Preliminary Budget Addendum
Fund Department
Description
Appropriation
Revenue
101 CEO
Reclass Principal Human Resources Analyst to Human Resources
101 Finance
Administrator offset by reduction in Consulting account.
-
-
101 Parks & Comm. Services
Reclass Recreation Manager to Parks and Comm. Svcs. Director
-
-
101 Info. Technology
Revenue adjustment: Transient Occupancy Tax
-
399,087
101 Police Dept.
Revenue adjustment: Other State Grants
-
70,000
101 Fire Dept.
Reclass Fire Protection Analyst to Assistant Fire Marshal
-
-
101 Fire
Add P/T Emergency Medical Svcs. Coord from Feb. 7 Council meeting
72,898
72,898
101 Development Services
Reclass Chief of Code Enforcement to Comm. Impr. Manager
-
-
101 Public Services
Chargers deposit and Jack Hammett Field Improvements
150,000
150,000
401 Capital Improvements Fund
CIP-Signal Pre-emption
222,898
222,898
101 Preliminary Budget before Addendum
Operating Transfer Out -pumper partial pay
$ 124,512,589
124,512,589
101 Preliminary Budget after Addendum
CIP - Fire Station Exhaust Extraction System
124,735,487
124,735,487
Other Funds:
Operating Transfer In -pumper partial pay
-
125,000
201 Gas Tax Fund
Revised HUTA allocation from the State
792,012
792,012
601 Equipment Replacement Fund
Appropriation correction
1,309,634
-
602 Self -Insurance Fund
Appropriation correction
903,795
-
Total Other Funds
Operating Transfer Out- Equipment Replacement Fund
3,005,441
792,012
All Funds Preliminary Budget before Addendum
Operating Transfer In -Tennis Center Improvement
$ 155,001,590
-
Preliminary Budget after Addendum
CIP -Tennis Center Improvement
158,229,929
-
FY 17-18 Study Session Addendum
Reclass Principal Human Resources Analyst to Human Resources
101 City Manager
Administrator offset by reduction in Consulting account.
-
-
101 Finance
Revenue adjustment: Property Tax -Supplemental
-
70,000
101 Finance
Revenue adjustment: Transient Occupancy Tax
-
399,087
101 Finance
Revenue adjustment: Other State Grants
-
70,000
101 Finance
Revenue adjustment: Special Policing Fees
-
25,000
101 Fire
Revenue adjustment - Fire Fees
-
375,000
101 Fire
Operating Transfer Out -Signal Pre-emption
375,000
-
401 Capital Improvements Fund
Operating Transfer In
-
375,000
401 Capital Improvements Fund
CIP-Signal Pre-emption
375,000
-
218 Fire System Development Fees Fund
Operating Transfer Out -pumper partial pay
125,000
-
218 Fire System Development Fees Fund
CIP - Fire Station Exhaust Extraction System
100,000
-
601 Equipment Replacement Fund
Operating Transfer In -pumper partial pay
-
125,000
601 Equipment Replacement Fund
Operating Transfer In
-
(225,000)
101 Development Services
Code Enforcement Officer consultant
125,000
-
101 Non -Departmental
Operating Transfer Out - Code Enforcement Officer consultant
(125,000)
101 Non -Departmental
Operating Transfer Out- Equipment Replacement Fund
(100,000)
-
401 Capital Improvements Fund
Operating Transfer In -Tennis Center Improvement
-
100,000
401 Capital Improvements Fund
CIP -Tennis Center Improvement
100,000
-
101Non-Departmental
Operating Transfer Out- Capital Improvements Fund
100,000
-
205 Home Program Fund
HOME Invest. Partnership Grant
-
92,238
205 Home Program Fund
Grants, Loans, and Subsidies
92,238
-
602 Self -Insurance Fund
Operating Transfer In - To increase the fund balance
-
3,170,491
101 Non -Departmental
Operating Transfer Out- Self Insurance Fund
3,170,491
-
601 Equipment Replacement Fund
Appropriation correction - Auto Equipment
61,000
-
101 Public Services
Local share of OCTAP FY 17-18 Taxi regulation
6,100
-
101 Non -Departmental
To restore Contingency account
500,000
-
101 Non -Departmental
Salaries and Benefits
57,987
-
Study Session General Fund Addendum
4,109,578
939,087
Study Session Other Funds Addendum
853,238
3,637,729
Study Session All Funds Addendum
4,962,816
4,576,816
Total General Fund Addendum
4,332,476
1,161,985
Total Other Funds Addendum
3,858,679
4,429,741
Total All Funds Addendum
8,191,155
5,591,726
101 Preliminary Budget before Addendum
$ 124,512,589
124,512,589
101 Preliminary Budget after Addendum
128,845,065
125,674,574
All Funds Preliminary Budget before Addendum
$ 155,001,590
-
Preliminary Budget after Addendum
163,192,745
ATTACHMENT 8
City of Costa Mesa
FY 16-17 CAPERS Prepayment Option Savings
Based on August 2016 CalPERS Valuation reports
Estimated
Net Employer Total Savings Savings
CalPERS Plan Contribution Prepayment Amount Percent
Miscellaneous Plan
$7,888,714
$7,608,665
$280,049 3.55%
Safety Fire Plan
6,330,480
6,105,748
224,732 3.55%
Safety Police Plan
8,890,180
8,574,579
315,601 3.55%
Total:
$23,109,374
$22,288,991
$820,383 3.55%
*Payment must be received by CalPERS after June 30 and before the
first payroll reported to CalPERS of the new fiscal year.
Attachment 9
CITY OF COSTA MESA Class Code:
Established Date: June XX, 2017 Assistant Fire Marshal 0217/5217
Revision Date:
DESCRIPTION:
Under direction of the Fire Chief/Fire Marshal, this position is responsible for the day-to-day professional
and technical non -sworn work in the analysis and enforcement of municipal and state codes in securing fire
and life safety in various structures and installations; oversight of community risk reduction related activities
and performs related duties as required.
CLASS CHARACTERISTICS:
Work involves the responsibility of coordinating the review of building plans, analyzing statistical data to
assist in developing and adopting new code provisions, coordinating fire and life protection activities with
the Building Division, Planning Division, utility companies, etc., necessary to provide effective fire protection
service and providing the day-to-day formal and/or functional supervision over assigned community risk
reduction staff
Work emphasizes the coordination of community risk reduction related activities including, but not limited
to: fire inspections, code enforcement, plan review, analysis of plans, data, programs and reports to control
fire safety problems prior to construction, and technical inspection after construction to assure compliance.
Work is ordinarily performed independently within established practices and procedures. Work is performed
under the supervision of the Fire Chief/Fire Marshal and reviewed through conferences and reports and
records.
ESSENTIAL FUNCTIONS:
These functions may not be present in all positions in this class. When a position is to be filled, the essential
functions will be noted in the announcement of position availability. Management reserves the right to add,
modify, change or rescind work assignments as needed.
Coordinates and participates in community risk reduction related activities including fire inspections, code
enforcement and plan review.
Coordinates and reviews building plans to assure adequacy of exits, fire protection equipment, water supply
and all specific requirements.
Conducts inspections of more hazardous and complex occupancies and makes recommendations for
improved fire and life safety protection.
Supervises, trains, assigns, coordinates, and evaluates the work of assigned staff.
Coordinates information flow between other agencies such as Building Division, Planning Division, Police
Department and utility companies.
Reviews statistics regarding fire cause, code enforcement issues and fire and life safety inspections in
relation to the application of existing provisions of the Fire, Building and Municipal Codes and recommends
modification when required.
Develops and presents public education programs for fire safety and prevention, company inspection and
firefighter training programs, and other related programs as appropriate.
Reviews results of fire protection programs and recommends program or procedural changes.
Prepares or directs preparation of reports on specific research projects, as well as routine records and
reports.
QUALIFICATIONS GUIDELINES:
A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities of this
classification is as follows:
EDUCATION, TRAINING AND/OR EXPERIENCE:
Education equivalent to an Associate of Arts degree with major coursework in Fire Protection, Fire Science,
Public Administration or a related field is required. Graduation from an accredited four-year college is highly
desirable.
Considerable experience in community risk reduction, fire prevention and inspection work, code
enforcement or emergency management is required. Supervisory experience is desirable.
Completion of the Office of the State Fire Marshal Terrorism Liaison Officer — Basic course is highly
desirable.
IIII[N=1069=F_10U7LO]:Z614:AIIJ[of_A11
Possession of a valid California Class C Driver's License. Revocation of license during employment may
result in disciplinary action or reassignment.
Successful completion of PC832 training is required by the end of the probationary period.
Office of the State Fire Marshal certifications in Fire Prevention, Hazardous Materials, Fire Inspection, Plan
Review, Fire Marshal, Community Risk or related fields are highly desirable.
REQUISITE KNOWLEDGE AND SKILL LEVELS:
Knowledge of the practices and procedures of technical fire inspection and code enforcement activities.
Knowledge of local, state, and federal laws, ordinances and regulations regarding fire protection.
Knowledge of mechanical, chemical and related characteristics of a variety of flammable, explosive and
similar materials; and building, electrical, plumbing and related codes.
Knowledge of water supply systems.
Knowledge of Microsoft Word, Excel and PowerPoint programs
Skill in making oral presentations to groups.
Skill in making basic to moderately complex mathematical computations.
REQUISITE ABILITIES:
Ability to analyze data, recognize problems, make decisions and to use resourcefulness and tact in
resolving problems.
Ability to prepare and present written and oral information in a clear, concise and accurate manner and
make presentations.
Ability to establish and maintain working relationships with staff, City officials, representatives of cooperative
agencies and the general public.
SUPPLEMENTAL INFORMATION:
PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS:
Please contact Human Resources for a summary of the essential tasks and environmental factors for this
classification.
Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.