Maintain a balanced budget primarily the General & Park Funds

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1 EXHIBIT B City f Chic Budget Cntingency Plan P The purpse f the Budget Cntingency Plan is t establish a guideline and general apprach t respnd t adverse financial and ecnmic cnditins that culd negatively impact the City f Chic s fiscal health. The plan establishes a fundatin f principles and gals upn which budgetary decisins will be based. The plan will create a systematic respnse t adverse fiscal cnditins, as ppsed t reactinary decisinmaking that culd have lng-term negative impacts t the rganizatin. While the plan is primarily fcused n the General and Park Funds, it als applies t all City and Redevelpment Agency Funds as fiscal cnstraints are presented in these funds as well. LAN PURPOSE PRINCIPLES & GOALS The guiding principles behind the plan include the cntinued ability t achieve the City s missin t prtect and enhance ur cmmunity s quality f life fr present and future generatins, achieved thrugh careful planning, fiscal respnsibility and cntinuus imprvement. In additin, the City will strive t cntinue prviding a balance f services within its fiscal ability. The primary gals f the plan are as fllws: Maintain a balanced budget primarily the General & Park Funds Preserve the City s cre services Retain the City s rganizatinal infrastructure and ensure that apprpriate internal review functins remain PLAN TRIGGERS Implementatin f this plan will be predicated n ne r mre f the triggers utlined belw: Any adverse fiscal circumstances as determined by the City Manager, such as: Natural r human-made disasters State takes and/r brrwing Large, unexpected csts Ecnmic dwnturns Page 1 f 5

2 City f Chic Budget Cntingency Plan Whenever there are tw cnsecutive quarters f adverse fiscal results in tp five revenues. Adverse results may include actual declines in revenues and/r significant variances frm prjected revenues. The tp five revenues include: Sales Tax Prperty Tax Prperty Tax in Lieu f Vehicle License Fees Utility Users Tax (UUT) Transient Occupancy Tax (TOT) Declines in revenues will be analyzed in cnjunctin with expenditure trends, in rder t cnsider the net impact t fund balance. T the extent that expenditure savings ffset declines in revenue, reductin measures will nt be implemented. GENERAL FUND FOCUS KEY PLAN ELEMENTS KEY ELEMENTS There are six key elements t this plan: 1) Maintain Minimum Fund Balances at Plicy Levels Budget Plicy E.4.a.(1) establishes the desired minimum balance in the General Fund at 7.5% f General and Park Fund perating expenditures. This balance is referred t as the Desired Operating Reserve. Maintaining this minimum fund balance prvides the first line f defense in absrbing adverse fiscal cnditins and allws fr cntinued peratins. It als prvides a bridge in addressing lnger-term prblems while cmprehensive respnse plans are develped. 2) Utilize Reserve Funds Depending n the type f fiscal cnstraint, it may be mre prudent t utilize a prtin f reserve funds, rather than affect the peratins f the City. In the fllwing examples, reserve funds wuld be utilized up t the level f availability: State-impsed brrwings One-time State takes Natural r human-made disasters In the event Emergency Reserves are utilized, the City will strive t maintain the Desired Operating Reserve, as nted abve in element number ne. Page 2 f 5

3 City f Chic Budget Cntingency Plan 3) Prvide Onging Mnitring f City s Fiscal Health In an effrt t keep Cuncil, emplyees and the cmmunity apprised f the City s fiscal situatin, the Finance Office will prvide nging analysis, reprting and mnitring n a quarterly basis, r mre frequently if the need arises. In additin, the Cuncil will be presented with the City s audited financial statements in accrdance with generally accepted accunting principles n an annual basis. 4) Assess the Type f Fiscal Challenge Different challenges call fr different strategies. The type and duratin f the fiscal impact will determine hw best t respnd t the situatin. One-Time Events: One-time event that is nt likely t cntinue indefinitely One-time fixes are an apprpriate respnse fr ne-time prblems. Examples f ne-time fixes culd include the use f inter-fund transfer r brrwing f funds, deferred funding f replacement equipment r delays in capital prjects Onging Challenges: Onging dwnturn in revenues r nging increases in csts (e.g. structural deficit) In the case f nging challenges, ne-time fixes will nt be sustainable. A structural imbalance requires new nging revenues r nging expenditure reductins 5) Identify Optins In the lng-term, there are nly tw basic budget-balancing ptins: Increase revenues Reduce expenditures (and related service levels) In the shrt-term, use f fund balance is an ptin, but it is nt a viable lng-term slutin. An exceptin is the strategic use f fund balance that reduces future year perating csts r increases nging revenues. General Strategy Department Heads are respnsible fr crafting expenditure reductin ptins that: Are realistic and nging Reflect the least service impacts t the cmmunity Are within the City s ability t d independently n speculative reductins cntingent upn actins by thers Page 3 f 5

4 City f Chic Budget Cntingency Plan Can be implemented within three mnths after adptin Are net f any related revenues frm fees r grants Maintain essential facilities, infrastructure and equipment at reasnable levels Reflect participatin frm thrughut the rganizatin Key Principles in Preparing Operating Expenditure Reductin Measures Reductin measures will be based n service pririties Reallcate existing staff resurces, when pssible, t prvide flexibility in meeting service demands while mitigating the need fr lay-ffs Any service reductins will be balanced, and ensure that highest pririty services are retained Fcus will be n retaining cre services, and reducing services with the least impact n the cmmunity Preserve rganizatinal infrastructure, and ensure that apprpriate and necessary internal review functins remain Ensuring the City s ability t respnd t an ecnmic rebund by maintaining cre staffing levels acrss all functins Capital Imprvement Plan Prjects Prjects intended t maintain existing infrastructure and facilities will generally have higher pririty ver new prjects. Likely exceptins include: Prjects with a secured funding surce (e.g. grants, bnd prceeds, etc.) Prjects that mitigate adverse impacts t public health and safety Outstanding cntractual cmmitments Significant utside resurces r related ne-time revenues Legislative Advcacy Depending n the reasn fr the adverse circumstances (and especially if they are driven by state r federal budget actins), the City will wrk clsely with its elected representatives and thers (such as the League f Califrnia Cities) in mitigating service (and related cst) reductins. Emplyee Invlvement Department Heads will encurage emplyee participatin and invlvement in preparing expenditure reductin ptins The City will strive t identify ptential psitin reductins resulting frm this plan as sn as practical befre implementatin in rder t: Page 4 f 5

5 City f Chic Budget Cntingency Plan Cmmunicate with affected emplyees regarding their emplyment utlk Prvide transfer pprtunities Allw affected emplyees a reasnable amunt f time t make ther plans There are dwnsides t this apprach, and many rganizatins cnsciusly keep frcereductin actins under wraps as lng as pssible because f them. Hwever, treating emplyees with respect means infrming them abut City plans that affect them as sn as pssible. 6) Finalize and Implement Actin Plan With advice frm Department Heads, the City Manager is respnsible fr preparing the recmmended actin plan Cuncil apprval is required fr implementatin Finance will clsely mnitr results f the actin plan in achieving its gal, and will quickly reprt any significant deviatins t the City Manager and Cuncil This plan was adapted frm the City f San Luis Obisp s Fiscal Health Cntingency Plan, dated Octber Page 5 f 5

6 City f Chic General Fund Cntingency Plan FY Annual Budget EXHIBIT B Pssible Budget Reductins State-Impsed Reductins Decline in Lcal Revenue 1-time Take and/r Brrwing N Implement Reductin Measures Yes Fund with Reserves (up t $3M) (Amunts ver $3M) Level f Decline Tier I Tier II Tier III Up t $2M (5%) $2M - $4M (5-10%) $4M r mre (10%+) Reductin Measures - Additinal Budget Cuts - Maximize Transfers - Delay Spending - Negtiated Reductins - Furlughs/Office Clsures - Wage Cncessins - Reductins in Service - Staff Reductins - Prgram Reductins

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