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Home My WebLink AboutCOUNCIL - AGENDA ITEM - 09/28/2004 - REVIEW OF THE SECOND YEAR 2005 OF THE ADOPTED 2004 DATE: September 28, 2004 STUDY SESSION ITEM STAFF: Darin Atteberry/ FORT COLLINS CITY COUNCIL Diane Jones/Doug Smith SUBJECT FOR DISCUSSION Review of the Second Year (2005) of the Adopted 2004-2005 City Budget. GENERAL DIRECTION SOUGHT AND SPECIFIC QUESTIONS TO BE ANSWERED Does City Council agree with the exceptions proposed for the 2005 budget? Are there other exceptions to the 2005 budget that should be considered? BACKGROUND Exception Process and Schedule City Council adopted the 2004-2005 Biennial Budget and appropriated monies for expenditure in 2004. State statutes and the City Charter both require an annual appropriation to cover expenses for the ensuing year (2005) based upon the adopted budget. The review of the 2005 adopted budget follows an abbreviated process and schedule than that used in developing the biennial budget: projected revenues and costs of services for 2005 are reviewed and updated, and exceptions are considered in relation to standard criteria in place for past budget cycles and, importantly, resources available. The criteria used to review the requested exceptions to the budget are: • Needs and adjustments related to current services that, without adjustment, will significantly impair the provision of that service • Exceptions specifically directed by the Council or City Manager • New programs or enhanced services requested by the community The Interim City Manager will present at the upcoming Study Sessions(September 28 and October 12) the financial outlook for 2005 and discuss potential changes to the 2005 budget. An appropriation ordinance for the 2005 fiscal year will be prepared based on direction received from Council at the Study Sessions. The schedule for the 2005 budget exception process is Study Sessions: September 28, 2004 October 12, 2004 (If Necessary) September 28, 2004 Page 2 Appropriation Ordinance (Re¢ular Council Meetings): October 19, 2004 (First Reading) November 16, 2004 (Second Reading) Financial Outlook Sales and use tax make up almost 60%of the total revenue received by the General Fund with sales tax making up the largest portion. As Council knows, sales and use tax collections were lower than the prior years collections for 2002 and 2003. Following is a brief snapshot of how General Fund revenues are tracking thus far in 2004 and the most recent projection for fiscal year 2005. 2004 Revenue Update The projection for the 2004 adopted budget called for a 1.75% growth for general purpose(2.25%) sales and use tax collections over 2003 actual collections (sales tax at 3.8% and use tax at -8.6%). Through August 2004, combined 2.25% sales and use tax collections are 4.5% over 2003 collections. General purpose sales tax collections through August are 4.2%and use tax collections are 5.8%over collections for the same 2003 period. Collections received over the budget projection at year-end will fall into General Fund reserves and be available for one-time expenditures for the 2006-2007 biennial budget. General Fund revenues other than sales and use tax are tracking at or slightly above 2004 budget projections. As in the case with sales and use tax, any collections received over the budget projection will fall into General Fund reserves and be available for one-time use in 2006-2007. 2005 Revenue Proiection Based on more current data received for projecting sales tax and recent revised revenue projections from General Fund departments, revenues available for General Fund use are now projected to be approximately $417,000 higher than originally projected for 2005. The original 2005 budget projection for sales tax (2.25%) available to the General Fund was for collections to be approximately$47.1 million. Based on more recent data released by the Office of State Planning and Budget (OSPB) that is the foundation for our projection model, the sales tax projection for 2005 collections has been revised. Revised projections call for collections to be approximately $47.3 million or an increase of approximately$200,000. The slight increase based on data received from the OSPB is further testimony that the economic recovery remains sluggish for the state as well as locally. Sales tax projections will continue to be updated as more current data is received. The 2005 projection for use tax available to the General Fund remains unchanged from the originally adopted "ceiling" amount of$7.9 million, up from the $7.8 million used for 2004. Use tax is very volatile and to mitigate this volatility, we have, since the early 1990's, established a "ceiling" amount for use tax collections that we are reasonably assured of meeting. Collections within the"ceiling"are used for ongoing operations and any collections over the"ceiling"falls into reserves and are available for one-time use. September 28, 2004 Page 3 General Fund revenues other than sales and use tax have been revised slightly upward by approximately $200,000 based on recent projections received from departments. Other revenue includes collections from sources such as property tax, licensed and permits, intergovernmental, charges for services, fines, earnings on investments, and miscellaneous revenues. Available One-Time General Fund Monies Approximately $3.5 million is available for General Fund one-time use. Of the $3.5 million, approximately $2.4 million is a result of 2003 revenues received over the TABOR limit. While current projections indicate that we will have a surplus of revenues over expenditures for 2004, we cannot count on the use of that surplus until the 2004 audit is completed in the spring of 2005. Any 2004 surplus will be available for use in the 2006-2007 biennial budget. 2003 and 2004 Ongoing Budget Reductions The economic downturn affected all funds of the City but the General Fund was by far the most severely impacted. The General Fund provides funding support, either wholly or partially, for the majority of City services. In 2003 and 2004,the General Fund ongoing budget was reduced by almost$5.9 million.In addition to the $5.9 million in ongoing reductions, Labor Market Adjustments (LMA) to employees' pay were suspended in 2003 and 2004. Also, merit/skill increases were suspended in 2004 for those employees not at the top of their pay range in 2004 (excluding Police). The following is the total 2003 and 2004 ongoing reductions (excluding suspension of LMA and merit/skill) for each of the Service Areas wholly or partially funded by the General Fund. 2003 & 2004 Total Ongoine Reductions Executive/Legislative &Judicial ..................................................... $ 403,730 Administrative Services ................................................................... $ 629,390 Communication &Technology Services ......................................... $ 364,465 Community Planning &Environmental Services ............................ $ 651,174 Cultural, Library &Recreation Services .......................................... $1,229,905 Police Services ................................................................................. $ 520,000 Transportation Services ................................................................... $1,052,269 UtilityServices ................................................................................. $ 1,925 Poudre Fire Authority ...................................................................... $ 984,134 Non-Departmental ............................................................................ 52,010 Total 2003 Ongoing Reductions ...................................................... $5,889,002 Employee Benefits Cost and Pay Update As mentioned earlier, employee salary adjustments (LMA) were suspended in the 2003 and 2004 budgets and are not included in the 2005 budget; projected LMA costs for the General Fund is approximately$1.9 million.For 66% of the City's workforce, this means no pay increase for three years because they are at the top of their range and are not eligible for merit or skill adjustments. In September 28, 2004 Page 4 addition to the suspension of LMA,no merit and/or skill adjustments were budgeted for in 2004 and are not in the 2005 budget. The one exception to the merit/skill adjustments are Police employees eligible for skill increases in 2004 and monies for skill increases for 2005 is included in the budget. While no salary adjustments are budgeted for employees, we are increasing the amount employees must pay for their medical benefits. In keeping with our targets, employees will be paying a larger share of the premium. Employees will be going from paying 5% of their premium in 2003 to 10% in 2004 and 15% in 2005. With the help of the Benefits Ad Hoc Committee comprised of two Council members and staff, we are currently investigating other changes to employee benefits that will be fair and equitable for all parties. Recommendations will be presented to Council in 2005 in preparation for the discussions on the 2006-2007 biennial budget. 2005 Additions in Originally Adopted Budget Council adopted the 2005 budget with reinstatements and expansion of a few services. a. Expand Police staffing ............................................................................. $ 799,763 ongoing $ 261,998 one-time b. Resume Police Building set-aside ............................................................ $ 320,000 ongoing c. Resume Street Maintenance expanded funding ....................................... $ 200,000 ongoing d. Resume full amount of PFA allocation .................................................... 594,000 ongoing Recommended 2005 Budget Additions/Chanses There were a number of requests submitted to be considered for adjustment of the 2005 budget plan. Each request is described in the attached notebook. The requests are broken down by Service Area into four sections. Those sections and the total amount requested for each section are: Section Ongoing One-Time Requests for General Fund Monies $2,329,411 $4,361,123 Requests for Non-General Fund Monies $1,054,000 $ 390,188 Requests for Savings Incentive/Equipment Replacement Monies $ 44,721 Miscellaneous Adjustment Requests $ 610,000 $ (203,797) After reviewing all requests relative to the aforementioned criteria and keeping in mind the limited resources available, staff is recommending the following General Fund adjustments to the 2005 adopted budget plan. September 28, 2004 Page 5 General Fund Monies Original Amount Adjusted Amount Service Area/ Requested Requested One- Department On oln One-time Onaoina time Cultural,Library&Recreational Services Parks a Funding for Maintenance of New Medians $33,000 $33,000 b Reinstating 2004 Median Budget Cuts $30,000 $30,000 c Old Town Square Maintenance $44 000 $75 000 $44 000 $75 000 Total Cultural Library&Recreational Services $107,000 $75,000 $107.000 $75.000 Executive,Legislative,&Judicial Services City Attorney's Office d Police Bargaining $78 250 $78 250 Total Executive Le islative &Judicial Services $78,250 0 0 $78.250 Poudre Fire Authority Poudre Fire Authority e Station#14 $1000000 $182000 $-818000 Total Poudre Fire Authority $1,000,000 0 182 000 $818,000 Police f Pilot Party Project $22 000 $22 000 Total Police 0 $22,000 0 22 000 Transportation Services Engineering g Pavement Management $2 397 949 $2,397,99 9 Streets-Health&Safety h Additional Code Enforcement Inspector $64 049 $64 049 Total Transportation $2,397,94 ation Services 64 049 2 397 949 64 049 9 Non-Departmental I Humane Society $156,479 $64,479 $69,636 j Island Grove Regional Treatment Center,Inc. $18,633 $18,633 k Health District of Northern Larimer County $50 810 $50 810 Total Non-Departmental $175.112 50 810 $139,079 TOTAL GENERAL FUND SlA24,411 as 7s a17 sz8 $3,530,27 6 Staff is also recommending the following requests for non-General Fund monies, Savings Incentive/Equipment Replacement, and Miscellaneous adjustments. Not included in the recommendation is the request submitted by the General Employees Retirement Committee. Included in the requests for adjustment to the 2005 budget plan is a request for$400,000 from the General Employees' Retirement Committee. Due to several factors (an aging membership in the Plan,the fact that the Plan is closed to new entrants,fewer contributions due to the salary freeze,and the general decline in investment returns from both stock and bond markets), a projected unfunded September 28, 2004 Page 6 liability has developed in the Plan. The$400,000 in 2005 would be distributed among the various funds of the City from which the active members of the Plan work. Based on recent actuarial reports for the General Employees' Retirement Plan, there is a need to begin funding the projected (and increasing) unfunded liability in the Plan. In 2002, the actuary estimated that the City would need to contribute about $690,000 per year over the next 20 years. The City has been able to make additional contributions in 2002 and 2003, but not at the level that the actuary suggested. This request is not in the recommended 2005 budget adjustments. Staff recognizes the importance of adequately funding the Plan. To provide a workable solution, more discussions need to occur regarding the liability of each of the affected City funds and how the funding would be provided. The solution also needs to address the longer term strategy to bolster the Plan in the ensuing years. Staff will begin discussions in early 2005 and, if necessary, present an appropriation ordinance for Council approval either in 2005 or include the item in the 2006-2007 budget discussions. Non-General Fund Monies Service Area/ Original Amount Requested Department On oin One-time Community Planning&Environmental Services Natural Resources a Recycling Drop-off Facility Operations $11,750 Building&Zoning b New Position-Housing Compliance Officer $72 000 $50 000 Total Community Plannina&Environmental Services $72,000 $61,750 Cultural,Library&Recreational Services Recreation c Facility Infrastructure Improvements,etc. $120000 Total Cultural Library&Recreational Services so $120,000 Executive,Legislative,&Judicial Services City Attorneys Office $82.000 d Addition of Attorney Total Executive Le islstive &Judicial Services $82,000 0 Transportation Services Streets Operations e De-icing Facility Bond Payment $108,438 Transfort/Dial-A-Ride f Youth Fares from Bohemian Grant $50,000 g Loveland Services Awn 000 Total TransDortation Services $900.000 $158,438 Non-Departmental Northern Colorado Economic Development h Corporation $50000 Total Non-Departmental 0 $50,000 TOTAL NON-GENERAL FUND $1,054,000 1 $390,188 September 28, 2004 Page 7 Productivity Savings& Equipment Replacement Service Area/ Original Amount Requested Department On oln One-time Communication&Technology Services Information Technology a Infrastructure Replacement&Maintenance $14,000 Total Communication&Technology Services 0 $14,000 Community Planning&Environmental Services Advance Planning b Affordable Housing Land Bank Trust $16,300 Natural Resources c Recycling Drop-off Facility Operations $1 321 Total Community Plannina&Environmental Services 0 $17,621 Executive,Legislative,&Judicial Services City Attorneys Office d Telephone Costs $500 e On-line Computerized Research $650 f CIVIL Conference $5,000 g Training $500 h Colorado Bar Association Licensing Fees&Dues $1,500 1 Periodicals&Books $1,500 j Costs Related to Request for New Attorney $3 450 Total Executive Le Islative &Judicial Services 0 $13,100 TOTAL PRODUCTIVITY OR EQUIPMENT REPLACEMENT $44,721 September 28, 2004 Page 8 Miscellaneous Service Area/ Original Amount Requested Department On oin One-time Cultural,Library&Recreational Services Golf a Reduction of Budget ($203,797) Parks b Reduction of Budget ($30,000) Parks c Transfer Position from Recreation to Parks $78,172 Recreation d Transfer Position from Recreation to Parks $78 172 Total Cultural Library&Recreational Services 30 000 203 797 Executive,Legislative&Judicial Services Economic Health Program e Vendor Fee for Economic Health Program $240 000 Total Executive Le Islative&Judicial Services $240,000 0 Transportation Services Parking Services f Reclassify Transportation Maintenance Worker $0 $0 Total Transportation Services 0 0 TOTAL MISCELLANEOUS 210000 z 77 Employee One-Time Cost of Living Adjustment(COLA) The subject of a one-time (COLA) for employees has been raised by Councilmembers and staff. Briefly, the one-time adjustment would apply to all current employees that were employed by the City during 2004. An estimate of the costs, by fund, using various percentages for the adjustment is attached. The funding for the one-time adjustment would come from prior year reserves and/or appropriated operating dollars depending on the resources available for each fund. If Council expresses an interest in approving the COLA, staff will finalize the dollar amounts and the method of funding. At the close of the discussion regarding employee compensation and benefits, Council asked for information about a potential COLA for employees and for this topic to be discussed at the September 28 Study Session. Consequently, the Budget Advisory Committee did not discuss this a part of their 2005 exceptions review. ATTACHMENTS A. Estimated Cost for One-Time COLA B. Budget Advisory Committee Recommendation C. 2005 Adjustment Requests (Complete List) in the Notebook TOTAL ESTIMATED COST FOR ONE-TIME "COLA" ATTACHMENT A •CLASSIFIED/UNCLASSIFIED 101 -General Fund 735,833 919,792 1,103,750 1,287,708 1,471,667 401 -Neighborhood Parkland Fund 5,096 6,370 7,644 8,918 10,192 402-C.D.B.G. 1,667 2,083 2,500 2,917 3,334 403-Conservation Trust 1,379 1,724 2,069 2,413 2,758 404-Transit Fund 10,376 12,969 15,563 18,157 20,751 405-Home Program 1,144 1,430 1,715 2,001 2,287 406- Natural Areas Fund 17,170 21,462 25,754 30,047 34,339 407-Street Oversizing 4,944 6,180 7,416 8,652 9,888 410-Transportation Fund 72,691 90,864 109,036 127,209 145,382 411 -Cultural Services&Facilities Fund 211 264 317 369 422 412-Recreation Fund 5,290 6,613 7,935 9,258 10,580 413-Cemeteries Fund 2,991 3,739 4,487 5,235 5,983 501 -Light&Power Fund 101,917 127,396 152,875 178,355 203,834 502-Water Fund 96,752 120,941 145,129 169,317 193,505 503-Waste Water Fund 61,917 77,396 92,875 108,354 123,833 504-Storm Drainage Fund 28,232 35.290 42,348 49,406 56,464 508-Golf Fund 12,292 15,365 18,438 21,511 24,584 550-Equipment Fund 34,300 42,875 51,450 60,025 68,600 551 -Self Insurance Fund 3,451 4,313 5,176 6,039 6,901 552-Communications Fund 7,557 9,446 11,335 13,225 15,114 553-Benefits Fund 5,804 7,255 8,706 10,157 11,608 554-Utilities Cust Svc&Admin Fund 105,365 131,706 158,047 184,389 210,730 TOTAL CLASSIFIED/UNCLASSIFIED 1,316,379 1,645,473 1,974,568 2,303,662 2,632,75MV CONTRACTUAL 101 -General Fund 13,753 17,192 20,630 24,068 27,507 305-Capital Projects Fund 931 1,164 1,397 1,630 1,863 401 -Neighborhood Parkland Fund 929 1,162 1,394 1,626 1,859 404-Transit Fund 1,947 2,434 2,920 3,407 3,894 407-Street Oversizing 1,776 2,219 2,663 3,107 3,551 410-Transportation Fund 11,514 14,392 17,271 20,149 23,028 411 -Cultural Services&Facilities Fund 1,449 1,812 2,174 2,537 2,899 412-Recreation Fund 827 1,034 1,241 1,447 1,654 414-DDA Operating&Management 2.713 3,391 4,069 4,747 5,426 502-Water Fund 2.118 2,647 3,177 3,706 4,236 552-Communications Fund 1,313 1,642 1,970 2,298 2,627 554-Utilities Cust Svc&Admin Fund 3,874 4,843 5,812 6,780 7,749 TOTAL CONTRACTUAL 43,145 53,932 64,718 75,504 66,291 • 1 of 2 ATTACHMENT A HOURLY* 101 -General Fund 111,702 139,627 167,552 195,478 223,403 305-Capital Projects Fund 448 560 672 784 896 401 -Neighborhood Parkland Fund 2,015 2,519 3,023 3,527 4,030 404-Transit Fund 10,553 13,191 15,829 18,467 21,106 406-Natural Areas Fund 9,365 11,707 14,048 16,389 18,731 410-Transportation Fund 32,017 40,021 48,025 56,029 64,033 411 -Cultural Services&Facilities Fund 40,786 50,982 61,178 71,375 81,571 412-Recreation Fund 253,373 316,716 380,059 443,403 506,746 413-Cemeteries Fund 2,418 3,023 3,627 4.232 4,836 501 -Light&Power Fund 16,802 21,003 25,204 29,404 33,605 502-Water Fund 4,881 6,102 7,322 8,542 9,763 503-Waste Water Fund 2,172 2,715 3,258 3,801 4,344 504-Storm Drainage Fund 4,210 5,262 6,314 7,367 8,419 508-Golf Fund 10,625 13,281 15,937 18,593 21,249 550-Equipment Fund 4,572 5,715 6,858 8,001 9,144 552-Communications Fund 403 504 605 705 806 553-Benefits Fund 537 672 806 940 1,075 554-Utilities Cust Svc&Admin Fund 2,933 3,667 4,400 5,133 5,866 985-Poudre Fire Authority Fund 3,135 3,918 4,702 5,486 6,270 TOTAL HOURLY 512,946 641,183 769,419 897,656 1,025,693 *These amounts are based on 2080 hours of work performed. 1INGenerall Fund 861,288 1,076,610 1,291,933 1,507,255 1,722,577 305-Capital Projects Fund 1,379 1,724 2,069 2,414 2,759 401 -Neighborhood Parkland Fund 8,040 10,051 12,061 14,071 16,081 402-C.D.B.G. 1,667 2,083 2,500 2.917 3,334 403-Conservation Trust 1,379 1.724 2,069 2,413 2,758 404-Transit Fund 22,875 28,594 34,313 40,032 45,750 405-Home Program 1.144 1,430 1,715 2,001 2,287 406-Natural Areas Fund 26,535 33,169 39,802 46,436 53,070 407-Street Oversizing 6,720 8,400 10,080 11,759 13,439 410-Transportation Fund 116,222 145,277 174,332 203,388 232,443 411 -Cultural Services& Facilities Fund 42,446 53,058 63,669 74,281 84.892 412-Recreation Fund 259,490 324,363 389,235 454,108 518,980 413-Cemeteries Fund 5,410 6,762 8,115 9,467 10,819 414-DDA Operating&Management 2,713 3,391 4,069 4,747 5,426 501 -Light&Power Fund 118,719 148,399 178,079 207,759 237,439 502-Water Fund 103,752 129,689 155,627 181,565 207,503 503-Waste Water Fund 64,089 80,111 96,133 112,155 128,177 504-Storm Drainage Fund 32,442 40,552 48,663 56,773 64,883 508-Golf Fund 22,917 28,646 34,375 40,104 45,834 550-Equipment Fund 38.872 48,590 58,308 68,026 77,744 551 -Self Insurance Fund 3,451 4,313 5,176 6,039 6,901 552-Communications Fund 9,273 11,592 13,910 16,228 18,547 553-Benefits Fund 6,341 7,927 9,512 11,097 12,682 554-Utilities Cust Svc&Admin Fund 112,172 140,216 168,259 196,302 224,345 985-Poudre Fire Authority Fund 3,135 3,918 4,702 5,486 6,270 TOTAL CLASSIFIED/UNCLASSIFIED 1 1,872,4701 2,340,5881 2,808,7051 3,276,823 3,744,940 2 of • Attachment B MEMORANDUM DATE: September 22, 2004 TO: City Council FROM: Budget Advisory Council Alan Apt Arvid Bloom Gino Campana Glen Colton Kelly Ohlson Monte Peterson Kevin Shaw RE: Recommendations Regarding the 2005 Budget Exceptions Process • In January 2004, City Council created a Budget Advisory Committee to: a. Work with City staff to review the proposed exceptions to the 2005 budget. This includes: • reviewing projected 2005 revenues • Reviewing any adjustments (increases or decreases)to proposed 2005 expenditures b. Advise the City Council regarding 2005 budget exceptions within the framework of existing City policies and programs. As the seven community members appointed to serve on the BAC,we have been meeting since April 2004. Our committee spent several of the first few meetings reviewing basic information about the City's revenue policies, structure of the budget, TABOR, reserves, history of operational enhancements, and the financial planning issues. In keeping with our charge from the City Council, the following are our recommendations regarding the 2005 Exceptions. While not all the items received unanimous support, the recommendations are supported by a majority of BAC members. Relatedly, we also have some general recommendations regarding future budget and • financial planning related to City Services. RECOMMENDED 2005 BUDGET EXCEPTIONS A. GENERAL FUND Our recommendations are based on the understanding that the following resources are available to assign to General Fund operational and/or capital needs: • Ongoing available resources................... $ 417,679 • One-Time available resources................. $ 3,564,000 We recommend that the following items be funded and added to the 2005 General Fund budget and appropriations as follows (these are not in any priority order): Ongoing One-time 1. Poudre Fire Authority—staff and operate Station#14........................................ $ 208,840 $ 791,160 2. Housing Compliance Officer—Building and Zoning ....................................... $ 72,000 $ 50,000(a) 3. Pavement Management (Street Maintenance).. $2,397,949 4. Code Enforcement Inspector—Health, Safety And Nuisance Enforcement .................... $ 64,049 5. Old Town Square Maintenance ................ $ 44,000 (b) $ 75,000 6. Animal Control Service Contract—Humane Society ............................................ $ 156,479 7. Detox Transportation Services—Health District of Northern Colorado ................ $ 50,000 TOTAL................................................ $ 545,368 $3,364,109 ---------------------------------- (a) Revenue for this service would come from anticipated rental licensing and certification fees if Council approves such a program. (b) The total cost of maintenance is approximately$128,000/year. The DDA will contribute $67,000/year and the City currently provides $17,000/year. The $44,000 request is to cover the funding gap to meet the ongoing total cost of maintenance. In our discussions with staff, it appears that in future years the TABOR overage from property taxes may become stable and predictable—that is, the annual overage may be (and remain for a few years) around $2.0 million. This means the TABOR overage associated with property taxes may be considered as an"ongoing"rather than a"one- time" source for services. So, while we have recommended that some of the ongoing service requests (such as opening Fire Station#14)be covered in 2005 by one-time monies, a portion of these one-time monies may be more accurately categorized in future years as ongoing resources. B. GENERAL RECOMMENDATIONS While the 2005 Exception Process is important, Committee members believe that the municipal organization is at a significant juncture and that City Council and staff undertake a critical evaluation of all City services and the financial plan (budget) related to its services. In the past three years, many revenues that support City services have flattened over the annual double digit growth of previous years. At the same time, costs—particularly • personnel costs driven by medical premiums and claims—are growing at an alarming rate. It is doubtful that without a careful and comprehensive re-examination, the two— revenues and expenditures—are on a collision course. The Budget Advisory Committee is a diverse group of citizens. In spite of, or perhaps because of that diversity, all agreed that an indepth review is critically important and the sooner the better. The following are examples of the areas that need to be carefully reviewed: 1. Fire Services (PFA) - fire operations is a critical service to the Fort Collins' community. The BAC recommends that City Council request the PFA Board to conduct an indepth examination of how fire services are delivered. A sample of questions to address includes: Is the current shift structure the most effective and cost-efficient approach to fire suppression? What are the station/apparatus staffing levels and what are the options to make this more cost effective? Are PFA requirements and responses changing from fire service to emergency service? If so, what is the impact on future fire operations and services? Is it necessary for large fire apparatus to respond to all routine emergency medical calls? 2. Recreation Fee Policy—is the existing policy still appropriate? Should fees cover a greater percentage of the costs? • 3. All City Services—conduct a re-examination of all City services—the mix and the level that is currently provided. Are all existing services still warranted? Are there services that should be eliminated, scaled back, enhanced? Are there services that we are not now providing that should be provided? As new service requests and requirements are identified, the revenues and expenditures need to be reviewed for the affect on the overall budget. For the services that we do and should provide, are we delivering those in the most cost effective manner possible? 4. Employee Compensation—the City should continue to examine and determine the appropriate array of public and private sector agencies and businesses against which it compares and benchmarks the compensation (salary and benefits) for employees. Similar to national trends, the City must find ways to minimize rising health care costs. Overtime costs should also be examined in relation to: what is driving the costs; are overtime costs rising and if so,why; what can be done to reduce or minimize overtime costs? 5. Maior Repair and Renovation -- in future budget cycles, consider fully funding (with ongoing dollars)major repair and renovation for City facilities that meets the City's policy target. 6. Outsourcing—what City services are outsourced to the private sector? Are there other services that can or should be outsourced? What is the method by which internal services vs. outsourcing is evaluated? 7. Revenue Policies and Projections -- expenditures are one side of the equation. How does Fort Collins compare with other cities related to the array or mix of revenue sources. What is the outlook for the current revenue mix in Fort Collins—which ones are likely to diminish, remain about the same, and/or increase? What actions must the City consider to ensure a healthy revenue base to support the services desired by the community? 8. Northern Colorado Economic and Development Corporation(NCEDC)—the request for the City to consider contracting with the NCEDC for professional services should be considered on a project or a list of identified (by the City) professional service items that are needed or required in relation to the City's economic vitality and sustainability action plan. It is not advisable to provide a "blanket" amount of money to fund a general "fair share" of the agency's programs and activities. Further, some Committee members suggested there are other organizations for which City funding should be considered (in lieu of or in addition to NCEDC) to provide advice and service related to economic issues. We do not recommend that the dollar amount exceed $50,000 in any one year and the Vendor's Fee should be used as a resource, not the General Fund. • SUMMARY We have enjoyed the opportunity to become more familiar with the City's current mix of services and the sophisticated financial plan in place to support the quality services and facilities that are provided to our community. With today's economic climate,picking and choosing which services to enhance or reduce is a difficult job at best. We applaud the work of the City Council and staff and appreciate being asked for our recommendations to assist with the task. • • . r 2005 BUDGET ADJUSTMENT REQUESTS General Fund Monies Page Service Area/ Adjustment Amount Requested # Department Requested Ongoing One-time REQUESTS FOR GENERAL FUND MONIES Administrative Services 1 Operation Services Building Maintenance&Repair $0 $921,000 Total Administrative Services $0 $921,000 Communication&Technology Services 3 Information Technology Infrastructure Replacement&Maintenance $20,000 $33.814 5 Communications&Public Involvement Talk of the Town,City at a Glance&Showcase FTC $35,000 7 Information Technology Liaison Committee Upgrade WebAuthorize&purchase components $4,550 $18,250 for e-commerce(Utilities to match) Total Communication&Technology Services $24,550 $87,064 Community Planning&Environmental Services 9 Natural Resources Recycling Drop-off Facility Operations $12,000 10 Advance Planning Affordable Housing Land Bank Trust $500,000 11 Advance Planning Northwest Neighborhoods Subarea Plan $150,000 Total Community Planning&Environmental Services $12,000 $650,000 Cultural,Library&Recreational Services 12 Parks Funding for Maintenance of New Medians $33,000 13 Parks Reinstating 2004 Median Budget Cuts $30,000 14 Parks Funding for Maintenance of New Trails $63,500 $35,000 15 Parks Maintenance Funding for Rabbit Brush Park $20,000 $7,300 16 Golf Southridge Clubhouse Parking Lot Paving $40,000 17 Parks Old Town Square Maintenance $44.000 $75,000 Total Cultural,Library&Recreational Services $190,500 $157,300 Executive,Legislative,&Judicial Services 19 City Attorney's Office Police Bargaining $78,250 Total Executive,Legislative,&Judicial Services $78,250 $0 Poudre Fire Authority 20 Poudre Fire Authority Station#14 Operations $1,000,000 South Ladder Truck operations 3 FTE $245,000 Emergency Medical Services Coordinator 1 FTE $95,000 Total Poudre Fire Authority $1,340,000 $0 G:\BUDGET\Exception Process\2005 summary excepbons.xls 2005 BUDGET ADJUSTMENT REQUESTS General Fund Monies Page Service Area/ Adjustment Amount Requested # Department Requested Ongoing One-time Police 21 Police Pilot Party Project $22,000 Total Police $0 $22,000 Transportation Services 22 Engineering Pavement Management $2,397,949 24 Engineering Restore Street Oversizing $192,950 25 Streets-Health&Safety Additional Code Enforcement Inspector $64,049 27 Planning Access Management Plan Updates $75,000 28 Planning Mason Trail Maintenance $42,000 29 Planning Mobility Index Program(every 3 years) $200,000 31 Planning Safe Walk Fort Collins Program $10,000 Total Transportation Services $508,999 $2,472,949 Non-Departmental 32 Humane Society Service Contract $156,479 33 Island Grove Regional Treatment Center,Inc. Service Contract $18,633 34 Health District of Northern Larimer County Detox Transportation Services $50,810 Total Non-Departmental $175,112 $50,810 TOTAL GENERAL FUND REQUESTS $2,329.411 $4,361,123 GABUDGETException Processt2005 summary exceptions.xls ADJUSTMENT REQUEST Fund/Service Area: General Fund /Administrative Services Department/Program: Operations Services/ Building Maintenance & Repair Adjustment Requested: Building Maintenance & Repair Dollar Amount Requested: $0 ONGOING $921.000 ONE-TIME Is the exception request for General Fund monies? Yes If Yes, is the request for use of Productivity Savings? No Equipment Replacement Reserve? No If No, is the request for the use of New Revenue? No Reserves? No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY: The Financial and Management Polices adopted by City Council in 1996 established an ongoing funding target for maintenance and repair of general government buildings at 4% of their current replacement value. Based on identified ongoing M & R funding, there is a need for $921,000 of one time (or combination of one-time and ongoing) funding to meet the 4 % target. Without the additional funding, we will be only be at 2.8% rather than the 4% target funding level. This funding level is critical if we are to maintain the City's general fund buildings at an adequate level and to provide for safe & functional building environments for both the public and employees. 1 Peggy Streeter-2005 Budget funding adjustment request Pagel From: Jared Interholzinger To: Doug Smith Date: 7/15/04 12:48PM Subject: 2005 Budget funding adjustment request Doug, as we briefly discussed last week, here is our request for an adjustment to our building maintenance& repair funding level for 2005. As you can see on the charts I sent over today we are losing ground in achieving the goal of getting to a on-going 4%funding level. With the current 2005 funding we are only at 2.8 %. Although the request is for one-time funding to meet the 4%goal, any increased funding would be greatly accepted. Thanks and we really do appreciate all your pervious help on trying to achieve this level. Jared CC: Ken Mannon; Tracy Ochsner; Wendy Williams 2 � I ADJUSTMENT REQUEST FORM Fund/Service Area: 101- General Fund - CTS Department/Program: Information Technology Committee Adjustment Requested: Infrastructure Replacement& Maintenance Dollar Amount Requested $20,000 ONGOING 47 814 ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ® Yes ❑ No ($14,000) If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: During the 2002-2003 budget cycle, the Infrastructure Replacement and Maintenance business unit was created to ensure on-going, stable and accountable way to fund basic enterprise information technology infrastructure. Much of the City's day to day business relies on hardware and network components that are maintained and replaced by means of this program. At that time, the approach was to provide $20,000 a year in on-going funds, coupled with one time contributions that combined to meet the scheduled replacement and maintenance costs for the City's infrastructure network. The plan to continue to increase the amount of on-going funding by $20,000 each year was derailed for 2004-2005 because of the City's dropping revenues. As a result of the loss of funding for 2004-2005, the replacement cycles of the equipment were extended, and maintenance costs were reduced as much as possible. Because of the criticality of some of the equipment, the IT Department provided funding from its own productivity or equipment reserve for 2004 expenses. This request will combine a request for on-going funds, equipment reserves and one-time funds to meet the requirements for 2005. The following outlines the very minimum amount needed in 2005, risks associated with loss of funding, and identifies the funding source: The $40,000 from the 2005 adopted budget is included to complete the information. 3 Description Amount Funding Source Internet Access via Community Allows City employees to access the $17,000 2005 Budget Network Internet for E-mail and research and business needs. McAfee Virus Protection Provides updates to virus protection to $ 5,517 2005 Budget safeguard City's data. Firewall and Virtual Private network Provides security for City's data network, $7,317 2005 Budget support stops hackers from intrusion and potential catastrophic data loss Server Maintenance Maintenance and support for computer 10,166 2005 Budget systems used to provide Internet access, 2,311 New One-time the City's Web site. Failure would result in paying higher time and materials costs for support, and significant downtime for Internet related access. Network switches, DNS server Outdated network equipment with higher 14,000 Equipment maintenance costs. Server used to Replacement accept and direct e-mail to and from the Reserve Internet for City.Failure of switches would disrupt some employees ability to use e-mail,access intemet,financial systems,etc. Failure of servers would eliminate ability to get to Internet. Maintenance for network equipment, Automatic updates and fixes from 20,000, New on-going asset management vendors for known security problems, 31,503 New onetime vendor assistance with troubleshooting and resolution of network equipment failure would be eliminated. More costly Time and Materials would have to be paid for repair,significant downtime should equipment fail,no funding for replacements that might be needed. Total 107,814 4 ADJUSTMENT REQUEST FORM Fund/Service Area: 101/Communication and Technology Services Department/Program: Communications and Public Involvement Adjustment Requested: Talk of the Town. City at a Glance & Showcase Fort Collins Dollar Amount Requested $ ONGOING $35,000 ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No, is the request for the use of New Revenue? ® Yes ❑ No Reserves? ❑ Yes ® No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Cable Channel 27 is a major source of information for Fort Collins. According to the 2003 Citizen Survey, 30% of Fort Collins residents view Council meetings on Cable 27, and 26% use programming on Cable 27 as a primary or secondary source of information about the City. In the Cable TV Franchise Needs Assessment conducted in 2004, 30% of respondents watch Cable 27 on a weekly and monthly basis. Based on these statistics, and the importance of communicating information to the taxpayers, the Communications and Public Information Office, jointly with the CTS Administration division of Media Services. requests $35,000 to continue the three key programs that provide this information. Talk of the Town, hosted by the Mayor and other elected officials, and City at a Glance, hosted by the City Manager, alert viewers to important issues facing the community. Showcase Fort Collins features segments about life in the community, including recreational opportunities, valuable services provided by non-profit organizations, as well as City programs and services. Funding is necessary in order to continue these programs in 2005, which in turn provides revenue for Media Services Lease Purchase obligations. Please note that if these programs 5 are not funded, additional funds would be allocated specifically for the lease purchase of Cable 27 equipment. It's also important to note that only partial funding is being requested. CPIO and Media staff actively pursue outside funding to supplement the cost of these programs. In 2004, a grant from the Bohemian Foundation provided 75% of Showcase Fort Collins' costs. Of the $35,000 request, $20,000 will fund Talk of the Town and City at a Glance. Grants, sponsorships and other revenue sources are being pursued to match the $15,000 requested for Showcase Fort Collins. 6 ADJUSTMENT REQUEST FORM Fund/Service Area: 101 —General Fund— CTS Department/Program: Information Technology Liaison Committee Adjustment Requested: Upgrade WebAuthorize software and purchase related components for E-Commerce Dollar Amount Requested $4_,550 ONGOING (Utilities will match this amount) $18,250 ONE-TIME (Utilities will match this amount) Is the exception request for General Fund monies? ® Yes❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No, is the request for the use of New Revenue? ® Yes ❑ No Reserves? ❑ Yes ® No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: As a result of business opportunities and customer demands, e-commerce requirements are a reality for the City of Fort Collins. Online payments are currently being offered in Recreation and Municipal Court, and electronic payments using Integrated Voice Response (IVR)are now available in Recreation and Utilities. There are several additional e-commerce applications we anticipate coming on line in the future. The IT Liaison Committee directed a task team composed of representatives from Utilities, Finance and the IT Department to evaluate using existing software City e-commerce products (Verisign and WebAuthorize) as a potential enterprise solution. An enterprise solution would achieve the main objectives of fiduciary accountability (the City has experienced a 70% increase in credit card volume in 2004), security, and cost and labor savings. Based on the findings of the e-commerce task team, the IT Liaison Committee recommends that the City approve funding to upgrade WebAuthorize software and purchase related components. We believe this a very cost effective solution to the City's growing e-commerce 7 needs. It also leverages the Utility's existing investment in WebAuthorize software that can be upgraded and positioned as an enterprise solution. Below are the costs we have identified in order to implement the WebAuthorize solution: Type Description One-time Ongoing Initial Costs Costs Funding Source Annual One-Time Upgrade existing WA software $9,500 50%Utilities 50%General Fund Additional development&integration $10,000 50%Utilities services 50%General Fund Primary and back-up WA servers $10,000 50%Utilities 50%General Fund High availability/fail-over software $6,000 50%Utilities 50%General Fund Network component upgrades $1,000 50%Utilities 50%General Fund Ongoing WebAuthorize annual support agreement $4,500 50%Utilities (start 2005) 50%General Fund High availability/fail-over software $600 50%Utilities annual support 50%General Fund Equipment replacement $4,000 50%Utilities 50%General Fund Totals $36,500 $9,100 8 ADJUSTMENT REQUEST FORM Fund/Service Area: Community Planning & Environmental Services Department/Program: Natural Resources Adjustment Requested: Recycling Drop-off Facility Operations Dollar Amount Requested $12,000 ONGOING $ 0 ONE-TIME Is the exception request for General Fund monies? X Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes X No Equipment Replacement Reserve? ❑ Yes X No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Current ongoing funding for the Recycling Drop-Off Facility is not sufficient to cover routine operating and maintenance costs. The request for additional ongoing funds will allow the City to keep the facility open. 9 ADJUSTMENT REQUEST FORM Fund/Service Area: Community Planning & Environmental Services Department/Program: Advance Planning Adjustment Requested: Affordable Housing Land Bank Trust Dollar Amount Requested $ 0 ONGOING $ 500,000 ONE-TIME Is the exception request for General Fund monies? X Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes X No Equipment Replacement Reserve? ❑ Yes X No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: The Land Bank Program was awarded $400,000 of funding in the spring 2003 Competitive Process and $410,000 in the fall 2004 Competitive Process. This funding will go towards the purchase of a site at 1-25 and Prospect. It is anticipated the new site will be purchased in 2004 and will give the City a total of 38 acres in its land bank. Therefore, no new funding for the Land Bank Program is requested in the 2004 budget year. For the 2005 budget year, the Land Bank program would require $500,000 (for about 5 to 6 acres of land) to continue with the purchase of affordable housing sites for low-income families. New revenue for the Land Bank program in 2005 would support greater qualities of land and thus more affordable housing production in years where land could become too expensive in the development of affordable housing. 10 ADJUSTMENT REQUEST FORM Fund/Service Area: Community Planning & Environmental Services Department/Program: Advance Planning Adjustment Requested: Northwest Neighborhoods Subarea Plan Dollar Amount Requested $ 0 ONGOING $ 150,000 ONE-TIME Is the exception request for General Fund monies? X Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes X No Equipment Replacement Reserve? ❑ Yes X No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Future planning for the CSU Foothills Campus envisions a significant employment center for public and private industry users. The vision necessitates a reexamination of the City Structure Plan, Master Street Plan, and other elements of the City's Comprehensive Plan, in the context of a subarea planning process. Working with property owners, CSU, residents, Larimer County, and others, the subarea plan will address such issues as housing, open lands, multi-modal transportation, parks, and the provision of utilities. 11 ADJUSTMENT REQUEST FORM Fund/Service Area: CLRS Department/Program: PARKS Adjustment Requested: Funding for maintenance of new medians Dollar Amount Requested $33.000 ONGOING $ ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: This request is for funding for 5.7 acres of medians already built by Engineering which Parks is required to maintain in 2004 and 2005 after the two year construction period is complete. Funding for median maintenance was cut during 2004 and no new funding was added for new medians in 2004. If additional funding is not approved for these new medians in 2004 and 2005, maintenance on all medians will be severely impacted. Current budget cuts have already reduced the quality of maintenance the Parks Division is able to provide and any additional unfunded acreage assumed by Parks will cut further into this service. Cuts in service would include less mowing, weeding, watering, trash pick up, irrigation repair, and renovations. 12 ADJUSTMENT REQUEST FORM Fund/Service Area: CLRS Department/Program: PARKS Adjustment Requested: Reinstating 2004 Median Budget Cuts Dollar Amount Requested $30.000 ONGOING $ ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: This is a request to reinstate the 2004 budget cut to the median maintenance program. The reduced care that was necessary in order to meet the budget cut has been unacceptable to the public. Cuts in weed control on hardscape medians, reduced funding for renovations and irrigation repairs, increasing water costs, additional new medians and increasing contract maintenance costs have created needs the Parks system is unable to support at the current funding level. Poorly maintained medians will become the norm if the City is not able to support this program. 13 ADJUSTMENT REQUEST FORM Fund/Service Area: CLRS Department/Program: PARKS Adjustment Requested: Funding for maintenance of new trails Dollar Amount Requested $63,500 ONGOING $35,000 ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: This is a request for maintenance funds for 19.29 acres of trail built in 2004 and 2005. These are new trails that require mowing, sweeping, repairs, trash collection and snow removal. 14 ADJUSTMENT REQUEST FORM Fund/Service Area: CLRS DepartmentlProgram: PARKS Adjustment Requested: Maintenance funding for Rabbit Brush Park Dollar Amount Requested $20,000 ONGOING $7_ 000 ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: This request is for maintenance of Rabbit Brush Park. Parks will take over maintenance on this park in 2005. 15 ADJUSTMENT REQUEST FORM Fund/Service Area: Golf Fund/CLRS Department/Program: Golf Adjustment Requested: SouthRidge Clubhouse Parking Lot Paving Dollar Amount Requested $ ONGOING $40.000 ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE.FOR THE REQUESTED ADJUSTMENT: The Golf Fund has no money available/identified for Capital Outlay until 2007 due to the severe revenue shortfall and declining golf play experienced by the Fund since late 2002. Reserves are effectively at zero. The SouthRidge Golf Course Clubhouse Parking Lot has been identified for replacement paving for several years and it is close to failing, and is our highest unfunded priority. We request either receiving a one-time General Fund contribution of $40,000 for this project, or a waiver of $40,000 from the 2005 Transfer to the General Fund Administrative Charge to be spent on the project. This is a part of Project # 41036 as previously submitted. 16 ADJUSTMENT REQUEST FORM Fund/Service Area: CLRS Department/Program: Parks Title of Adjustment Requested: Old Town Square Maintenance Dollar Amount Requested $ 44,000 ONGOING $ 75,000 ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes (from GF), is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No (not from GF), is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: In the past, Progressive Old Town Square (POTS) has maintained the Plaza. The City contributed approximately $17,000 for maintenance and horticulture plant materials for the Plaza. This request is for the City to assume full control of Plaza maintenance. The estimated total cost for Plaza maintenance is $128,000. The level of maintenance will be similar to what we now provide to the corners in the downtown area. Plaza cleaning daily throughout the year: includes litter control, power-brooming, debris removal, fountain cleaning, cleaning the stage, bench and kiosk cleaning and maintenance, power washing 14 to 16 times a season, spot power washing as needed, snow removal, shrub and planter maintenance, including seasonal color plantings. The cost to the General Fund is $44,000 ongoing and $75,000 one-time, for equipment and tools. In addition to the $17,000 already contributed by the City and the $44,000 requested, the City will also receive additional maintenance funding. The$44,000 cost assumes Parks will receive additional funding as follows: • $54,500 from an assessment on the properties adjoining the plaza, increased by the CPI annually. • $12,500 presently contributed by the DDA for plaza maintenance, increased by the CPI annually. 17 The request assumes the DDA will fund a one million dollar renovation of the Plaza in a manner that addresses the failing infrastructure of the plaza and the stained pavers. The DDA will also retain responsibility for future infrastructure repair and renovation. If renovation does not occur, the maintenance cost will be higher. 18 ADJUSTMENT REQUEST FORM Fund/Service Area: General Fund - ELJS Department/Program: City Attorney Title of Adjustment Requested: Police Bargaining Dollar Amount Requested $ 78,250 ONGOING $ ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes (from GF), is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No (not from GF), is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: The voters of the city recently approved an ordinance which would allow certain employees within Police Services to engage in collective bargaining with the City regarding various terms and conditions of employment. The City needs to be prepared to engage in the process mandated by the ordinance, which includes selecting a panel of arbitrators, negotiating with a bargaining unit and going through arbitration, if necessary. This, in turn, will require putting together a bargaining team and retaining the services of an attorney who specializes in labor relations, as well as paying the costs of arbitration and the cost of expert witnesses. The estimated 2005 costs of negotiating a collective bargaining agreement and going through arbitration, if necessary, are based upon information from other municipalities that have similar ordinances or charter provisions and from experts in the field of labor negoatiations. Estimated Costs: Arbitrators $11,250 Negotiations $30,000 Arbitration Representation $22,000 Training $15,000 Total $78,250 This could be funded with a combination of ongoing and one-time funds. 19 ADJUSTMENT REQUEST FORM Fund/Service Area: Poudre Fire Authority Department/Program: N/A Title of Adjustment Requested: Operations Dollar Amount Requested $ 1,340,000 ONGOING $ ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes (from GF), is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No (not from GF), is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: PFA needs an additional 38 full-time employees to continue to provide the community with a reasonable level of service. For 2005, the request is for $1,340,000 in ongoing dollars. The $1,340,000 will be used for immediate needs: • Station #14 operations $1,000,000 • 3 FTE for South Ladder Truck operations 245,000 • 1 FTE for Emergency Medical Services Coordinator 95,000 $1,340,000 20 ADJUSTMENT REQUEST FORM Fund/Service Area: General Fund / Police Services Department/Program: Police Title of Adjustment Requested: Pilot Party Project Dollar Amount Requested $ ONGOING $ 22.000 ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes (from GF), is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No (not from GF), is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: A part of Option 1 regarding the Neighborhood Quality of Life committee was a temporary police response plan to the issue of loud parties. This was identified by City Council and the NQOL committee as being a priority issue. This pilot party project attacked several identified areas. During the initial pilot period, there was a dramatic increase in enforcement, a significant decrease in warnings, and the "quit upon arrival' or QUA call closure code was also impacted. An added item that was successfully tracked was the closure code of "no criminal violation" or NCV. This provided valuable insight as to the fact that not all calls of loud parties or noise merit enforcement action as prescribed by municipal code. The recommendation is to fund this Pilot Project from mid-March to October 2004. The reason for the timeframe recommended is due to 2003 statistics that show party/noise calls are high during this period of time. The overtime costs of such an endeavor would amount to approximately $22,000. Police Services budget cannot absorb this added cost. 21 ADJUSTMENT REQUEST FORM Fund/Service Area: 410/Transportation Department/Program: Engineering Adjustment Requested: Pavement Management, 2nd Edition, Updated August 20, 2004 Dollar Amount Requested $ ONGOING $2,397,949 ONE-TIME Is the exception request for General Fund monies? X Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes X No Equipment Replacement Reserve? ❑ Yes X No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: The Pavement Management Program is funded by a combination of sources: The existing BCC Transportation package;ongoing annual appropriations from the General Fund; one-time General Fund appropriations made annually;and a small amount from Street Cut Fees. In the 2004-2005 budget process, due to General Fund revenue constraints,the on-going appropriation was reduced $300,000 from the recommendation in each year. Also,the 2005 one-time money appropriation was deferred to the 2005 budget exception process. This supplemental request is made in order to cause the budget to reflect the City Manager's earlier directive that the General Fund would further augment the Pavement Management Program 2005. The amount is in addition to the$1,604,601 (after$300,000 on-going reduction)per year already provided in the 2005 budget. 2005 one-time appropriations: $2,069,860 One-time replacement of on-going cuts: $ 328,089 $2,397,949 The City's pavement management program addresses major repair and reconstruction of our streets. The types of maintenance that are included in the pavement management program are: 22 • Crack sealing • Slurry sealing • Overlays • Reconstruction of street sections • Hot-In-Place Asphalt Recycling • Concrete curb-and-gutter repairs In order to maintain a "good" (75) pavement condition rating (on a scale of 1 to 100), and address some of the backlog (added deterioration that occurred between 1998 and today, due to past under- funding of the pavement management program), the estimated unfunded needs amount to$2,397,949 for 2005. The needs for this program are on-going; however 2005 request is a one-time request for funds. 23 ADJUSTMENT REQUEST FORM Fund/Service Area: 410/Transoortation Department/Program: Engineering/Street Oversizing Adjustment Requested: Restore Street Oversizing GF Portion for 2005 Dollar Amount Requested $192,950 ONGOING $ ONE-TIME Is the exception request for General Fund monies? ® Yes❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: The Street Oversizing program is funded from two sources. The majority of the funds come from fees on development assessed at the time of building permit. The amount of the fee is the development's calculated share of the projected cost of the arterial and collector system build-out, according to the Transportation Master Plan. The share is based on the proportion of new trips the development will add to the system. Approximately $4,300,000 is expected to be collected in 2005. The second source is an on-going General Fund appropriation. The General Fund amount represents the City's obligation to pay for the share of the costs that cannot legally be attributed to new development. This includes the share from new trips from growth outside the City plus existing residents driving more. It also includes a portion of the cost of the City's enhanced street standards. The City portion is $606,000 annually. For the last few years, due to budget constraints, the GF portion has not been fully funded. The cumulative effect of these shortfalls is straining the SO fund in meeting its obligations. Some projects may be delayed (increasing costs). The requested $192,950 will restore the 2005 city share to the full amount (but does not restore the reductions that occurred in 2003 and 2004.). 24 ADJUSTMENT REQUEST FORM Fund/Service Area:410—Transportation Department/Program: Streets/Health and Safety Adjustment Requested: Additional Code Enforcement Inspector Dollar Amount Requested: $64,049 ONGOING $ ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: The Streets Department is requesting supplemental monies to fund one additional FTE Code Enforcement Inspector. The adjustment is necessary to meet current and projected case levels, enforcement for additional ordinances, and to meet City Council's "Zero Tolerance" policy in regards to code enforcement. Within the last four years, the number of cases per inspector has increased 110 percent from 1,486 in 1999 to 3,131 cases in 2003, while the staffing level has remained unchanged at four inspectors. The number of cases for 2004 are projected to increase an additional 24 percent from 2003 case levels. Case volume is dependent on the number of ordinances that are enforced as well as the number of housing units in Fort Collins. Four additional ordinances have gone into effect within the last year including: Smoking in Public Places, Parking on Yards, Outdoor Furniture, and Outdoor Storage codes. According to the City of Fort Collins Advanced Planning Department, total housing units have increased approximately 10 percent from 1999 to 2002, which has significantly expanded our proactive inspection routes and enforcement areas. 25 Without supplemental funding for an additional inspector, it is evident that Code Enforcement's level of service requested by City Council will be significantly impaired. According to the 2003- 2005 Council Policy Agenda, adopted September 2, 2003, one of the target goals for the Theme 7. Neighborhoods is to "preserve the character, safety and beauty of the city's neighborhoods" by "increasing enforcement of Health and Safety ordinances". At current staffing levels, we are already beginning to experience a negative impact upon our proactive approach of enforcement, and without supplemental support, enforcement may be reduced to a complaint-basis only. We are requesting $64,049.00 from the General Fund for Code Enforcement ongoing personnel time, vehicle, equipment, and training and overhead costs. 26 ADJUSTMENT REQUEST FORM Fund/Service Area: 410/Transportation Department/Program: Transportation Planning Adjustment Requested: Access Management Updates Dollar Amount Requested: $ ONGOING $75,000 ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Access Management Plans serve a critical role in preserving capacity and mobility on key high activity roads, and allow for efficient and safe access for residential, business, and industry needs. Transportation Services has partnered with Colorado Department of Transportation (CDOT) on several such plans. It is intended that these plans be revisited and updated on a regular basis to provide the best information and plans possible for potential development, both public and private. Regular more manageable updates will also save money as opposed to performing large-scale new plans every 10-15 years. Per the Intergovernmental Agreements between the City and CDOT, the access management plans for North College, Jefferson/Riverside and Mulberry need to be updated every three years. The original IGAs were signed by the City in 2000 and the first update was scheduled to occur in 2003. 27 ADJUSTMENT REQUEST FORM Fund/Service Area: 410/Transportation Department/Program: Transportation Planning Adjustment Requested: Mason Trail Maintenance Dollar Amount Requested: $42,000 ONGOING $ ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: The City's Mason Transportation Corridor bicycle & pedestrian trail will be constructed in 2004105 from the Spring Creek trail south to connect with the City's Fossil Creek trail. This is a length of approximately 3.5 miles and includes a basic 12' wide concrete multi-use trail. Based upon estimates received from the City's Parks department, this request represents the annual maintenance needs for the MTC trail. Transportation Planning will contract with the Parks Department to provide the required maintenance. These funds are necessary to provide and maintain a safe, attractive facility for bike and pedestrian users. There is no funding currently identified for these expenses. 28 ADJUSTMENT REQUEST FORM Fund/Service Area: 410/Transportation Department/Program: Transportation Planning Adjustment Requested: Mobility Index Program Dollar Amount Requested: $200,000 ONGOING (Every 3 years)* $ ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Staff will develop and implement a new, ongoing program to systematically test several criteria that measure overall mobility on the City's transportation system. This Mobility Index program is strongly recommended by the Transportation Master Plan (2004) and the Transportation Advisory Board. The Mobility Index will incorporate criteria such as vehicle miles of travel (VMT), trip length, delay, safety, accessibility, connectivity, average vehicle occupancy, transit ridership patterns and linkages between travel modes. Travel measures such as community surveys, travel surveys/diaries and origin and destination studies will be incorporated in the program as budgets allow. *It is intended that these Mobility Index tracking measures be performed on an ongoing basis (every three years) to allow for long-term systematic collection and tracking of system performance to assist in transportation planning and capital investment strategies. 29 After initial development and testing, this measurement system will be administered primarily by existing Transportation Planning staff. Outside agency and consultant assistance may be required for travel diary/survey information. Transportation Planning staff will collaborate with other City departments (e.g. Transfort, Smart Trips, Air Quality) and transportation agencies (e.g. CDOT, NRF MPO) in order to achieve maximum economies of scale and acquire the best, most reliable information available. Note: Since the North Front Range MPO no longer provides the Mobility Report Card, this would be the only such measurement tool for transportation system performance data in Fort Collins and northern Colorado. 30 ADJUSTMENT REQUEST FORM Fund/Service Area: 410/Transportation Department/Program: Transportation Planning Adjustment Requested: Safe Walk Fort Collins Program Dollar Amount Requested: $10.000 ONGOING $ ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: In response to citizens' concerns regarding pedestrian safety at intersections and midblock crossings, the City of Fort Collins Transportation Service Area (TSA) has compiled a report on pedestrian safety issues within the city. As a result, TSA will be conducting an extensive public outreach and educational safety campaign, entitled Safe Walk Fort Collins, to address pedestrian safety issues and explore means to improve conditions at crosswalks throughout the community. An internal interdisciplinary team has been organized from various City departments, including Transportation Planning, Traffic Operations, Engineering, SmartTrips, Police Services, and the City Attorney's Office. The team will review recommendations listed in the Pedestrian Safety at Intersections and Crosswalks report and the accompanying action plan to implement these safety recommendations. In addition, a broad range of topics will be covered as part of this safety campaign, such as education for motorists and pedestrians on existing traffic laws, and how to properly operate and obey pedestrian signals. The campaign will also include a law enforcement effort for motorists and pedestrians. 31 ADJUSTMENT REQUEST FORM Fund/Service Area: N/A Department/Program: Larimer Humane Society Title of Adjustment Requested: Service Contract Dollar Amount Requested $ 156,479 ONGOING $ ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes (from GF), is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No (not from GF), is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Our contract with the City of Fort Collins supports public safety and contributes to the quality of life in our community. We provide 24-hour a day enforcement of the Fort Collins Animal Ordinances, including protection from dangerous domestic and wild animals, injured animal rescue, and shelter for over 2,700 stray animals a year. We respond to public nuisance calls, administer the pet licensing and rabies control program, react to disaster situations, and provide assistance to Ft. Collins Police Officers. We conduct cruelty and neglect investigations, working with the Department of Human Services to report children who may be at risk. We monitor the urban wildlife population and the potential outbreak of deadly zoonotic (animal-to-animal) disease, working closely with the Department of Public Health, Center for Disease Control, and Division of Wildlife. The City also benefits from non-contractual Society services including sheltering of unwanted or surplus pets, education on animal laws and responsible pet guardianship, affordable pet training, and volunteer programs. The preference would be to receive on-going funds but a combination of on-going and one- time, or all one-time, would be acceptable. 32 ADJUSTMENT REQUEST FORM Fund/Service Area: N/A Department/Program: Island Grove Regional Treatment Center, Inc. Title of Adjustment Requested: Service Contract Dollar Amount Requested $ 18,633 ONGOING $ ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes (from GF), is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No (not from GF), is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: The City provides funding support to our Acute Care Detoxification Program. This support provides assistance for enhanced transportation and basic detoxification services. The detoxification program benefits the public and community by providing a safe cost effective environment for placement of intoxicated individuals that pose a threat to their safety and the safety of the community at large. This would also pose a threat to families who rely on the detox program for placement of intoxicated out of control family members. If the detoxification program were not available, then these individuals would be potentially placed in higher levels of restricted care such as incarceration or hospitalization. The preference would be to receive on-going funds but a combination of on-going and one- time, or all one-time, would be acceptable. 33 ADJUSTMENT REQUEST FORM Fund/Service Area: N/A DepartmentlProgram: Health District of Northern Larimer County Title of Adjustment Requested: Detox Transportation Services Dollar Amount Requested $ ONGOING $ 50,810 ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes (from GF), is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No (not from GF), is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Fort Collins Police Services along with other local law enforcement agencies and health and human services are proposing a 2417 assessment center that will provide a local evaluation, referral and transportation service. The assessment center will determine if the contact/patient will need to be transported to the Island Grove regional treatment center or other health related facility. Island Grove Director B.J. Dean stated Fort Collins Police Services was responsible for the sending and treating 289 patients at Island Grove during 2003. According to the information provided, FCPS officers transported 33 of the 289 patients to the alcohol treatment center located in Greeley, Colorado. This proposed service site will assume the responsibility of evaluating and transporting mental health, alcohol and other substance abuse contacts/patients to the appropriate facility for our Agency. A service of this type would be advantageous to our Agency for the following reasons. Provide a critical link between law enforcement, patient and Island Grove Regional Treatment Center and other health centers • Provide clinical diagnosis of mental, alcohol and other substance abuses • Eliminate a Band aid approach and Problem Solve this issue • Provide a standardized transportation policy 34 More effective and efficient use of police services case management while dealing with a non-criminal manner • One-stop and drop off location • Lessen the burden on street strength • Mitigate overtime • Provide safe transportation of the client Reduce obligated patrol time for these types of situations • Reduce the alcohol/substance abuse recidivism rate of habitual offenders Reduce call loads of FCPS, PVH, PVH Ambulance Service and PFA • Mitigate civil liability • Provide safe, medically supervised assessment • Less burden on the legal system (charge-shopping) • Diminish the visibly intoxicated homeless individuals loitering in/around commercial areas • Promote treatment of the intoxicated homeless individuals • Improve morale of the street officers Historically the transportation of subject requiring emergency mental, alcohol and other substance abuses has been a burdensome process for our Agency's officers. Because the detoxification facility is located in Greeley, there have been many times when local law enforcement officers would rather charge-shop than refer the subjects for treatment. The implementation of this type of assessment center will fundamentally and effectively change the way our Agency is currently handling mental, alcohol and substance abuse incidents. The objective of the assessment center is to provide an efficient and safe means for dealing with these types of cases. The $50,810 one-time is the amount needed to begin the program in 2005. 35 2005 BUDGET ADJUSTMENT REQUESTS Non-General Fund Monies Page Service Area/ Adjustment Amount Requested # Department Requested Ongoing One-time REQUESTS FOR NON-GENERAL FUND MONIES Community Planning&Environmental Services 1 Natural Resources Recycling Drop-off Facility Operations $11,750 2 Building&Zoning New Position-Housing Compliance Officer $72,000 $50,000 Total Community Planning&Environmental Services $72,000 $61,750 Cultural,Library&Recreational Services 4 Recreation Facility Infrastructure Improvements,etc. $120,000 Total Cultural,Library&Recreational Services $0 $120,000 Executive,Legislative,&Judicial Services 5 City Attorney's Office Addition of Attorney $82,000 Total Executive,Legislative,&Judicial Services $82,000 $0 Transportation Services 6 Streets Operations De-icing Facility Bond Payment $108,438 7 Transfort/Dial-A-Ride Youth Fares from Bohemian Grant $50,000 8 Transfort/Dial-A-Ride Loveland Services $900,000 Total Transportation Services $900,000 $158,438 Non-Departmental 9 Northern Colorado Economic Development Corporatior Service Contract $50,000 Total Non-Departmental $0 $50,000 TOTAL NON-GENERAL FUND REQUESTS $1,054,000 $390 188 G:\BUDGET\Exreption Prooess\2005 summary exceptions.xls ADJUSTMENT REQUEST FORM Fund/Service Area: Community Planning & Environmental Services Department/Program: Natural Resources Adjustment Requested: Recycling Drop-off Facility Operations Dollar Amount Requested $ 0 ONGOING $ 11,750 ONE-TIME Is the exception request for General Fund monies? ❑ Yes X No If Yes, is the request for use of Productivity Savings? ❑ Yes ❑ No Equipment Replacement Reserve? ❑ Yes ❑ No If No, is the request for the use of New Revenue? X Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: In late 2003 the recycling drop-off started receiving a portion of the rebate on materials collected at the site. In 2005 it is expected that this revenue will total approximately $11,750. These funds are necessary for the operation of the site and would be added to the operational budget. 1 ADJUSTMENT REQUEST FORM Fund/Service Area: 101 Department/Program: Building &Zoning/Building Inspection & Zoning programs Adjustment Requested: Add a new position — Housing Compliance Officer Dollar Amount Requested $72,000 ONGOING $50,000 ONE-TIME Is the exception request for General Fund monies? ❑ Yes ® No If Yes, is the request for use of Productivity Savings? ❑ Yes ❑ No Equipment Replacement Reserve? ❑ Yes ❑ No If No, is the request for the use of New Revenue? ® Yes ❑ No Reserves? ❑ Yes ® No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Source: Funding from anticipated licensing & certification fee's. If the rental licensing and certification fees do not fully cover the costs, General Fund monies might be needed. Building & Zoning provides services necessary to enforce the City's various building codes, safety codes, and zoning ordinances. Among these is the Non-owner-Occupied Housing Standards. This ordinance establishes minimal life/safety and habitability requirements that are intended to provide tenants with a safe and sanitary housing. The code is enforced upon receipt of a complaint by an occupant. Historically, the department received only about two such complaints per week. However, due to recent increased public awareness in response to public outreach about rental housing issues, the number of complaints received has risen sharply to an average of two per day, representing a five-fold increase, requiring 3 to 4 FTE- hours to completely process each complaint. Using existing staff to investigate and follow up on such complaints is significantly impairing delivery of Building & Zoning primary core services and mandated responsibilities for assuring compliance with building codes and contractor license regulations related to building construction projects. 2 Additionally, zoning staff is under increasing expectations and demands from the community that enforcement/compliance efforts involving the existing "three-unrelated persons" ordinance be increased substantially. Regardless of whether the existing ordinance is changed, increasingly more investigative and case-processing time is already being demanded to pursue complaints and alleged violations. In order to respond effectively to the higher level of services demanded by the owner- occupied community for enforcement of the "three-unrelated-persons" ordinance and by the rental tenant community for increased enforcement of the life/safety standards, as well as to maintain service levels for adequately providing primary core services, an additional FTE is critical. This new position, a "Housing Compliance Officer" would be devoted solely to rental housing issues. Without this position, the delivery of the other mandated services required of Building & Zoning will be significantly impaired or be limited. If the existing "three-unrelated persons" ordinance is changed such that even greater service demands result from the current City staff and Council's "Neighborhood Quality of Life" outreach project to address rental issues, further additional staffing may be required. 3 ADJUSTMENT REQUEST FORM Fund/Service Area: 4121 Cultural, Library, and Recreational Services Department/Program: Recreation Division Adjustment Requested: Addition to Contingency from Recreation Reserves Dollar Amount Requested $ ONGOING ONE-TIME Is the exception request for General Fund monies? ❑ Yes No If Yes, is the request for use of Productivity Savings? ❑ Yes ❑ No Equipment Replacement Reserve? ❑ Yes ❑ No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? N Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: This allotment from Recreation Reserves is to be used for various annual recreation facility infrastructure improvements and corrections, computer and technology upgrades, and city vehicle replacement. 4 ADJUSTMENT REQUEST FORM Fund/Service Area: General Fund - ELJS Department/Program: Legal Services Title of Adjustment Requested: Addition of City Attorney Dollar Amount Requested $ 82,000 ONGOING $ ONE-TIME Is the exception request for General Fund monies? ❑ Yes ® No If Yes (from GF), is the request for use of Productivity Savings? ❑ Yes ❑ No Equipment Replacement Reserve? ❑ Yes ❑ No If No (not from GF), is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Natural Areas is currently funding 25%, and the Utilities 40% of one of the existing City Attorneys. Natural Areas would contribute an additional $24,000, and Utilities would contribute an additional $58,000, to fund a new assistant city attorney to provide additional legal services relating to both natural area and utilities. 5 ADJUSTMENT REQUEST FORM Fund/Service Area: 410/Transportation Department/Program: Streets Operations Adjustment Requested: De-icing Facility Bond Payment Dollar Amount Requested: _ONGOING $108.438 ONE-TIME Is the exception request for General Fund monies? ❑ Yes ® No If Yes, is the request for use of Productivity Savings? ❑ Yes ❑ No Equipment Replacement Reserve? ❑ Yes ❑ No If No, is the request for the use of New Revenue? ❑ Yes ® No Reserves? ® Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: This project is the construction of a new de-icing materials storage and dispensing facility at the Streets Operations yard. Presently the materials used for winter ice control are stored in an old historic brick warehouse which is deteriorating from the corrosiveness of the material. Included in the project will be the restoration of the warehouse for use as vehicle storage. In July 2004 the City Council authorized the use of Certificates of Participation (COPS) to finance this project, in conjunction with the financing of the new Police Services building. The funded amount for the de-icing facility is $1,731,536. The exception request amount of $108,438 is for debt service for the Streets Facility portion of the COPS in 2005. The funding source is the Transportation Fund reserve. These funds are being requested as "one-time"funds even though this payment will need to be made each year. The reason this request is being classified as "one-time" is because the amount of the payment changes from year to year. This type of request will also need to be made with each budget cycle beginning with 2006 and beyond. 6 ADJUSTMENT REQUEST FORM Fund/Service Area: 404/Transaortation Department/Program: Transfort/Dial-A-Ride Adjustment Requested: Youth Fares from Bohemian Fund Grant Dollar Amount Requested $ ONGOING $ 50,000 ONE-TIME Is the exception request for General Fund monies? ❑ Yes ® No If Yes, is the request for use of Productivity Savings? ❑ Yes ❑ No Equipment Replacement Reserve? ❑ Yes ❑ No If No, is the request for the use of New Revenue? ® Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: This item will generate additional revenue: $50,000 one time from the Bohemian Foundation The Bohemian Foundation provided $50,000 in 2004 and 2005 to help subsidize the 17 & younger youth fares. This grant was for two years and the grant expires at the end of 2005. Transfort plans to request additional grant assistance for 2006-2008. 7 ADJUSTMENT REQUEST FORM Fund/Service Area: 404/Transoortation Department/Program: Transfort/Dial-A-Ride Adjustment Requested: Loveland Service Dollar Amount Requested $900.000 ONGOING $ ONE-TIME Is the exception request for General Fund monies? ❑ Yes ® No If Yes, is the request for use of Productivity Savings? ❑ Yes ❑ No Equipment Replacement Reserve? ❑ Yes ❑ No If No, is the request for the use of New Revenue? ® Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: This item will generate additional revenue: $900,000 annually to provide transit service to the City of Loveland Transfort/Dial-A-Ride is planning to provide administrative and operational transit service to Loveland beginning in 2005 with a projected contract ending date of 2010. The Transfort operational expenses and the new revenue are projected in the 2005 revised budget and the projected 2006-2009 budgets. 8 ADJUSTMENT REQUEST FORM Fund/Service Area: N/A Department/Program: Northern Colorado Economic Development Corporation (NCEDC) Title of Adjustment Requested: Service Contract Dollar Amount Requested $ ONGOING $ 50,000 ONE-TIME Is the exception request for General Fund monies? ❑ Yes ® No If Yes (from GF), is the request for use of Productivity Savings? ❑ Yes ❑ No Equipment Replacement Reserve? ❑ Yes ❑ No If No (not from GF), is the request for the use of New Revenue? ® Yes ❑ No Reserves? ❑ Yes ® No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Source: Funding from the Vendor Fee Designated for Economic Health by Council. The NCEDC requests an amount of $50,000 per year subject to an annual review by the City. The $50,000 will help fund a "fair share" of professional service items designed to foster new job creation. NCEDC is approaching all communities within Larimer County with a financial request for 2005 professional services. The potential professional service items are: • Annual Primary Industry Survey— conduct and share the results of an annual primary industry survey seeking information about economic conditions, business performance, expansion plans, workforce requirements, training needs, regulatory issues, infrastructure and transportation needs, capital deficiencies, and community culture issues. • Annual Primary Industry Survey — immediately report significant business and regulatory issues of critical importance to a community's executive leadership. 9 • Prospect Development — perform targeted prospect development based on each community's economic development goals and objectives and focus recruitment efforts towards industries whose employment potential specifically relate to the job skills of the unemployed and underemployed labor force. • Prospect Development — provide detailed monthly report on industry contacts, inquiries, information, and service activities provided to business and industry prospects. • Prospect Development — provide industry trend reports to communities related to NCEDC's targeted industries. • Prospect Development — initiate visits for site selectors to region for general education and prospecting purposes. • Communication — provide timely communication regarding existing and prospective businesses. • Business Expansion — provide site, building, demographic, census, labor force, housing, business, professional service, industry, and resource information to existing firms seeking assistance with expansion needs. • Professional Exchange — conduct regular meetings with city and county economic development staff to exchange economic development information and discuss issues of regional importance. • Comprehensive Regional Economic Development Strategy—create a comprehensive regional economic development strategy (consistent with community goals and objectives) to serve as the guiding document for improving the economic health and wellbeing of the region served by NCEDC. • Comprehensive Regional Economic Development Strategy— create a comprehensive regional economic development strategy in conformance with EDA requirements for funding eligibility. • Countywide Business Enhancements — develop and secure support for countywide business incentives to be utilized by all communities if municipalities willing to provide a matching funds, waivers or deferrals. 10 2005 BUDGET ADJUSTMENT REQUESTS Productivity Savings& Equipment Replacement Page Service Area/ Adjustment Amount Requested # Department Requested Ongoing One-time REQUESTS FROM PRODUCTIVITY OR EQUIPMENT REPLACEMENT Communication&Technology Services 1 Information Technology Infrastructure Replacement&Maintenance $14,000 Total Communication&Technology Services $0 $14,000 Community Planning&Environmental Services 3 Advance Planning Affordable Housing Land Bank Trust $16,300 4 Natural Resources Recycling Drop-off Facility Operations $1,321 Total Community Planning&Environmental Services $0 $17,621 Executive,Legislative,&Judicial Services 5 City Attorney's Office Telephone Costs $500 6 City Attorney's Office On-line Computerized Research $650 7 City Attorney's Office CML Conference $5,000 8 City Attorney's Office Training $500 9 City Attorneys Office Colorado Bar Association Licensing Fees&Dues $1,500 10 City Attorney's Office Periodicals&Books $1,500 11 City Attorney's Office Costs Related to Request for New Attorney $3,450 Total Executive,Legislative,&Judicial Services $0 $13,100 TOTAL PRODUCTIVITY OR EQUIPMENT REPLACEMENT REQUESTS $0 $44,721 GABUDGET\Exception Process\2005 summary exceptions.xls ADJUSTMENT REQUEST FORM Fund/Service Area: 101- General Fund - CTS Department/Program: Information Technology Committee Adjustment Requested: Infrastructure Replacement& Maintenance Dollar Amount Requested $20,000 ONGOING 47 814 ONE-TIME Is the exception request for General Fund monies? Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ® Yes ❑ No If No, is the request for the use of New Revenue? 0 Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: During the 2002-2003 budget cycle, the Infrastructure Replacement and Maintenance business unit was created to ensure on-going, stable and accountable way to fund basic enterprise information technology infrastructure. Much of the City's day to day business relies on hardware and network components that are maintained and replaced by means of this program. At that time, the approach was to provide $20,000 a year in on-going funds, coupled with one time contributions that combined to meet the scheduled replacement and maintenance costs for the City's infrastructure network. The plan to continue to increase the amount of on-going funding by $20,000 each year was derailed for 2004-2005 because of the City's dropping revenues. As a result of the loss of funding for 2004-2005, the replacement cycles of the equipment were extended, and maintenance costs were reduced as much as possible. Because of the criticality of some of the equipment, the IT Department provided funding from its own productivity or equipment reserve for 2004 expenses. This request will combine a request for on-going funds, equipment reserves and one-time funds to meet the requirements for 2005. The following outlines the very minimum amount needed in 2005, risks associated with loss of funding, and identifies the funding source: The $40,000 from the 2005 adopted budget is included to complete the information. 1 Description Amount Funding Source Internet Access via Community Allows City employees to access the $17,000 2005 Budget Network Internet for E-mail and research and business needs. McAfee Virus Protection Provides updates to virus protection to $ 5,517 2005 Budget safeguard City's data. Firewall and Virtual Private network Provides security for City's data network, $7,317 2005 Budget support stops hackers from intrusion and potential catastrophic data loss Server Maintenance Maintenance and support for computer 10,166 2005 Budget systems used to provide Internet access, 2,311 New One-time the City's Web site. Failure would result in paying higher time and materials costs for support,and significant downtime for Internet related access. Network switches, DNS server Outdated network equipment with higher 14,000 Equipment maintenance costs. Server used to Replacement accept and direct e-mail to and from the Reserve Internet for City. Failure of switches would disrupt some employees ability to use e-mail,access internet,financial systems,etc. Failure of servers would eliminate ability to get to Internet. Maintenance for network equipment, Automatic updates and fixes from 20,000, New on-going asset management vendors for known security problems, 31,503 New one time vendor assistance with troubleshooting and resolution of network equipment failure would be eliminated. More costly Time and Materials would have to be paid for repair,significant downtime should equipment fail,no funding for replacements that might be needed. Total 107,814 2 ADJUSTMENT REQUEST FORM Fund/Service Area: Community Planning & Environmental Services Department/Program: Advance Planning Adjustment Requested: Affordable Housing Land Bank Trust Dollar Amount Requested $ 0 ONGOING $ 16,300 ONE-TIME Is the exception request for General Fund monies? X Yes ❑ No If Yes, is the request for use of Productivity Savings? X Yes ❑ No Equipment Replacement Reserve? ❑ Yes X No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: The Advance Planning Department received rent revenue in the amount of $16,300 from houses located on properties purchased for the Land Bank Program for future development of affordable housing. The revenue is needed to reimburse the Land Bank Program for the costs incurred for maintenance and repairs made on these properties. 3 ADJUSTMENT REQUEST FORM Fund/Service Area: Community Planning & Environmental Services Department/Program: Natural Resources Adjustment Requested: Recycling Drop-off Facility Operations Dollar Amount Requested $ 0 ONGOING $ 1,321 ONE-TIME Is the exception request for General Fund monies? X Yes ❑ No If Yes, is the request for use of Productivity Savings? X Yes ❑ No Equipment Replacement Reserve? ❑ Yes X No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: In late 2003 the recycling drop-off started receiving a portion of the rebate on materials collected at the site. The funds received in 2003 were not appropriated and lapsed into reserves. This request will allow those funds to be added to the operational budget for the drop-off site. 4 Y ADJUSTMENT REQUEST FORM Fund/Service Area: General Fund —ELJS - 101.493100.521100 Department/Program: Legal Services Adjustment Requested: Telephone Costs Dollar Amount Requested $ ONGOING $ 500 ONE-TIME Is the exception request for General Fund monies? X Yes ❑ No If Yes, is the request for use of Productivity Savings? X Yes ❑ No Equipment Replacement Reserve? ❑ Yes X No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: At present, there is not enough funding in the current 2005 budget to cover the cost of rising telephone costs. This is due in large part to increased phone expenses passed on from IT and the additional costs of reimbursing attorneys for work-related cell phone use. 5 ADJUSTMENT REQUEST FORM Fund/Service Area: Generaf Fund —ELJS - 101.493100.525440 Department/Program: Legal Services Adjustment Requested: On-line Computerized Research Charges Dollar Amount Requested $ ONGOING $ 650 ONE-TIME Is the exception request for General Fund monies? X Yes ❑ No If Yes, is the request for use of Productivity Savings? X Yes ❑ No Equipment Replacement Reserve? ❑ Yes X No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: There is projected to be a 10% increase in monthly on-line computerized research charges in 2005. The current 2005 budget does not adequately cover this increase. s ADJUSTMENT REQUEST FORM Fund/Service Area: General Fund—ELJS - 101.493100.527100 Department/Program: Legal Services Adjustment Requested: CIVIL Conference Dollar Amount Requested $ ONGOING $ 5,000 ONE-TIME Is the exception request for General Fund monies? X Yes ❑ No If Yes, is the request for use of Productivity Savings? X Yes ❑ No Equipment Replacement Reserve? ❑ Yes X No If No, is the request for the use of New Revenue? ❑Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: In order for attorneys in the State of Colorado to stay accredited to practice law,they must obtain 38 general hours and 7 ethic credits of continuing legal education (CLE) within each 3-year period. The most economic means of obtaining these credits is by obtaining the Colorado Municipal League (CIVIL) bi-annual conferences. Also, by attending CIVIL conferences, the attorneys are able to meet with other municipal attorneys to discuss current issues facing Colorado communities. During 2003 and 2004,the City Attorneys Office attempted to conserve funds by permitting the attorneys to only attend one CM conference per year. Consequently, the attorneys are falling short in their accreditations and any other opportunities to obtain CLE credits are more expensive than just attending the CIVIL conference twice a year. The additional funding would better enable each attorney to maintain his or her accreditation. 7 ADJUSTMENT REQUEST FORM Fund/Service Area: : General Fund—ELJS - 101.493100.527400 Department/Program: Legal Services Adjustment Requested: Training Dollar Amount Requested $ ONGOING $ 500 ONE-TIME Is the exception request for General Fund monies? X Yes ❑ No If Yes, is the request for use of Productivity Savings? X Yes ❑ No Equipment Replacement Reserve? ❑ Yes X No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: As previously noted,attorneys must attend continuing legal education programs. Some of their required credits can be obtained in shorter,half day seminars that do not require the attorney to be away from the office for lengthy periods of time,as opposed to attending the CML conference. Like the increase in Conference funding, this supplemental funding for additional training is needed to be sure the attorneys stay accredited for their license renewal, and stay abreast of topical subjects that are relevant to the Citys day to day legal issues a , r ADJUSTMENT REQUEST FORM Fund/Service Area:: General Fund —ELJS - 101.493100.529120 Department/Program: Legal Services Adjustment Requested: Colorado Bar Assoc Licensing Fees & Membership Dues Dollar Amount Requested $ ONGOING $ 1,500 ONE-TIME Is the exception request for General Fund monies? X Yes ❑ No If Yes, is the request for use of Productivity Savings? X Yes ❑ No Equipment Replacement Reserve? ❑ Yes X No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT REQUEST FOR GENERAL FUND MONIES,THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Recently, the amount of annual licensing fees and the annual dues for membership in the Colorado Bar Association has increased and the 2005 budget will not cover the increases for 2005 and subsequent years. Funding is necessary for the attorneys to maintain good standing with the Supreme Court and the Colorado Bar Association. 9 ADJUSTMENT REQUEST FORM Fund/Service Area: General Fund—ELJS - 101.493100.539140 Department/Program: Legal Services Adjustment Requested: Periodicals and Books Dollar Amount Requested $ ONGOING $ 1,500 ONE-TIME Is the exception request for General Fund monies? X Yes ❑ No If Yes, is the request for use of Productivity Savings? X Yes ❑ No Equipment Replacement Reserve? ❑ Yes X No If No, is the request for the use of New Revenue? ❑Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: The City Attorney s Office has effectively utilized computerized research so as to obtain the most up-to-date legal developments relating to municipal law. However,some legal research materials are only available in paper format. The cost of these periodicals and books is ever increasing and the current 2005 budget is projected to fall short of the anticipated costs of updating these library/legal research materials. 10 ADJUSTMENT REQUEST FORM Fund/Service Area: General Fund - ELJS Department/Program: Legal Services Title of Adjustment Requested: Costs Related to Proposed New City Attorney Dollar Amount Requested $ ONGOING $ 3,450 ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes (from GF), is the request for use of Productivity Savings? ® Yes ❑ No Equipment Replacement Reserve? ❑ Yes ® No If No (not from GF), is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: A request is being made to hire a new City Attorney to be funded by Natural Areas and Utilities (see request under Non-General Fund Monies section). The following costs are related to the approval of that position: Advertising of new position: $ 950 New Computer: $2,000 Telephone/GroupW ise: 500 Total one time: $3,450 11 2005 BUDGET ADJUSTMENT REQUESTS Miscellaneous Page Service Area/ Adjustment Amount Requested # Department Requested Ongoing One-time MISCELLANEOUS Administrative Services 1 Finance-GERP Accrued Liabilities-to come from all funds $400,000 will accept one-time if that is all that is available Total Administrative Services $400,000 $0 Cultural,Library&Recreational Services 2 Golf Reduction of Budget ($203,797) 5 Parks Reduction of Budget-Block 31 Maintenance ($30,000) 6 Parks Transfer Position from Recreation to Parks $78,172 7 Recreation Transfer Position from Recreation to Parks ($78,172) Total Cultural,Library&Recreational Services ($30,000) ($203,797) Executive,Legislative&Judicial Services 8 Economic Health Program Vendor Fee for Economic Health Program $240,000 Total Executive,Legislative&Judicial Services $240,000 $0 Transportation Services 9 Parking Services Reclassify Transportation Maintenance Worker $0 $0 Total Transportation Services $0 $0 TOTAL MISCELLANEOUS $610,000 ($203,797) GABUDGET\Exception Process\2005 summary exceptions.xls ADJUSTMENT REQUEST FORM Fund/Service Area: Admin Services/ Finance as Liaison for GERC Department/Program: Finance /but in the GERP Fund Title of Adjustment Requested: Funding Accrued Liabilities Dollar Amount Requested $400,000 ONGOING $0 ONE-TIME Is the exception request for General Fund monies? E Yes ❑ No and from other funds If Yes, is the request for use of Productivity Savings? ❑ Yes ® No but could be if that is all that Equipment Replacement Reserve? ❑ Yes ® No is available If No, is the request for the use of New Revenue? ® Yes ❑ No Reserves? ® Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Due to market returns in 2001, 2002, and 2003, the GERP is behind in funding the accrued liabilities of the Plan. We have been able to make two one-time contributions that partially prevent the funding status from worsening, but we are not making progress on the long-term funding needs. The total requested need ($350,000 in 2004 and $400,000 in 2005)will be spread among the funds. The preference would be to receive ongoing funding, but will accept one-time is that is what is available. 1 ADJUSTMENT REQUEST FORM Fund/Service Area: Golf Fund Department/Program: Golf Adjustment Requested: Reduction of Approved 2005 Budget Dollar Amount Requested $ ONGOING $(203.797) ONE-TIME Is the exception request for General Fund monies? ❑ Yes ® No If Yes, is the request for use of Productivity Savings? ❑ Yes ❑ No Equipment Replacement Reserve? ❑ Yes ❑ No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Please see attached memo to Golf Board. REDUCTION TO 2005 APPROVED BUDGET 2 e Cultural,Library,and Recreational Services Golf Division City of Fort Collins MEMORANDUM DATE: July 14,2004 TO: Golf Board Members Golf Division Staff FROM: Jerry P.Brown,Manager of Golf RE: Reduced Play/Revenue Shortfall/Budget Cuts The Golf Fund has either had a slight revenue shortfall,or has"profited"in each year since 1991 [except 1992 (97.72%)and 1995 (93.18%)1 when SouthRidge became a part of the Golf Division. As you are aware,in 2002 the Golf Fund made a very slight revenue"profit"of+S4,856 which equalled 100.21% of the 2002 Projected Operating Revenue. Essentially,if it had not been for the drought,we would probably have had a revenue loss in 2002,but golf play in October through December was higher than normal,which propelled our Operating Revenues over the break-even mark. However,in 2003,the bottom fell out and we ended the year with a revenue shortfall of-$208,264 which was 91.38"/6 of the Projected 2003 Operating Revenues,which is the worst the Golf Fund has done percentage-vise since 1971 when Collindale first opened and the Fund was created. Also, historically we have "averaged" around 145,000 rounds of golf played per year at the three City Golf Courses,but in 2003 we had only 125,000 rounds,nearly the lowest on record. And thus far into 2004 it has not been any better as we are about on the same revenue and play pace as 2W3 through June 30th. Clearly the poor economy,the lesser interest and lack of growth in golf nationally,and the addition of more golf courses (more supply than demand)are the primary factors impacting us; plus the construction in 2003 and the West Nile situation,etc Since we ended 2003 with a revenue shortfall of-$208,264 we utilized Golf Fund Reserves to maintain a"balanced" Fund and Budget. We did make some budget cuts for 2004 such as postponing all Capital Equipment purchases,no out-of-state travel,and all City Employees wages have been frozen in place,etc. But,since the Operating Revenues and golf play have continued to remain at the low levels in 2004,and we have now virtually utilized all of our Reserves,I am currently in the process of reducing additional 2004 expenditures and drastically cutting the 2005 Golf Fund Budget,as well as reducing the Projected 2006 through 2008 budgets to "balance" the City Park Nine Golf Course • 411 South Bryan Avenue • Fort Collins,CO 80521 • (970)221-6650 Collindale Golf Course • 1441 East Horsetooth Road • Fort Collins,CO 80525 • (970)221-6651 SouthRidge Golf Course • 5750 South LemayA4nue • FortCollins,C080525 • (970)226-2828 Golf Administration • 215 North Mason Street,3rd Floor• PO.Box580 •Fort Collins,CO80522-0580• (970)221-6350 FAX(970)221-6586• wwwScgovcom golf Golf Fund,without any Reserves. Since the Golf Fund is an Enterprise Fund and is required to be 100 percent self-supporting,I have no other options available,except to consider additional fee increases to match the number of rounds we are achieving in order to try and make a"profit". Obviously this is a painful and difficult situation for all of us. We are again postponing all Capital Equipment purchases now through 2006,cutting dollars available for seasonal personnel,reducing contractual and commodities funding,and limiting all purchases to essential needs only. In general, the budgets through 2008 have been reduced around $165,000 annually,with very little or limited annual inflationary growth. Maintenance and customer service will be our highest priorities and we will strive to minimize the impacts to our best abilities. But unless things get better or start to return to"normal",our financial situation is critical to say the least 4 f ADJUSTMENT REQUEST FORM Fund/Service Area: CLRS Department/Program: PARKS Adjustment Requested: Reduction in Parks budget for Justice Center Maintenance revenue Dollar Amount Requested 30 000 ONGOING ONE-TIME Is the exception request for General Fund monies? ❑ Yes ® No If Yes, is the request for use of Productivity Savings? ❑ Yes ❑ No Equipment Replacement Reserve? ❑ Yes ❑ No If No, is the request for the use of New Revenue? ❑ Yes ® No Reserves? ❑ Yes ® No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Parks is no longer billing the Block 31 maintenance account for maintenance of Civic Center Park. Therefore, estimated revenue and appropriations for this revenue needs to be removed from the 2005 Parks budget. 5 ADJUSTMENT REQUEST FORM Fund/Service Area: CLRS Department/Program: PARKS Adjustment Requested: Transfer of personal services from Recreation to Parks Dollar Amount Requested $78,172 ONGOING ONE-TIME Is the exception request for General Fund monies? ® Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ® No Equipment Replacement Reserve? ❑ Yes ® No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: A Recreation Supervisor position in Recreation is being transferred to Parks and becoming a Facilities Scheduler Supervisor in 2005. The personal service budget for this position in Recreation needs to be transferred to Parks. No new funding is required for this transfer. This transfer will reduce the General Fund subsidy to Recreation in 2005. 6 ADJUSTMENT REQUEST FORM Fund/Service Area: 412/ Cultural, Library, and Recreational Services Department/Program: Recreation Division Adjustment Requested: Transfer of 1.0 FTE from Recreation to Parks Dollar Amount Requested (�) ONGOING $ ONE-TIME Is the exception request for General Fund monies? Yes ❑ No If Yes, is the request for use of Productivity Savings? ❑ Yes ❑ No Equipment Replacement Reserve? ❑ Yes ❑ No If No, is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: Recreation's General Fund subsidy will be reduced by $78,172 beginning January 1, 2005 due to the transfer of 1.0 FTE from Recreation to Parks. 7 ADJUSTMENT REQUEST FORM Fund/Service Area: Sales & Use Tax Fund and General Fund/ELJS Department/Program: City Manager/Economic Health Program Title of Adjustment Requested: Economic Health Program Dollar Amount Requested $ 240.000 ONGOING $ ONE-TIME Is the exception request for General Fund monies? ❑ Yes ❑ No If Yes (from GF), is the request for use of Productivity Savings? ❑ Yes ❑ No Equipment Replacement Reserve? ❑ Yes ❑ No If No (not from GF), is the request for the use of New Revenue? ❑ Yes ❑ No Reserves? ❑ Yes ❑ No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: On March 16, 2004, Council adopted Ordinance No. 46 which amended Section 25-123(c) of the City Code relating to the compensation of vendors for collecting and remitting sales tax. With this ordinance Council reduced the amount retained by retailers for collecting City sales and use tax revenues. The additional revenues collected by the City as a result of this reduction have been placed into an Economic Vitality and Community Sustainability Fund (Economic Health Program). These revenues are not included in the 2005 Budget. We are estimating $240,000 in additional revenue in 2005. These funds need to be appropriated in the Sales and Use Tax Fund for transfer to the General Fund and appropriated in the General Fund for the Economic Health Program. 8 ADJUSTMENT REQUEST FORM Fund/Service Area: 410/Transportation Department/Program: Parking Services Adjustment Requested: Reclassify Transportation Maintenance Worker Dollar Amount Requested $ -0- ONGOING $ -0- ONE-TIME Is the exception request for General Fund monies? ❑ Yes ® No If Yes, is the request for use of Productivity Savings? ❑ Yes ❑ No Equipment Replacement Reserve? ❑ Yes ❑ No If No, is the request for the use of New Revenue? ❑ Yes ® No Reserves? ❑ Yes ® No DESCRIBE YOUR ADJUSTMENT REQUEST, EXPLAIN WHY THE ADJUSTMENT IS NECESSARY AND IF NOT A REQUEST FOR GENERAL FUND MONIES, THE FUNDING SOURCE FOR THE REQUESTED ADJUSTMENT: This position was moved from hourly to contractual in July 2004. This request is to classify the contractual position as an FTE for 2005. Staff feels that in order to retain existing staff and maintain the current level of maintenance and cleaning that reclassifying this position is critical. The former contract for janitorial services that was terminated in 2003 cost $33,600 annually plus additional charges of$50 per hour for call-outs to clean up blood, urine, feces and vomit common in our parking structures and surface lots ($1,000-$2,500). In 2002, we paid Facilities and other contractors over $6,000 in miscellaneous maintenance services that are now included in the maintenance worker's duties. The current total annual compensation for the contractual Transportation Maintenance Worker is $38,408. Total compensation for this position as an FTE is $40,634. The cost of moving this position to classified is covered by the elimination of contract janitorial services and savings from maintenance work now done in-hours. (Note: Currently, 50% of the Transportation Maintenance Worker's salary is charged to the Civic Center Parking Structure. Because the parking structure expenses are split 50/50 with Larimer County, the County contributes 25% of the salary for this position.) 9 The contracted janitorial service provided a once-per-week cleaning in the Old Town Parking Structure and twice-per-week coverage in the Civic Center Parking Structure. With the new maintenance position, we are able to clean everyday, five days a week. The scope of work and service provide by the cleaning contract was very limited. Due to the high cost of contracted janitorial work, we were unable in the past to have the daily attention we have now. In addition to cleaning, there has been a significant added benefit in the areas of maintenance and repair. Examples include timely repairs to our parking equipment (ticket dispensers, fee computers, pay machines, parking gates) cleaning of floor drains, painting, repair of fences, landscape maintenance, repair and replacement of lights, installation and removal of signs, and application of de-icing materials and prevention of slip hazards during wet or icy conditions. With the addition of a maintenance worker we no longer need to contract with a separate vendor for each of our needs. This has allowed us to curb costs while improving efficiencies in our daily operations. No additional funding is requested. The cost for the FTE will be covered by the savings from canceling contract janitorial services and maintenance work now done in-house. 10