HomeMy WebLinkAbout05.08.2024@100 SP Budget Standing Committee of the City CouncilWednesday, May 8, 2024
1:00 PM
City of South San Francisco
P.O. Box 711 (City Hall, 400 Grand Avenue)
South San Francisco, CA
City Manager's Conference Room, 400 Grand Avenue
South San Francisco, CA 94080
Budget Standing Committee of the City Council
JAMES COLEMAN, Mayor
MARK ADDIEGO, Councilmember
Special Meeting Agenda
1
May 8, 2024Budget Standing Committee of the
City Council
Special Meeting Agenda
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2
May 8, 2024Budget Standing Committee of the
City Council
Special Meeting Agenda
CALL TO ORDER
ROLL CALL
AGENDA REVIEW
PUBLIC COMMENTS- Comments are limited to items on the Special Meeting Agenda.
MATTERS FOR CONSIDERATION
Motion to approve the Minutes for the meeting of April 9, 2024.1.
Report regarding the City of South San Francisco Operating Budget for Fiscal Year
2024-25 (Karen Chang, Director of Finance)
2.
Report regarding proposed Capital Improvement Program for the Fiscal Year 2024-25.
(Eunejune Kim, Director of Public Works/City Engineer, and Matthew Ruble,
Principal Engineer)
3.
ADJOURNMENT
Page 3 City of South San Francisco Printed on 5/6/2024
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:24-461 Agenda Date:5/8/2024
Version:1 Item #:1.
Motion to approve the Minutes for the meeting of April 9, 2024.
City of South San Francisco Printed on 5/6/2024Page 1 of 1
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CALL TO ORDER TIME: 3:00 p.m.
ROLL CALL PRESENT: Mayor Coleman
Councilmember Addiego
AGENDA REVIEW
None.
PUBLIC COMMENTS
None.
MATTERS FOR CONSIDERATION
1. Motion to approve the Minutes for the meeting of February 05, 2024.
Motion – Councilmember Addiego / Second – Mayor Coleman: to approve the minutes. The motion
carried unanimously.
2. Report regarding the discussion of City of South San Francisco Operating Budget for Fiscal
Year 2024-25. (Karen Chang, Director of Finance)
City Manager Ranals noted that staff was seeking direction and that a subsequent meeting would
occur in May. Director Chang stated the report was preliminary and echoed that findings would be
reviewed again in May.
Director Chang presented the report and shared the City’s projected deficit and reviewed
contributions to the deficit to include the revenue and expenditures assumptions, general fund
revenues, balance budgeting strategies, and one-time resources.
Councilmember Addiego inquired about the timeline of the Community Benefits Program. City
Attorney Woodruff noted there was not a timeline on the development agreement.
City Manager Ranals clarified that staff was directed to hold off on recruitment for vacancies and
noted that the 3 million department cuts have not been finalized and are still under review. Mayor
Coleman suggested expanding the list of department cuts so that the Council can review and agree on
items.
MINUTES
SPECIAL MEETING
BUDGET STANDING COMMITTEE
OF THE CITY OF SOUTH SAN FRANCISCO
TUESDAY, APRIL 9, 2024
3:00 p.m.
City Hall, City Manager’s Conference Room
400 Grand Avenue, South San Francisco, CA
5
SPECIAL BUDGET STANDING COMMITTEE MEETING APRIL 9, 2024
MINUTES PAGE 2
Mayor Coleman inquired about the excess revenue in Measure W. Director Chang discussed the
excess revenue and balance of the funds. City Attorney Woodruff clarified the purpose of the Measure
W Committee and stated that if Council provided direction there is the ability to utilize those funds.
Department representatives reviewed and discussed their potential cuts and items for savings.
The Council and staff continued to engage in questions and discussions and suggested potential
measures for savings to include the sale of DNA Way, leasing of Orange Library, Community
Facilities District funds, and staffing. Direction and feedback was provided to staff.
ADJOURNMENT
Being no further business, Mayor Coleman adjourned the meeting at 4:56 p.m.
Submitted by: Approved by:
Jazmine Miranda James Coleman
Assistant City Clerk Mayor
Approved by the Budget Standing Committee: / /
6
City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:24-450 Agenda Date:5/8/2024
Version:1 Item #:2.
Report regarding the City of South San Francisco Operating Budget for Fiscal Year 2024-25 (Karen Chang,
Director of Finance)
BACKGROUND/DISCUSSION
Due to the formatting limitations of the City’s Agenda Management platform, the full staff report accompanying
this agenda item is being attached as Exhibit A of this report.
Attachments:
Att 1 - General Fund Revenue and Expenditure Report
Att 2 - New Request - Positions
Att 3 - New Request - Supplies and Services - General Fund and Other Funds
Att 4 - City Wide Balancing Measure Details
City of South San Francisco Printed on 5/6/2024Page 1 of 1
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City of South San Francisco Page 1 of 9
City of South San Francisco
Legislation Text
File#: 24-450 Agenda Date: 5/8/2024
Version: 1 Item #: 2
Report regarding the City of South San Francisco Operating Budget for Fiscal Year 2024-25. (Karen
Chang, Director of Finance)
RECOMMENDATION
It is recommended that the Budget Standing Committee provide feedback in preparation for the
City Council study session on May 22, 2024 related to the establishment of the City’s Fiscal Year
(FY) 2024-25 operating budget.
BACKGROUND/DISCUSSION
During the revenue enhancement study session in November 2023, staff discussed with the City Council
about the City’s General Fund structural deficit as reflected in the updated General Fund 10 -Year Long
Range Forecast. The General Fund is the City’s largest and core operational fund, where general taxes are
accounted for and the bulk of the City’s core services are accounted for and delivered by departments such
as Economic and Community Development, Fire, Library, Parks and Recreation, Police, Public Works,
and City Administration.
The discussion of this report will be focused mainly on the General Fund operating budget.
FY 2023-24 Budget Update
City Council adopted the FY 2023-24 mid-year budget on February 28, 2024. During the mid-year review,
staff updated the year end projections to reflect a potential $2.1 million shortfall for FY 2023-24. As
presented during the FY 2023-24 mid-year budget, General Fund Total Revenues were projected to be
$140.3 million.
As shown in the table below, the General Fund is projected to end the fiscal year with $146.0 million in
total revenues, which reflects $5.7 million more in property tax residual (as a taxing entity) from the former
Redevelopment Agency (RDA) than anticipated, reflecting the impact of long -term growth and
development of the RDA on assessed value. FY 2023-24 expenditures are projected at $155.3 million,
which would result in a General Fund surplus of approximately $3.1 million.
Should actual revenues prove to be stronger than expected or expenditures come in less than budgeted, this
would translate into a smaller deficit or surplus, which would boost the available General Fund unassigned
fund balance.
P.O. Box 711
(City Hall, 400 Grand Avenue)
South San Francisco, CA
8
File#: 24-450 Agenda Date: 5/8/2024
City of South San Francisco Page 2 of 9
Table 2: Projected City Reserves Summary
For June 30, 2024
(in millions)
General Reserves (20% set aside) $27.0
Pension Stabilization Reserves 5.8
Infrastructure Reserves 4.4
Total Reserve Levels $37.2
Available Unassigned Fund Balance (1) 25.6
Reserves & Surplus Fund Balance $62.8
(1) Est. balance includes the $3.1million surplus projection
FY 2024-25 Proposed Budget
Due to a projected deficit of approximately $19.2 million for FY 2024-25, staff held a study session with
the Budget Sub-Committee on April 9, 2024 to seek guidance.
After the April 9th meeting, the City Manager directed each department to reduce their operating budget by
5% to help balance the FY 2024-25 budget.
There are still looming economic uncertainties. Given that the Federal Reserve continues to raise interest
rates to try to combat inflation, revenue projections remain uncertain. In particular, the projections are
sensitive to changes in personal income, inflation, interest rates, and the extent to which workers return to
offices. Nevertheless, the projections presented reflect the most up to date economic and financial data
available.
The FY 2024-25 Operating Budget has been developed assuming many of the revenue categories would
experience moderate to flat growth. On the expenditure side, the proposed payroll budget incorporates all
the approved positions during FY 2023-24 as well as all the COLA increase per MOU agreements.
Contracts for AFSCME, Confidential, and Mid-Management bargaining units expire on June 30, 2024.
The FY 2024-25 proposed budget includes approximately $648,200 in personnel requests and $2,151,600
in supplies and services requests. More detailed information about these requests can be found in
Attachment 2 to this report.
Table 1: FY 2023-24 Y/E Projections (in millions)
Revenues $ 146.0
Add: Carryover Purchase
Orders/Capital
Improvement Plan budget
12.4
Less: Expenditures ($155.3)
Net Surplus/(Deficit) $3.1
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For the FY 2024-25 proposed budget, expenditures are projected to exceed the revenue by approximately
$11.4 million.
To balance the FY 2024-25 budget, the City Manager directed departments to reduce their operating budget
by 5%. Detailed information about the reduction from each department can be found in Attachment 4. To
maintain the current level of services, staff recommends transferring $3 million from Measure W (Fund
101) to the General Fund to cover public safety and park and recreation staff costs. To bridge the remaining
gap, staff recommends the Budget Sub-Committee consider using $8.4 million from the General Fund
unassigned fund balance. Consistent with best practices and the City’s past practice, staff provide a mid-
year budget update. If revenue projections are stronger than anticipated or expenditures are lower than
budgeted, staff will recommend the appropriate budget adjustments. Due to the uncertainty of the business
license tax measure, staff made no changes to the business license tax projections.
For the upcoming fiscal year, FY 2024-25, the Finance Department is projecting operating revenues of
$136.1 million and $147.5 million in operating expenditures which will result in a projected deficit of
$11.4 million.
1. FY 2024-25 GENERAL FUND REVENUE PROJECTIONS
The FY 2024-25 Operating Budget has been developed assuming many of the revenue categories would
experience moderate to flat growth.
1. Property Tax revenue is projected higher based on historical information
2. Sales Tax is expected to increase slightly
3. TOT revenue with modest increase
4. Franchise Fee with a moderate increase
5. Permit Fees slightly increase from mid-year forecast
The General Fund revenue forecast (not including Measure W) for FY 2024-25 is shown below, set against
FY 2023-24 budget and FY 2022-23 actuals (in thousands):
Table 3: FY 2024-25 Projections
(in millions)
Total Revenues $136.1
Measure W 3.0
Use of General Fund
Unassigned Fund Balance
8.4
Total Resources $147.5
Less: Expenditure (147.5)
Net Surplus/ (Deficit) Balanced
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Revenue Types
FY2022-23 FY2023-24 FY2024-25
Actuals
Adopted
Budget
Adjusted
Budget*
Proposed
Budget
Percentage
Change from
FY2023-24
Taxes $ 100,571 $ 93,192 $ 91,882 $ 94,563 1.5%
Property Tax 54,041 47,980 49,280 50,200 5.0%
Sales Tax 21,735 23,352 21,952 23,213 -1.0%
Transient Occupancy Tax 16,735 14,910 14,000 14,500 -3.0%
Other Tax 8,060 6,950 6,650 6,650 -4.0%
Franchise Fees 5,241 4,600 4,600 6,200 35.0%
Licenses and Permits 20,468 16,963 12,463 13,610 -20.0%
Fines & Forfeitures 757 700 700 873 25.0%
Intergovernmental 3,559 3,140 6,010 3,588 14.0%
Charges for Services 11,673 9,709 11,569 10,562 9.0%
Money & Property -341 3,940 4,450 4,455 13.0%
Other Revenues 353 338 338 283 -16.0%
Transfers In 5,284 2,594 3,718 1,934 -25.0%
PO/CIP Rollover 12,438 -
ARPA 4,987 4,987 - -100%
TOTAL REVENUES $ 147,565 $ 140,163 $153,155 $ 136,068 -3.0%
*Adjusted budget includes approx. $12.4 million of CIP and PO rollovers made throughout the fiscal year.
Property Tax remains the City’s largest revenue component and is projected to be $50.2 million in FY
2024-25. Property tax revenues have increased at an annual rate of 6% over the last five years from the
economic boom along with robust developments. However, high interest rates and a slowing economy are
expected to dampen the growth of property valuation in this upcoming fiscal year. Staff has factored in
modest growth in FY 2024-25. This revenue stream is also overshadowed by the risk of increasing Property
Tax In-Lieu of Vehicle License Fees (VLF) shortfalls from declining numbers of non-basic aid schools.
Following the previous practice, the County of San Mateo, on behalf of itself and all the municipalities
within the county, filed a claim with the State of California in August 2023 for the $70.0 million FY 2022-
23 VLF shortfall, which the State will consider as a part of its FY 2024-25 budget for appropriation. At
present, the State’s proposed FY 2024-25 budget does not include any appropriations for the FY 2022-23
VLF county-wide shortfall of $70.0 million (of which the City’s share is $3.0 million). The State of
California has consistently approved budget appropriations since FY 2019-20 for San Mateo County’s VLF
shortfall. The City has submitted a letter to its state representatives to address this matter. To be
conservative, staff has realigned the projection for VLF for FY 2024-25 based on the latest information
available.
Sales Tax revenues have been revised upward by $1.2 million for FY 2024-25 based on the latest forecast
from the City’s sales tax consultant.
Transient Occupancy Tax (TOT) was hit the hardest during FY 2020-21 with collection dropping to an
all-time low of $6.7 million (40% of the pre-pandemic amount.) Since then, this revenue stream has
demonstrated a strong recovery, however, during FY 2023-24, TOT has not rebounded as quickly as staff
has hoped for. Based on the current industry trend, staff anticipates TOT might stay flat in the upcoming
year.
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Licenses and Permit revenues had been relatively stable prior to FY 2022-23 as construction and
economic development throughout the City was strong. Rising interest rates triggered by untamed inflation
starting in mid-2022, along with recent bank collapses, casts a shadow on the economy and presents a
challenging environment for developers in FY 2024-25. Staff is cautiously optimistic about the
development growth within the city boundary and project a modest increase in revenues related to
construction and economic development from mid-year projection.
Franchise Fee includes a one-time electronic billboard revenue of $1.4 million for FY 2024-25.
Charges for Services revenues experienced a significant downturn during the pandemic. For FY 2024-25,
staff expects to see a continued moderate increase to charges for services. As discussed during mid-year
budget, the planning and building permits have been negatively impacted by the higher interest rate
environment. However, we budgeted higher revenue from Fire for the GEMT program.
Use Money & Property is budgeted as the same level as FY 2024-25 as staff expects the Federal Reserve
to start reducing the federal funds rate in FY 2024-25.
2. PROPOSED FY 2024-25 GENERAL FUND EXPENDITURES
The following table shows the proposed FY 2024-25 General Fund expenditure budgets by department
(in thousands).
Expenditure Type
FY2022-23 FY2023-24 FY2024-25
Actuals
Adopted
Budget
Adjusted
Budget
2025
Proposed
Percentage
Change from
FY2023-24
Adopted
City Council $ 242 $ 269 $ 269 $ 306 14.0%
City Clerk 1,028 1,265 1,265 1,198 -5.0%
City Treasurer 35 133 132 170 28.0%
City Attorney 1,220 1,109 1,109 1,459 32.0%
City Manager 3,820 4,931 5,221 3,891 -21.0%
Finance 3,090 3,992 4,520 3,883 -3.0%
Non-Departmental 9,357 1,894 1,894 1,894 0.0%
Human Resources 2,221 2,885 2,995 2,700 -6.0%
Econ. & Comm. Development 11,771 8,500 12,514 8,573 1.0%
Fire 35,513 32,762 34,339 36,636 12.0%
Police 36,283 36,838 36,952 37,893 3.0%
Public Works 7,936 11,954 13,822 12,285 3.0%
Library 6,475 8,045 8,473 8,458 5.0%
Parks & Recreation 20,503 24,675 27,394 27,209 10.0%
CIP 689 900 4,376 900 0.0%
TOTAL GENERAL FUND
EXPENDITURES 140,183 140,152 155,276 147,455 5.0%
Information Technology (ISF) 3,771 4,443 5,038 4,321 -3.0%
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FY 2024-25 Expenditure Projection
Higher payroll costs for FY 2024-25 are largely due to:
1. 3% COLA, approximately $3.0 million
2. Increase in healthcare costs roughly resulted in $1.3 million increase for the General Fund
a. 17% Kaiser
b. 7.9% for Blue Shield
c. 10% decrease in Dental
3. Increase of overall Pension costs of $2.7 million due to CalPERS’ investment losses from FY 2021-
22; The General Fund’s share of the increased pension cost is $2.1 million.
Attachment 2 to this report provides a detailed explanation of each department, along with the proposed
General fund budget breakdown of payroll, supplies and services, and interdepartmental charges. It also
includes the IT department summary which is accounted for in the internal service fund.
Attachment 3 of this report shows a draft summary of the balancing measures submitted by each
department.
The following narrative provides additional information for each of the major expenditure categories.
Payroll:
• Total payroll costs, which includes salaries, wages, overtime, healthcare, pension, and other
benefits, are projected to be $117.3 million. The projected cost reflects negotiated increases in
employee compensation, increases in cost of healthcare, and an increase in pension contributions.
• The payroll costs take into consideration the City’s required annual Unfunded Accrued Liability
(UAL) payment to CalPERS. The UAL payment is the City’s obligation and is based on an
amortization schedule provided by CalPERS. It is calculated based upon the assets that are in the
City’s pension plans versus how much is required to pay pension benefits for all current and
future retirees. The total UAL obligation for FY 2024-25 is $19.9 million. This is a 14.4%
increase from the FY 2023-24 UAL payment of $17.4 million. The cost is much higher in FY
2024-25 because CalPERS’ investment return of negative 6.1% in FY 2021-22, which begins its
20-year amortization in FY 2024-25.
• There are 5.45 full-time equivalent (FTE) requests for FY 2024-25. The proposed budget
presented in Attachment 2 is inclusive of the position requests, re-classifications, and costing.
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City of South San Francisco Page 7 of 9
NEW PAYROLL REQUESTS
Departments FTE
Salaries and
Benefits
(General Fund)
Salaries and Benefits
(Solid Waste Fund)
City Council - $20,000 -
City Manager - 40,000 -
Library 1.45 166,584 -
Parks & Rec 4.50 268,483 -
Police - 62,510 -
Public Works -0.5 45,873 $44,745
Grand Total 5.45 $603,450 $44,745
• The positions listed in Attachment 2 are all positions within the department. However, the
operating expenditures shown are limited to the General Fund. As for operating departments such
as ECD, Public Works, and Parks and Recreation, some payroll expenditures are charged to other
funds.
Supplies and Services:
• The proposed budget includes all decision packages (new requests) submitted by departments that
have been reviewed by the City Manager and are subject to Council approval. Please refer to
Attachment 3 for details.
Interdepartmental Charges:
• Interdepartmental Charges are expenses that are accounted for in the General Fund (and other
funds as necessary) and summarily transferred out to fund “internal services”. The largest internal
service fund is for the Information Technology (IT) Department. In effect, the cost to fund IT
services, as an example, is calculated and then “charged” to various funds of which the General
fund is the largest component. The interdepartmental charges have not been finalized yet.
3. OTHER FUNDS
There are other funds that the Finance Department manages outside of the General Fund. The new requests
from other funds can be found in Attachment 3. Many of the final budgets for these funds are contingent
upon the adoption of the Capital Improvement Program (CIP) by City Council. The numbers may change
based upon Council’s action related to the FY2024-25 CIP program.
4. RESERVES
The City’s financial reserve funds are expected to be approximately $53.6 million. A breakdown is
shown below:
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The General Reserve, which represents at a minimum, 20 percent of the City’s annual revenue budget
excluding transfers in (General Fund), follows the best practices guidelines from the Government Finance
Officers’ Association (GFOA).
The Infrastructure Reserve is largely comprised of General Fund surpluses that were set aside over
previous years in anticipation of the City’s future infrastructure projects. The value shown is the
unencumbered monies available that have not yet been designated toward a project. It should be noted that
within the proposed FY 2024-25 Capital Improvement Program, a net $1.0 million of direct capital project
funding is requested from the Infrastructure Reserves has been included in the above number.
The CalPERS Stabilization Reserve was established through two separate Council actions in FY 2015-16
and FY 2017-18 totaling $5.546 million. Finance capitalized on the higher interest environment and set
up a separate investment account with the City’s investment manager, Chandler, in December 2022 that
yields a higher rate of return. As of March 2024, the balance of the account has grown to $5.8 million.
The Unassigned General Fund Balance is the available fund balance remaining in the General Fund (as
shown in the table in the summary section of this report) that has not been assigned for any particular
purpose. This balance will change depending on the extent to which expenditures may exceed revenues
(deficit) in FY 2023-24. It is important to note that the unassigned fund balance also acts as a buffer
allowing for the natural ebb and flow within the General Fund that occurs during the year as a result of the
mismatch between when revenues are received, and expenditures are incurred.
Although placed in different categories, the City Council, by majority vote, are allowed to use the above
reserve funds as necessary.
FISCAL IMPACT
For Fiscal Year 2024-25, the City’s General Fund is projected to have operating revenues of $136.1 million
with additional Measure W funding and use of General Fund Unassigned Fund Balance of $11.4 million
for a total of available revenues and resources of $147.5 million. Expenditures net of any carryover
purchase orders are projected to be $147.5 million, resulting in a balanced budget.
RELATIONSHIP TO STRATEGIC PLAN
The budget is the City’s spending plan that supports Priority Area 3, Financial Stability.
Estimated ending Financial Reserve for FY 2024-25
(in millions)
General Reserve $ 27.0
Infrastructure Reserve* 3.6
CalPERS Stabilization Reserve 5.8
Unassigned General Fund
Balance*
17.2
Total $ 53.6
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CONCLUSION
South San Francisco has weathered well during the pandemic and have since seen a steadily recovery of
revenue during the FY 2023-24. However, there is still a looming cloud of uncertainty in the economy.
Amid the high inflation, consumers are showing a softer demand for goods and are spending more on
services. Retail sales growth is at risk as consumers dip into savings and assume more debt, especially
with the Federal Reserve keeping interest rates higher for longer to try to curb inflation. The high interest
rate environment has caused a slowdown in the construction and real estate market as the cost of borrowing
remains elevated. Like most city governments, employee compensation remains the biggest portion of the
City’s operating budget.
In this upcoming budget, Staff recommend cautiously filling vacant positions and approving the
department’s requests to maintain critical services to the community. Staff recommend the committee to
approve the budget measures to reduce the overall expenditure but will allow the City to provide continued
services to the community. Staff recommends transferring $3 million from Measure W (Fund 101) to the
General Fund (Fund 100) to cover some of public safety and parks and recreation staff costs and use $8.4
million from the unassigned fund balance to balance this year’s budget. Staff will continue to explore other
avenues to increase revenue and will bring it forward to the sub-committee when such measures
materialize.
Staff intends to revisit the FY 2023-24 budget with City Council when the audit for the current fiscal year
is available (likely in February 2025) and adjust the budget as necessary based upon tax revenue trends and
other economic data indicators available at that time.
Staff welcomes feedback from the Budget Standing Committee related to the information contained herein.
Attachments:
Att 1 – General Fund Revenue and Expenditure Reports
Att 2 - New Request – Positions
Att 3 – New Request – Supplies and Services – General Fund and Other Funds
Att 4 - City Wide Balancing Measures Details
16
General Fund Revenue Summary Attachment 1
Revenue Type FY 2023 Actual
FY 2024
Adopted Budget
FY 2024
Adjusted
Budget
FY 2025
Proposed Budget
% of Total
Projected
Revenue
Property Taxes 54,041,118 47,980,000 49,280,000 50,200,000 37%
Sales Taxes 21,735,087 23,351,500 21,951,500 23,213,000 17%
Transient Occupancy Tax 16,735,087 14,910,000 14,000,000 14,500,000 11%
Other Taxes 8,059,817 6,950,000 6,650,000 6,650,000 5%
Franchise Fees 5,240,637 4,600,000 4,600,000 6,200,000 5%
License & Permits 20,467,645 16,962,894 12,462,894 13,610,000 10%
Fines & Forfeitures 757,019 700,000 700,000 873,000 1%
Intergovernmental (Grants)3,558,740 3,139,827 6,009,562 3,588,000 3%
Charges for Services 11,673,188 9,709,257 11,569,271 10,562,000 8%
Use of Money & Property (340,684) 3,940,000 4,450,000 4,455,000 3%
Other Revenues 353,379 337,826 337,826 282,500 0%
Transfers In 5,283,683 2,593,804 3,718,154 1,934,000 1%
PO/CIP Rollover - - 12,437,539 - 0%
ARPA - 4,987,373 4,987,373 - 0%
Total 147,564,716 140,162,481 153,154,119 136,067,500 100%
17
General Fund Expenditure Attachment 1
DEPARTMENT FY 2023 Actual
FY 2024
Adopted
Budget
FY 2024
Adjusted
Budget
FY 2025 Based
Budget
FY 2025 New
Request-
payroll
FY 2025 New
Request - SS
Cost Saving
Measures
FY 2025
Proposed
Budget
City Council 241,595 269,486 269,486 296,359 20,000 - (10,000) 306,359
City Clerk 1,027,826 1,265,010 1,265,011 1,243,010 - - (44,685) 1,198,325
City Treasurer 35,280 133,428 133,428 132,198 - 38,000 - 170,198
City Attorney 1,220,059 1,108,825 1,108,825 1,108,825 - 350,000 - 1,458,825
City Manager’s Office 3,819,858 4,931,075 5,221,126 4,552,881 40,000 - (702,176) 3,890,705
Finance Department 3,089,869 3,992,281 4,519,734 4,067,350 - - (184,630) 3,882,720
Non-Departmental*9,357,380 1,894,367 1,894,367 1,894,367 - - - 1,894,367
Human Resources Dept.2,221,160 2,884,524 2,995,351 2,831,976 - - (132,000) 2,699,976
Economic & Community Develop.11,770,931 8,499,933 12,513,633 9,197,246 - 138,723 (763,157) 8,572,812
Fire Department 35,512,513 32,761,869 34,339,443 36,604,257 - 852,000 (820,574) 36,635,683
Police Department 36,282,832 36,838,240 36,951,706 39,155,067 62,510 709,874 (2,034,709) 37,892,742
Public Works Department 7,936,326 11,954,045 13,821,528 12,933,608 45,873 - (694,890) 12,284,591
Library Department 6,475,274 8,044,806 8,473,086 8,666,143 166,584 23,000 (397,470) 8,458,257
Parks and Recreation Dept.20,503,316 24,675,441 27,394,407 27,164,304 268,483 40,000 (263,380) 27,209,407
CIP 688,940 900,000 4,375,873 900,000 - - - 900,000
TOTAL 140,183,159 140,153,330 155,277,004 150,747,590 603,450 2,151,597 (6,047,671) 147,454,966
Information Technology 3,770,987 4,443,433 5,037,801 4,369,487 - 121,800 (142,968) 4,321,433
18
FY2024-25 New Payroll Request Summary Attachment 2
Personnel Requests Funding Sources
Departments General Fund
Solid Waste
Reduction Fund Grand Total 5.45
City Council 20,000.00 20,000.00
Elected-Salary change effective 12/2024
N/A 20,000.00 20,000.00
City Manager 40,000.00 40,000.00
Reclass -Position Study (net cost)
N/A 40,000.00 40,000.00
Library 166,584.00 166,584.00
Literacy Services Assistant I - Hourly (x665)
0.85 64,170.00 64,170.00
Literacy Services Coordinator (A445)
0.60 102,414.00 102,414.00
Parks & Recreation 268,483.00 268,483.00
Recreation Leader II - Hourly (X365)
0.25 13,113.00 13,113.00
Recreation Leader III - Hourly (X370)
0.01 821.00 821.00
0.14 8,208.00 8,208.00
2.05 116,772.00 116,772.00
Recreation Leader IV - Hourly (X375)
2.05 129,569.00 129,569.00
Police 62,510.00 62,510.00
Police Lieutenant (M275)
1.00 381,170.00 381,170.00
Police Sergeant (C165)
(1.00) (318,660.00) (318,660.00)
Public Works 45,873.00 44,745.00 90,618.00
Engineer- Associate (M115)
(1.00) (241,174.00) (241,174.00)
Engineer- Senior (M340)
1.00 287,047.00 287,047.00
Office Specialist - Hourly (X415)
(0.50) 44,745.00 44,745.00
Grand Total 5.45 603,450.00 44,745.00 648,195.00
19
General Fund Attachment 3
FY2024-25 New Supplies and Services Request Summary
Supplies and Services Requests Funding Sources
Department General Fund
ATTORNEY
Legal service fees 350,000
ATTORNEY Total 350,000
ECD
Holiday Decorations 113,723
TDM Monitoring 25,000
ECD Total 138,723
Fire
Additional funds for ambulance billing 22,000
CMS cost reporting contractor 30,000
Funds to pay DHCS for PP-GEMT-IGT 640,000
Increase in ambulance radio monthly charges 25,000
Plan check contractual services 135,000
Fire Total 852,000
LIB
English as Second Language (ESL) State Library Grant
23,000
LIB Total 23,000
P&R
Supplies, snack, field trips, entry fees, etc 40,000
P&R Total 40,000
PD
Contract out - Parking Enforcement Officers 649,874
Mental Health Clinician for SSF -100%60,000
PD Total 709,874
TREASURER
Consultant increase cost 38,000
TREASURER Total 38,000
Grand Total 2,151,597
20
Other Funds
FY2024-25 New Supplies and Services Request Summary Attachment 3
Supplies and Services Requests Funding Sources
Department
Developer
Deposits
Fund
Asset Seizure/
Opioid
Settlement Fund
Sewer
Enterprise
Fund
Equipt
Replacement
Fund
Information
Technology
Fund
Public
Safety
Impact Fee
Fund
Commercial
Linkage Fee
Fund
Public
Arts-In-
Lieu Fund Grand Total
ECD
Analysis of Labor Standards Impacts on the Financial
Feasibility of Development Projects 30,000 30,000
Anti Displacement Task Force 220,000 220,000
Expanded Objective Design Standards 125,000 125,000
Ongoing Property Acquisition Work 200,000 200,000
Administration of Anti Displacement Task Force 50,000 50,000
ECD Total 125,000 500,000 625,000
IT
Computer Replacement 120,000 120,000
IT Total 120,000 120,000
P&R
Art Component for Oyster Point 60,000 60,000
Continuation of Rotating Solo Art Exhibit-LPR 3,500 3,500
P&R Total 63,500 63,500
PD
ALPR Cameras around the City 121,800 121,800
Mandated Radio Upgrade 125,000 400,000 525,000
Mental Health Clinician for SSF -100%196,000 196,000
PD Total 321,000 121,800 400,000 842,800
PW
Bulk chemicals 299,000 299,000
Gas and electricity costs for sanitary sewer pump
stations 50,200 50,200
Gas and electricity costs for WQCP 65,860 65,860
NBSU Outfall diffuser cleaning and testing (40,000) (40,000)
Polymer costs for operations at WQCP 423,500 423,500
Sanitary Sewer Overflow staff training 9,000 9,000
Waste disposal services cost increase -WQCP 5,400 5,400
PW Total 812,960 812,960
Grand Total 125,000 321,000 812,960 120,000 121,800 400,000 500,000 63,500 2,464,260
21
FY2024-25 Citywide Balancing Measures Attachment 4
Per Department Submissions
Funding Sources
Department
100
General
Fund
270
Developer
Deposits Fund
710
Sewer
Enterprise
Fund
720
Parking
District
Fund
785
Information
Technology
Fund Grand Total
City Clerk (44,685) (44,685)
Supplies/Services (44,685) (44,685)
Allow limited training and staff development opportunities for staff (2,825) (2,825)
Reduce election outreach, eliminate candidate binder (25,860) (25,860)
Reduce printing of Municode publications (10,000) (10,000)
Reduce purchase of office supplies and monitor expenses (2,000) (2,000)
Reduce staff development budget to only necessary certification training (4,000) (4,000)
City Council (10,000) (10,000)
Supplies/Services (10,000) (10,000)
Reduce District Outreach line item budget (10,000) (10,000)
City Manger (702,176) (702,176)
Personnel (395,712) (395,712)
Freeze Administrative Assistant I (125,847) (125,847)
Freeze- Management Analyst II (178,075) (178,075)
Transfer- Promotores 2.0 FTE to ECD (91,790) (91,790)
Supplies/Services (306,464) (306,464)
15Five, Taste of SSF, CMO Holiday Luncheon (5,198) (5,198)
Adjust to account for CMO getting closer to fully staffed. 3,950 3,950
Aligning budget with YTD trend. 5,490 5,490
Assumes city-wide newsletter will be issued at a similar frequency as 2022-23. (72,787) (72,787)
Bio conference, CSMFO, Cal Cities City Manager conference 3,856 3,856
Canva & Constant Contact 14,702 14,702
Every Kid Deserves a Bike-Need grant funding in order to continue the program (34,000) (34,000)
IT Purchases In other departments (5,025) (5,025)
Largely reflects the elimination of federal lobbyist (103,096) (103,096)
Lead for America fellowship (35,000) (35,000)
Leaves $10k available for recurring costs, including $5k for potential Farmers Market
move. (5,191) (5,191)
Leaves $28k in this line item for AmeriCorps fellow ($20k) + Management Fellow ($8k)
(13,380) (13,380)
Leaves $5k available for recurring costs. While we've historically never exceeded $2700 in
this line item, setting a new baseline at $5k with potentially additional resources needed
for the Communications Manager. (11,050) (11,050)
Legal services for Monsanto case- required legal cost 3,708 3,708
Membership for City and CMO- Cal Cities ($22k); Council report ($10k); National League
of Cities ($6k); 7,844 7,844
Provide adequate budget for DEI Officer to attend a couple of conferences 3,950 3,950
Reduce budget for misc. items, including stickers and cups (10,350) (10,350)
Reduction of discretionary budget (90,262) (90,262)
Remaining budget accounts for Employee holiday luncheon ($12k), Mayor large event
($25k), National Night Out ($5k); (12,950) (12,950)
SSF Community Chest (1,750) (1,750)
Storage fees (1,453) (1,453)
There is currently no budget in this line item 1,000 1,000
Translation & other communications services; newsletter design; texting/messaging
platform. 89,712 89,712
Year-end estimate is $20k. Historically, we've never spent more than $14k (59,600) (59,600)
Youth in Government ($7k) and Sister Cities ($15k) 20,416 20,416
ECD (763,157) (763,157)
Personnel (313,157) (313,157)
Buidling Official- Assistant (1.0 FTE) Freeze in FY2025 (210,602) (210,602)
Misc Hourly (1.0 FTE) - Eliminate position (51,366) (51,366)
Planner - Senior (1.0 FTE) Freeze in FY2025 (120,351) (120,351)
Research and Rehab Specialist PT (0.40 FTE) - Eliminate position (22,628) (22,628)
Transfer- Promotores 2.0 FTE from CMO to ECD 91,790 91,790
Supplies/Services (450,000) (450,000)
BIO Conference/Holiday Decorations Reduction (Both scaled back by 50%) (150,000) (150,000)
Reduce Professional services (300,000) (300,000)
Finance (184,630) (184,630)
Personnel (149,890) (149,890)
Delay in filling the Financial Analyst II position by 4 months (55,830) (55,830)
Delay in filling the Accounting Supervisor position by 4 months (60,560) (60,560)
Savings in underfilling the MA position with Accountant I (33,500) (33,500)
22
FY2024-25 Citywide Balancing Measures Attachment 4
Per Department Submissions
Funding Sources
Department
100
General
Fund
270
Developer
Deposits Fund
710
Sewer
Enterprise
Fund
720
Parking
District
Fund
785
Information
Technology
Fund Grand Total
Supplies/Services (34,740) (34,740)
Limit to essential travel for trainings and conferences, staff development- no overnight
travel (15,000) (15,000)
Reduce temporary staffing (8,840) (8,840)
Reduce contractual services budget (8,500) (8,500)
Reduce Rents and leases budget (2,400) (2,400)
Fire (820,574) (820,574)
Personnel (713,985) (713,985)
Defer hiring 3 paramedic/firefighters and promoting a Battalion Chief (298,090) (298,090)
Freeze MAI position (step 1) (164,564) (164,564)
Freeze Safety Inspector Trainee (Hourly) (181,331) (181,331)
Reduce Training Division Overtime (70,000) (70,000)
Supplies/Services (106,589) (106,589)
Reduce Clothing & Personal Expenditures (500) (500)
Reduce IT Purchases in Other Depts. (10,000) (10,000)
Reduce Maint. And Operation Equipment (5,000) (5,000)
Reduce or delay purchase of some books and publications (2,942) (2,942)
Reduce or delay purchase of some office supplies (1,300) (1,300)
Reduce or delay purchase of some operating supplies in training and suppression
(36,936) (36,936)
Reduce Staff Development / succession planning in all divisions (36,250) (36,250)
Reduce Travel and Conference to only essential (6,000) (6,000)
Reduce use or find other funding for postage (3,250) (3,250)
Reduce use or find other funding for printed materials (4,411) (4,411)
HR (132,000) (132,000)
Personnel (32,000) (32,000)
Eliminate or reduce youth summer internships (32,000) (32,000)
Supplies/Services (100,000) (100,000)
Reduce Classification & Compensation Consultant (20,000) (20,000)
Reduce HR Sponsored Department Training (Leadership Academy) (20,000) (20,000)
Reduce Recruitment Supplies and Services (10,000) (10,000)
Reduce Safety Training Consultant (20,000) (20,000)
Reduce Staff development budget (3,000) (3,000)
Reduce Travel/Conferences to essential (1,000) (1,000)
Reduce Youth Summer Internship Consultants (26,000) (26,000)
IT 80,000 (222,968) (142,968)
Supplies/Services 80,000 (222,968) (142,968)
Copier Managed Services (38,000) (38,000)
Reduce funding for computers and peripherals (6,825) (6,825)
Reduce funding for Network Equipment (42,000) (42,000)
Reduce Operation Equipment (servers, storage etc) (2,500) (2,500)
Reduce Professional and Consulting Services (75,000) (75,000)
Software maintenance annual increases 67,000 67,000
Software maintenance reduction (pay from non-general fund account) 80,000 80,000
Special Program Expenditure used for ad hoc projects (45,643) (45,643)
Software maintenance reduction (80,000) (80,000)
Library (397,470) (397,470)
Personnel (258,590) (258,590)
Delay hiring Management Analyst II for six months (1 FTE) (112,998) (112,998)
Librarian I - Hourly (0.06 FTE) (6,311) (6,311)
Librarian II - Hourly (0.09 FTE) (9,919) (9,919)
Library Assistant I - Hourly- 5% cut reduce in assistance with equipt, collection, programs
(.20 FTE); Reduce Makerspace open hours, class visits, special programming
(15,132) (15,132)
Library Clerk - Hourly (0.25 FTE); reduce Makerspace open hours, class visits, special
programming (13,396) (13,396)
Library Page - Hourly (2 FTE) (93,757) (93,757)
Literacy Services Assistant Coordinator - Hourly (0.02 FTE) (1,583) (1,583)
Literacy Services Assistant I - Hourly (0.02 FTE) (1,434) (1,434)
Office Specialist - Hourly (0.05 FTE) (4,060) (4,060)
Supplies/Services (138,880) (138,880)
Absorb special a/v and digital collections into other line items (10,500) (10,500)
23
FY2024-25 Citywide Balancing Measures Attachment 4
Per Department Submissions
Funding Sources
Department
100
General
Fund
270
Developer
Deposits Fund
710
Sewer
Enterprise
Fund
720
Parking
District
Fund
785
Information
Technology
Fund Grand Total
Cancellation of Wall Street Journal and digital science magazines recently added to
collection (18,567) (18,567)
Explore alternate sources to support network costs (6,938) (6,938)
Find another source for mainenance of equipment or cancel maintenance contracts
(4,000) (4,000)
GRANTS (10,500) (10,500)
Hold off on purchasing backup supplies until very low inventory (1,400) (1,400)
Reduce adult books and magazines collections by approx. 10% (10,000) (10,000)
Reduce adult programming of special speakers events (1,000) (1,000)
Reduce Gene Mullin CLC (GMCLC) printing budget (210) (210)
Reduce GMCLC maintenance of equipment budget (315) (315)
Reduce GMCLC postage budget (200) (200)
Reduce Grand Library a/v collections by 6% (1,000) (1,000)
Reduce Main Library children's a/v collections by 8% (1,000) (1,000)
Reduce Main Library special family and Makerspace programs and supplies (4,000) (4,000)
Reduce meeting and mileage expenses - GMCLC (100) (100)
Reduce meeting and mileage expenses - Project Read (400) (400)
Reduce meeting and mileage expenses general library (400) (400)
Reduce Phone service budget (1,000) (1,000)
Reduce popular adult a/v collections by approxiately 10% (9,700) (9,700)
Reduce promotional support for special programs (400) (400)
Reduce special programming for children and families (1,000) (1,000)
Reduce staff development funds; important to maintain some funding to support new staff
(3,000) (3,000)
Reduce technical processing, general library, special programming supply budgets
(5,000) (5,000)
Reduce Technology Equipment and Software Upgrades (4,000) (4,000)
Severely limit travel, conferences (10,000) (10,000)
This is the mandatory library network and equipment maintenance increases as a result of
increased technology and uses in the new library; this was submitted as an essential
budget increase that is not approved and will be a decrease, which will have to be covered
with additional reductions to Supplies and Services.
(34,250) (34,250)
Park & Rec (263,380) (263,380)
Supplies/Services (263,380) (263,380)
Arborist Technician (1.0 FTE) (141,130) (141,130)
Cultural Activities Grant (10,000) (10,000)
Eliminate Summer 2025 Field trips- budget line reduction (60,000) (60,000)
Stationary Engineer (1.0 FTE)) (52,250) (52,250)
Police (2,034,709) (2,034,709)
Personnel (2,028,209) (2,028,209)
Communications Dispatcher (1.0 FTE) (149,899) (149,899)
Miscellaneous Hourly (0.38 FTE) (50,772) (50,772)
Parking Enforcement Officer (2.0 DTE) (262,666) (262,666)
Police Officer (8.0 FTE)- Police officer positons cannot be frozen due to minimum staffing
and the need to provide continuous essential emergency services to the public. The
vacancies will be replenished with new officers, but that will happen gradually
(1,528,192) (1,528,192)
Police Property/Evidence Asst (.48 FTE) (36,680) (36,680)
Supplies/Services (6,500) (6,500)
Investigative Database. Future cost savings. Service eliminated. (6,500) (6,500)
Public Works (694,890) 164,794 131,496 (398,600)
Personnel (296,290) 164,794 131,496 -
Public Works Maintenance Worker - Hourly (1.50 FTE) (131,496) 131,496 -
Public Works Maintenance Worker - Senior (1.0 FTE) (164,794) 164,794 -
Supplies/Services (398,600) (398,600)
Eliminate back up street sweeping services. (62,100) (62,100)
Purchase of one (1) Chevy Bolt (45,000) (45,000)
Purchase of one (1) Roland RTW-640 64" Sign Printer. (41,500) (41,500)
Sewer Service Low Income Program (250,000) (250,000)
Grand Total (6,047,671) 80,000 164,794 131,496 (222,968) (5,894,349)
24
FY 2024-25Budget Study Session
Presentation to Budget Sub-committee
Karen Chang, Director of Finance
May 8, 2024 25
Agenda
FY 2024-25 Budget Overview
FY 2024-25 General Fund Proposed Budget
FY 2024-25 New
Request
Positions
Supplies & Services
FY 2024-25 Balancing Measures
Q & A
26
FY 2023-24 Year End Projections ($ Millions)
3
Description Target Amount
Revenues $146.0
Add: PO/CIP Budget rollover 12.4
Available Revenue Resources 158.4
Less: Expenditure (155.3)
Surplus / (Deficit)$3.1
27
Projected City Reserves (As of June 30, 2024) ($ Millions)
4
General Reserves (20%of Revenue)$27.0
Pension Stabilization Reserves 5.8
Infrastructure Reserves 4.4
Total Reserve Levels $37.2
Available Unassigned GF Fund Balance 25.6
Reserves &Surplus Fund Balance $62.8
28
Revenue Assumptions
1. Property Tax revenue –projected higher based on historical trend
2. Sales Tax revenue –projected higher based on consultant’s forecast
3. TOT, Franchise Tax & Permit Fee
–Modest increase (2-3%)
4. Department input updated
5. No ARPA funds
5 29
Expenditure Assumptions
1. Personnel Costs
‒Include 3% COLA (~$3M)
‒Increase in health care costs (Kaiser 17%, Blue Shield 7.9%) (GF~$1.3M)
‒Pension cost increase (GF ~$2.1M)
2.Supplies & Services
-Use Base Line budget (FY 2023 + mid-year –one-time expenditures)
3. Interdepartmental Charges
–Stay flat
4. New Request
–Not approve unless it has no negative impact to GF
6 30
FY 2024-25 General Fund –
Revenues ($ Thousands)FY 2024-25 Budgeted Revenue –($136.1M)
Revenue Type
FY 2023
Actual
FY 2024
Adopted
Budget
FY 2024
Adjusted
Budget
FY 2025
Proposed
Budget
% of Total
Projected
Revenue
Property Taxes 54,041$ 47,980$ 49,280$ 50,200$ 37%
Sales Taxes 21,735 23,352 21,952 23,213 17%
Transient Occupancy Tax 16,735 14,910 14,000 14,500 11%
Other Taxes 8,060 6,950 6,650 6,650 5%
Franchise Fees 5,241 4,600 4,600 6,200 5%
License & Permits 20,468 16,963 12,463 13,610 10%
Fines & Forfeitures 757 700 700 873 1%
Intergovernmental (Grants)3,559 3,140 6,010 3,588 3%
Charges for Services 11,673 9,709 11,569 10,562 8%
Use of Money & Property (341) 3,940 4,450 4,455 3%
Other Revenues 353 338 338 283 0%
Transfers In 5,284 2,594 3,718 1,934 1%
PO/CIP Rollover - - 12,438 - 0%
ARPA - 4,987 4,987 - 0%
Total 147,565$ 140,163$ 153,155$ 136,068$ 100%
31
FY 2024-25 General Fund –
Expenditures by Dept ($ thousands) -$147.5 M
DEPARTMENT
FY 2023
Actual
FY 2024
Adopted
Budget
FY 2024
Adjusted
Budget
FY 2025
Based Budget
FY 2025 New
Request-
payroll
FY 2025 New
Request - SS
Cost Saving
Measures
FY 2025
Proposed
Budget
City Council 242$ 269$ 269$ 296$ 20$ -$ (10)$ 306$
City Clerk 1,028 1,265 1,265 1,243 - - (45) 1,198
City Treasurer 35 133 133 132 - 38 - 170
City Attorney 1,220 1,109 1,109 1,109 - 350 - 1,459
City Manager’s Office 3,820 4,931 5,221 4,553 40 - (702) 3,891
Finance Department 3,090 3,992 4,520 4,067 - - (185) 3,883
Non-Departmental*9,357 1,894 1,894 1,894 - - - 1,894
Human Resources Dept.2,221 2,885 2,995 2,832 - - (132) 2,700
Economic & Community Develop.11,771 8,500 12,514 9,197 - 139 (763) 8,573
Fire Department 35,513 32,762 34,339 36,604 - 852 (821) 36,636
Police Department 36,283 36,838 36,952 39,155 63 710 (2,035) 37,893
Public Works Department 7,936 11,954 13,822 12,934 46 - (695) 12,285
Library Department 6,475 8,045 8,473 8,666 167 23 (397) 8,458
Parks and Recreation Dept.20,503 24,675 27,394 27,164 268 40 (263) 27,209
CIP 689 900 4,376 900 - - - 900
TOTAL 140,183$ 140,152$ 155,276$ 150,746$ 604$ 2,152$ (6,048)$ 147,455$
Information Technology 3,771$ 4,443$ 5,038$ 4,369$ -$ 122$ (143)$ 4,321$
32
FY 2024-25 General Fund –
Expenditures by Category
($Thousands)FY 2024-25 Budgeted Expenditure $147.5M)
Expenditures
FY 2023
Actual
FY 2024
Adopted
Budget
FY 2024
Adjusted
Budget
FY 2025
Based
Budget
FY 2025
New
Request-
payroll Balancing
Measures
FY 2025 Proposed
Budget
% of Total
Expenditure
PAYROLL 103.50$ 105.90$ 106.80$ 117.30$ 0.60$ (4.20)$ 113.80$ 78%
SUPPLIES & SERVICES 27.00 23.30 33.20 22.50 2.20 (1.90) 22.80 15%
CAPITAL OUTAY 0.20 - 0.90 - - - - 0%
INTERDEPARTMENTAL CHARGES 8.10 9.50 9.50 9.50 - - 9.50 6%
TRANSFERS 1.40 1.40 4.90 1.40 - - 1.40 0.01
TOTAL 140.20 140.10 155.30 150.70 2.80 (6.10) 147.50 100%
33
General Fund Summary-FY 2024-25 ($ millions)
10
Description Amount
PROJECTED REVENUES $136.1
PROJECTED EXPENDITURES (147.5)
Deficit ($ 11.4)
34
Budget Balancing Strategies ($ Millions)
11
Description Target Amount
FY 24-25 Deficit $ ( 11.4)
+ Measure W 3.0
+ Use of General Fund Reserve 8.4
RESULT BALANCED
35
New Payroll Requests (FY2024-25)
12
Departments FTE
Salaries and
Benefits
(General Fund)
Salaries and Benefits
Solid Waste
Reduction Fund)
City Council 0.00 20,000
City Manager 0.00 40,000
Library 1.45 166,584
Parks & Recreation 4.50 268,483
Police 0.00 62,510
Public Works -0.50 45,873 44,745
Grand Total 5.45 603,450 44,745
FY2024-25 NEW PAYROLL REQUESTS
36
Supplies & Services Requests (FY2024-25)-GF
1337
Supplies & Services Requests (FY2024-25)-Other Funds
1438
Cost Savings Measures Summary(FY2024-25)-GF
15
DEPARTMENT Cost Saving Measures
City Council (10,000)
City Clerk (44,685)
City Treasurer -
City Attorney -
City Manager’s Office (702,176)
Finance Department (184,630)
Non-Departmental*-
Human Resources Dept.(132,000)
Economic & Community Develop.(763,157)
Fire Department (820,574)
Police Department (2,034,709)
Public Works Department (694,890)
Library Department (397,470)
Parks and Recreation Dept.(263,380)
CIP -
TOTAL (6,047,671)
Information Technology (142,968)
39
Projected City Reserves (As of June 30, 2025) ($ Millions)
16
General Reserves (20%of Revenue)$27.0
Pension Stabilization Reserves 5.8
Infrastructure Reserves 3.6
Total Reserve Levels $36.4
Available Unassigned GF Fund Balance 17.2
Reserves &Surplus Fund Balance $53.6
40
Recommendation ($ Millions)
17
Description Target Amount
FY 24-25 Deficit $( 11.40)
+ Measure W 3.0
+ Use of General Fund Reserve
Unassigned Fund Balance 8.4
RESULT BALANCED
41
Next Step
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City of South San Francisco
Legislation Text
P.O. Box 711 (City Hall, 400
Grand Avenue)
South San Francisco, CA
File #:24-377 Agenda Date:5/8/2024
Version:1 Item #:3.
Report regarding proposed Capital Improvement Program for the Fiscal Year 2024-25.(Eunejune Kim,
Director of Public Works/City Engineer, and Matthew Ruble, Principal Engineer)
RECOMMENDATION
Staff recommends that the Budget Standing Committee of the City Council review and provide feedback
on the proposed Capital Improvement Program for the Fiscal Year 2024-25.
BACKGROUND/DISCUSSION
The Capital Improvement Program (CIP)outlines large capital expenditures and infrastructure improvement
projects throughout the City.City departments identify necessary improvements and prioritize project
implementation when preparing the CIP.
City staff considers the following criteria when selecting projects for inclusion in the CIP:
•Grant-funded projects requiring a city contribution
•Previously approved projects under construction or contract
•Projects required for regulatory compliance
•Projects to maintain or upgrade existing City infrastructure
•Projects with no general fund allocations
•Projects requested by the community or city departments
Based on these guidelines,staff proposes the following Fiscal Year (FY)2024-25 CIP budget appropriations.
The proposed FY 2024-25 CIP budget is $169.07 million,with $19.30 million of new appropriations and
approximately $150.89 million of previous year appropriations for continuing projects.Additionally,the City
has identified $1.12 million in Infrastructure Reserves within two (2)project budgets and $18.9 million in
Sewer Enterprise Funds within nine (9)projects,which can be redirected back to the City’s budget to help
support the CIP budget needs for FY 2024-25 and out-years.
CIP Project Summary
The FY 2024-25 CIP includes 185 projects: 13 new projects and 172 continuing projects.
The CIP is comprised of six (6) project types:
•Public Facilities
•Parks
•Storm Drains
•Sanitary Sewer
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•Streets
•Traffic
The following brief overview identifies proposed new projects and additional appropriation requests for
continuing projects.
Public Facilities Projects - These projects renovate, construct, and improve city buildings and infrastructure.
New appropriations request:
·(pf2207)Library,Parks &Recreation -Phase II (Bonds)-Construction Phase of Community Civic
Campus Phase II: Library, Parks & Recreation Center. - $960,000
·(pf2003)Police Station -Phase I (bonds)-Construction Phase of Community Civic Campus Phase I:
Police Department and 911 Dispatch Center. - $140,000
·(pf2210)City Broadband Expansion Project -Construction of Conduits and Installation of Fiber Optic
Cables in the Westborough Area. - $500,000
·New project (pf2501)Corporation Yard Roof Replacement -Replace the Membrane Roof at the
Corporation Yard. - $900,000
·New project (pf2502)Facility Condition Assessment -To conduct a Facility Condition Assessment.-
$200,000
Total New Public Facilities Appropriation Requests = $2.7 million
Parks Projects -These projects replace and improve playgrounds,renovate baseball fields,and expand parks
at city-owned public spaces.
New appropriations request:
·New project (pk2501)Dedicated Pickleball Courts -Perform a site analysis to determine the best
locations for a pickleball court, followed by design and construction. - $650,000
Total New Parks Appropriation Requests = $650,000
Storm Drain Projects -Projects repair and improve storm drains and infrastructure to reduce pollution run-off
into the San Francisco Bay.
New appropriations request:
·(sd2402)SSF Shoreline Protection and Connectivity Project -Conduct a feasibility study to explore
preventive measures against sea level rise and examine opportunities to enhance connectivity and
protect the community. - $200,000
·New project (sd2501)Storm Drain Improvement Project -Carry out maintenance and repairs as
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recommended in the Storm Drain Master Plan findings. - $1,000,000
·New project (sd2502)Storm Water Trash Capture Devices -Install Trash Capture Device (TCD)units to
ensure the City achieves 100% compliance with the Municipal Regional Permit (MRP). - $160,000
Total New Storm Drain Appropriation Requests = $1.36 Million
Sanitary Sewer Projects:Projects maintain the Water Quality Control Plant (WQCP),Collection System
Pumps Stations, and sanitary sewer lines within the City.
New appropriations request:
·(ss2001)Sanitary Sewer Rehabilitation -This project will result in new paint and protective coatings on
buildings and pipes at the Water Quality Control Plant (WQCP).FY 2024-25 for construction phase of
project. - $1,000,000
·(ss2401)Oyster Point Sewer Main Upsize -Co-funding agreement with Kilroy to design and construct a
sewer main upsize for the Oyster Point Sewer Main.FY 2024-25 for construction phase of project.-
$4,000,000
·(ss2403)Variable Frequency Drive Replacement Project -Sanitary pump Stations -Replacement of
variable frequency drive components associated with Plant pumping system originally installed in 1998.
FY 2024-25 for construction phase of project. - $980,000
·(ss2409)Industrial Coating Reapplication Project -WQCP and Pump Stations -Coating of WQCP and
pump stations. - $500,000
·New project (ss2501)Sanitary Pump Stations 5,6,7 Upgrade Project -Planning,engineering design,
equipment selection,installation,testing,and ongoing maintenance to improve the functionality and
reliability of infrastructure at three sanitary pump stations. -$300,000
·New project (ss2502)Sanitary Sewer Rehab FY 2024-25 -Annual sewer rehabilitation project at
locations citywide based on the Sewer Master Plan analysis and recommendations. - $500,000
Total New Sanitary Sewer Appropriation Requests = $7.28 million
Streets Projects :These projects repair bridges,resurface streets,improve medians and sidewalks,and study
the feasibility of proposed roadway and rail extensions.
New appropriations Request:
·(st2303)Bridge Asset Management Program -Cost proposal to inspect pedestrian bridges,non-National
Bridge Inventory (NBI)bridges,and retaining wall structures owned by the City.This includes
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Bridge Inventory (NBI)bridges,and retaining wall structures owned by the City.This includes
preparing the Fiscal Year 24-25 Bridge Preventive Maintenance Program (BPMP)funding application
and entering data on structure conditions into the asset management program software. - $140,000
·(st1703)Bridge Preventative Master Plan -Project to address maintenance issues related to bridges,not
covered by grants. - $220,000
·(st2002)Survey Monument Replacement Project -This project establishes a new east-west route within
the City for motorists, and pedestrians. - $45,000
·New project (st2501) Downtown Vision Zero Improvements - Conduct a study of High Injury Network
streets in the downtown area and develop design drawings within the right-of-way (ROW) to enhance
safety for pedestrians and bicyclists. - $400,000
·New project (st2502)2025 Street Surface Seal (Area 1)-Design and construct street surface seal project
as part of the Pavement Management Program (PMP).This program cycles through Areas 1 to 6,
addressing one area each year.The project involves applying a new surface seal to streets and adding
new thermoplastic striping, legends, and crosswalks. - $3,500,000
·New project (st2503)2025 Pavement Repair and Crack Seal -Project to repair roadway issues like
cracks,raveling,and potholes in asphalt concrete (AC)pavement;a preventive maintenance program
that includes localized repairs and crack sealing. - $1,000,000
·New project (st2504)Reconnecting Communities -Highways to Boulevards -Project to address the
barriers to transit crossings at El Camino Real,US Highway 101,the railroad tracks,and Colma Creek.
- $200,000
·New project (st2505)2026 Surface Seal Project (Area 2)-Design street surface seal project as part of
the Pavement Management Program (PMP).This program cycles through Areas 1 to 6,addressing one
area each year.The project involves applying a new surface seal to streets and adding new thermoplastic
striping, legends, and crosswalks. - $200,000
Total New Streets Appropriation Requests = $5.7 million
Traffic Projects:These projects focus on arterials,corridors,and key intersections within the City including
adaptive traffic signals to provide better traffic flow,improve pedestrian safety,traffic calming,and better
bicycle rider safety on city streets.
New appropriations Request: $1.6 million
·(tr2404)Chestnut/Commercial Traffic Signal -Design and construct new traffic signals and implement
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File #:24-377 Agenda Date:5/8/2024
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·(tr2404)Chestnut/Commercial Traffic Signal -Design and construct new traffic signals and implement
additional improvements at intersections to enhance pedestrian safety. - $1,500,000
·New project (tr2501)Vision Zero -This project aims to secure grants to develop a Vision Zero Action
Plan,comprising policies,programs,and initiatives geared towards eliminating traffic-related fatalities
and serious injuries. - $100,000
Total New Traffic Appropriation Requests = $1.6 million
Infrastructure Reserve Refund:To release financial resources for urgent needs,the City has decided to close
two projects.This action will free up funds from the Infrastructure Reserve,allowing us to prioritize immediate
requirements.
·(pf2302) Annex Replacement & Landscape - Initial study to replace the City Hall Annex and update the
City Hall block landscape. - ($405,000)
·(pk2201) Replace City Pool Complex - Project to build a new aquatics center to replace the existing
pool. - ($716,613.30)
TOTAL REFUND TO Infrastructure Reserve = $1,121,613.30
Sewer Enterprise Fund Refund:To support sustainable resource management,the City has thoroughly
reviewed current and upcoming projects dependent on Sewer Enterprise Funds.As a result,we have decided to
close specific projects to reallocate these funds more effectively for the FY 2024-25 budget and subsequent
years. We plan to revisit these projects in the future.
·(ss1502)Pump Station 4 Redundant Force Main -The PS4 is the only main conveyance line East of
101. - ($4,050,000)
·(ss2301)WQCP Diffused Air Flotation Thickener Replacement -Upgrade the existing flotation
thickeners to accommodate plant processes. - ($4,350,000)
·(ss2402)Variable Frequency Drive Modernization Project -Replacement of variable frequency drive
components associated with Plant pumping systems originally installed in 1998. - ($800,000)
·(ss2405)Headworks No.1 Grit Chamber Tower Rehab Project WQCP -Evaluate,design and construct
replacement grit tower structures installed in 1951. - ($2,000,000)
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·(ss2406) Transformer K Replacement Project - ($200,000)
·(ss2407)SB 1383 Organics Diversion Mandate Compliance and Cogeneration Expansion Project -
Evaluate,engineer,and design processing and storage equipment to comply with SB 1383 mandate and
enhance renewable biogas production.This project will expand sustainable onsite power generation and
heat recovery. - ($4,900,000)
·(ss2408)Biosolids Drying and Recycling Project -Evaluate,design,and construct equipment associated
with decreased moisture content of biosolids to comply with SB 1383 mandate.Renewable products
such as biochar, soil amendments, and fly ash enhancers. - ($900,000)
·(ss2409)Industrial Coating Reapplication Project -WQCP and Pump Stations -Project to maintain
applied industrial coatings to Plant and pump station metal assets. - ($1,500,000)
·(ss2410)WQCP Operations Control Center Rehabilitation Project -Project to modernize operations
control center to achieve the following goals -1)better ergonomics,2)replacement terminals for Plant
SCAEDA supervisory control and data acquisition, 3) replacement of HVAC system. - ($200,000)
TOTAL REFUND to Sewer Enterprise Fund = $18.9 million
FUNDING
The staff report outlines the proposed allocations for the FY 2024-25 CIP budget totaling $150.17 million.This
includes $19.30 million in new appropriations and approximately $150.89 million carried over from prior years
for ongoing projects.In addition,the report identifies potential financial efficiencies by reallocating $1.12
million from Infrastructure Reserves and $18.9 million from Sewer Enterprise Funds.These funds will be
redirected to enhance the City’s budget by closing 11 projects,supporting both the current fiscal year and future
CIP needs.Detailed funding allocations for each project,sorted by funding source,are provided in the attached
document,which includes both new appropriation requests and the offsetting return of funds.Additionally,the
distribution of the new $19.3 million in appropriations is visually represented in the accompanying pie chart.
This strategic financial planning ensures that the City continues to prioritize efficient,responsible management
of resources to meet our community’s infrastructure needs.
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File #:24-377 Agenda Date:5/8/2024
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CONCLUSION
Staff will amend the FY 2024-25 CIP based on direction from the Budget Subcommittee and present the revised
CIP at the Special City Council Study Session May 22, 2024.
Attachments:
1.Proposed Capital Improvement Program Requests by Funding Source FY 2024-25
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$650,000.00
$333,334.00
$566,667.00
$160,000.00
$160,000.00
$650,000.00
$200,000.00
$333,333.00
$1,366,667.00
$1,900,000.00
$220,000.00
$200,000.00
$900,000.00
$500,000.00
$838,386.70
$45,000.00
$140,000.00
-$405,000.00
-$716,613.30
$200,000.00
$200,000.00
$45,000.00
$100,000.00
$2,200,000.00
$4,000,000.00
$4,000,000.00
$1,100,000.00
$200,000.00
$1,500,000.00
$400,000.00
sd2502 Storm Water Trash Capture Devices
st2303 Bridge Asset Management Program
pf2302 City Hall Annex Replacement and Landscape Improvement
pk2201 Aquatics Center
st1703 Bridge Preventative Maintenance Program
pf2502 Facility Condition Assessment
pf2501 Corporation Yard Roof Replacement
pf2210 Westborough Area Broadband Expansion
FY2025
$140,000.00
$960,000.00
pk2501 Dedicated Pickleball Courts
st2503 2025 Pavement Repair and Crack Seal
st2502 2025 Street Surface Seal (Area 1 - Westborough)
st2505 2026 Surface Seal Project
st2503 2025 Pavement Repair and Crack Seal
st2502 2025 Street Surface Seal (Area 1 - Westborough)
ss2401 Oyster Point Sewer Main Upsize
sd2402 SSF Shoreline Protection and Connectivity Project
st2002 Survey Monument Replacement Project
pf2003 Police Station - Phase I (Bonds)
pf2207 Library Parks & Recreation - Phase II (Bonds)
st2504 Reconnecting Communities - Highways to Boulevards
tr2404 Chestnut/Commercial Traffic Signal
st2501 Downtown Vision Zero Improvements
tr2501 Vision Zero
Request Title
Road Maintenance Acct (SB1)st2503
st2502
Total Solid Waste Reduction
Park Land Construction pk2501
Total Park Land Construction
st2503
st2502
Total Measure A
Solid Waste Reduction sd2502
pf2501
pf2210
Total Infrastructure Reserves
Measure A st2505
Infrastructure Reserves st2303
pf2302
pk2201
st1703
pf2502
Total East of 101 Traffic Impact Fees
Gas Tax st2002
Total Gas Tax
East of 101 Sewer Impact Fee ss2401
Total East of 101 Sewer Impact Fee
East of 101 Traffic Impact Fees sd2402
Citywide Traffic Impact Fee st2504
tr2404
st2501
tr2501
Total Citywide Traffic Impact Fee
Funding Source Project Number
Bonds/Loans pf2003
pf2207
Total Bonds/Loans
51
ss2301
ss1502 Pump Station 4 Redundant Force Main -$4,050,000.00ss1502
Storm Water sd2501
Total Storm Water
Total Funding Sources -$726,613.30
$1,000,000.00
$1,000,000.00
$500,000.00
$500,000.00
$980,000.00
$300,000.00
$1,000,000.00
$333,333.00
$1,566,666.00
$1,899,999.00
$900,001.00
sd2501 Storm Drain Improvement Project
ss2001 Sanitary Sewer Rehabilitation
ss2502 Sanitary Sewer Rehab FY 2024-25
ss2409 Industrial Coating Reapplication Project - WQCP and Pump Stations
ss2403 Variable Frequency Drive Replacement Project - Sanitary Pump Stations
ss2501 Sanitary Pump Stations 5, 6, 7 Upgrade Project
st2503 2025 Pavement Repair and Crack Seal
st2502 2025 Street Surface Seal (Area 1 - Westborough)
ss2403
ss2501
ss2001
Total Sewer Enterprise
st2502
Total SMC Measure W
Sewer Enterprise ss2502
ss2409
Total Road Maintenance Acct (SB1)
SMC Measure W st2503
ss2301 WQCP Diffused Air Flotation Thickener Replacement -$4,350,000.00
ss2402 ss2402 Variable Frequency Drive Modernization Project -$800,000.00
ss2405 ss2405 Headworks No. 1 Grit Chamber Tower Rehab Project WQCP -$2,000,000.00
ss2406 ss2406 Transformer K Replacement Project -$200,000.00
ss2407 ss2407 SB 1383 Organics Diversion Mandate Compliance and Cogeneration Expansion Project -$4,900,000.00
ss2408 ss2408 Biosolids Drying and Recycling Project -$900,000.00
-$15,620,000.00
ss2409 ss2409 Industrial Coating Reapplication Project - WQCP and Pump Stations -$1,500,000.00
ss2410 ss2410 WQCP Operations Control Center Rehabilitation Project -$200,000.00
52
CAPITAL IMPROVEMENT PROGRAM
FY2024-25
BUDGET STANDING COMMITTEE
MAY 8, 2024
Government Code Section 54957.5
SB 343
Item Agenda: 05/08/2024 Budget SP
CC Item 3
Capital Improvement Program FY2024-25
CIP BY PROJECT TYPE
Capital Improvement Program FY2024-25
FY 2024-25 CIP PROJECT REQUESTS BY FUNDING SOURCE
Total $19,295,000.00
Capital Improvement Program FY2024-25
PUBLIC FACILITIES PROJECTS – NEW APPROPRIATIONS REQUEST
•(pf2207) Library, Parks & Recreation - Phase II (Bonds) - $960,000
•(pf2003) Police Station - Phase I (Bonds) - $140,000
•(pf2210) City Broadband Expansion Project - $500,000
•New project (pf2501) Corporation Yard Roof Replacement - $900,000
•New project (pf2502) Facility Condition Assessment - $200,000
Total New Public Facilities Appropriation Requests = $2.7 million
Capital Improvement Program FY2024-25
PARKS PROJECTS– NEW APPROPRIATIONS REQUEST
•New project (pk2501) Dedicated Pickleball Courts - $650,000
Total New Parks Appropriation Requests = $650,000
Capital Improvement Program FY2024-25
STORM DRAIN– NEW APPROPRIATIONS REQUEST
•(sd2402) SSF Shoreline Protection and Connectivity Project - $200,000
•New project (sd2501) Storm Drain Improvement - $1,000,000
•New project (sd2502) Storm Water Trash Capture - $160,000
Total New Storm Drain Appropriation Requests = $1.36 Million
Capital Improvement Program FY2024-25
SANITARY SEWER – NEW APPROPRIATIONS REQUEST
•(ss2001) Sanitary Sewer Rehabilitation - $1,000,000
•(ss2401) Oyster Point Sewer Main Upsize - $4,000,000
•(ss2403) Variable Frequency Drive Replacement Project - $980,000
•(ss2409) Industrial Coating Reapplication Project - $500,000
•New project (ss2501)Sanitary Pump Stations 5, 6, 7 Upgrade Project -
$300,000
•New project (ss2502) Sanitary Sewer Rehab FY 2024-25 - $500,000
Total New Sanitary Sewer Appropriation Requests = $7.28 million
Capital Improvement Program FY2024-25
STREETS PROJECTS – NEW APPROPRIATIONS REQUEST
•(st2303) Bridge Asset Management Program - $140,000
•(st1703) Bridge Preventative Master Plan - $220,000
•(st2002) Survey Monument Replacement Project - $45,000
•New project (st2501) Downtown Vision Zero Improvements - $400,000
•New project (st2502) 2025 Street Surface Seal (Area 1) - $3,500,000
•New project (st2503) 2025 Pavement Repair and Crack Seal - $1,000,000
•New project (st2504) Reconnecting Communities - Highways to
Boulevards - $200,000
•New project (st2505) 2026 Surface Seal Project (Area 2) - $200,000
Total New Streets Appropriation Requests = $5.7 million
Capital Improvement Program FY2024-25
TRAFFIC PROJECTS – NEW APPROPRIATIONS REQUEST
•(tr2404) Chestnut/Commercial Traffic Signal - $1,500,000
•New project (tr2501) Vision Zero - $100,000
Total New Traffic Appropriation Requests = $1.6 million
Capital Improvement Program FY2024-25
INFRASTRUCTURE RESERVE REFUND
•(pf2302) Annex Replacement & Landscape - ($405,000)
•(pk2201) Replace City Pool Complex - ($716,613.30)
TOTAL REFUND to Infrastructure Reserve = $1,121,613.30
Capital Improvement Program FY2024-25
SEWER ENTERPRISE FUND REFUND
•(ss1502) Pump Station 4 Redundant Force Main - ($4,050,000)
•(ss2301) WQCP Diffused Air Flotation Thickener Replacement - ($4,350,000)
•(ss2402) Variable Frequency Drive Modernization Project - ($800,000)
•(ss2405) Headworks No. 1 Grit Chamber Tower Rehab Project WQCP - ($2,000,000)
•(ss2406) Transformer K Replacement Project -($200,000)
•(ss2407) SB 1383 Organics Diversion Mandate Compliance and Cogeneration
Expansion Project - ($4,900,000)
•(ss2408) Biosolids Drying and Recycling Project - ($900,000)
•(ss2409) Industrial Coating Reapplication Project - WQCP and Pump Stations -
($1,500,000)
•(ss2410) WQCP Operations Control Center Rehabilitation Project - ($200,000)
TOTAL REFUND to Sewer Enterprise Fund = $18.9 million
Capital Improvement Program FY2024-25
Questions / Discussion