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Home My WebLink AboutWS Item 01 - Financial PoliciesMEMORANDUM CITY OF GRAPEVINE, TEXAS TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER Bl/ - DATE: FEBRUARY 14, 2007 SUBJECT: THURSDAY'S BUDGET WORKSHOP Attached are two items staff will review with Council tomorrow night. 1. A list of recommended permenant cuts in the General Fund. These cuts were prepared by and reviewed with each Department Director. 2. A strategy that the staff would implement to review all General Fund departments/policies in the coming months as a way to reduce expenditures/staffing. This strategy was created after our staff visits to Plano and Irving and closely mirrors the successful Plano model. Please let me know if you have any questions. DIVISION NAME DIVISION NUMBER OBJECT CODE ACCOUNT NAME PROPOSED REDUCTION SERVICE LEVEL IMPACT CMO Admin 101-1 42200 Operating Supplies 449 Cancellation of newspaper and magazine subscriptions CMO Admin 101-1 44505 Travel & Training 3,460 Elimination of travel to two conferences, training and professional memberships I.T. 101-2 42200 Operating Supplies 2,000 Inventory reduction of replacement keyboards, mice, etc. I.T. 101-2 42281 Apparatus & Tools 6,000 Reduction in allowance for office moves (cabling, routers, switches, etc.) Non -Dept. 120-1 42200 Operating Supplies 15,000 Reduction in Newsletter printing cost Non -Dept. 120-1 44525 Utilities 4,000 Phone services reduction Non -Dept. 120-1 44540 Professional Services 106,000 Reductions for consultants ($26,000); newsletter development ($2,800); website development ($5,000); Tx Legislative Svc. ($1,200); Huitt-Zollars expenses moved to 413 Fund ($72,000): ADD $1,000 for Employee Cost Saving Award Incentive Non -Dept. 120-1 44686 Community Distrib. 3,000 Women's Haven ($1,000); Women's Center ($1,000); Project Graduation ($1,000) TOTAL CITY MANAGER & NON -DEPARTMENTAL $139,909 City Secreta 103-1 42200 Operating Supplies 87 Subscriptions and publications City Secretary 103-1 44505 Travel & Training 1,959 NTMCA conferences/seminars ($1,399); public info. training ($310); mileage ($250) City Secretary 103-1 44540 Professional Services 13,133 Reduced Council election costs ($5,930); reduced Run -Off election costs ($5,000); microfilming & filing ($1,050) TOTAL CITY SECRETARY $15,179 Personnel 104-1 42200 Operating Supplies 11,405 Advertising costs reduced due to hiring freeze; future funding to come from departmental salary lag due to vacancies Purchasing 105-3 44540 Professional Services 2,000 Auctioneer expenses to be net of proceeds from surplus property sales Risk M mt. 109-1 44540 Professional Services 12,500 Elimination of Wellness Program Risk Mgmt. 109-1 45554 Workers Comp. Ins. 78,651 Waterworks, operations & system maintenance ($53,020) and sewage treatment, collection ($25,631) to be charged to Fund 200 Risk M mt. 109-1 45560 Office Equip. Maint. 55,000 Maintenance for copiers/fax machines/printers moved to Copier Replacement Fund Risk M mt. 109-1 45664 Health Ins. Claims 35,000 Claims YTD are down compared to FY06 YTD. Will monitor trend in coming months TOTAL ADMINISTRATIVE SERVICES $194,556 Police Admin 209-1 42200 Operating Supplies 16,990 Personnel advertisements ($15,000); reference materials $1,990 Police Admin 209-1 42281 Apparatus & Tools 2,500 Recruiting display booth expenses ($1,000); D.A.R.E certificate frames $1,500 Police Admin 209-1 44540 Professional Services 350 D.A.R.E. graduation expenses Police Admin 209-1 44573 Leases & Rentals 3,100 Storage unit for Community Relations ($2,100); Convention Center rental $1,000 Uniform Ops. 209-2 42200 Operating Supplies 2,525 Jail mattresses ($325); flares $1,800); log books ($100); Challenge coins ($300 Uniform Ops. 209-2 42220 Clothing Supplies 14,702 Uniform cleaning ($9,277); new $1,500); replacement ($2,250); honor guard $1,675 Uniform Ops. 209-2 42281 Apparatus & Tools 9,035 Traffic division ($3,140); bike patrol ($2,090); crossing guards ($370); substation $2,250); other miscellaneous $1,185 Uniform Ops. 209-2 44505 Travel & Training 3,395 Traffic division ($600); bike patrol $1,495); membership dues ($150); training Page 1 of 4 DIVISION NAME DIVISION NUMBER OBJECT CODE ACCOUNT NAME PROPOSED REDUCTION SERVICE LEVEL IMPACT Technical Svcs. 209-4 42200 Operating Supplies 5,745 Printed materials ($2,600); Cole directories (450); other misc. office supplies $2,695 Technical Svcs. 209-4 42281 Apparatus & Tools 6,150 Laser printers ($3,000); monitors ($1,400); keyboards, mice, etc. ($1,750 Technical Svcs. 209-4 43465 Misc. Equip. Maint. 10,100 EMD maintenance agreement ($1,600); Livescan system maintenance $8,500 Technical Svcs. 209-4 44505 Travel & Training 3,000 Cancel Microsoft SQL Server training Technical Svcs. 209-4 44540 Professional Services 15,975 Consulting fees ($10,000); microfilming ($5,200); software $775 Technical Svcs. 209-4 44573 Leases & Rentals 4,000 Pagers Technical Svcs. 209-4 48860 Machinery & Equip. 7,000 Cancel purchase of 2 MVS Download stations Animal Control 209-5 42220 Clothing Supplies 1,441 Replacements clothing supplies Animal Control 209-5 44505 Travel & Training 300 Replacement of miscellaneous hand tools TOTAL POLICE $106,308 Fire Admin 210-1 44505 Travel & Training 2,400 Cancel funding for attendance at two conferences Fire Admin 210-1 44540 Professional Services 500 General reduction Prevention 210-2 42252 Educational/Rec. 2,500 Reduce public safety handout materials; reduce costs of Care Caravan program Prevention 210-2 44505 Travel & Training 2,500 Eliminate cost of child safety seat program by combining with Police Operations 210-3 42220 Clothing Supplies 5,800 Reduce number of uniform items Operations 210-3 42281 Apparatus & Tools 2,189 Reduce number of new nozzles urchased Operations 210-3 43465 Misc. Equip. Maint. 3,300 In-house maintenance of air monitoring equipment & medical cots rather than by contract Operations 210-3 44540 Professional Services 20,000 In-house personnel will run physical fitness program; end contract with outside provider Operations 210-3 44573 Leases & Rentals 2,550 Reduction of funds for small equipment rentals Training 210-4 44540 Professional Services 5,000 Eliminate attendance at one professional development seminar Training 210-4 44573 Leases & Rentals 3,600 Cut live fire training at DFW training facility; continue training at TCC TOTAL FIRE $50,339 Parks Admin 312-1 42200 Operating Supplies 4,854 Reduce number of marketing pieces Parks Admin 312-1 44505 Travel & Training 500 Reduce conference travel. SAC 312-2 42200 Operating Supplies 1,000 Reduction in newsletter costs due to sponsorship SAC 312-2 44573 Leases & Rentals 1,511 New mid-size vehicle allows for savings in bus rentals Maintenance 312-3 44540 Professional Services 132,541 Reduced mowing schedule ($71,748); reduced litter collection schedule ($19,793): tree care maintenance canceled ($30,000); Reduced park cleaning frequency ($11,000) Recreation 312-4 42200 Operating Supplies 1,777 Cut employee awards $500 ; reduction in general office supplies $1,277 Recreation 312-4 42220 Clothing Supplies 400 Reduction in number of employee shirts purchased Recreation 312-4 44505 Travel & Training 200 Cut hospitality for staff meetings Recreation 312-4 44573 Leases & Rentals 1,100 Decrease contribution to Outdoor Kids Adventure Da Aquatics 312-5 42205 Chemical Supplies 4,800 Chemical usage has decreased the past two years Aquatics 312-5 42252 Educational/Rec. 836 Reduced pool special events supplies Aquatics 312-5 43355 Ree Facilities Maint. 1,000 Expenditure trend has decreased Page 2 of 4 DIVISION NAME DIVISION NUMBER OBJECT CODE ACCOUNT NAME PROPOSED REDUCTION SERVICE LEVEL IMPACT Athletics Prog. 312-6 42200 Operating Supplies 2,440 Consolidation of sports league flyers Athletics Prog. 312-6 42220 Clothing Supplies 3,000 Trend in youth sports is more teams, with fewer members per team Athletics Prog. 312-6 42261 Postage 500 Reduced expenses due to consolidation of flyers Athletics Prog. 312-6 44540 Professional Services 1,000 New contract with Ceridian is projected to lower costs Recreation Prog. 312-7 42200 Operating Supplies 700 Reduction in enviromnental prograrns Recreation Prog. 312-7 42261 Postage 997 Customer satisfaction surveys collected on site rather than by snail Recreation Prog. 312-7 44505 Travel & Training 1,000 Reduced training schedule Recreation Prog. 312-7 44573 Leases & Rentals 800 Reduced expenses for Daddy/Daughter Dance CAC 312-8 42200 Operating Supplies 500 Reductions in child center supplies CAC 312-8 42252 Educational/Rec. 1,700 Reductions for fashion show and wellness prizes offset by donations CAC 312-8 43465 Misc. Equip. Maint. 500 New strength equipment re uires less maintenance CAC 312-8 44540 Professional Services 1,361 Expenditures have decreased in recent history TOTAL PARKS AND RECREATION $165,017 Libra 313-1 Various Personnel Line Items 25,781 Eliminate a vacant art -time Library Assistant position 30 hrs. per week plus benefits Library 313-1 42200 Operating Supplies 5,122 Cancel The Library Corporation— a cataloging tool used by staff ($1,995); Eliminate periodicals on microfiche for back issues ($3,127) Libra 313-1 44573 Leases & Rentals 700 Cancel Facility lease cost for end of Summer Reading Club Program TOTAL LIBRARY $31,603 Pub Wks Admin 415-1 44540 Professional Services 66,940 Payment to NCTCOG for the TRE to be funded via 4-B or %-cent The T) funds Engineering 415-2 44540 Professional Services 9,100 Elimination of 2007 Ortho Aerial Photography purchase Streets 415-3 42200 Operating Supplies 1,000 Reduction in on -hand stock of supplies Streets 415-3 42220 Clothing Supplies 1,500 Reduce number of uniforms purchased Streets 415-3 44505 Travel & Training 1,000 Eliminate HMAC paving machine training for two employees Streets 415-3 44540 Professional Services 2,000 Reduction in allowance for laboratory testing and surveying services Streets 415-3 44573 Leases & Rentals 20,000 Reduction in allowance for the leasing of specialized equipment Traffic 415-4 Various Personnel Line Items 60,238 Move 50% of salary & benefits of Manager of Transportation & Utilities to Fund 200 Fleet Svcs. 108-1 43430 Motor Vehicle Maint. 20,000 Reduction in allowance for outsourcing of major repair work Facilities Svcs. 118-2 42200 Operating Supplies 1,760 Reduction in on -hand stock of supplies Facilities Svcs. 118-2 42220 Clothing Supplies 2,000 Reduce number of uniforms purchased Facilities Svcs. 118-2 42261 Postage 150 Reduction in allowance for inbound and outbound parts shipping Facilities Svcs. 118-2 42281 Apparatus & Tools 525 Reduction in allowance for tool replacement Facilities Svcs. 118-2 42285 Motor Vehicle Fuel 2,651 Tightened restrictions on vehicle usage Facilities Svcs. 118-2 43350 Building Maint. 5,548 Termination of plant maintenance contract in City buildings Facilities Svcs. 118-2 44505 Travel & Training 1,980 Reduction in allowance for continuing education Facilities Svcs. 118-2 44540 Professional Services 20,700 Elimination of one day porter for janitorial services ($10,500); special cleaning services reduction $5,000); reduction of allowance for engineering and consulting fees $5,200 TOTAL PUBLIC WORKS $217,092 Page 3 of 4 DIVISION NAME DIVISION NUMBER OBJECT CODE ACCOUNT NAME PROPOSED REDUCTION SERVICE LEVEL IMPACT Devi Svcs Admin 417-1 44505 Travel & Training 4,627 Reduction in funding for economic development travel Building Insp. 417-2 44540 Professional Services 4,477 Reduction in the number of plans converted to digital fonnat Planning 417-3 44540 Professional Services 2,236 Reduction in economic development studies funding & consultants fors ecialro'ects TOTAL DEVELOPMENT SERVICES $11,340 GRAND TOTAL $9319343 TOTAL ALL PERSONNEL LINE ITEMS $86,019 TOTAL ALL NON -PERSONNEL LINE ITEMS $845,324 Page 4 of 4 -o -� cn 'a co CD o v Dsll " 0 —1 (D 0 CD CD n =;• C= O CD Cr (D =r O i.n `0 0 C7 C7 X fit 0 =' 0 -n p 3 -n 3Cn 03 w � -0 a) �`CD0 on CD Co CD (D 2' in- CD (p a � "O CD 3. 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Sv CD � n CD Q Q CD l< C U N 3 CD O o (D (D '" - 0) CD O- CD n O �` r r Q O O o SU cn << 3 < Q-0 0 CD CD O CD 7 n _0 <• Oh O Q --h U) O O - Cl) � CD m D (D con (`1) o =3 o 0 (D FY 2006-07 ADOPTED PERCENT BUDGET OF TOTAL PERMANENT CUTS SUBMITTALS PERCENT AMOUNT OF TOTAL CUTS AS PERCENTAGE OF ADOPTED City Manager 2,528,667 5.61% 139,909 15.02% 5.53% Mayor & Council 110,639 0.25% 0 0.00% 0.00% City Secretary 282,057 0.63% 15,179 1.63% 5.38% Administrative Svcs. 9,973,607 22.12% 194,556 20.89% 1.95% Police 10,291,779 22.82% 106,308 11.41% 1.03% Fire 8,103,721 17.97% 50,339 5.40% 0.62% Parks 4,653,967 10.32% 165,017 17.72% 3.55% Library 1,667,351 3.70% 31,603 3.39% 1.90% Public Works 6,389,006 14.17% 217,092 23.31% 3.40% Development Svcs. 1,092,774 2.42% 11,340 1.22% 1.04% TOTALS 1 45,093,568 100.00% 931,343 100.00% 2.07%