SCCECC ADOPTED BUDGET FY 08/09
OPERATING BUDGET
EXPENSES (700600)
Acct # Description Budget Mid Year YTD (4/29/08) Est. Actual ADOPTED
FY 07 08 Adjustment FY 07 08 FY 07 08 FY 08 09
3100 Regular Pay 3,416,342 79,067 2,771,604 3,398,743 3,526,970
3105 Overtime Pay 220,000 20,000 201,952 215,672 210,000
3140 Differential Pay 115,000 90,840 112,435 115,000
3150 Medicare, OASDI, SS 54,488 46,362 58,208 58,149
3155 Retirement (PERS) 395,218 307,115 386,230 417,952
3160 Insurance & Benefits 535,200 496,619 542,907 595,263
3165 Unemployment 15,946 9,157 11,109 9,849
3170 Worker's Compensation 55,000 49,930 49,930 50,000
3110 Extra Help 40,000 20,000 34,843 40,564 30,000
2462 Transfer In 0
Total Salaries and Benefits 4,847,194 4,008,423 4,815,798 5,013,183
3235 Radio Services 70,000 33,408 71,000 73,000
3241 Telephone & Telegraph 116,000 100,323 110,463 125,000
3305 Other Insurance 45,000 44,508 44,508 51,000
3360 Maint/Other Equip (Systems) 144,200 118,238 129,550 145,000
3405 Maint Struc/Grounds 40,000 31,152 36,337 40,000
3450 Memberships 1,200 1,040 1,040 1,200
3451 Misc. Expenses/Svs 1,300 1,412 1,597 1,600
3485 Books 750 373 373 500
3487 Misc. Non-Inventory Items 11,500 7,286 11,953 10,000
3488 Paper 10,000 7,578 8,728 9,000
3489 Computer Software 6,000 5,445 5,445 13,500
3490 Copier Supplies 2,800 2,298 2,293 2,500
3491 Postage 3,000 3,053 2,997 3,000
3492 Magazine Subscriptions 500 279 279 500
3493 Supplies 35,000 24,240 29,207 30,000
3505 Accounting & Auditing Fees 15,000 9,865 14,065 15,000
3515 Attorney Fees 10,000 3,673 7,735 8,000
3575 Data Processing Charges 47,000 19,467 25,827 47,000
3665 Professional Services 46,000 51,949 59,978 60,000
3790 Publications and Legal Notices 3,000 1,093 940 2,000
3800 Rents & Leases (Equipment) 900 517 690 900
3810 Rents & Leases (Structures) 15,000 13,512 14,782 16,000
3825 Small Tools and Instruments 4,000 259 259 3,000
4154 Education & Training 17,000 12,496 18,056 18,000
4166 Mileage 3,000 1,505 1,800 2,000
4168 Travel 11,000 8,214 11,894 12,000
SCCECC ADOPTED BUDGET FY 08/09
4170 Registration 1,400 1,175 1,500 1,500
4310 Utilities 88,000 73,478 88,173 94,000
6100 Operating Transfer - Out 0
Total Services and Supplies 748,550 0 577,834 701,470 785,200
Acct # Description Budget Mid Year YTD (4/29/08) Est. Actual ADOPTED
FY 07 08 Adjustment FY 07 08 FY 07 08 FY 08 09
9695 Approp for Contingencies 100,000 (119,067) 231,935
6100 Operating Transfer - Out 0
Total Contingencies 100,000 (119,067) 0 0 231,935
8404 Fixed Asset Equipment 0 0 0 0
Total Fixed Assets 0 0 0 0
GRAND TOTAL EXPENSES 5,695,744 4,586,257 5,517,268 6,030,318
Page 2
SCCECC ADOPTED BUDGET FY 08/09
OPERATING BUDGET
REVENUE (700600)
Acct # Description Budget YTD (4/29/08) Est. Actual ADOPTED
FY 07 08 FY 07 08 FY 07 08 FY 08 09
0430 Interest 42,000 32,604 43,625 38,000
0440 Rents and Concessions 92,153 89,504 91,630 92,684
EOC Space 66,528 66,528 66,528 66,528
Verizon Space 25,625 22,976 25,102 26,156
2047 Charges for Current Services (Users) 753,442 753,442 753,442 818,152
2044 Member Contributions 4,158,409 4,158,408 4,158,409 4,393,989
County 1,519,611 1,519,610 1,519,611 1,592,342
Capitola 446,771 446,771 446,771 470,603
Santa Cruz 1,302,554 1,302,554 1,302,554 1,386,634
Watsonville 889,473 889,473 889,473 944,410
1654 Medical Charges - Employee 46,000 46,137 59,529 76,648
2384 Other Revenue 349,361 349,181 371,086 378,298
Misc. Users/Tape charges 78,000 77,822 99,725 100,000
Reimbursements (Users) 126,674 126,673 126,674 127,311
SCMRS Indirect Overhead 43,405 43,405 43,405 47,173
Fire/EMS GIS Reimbursements 101,282 101,281 101,282 103,814
NA Operating Budget Fund Balance 254,379 272,094 272,094 232,547
Previous FY Budget Surplus 46,425 64,140 64,140 132,547
Previous FY Reserve Excess 207,954 207,954 207,954 100,000
GRAND TOTAL REVENUE 5,695,744 5,701,370 5,749,815 6,030,317
Page 3
SCCECC ADOPTED BUDGET FY 08/09
CAPITAL BUDGET
EXPENDITURES (700700)
Acct # Description Budget YTD (4/29/08) Est. Actual ADOPTED
FY 07 08 FY 07 08 FY 07 08 FY 08 09
8404 Capital Equipment 46,500 45,214 45,214 36,000
Dispatch Chairs 5,000
Open Query Server Replacement 6,000
HP Console Replacement 2,500
Dispatch Workstaion Replacement Plan (4) 15,000
Printer/Fax Replacement 3,000
Power DMS Survey Tool 4,500
Systems Office Furniture 4,500
3665 Professional Services 218,250 84,616 161,250 375,000
Narrow Banding Project 375,000
3405 Building Upgrades/Maint. 15,000 11,993 11,993 0
9695 Approp for Contingencies 0 0 0
Total Expenditures 279,750 141,822 218,457 411,000
CAPITAL BUDGET
REVENUE (700700)
0430 Interest/Excess Revenues 8,000 6,517 8,201 8,000
2044 Member Contributions 164,000 164,002 164,000 343,000
County 47.53% 77,949 163,028
Capitola 11.96% 19,614 41,023
Santa Cruz 22.86% 37,490 78,410
Watsonville 17.65% 28,946 60,540
2384 Other Revenue 82,750 82,750 82,750 0
NA Previous FY Budget Surplus 25,000 24,799 60,000
Total Revenue 279,750 253,269 279,750 411,000
SCCECC ADOPTED BUDGET FY 08/09
DEBT SERVICE
EXPENDITURES (700650)
Acct # Description Budget YTD (4/29/08) Est. Actual ADOPTED
FY 07 08 FY 07 08 FY 07 08 FY 08 09
3612 Bond Paying Agent Fees 7,500 2,915 3,915 5,000
4810 Principal on Long Term Debt 250,000 0 250,000 255,000
4875 Interest on Long Term Debt 180,913 90,456 180,913 173,413
Total Expenditures 438,413 93,371 434,828 433,413
DEBT SERVICE
REVENUE (700650)
0430 Excess Reserves 18,700 5,591 22,940 21,000
2044 Member Contributions 419,713 419,714 419,713 412,413
County 47.53% 199,490 199,490 199,490 196,020
Capitola 11.96%, 50,198 50,199 50,198 49,325
Santa Cruz 22.86% 95,946 95,946 95,946 94,278
Watsonville 17.65% 74,079 74,079 74,079 72,791
Total Revenue 438,413 425,305 442,653 433,413
Page 5
SCCECC ADOPTED BUDGET FY 08/09
Santa Cruz Metro Records Management System
OPERATING BUDGET - EXPENSES (700690)
Acct # Description Budget YTD (4/29/08) Est. Actual ADOPTED
FY 07 08 FY 07 08 FY 07 08 FY 08 09
3100 Regular Pay 195,771 148,600 195,911 214,720
3105 Overtime 500 295 500 500
3150 Medicare, OASDI 2,999 2,209 2,780 4,039
3155 Retirement (PERS) 22,318 16,320 21,550 24,641
3160 Insurance and Benefits 31,817 21,284 26,760 25,500
3165 Unemployment 1,190 542 719 1,190
3170 Workers Compensation 3,733 2,827 2,831 3,800
3110 Extra Help 2,000 851 2,000 12,000
Total Salary/Benefits 260,328 192,928 253,051 286,390
3241 Telephone and Telegraph 10,000 4,125 10,530 10,000
3252 Inventoriable Items 3,000 0 1,000 1,000
3360 Maintenance/System 40,000 37,849 40,649 44,000
3451 Misc. Expenses/Svs. 500 267 224 500
3487 Non-Inventory Items 1,000 175 750 1,000
3488 Paper 0 1,208 1,370 1,500
3489 Computer Software 5,000 3,137 3,137 3,000
3493 Supplies 2,500 1,673 2,231 2,500
3505 Accounting/Audit Fees 1,000 1,265 1,400 3,000
3635 Managment Services/In. Overhead 43,405 43,405 43,405 47,173
3665 Professional Services 8,000 3,501 5,000 3,000
3790 Legal Notices/Publications 500 0 0 500
4154 Training 2,000 1,337 1,337 3,000
4166 Mileage 1,500 948 1,715 2,500
4168 Travel 3,000 0 0 3,000
4170 Registration 200 0 200 200
9695 Approp for Contingency 20,000 20,000 20,000 0
8404 Fixed Assets 22,500 19,800 22,000 45,500
SQL Data Base Replacement 40,000
MESH Spectrum Analyzer 5,500
Total Serv./Supp. 164,105 138,689 154,948 171,373
TOTAL EXPENSES 424,433 331,618 407,999 457,763
Page 10
SCCECC ADOPTED BUDGET FY 08/09
Santa Cruz Metro Records Management System
OPERATING BUDGET - REVENUE (700690)
Acct # Description Budget YTD (4/29/08) Est. Actual ADOPTED
FY 07 08 FY 07 08 FY 07 08 FY 08 09
0430 Interest 10,000 5,904 7,592 7,500
1654 Employee Medical Charges 6,000 4,327 5,449 4,200
2044 Member Contributions 314,314 314,314 314,314 335,441
Santa Cruz 44.14% 109,047 109,047 109,047 116,894
SC Mobile 63,896 63,896 63,896 66,579
Capitola 7.64% 19,058 19,058 19,058 20,233
Watsonville 39.31% 96,202 96,202 96,202 104,103
Scotts Valley 8.91% 22,238 22,238 22,238 23,596
SV Cad 3,873 3,873 3,873 4,036
2384 Other Revenue (MDC /Other Users) 50,230 50,230 50,230 51,745
SC Fire Reimbursement 30,295
Watsonville Fire Reimbursement 21,450
Scotts Valley Fire Reimbursement 0
T-1 Verizon Reimbursement 0
NA Previous FY Reserve Excess 0 0 40,000
NA Previous FY Budget Surplus 43,888 49,290 18,877
TOTAL REVENUE 424,432 374,776 426,875 457,763
Page 11
SCCECC ADOPTED BUDGET FY 08/09
COST SHARING SCHEDULE
Total County Capitola Santa Cruz Watsonville Fire Ambulance
Operating Expenditures 6,030,318 1,971,914 566,850 1,575,722 1,089,075 325,034 501,722
32.70% 9.40% 26.13% 18.06% 5.39% 8.32%
Operating Credits
EOC Rent (Operating) (66,528) (21,755) (6,254) (17,384) (12,015) (3,586) (5,535)
Interest (Operating) (38,000) (12,426) (3,572) (9,929) (6,863) (2,048) (3,162)
Other (Operating) (713,649) (233,363) (67,083) (186,477) (128,885) (38,466) (59,376)
32.70% 9.40% 26.13% 18.06% 5.39% 8.32%
Net Operating 5,212,141 1,704,371 489,941 1,361,933 941,313 280,934 433,650
Debt Service Expenditures 433,413 206,001 51,836 99,078 76,497 0 0
Debt Service Credits
Reserve Earnings (21,000) (9,981) (2,512) (4,801) (3,707) 0 0
47.53% 11.96% 22.86% 17.65% 0.00% 0.00%
Net Debt Service 412,413 196,020 49,325 94,278 72,791 0 0
Capital Expenditures 411,000 195,348 49,156 93,955 72,542 0 0
47.53% 11.96% 22.86% 17.65% 0.00% 0.00%
Capital Equipment 36,000 17,111 4,306 8,230 6,354 0 0
Narrow banding 375,000 178,238 44,850 85,725 66,188 0 0
Capital Credits
Interest (Capital) (8,000) (3,802) (957) (1,829) (1,412) 0 0
Other (Capital) (60,000) (28,518) (7,176) (13,716) (10,590) 0 0
47.53% 11.96% 22.86% 17.65% 0.00% 0.00%
Net Capital 343,000 163,028 41,023 78,410 60,540 0 0
Net Capital w/o Narrow banding 28,000 13,308 3,349 6,401 4,942 0 0
Budget Sub-total 5,967,554 2,063,419 580,289 1,534,620 1,074,643 280,934 433,650
Budget Sub-total w/o Narrow banding 5,652,554 1,913,699 542,615 1,462,611 1,019,046 280,934 433,650
Cost Sharing Adjustment (112,029) (19,339) 24,702 3,097 40,717 62,850
Cost Sharing Adjustment w/o Narrow banding (65,314) (11,275) 14,401 1,806 23,738 36,642
TOTAL ANNUAL BUDGET 5,967,554 1,951,390 560,950 1,559,322 1,077,740 321,651 496,501
32.70% 9.40% 26.13% 18.06% 5.39% 8.32%
Total Annual Budget w/o Narrowbanding 5,652,554 1,848,385 531,340 1,477,012 1,020,851 304,673 470,293
Page 6
SCCECC ADOPTED BUDGET FY 08/09
COST SHARING SCHEDULE cont.
Total County Capitola Santa Cruz Watsonville Fire Ambulance
TOTAL ANNUAL BUDGET 5,967,554 1,951,390 560,950 1,559,322 1,077,740 321,651 496,501
32.70% 9.40% 26.13% 18.06% 5.39% 8.32%
Total Annual Budget w/o Narrowbanding 5,652,554 1,848,385 531,340 1,477,012 1,020,851 304,673 470,293
County Rent 66,528 66,528 0 0 0 0 0
Reimbursements - Users 127,311 18,102 0 13,489 9,995 36,617 49,108
Reimbursements - Fire/EMS GIS 103,814 0 0 16,440 11,304 30,225 45,844
Reimbursements - SCMRS 307,809 0 20,233 183,473 104,103 0 0
Fire MDC Participation - SCMRS 51,745 0 0 30,295 21,450 0 0
Total Actual Charges 6,624,761 2,036,020 581,183 1,803,020 1,224,592 388,493 591,453
Total Actual Charges w/o Narrow banding 6,309,761 1,933,015 551,573 1,720,710 1,167,703 371,515 565,245
Previous FY Charges 6,211,231 1,939,863 535,641 1,673,679 1,136,019 375,817 550,211
Annual Change (in Total Costs) 6.66% 4.96% 8.50% 7.73% 7.80% 3.37% 7.50%
Annual Change (in Total Costs)
Without Narrow banding 1.59% -0.35% 2.97% 2.81% 2.79% -1.14% 2.73%
Annual SCCECC Budget Change 8.59%
Annual SCCECC Budget Change w/o Narrow banding 2.86%
Page 7
SCCECC ADOPTED BUDGET FY 08/09
FIRE DISTRICT
COST SHARING PLAN
Total Annual Authority Budget $5,967,554
Collective Cost Sharing Percentage 5.39%
Fire Service Dist. % Annual Charge Annual Charge Total Charges
Basic Services Discretionary Services Basic and Discretionary
Central 42.34% $136,187 $6,204 $142,391
Aptos/La Selva 21.62% $69,541 $3,276 $72,817
Boulder Creek 6.67% $21,454 $2,280 $23,734
Ben Lomond 3.32% $10,679 $1,104 $11,783
Felton 5.73% $18,431 $1,068 $19,499
Zayante 2.25% $7,237 $1,068 $8,305
Scotts Valley 16.57% $53,298 $2,916 $56,214
Branciforte 1.50% $4,825 $960 $5,785
Totals 100.0% $321,651 $18,876 $340,527
Santa Cruz NA NA $3,840
Watsonville NA NA $3,360
FIRE RADIO UPGRADES
Fire Service Dist. % Maint. Reimbursements GIS Reimbursements MDC Maintenance
Central 22.07% $7,509 $12,794
Aptos/La Selva 11.27% $3,835 $6,533
Boulder Creek 3.48% $1,184 $2,017
Ben Lomond 1.73% $589 $1,003
Felton 2.99% $1,017 $1,733
Zayante 1.17% $398 $678
Scotts Valley 8.64% $2,940 $5,009
Branciforte 0.79% $269 $458
Sub-totals 52.14% $17,741 $30,225
Santa Cruz 28.36% $9,649 $16,440
Watsonville 19.50% $6,635 $11,304
TOTAL FIRE 100.00% $34,025 $57,970
AMR $26,908 $45,844 $22,200
$60,933 $103,814 $22,200
Page 8
SCCECC ADOPTED BUDGET FY 08/09
SCHEDULE OF PAYMENTS
Total County Capitola Santa Cruz Watsonville Fire Ambulance
Operations - 9-1-1
Operational Billing 5,212,141 1,704,371 489,941 1,361,933 941,313 280,934 433,650
County Rent 66,528 66,528
User Reimbursements 127,311 18,102 0 13,489 9,995 36,617 49,108
Fire/EMS GIS Reimbursements 103,814 0 0 16,440 11,304 30,225 45,844
Cost Sharing Adjustment (112,029) (19,339) 24,702 3,097 40,717 62,850
Sub total 5,509,794 1,676,972 470,603 1,416,564 965,709 388,493 591,453
Operations - SCMRS
SCMRS 307,809 0 20,233 183,473 104,103
Fire MDC - SCMRS 51,745 0 0 30,295 21,450
Sub total 359,554 0 20,233 213,768 125,553
Total Operational Billing 5,869,348 1,676,972 490,835 1,630,332 1,091,262 388,493 591,453
Debt Service 412,413 196,020 49,325 94,278 72,791
Capital 343,000 163,028 41,023 78,410 60,540
Total 6,624,761 2,036,020 581,183 1,803,020 1,224,592 388,493 591,453
6/15 - 1st Qtr Operations 9-1-1 (35%) 1,585,447 586,940 164,711 495,797 337,998
6/15 - 1st Qtr Operations SCMRS (35%) 125,844 0 7,081 74,819 43,944
7/1 - 1st Half User Fees (50%) 489,973 194,247 295,726
9/15 - 1st Half Capital (50%) 171,500 81,514 20,511 39,205 30,270
47.53% 11.96% 22.86% 17.65%
9/15 - 1st Half Debt Service (50%) 206,207 98,010 24,662 47,139 36,395
47.53% 11.96% 22.86% 17.65%
9/15 - 2nd Qtr Operations 9-1-1 (25%) 1,132,462 419,243 117,651 354,141 241,427
9/15 - 2nd Qtr Operations SCMRS (25%) 89,889 0 5,058 53,442 31,388
12/15 - 3rd Qtr Operations 9-1-1 (25%) 1,132,462 419,243 117,651 354,141 241,427
12/15 - 3rd Qtr Operations SCMRS (25%) 89,889 0 5,058 53,442 31,388
1/15 - 2nd Half User Fees (50%) 489,973 194,247 295,726
3/15 - 2nd Half Capital (50%) 171,500 81,514 20,511 39,205 30,270
47.53% 11.96% 22.86% 17.65%
3/15 - 2nd Half Debt Service (50%) 206,207 98,010 24,662 47,139 36,395
47.53% 11.96% 22.86% 17.65%
3/15 - 4th Qtr Operations 9-1-1 (15%) 679,477 251,546 70,590 212,485 144,856
3/15 - 4th Qtr Operations SCMRS (15%) 53,933 0 3,035 32,065 18,833
6,624,761
Page 9
SCCECC ADOPTED BUDGET FY 08/09
FY 2008/2009 OPERATING BUDGET JUSTIFICATION
EXPENSES
Salaries and Benefits
3100 Regular Salaries $ 3,526,970
This funds the full year of operations and includes all current and
negotiated salary compensation (including all incentives and differentials)
for all funded positions. The budgeted amount assumes a stable staffing
level of 41 FTE PSD III/II/I positions (or an annual turnover of 2.0 FTE)
and funding for potential termination cash outs.
3105 Overtime Pay $ 210,000
This estimates the cost of overtime based upon our actual experience
since December 2003 (since the actions taken in 2002 to stabilize staffing
became fully successful).
3140 Differential Pay $ 115,000
This account will fund Night Shift Premium costs for actual dispatcher
hours worked between 6:00 pm and 6:00 am per our MOU agreement.
3150 Medicare Taxes $ 58,149
This funds Medicare taxes based upon the Federal employer rate of
1.45% of payroll for full-time, PERS covered employees and 6.2% of
payroll for Extra-Help, non PERS covered employees.
3155 Retirement $ 417,952
This estimates the actual cost of participation in the PERS retirement
system based upon our new employer rate schedule of 11.476% and
includes the continuing adjustments to retiree rates.
3160 Insurance and Benefits $ 595,263
This estimates the costs of the Group Health Insurance program (based
upon dependant data from work force demographics) which includes all
health, dental, vision, drug, life, long term disability, and employee
assistance coverage (including associated plan FY 2008/2009
administration fees) in accordance with the limits as specified within
Policy No. 1300 (Benefits) and the MOU. The account also includes the
January 2008 increase in PERS Health premiums of 9.95% (5% net, after
applying the "cap"). The account also includes partial, off-setting
revenue received (and deposited into Revenue Acct. No. 1654 -
Employee Medical Charges) from Authority employees who are “over
the cap”.
Justification is offered for account in which more than $5,000 in expense or revenue is anticipated 12
SCCECC ADOPTED BUDGET FY 08/09
FY 2008/2009 OPERATING BUDGET JUSTIFICATION
Salaries and Benefits (Cont.)
3165 Unemployment $ 9,849
Funds from this account will be used to pay the standard unemployment
tax (3.4% of the first $7,000 paid to each employee).
3170 Worker's Compensation $ 50,000
This estimates the cost of Worker's Compensation Insurance coverage
based upon the Public Safety Dispatcher (Clerical) rate of $.84 per $100
of payroll.
3110 Extra Help $ 30,000
This account funds two (2) Extra Help Interns whose primary
responsibility is to prepare court required tape requests (off-set by
revenue received from the Public Defender’s and District Attorney’s
Offices). The account also funds one (1) Extra-Help Dispatcher.
3235 Radio Services $ 73,000
This account funds the full year of radio service maintenance for all
Authority Radio equipment including the Fire Red Net (Fire Red Net
maintenance charges are off-set by county Fire Agency and AMR
Paramedic Provider reimbursements of approximately $45,000). The
amount is set forth within the two (2) existing, full service maintenance
agreements with the County Radio Shop. Approximately $4,000 has
been included to fund special, unanticipated repair work outside the
agreements.
3241 Telephone and Telegraph $ 125,000
This estimates the equipment, line, toll, and message rate phone charges
for the administrative and operational phone lines, service charges for 11
cellular phones, and 45 pager devices. Funds from this account will also
be used to fund all lease line radio circuit charges at the primary and
alternate site based upon the actual costs of the installed lines and the
web-based lease on the CityWatch emergency communication system
($12,500). Lease line charges to support CAD/Fire Station Alerting
($26,076) and Fire Radio Net connections ($9,335) have also been
funded in this account and are subject to reimbursement by each Fire
Department/District and County EMS (see Other Revenue,
Reimbursements - Users).
3305 Other Insurance $ 51,000
This account includes the S.D.R.M.A. estimated amount to fund all
General Commercial Liability, Public Officials Errors and Omissions,
Employment Practices Liability, Property and Equipment, and
Dispatcher/9-1-1 Errors and Omissions Insurance coverage. This account
will also fund an additional $5 million commercial umbrella policy rider
and Rental Interruption Insurance per Auditor recommendation.
Justification is offered for account in which more than $5,000 in expense or revenue is anticipated 13
SCCECC ADOPTED BUDGET FY 08/09
FY 2008/2009 OPERATING BUDGET JUSTIFICATION
Services and Supplies (Cont.)
3360 Maint/Other Equipment (Systems) $ 145,000
Funds from this account will be used to pay the annual maintenance costs
to cover all components of our Computer-Aided-Dispatch System,
Simplex Fire Alarm, Digital Paging Interfaces, Generator, HVAC and
UPS systems.
3405 Maint/Structure and Grounds $ 40,000
This account will fund janitorial services, landscaping services, and other
occasional services such as pest control, light fixture repairs, etc.
3487 Miscellaneous Items $ 10,000
This account primarily funds the purchase, repair and maintenance of
issued headsets, as well as Incident Dispatch Team equipment.
3488 Paper $ 9,000
Funds in this account will be used to publish Operating and Training
Manuals, Newsletters, Annual Reports, Meeting Minutes as well as other
normal paper needs.
3489 Computer Software $ 13,500
This account funds the occasional purchase of various office and network
software upgrades.
3493 Supplies $ 30,000
Funding for this account is based on our current and historical costs of
operations. It includes all miscellaneous office supplies which are not
heretofore covered within another account. The estimate also takes into
account the need for training supplies, binders, specialized duplicating,
training aids, facility replacement items and all other small supply items.
3505 Auditing and Accounting $ 15,000
Estimate based upon current year per check payroll charges and the
anticipated cost of a one year audit.
3515 Attorney Fees $ 8,000
An estimate based upon current estimated actual costs.
Justification is offered for account in which more than $5,000 in expense or revenue is anticipated 14
SCCECC ADOPTED BUDGET FY 08/09
FY 2008/2009 OPERATING BUDGET JUSTIFICATION
Services and Supplies (Cont.)
3575 Data Processing Charges $ 47,000
This account will fund the County-imposed annual charges for the
connection and use of the Law Enforcement Message switching computer
used to access State and National Crime Informational data bases and
other local systems.
3665 Professional Services $ 60,000
Funds from this account will be used to fund anticipated law enforcement
background investigations, charges associated with CALEA
reaccreditation, actuarial services, organizational development consulting
and occasional, as needed, labor relations consulting .
3810 Rents and Leases (Structures) $ 16,000
This account funds our space in Watsonville for the Alternate Site.
4154 Education and Training $ 18,000
Funds in this account will pay the costs associated with our on-site
training events, selected off-site Seminars, and Medical Priority Dispatch
(MPSD) training tuition.
Justification is offered for account in which more than $5,000 in expense or revenue is anticipated 15
SCCECC ADOPTED BUDGET FY 08/09
FY 2008/2009 OPERATING BUDGET JUSTIFICATION
Services and Supplies (Cont.)
4168 Travel $ 12,000
This account funds the travel expenses for Authority employees for
events including the following:
1. Attendance by one (1) Operations Supervisor and the General
Manager at the International Association of Public Safety
Communications Officials (APCO) 2009 Conference - August 2008.
This conference is the showcase of public safety communications with
attendance of over 10,000 persons and 600 exhibitors. This week long
event includes vendor announcements of new products and outstanding
seminars and updates regarding wireless 9-1-1, inter-operability, FCC
regulations, and various other APCO Projects. ($4,000)
2. Attendance by Assistant General Manager, Support Services
Manager and Support Services Supervisor at the Annual National
Academy of Emergency Medical Dispatch (EMD) Conference location
TBD - April 2009. This 4-day long conference focuses on current
management issues facing modern EMD Centers, particularly in the area
of EMD training and program development. ($4,400)
3. Attendance by Systems Division staff at the Annual Printrak Users
Group Conference in April 2009. This 4-day event is hosted by our CAD
vendor and provides a forum for current Printrak CAD users to expand
their knowledge of existing CAD software and to influence the design
and development of future CAD software. ($2,000)
4. Attendance by the Support Services staff at the Commission on Law
Enforcement (CALEA) National Conference in Raleigh, North Carolina,
March 2009. This 4-day conference focuses on receiving and
maintaining CALEA standards, including new and updated standards and
accreditation program changes. ($1,600)
Justification is offered for account in which more than $5,000 in expense or revenue is anticipated 16
SCCECC ADOPTED BUDGET FY 08/09
FY 2008/2009 OPERATING BUDGET JUSTIFICATION
Services and Supplies (Cont.)
4310 Utilities $ 94,000
This account will fund PG&E, water, and garbage based upon our actual
experience.
9695 Contingency (Operating Budget) $ 231,935
This account includes the 4% reserve as required by the JPA Agreement.
REVENUE
0430 Interest $ 38,000
Funds in this account represent interest received on Member
Contributions and are based upon historical experience and anticipated
payment schedules.
0440 Rents and Concessions $ 92,684
Funds in this account will be received from the County for one year of
EOC space rent ($66,528) and from Verizon Wireless ($26,156) for one
year of tower space rent based upon the terms of their Agreements.
1654 Medical Charges - Employees $ 76,648
Funds in this account will be received from employees whose total
monthly medical premiums exceed the negotiated amounts outlined in the
MOU.
2047 Charges for Current Services $ 818,152
Funds in this account will be received from the Fire Districts and the
County Paramedic Transportation Provider (AMR). The amount is
determined by the approved cost sharing formula, which sets Associate
Member percentages based on Calls for Service (CFS) as measured by
our CAD (during the model years as approved) and an approved
Minimum Staffing Model.
Justification is offered for account in which more than $5,000 in expense or revenue is anticipated 17
SCCECC ADOPTED BUDGET FY 08/09
FY 2008/2009 OPERATING BUDGET JUSTIFICATION
Revenue (Cont.)
2044 Member Contributions $ 4,393,989
Funds in this account will be received from the four Member Agencies.
The amounts for each Agency are calculated based upon the cost sharing
formula approved in January 2001 and the January 2007 re-calculation of
CFS data (using the model years of 2005 and 2006 as required).
Adjustments are also made to account for capital/debt service
contributions and cost sharing adjustments necessary to arrive at each
agency's appropriate percentage of Total Annual Budget (see Cost
Sharing Schedule, Actual to be Charged).
2384 Other Revenue $ 378,298
This account anticipates receiving $90,000 in incidental fees from
occasional and/or specialized users and tape reproduction charges. An
additional $127,311 in User Agency reimbursements for 1) CAD/Fire
Station Alerting lease line charges, 2) operational reimbursements from
County Fire Agencies and AMR for maintenance and telephone charges
associated with the Fire Radio Net and/or remote recording access, 3)
AMR MDC maintenance, and 4) County HSA reimbursements for a)
support and distribution of ambulance provider performance reports, b)
remote recording of Hospital to Medic communication lines, and c)
remote CAD and recorder access. The account also anticipates receiving
$103,814 from AMR and County Fire Agencies to support contracted
GIS and mapping services and $47,173 from SCMRS for Indirect
Management Overhead charges.
NA Previous Year Budget Surplus $ 132,547
Funds in this balance will be used to reduce Member Contributions and
User fees.
NA Previous Year Reserve Excess $ 100,000
It is anticipated that the Operating Contingency for FY 2007/08 will
remain intact, and as such, it will be used to reduce Member
Contributions and User fees as required by our Joint Powers Agreement.
Justification is offered for account in which more than $5,000 in expense or revenue is anticipated 18
SCCECC ADOPTED BUDGET FY 08/09
FY 2008/2009 DEBT SERVICE BUDGET JUSTIFICATION
EXPENSES
4810 Principal on Long Term Debt $ 255,000
This account will be used to fund Bond principal payments to the Bond
Holders. The amount is determined by the Official Statement.
4875 Interest on Long Term Debt $ 173,413
This account will be used to fund Bond interest payments to Bond
Holders. The amount is determined by the Official Statement.
3612 Bond Paying Agent Fees $ 5,000
This account funds the annual administration fees to be paid to the Bond
Trustee (Bank of New York). This account also funds the annual Rebate
Calculation fee to be performed by Harrell and Associates.
REVENUE
0430 Interest/Excess Reserves $ 21,000
Funds in this account will be used to off-set Debt Service payments. The
anticipated amount is based on analysis performed during the 2003
refinancing.
2044 Member Contributions $ 412,413
Funds in this account will be collected from the four Member Agencies.
The amounts for each Agency are calculated based upon the capital cost
sharing percentages used to secure the Bonds. These amounts are
partially off-set by additional User fees (see Cost Sharing Schedule, Cost
Sharing Adjustment ) and space rental payments (County EOC and GTE)
collected and credited to the Operating Budget in order to arrive at each
participating agency's appropriate percentage of Total Annual Budget
(see Cost Sharing Schedule, TOTAL ANNUAL BUDGET and Total
Actual Charges).
Justification is offered for account in which more than $5,000 in expense or revenue is anticipated 19
SCCECC ADOPTED BUDGET FY 08/09
FY 2008/2009 CAPITAL BUDGET JUSTIFICATION
EXPENSES
3405 Building Upgrades/Maint $ -
No major building upgrades or maintenance are budgeted in FY
2008/2009.
8404 Capital Equipment $ 36,000
This account will fund the following necessary items:
1. Dispatch Chairs - ($5,000): This will fund replacement of four
dispatch chairs, following our rotational plan to replace chairs as their
warranties expire. The new chairs were recommended in the ergonomics
study that was completed in July 2007.
2. Open Query Server Replacement - ($6,000): This server is the
central hub for all Command Line access from CAD as well as the MDC
systems. The current server is approximately six years old and getting
slow, requiring constant restarts as resources are consumed.
3. HP Console Replacement – ($2,500): This is to replace the HP
Mainframe Console hardware/software. The current software version is
no longer supported and the computer workstation is in need of
replacement.
4. Dispatch Workstation Replacement Plan - ($15,000): This is to
replace four workstations in Dispatch. The old workstations will be
rotated to lower use environments such as the Training Lab and the
Alternate Site.
5. Printer/Fax Replacement - ($3,000): This is to replace printers and
fax machines in Dispatch which have become worn due to heavy use.
6. Power DMS Survey/Test Tool - ($4,500): These modules to the
PowerDMS system allow us to complete internal surveys and tests to
reinforce training efforts. During our free trial in 2007, the modules
proved effective for obtaining input and proving that concepts were
learned.
7. Systems Office Furniture - ($4,500): This will fund replacement of
two office chairs and include partitions, a desk and permanent shelves.
Justification is offered for account in which more than $5,000 in expense or revenue is anticipated 20
SCCECC ADOPTED BUDGET FY 08/09
FY 2008/09 CAPITAL BUDGET JUSTIFICATION
EXPENSES (Cont.)
3665 Professional Services $ 375,000
This account will fund consulting costs for CTA Communications to
provide services in support of our pursuit of a regional public safety radio
infrastructure to comply with pending FCC mandates ($350,000). This
account will also fund a grant writing specialist in support of Narrow
banding project ($25,000).
FY 2008/2009 CAPITAL BUDGET JUSTIFICATION
REVENUE
0430 Interest/Excess Revenues represent interest received on Member
Funds in this account $ 8,000
Contributions and are based upon historical experience and anticipated
payment schedules.
2044 Member Contributions $ 343,000
Funds in this account will be collected from the four Member Agencies.
The amounts for each Agency are calculated based upon the cost sharing
percentages used to secure financing. These amounts are then partially
off-set by additional User fees (see Cost Sharing Schedule, Cost Sharing
Adjustment ) collected and credited to the Operating Budget in order to
arrive at each participating agency's appropriate percentage of Total
Annual Budget (see Cost Sharing Schedule, TOTAL ANNUAL BUDGET
and Total Actual Charges).
NA Capital Budget Fund Balance $ 60,000
Funds in this balance represent an anticipated FY 2007/08 Budget
surplus of $60,000, which will be used to partially off-set anticipated
expenditures associated with the Narrowbanding Project consulting
contract.
Justification is offered for account in which more than $5,000 in expense or revenue is anticipated 21
SCCECC ADOPTED BUDGET FY 08/09
SANTA CRUZ METROPOLITAN RECORDS SYSTEM (SCMRS)
FY 2008/2009 OPERATING BUDGET JUSTIFICATION
Salaries and Benefits
3100 Regular Salaries $ 214,720
This funds the full year of operations and includes all current and
approved salary compensation for the funded position of one (0.5 FTE)
Assistant General Manager, one Systems Coordinator (0.8 FTE) and one
(1.0 FTE) Senior Systems Technicians.
3155 Retirement $ 24,641
This estimates the actual cost of participation in the PERS retirement
system for the personnel assigned and working on the SCMRS program.
The amount is based upon the Authority employer rate schedule of
11.476%.
3160 Insurance and Benefits $ 25,500
This estimates the costs of the Group Health Insurance program (based
upon dependant data from the 2.5 currently funded employees) which
includes all health, dental, vision, drug, life, long term disability, and
employee assistance coverage in accordance with the limits as specified
within Policy No. 1300 (Benefits) and the MOU. The account also
includes the cost associated with employee benefits paid on a pro-rated
and hourly basis for Authority employees temporarily assigned to
SCMRS tasks.
Services and Supplies
3241 Telephone and Telegraph $ 10,000
This estimates the equipment and line charges for the administrative and
operational phone lines, cellular phones and pager devices.
3360 Maintenance/Systems $ 44,000
This account funds annual hardware and software maintenance charges
for Cyrun Corp. (RMS), Day Wireless (RF infra-structure) and Data
Radio (multi-site controller).
Justification is offered for account in which more than $5,000 in expense or revenue is anticipated. 22
SCCECC ADOPTED BUDGET FY 08/09
SANTA CRUZ METROPOLITAN RECORDS SYSTEM (SCMRS)
FY 2008/2009 OPERATING BUDGET JUSTIFICATION
Services and Supplies (Cont.)
3489 Computer Software $ 3,000
This account will fund small purchases of various anticipated and
unanticipated software required to support the MDC and/or RMS
systems.
3635 Management Services/Overhead $ 47,173
Funds in this account will be used to compensate the Authority for staff
time and costs not otherwise itemized within this budget unit that are
expended to support the administration of the program and budget,
supervision of the SCMRS assigned staff, and to provide office space for
SCMRS operations. The fee is determined through the use of an
overhead formula which is reviewed annually by the Controller for the
Authority.
3665 Professional Services $ 3,000
Funds in this account will be used for additional support with planned
projects such as replacing the network servers.
8404 Fixed Assets $ 45,500
This account will fund the following necessary items:
1) SQL Database Software ($40,000). Microsoft SQL Server is the
database software currently used by Alliance and Crossroads.Upgrading
will allow us to continue utilizing Alliance on the MDCs and increase the
allowable size of the MDC database. Additionally, the upgrade will meet
DOJ recommendations for XML compatibility and increase functionality,
performance and reliability.
2) MESH Spectrum Analyzer - ($5,500). This analyzer will allow staff
to analyze and monitor the MESH network on both 4.9GHz and 2.4GHz,
as well as the L3 Wireless Video network at SCPD and to troubleshoot
any interference issues.
9695 Appropriation for Contingency $ -
Justification is offered for account in which more than $5,000 in expense or revenue is anticipated. 23
SCCECC ADOPTED BUDGET FY 08/09
SANTA CRUZ METROPOLITAN RECORDS SYSTEM (SCMRS)
FY 2008/2009 OPERATING BUDGET JUSTIFICATION
REVENUE
0430 Interest $ 7,500
2044 Member Contributions $ 335,441
Funds in this account will be received from the four City Participants.
The amounts for each City are calculated based upon the provisional
population estimates compiled by the State of California and are adjusted
annually in accordance with the provisions of the SCMRS Agreement.
The account also anticipates collection of additional fees from the City of
Scotts Valley to support their Cyrun CAD software maintenance
agreement.
2384 Other Revenue $ 51,745
Funds in this account will be received from the Santa Cruz and
Watsonville City Fire Departments under the terms and conditions of
their Mobile Data Computer program and system participation
agreements.
NA Previous FY Budget Surplus $ 18,877
Funds in this account represent an anticipated FY 2007/08 Budget
Surplus to be carried over to reduce Member Contributions.
Justification is offered for account in which more than $5,000 in expense or revenue is anticipated. 24