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HomeMy WebLinkAbout2002 Unbudgeted Expenditures - 04/15/2002 - Replace Damaged et�� C` MAN, 5 �- CITY OF HUNTINGTON BEACH �� B,Mc,1 PoLbl) *15�y1 MEETING DATE: SEPTEMBER 3, 2002 DEPARTMENT ID NUMBER: AS-02-025 Council/Agency Meeting Held: n Deferred/Continued to: Approved ❑ Conditio Ily Appro ed ❑ Deni 1�`1�C1 ler 's Signature Council Meeting Date: SEPTEMBER 3, 2002 Department ID Nu ber: AS-02-025 CITY OF HUNTINGTON BEACH REQUEST FOR ACTIONCZ- N SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS 7Z -1 SUBMITTED BY: RAY SILVER, CITY ADMINISTRATOR 624-p co ' PREPARED BY: CLAY MARTIN, DIRECTOR OF ADMINISTRATIVE SERVICE`S SUBJECT: APPROVE APPROPRIATION FOR MEDICAL INSURANCE PURPOSES [statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Should the City Council approve an additional appropriation for stop loss insurance, increased medical claims, and increased prescription costs in the Self Insurance Medical Fund? Funding Source: Self Insurance Medical Unreserved Fund Balance in the amount of $745,000 and General Fund Unreserved Fund Balance in the amount of$375,000. Total amount $1,120,000. Recommended Action: Approve appropriation of $1,120,000 from Self Insurance Medical Fund and General Fund unreserved fund balalnce for medical insurance purposes. Alternative Action(s): Do not approve appropriation for medical insurance. i HARCA's\Medical Insurance.dot c 8/28/2002 1:56 PM REQUEST FOR ACTION MEETING DATE: SEPTEMBER 3, 2002 DEPARTMENT ID NUMBER: AS-02-025 Analysis: Administrative Services is requesting increased appropriations for the Self Insurance Medical fund for: stop loss insurance, medical claims experience, and prescription costs. Stop Loss Insurance — The January 1, 2002 renewal for the City's stop loss insurance policy has come in at a 60% increase ($38,000/month) over the 2001 rate ($18,000/month). The FY 01/02 budget anticipated a 10% increase over the 2001 rate. This large increase is due to the tragic events of September 11t' and the resulting losses that the insurance industry experienced. Medical Claims — Recently the City experienced several high exposure claims against the Self-Insurance Medical Fund. It is predicted that these specific claims will exceed the individual stop loss deductibles of $125,000. Additional funding is needed to fund the gap. Prescriptions — The FY 01/02 budget anticipated a 20% ($1,200,000) increase over the FY 00/01 budget ($1,000,000). The current prescription claims experience is expected to exceed the 20% budget increase by another 20%. This can be attributed to the increasing cost of prescription drugs and the increase in enrollment in the City Plan in 2002, which has resulted in higher utilization. Council Policy Regarding Requests for an Appropriation of Funds: As adopted by the City Council in March 1998, all requests for appropriation of funds must meet one of the following criteria: 1) The request is an unanticipated emergency, 2) The request is required to implement labor negotiations, or 3) The request will be offset by related new revenues. The new appropriation being requested is an unanticipated emergency appropriation of funds. Attachment(s): City Clerk's Page Number No. Description 1. Fiscal Impact Statement#2002-36 RCA Author: William McReynolds H:\RCA's\Medical Insurance.dot -,3q' 8/28/2002 1:56 PM O" ATTACHMENT # 1 *A, #4 CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION To: Ray Silver, City Administrator From: Clay Martin, Director of Administrative Services Subject: FIS 2002-36 Approve Appropriations for Medical Insurance Date: August 28, 2002 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for "Approve Appropriations for Medical Insurance". If the City Council approves this request (total appropriation $1 ,120,000 of which $375,000 comes from the General Fund and $745,000 comes from the Employee Health Fund) the estimated unreserved, undesignated General Fund Balance at September 30, 2002 will be reduced to $5,898,644 and the budgetary fund balance of the Employee Health Fund will be reduced to zero. L:IPC-A,7 - Clay Ma Director of Administrative Services niora un.::.. Beginning Fund Balance 10/1/20001 $ 11,741,000 $ 11,741,000 Plus:Estimated Revenue 133,663,000 132,883,000 Less:Estimated Expenditures (134,813,000) (135,727,000) Fiscal Policy-Transfer to Capital Projects Fund (1,043,50 Pend ing/Approved FIS's: (1,579,856) AS#36 (375,000) Estimated 9/30/2002 Unreserved Balance $ 10,591,000 $ 5,898,644 General Fund Balance 2001-02 12000000-1 10000000­ 7 "a v, � 8000000 A & 6000000-1 $151 ,4000000 7, 2000000 0 ------ ADOPTED CURRENT BUDGET ESTIMATE RCA ROUTING SHEET INITIATING DEPARTMENT: ADMINISTRATIVE SERVICES SUBJECT: APPROVAL OF ADDITIONAL APPROPRIATION FORINSURANCE COUNCIL MEETING DATE: September 3, 2002 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) Si ned in full by the City Attorney) Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attome Not Applicable Certificates of Insurance Approved by the City Attorney) Not Applicable Financial Impact Statement Unbud et, over$5,000 Attached Bonds If applicable) Not Applicable Staff Report If applicable) Not Applicable Commission, Board or Committee Report If applicable) Not Applicable Find in s/Conditions for Approval and/or Denial Not Applicable EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FORWARDED Administrative Staff Assistant City Administrator Initial City Administrator Initial City Clerk EXPLANATION FOR RETURN OF ITEM: (Below • . For RCA Author: William McReynolds HAhAN, 0M, Council/Agency Meeting Held: Deferred/Continued to: Approved ❑ Conditionally Approved ❑ Denied City Clerk's Sig at e Council Meeting Date: July 1, 2002 Department ID Number: CS02-023 CITY OF HUNTINGTON BEACH REQUEST FOR COUNCIL ACTION © z SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS ; SUBMITTED BY: RAY SILVER, City Administrator61,6� rj PREPARED BY: RON HAGAN, Director, Community Servicesrr� cn SUBJECT: APPROVE INSTRUCTIONAL CLASS BUDGET AMENDMENT Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: A budget amendment is necessary due to revenues and associated expenses for recreational classes exceeding original budget projections. Funding Source: A transfer of $310,100 from the General Fund, Unappropriated Fund Balance into Instructional Classes-Professional Services Account#10045406.69300. Recommended Action: Authorize the appropriation of $310,100 from the General Fund Unappropriated Fund Balance into Instructional Classes-Professional Services Account #10045406.69300 to pay recreation class instructors. Alternative Action(s): Cancel classes and refund revenues to participants. Analysis: The Instructional Recreational Classes program has shown consistent growth for the past decade. In fiscal year 98/99, revenues were $699,000; in 99/00 revenues were $754,000; in 00/01 revenues were $820,000; and, in 01/02 revenues are projected to be $930,000 (Attachment 2). With the addition of classes at the Seniors' Center, reopening the City Gym and Pool, and upward growth at Edison and Murdy Community Centers, revenues for instructional classes are exceeding optimistic projections by approximately $441,600 for a total revenue of $1,371,600. This creates a budget shortfall of $310,100 to pay instructors out of the General Fund Professional Services Account #10045406.69300. Instructors receive seventy percent of the class revenue; city receives thirty percent of the revenue. If the public does not sign up at the rate projected, it will not be necessary to pay out the full amount of instructor wages and the excess funds would be returned to the General Fund. REQUEST FOR COUNCIL ACTION MEETING DATE: July 1, 2002 DEPARTMENT ID NUMBER: CS02-023 Council Policy regardina Requests for Aaarooriation of Funds: As adopted by City Council in March, 1998, all requests for appropriation of funds must meet one of the following criteria: (1) the request is for an unanticipated emergency, (2) the request is required to implement labor negotiations, or (3) the request will be offset by related new revenues. The new appropriation being requested will be offset by related new revenues from the participation fees charged to the public for recreational classes. As noted above, the city receives 30 percent of the revenue charged to the class; instructors are paid 70 percent of the class fees. Expenses are projected to be $310,100 with $441,600 in new revenue. Environmental Status: N/A Attachmentlfs): City Clerk's Page Number No. Description 1. FIS 2. Class Revenue and Expenses Overview by Quarter RCA Author: JBE GARCA\2002\02-023 Instructional Classes Budget Amendment.doc -2- 6/19/2002 3:12 PM ATTACHMENT # 1 a � CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION To: Ray Silver, City Administrator From: Clay Martin, Director of Administrative Services Subject: FIS 2002-31 Approve Instructional Class Budget Amendment Date: June 18, 2002 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for "Approve Instructional Class Budget Amendment." If the City Council approves this request (total appropriation $310,000), there will be no effect on any fund's unappropriated, undesignated fund balance since this amount is offset by revenue not anticipated durin budget process. Clay Ma Director Administrative Services ATTACHMENT #2 -, Attachment 2 INSTRUCTIONAL CLASS REVENUE FISCAL YEAR 01/02 Fall 2002 (actual) $ 318,813 Winter 2002 (actual) $ 366,727 Spring 2002 (actual) $ 236,074 Summer 2002 (projected) $ 450,000 (Summer 2001 $388,509) Revenue = $1,371,614 Expenditure = $ 960,130 (70% of Revenue) Revenue $1,371,614 Current Projection 930,000 Original Projection $ 441,614 Additional Revenue Expenditures $ 960,130 Current Projection 650,000 Original Projection $ 310,130 Additional Expenses Note: Revenues for SUMMER RECREATION CLASSES increased from $275,052 in 2000 to $388,509 in 2001; projection for 2002 $450,000. RCA ROUTING SHEET INITIATING DEPARTMENT: Community Services SUBJECT: APPROVE INSTRUCTIONAL CLASS BUDGET AMENDMENT COUNCIL MEETING DATE: July 1, 2002 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attorney) Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attome ) Not Applicable Financial Impact Statement Unbud et, over$5,000 Attached Bonds If applicable) Not Applicable Staff Report If applicable) Not Applicable Commission, Board or Committee Report If applicable Not Applicable Findings/Conditions for Approval and/or Denial Not Applicable EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FORWARDED Administrative Staff Assistant City Administrator Initial City Administrator Initial City Clerk EXPLANATION FOR RETURN OF ITEM: (Below SpaceFor Only) RCA Author: jbe PJ4P, .DP Council/Agency Meeting Held: 0b—P—D2 Deferred/Continued to: XAp roved ❑ Conditio ally Approved ❑ Denied tV— CI y CI k s Signature T Council Meeting Date: June 17, 2002 -T Department ID Number: PW 2-wi C CITY OF HUNTINGTON BEACH REQUEST FOR ACTION SUBMITTED TO: HONORABLE AND MEMBERS OF CITY COUNCIL un A SUBMITTED BY: RAY SILVER, CITY ADMINISTRATORQ2� a PREPARED BY: ROBERT F. BEARDSLEY, DIRECTOR OF PUBLIC WORKS SUBJECT: APPROPRIATE FUNDS FOR STREET TREE PLANTING lFs-t,t,,,-t,f Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: The Huntington Beach Tree Society received a grant for tree planting. The check was given to the City and deposited to the General fund. Additionally, residents have paid to replace residential street trees in various parts of the City. Both revenues were deposited into the General Fund, and an appropriation into the expense account is requested. Funding Source: Unappropriated General Fund Balance, $18,000 from Residential Trees payments (10000100.47110) into Tree Maintenance Materials, Account No. 10085621.64110. Designated revenues have been received to offset the appropriation. Recommended Action: Motion to: Appropriate $18,000 to fund the purchase of replacement trees. Alternative Action(s): Do not approve the appropriation to purchase and replace trees and return funds to the Tree Society and residents. Analysis: The Huntington Beach Tree Society received the Trees for the Millennium Grant in the amount of $12,871 from the State of California Forestry Department for the purpose of planting trees throughout the City. A total of 303 trees were planted at ten different parks. Various volunteer groups, including Boy Scouts, local residents, students and church groups — V provided the labor. The Public Works Department's certified arborists supervised all plantings. The grant program required the trees be purchased and invoices submitted for reimbursement. This process required the City to provide the trees prior to receipt of the funds. The initial expenditure was from the Tree Maintenance operating budget. As grant recipient, the Tree Society applied for the reimbursement and then submitted the reimbursement funds to the City. In addition to the grant funds, an appropriation for the remaining funds in the Tree Replacement Account is requested. This revenue is derived from residents requesting tree removals and replacements with twenty-four inch box trees. As the standard size is fifteen gallon, residents requesting a larger tree are charged $150 for a replacement tree and related planting materials. No street repairs are accomplished in this process. However, under the new Tree Management Program, the City will no longer remove trees that are not dead, damaged or diseased. The trees requested by residents through the replacement fund have been planted. Payments from residents are received as revenue to the General Fund. To make use of the property owners' money to buy replacement trees, a budget appropriation is required from the revenue received for this purpose. Per Council action, a new appropriation must meet one of the following three criteria: 1. It is an unanticipated emergency, 2. It is required to implement labor negotiations, or 3. It is a new expense that is offset by related new revenues. This new appropriation meets criteria #3, that is a new expense that is offset by related new revenues. Public Works Commission Review: Not required. Environmental Status: Not applicable Attachment(s): City Clerk's Page Number No. Description 1. Fiscal Impact Statement RCA Author: Conklin/Segelson/Daily:jm ATTACHMENT #1 A CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION To: Ray Silver, City Administrator From: Clay Martin, Director of Administrative Services Subject: FIS 2002-23 - Appropriate Funds For Street Tree Planting Date: June 5, 2002 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for "Appropriate Funds For Street Tree Planting". If the City Council approves this request (total appropriation $18,000), the estimated unreserved, undesignated General Fund Balance at Septemb 2 educed to $7,561 ,500. Clay Ma Directo of Administrative Services r Fund Balance-General Fund Adopted Budget Current Estimate Beginning Fund Balance 10/1/20001 $ 11,741,000 $ 11,741,000 Plus:Estimated Revenue 133,663,000 132,883,000 Less:Estimated Expenditures (134,813,000) (135,727,000) Fiscal Policy-Transfer to Capital Projects Fund (1,043,500) Pending/Approved FIS's: (274,000) FIS#23 (18,000) Estimated 9/30/2002 Unreserved Balance $ 10,591,000 $ 7,561,500 General Fund Balance 2001-02 12000000 10000000 8000000- 11, 6000000 4000000 2000000 0, ADOPTED CURRENT BUDGET ESTIMATE RCA ROUTING SHEET INITIATING DEPARTMENT: PUBLIC WORKS SUBJECT: APPROPRIATE FUNDS FOR STREET TREE PLANTING COUNCIL MEETING DATE: I June 17, 2002 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attome Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Not Applicable Financial Impact Statement Unbudget, over$5,000) Attached Bonds (If applicable) Not Applicable Staff Report (If applicable) Not Applicable Commission, Board or Committee Report If applicable) Not Applicable Findings/Conditions for Approval and/or Denial r Not Applicable EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FORWARDED Administrative Staff Assistant City Administrator Initial City Administrator Initial City Clerk EXPLANATION FOR RETURN OF ITEM: (Below Space For City Clerk's Use • RCA Author: Van Oeffelen/Daily 19 _ M DDLpelv� Hill TItiF Council/Agency Meeting Held: Deferred/Continued to: Approved ❑ Conditionally Approved ❑ Denied p,P 'Ci4aerl, gnature AAA �VAD Council Meeting Date: April 15, 2002 Department ID Number: FD 02-104 o H � CITY OF HUNTINGTON BEACH REQUEST FOR COUNCIL ACTION CD MoM SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS rr ?' r � SUBMITTED BY: RAY SILVER, City Administrator ,� crz M PREPARED BY: MICHAEL P. DOLDER, Fire Chief/Information Systems Director SUBJECT: AUTHORIZATION TO REPLACE .DAMAGED FIRE DEPARTMENT STAFF VEHICLES Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Should two Fire Department staff vehicles, which were demolished in two separate traffic accidents, be replaced? Funding Source: An appropriation of$43,000 from the undesignated, unappropriated fund balance of the Equipment Replacement Fund to the Equipment Replacement Fund (55340102.85050) is being recommended to fund replacement of these two vehicles. Recommended Action: MOTION TO: Approve and authorize the appropriation of$43,000 from the undesignated, unappropriated fund balance of the Equipment Replacement Fund and transfer to the Equipment Replacement Fund (55340102.85050). Alternative Action(s): Do not replace the vehicles. Analysis: Two Fire Department staff vehicles were involved in separate traffic accidents on October 1, 2001 and January 15, 2002. The Public Works Department Vehicle Body Shop has determined that the two Fire Department staff vehicles are total losses. The first vehicle, a 1989 Chevrolet Celebrity, License Number E261984, which sustained front-end damage on October 1, 2001, was assigned to a member of the Fire Department Fire Prevention Division, and used daily to conduct fire prevention inspections, respond at night and on weekends to reported overcrowding at restaurants and bars, inspection of locations requesting fire permits for hazardous conditions or occupancies with high life-loss potential. Members of the Fire Prevention Division also respond to fires and other emergencies that require preliminary investigation to determine cause and origin. No insurance reimbursement will be received. REQUEST FOR COUNCIL ACTION MEETING DATE: April 15, 2002 DEPARTMENT ID NUMBER: FD 02-004 Analysis: (continued) The second vehicle, a 1992 Chevrolet Lumina, License Number E345091, was rear-ended on January 15, 2002. The insurance company of the driver responsible for the accident will be reimbursing the City for the full replacement value. These funds will be deposited into the Fire Department's "Property Damage Reimbursement Account"when they are received. It was assigned to a Fire Department Arson Investigator in the Fire Prevention Division and utilized for emergency response to investigate large-loss fires, fires involving injury or death, and to determine responsibility for hazardous material spills. Staff recommends approval to purchase two replacement staff vehicles from the Equipment Replacement Fund (Financial Impact Statement, Attachment 1) in order for the assigned personnel to respond to emergency call back in safe, reliable and dependable vehicles. Currently, the Fire Department is utilizing vehicles that have been identified for surplus. Each vehicle is over 10 years old, has excessive mileage, is in poor mechanical condition and is costly to maintain. Environmental Status: Not applicable. Attachment(s): City Clerk's Page Number No. Description 1 Financial Impact Statement RCA Author: Dolder/Burney/Justen FD02 004 Replacement of Damaged Vehicle.doc -2- 4/4/2002 8:18 AM A TTA CHMENT 1 � CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION To: Ray Silver, City Administrator From: Clay Martin, Director of Administrative Services Subject: FIS 2002-13 Authorization to Replace Damaged fire Department Vehicles Date: April 2, 2002 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for "Authorization to Replace Damaged fire Department Vehicles". If the City Council approves this request (total appropriation $43,000), the estimated working capital of the Equipment Replacement Fund at September 30, 2002 will be reduced to $3,894,670. Clay Ma:A/dministrative Director Services RCA ROUTING SHEET INITIATING DEPARTMENT: FIRE SUBJECT: AUTHORIZATION TO REPLACE DAMAGED FIRE DEPARTMENT VEHICLE COUNCIL MEETING DATE: APRIL 15, 2002 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attome ) Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attome Not Applicable Certificates of Insurance (Approved by the City Attome ) Not Applicable Financial Impact Statement (Unbud et, over$5,000) Attached Bonds (If applicable) Not Applicable Staff Report If applicable) Not Applicable Commission, Board or Committee Report If applicable) Not Applicable Findings/Conditions for Approval and/or Denial Not Applicable EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FORWARDED Administrative Staff Assistant City Administrator Initial City Administrator Initial City Clerk EX2LANATION FOR RETURN OF ITEM: t a /� Cam-✓ W' � C. (Beiow SpaceFor Only) RCA Author: Dolder/Burney/Justen