CC 11-21-2023 Item No. 11 First Quarter Financial Report_Supplemental ReportCC 11-21-2023
#11
First Quarter Financial
Report
FY 2023-24
Supplemental Report
1
CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: November 21, 2023
Agenda Item #11
Subject
Accept the City Manager’s First Quarter Financial Report for Fiscal Year 2023‐24
Recommended Action
1. Accept the City Manager’s First Quarter Financial Report for Fiscal Year 2023‐24
2. Adopt Resolution No. 23‐XXX approving Budget Modification No. 2324‐314, increasing
appropriations by $540,141 $464,384 and revenues by $464,384$540,141
3. Adopt Resolution No. 23‐XXX amending the Cupertino City Employees’ Association
/IFPTE Local 21 Classification Plan and Salary Schedule
4. Adopt Resolution No. 23‐XXX amending the Unrepresented Employees’ Compensation
Program
5. Approve new Senior Housing Coordinator and Communications and Marketing
Coordinator classifications
6. Receive FY 2023‐24 First Quarter City Work Program Dashboard Update
7. Provide direction on potential service level reductions for FY 2024‐25
a. Defunding the 4th of July Event in FY 2024‐25
b. Defunding Community Grant Funding Program in FY 2024‐25
c. Defunding Weed Abatement subsidy of $8,600 annually
Background:
The staff report and Recommended Action contained an error that is corrected with this
supplemental report. The amounts in bullet 2 of the Recommended Action were flipped
and should say “increasing appropriations by $540,141 and revenues by $464,384”. See the
strikethrough above.
Staff’s responses to questions received from councilmember are shown in italics.
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Q1: What is the full costs of 4th of July, could those costs be broken out? (Vice Mayor
Mohan)
Staff response: 4th of July
Event Includes Total Funding
Morning Pancake Breakfast, Concert,
Flag Raising, Parade, parks
and recreation overtime
staffing, rentals
$7,000
Evening Fireworks, 3 viewing sites,
sheriffs, parks and Recreation
and public works overtime
staffing, rentals
$140,000
Morning & Evening (Full‐
Event)
Pancake Breakfast, Concert,
Flag Raising, Parade,
Fireworks, 3 viewing sites,
sheriffs, parks and Recreation
and public works overtime
staffing, rentals
$145,000
Q2: How much have we funded in community funding in the past? (Vice Mayor Mohan)
Staff response: Community Funding (CF)
Fiscal Year (FY) Total Funding*
FY 17‐18 $52,400
FY 18‐19 $52,400
FY 19‐20 $109,800
FY 20‐21 $110,000
FY 21‐22 $115,900
FY 22‐23 $69,461
FY 23‐24 $32,500
*CF policy allows for funding up to $90,000
Q3: Why is 4th of July being brought now for a decision and why not other reductions?
(Councilmember Moore)
Staff response: All three FY 2024‐25 Budget reductions in the First Quarter Financial Report are
being brought to City Council due to timing issues. 4th of July event takes place at the beginning
of the fiscal year. Planning for that event begins months in advance and the City enters into
contracts in January for the fireworks. Staff need to know now if we should proceed with the
event.
Community funding also begins in January with a notice of funding and staff needs to know if we
will proceed and if so what level of funding will be available before January. Similarly, the Weed
Abatement program begins in January and lasts into next fiscal year.
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Q4: Please provide the number of unfilled positions which we had in January 2023 and
how many remain today? (Councilmember Moore)
Staff response:
Department Position As of 1/2023 As of 11/2023
Admin Services Finance Manager Vacant Filled
Admin Services Purchasing Manager Vacant Filled
Admin Services Senior Mgmt Analyst Vacant Underfilled at Management
Analyst level
City Managerʹs Office Administrative Assistant Vacant Filled
City Managerʹs Office Assistant City Manager Vacant Eliminated
City Managerʹs Office Communications Analyst
(Three‐Year Limited‐
Term)
Vacant Eliminated
City Managerʹs Office Legislative Aides
(Management Analyst)
Vacant Overfilled as Sr.
Management Analyst
City Managerʹs Office Deputy City Manager Vacant Filled
City Managerʹs Office Public Information Officer Filled Vacant
City Managerʹs Office Senior Office Assistant Vacant Vacant
City Managerʹs Office
to Public Works
Management Analyst
Sustainability
Vacant Filled, transferred to PW
Environmental Programs
City Managerʹs Office
to Public Works
Sustainability Manager Filled Filled, transferred to PW
Environmental Programs
and underfilled at PW
Supervisor level
Community
Development
Assist Director
CDD/Building Official
Vacant Filled
Community
Development
Assistant Planner Vacant Vacant
Community
Development
Assistant Planner Filled Vacant
Community
Development
Associate Planner Vacant Vacant
Community
Development
Code Enforcement Officer Vacant Vacant
Community
Development
Office Assistant Vacant Filled
Community
Development
Senior Planner Vacant Vacant
Community
Development
Senior Planner (Housing) Vacant Eliminated
Community
Development
Senior Planner (Planning) Vacant Vacant
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Community
Development
Planning Manager
(Housing)
Filled Vacant
Parks and Recreation Assistant Director of
Parks and Recreation
Vacant Underfilled at Recreation
Manager
Parks and Recreation Community Outreach
Specialist
Vacant Eliminated
Innovation and
Technology
Network Specialist Filled Vacant
Public Works Maintenance Worker I/II Vacant Filled
Public Works Maintenance Worker I/II Vacant Filled
Public Works Maintenance Worker I/II Vacant Filled
Public Works Director of Public Works Vacant Filled
Public Works Maintenance Worker I/II Vacant Filled
Public Works Maintenance Worker Lead Vacant Filled
Public Works Project Manager Limited
Term
Vacant Eliminated
Public Works Management Analyst Vacant Filled
Parks and Recreation Senior Office Assistant Filled Vacant
Public Works Environmental Program
Specialist
Filled Vacant
Public Works Sr. Public Works Project
Manager
Filled Vacant
Public Works Sr. Public Works Project
Manager
Filled Vacant
Note that position reductions are not on the agenda for the November 21 meeting but may be
considered by Council as part of the FY 2024‐25 budget process, which is scheduled to begin in
January 2024.
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Q5: Please provide the free facility use/free staff time/Sheriff support which the City
grants each year including Senior Center in the Parks and Recreation totals?
(Councilmember Moore)
Staff response: All facility rentals, free or paid, come with staff setup and support of the room
rented. These are fixed costs with operating the facilities. Staff is not in the room for the entire
rental, but they are available for technical or furniture issues.
The fee waivers for the facilities are a part of the festival costs chart that is called out in the
proposed budget meetings and a part of the budget book. The chart contains a column entitled
Facilities/Parks/Road Permits under the waived fees section of the chart. Staff does not waive any
facilities fees without a waiver by City Council. If a festival asks for more space after this chart has
been approved, festivals are informed that they must pay for any extra space.
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Note that facility fee waivers are not on the agenda for the November 21 meeting but may be
considered by Council as part of the FY 2024‐25 budget process, which is scheduled to begin in
January 2024.
Q6: Please provide an update on the Vehicle replacement budget: how much was
budgeted, what was purchased and what remains.? (Councilmember Moore)
Staff response: Within the FY 23‐24 budget for Vehicle Fixed Assets Acquisition, the adopted
budget total is $460,000. The budget was established to enable vehicles 455, 481, 46, 495, and 459
to be replaced.
The City has initiated procurement of replacements for vehicles #455 and #481.
The City will initiate procurement of two Ford F150 Lighting EVs to replace the existing gas‐
powered vehicles (#46 and #495). The procurement of these vehicles is anticipated in early 2024.
The City has shifted from purchasing the previously planned hybrid vehicle to purchasing EV
vehicle in order to comply with State mandated EV purchasing requirements.
The procurement of vehicle #459 has yet to commence. Procurement is anticipated to be scheduled
in Spring of 2024.
Note that the budget for Vehicle Fixed Assets Acquisition is not on the agenda for the November
21 meeting but may be considered by Council as part of the FY 2024‐25 budget process, which is
scheduled to begin in January 2024.
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Attachments Provided with Original Staff Report:
A. FY 2023‐24 First Quarter Financial Report
B. Draft Resolution
C. Description of Carryovers and Adjustments through September 30, 2023
D. Description of Budget Transfers through September 30, 2023
E. FY 2023‐24 First Quarter Recommended Budget Adjustments
F. FY 2022‐23 Special Projects Update
G. FY 2023‐24 First Quarter Special Projects Update
H. Competitive and Non‐Competitive Citywide Grants
I. Capital Improvement Program Project Status
J. FY 2023‐24 City Work Program First Quarter Update
K. Senior Housing Coordinator Position Description
L. Communications and Marketing Coordinator Position Description
M. DRAFT Resolution Amending the Cupertino Employees’ Association/IFPTE Local 21
Classification Plan and Salary Schedule
N. DRAFT Resolution Amending the Unrepresented Employees’ Compensation Program