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HomeMy WebLinkAboutagenda.council.worksession.20231009AGENDA CITY COUNCIL WORK SESSION October 9, 2023 4:00 PM, City Council Chambers 427 Rio Grande Place, Aspen I.Work Session I.A 2024 Recommended Budget Review - Recreation, Special Events, Community Development and Environmental Health, Police, Climate Action, and Renewable Energy Mitigation Program (REMP) Zoom Meeting Instructions Join from a PC, Mac, iPad, iPhone or Android device: Please click this URL to join: https://us06web.zoom.us/j/86830992646? pwd=BWaENOVehVbfuVKAnZ4dr4TlFe7lXf.1 Passcode: 81611 Or join by phone: Dial: US: +1 346 248 7799 Webinar ID: 868 3099 2646 Passcode: 81611 International numbers available: https://us06web.zoom.us/u/kespCZmHCA FY24 Budget Oct 9 2023 presentations - final.pdf 1 1 FY24 Compass & Budget Report Police Department – 001.221 Kim Ferber – Chief of Police October 9, 2023 2 COMPASS WINS – A LOOK BACK 2 Impact •Reduced emissions •Lower fuel and maintenance costs Completed Projects State Grant Wildlife Protection Officer Sigma Tactical Wellness Program Electric Vehicles & Charging Capacity •Reduction of human/bear conflict •Proactive policing of wildlife ordinances •Improved health and awareness for emergency responders 3 COMPASS HIGHLIGHTS 3 PROJECTS: •Increased Foot And Bike Patrols •Community Bike Education Program •Women’s Defense Courses •De-escalation Community Trainings •Senior Center Bingo Events •Saturday Market Booth GOAL: Increase Trust And Transparency 4 COMPASS HIGHLIGHTS 4 PROJECTS: •Victim Services Gap Analysis •Evidence Process Improvement •Employee Wellness Process Improvement GOAL: Increase Efficiency Through Process Improvements 5 5Police (40.0 FTE)General Administrative (5.3) Public Outreach (0.65) Community Response Services (6.15) Patrol Services (22.9) Investigative Services (1.95) School Safety (0.85) Records Management (2.2) POLICE STRUCTURE 6 POLICE REVENUES 6 Alarm Monitoring & CORA Requests 76% POST & HSO Grant Funding 24% 2024 2025 2026 2027 2028 Request Projection Projection Projection Projection Alarm Monitoring & CORA Requests $217,800 $222,000 $226,270 $230,630 $235,080 POST & HSO Grant Funding $67,060 $67,060 $8,000 $8,000 $8,000 Total Revenues $284,860 $289,060 $234,270 $238,630 $243,080 7 POLICE EXPENDITURES 7 Administrative 19% Community Response Services 11% Patrol Services 54% Investigative Services 4% Communication Center 8% Records Management 3% Operating Budget 2024 2025 2026 2027 2028 Request Projection Projection Projection Projection Administrative $1,515,947 $1,535,850 $1,588,710 $1,643,700 $1,700,960 Community Response Services $887,055 $916,410 $953,510 $992,370 $1,033,090 Patrol Services $4,308,720 $4,430,650 $4,601,390 $4,779,870 $4,966,480 Investigative Services $321,551 $333,310 $346,610 $360,510 $375,060 School Safety $26,571 $26,570 $27,580 $28,620 $29,710 Communication Center $649,290 $1,637,280 $1,075,520 $1,089,030 $927,810 Records Management $238,687 $245,620 $256,080 $267,080 $278,640 Operating $7,947,820 $9,125,690 $8,849,400 $9,161,180 $9,311,750 Overhead Allocations $789,100 $787,110 $808,260 $794,850 $829,320 Total Uses $8,736,920 $9,912,800 $9,657,660 $9,956,030 $10,141,070 Surplus/(Subsidy)($8,452,060)($9,623,740)($9,423,390)($9,717,400)($9,897,990) As a Percent of Uses 97%97%98%98%98% 8 2024 SUPPLEMENTAL REQUEST 8 Police Officer I: $137,740 (On-going) •Request for a FTE, Police Officer I position, with fully loaded costs of $137,740 including training, equipment, and uniforms •Assigned to the Operations Division •Moves the organization closer to achieving minimum staffing standards •Supports community policing and high visibility efforts •Staff safety •Reduces mandatory overtime and reassignments from other critical areas of the organization 9 2024 Capital Maintenance 9 Capital Maintenance Projects 2024 40115 – Variable Message Signs – Police $19,600 10 10 Police Summary Questions? Compass Goals: -Increase Trust and Transparency -Increase Efficiency Through Process Improvements Supplementals: -Police Officer I $137,740 Capital: -Capital Maintenance $19,600, Variable Message Signs 11 FY24 Compass & Budget Report Special Events Department – 001.532 Nancy Lesley | Director October 9, 202312 COMPASS WINS – A LOOK BACK 12 Impact •Clarity of guidelines •Community availability •Internal collaboration Completed Projects Customer Service Training July 4th Pedestrian Only Way Park Use Policy Launch •Customer focused government •Continuous learning and improvement •Public safety improvement 13 COMPASS HIGHLIGHTS 13 PROJECTS: •Strategic Calendar Management •Chillout Wednesdays •The Mac is Back! •Winter Kick-off •New Year’s Eve GOAL: Foster Spaces That Bring The Community Together 14 COMPASS HIGHLIGHTS 14 PROJECTS: •Prioritize Events Through Impact Criteria •Formulate Best Practices For Large Events •Post Event Review Process GOAL: Create More Efficient Internal Processes 15 15 EVENTS STRUCTURE Events (4.45 FTE) General Administrative (0.7) Event Application Processing (1.2) Event Logistics (1.35) Marketing Efforts (1.2) 16 EVENTS FINANCIALS 16 Administrative 12% Events and Marketing 85% Facilities Maintenance 3% Operating Budget20242025202620272028 Revenues Request Projection Projection Projection Projection Event Application Processing $7,200 $7,340 $7,490 $7,640 $7,790 Event Logistics $35,000 $35,700 $36,410 $37,140 $37,880 Departmental Collections $42,200 $43,040 $43,900 $44,780 $45,670 Total Revenues $42,200 $43,040 $43,900 $44,780 $45,670 2024 2025 2026 2027 2028 Expenditures Request Projection Projection Projection Projection Administrative $135,262 $138,440 $143,410 $148,610 $154,030 Events and Marketing $952,114 $976,750 $1,006,960 $1,038,420 $1,071,100 Facilities Maintenance $30,300 $30,900 $31,500 $32,120 $32,760 Operating $1,117,676 $1,146,090 $1,181,870 $1,219,150 $1,257,890 Overhead Allocations $85,000 $84,870 $87,220 $85,920 $89,530 Total Uses $1,202,676 $1,230,960 $1,269,090 $1,305,070 $1,347,420 Surplus/(Subsidy)($1,160,476)($1,187,920)($1,225,190)($1,260,290)($1,301,750) As a Percent of Uses 96%97%97%97%97% 17 17 Events Summary Questions? Compass Goals: -Foster Spaces that Bring the Community Together -Create More Efficient Internal Processes Supplementals: None Capital: None 18 FY24 Compass & Budget Report Recreation Department – 001.542 Fund Desiree Whitehead | Manager October 9, 202319 COMPASS WINS – A LOOK BACK 19 Impact •Creative programming •Community engagement Completed Projects Aspen School District Swimming Lessons & Lifeguard Class Ice Garden Expanded Usage for Youth Sports Kilter Board Climbing Wall •Essential service •Public safety •Partnership •Supporting local youth organizations •Innovative use of space 20 COMPASS HIGHLIGHTS 20 PROJECTS: •5 Year Financial Business Plan •Cost Recovery & SWOT Analysis GOAL: Maintain Stewardship Of Financial Standards 21 COMPASS HIGHLIGHTS 21 PROJECTS: •Emergency Action Plan Revision •Facility Resource Evaluation •Safety Trainings GOAL: Ensure Facility & Program Safety 22 COMPASS HIGHLIGHTS 22 PROJECTS: •Customer Service Focused Trainings •Marketing Plan GOAL: Expand Community Engagement 23 23 Aspen Rec Center (28.25 FTE) General Administrative (5.55) Facilities & Operations (8.1) Programming (14.6) RECREATION STRUCTURE 24 RECREATION REVENUES 24 Recreation Non- Classified 46% Aquatics Programming 4% Ice Programming 34% Youth Programming 14% Adult Programming 2% 2024 2025 2026 2027 2028 Request Projection Projection Projection Projection Recreation Non-Classified $1,109,500 $1,131,690 $1,154,320 $1,177,380 $1,200,940 Aquatics Programming $97,840 $99,800 $101,800 $103,830 $105,910 Ice Programming $822,880 $839,340 $856,130 $873,240 $890,700 Youth Programming $334,500 $341,190 $348,020 $354,970 $362,070 Adult Programming $45,000 $45,900 $46,820 $47,750 $48,710 Total Revenues $2,409,720 $2,457,920 $2,507,090 $2,557,170 $2,608,330 25 RECREATION EXPENDITURES 25 Administrative 25% Aquatics Programming 12% Ice Programming 15% Youth Programming 11%Adult Programming 6% Facilities Maintenance 29% Business Services 2% Operating Budget 2024 2025 2026 2027 2028 Request Projection Projection Projection Projection Administrative $1,293,929 $1,329,500 $1,380,120 $1,433,050 $1,488,410 Aquatics Programming $617,002 $640,020 $664,050 $689,100 $715,250 Ice Programming $789,675 $821,200 $854,270 $888,910 $925,240 Youth Programming $534,021 $554,610 $576,160 $598,710 $622,300 Adult Programming $301,070 $312,580 $324,590 $337,120 $350,260 Property / Facilities Maintenance $1,497,656 $1,538,990 $1,585,950 $1,634,750 $1,685,450 Business Services Programs $98,760 $100,730 $102,750 $104,810 $106,900 Operating $5,132,113 $5,297,630 $5,487,890 $5,686,450 $5,893,810 Overhead and Transfers Out $674,400 $667,660 $686,170 $667,080 $699,900 Total Uses $5,806,513 $5,965,290 $6,174,060 $6,353,530 $6,593,710 Surplus/(Subsidy)($3,396,793)($3,507,370)($3,666,970)($3,796,360)($3,985,380) Recovery Rate 42%41%41%40%40% Subsidy 58%59%59%60%60% 26 2024 PROPOSED FEE CHANGES 26 •Memberships – Average Increase Of 4% •Annual Adult: $671 •6 Month Adult: $416 •Program Fees – Average Increase Of 4% •Daily Admission – •Local Adult: $14 ($1 increase) •Guest Adult: $29 ($1 increase) 27 2024 SUPPLEMENTAL REQUEST 27 Recreation Utilities Cost Increase Request $35,000 (On-Going) •Facility utilities that have increased over the last few years due to inflation. •Absorbed utility increases for past several years using part-time labor savings. •Align budget authority with actual costs. 28 2024 SUPPLEMENTAL REQUEST 28 Net Impact for -0.3 FTE Authority shift to Golf Fund: $45,213 Savings •Net impact for shifting budget authority from General Fund/Recreation to Golf Course Fund 29 2024 Capital Projects & Capital Maintenance 29 Capital Projects 2024 50410 LIA Netting $38,000 50369 AIG Netting replacement $30,000 Capital Maintenance Projects 2024 40013 Clay Tennis equipment Court Roller/ ball machine/ stringer/ benches $14,000 30 30 Recreation Summary Questions? Compass Goals: -Maintain Stewardship of Financial Standards -Ensure Facility and Program Safety -Expand Community Engagement Supplementals: -Utility Operating Cost Increase $35,000 - (0.3) FTE Shift to Golf Fund $45,213 savings Capital: -Capital Projects $68,000 -Capital Maintenance $14,000 31 FY24 Compass & Budget Report Community Development Agency – Funds 122, 123, 325, 431 Building, Planning, Environmental Health, Sustainability Phillip Supino | Director October 9, 202332 COMPASS WINS – A LOOK BACK 32 •More engaged and productive staff •Reduced staff turnover Impact •Aligned responses to Council and AACP goals •Focus on science-based climate outcomes Completed Projects Department Work Culture Development Review Process Improvements Code Updates •Efficiencies in review process •Improved alignment across review agencies 33 COMPASS HIGHLIGHTS 33 PROJECTS: •Organics Ordinance Rollout •Construction & Demolition Waste Diversion •Expand EV Charging Infrastructure •Zero-Emissions Fleet •Building IQ GOAL: Carbon Reduction & Environmental Sustainability 34 COMPASS HIGHLIGHTS 34 PROJECTS: •Agency Mission Statement •Efficiencies In Inspections •Framework For Managing Regulations •Land Use Code Amendments GOAL: Build Out Agency Integration 35 COMPASS HIGHLIGHTS 35 PROJECTS: •Facilitate Process Advisory Group •Development Review Portal Improvements •Over The Counter Permits GOAL: Align Delivery Of Services With Mission 36 36 CDEHS (40.8 FTE) Planning (16.0) Building (15.5) Environmental Health (6.3) Climate Action (3.0) CDEHS STRUCTURE 37 PLANNING & BUILDING REVENUES 37 Planning 13% Building 87% 2024 2025 2026 2027 2028 Request Projection Projection Projection Projection Planning $814,520 $826,330 $838,380 $850,670 $863,200 Building $5,239,800 $5,344,600 $5,451,500 $5,560,530 $5,671,730 Total Revenues $6,054,320 $6,170,930 $6,289,880 $6,411,200 $6,534,930 38 PLANNING & BUILDING EXPENDITURES 38 Planning 48% Building 52% Operating Budget 2024 2025 2026 2027 2028 Request Projection Projection Projection Projection Planning $2,503,173 $2,617,460 $2,720,240 $2,827,840 $2,940,470 Building $2,710,303 $2,807,780 $2,911,880 $3,020,610 $3,134,270 Operating $5,213,476 $5,425,240 $5,632,120 $5,848,450 $6,074,740 Overhead Allocations $245,200 $234,190 $241,470 $221,480 $239,230 Other Transfers $376,000 $385,400 $394,800 $404,200 $413,600 Total Uses $5,834,676 $6,044,830 $6,268,390 $6,474,130 $6,727,570 Surplus/(Subsidy)$219,644 $126,100 $21,490 ($62,930)($192,640) As a Percent of Uses (4%)(2%)(0%)1%3% 39 2024 SUPPLEMENTAL REQUEST 39 STR Program Support Specialist: $113,770 (On-Going) •Administrative support for the STR, Downtown Services, Outreach and Compliance Programs •Serving Community Development, Environmental Health and Sustainability •customer service-focused position •permitting, customer support, education, outreach, compliance •High-touch, external-facing, service intensive program •Requires technical expertise and soft skills •Support the CCLP Manager in meeting core service expectations •Add capacity to growing STR program •Termed or part-time staff cannot provide the technical, or capacity support needed 40 2024 SUPPLEMENTAL REQUEST 40 Software Hosting Fee Increase: $42,500 (On-Going) •Five ComDev software hosting vendors •Services include platform hosting, cloud subscriptions, maintenance, service and support, enhancements, backup and recovery, consulting, and more •All anticipate inflationary cost increases – driven by labor, goods, and services inflation throughout the economy 41 41 Community Development Summary Questions? Compass Goals: -Carbon Reduction and Environmental Sustainability -Build Out Agency Integration -Align Delivery of Services With Mission Supplementals: -STR Program Support Specialist $113,770 -Software Hosing Fee Increase $42,500 Capital: -Capital Projects $10,000 42 FY24 Budget & Compass Report Environmental Health and Sustainability / Climate Action CJ Oliver, Director of Environmental Health and Sustainability Tessa Schreiner, Sustainability Manager October 9, 202343 EH & CLIMATE REVENUES 43 Consumer Protection Programs 53% Single Use Bag Program 47% EH Revenues 2024 2025 2026 2027 2028 Environmental Health Request Projection Projection Projection Projection Consumer Protection Programs $50,000 $51,000 $52,020 $53,060 $54,120 Water and Air Quality Monitoring $0 $0 $0 $0 $0 Single Use Bag Program $45,000 $45,900 $46,820 $47,760 $48,720 Total Revenues $95,000 $96,900 $98,840 $100,820 $102,840 2024 2025 2026 2027 2028 Climate Action Request Projection Projection Projection Projection From the REMP Fund $216,900 $171,700 $177,500 $183,000 $189,600 From the Water Fund $208,700 $214,600 $221,900 $228,700 $236,900 From the Electric Fund $250,400 $257,500 $266,200 $274,500 $284,300 Total Revenues $676,000 $643,800 $665,600 $686,200 $710,800 44 EH EXPENDITURES 44 Administrative 15% Consumer Protection Programs 15% Water and Air Quality Monitoring 10% Other Public Health Programs 12%Education and Outreach 3% Recycling and Special Waste Hauling 36% Single Use Bag Program 9% Operating Budget 2024 2025 2026 2027 2028 Request Projection Projection Projection Projection Administrative $183,963 $190,770 $197,870 $205,280 $213,020 Consumer Protection Programs $188,410 $195,950 $203,840 $212,120 $220,780 Water and Air Quality Monitoring $127,398 $131,630 $136,030 $140,610 $145,380 Other Public Health Programs $145,878 $151,690 $157,770 $164,130 $170,790 Education and Outreach $44,932 $46,590 $48,320 $50,140 $52,040 Recycling and Special Waste Hauling $449,527 $462,780 $476,540 $490,840 $505,700 Single Use Bag Program $117,440 $121,110 $124,900 $128,840 $132,940 Operating $1,257,549 $1,300,520 $1,345,270 $1,391,960 $1,440,650 Overhead Allocations $136,300 $135,460 $139,170 $135,990 $142,310 Total Uses $1,393,849 $1,435,980 $1,484,440 $1,527,950 $1,582,960 Surplus/(Subsidy)($1,298,849)($1,339,080)($1,385,600)($1,427,130)($1,480,120) As a Percent of Uses 93%93%93%93%94% 45 CLIMATE EXPENDITURES 45 General Administrative 1% Climate Action & Resiliency 99% Operating Budget 2024 2025 2026 2027 2028 Request Projection Projection Projection Projection General Administrative $7,730 $7,910 $8,090 $8,280 $8,470 Climate Action and Resiliency $772,812 $796,650 $824,190 $852,920 $882,920 Operating $780,542 $804,560 $832,280 $861,200 $891,390 Overhead Allocations $61,900 $61,630 $63,300 $62,070 $64,860 Total Uses $842,442 $866,190 $895,580 $923,270 $956,250 Surplus/(Subsidy)($166,442)($222,390)($229,980)($237,070)($245,450) As a Percent of Uses 20%26%26%26%26% 46 2024 SUPPLEMENTAL REQUESTS 46 Sustainability Analyst - $81,380 (On-Going) •Critical to Council’s Environmental Goal and reaching the community’s greenhouse gas emissions reduction goal •Improves customer service and ability to accelerate Council directive •Expands a currently budgeted intern position to an FTE 47 47 EHS Summary Questions? Compass Goals: -Carbon Reduction and Environmental Sustainability -Build Out Agency Integration -Align Delivery of Services With Mission Supplementals: -Sustainability Analyst $81,380 Capital: -Capital Projects $25,200 48 FY24 Budget REMP (Fund 132) Tessa Schreiner, Sustainability Manager October 9, 202449 REMP Funding: 49 Renewable Energy Mitigation Program (REMP): •Development Fee •Residential and Commercial •Two Options: Fee or Mitigation Intended Use of Fee: •Energy Efficiency •Renewable Energy CORE working with the Aspen Art Museum to optimize their building control systems 50 What REMP Does: 50 REMP Funds Allocation: ▪Community Office for Resource Efficiency (CORE) ▪Climate Action Office Operating Budget ▪City of Aspen Directed Projects 2023 Work Plan Highlights: ▪Foundational services: ▪Multi-family and APCHA partnership and retrofits ▪Emissions reductions 6x higher than 2022 ▪Community education and outreach ▪Building IQ ▪67 buildings benchmarked ▪95% benchmarking compliance rate ▪BPS support 51 2024 PROPOSED BUDGET ALLOCATION 51 Foundational Services: ▪$850,000 ▪Assessments, rebates, grants ▪Case study development ▪Workforce education ▪Multi-family retrofits ▪Building performance hub 52 2024 SUPPLEMENTAL REQUEST 52 Building IQ: ▪$300,000 ▪Property owner support in benchmarking ▪Benchmarking reports ▪Building performance standard support ▪Green workforce study 53 REMP FUND FINANCIALS 53 Operating 76% Transfers and Overhead 24% Total Uses Budget 2024 2025 2026 2027 2028 Request Projection Projection Projection Projection Opening Balance $2,112,782 $1,472,282 $1,412,352 $412,072 $403,262 REMP Fee $816,000 $832,320 $848,970 $865,950 $883,270 Investment Income $60,400 $29,450 $28,250 $8,240 $8,070 Total Revenues $876,400 $861,770 $877,220 $874,190 $891,340 Operating $1,150,000 $750,000 $700,000 $700,000 $700,000 Transfers Out $366,900 $171,700 $1,177,500 $183,000 $189,600 Total Uses $1,516,900 $921,700 $1,877,500 $883,000 $889,600 Ending Fund Balance $1,472,282 $1,412,352 $412,072 $403,262 $405,002 54 54 REMP Summary Questions? Work Plan Highlights: -Foundational Services: rebates, grants, assessments, resource hub -Building IQ: benchmarking support and reporting, building performance standard support Supplementals: -$300,000 one-time Building IQ Program Capital: None 55