04/27/2016 - SPCITY OF GRAND TERRACE
CITY COUNCIL
AGENDA ● APRIL 27, 2016
Council Chambers Special Meeting 6:00 PM
Grand Terrace Civic Center ● 22795 Barton Road
City of Grand Terrace Page 1
The City of Grand Terrace complies with the Americans with Disabilities Act of 1990. If you require
special assistance to participate in this meeting, please call the City Clerk’s office at (909) 824-6621 at
least 48 hours prior to the meeting.
If you desire to address the City Council during the meeting, please complete a Request to Speak Form
available at the entrance and present it to the City Clerk. Speakers will be called upon by the Mayor at
the appropriate time.
Any documents provided to a majority of the City Council regarding any item on this agenda will be made
available for public inspection in the City Clerk’s office at City Hall located at 22795 Barton Road during
normal business hours. In addition, such documents will be posted on the City’s website at
www.grandterrace-ca.gov <http://www.grandterrace-ca.gov>
CALL TO ORDER
Convene City Council
Pledge of Allegiance
ROLL CALL
Attendee Name Present Absent Late Arrived
Mayor Darcy McNaboe
Mayor Pro Tem Sylvia Robles
Council Member Jackie Mitchell
Council Member Doug Wilson
Council Member Bill Hussey
A. PUBLIC COMMENT
This is the opportunity for members of the public to comment on items on the agenda
only. At a special meeting of the City Council, pursuant to California law, the City
Council will only be taking public comment on items listed on the agenda.
B. NEW BUSINESS
1. Child Care Services Fund Financial Status Report as of March 31, 2016
RECOMMENDATION:
Receive and file the Child Care Services Fund Financial Status Report for the period
ending March 31, 2016.
DEPARTMENT: FINANCE
Agenda Grand Terrace City Council April 27, 2016
City of Grand Terrace Page 2
ADJOURN
The Next Regular City Council Meeting will be held on Tuesday, May 10, 2016 at 6:00
p.m.
Agenda item requests must be submitted in writing to the City Clerk’s office no later
than 14 calendar days preceding the meeting.
AGENDA REPORT
MEETING DATE: April 27, 2016 Council Item
TITLE: Child Care Services Fund Financial Status Report as of
March 31, 2016
PRESENTED BY: Cynthia Fortune, Finance Director
RECOMMENDATION: Receive and file the Child Care Services Fund Financial
Status Report for the period ending March 31, 2016.
2030 VISION STATEMENT:
This staff report supports City Council Goal #1, “Ensure Our Fiscal Viability,” through
the continuous monitoring of revenue receipts and expenditure disbursements against
approved budget appropriations.
BACKGROUND:
On February 9, 2016, City Council was provided with a comprehensive financial report
on the Child Care Program which included detail on the following:
Department Mission and Goals;
Child Care Programs and the capacity of each program;
Different annual rates (and any increases) of the programs since it became its
own fund on July 1 2012;
Significant events that led to the rate increases; and
Revenue and Expenditure statements for the fund since July 1, 2012.
DISCUSSION:
The table below was provided to City Council showing revenue and expenditure
statements for the Program since it was separated from the General Fund:
Table 1
City of Grand Terrace
Child Care Services Fund Revenue & Expenditure Statements by Fiscal Year
Rate Increase (%) 2.50% 6.00% 2.00% 14.28%
Adopted
Budget Dec. 2016
2015-16 2015-16 2014-15 2013-14 2012-13
REVENUES
Nutrition Program Grant 30,000 9,930 8,467 - -
1
Packet Pg. 3
Tiny Tot Program 80,794 31,072 69,587 82,824 79,247
After School Program 401,976 152,921 347,666 354,941 242,700
Pre-School Program 724,839 263,690 693,931 655,329 788,561
Miscellaneous - (34) 18 993 31
TOTAL REVENUE 1,237,609 457,580 1,119,669 1,094,087 1,110,539
EXPENDITURES
Salaries 601,990 270,112 589,092 549,914 536,725
Benefits 265,394 93,888 245,329* 235,143 250,597
Materials & Supplies 83,400 33,217 70,773 60,080 60,050
Utilities 16,000 12,907 16,748 17,419 16,278
Lease of Facility/Equipment 4,000 120 - 8,000 3,200
Prof./Contractual Svcs 29,600 9,162 21,073 20,916 19,578
Equipment 400 - - - 383
Capital Projects 11,400 3,004 7,117 14,050 -
Overhead Cost Allocation 198,800 99,400 198,607 198,829 196,884
TOTAL EXPENSE 1,210,984 521,810 1,148,739 * 1,104,350 1,083,693
Net Surplus/Deficit 26,625 (64,230) (29,070) (10,264) 26,846
Not including CalPERS unfunded accrued liability of $121,557. The liability was
deducted to show operational cost comparisons between fiscal years.
In addition to 6-month and prior year actuals for the Fund (as shown in the previous
table), City Council was also provided with projected revenue and expenditure
statements for the remainder of the current fiscal year (FY2015-16), depending on the
number of children enrolled:
Table 2
Child Care Services Department
2015-16 Year-end Projections provided to City Council on February 9, 2016
Adopted
Budget
Total
Enrolled
Total
Enrolled
Year-end
Projection
2015-16 as of 10/31/2015 as of 01/31/2016 includes 7
pending
Program Title
Tiny Tot Program 58 48 47 48
After School Program 92 71 82 86
Pre-School Program 90 81 92 94
TOTAL ENROLLEES 240 200 221 228
Adopted
Budget
Year-end
Projection
Year-end
Projection
Year-end
Projection
with 240
enrollees
with 200
enrollees
with 221
enrollees
with 228
enrollees
REVENUES
1
Packet Pg. 4
Nutrition Program Grant 30,000 24,360 24,360 24,360
Tiny Tot Program 80,794 67,387 66,629 67,067
After School Program 401,976 359,478 360,861 367,641
Pre-School Program 724,839 573,200 647,339 650,178
TOTAL REVENUE 1,237,609 1,024,426 1,099,189 1,109,247
EXPENDITURES
Salaries 601,990 564,991 573,808 573,836
Benefits 265,394 201,126 201,526 201,526
Materials & Supplies 83,400 72,982 72,982 72,982
Utilities 16,000 23,407 23,407 23,407
Lease of
Facility/Equipment 4,000 120 120 120
Prof./Contractual Svcs 29,600 22,562 22,562 22,562
Equipment 400 - - -
Capital Projects 11,400 9,004 9,004 9,004
Overhead Cost Allocation 198,800 198,800 198,800 198,800
TOTAL EXPENSE 1,210,984 1,092,992 1,102,209 1,102,237
Net Surplus/Deficit 26,625 (68,566) (3,020) 7,010
Average Annual Revenue per child: $5,000
Average Break-even Point: 225 enrollees
Based on the data above, the Child Care Program shows the following:
The numbers of enrolled children in the Child Care Program have to average
between 220 and 225 attendees throughout the fiscal year in order for the Child
Care Services Fund revenue and expenditure statement to balance.
Staff also informed City Council that we will be reporting back within 60 days to provide
updated financial information showing revenue and expenditure results through March
31, 2016.
Table 3 below provides updated year-end revenue and expenditure projections based
on the following:
60 days of additional actuals,
the number of enrollees as of March 31, 2016, and
any pending enrollees, if any.
Table 3
Child Care Services Department
2015-16 Year-end Projections based on March 31, 2016 data
Adopted Budget Total Enrolled Year-end Projection
2015-16 as of 04/01/2016 includes 5 pending
Program Title
Tiny Tot Program 58 50 50
After School Program 92 78 81
1
Packet Pg. 5
Pre-School Program 90 92 94
TOTAL ENROLLEES 240 220 225
Adopted Budget Year-end Projection Year-end Projection
with 240 enrollees with 220 enrollees with 225 enrollees
REVENUES
Nutrition Program Grant 30,000 28,613 28,613
Tiny Tot Program 80,794 69,381 69,381
After School Program 401,976 343,665 347,365
Pre-School Program 724,839 637,748 641,951
Miscellaneous (74) (74)
TOTAL REVENUE 1,237,609 1,079,334 1,087,236
EXPENDITURES
Salaries 601,990 583,945 583,945
Benefits 265,394 209,732 209,732
Materials & Supplies 83,400 67,730 67,730
Utilities 16,000 22,428 22,428
Lease of Facility/Equipment 4,000 120 120
Prof./Contractual Svcs 29,600 20,467 20,467
Equipment 400 - -
Capital Projects 11,400 6,499 6,499
Overhead Cost Allocation 198,800 198,800 198,800
TOTAL EXPENSE 1,210,984 1,109,720 1,109,720
Net Surplus/Deficit 26,625 (30,387) (22,485)
As of March 31, 2016, the Child Care Program has 220 enrollees and has received five
applications (pending approval). The revenue and expense statements above show that
if the number of enrollees stays at 220 or increase by five, the program will still be at a
deficit by the end of the fiscal year. The attached exhibits provide additional detail for
the revenue and expense statements shown above.
Research has shown that the number of attendees in the program go through a cycle:
the number decreases during the summer months to as low as 160 by July (beginning
of the fiscal year), with enrollment steadily increasing to 220 by April (towards the end of
the fiscal year) as shown below:
1
Packet Pg. 6
STRATEGY:
The Child Care Services Program strives to enhance the quality of life of Grand Terrace
by offering developmental and nurturing activities to its young residents. All activities
and relationships occur in a healthy, positive and relaxed environment which is planned
to enhance and challenge distinct individual needs, interests and abilities.
The Program provides a quality child care service for families who do not meet low
income standards. With a median income of $62,000, Grand Terrace residents are
provided an opportunity to have child care services that will enable a child to develop
physically, socially and cognitively according to their individual learning style.
The City Manager, with discussion with the Child Care Services Department, has
developed several strategies to increase child care revenues and maintain a balanced
budget while still maintaining the high value added by the Child Care Services Program
to this community:
1. Consider implementing a 3-month commitment from all enrollees (every fiscal
year, all enrolled families will sign a minimum 3-month attendee requirement for
all enrolled children);
2. Based on the cycle provided above on the number of enrollees attending the
program throughout the year; consider increasing child care rates by
approximately 6.2% to balance revenues against expenditures;
1
Packet Pg. 7
3. Consider the establishment of a Child Care Trust Fund to be able to accept
donations from private organizations and/or individuals to receive additional
funding for the program; and
4. Pursue child care services grants that will subsidize the program.
FISCAL IMPACT:
The Child Care Services Program will be proposing a FY2016-17 balanced budget to
City Council along with eliminating the projected current year deficit during the FY2016-
17 Budget cycle by implementing any or all of the strategies listed above.
Staff recommends that City Council receive and file the updated Child Care Financial
Services Report as of March 31, 2016.
ATTACHMENTS:
Exhibit-A: 220 Enrollees (PDF)
APPROVALS:
Cynthia Fortune Completed 04/25/2016 3:30 PM
Finance Completed 04/25/2016 3:30 PM
City Attorney Completed 04/25/2016 3:38 PM
City Manager Completed 04/25/2016 5:30 PM
City Council Pending 04/27/2016 6:00 PM
1
Packet Pg. 8
Exhibit A
Adopted Budget Actuals Projection Projection Projection Projection Projection Projection
2015-16 Jul - Dec 2015 Jan-2016 Feb-2016 Mar-2016 Apr-2016 May-2016 Jun-2016 TOTAL
REVENUES
Nutrition Program Grant 30,000 9,930 2,405 2,405 2,405 2,405 2,405 2,405 24,360
Tiny Tot Program 80,794 31,072 6,967 5,870 5,870 5,870 5,870 5,870 67,387
After School Program 401,976 152,921 27,966 33,226 41,533 33,226 37,379 33,226 359,478
Pre-School Program 724,839 263,690 47,402 48,764 60,955 48,764 54,860 48,764 573,200
Miscellaneous - (34)0 0 0 0 0 34 0
TOTAL REVENUE 1,237,609 457,580 84,740 90,265 110,763 90,265 100,514 90,299 1,024,426
EXPENDITURES 175,005
Salaries 601,990 270,112 45,366 45,366 45,366 45,366 45,366 68,049 564,991
Benefits 265,394 93,888 14,705 14,705 20,705 14,705 14,705 27,714 201,126
Materials & Supplies 83,400 33,217 6,767 6,650 6,767 6,150 6,150 7,281 72,982
Utilities 16,000 12,907 1,500 1,500 1,750 1,750 2,000 2,000 23,407
Lease of Facility/Equipment 4,000 120 0 0 0 0 0 0 120
Prof./Contractual Svcs 29,600 9,162 3,800 1,820 2,320 1,820 1,820 1,820 22,562
Equipment 400 0 0 0 0 0 0 0 0
Capital Projects 11,400 3,004 0 3,000 0 0 0 3,000 9,004
Overhead Cost Allocation 198,800 99,400 0 0 49,700 0 0 49,700 198,800
TOTAL EXPENSE 1,210,984 521,809 72,138 73,041 126,608 69,791 70,041 159,564 1,092,992
Net Surplus/Deficit 26,625 (64,230)12,602 17,224 (15,845)20,474 30,473 (69,265)(68,566)
Adopted Budget Actuals Actuals Actuals Estimate Projection Projection Projection
2015-16 Jul - Dec 2015 Jan-2016 Feb-2016 Mar-2016 Apr-2016 May-2016 Jun-2016 TOTAL
REVENUES
Nutrition Program Grant 30,000 9,930 2,405 2,680 5,798 2,600 2,600 2,600 28,613
Tiny Tot Program 80,794 31,073 7,511 6,716 5,972 6,036 6,036 6,036 69,381
After School Program 401,976 152,922 32,006 28,457 27,721 34,539 38,481 29,539 343,665
Pre-School Program 724,839 263,689 54,881 52,965 55,921 70,453 78,385 61,453 637,748
Miscellaneous - (74)0 0 0 0 0 0 (74)
TOTAL REVENUE 1,237,609 457,540 96,804 90,818 95,412 113,628 125,502 99,628 1,079,334
EXPENDITURES 187,622
Salaries 601,990 270,683 65,300 45,252 43,929 45,366 45,366 68,049 583,945
Benefits 265,394 93,993 23,151 13,039 22,425 14,705 14,705 27,714 209,732
Materials & Supplies 83,400 33,217 4,587 3,993 6,352 6,150 6,150 7,281 67,730
Utilities 16,000 12,907 1,266 1,159 1,347 1,750 2,000 2,000 22,428
Lease of Facility/Equipment 4,000 120 0 0 0 0 0 0 120
Prof./Contractual Svcs 29,600 8,967 1,600 1,962 2,478 1,820 1,820 1,820 20,467
Equipment 400 0 0 0 0 0 0 0 0
Capital Projects 11,400 3,004 495 0 0 0 0 3,000 6,499
Overhead Cost Allocation 198,800 99,400 0 0 49,700 0 0 49,700 198,800
TOTAL EXPENSE 1,210,984 522,291 96,399 65,403 126,231 69,791 70,041 159,564 1,109,720
Net Surplus/Deficit 26,625 (64,751)405 25,415 (30,819)43,837 55,461 (59,935)(30,387)
Child Care Services Department
2015-16 Year-end ProjectionsScenario 1 - 200 enrollees
April 1, 2016 Update - 220 enrollees
1.a
Packet Pg. 9
At
t
a
c
h
m
e
n
t
:
E
x
h
i
b
i
t
-
A
:
2
2
0
E
n
r
o
l
l
e
e
s
(
1
8
9
8
:
C
h
i
l
d
C
a
r
e
S
e
r
v
i
c
e
s
F
u
n
d
F
i
n
a
n
c
i
a
l
S
t
a
t
u
s
R
e
p
o
r
t
a
s
o
f