HomeMy WebLinkAboutCity Council Item No. 11CITY OF
LADE 9 LSII`IOU
i_40' DREAM EXTREME
REPORT TO CITY COUNCIL
TO: HONORABLE MAYOR
AND MEMBERS OF THECITY COUNCIL
FROM: ROBERT A. BRADY
CITY MANAGER
DATE: MARCH 8, 2011
SUBJECT: REPORT ON THE MID-YEAR STATUS ON THE FY 2010-11
BUDGET
BACKGROUND
The City on a quarterly basis reviews the status of the budget. This mid-year review of
the fiscal year 2010-11 will focus only on the General Fund. The third quarter review
will include Special Revenue Funds and the Capital Improvement Program (CIP).
The mid-year budget review also includes the following schedules:
• Schedule of Revenue, Expenditure and Changes in Fund Balance
o Fiscal year 2010-11 adopted budget, current budget through December
31, 2010, mid-year budget adjustments recommended and the fiscal year
2010-11 recommended adjusted budget,
o Fund Balance activity and reserve balances.
• Fiscal Year 2010-11 Revenue Detail with recommended budget adjustments.
• Fiscal Year 2010-11 Departmental Budget by Expenditure Category with
recommended budget adjustments.
• Detail of Fiscal Year 2010-11 Department recommended budget adjustments.
Below is a discussion of the significant revenue and expenditure adjustments.
AGENDA ITEM NO. 11
Paqe 1 of 28
Report on the Mid-Year Status of the Fiscal Year 2010-11 Budget
March 8, 2011
Page 2
DISCUSSION
Revenue
At mid-year, the City is anticipating an increase in revenues of $1.1 million. Explanation
of significant revenue increases are noted below:
Sales Tax
Based upon the continued recovery in the economy, sales tax in the 3`d Quarter 2010
compared to 3`d Quarter 2009 increased 3.5% in the City of Lake Elsinore. This
compared to a 2.5% increase in the Inland Empire and Statewide. In the year over year
comparison (October 2009 - September 2010 vs. October 2008 - September 2009),
the City shows an increase of 5.0% compared to 0.9% for the Inland Empire and 0.1 %
Statewide. Based upon our review and the information we received from our sales tax
consultants, we are projecting an increase in our sales tax revenue for fiscal year 2010-
11 of $500,000.
Property Tax
The City staff also met with our property tax consultant to discuss our property tax
revenue projections. The City of Lake Elsinore experienced a net taxable value
decrease of -3.3% for the 2010/11 tax roll, which was less the estimated decrease that
was originally projected. This decrease was significantly less than the decrease
experienced countywide at -4.4%. Based on the revised information we received from
our consultants, we are projecting a slight increase of $200,000 in our fiscal year 2010-
11 budget.
Building Permit Fee
Due to a change in building codes effective January 1, 2011, the actual revenue
received for building permit fees exceeded the FY 2010-11 budget amount at December
31, 2010. As a result, we are projecting an increase in building permit fees in our FY
2010-11 budget of $175,000.
Fire Tax Credit
The Fire Tax Credit revenue originally projected by the Riverside County Fire
Department for Fiscal Year 2010-11 was $1.5 million. This amount has been revised to
$1,887,908 based upon final assessed amounts they received from the County of
Riverside, an increase of $371,908 in revenue to the City for FY 2010-11.
AGENDA ITEM NO. 11
Paqe 2 of 28
Report on the Mid-Year Status of the Fiscal Year 2010-11 Budget
March 8, 2011
Page 3
Expenditures
A net increase in expenditures of $251,071 is being recommended. The explanations
for these adjustments are included in the attached schedules. The net increase
includes an offset by a net salary and benefit savings of $251,000 related to attrition,
retirement and the unfilled Community Development Director position.
In addition, $185,000 is being recommended in transfers out to the General Fund
Capital Fund (CIP) for the following two capital projects:
1. Exhaust extraction system for Fire Stations 85 (McVicker) and 94 (Canyon
Hills). This system provides a significant safety improvement to the removal
of the black toxic vehicle exhaust coming from the fire engines that stays
trapped in the stations for our firefighters to breath. A memo regarding the
exhaust extraction system is included in this report. The cost recommended
for these systems is $140,000, which would be offset by the $140,000
savings in the Fire Services Contract.
2. HDL Business License System. This software tool would allow the City to
modernize its business license processes, improve customer service, reduce
operational costs and secure additional revenue. In addition, it would allow
the City to process business license renewals online via our website and
process securely credit card payments. As an existing HDL client, they are
offering the City a saving of approximately $10,000 on the installation of the
system. The budget cost recommended is $45,000 for the implementation
and first year user fee. The annual user fee cost is $6,050. A copy of the
proposal and information on the online renewal module is included with this
report.
GENERAL FUND BALANCE RESERVES
The General Fund Balance Reserves would reflect tl
recommended adjustments:
1. Unallocated Revenue:
2. Reserve Balance
3. Supplemental Reserve ('Rainy Day")
Total General Fund Balance Reserves
Percent of General Fund Expenditures
ie following balances after these
$ 751,529
3,500,000
2,149.919
$6.401,448
26.6%
AGENDA ITEM NO. 11
Paqe 3 of 28
Report on the Mid-Year Status of the Fiscal Year 2010-11 Budget
March 8, 2011
Page 4
FISCAL IMPACT
The net effect of the budget recommendations is a net increase of revenue over
expenditures of $889,997. Staff is recommending that $433,790 of this net increase be
used to cover the Supplemental Reserve ("Rainy Day") allocation included in the FY
2010-11 Adopted Budget, $185,000 allocated to the General Fund project fund (Fund
105) for two capital projects and the remaining $271,207 allocated to Unallocated
Revenue.
RECOMMENDATIONS
1. Approve the mid-year budget recommendations and the allocations to the
Supplemental Revenue Fund of $433,790, General Fund project fund of
$185,000 and $271,207 to Unallocated Revenue.
Prepared by: James R. Rile
Director of Administrative Services
Approved by: Robert A. BradV
City ManageAGENDA ITEM NO. 11
Paqe 4 of 28
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W
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Exhaust Extraction Systems
History
In approximately 1995, the Riverside County Fire Department started placing 100%
source capture exhaust removal systems into their Fire Station starting with Station 23.
In approximately 2007 Chief Hawkins made a commitment to the Union that we would
expand this program and start a retrofit program in other County owned facilities as the
budget allows. In the time has progressed, the Riverside County Fire Department has
retrofitted numerous Fire Stations with a 100% source capture exhaust removal system
manufactured by Plymovent. The retrofits have primarily taken place in City contract
Fire Stations due to budgetary limitations within the County owned Fire Stations. Some
County owned Fire Stations have been outfitted with these systems, but these facilities
have been limited to new construction facilities only.
Exhaust Extraction Product Parameters
The Riverside County Fire Department made the decision to select the Plymovent 100%
source capture exhaust removal system for the following reasons:
• The Plymovent product line was the only product that was truly 100% source
capture. (It captured 100% of the emitted exhaust at the tailpipe)
• The Plymovent product did not require any special modification to the fire
apparatus.
• The Plymovent product was able to be adapted to all of the apparatus currently in
the fleet and all anticipated future apparatus types as well. (Engines, Trucks, Haz
Mat units, Water Tenders, Staff vehicles, ECT...)
• The Plymovent product line had a number of different mounting options that
made it able to be used in all of the Counties Fire Stations, both current and new
construction.
• The Plymovent product was being utilized in other Fire Departments within
Riverside County, thus enabling auto/mutual aid apparatus to maintain
compatibility and the same high level of employee and public health & safety.
• The Plymovent product line is the largest Fire Department supplier of 100%0
source capture exhaust removal systems in Southern California, thus once again
enabling auto/mutual aid apparatus to maintain compatibility and the same high
level of employee and public health & safety.
• The Plymovent product line offered the ability to utilize the same 100% source
capture system in the Fire Department Fleet Repair Shops as was being used in
the Fire Stations.
• The Plymovent product line was able to be supplied, installed, serviced and
maintained locally.
• The Plymovent product line offered a safety breakaway disconnect coupling that
is field repairable. This saves the system in the event that the system does not
properly disconnect while the apparatus is driving out of the Station.
AGENDA ITEM NO. 11
Paqe 24 of 28
• The Plymovent product line has a very low average annual maintenance cost.
• The Plymovent product line is ISO and UL certified.
AGENDA ITEM NO. 11
Paqe 25 of 28
L Software, ux
Delivering efficiency to government
December 20, 2010
Mr. James Riley
Director of Administrative Services
City of Lake Elsinore
130 South Main Street
Lake Elsinore, CA 92530
Dear James,
Thank you for allowing Robert Gray and I to demonstrate the HdL Business License system to you and your
colleagues on December 14, 2010. We are pleased to present a pricing proposal to the City of Lake Elsinore for the
HdL Prime Business License Software System, including web renewal capabilities. We believe that our software
system will allow the City of Lake Elsinore to modernize its business license processes, improve customer service,
reduce operational costs and secure additional revenues. As an existing HdL client we are providing the City with
an aggressive cost reduction incentive.
We look forward to providing the City with exceptional software tools and the best customer service in the
industry.
Business License Functions at a Glance:
• Track licenses, owners, emergency information, tax I.D. numbers and expiration dates
• Process applications, calculate fees and print licenses
• Generate license forms and renewal notices
• Track and notify delinquencies
• To find transparent businesses, link with other data such as HdL Sales Tax or Property Tax
• Generate non-licensed reporting from certain data sets
• Provide information about the business community: business type, SIC/NAIL codes, number of employees,
number of units, such as hotel rooms or apartments and number and plate number of vehicles
• Key word search to find licenses quickly
• Allow paperless department approvals
• Standard system reports and user-defined reporting capability through Crystal Reports
• Export data to word processing and spreadsheet programs
Business License Web Renewal Module:
• Accept renewals on line via your website
• Securely process credit card payments
• Accurate fee/penalty calculations every time, eliminates balances due
• Specify which fees to charge, and provide a user-friendly description for each fee
• Specify which accounts are eligible for online renewal using status and rate type
• Process pending renewals with just a few keystrokes
• Customize email notices to taxpayers using templates
1340 Valley Vista Drive, Suite 200, Diamond Bar, CA 91765-3910
Email: sales@hdicompanies.com • Toll Free 888-861-0220 • Tel 909-861-4335 • www.hdlcompanies.com
AGENDA ITEM NO. 11
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Pricing Proposal for HdL's Business License Software System
City of Lake Elsinore December 20. 2010
Systems Requirements at a Glance:
Database
HdL Software systems use the Microsoft SQL Server database platform. The following versions are supported:
• MS SQL Server 2005 / 2005 Express
• MS SQL Server 2008 / 2008 Express
Requires 1 gigabyte of disk space to accommodate the initial data set.
PC
CPU
1.2 Ghz or better
Memory
1GB RAM
Video
1024x768, 16 bit color
OS
MS Windows XP Pro/Vista/7
COMPENSATION
Use Fee
Note:
• Data Conversion": Includes up to 30 hrs of data conversion time. Any work above 30hrs will be charged at
$210.00 per hour. Value of $2800. If data conversion is not needed. Pricing may be reduced by $2800.
• Link for Payment Processor: HdL has selected Authorize.net as the preferred provider for payment
gateway and merchant account services. The Authorize.net solution has proven to be reliable, full
featured and cost effective for our clients. If the City wishes to select a different payment gateway, there
will be a development cost of approximately $5,000 to establish the link. If requested by the City, HdL will
assess the gateway solution and provide an estimate of the development costs.
This is our standard license plus annual use fee pricing model. We can adjust the pricing model as needed to suit the
City's budgetary needs. We appreciate your interest in HdUs Business License Software System, and would like the
opportunity to serve the City of Lake Elsinore in this capacity." _ - '
Sincerely,
George Bonnin
Sales Manager
HdL Software, LLC
AGENDA ITEM NO. 11
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t Software, LLC
Delivering fg1ciency to government
Processing business license renewals is hard work and time consuming ...no question
about it! The paperwork, the data entry, the letters, the envelope stuffing, the
reporting... plus all of the "other duties as assigned" work to boot.
Is there a solution?
YES!
The HdL Business License Web Renewal Module
What can the Web Renewal Module do?
• Allows business owners to renew business
licenses on line rather than in person or by mail.
• Allows City Staff to email renewal notices to
business owners rather than printing, stuffing
envelopes and mailing hard copies.
• Automatically calculates all fees, penalties and
balance due amounts.
• User friendly fee descriptions eliminates license
renewal confusion. Intuitive and easy to use.
• Securely processes credit card payments. All
payments sent quickly, efficiently and directly to
City's merchant bank account.
• Automatically updates all renewal data on to the
HdL Business License system.
• Instant email payment receipt notification.
• Customizable, built-in email notice templates.
.,City has complete control over rate types and
other information that is displayed on screen.
• Pending renewals processed quickly and easily.
• Quick and easy installation and implementation.
Generally within 7 days*.
• Reduces your environmental impact. Join the "Go
Green" Revolution.
What it means to me!
• Saves time
Business owners do the work on line from their
home or office so you don't have to.
• Reduces Counter Traffic
Fewer customers at the counter means, more
quality staff time available for other work.
• Eliminates Calculation Errors (saves time)
Web Module automatically calculates all fees,
penalties and previous balance due amounts.
• Saves money (saves time)
Online renewals eliminate the need for buying
paper, envelopes, letterhead, and printer ink.
• Saves staff resources and time
Eliminates the need for printing and folding notices,
stuffing envelopes, sorting envelopes and postage.
• Eliminates the handling of cash or checks (enhances
security and accuracy) Credit card payments are
securely processed and deposited in the City's
merchant account.
• Reduces data entry work (saves time, eliminates
data entry errors) Web Module automatically
updates renewal data on to the HdL Business
License Program.
• Eliminates mass business license renewal mail outs
(saves time, material, money) City staff can email
renewal notices instead of mailing them.
How to Get Started
Test drive the Web Module for yourself. See how easy it is to use. Go to your web browser and type the following
address: http://www2.hdlcompanies.com/view/etslwebmodu/e rev3 viewtet swf.html
At the login screen enter your first name, agency name and the password: k3rmit
Call an HdL Sales Manager today and sign up. It's as easy as that.
(909) 861-4335
sales@hdicompanies.com
*Your Agency will need to have a third party payment gateway account set up prior to the installation of the HdL Web Module. All payments
will be processed through this gateway and the funds electronically deposited to the Agency. HdL Software will link to the third party credit
card processor.
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