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CC 05-20-2025 Item No. 20. Third Quarter Financial Report_Supplemental Report CITY COUNCIL STAFF REPORT SUPPLEMENTAL 1 Meeting: May 20, 2025 Agenda Item #20 Subject Accept the City Manager’s Third Quarter Financial Report for Fiscal Year 2024-25 Recommended Action 1. Accept the City Manager’s Third Quarter Financial Report for Fiscal Year 2024-25 2. Adopt Resolution No. 25-XXX approving Budget Modification No. 2425-390, decreasing appropriations by $(157,425) and increasing estimated revenues by $5,411,435. Background: Staff’s responses to questions received from councilmembers are shown in italics. Q1: I see that the Q3 update for the work program is published as an info memo separately. The Q3 update for CIP is included in the Q3 financial report, but that the Q3 update of the work program. That seems to be inconsistent. Please include the Q3 update for the work program too. Staff Response: Staff had considered whether to include the City Work Program (CWP) update with the quarterly financial report and decided to keep it separate primarily because the timing for the quarterly updates for the CWP may not always align with the quarterly financial reports, such as during the mid-cycle prioritization process, or the Q4 update, which typically does not happen with the financial report. Q2: Please provide a list of vacant positions, the budgeted amount, the date they have become vacant and whether there are plans to fill the position. The report from May 15 council meeting only gave the percentage of vacant positions in each employee association. Staff Response: 2 Position Class Title (Working Title) Budgeted Amount FY25 (Employee rate at time of separation or EE+1, Step 3) Date Vacant Status Department Budget Manager (Proposed Budget Request to overfill with Asst. Director) $294,546 7/13/2024 Awaiting for new Asst Director to be approved Administrative Services Management Analyst (overfilling Account Clerk I/II) $134,882 1/11/2025 Recruitment Posted 2/14/2025 Administrative Services City Attorney $396,528 2/23/2025 Currently Contracted Out City Attorney’s Office Associate Planner $211,924 4/1/2023 Recruitment Posted 4/14/2025 Community Development Code Enforcement Officer $172,111 6/9/2022 Plan to re-post Community Development Planning Manager $285,947 5/3/2023 Housing Manager, Proposed Budget Request to underfill Asst. Housing Coord Awaiting new Asst Housing Coord to be approved Community Development Associate Planner $201,727 4/5/2025 Recruitment posted 4/14/2025 Community Development Senior Planner $211,924 6/9/2022 Recruitment posted 4/14/2025 Community Development Senior Code Enforcement Officer $202,425 1/10/2024 Pending Community Development Assistant City Manager $461,876 6/8/2024 Recruitment posted 4/2025 - Executive Recruiter. This has been paused as of May 14, 2025. City Manager’s Office Senior Office Assistant $136,964 7/1/2023 Plan to post City Manager’s Office Assistant Engineer $210,591 4/27/2024 Pending Public Works Maintenance Worker I/II $137,675 10/21/202 4 Recruitment posted 4/25/2025 Public Works Maintenance Worker I/II $152,675 12/30/202 4 Recruitment posted 4/25/2025 Public Works Maintenance Worker I/II $125,581 2/18/2025 Recruitment posted 4/25/2025 Public Works 3 Position Class Title (Working Title) Budgeted Amount FY25 (Employee rate at time of separation or EE+1, Step 3) Date Vacant Status Department Maintenance Lead $179,755 3/4/2025 Posting 5/22/25 Public Works Administrative Assistant $163,404 3/24/2025 Recruitment posted 4/28/2025 Public Works Public Works Project Manager $241,448 11/1/2024 Position filled 4/28/25 Public Works Maintenance Lead $179,755 4/5/2025 Posting 5/22/25 Public Works Recreation Manager (Previously Emergency Services Analyst) $219,902 5/11/2024 Will post after Assistant Dir of P&R is hired Parks and Recreation Assistant Director of Parks and Recreation (Previously Emergency Manager) $284,233 1/31/2025 Posting week of 5/26/25 Parks and Recreation Attachments Provided with Original Staff Report: A – FY 2024-25 Third Quarter Financial Report B – Draft Resolution C – Description of Budget Transfers as of March 31, 2025 D – FY 2024-25 Third Quarter Recommended Adjustments E – FY 2024-25 Third Quarter Special Projects Update as of March 31, 2025 F – Competitive and Non-Competitive Citywide Grants Tracking G – Capital Improvement Program Project Status Attachments Provided with Supplemental Report: H– Updated Special Projects - Based on Special Project Policy FY 2024-25 Third Quarter Special Projects Attachment H FY Added Department Program Base And Detail Account With Detail Description Full Org Set Code And Description Amended Budget Actual Amount (Expenses) Encumbrances Status Estimated Completion Outside Funding Sources (Grant, Other, or None) Grant or Outside Funding Source FY24 Administration 120 City Manager 750.239 ‐ PR & Strategic Comm Strategy 100‐12‐120 ‐ General Fund‐City Manager‐City Manager 127,400.00 0.00 0.00 Cancelled 6/30/2026 None N/A FY24 Administration 120 City Manager 750.245 ‐ CWP Rise Const Stakeholder Engmt 100‐12‐120 ‐ General Fund‐City Manager‐City Manager 100,000.00 0.00 0.00 In Progress 6/30/2025 None N/A FY20 Community development 702 Mid Long Term Planning 750.032 ‐ General Plan 100‐71‐702 ‐ General Fund‐Planning‐ Mid Long Term Planning 239,805.00 0.00 0.00 In Progress Ongoing None N/A FY17 Community development 702 Mid Long Term Planning 750.090 ‐ Residential/Mixed Use Design 100‐71‐702 ‐ General Fund‐Planning‐ Mid Long Term Planning 194,922.00 0.00 0.00 In Progress Summer 2025 None N/A FY22 Community development 702 Mid Long Term Planning 750.101 ‐ CWP RHNA and Gen Plan Update 100‐71‐702 ‐ General Fund‐Planning‐ Mid Long Term Planning 422,564.00 87,426.42 337,063.55 Completed Sep 2024 None N/A Community development 702 Mid Long Term Planning 750.102 ‐ CWP Sign Ordinance Update 100‐71‐702 ‐ General Fund‐Planning‐ Mid Long Term Planning 200,000.00 0.00 0.00 Not Started Spring 2025 None N/A FY22 Community development 702 Mid Long Term Planning 750.135 ‐ Laserfiche planning map scanning 100‐71‐702 ‐ General Fund‐Planning‐ Mid Long Term Planning 726.00 0.00 0.00 In Progress Winter 2026 None N/A FY24 Community development 702 Mid Long Term Planning 750.235 ‐ CWP Tree List 100‐71‐702 ‐ General Fund‐Planning‐ Mid Long Term Planning 50,000.00 0.00 0.00 In Progress June 2025 None N/A FY23 Community development 705 Economic Development 750.179 ‐ Econ Dev Strategy Outreach 100‐71‐705 ‐ General Fund‐Planning‐ Economic Development 20,000.00 0.00 0.00 Not Started None N/A FY 2024-25 Third Quarter Special Projects FY Added Department Program Base And Detail Account With Detail Description Full Org Set Code And Description Amended Budget Actual Amount (Expenses) Encumbrances Status Estimated Completion Outside Funding Sources (Grant, Other, or None) Grant or Outside Funding Source FY24 Community development 705 Economic Development 750.230 ‐ Business Continuity Resilience 100‐71‐705 ‐ General Fund‐Planning‐ Economic Development 310,487.00 0.00 0.00 Not Started 6/30/2025 Grant This is the Cal OES grant that was received in 2022, which was originally $1million. This grant does not appear on the grants tracking sheet. Information Services 308 Applications 750.181 ‐ ERP (Phase II) 100‐32‐308 ‐ General Fund‐I&T Applications‐Applications 69,166.00 0.00 0.00 FY23 Information Services 308 Applications 750.183 ‐ ACA Guide & Wrapper 100‐32‐308 ‐ General Fund‐I&T Applications‐Applications 25,000.00 0.00 25,000.00 In Progress 6/30/2025 None N/A FY23 Information Services 308 Applications 750.184 ‐ Accela Roadmap 100‐32‐308 ‐ General Fund‐I&T Applications‐Applications 23,000.00 0.00 23,000.00 In Progress 6/30/2025 None N/A FY21 Information Services 308 Applications 750.236 ‐ Project Dox 100‐32‐308 ‐ General Fund‐I&T Applications‐Applications 394.00 393.75 0.00 Completed 8/1/2024 None N/A Information Services 308 Applications 750.237 ‐ ERP (Phase III) 100‐32‐308 ‐ General Fund‐I&T Applications‐Applications 2,500,000.00 0.00 0.00 FY22 Information Services 986 GIS 750.166 ‐ AR McClellan Ranch 610‐35‐986 ‐ Innovation & Technology‐ I&T GIS‐GIS 11,333.00 11,333.32 0.00 Completed 12/30/2024 None N/A FY23 Information Services 986 GIS 750.212 ‐ Laserfiche Scanning 610‐35‐986 ‐ Innovation & Technology‐ I&T GIS‐GIS 4,099.00 0.00 4,098.54 Completed 9/30/2024 None N/A FY24 Information Services 986 GIS 750.238 ‐ VR Decarb 610‐35‐986 ‐ Innovation & Technology‐ I&T GIS‐GIS 112,002.00 45,810.93 67,900.25 In Progress 6/30/2025 Grant Silcon Valley Clean Energy (fully funded by Grant) FY24 Public works 122 Sustainability Division 750.025 ‐ Special Maintenance 100‐81‐122 ‐ General Fund‐ Environmental Programs‐Sustainability Division 10,000.00 0.00 0.00 Not Started 6/30/2025 None N/A FY22 Public works 122 Sustainability Division 750.106 ‐ Electric Cooking Workshop Series 100‐81‐122 ‐ General Fund‐ Environmental Programs‐Sustainability Division 6,400.00 0.00 0.00 In Progress 6/30/2025 None N/A FY24 Public works 122 Sustainability Division 750.176 ‐ Climate AP Vision Summary Doc 100‐81‐122 ‐ General Fund‐ Environmental Programs‐Sustainability Division 10,000.00 0.00 0.00 In Progress 6/30/2025 None N/A Attachment H FY 2024-25 Third Quarter Special Projects FY Added Department Program Base And Detail Account With Detail Description Full Org Set Code And Description Amended Budget Actual Amount (Expenses) Encumbrances Status Estimated Completion Outside Funding Sources (Grant, Other, or None) Grant or Outside Funding Source FY24 Public works 122 Sustainability Division 750.223 ‐ CWP Electrification Study 100‐81‐122 ‐ General Fund‐ Environmental Programs‐Sustainability Division 96,057.00 29,477.12 6,630.55 In Progress 6/30/2025 None N/A FY24 Public works 801 Resources Recovery 750.025 ‐ Special Maintenance 520‐81‐801 ‐ Resource Recovery‐ Environmental Programs‐Resources Recovery 20,000.00 0.00 0.00 Not Started 6/30/25 None This amount comes from Fund 520 with no impact to General Fund. FY24 Public works 801 Resources Recovery 750.041 ‐ HHW and PaintCare 520‐81‐801 ‐ Resource Recovery‐ Environmental Programs‐Resources Recovery 161,010.00 150,878.37 0.00 In Progress Ongoing annual project Other In previous years received funding from landfill fees which are earmarked for this supplementation use in 303‐312. No impact to General Fund. FY21 Public works 801 Resources Recovery 750.084 ‐ Single Use Plastics Ordinance 520‐81‐801 ‐ Resource Recovery‐ Environmental Programs‐Resources Recovery 94,544.00 (420.00)91,494.30 In Progress 1/31/2026 None No impact to General Fund. FY22 Public works 801 Resources Recovery 750.137 ‐ SB1383 Procurement Requirements 520‐81‐801 ‐ Resource Recovery‐ Environmental Programs‐Resources Recovery 205,653.00 0.00 0.00 In Progress Ongoing annual project Grant CalRecycle grant funds are paying for compost brokering to meet the SB1383 procurement requirement. FY22 Public works 801 Resources Recovery 750.174 ‐ New Lndfill Agrmnt/Solid Wst con 520‐81‐801 ‐ Resource Recovery‐ Environmental Programs‐Resources Recovery 103,542.00 32,629.62 39,296.63 In Progress 8/31/2025 None No impact to General Fund. FY20 Public works 802 Non Point Source 750.064 ‐ Low Income Cost Share 230‐81‐802 ‐ Env Mgmt Cln Crk Strm Drain‐Environmental Programs‐Non Point Source 2,000.00 0.00 0.00 In Progress Ongoing None N/A Attachment H FY 2024-25 Third Quarter Special Projects FY Added Department Program Base And Detail Account With Detail Description Full Org Set Code And Description Amended Budget Actual Amount (Expenses) Encumbrances Status Estimated Completion Outside Funding Sources (Grant, Other, or None) Grant or Outside Funding Source FY20 Public works 802 Non Point Source 750.065 ‐ CUSD Joint Use Cost Share 230‐81‐802 ‐ Env Mgmt Cln Crk Strm Drain‐Environmental Programs‐Non Point Source 8,707.00 17,672.77 0.00 In Progress Ongoing None N/A FY23 Public works 844 Traffic Engineering 750.040 ‐ Planned Transportation Project 100‐88‐844 ‐ General Fund‐ Transportation‐Traffic Engineering 2,788.00 2,565.00 222.50 Completed 6/30/2025 FY22 Public works 844 Traffic Engineering 750.163 ‐ VMT to LOS Standards 100‐88‐844 ‐ General Fund‐ Transportation‐Traffic Engineering 30,637.00 30,538.93 (0.00) Completed 6/30/2025 FY23 Public works 844 Traffic Engineering 750.219 ‐ CWP Bicycle Facilities 100‐88‐844 ‐ General Fund‐ Transportation‐Traffic Engineering 50,000.00 0.00 0.00 In Progress 6/30/2025 None N/A FY23 Public works 844 Traffic Engineering 750.231 ‐ SC Corridor Vision Study 100‐88‐844 ‐ General Fund‐ Transportation‐Traffic Engineering 154,079.00 151,968.63 0.00 Completed 6/30/2025 None N/A FY23 Public works 844 Traffic Engineering 750.242 ‐ AC2 Traffic Monitoring 100‐88‐844 ‐ General Fund‐ Transportation‐Traffic Engineering 42,975.00 780.00 42,195.00 Completed 6/30/2026 Other Apple Donation FY25 Public works 844 Traffic Engineering 750.243 ‐ CWP Active Transportation Plan 100‐88‐844 ‐ General Fund‐ Transportation‐Traffic Engineering 330,000.00 282.50 299,717.50 In Progress 6/30/2025 Grant TDA3 FY23 Public works 853 Storm Drain Fee 750.063 ‐ Rainwater Capture 230‐81‐853 ‐ Env Mgmt Cln Crk Strm Drain‐Environmental Programs‐Storm Drain Fee 28,207.00 6,634.62 9,072.44 In Progress Ongoing annual project Other Funded by 2019 Clean Water and Storm Protection parcel fee. Attachment H FY 2024-25 Third Quarter Special Projects Attachment H FY Added Department Program Base And Detail Account With Detail Description Full Org Set Code And Description Amended Budget Actual Amount (Expenses) Encumbrances Status Estimated Completion Outside Funding Sources (Grant, Other, or None) Grant or Outside Funding Source FY20 Recreation services 632 Comm Outreach & Neigh Watch 750.056 ‐ Neighborhood Engagement 100‐65‐632 ‐ General Fund‐ Community Services‐Comm Outreach & Neigh Watch 56,781.00 23,562.29 0.00 Completed 9/30/2024 Grant California Volunteers Local Governments: Connecting Neighbors to Neighbors (This specific GL is only the materials portion of the grant) FY24 Recreation services 632 Comm Outreach & Neigh Watch 750.227 ‐ CWP Public Safety res/com areas 100‐65‐632 ‐ General Fund‐ Community Services‐Comm Outreach & Neigh Watch 10,000.00 300.00 0.00 In Progress 6/30/2025 None N/A FY24 Recreation services 633 Disaster Preparedness 750.230 ‐ Business Continuity Resilience 100‐65‐633 ‐ General Fund‐ Community Services‐Disaster Preparedness 500,000.00 0.00 0.00 Not Started 6/30/2024 Grant This is the Cal OES grant that was received in 2022, which was originally $1million. This grant does not appear on the grants tracking sheet. FY23 Recreation services 633 Disaster Preparedness 750.240 ‐ MRC Rise 100‐65‐633 ‐ General Fund‐ Community Services‐Disaster Preparedness 2,194.00 1,176.24 0.00 Completed 9/30/2024 Grant National Association of City and County Health Officials (NACCHO) Respond, Innovate, Sustain, and Equip (RISE) Awards