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Title:
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(1) Invitation to the Parks, Recreation and Community Services (PRCS) Commission from the City Council to Provide Comment during the City’s Fiscal Year 2015/2016 Budget Process; and (2) (If Desired) Comment on the PRCS Department Budget and Work Plans.
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City of Culver City, California
Agenda Item Report
Meeting Date: _03/03/15__ Item Number: _A-1
PRCS COMMISSION AGENDA ITEM: (1) Invitation to the Parks, Recreation and
Community Services (PRCS) Commission from the City Council to Provide
Comment during the City’s Fiscal Year 2015/2016 Budget Process; and (2) (If
Desired) Comment on the PRCS Department Budget and Work Plans.
Contact Person/Dept.: Dan Hernandez,
PRCS Director
Phone Number: (310) 253-6655
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: (Email) Meetings and Agendas – Parks, Recreation and Community
Services Commission (02/27/15).
Department Approval:Dan
Hernandez(02/24/15)
City Attorney Approval: N/A
Chief Financial Officer Approval: N/A City Manager Approval: N/A
RECOMMENDATION:
Staff recommends that the Parks, Recreation and Community Services (PRCS)
Commission(1) acknowledge the invitation to the Parks, Recreation and Community
Services (PRCS) Commission from the City Council to provide comments during the
City’s Fiscal Year 2015/2016 Budget Process; (2) (if desired) commenton the PRCS
Department Budget and Work Plans; and, (3) receive and file the report.
BACKGROUND:
Beginning in Fiscal Year 2014/2015, the City Council instituted an enhanced budget
process. This process provides additional opportunities for the public to provide
input into the budget document. Further, the City Council now specifically invites
members of the City’s Commissions, Committees, and Boards to provide comments
during the City’s Fiscal Year 2015/2016Budget Process.
Members of the City’s Commissions, Committees and Board are welcome to attend
any and all of the public meetings of the City Council at which the budget will be
reviewed and ultimately considered for adoption by the City Council. The Official
Budget Calendar is provided as Attachment A.
At the February 23, 2015 City Council meeting, the City’s Chief Financial Officer Jeff
Muirpresented the Fiscal Year 2014/2015 Mid-Year Budget Monitoring Report as
well has an updated General Fund Financial Forecast. In addition, he provided
notification inviting public comment and input for the upcoming proposed Budget for
Fiscal Year 2015/2016. City of Culver City, California
Agenda Item Report
DISCUSSION:
PRCS Department Budget Information
Slides highlighting various aspects of the projected proposed Fiscal Year 2015/2016
PRCS Department Budget, based on the current Budget, are provided as
Attachment B. A list of the Parks, Recreation and Community Services
Department’s Enhancements and Reductions and a full copy of the Departmental
Budget have been excerpted from the online Fiscal Year 2014/2015 Adopted Budget
Bookand are available for viewing on the City’s website at the following link:
http://www.culvercity.org/~/media/Files/PRCS/CouncilItems/FY%20201415PRCS%2
0Dept%20Adopted%20Budget.ashx
Alternately, this 58-page document can be accessed by going to the PRCS
Department’s Homepage at http://www.culvercity.org/Government/PRCS.aspx and
selecting “PRCS Dept. Agenda Items” from the menu on the left side of the page (it
is the third from last link).
Preliminary Information Regarding Fiscal Year 2015/2016 Proposed Enhancements
Enhancements to the Budget include both those new expenditures that require
additional funding and those that are offset by revenue and/or other proposed
budget reductions. Although the Department is currently in the initial stages of the
Budget Process, the PRCS Director is considering making specificenhancement
requests for Fiscal Year 2015/2016. The first two potential requests are based on
both demonstrated demand by the public and the ability to offset enhancements with
increased revenues:
• Three (3) additional Senior Recreation Leaders: One for the Teen Center, one
for Teen Camp and one for Summer Camp. It is anticipated that these
enhancements will be offset with the additional revenue generated through
increased participation in the affected Programs.
• Three (3) part time staff to manage the Fitness Center at Senior Center. This
enhancement will be offset 100% by Culver City Senior Citizen Association
(CCSCA) fees.
• One Senior Center Security Guard with a work schedule of approximately 20
hours per week. This position, which was created in Fiscal Year 2014/2015 is
currently being supported by funding provided by the City Manager’s Office.
In Fiscal Year 2015/2016, the cost of this position will be transferred to the
PRCS Department. There is no planned offset for this enhancement.
City of Culver City, California
Agenda Item Report
It should be noted that these requests are not final pending further review and
discussions with parameters to be set by City Manager as well as recommendations
from staff related to program needs.
FISCAL ANALYSIS:
There is no fiscal impact associated with the discussion of this Agenda Item.
ATTACHMENTS:
A. Budget Calendar – Fiscal Year 2015/2016
B. Highlights of Projected Proposed Fiscal Year 2015/2016 PRCS Department
Budget
MOTIONS:
That the Parks, Recreation and Community Services Commission:
1. Acknowledge the invitation to the Parks, Recreation and Community Services
(PRCS) Commission from the City Council to provide comments during the
City’s Fiscal Year 2015/2016 Budget Process;
2. (If Desired) Provide comments on the PRCS Department Budget and Work
Plans; and,
3. Receive and file the report.
MEETING DATE: March 3, 2015
AGENDA ITEM: (1) Invitation to the Parks, Recreation and Community
Services (PRCS) Commission from the City Council to
Provide Comment during the City’s Fiscal Year 2015/2016
Budget Process; and (2) (If Desired) Comment on the PRCS
Department Budget and Work Plans.
ATTACHMENTS
Pages
A. Budget Calendar – Fiscal Year 2015/2016
1 - 2
B. Highlights of Projected Proposed Fiscal Year 2015/2016
PRCS Department Budget
3 - 5
Page 1 of 2
BUDGET DUE DATE PARTICIPANTS TASK/ACTIVITY
OB/CIP 11/24/2014 Budget & Finance Preliminary General Fund Year-End Report on FY13-14
OB/CIP/SA
Week of
1/19/2015
Budget & Finance Mid-Year Budget Review Process Kick-Off
OB/CIP 2/9/2015 Budget & Finance Print Public Notice (for 2/23/2015)
OB/CIP/SA
Week of
2/9/2015
City Manager/ Executive
Management/ Budget &
Finance
Mid-Year Review Departmental Meetings with City Manager
(if needed)
City Council Presentation
- Presentation of Mid-Year Results
- Projection for year-end and Updated 5-Year Forecast
- Pre-Proposed Budget Public Comment Period
OB/CIP/SA 2/2 - 4/8/2015
Commissions / Boards /
Committees
Commissions, Boards & Committee Discussion on
Budget/Work Plan Recommendations
- Department Presentations & Discussions of FY14-15 Work
Plan Status Updates & Proposed FY15-16 Work Plans
- Department Presentations & Discussions of Grant Funding
Utilization and Opportunities
- City Council Input on Work Plans & Priorities and Grant
Funds
OB/CIP/SA 3/9/2015 Budget & Finance Public Notification of Budget Input Box
Budget Kickoff
- Distribute work packets/guidelines, and other materials
- Distribute Capital Project Forms
- Presentation on Budget Preparation
OB/CIP/SA 4/8/2015
Commissions / Boards /
Committees
Commission, Boards & Committees Recommendations Due
to Applicable Department Director and City Manager
Budget Materials Due from Departments
- Departments Submit Proposed Budget
- Departments Submit Proposed Capital Improvement
Projects
OB=Operating Budget CIP=Capital Improvement Program
Budget & Finance /
Executive Management
OB/CIP/SA 3/24/2015
City Council/ City Manager
/ Budget & Finance /
Executive Management
OB/CIP/SA 2/23/2015
Budget Calendar
Fiscal Year 2015 - 16
Executive Management 4/13/2015 OB/CIP
City Council/ City Manager
/ Budget & Finance /
Executive Management
3/9/2015,
3/10/2015,
3/23/2015
OB/CIP
ATTACHMENT APage 2 of 2
BUDGET DUE DATE PARTICIPANTS TASK/ACTIVITY
OB=Operating Budget CIP=Capital Improvement Program
Budget Calendar
Fiscal Year 2015 - 16
OB/CIP/SA
4/14 -
4/24/2015
City Manager/ Executive
Management/ Budget &
Finance
Departments meet with City Manager (as necessary)
OB/CIP 4/27/2015 Budget & Finance Print Public Notice (for 5/11/2015)
OB/CIP/SA
4/27-
5/6/2015
Budget & Finance
Prepare and assemble 2015-16 Proposed Budget and Related
Documents / Prepare Gann Limit / Prepare "Budget at a
Glance"
OB/CIP/SA
Week of
5/4/2015
Information Technology
Dept. - Graphic Services
Print Proposed Budget Documents
OB/CIP/SA 5/11/2015
City Council/City
Manager/Budget & Finance
Presentation of Proposed Budget / Public Comment
OB/CIP/SA
5/26/2015 &
6/8/2015
(Tentative)
City Council/City
Manager/Budget &
Finance/Executive
Management
Departmental Presentations to City Council
OB/CIP 5/26/2015 Budget & Finance Print Public Notice (for 6/8/2015)
OB/CIP 6/8/2015 City Council 2nd Public Comment Period on Proposed Budget
OB/CIP 6/8/2015 Budget & Finance Print Public Notice (for 6/22/2015)
Final budget Public Hearing / Budget Adoption
- Adopt 15-16 Budget and Prop 4 Gann Limit
- Adopt 15-16 Capital Budget
OB/CIP/SA 7/1/2015 Budget & Finance Implement Adopted 2015-16 Budget
OB/CIP/SA
July / August
2015
Budget & Finance
Update budget book to reflect City Council decisions and
update final 2014-15 accomplishments
OB/CIP/SA
July / August
2015
IT/Graphic Services Print Adopted Budget Document
OB/CIP/SA
July / August
2015
Budget & Finance Post Adopted Budget on City Website
City Council/City
Manager/Budget & Finance
6/22/2015 OB/CIP/SA2/24/2015|1010|? Total Budget >$7,635,172
• Similar to FY 2014/2015 Budget
• @ 7.6% of City’s General Fund expenditure
• 32.59 Regular Positions
• 77,823 Casual Part-Time Hours
• Proposed Increases to Part-Time Staff:
? 3 Senior Recreation Leaders
? 3 Fitness Center Managers
? Senior Center Security Guard (contracted)
Fiscal Year 2015 / 2016
Projected Proposed Budget
Fiscal Year 2015 / 2016
Projected Expenditures
% ofTotal
Administration 7.6%
Facilities 14.2%
Recreation 27.7%
Parks 32.1%
Sr. Social Services/RSVP 12.8%
Operating Grants 5.7%
ATTACHMENT B
Page 32/24/2015|1010|Fiscal Year 2015 / 2016
Projected Revenues
% ofTotal
General Revenues 62.4%
Operating Grants 4.6%
Recreation 17.1%
Permits 2.0%
VMC Rentals 12.0%
Miscellaneous Revenue 0.5%
Donations 1.5%
LOCATION DESCRIPTION
Syd KronenthalPark New Playground & Surfacing
Fox Hills Park Install Shade Structure
Downtown
Re-landscapeRestaurant Row and
Downtown Plaza
MultipleSites Water Auditsto CertifyBackflow Devices
SeniorCenter 14 Large Boulders as Barricade
Current Projects
Capital Improvements
Page 42/24/2015|1010|LOCATION DESCRIPTION
Studio Estates
Re-landscapePortions of the
Right of Way
CC ParkNature Trail Rehabilitation/Potential BHC Grant
Dog Park Retaining Wall Repair/Refurbishment
CWA Park PaddleTennis Court Re-surfacing
MultipleSites Irrigation Upgrades per AB-1881
Current / Upcoming Projects
Capital Improvements
? Upgrade Playground Equipment
-Blair Hills Park -Lindberg Park
-Tellefson Park -El Marino Park
-Culver West Alexander Park
? Turf Renovation
-Syd Kronenthal Park
-Veterans Memorial Park
? Remodel to Create More Usable Space
-Senior Center Courtyard
Projected Future Projects
Unfunded / Underfunded
Page 5