HomeMy WebLinkAbout2020-10-05 City Council Agendas (16)
City of Palo Alto (ID # 11526)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 10/5/2020
City of Palo Alto Page 1
Council Priority: Fiscal Sustainability
Summary Title: Approval of Fiscal Year 2020 Reappropriation Requests to be
Carried Forward into Fiscal Year 2021
Title: Approval of Fiscal Year 2020 Reappropriation Requests to be Carried
Forward Into Fiscal Year 2021 and Budget Amendments in Various Funds
From: City Manager
Lead Department: Administrative Services
Recommendation
Staff recommends that the City Council amend the Fiscal Year 2021 Budget Appropriation
Ordinance for various funds as identified in Attachment A, and various capital projects as
identified in Attachment B and Attachment C (requires a supermajority approval or 5
affirmative votes).
Background
As a part of the annual fiscal year-end process, staff reviews the City’s unencumbered and
unspent appropriations of the fiscal year just ended and the City’s spending plans. Encumbered
amounts are those subject to the legal claims of other parties due to contractual obligations
(for example, commitments made through purchase orders), which are carried forward from
one fiscal year to the next. Each year there are a small number of important projects that staff
was not able to complete or encumber funds. The reappropriation process allows staff to bring
forward funding recommendations to City Council to continue these projects into the next fiscal
year.
On September 22, 2014, the City Council approved a recommendation to amend Chapter 2.28,
Section 2.28.090 of the Municipal Code, reducing the previous two-step reappropriations
process (preliminary and final reappropriation authorization) to one step as long as the
Administrative Services Department (ASD) Director/Chief Financial Officer (CFO) certifies that
sufficient unencumbered and unexpended funds are available in the Fiscal Year that just ended
to be carried forward to the subsequent Fiscal Year.
Additionally, the City Council amended the Municipal Code to eliminate the provision allowing
City of Palo Alto Page 2
for the automatic reappropriation of capital project funds. Capital projects; however, may still
be delayed or deferred for various reasons therefore, there remains a need to reappropriate
funds in some instances. This reappropriation is completed by reviewing the status of projects
as part of the annual budget process and built into the annual adopted budget. Now that Fiscal
Year 2020 has closed and staff has processed necessary accounting transactions, unexpended
and unencumbered funds for each capital project have been reviewed one final time. Based on
that review, staff recommends capital dollars remaining for some projects in various funds
through Fiscal Year 2020 are reappropriated to Fiscal Year 2021. Staff also recommends
reversing a portion of previously authorized reappropriations due to lower project cost or
reprioritization due to the financial impacts of COVID-19. In a few capital projects, more funding
was spent in FY 2020 than was anticipated in reappropriations. In these projects, staff
recommends technical clean-up actions to reduce the funds appropriated in FY 2021 to align
project funding with the appropriate fiscal year, while maintaining the same overall total
project budget.
Discussion
Attachment A identifies those operating budget requests that staff recommends for approval,
while Attachment B lists recommended capital project requests. Attachment C includes the
recommended technical clean-up items for a few capital projects. With the submission of this
report for City Council consideration, the ASD Director/CFO certifies sufficient unencumbered
and unexpended funds are available from Fiscal Year 2020 to be reappropriated to Fiscal Year
2021.
Operating Budget Reappropriations
Overall, this report recommends the reappropriation of $23.8 million in expenses across all
funds in the Operating Budget and $15 million in expenses offset by $22.4 million in revenues
across all funds in the Capital Budget. Revenues may be out of balance to expenses due to the
timing of many reimbursable grants which experience a delay by nature. In the City’s General
Fund, reappropriation of $2.4 million in expenses offset by $0.5 million in revenues are
recommended. Based on preliminary unaudited financial statements, these appropriated funds
by the City Council were unspent in FY 2020. In reviewing the reappropriation of funds from FY
2020 to FY 2021, in light of the current financial constraints, staff were strict and conservative
in determining which funds should be carried forward versus the savings realized to assist in
rebuilding reserves including the Budget Stabilization Reserve in the General Fund. All
recommended funds were previously appropriated for the same intended purpose, the project
remains active, and/or the funds are bound in their usage due to donations or legal restrictions.
In instances where projects were completed, were placed on pause due to COVID-19 impacts
and other priorities, or there was not an active project plan, any savings were returned to
reserve balances.
The projects recommended for budget reappropriations are outlined in more detail in
Attachment A and can generally be grouped into the following categories:
City of Palo Alto Page 3
• Timing and Workload Delays: Projects in this category were delayed due to competing
workload demands, appropriation of funds late in the fiscal year, or other unanticipated
delays. Activity for these projects continue by the City Council and staff through
continued public discussions, contract negotiations and procurement processes, and
continued support through this public health emergency. Examples of projects in this
category include: Advancing Racial Equity ($500,000), Elwell Court Office Improvements
($356,000), COVID-19 Small Business Support Program ($190,000), Public Toilet Lease
($198,000), Sustainability and Climate Action Plan (S/CAP) Update ($168,500), Green
Stormwater Infrastructure (GSI) Plan ($115,000), Urban Forest Master Plan Year 5
($80,000), Sea Level Rise Vulnerability Assessment Plan ($38,600).
• Human Services Resource Allocation Process (HSRAP) Reserve: As part of the FY 2015
Adopted Budget, the City Council established a one-time reserve of $50,000 for HSRAP
funding requests. In FY 2019, $10,000 was allocated to Heart and Home Collaborative, a
non-profit organization that provides shelter and services to unhoused women in Palo
Alto. No additional funds were allocated from this reserve in FY 2020, so the remaining
balance of $40,000 is recommended to be reappropriated to FY 2021.
• Think Fund Teen Services Programs (formerly Bryant Street Garage Teen Program): In
2001, the City Council voted to lease out a garage property located at 455 Bryant Street.
Since this site was formerly the location of the Bryant Street Teen Center, a stipulation
in the lease required that seventy five percent of the rental revenues would be used to
fund programs specifically for Palo Alto youth and teens. In prior years, staff has
returned the Policy and Services Committee and City Council for guidance on
community engagement and potential uses of this funding (CMR 4776, CMR 8887). Teen
Services programs include but are not limited to: Think Fund grants, ClickPA website,
Teen Arts Council, MakeX, Art Center, Think Fund Gala, and the Buoyancy Teen Festival.
The unspent balance of $351,000 is recommended to be reappropriated to FY 2021 to
ensure resources are available to continue providing teen services to the community
and develop a long‐term approach to maintain delivery of these services. These funds
were discussed as part of the FY 2021 budget deliberations and at that time the Council
wished to honor prior direction to maintain this one-time funding. Depending on the
continued financial uncertainties and potential reductions in revenues that assist in
funding these programs, these funds may be necessary to offset lower than expected
revenue receipts while maintaining current FY 2021 service levels.
• Multi-year Funding Agreements: Projects in this category include approved donations,
grants, loans, and other funding agreements that restricts the use of these funds for a
certain purpose, and that are anticipated to continue in the coming year. Examples in
this category include: Solar Generator Trailer Grant ($200,000), SB2 Grant to streamline
affordable housing ($310,000), Art Center Ceramics Studio Bequest ($37,525), Alta
Housing (formerly Palo Alto Housing Corporation) Loan for Affordable Housing at 3705
City of Palo Alto Page 4
El Camino Real ($20.5 million) and El Dorado ($225,032), and the North Ventura Grant
and Sobrato Funding Agreement for the North Ventura Coordinated Area Plan ($8,942).
• Management Training Program: The Management Training Program provides $1,000
per eligible employee under the terms outlined in the MGMT and PAPMA labor
agreements. The purpose of this program is to provide employees with resources to
improve and supplement their job and professional skills. In total, $289,000 in unused
funding is requested to be reappropriated to FY 2021 for various training programs,
including: diversity, inclusion and ethics, civics and citizen engagement, leadership and
management, budget, finance, procurement, interpersonal communication,
presentation skills, business writing, time management, project management, change
management, and safety & security. This action recommends carrying forward 50% for
use aligned with the original intended use of the funds, and the remaining funds used to
assist in balancing the FY 2020 budget actions to address financial implications of
COVID-19. This action defaults these unspent funds to be allocated to the City’s Budget
Stabilization Reserve.
Capital Budget Reappropriations
As discussed in the Background section of this report, starting with the Fiscal Year 2016 capital
budget, all capital project reappropriations require City Council approval. The FY 2021 Adopted
Budget included $88.0 million in reappropriated expenditure funds, partially offset by $25.8
million in reappropriated revenue, across all City funds based on estimates of anticipated
spending and revenue collections in FY 2020. Since the adoption of the capital budget, some
adjustments and refinements to project reappropriations are required since FY 2020 year-end
actuals and project costs have been updated to reflect actual experience. These primarily
reflect either increases or decreases to assumed reappropriations in the FY 2021 Adopted
Budget:
• Additional reappropriations are recommended when project expenditures originally
anticipated to occur before the end of FY 2020 will now occur in FY 2021. Similarly,
revenue that was anticipated to be collected in FY 2020 will be reappropriated to FY
2021 to align with the actual collections;
• Downward adjustments to reappropriations are recommended when expenses were not
anticipated to occur until FY 2021 and funding was reappropriated in the budget
document to FY 2021. However, the expenses were realized in FY 2020, so an
adjustment to reduce the budgeted funding in FY 2021 to align with the actual timing of
expenses. The reappropriation of revenue is treated similarly; if it was assumed revenue
would not be collected in FY 2020 and was reappropriated to FY 2021 an adjustment to
reduce the reappropriated revenue is needed to align collections in the appropriate
fiscal year.
City of Palo Alto Page 5
Table 1 summarizes the recommended net adjustments as detailed in Attachment B. These
Fiscal Year 2021 adjustments represent the final step in the City Council-approved change to
the reappropriation process. There are sufficient expenditure savings in Fiscal Year 2020 to
support all recommended adjustments.
It should be noted that the revised process and active review of all project reappropriations
results in a reduced level of reappropriated funding from one year to the next, compared to the
process of automatically reappropriating unspent capital funding, better reflecting the needs of
the various capital projects and of the overall program.
Table 1: Year-End Capital Project Reappropriation Summary – By Fund
Fund
Number
of
Projects
Recommended
Revenue
Reappropriation
Adjustment
Recommended
Expense
Reappropriation
Adjustment
GE
N
E
R
A
L
Capital Improvement Fund 41 $19,111,526 $10,468,213
Cubberley Infrastructure Fund 4 $0 $1,030,666
EN
T
E
R
P
R
I
S
E
F
U
N
D
S
Airport Fund 2 $3,174,109 $146,466
Electric Fund 7 $150,000 $(901,780)
Fiber Fund 1 $0 $(682)
Gas Fund 1 $0 $111,791
Stormwater Management Fund 2 $0 $2,698,273
Wastewater Collection Fund 1 $0 $(341,395)
Wastewater Treatment Fund 1 $0 $2,551,988
Water Fund 5 $0 $223,001
IN
T
E
R
N
A
L
SE
R
V
I
C
E
Technology Fund 1 $0 $(119,699)
Vehicle Replacement and
Maintenance Fund 3 $0 $(951,947)
Total All Funds 69 $22,435,635 $14,914,895
City of Palo Alto Page 6
Technical Clean-up Actions
As detailed in Attachment C, a net adjustment of $2.0 million in additional expenses is
recommended in the New Public Safety Building project (PE-15001) in the Capital Improvement
Fund to maintain the total approved project budget of $118.0 million. This net adjustment
reflects higher than expected actual expenses in FY 2020, offset by lower than expected
encumbered expenses in FY 2020. Actual project expenses came in FY 2020 that were
programed in FY 2021 ($811,000), and a large contract was not executed in time for the FY
2020 fiscal close (approximately $2.8 million). This adjustment will align the budget by year
with the actual expenses by year. A corresponding adjustment will be done in FY 2020 as part of
the FY 2020 Year-End clean-up process, currently scheduled for review by the Finance
Committee in December 2020.
Resource Impact
All projects, programs and corresponding funding contained within this report were previously
approved by the City Council for FY 2020, this report simply aligns funding between fiscal years
with the status of projects and programs. The ASD Director/CFO certifies that sufficient funds
exist for the recommended Fiscal Year 2020 Operating Budget adjustments (Attachment A), and
Capital Budget adjustments (Attachment B and Attachment C). For Operating reappropriations,
staff recommends expense reappropriations of $2.4 million in the General Fund, $20.7 million
in Special Revenue Funds, $0.5 million in Enterprise Funds, and $0.2 million in Internal Service
Funds. Additionally, staff recommends revenue reappropriations of $0.5 million in the General
Fund.
For capital projects, in addition to the amounts reappropriated as part of the FY 2021 Adopted
Capital Budget, staff recommends $11.5 million in expenses be reappropriated to FY 2021 in the
Capital Improvement Funds, offset by $19.1 million in revenue reappropriations. Also
recommended is a $4.5 million increase in expenditures in the various Enterprise Funds with
reappropriated revenue of $3.3 million, and a net reduction of $1.0 million in expenditures in
the Internal Service Funds. Including the reappropriations approved in the FY 2021 Adopted
Capital Budget, the total reappropriations will be $51.4 million in expenses, partially offset by
$25.5 million in revenue in the Capital Improvement Fund projects; $45.6 million in expenses,
partially offset by $22.7 million in revenue in the Enterprise Fund projects; and $5.9 million in
expenses, in the Internal Service Fund projects. The results of the reappropriations and
technical clean-up actions will have a net zero impact to the total projects’ budgets over the life
of the projects.
Stakeholder Engagement
Review and reconciliation of the funding available for both the Operating reappropriations and
the reappropriations for individual Capital projects was coordinated between ASD divisions of
the Office of Management and Budget and Accounting as well as with the impacted
departments.
City of Palo Alto Page 7
Policy Implications
This recommendation is consistent with adopted Council policy.
Environmental Review
The action recommended is not a project for the purposes of the California Environmental
Quality Act.
Attachments:
• Attachment A: FY 2020 Reappropriation Requests
• Attachment B: FY 2020 Capital Improvement Program (CIP) Reappropriations
• Attachment C: FY 2021 Technical Clean Up Items
FY 2020 TO FY 2021 OPERATING BUDGET REAPPROPRIATIONS ATTACHMENT A
Fund Name Department Title Description
Recommended
Revenue
Appropriation
Recommended
Expense
Appropriation
General Fund City Managers Office COVID-19 Small Business Support
Program
This action reappropriates funding for grants as part of the Small Business
Support Program, created by the City Council to support local businesses
during the COVID-19 pandemic. In May 2020 City Council approved a total
of $500,000 in funding for small business grants (CMR 11309). This action
will reappropriate the remaining funding, $190,000, so grants can continue
to be distributed until funds are exhausted.
$ - $ 190,000
General Fund Community Services Art Center Ceramics Studio
Bequest
This action reappropriates a bequest from the Sherrie Innis Estate. On June
19, 2017, the City Council approved a bequest of $54,350 from the Sherrie
Innis Estate to maintain and upgrade the ceramic studio at the Palo Alto Art
Center (CMR 8187). The ceramics studio maintains kilns, wheels, and
several other large pieces of equipment that will need repair or
replacement in the near future. The program does not have funding
appropriated for major repairs and replacements and uses the bequest for
these needs. At the close of FY 2020, $37,525 remained unspent and is
recommended to be reappropriated for repair and replacement needs in FY
2021.
$ - $ 37,525
General Fund Community Services Think Fund Teen Services This action reappropriates funds in the Think Fund (formerly the Bryant
Street Garage Teen Program). In 2001, the City Council voted to lease out a
garage property located at 455 Bryant Street. Since this site was formerly
the location of the Bryant Street Teen Center, a stipulation in the lease
required that seventy five percent of the rental revenues would be used to
fund programs specifically for Palo Alto youth and teens. In prior years,
Staff has returned to the Policy and Services Committee and City Council
for guidance on community engagement and potential uses of this funding
(CMR 4776, CMR 8887). Teen Services programs include but are not limited
to: Think Fund grants, ClickPA website, Teen Arts Council, MakeX, Art
Center, Think Fund Gala and the Buoyancy Teen Festival. This action will
reappropriate $351,000, the same value previously reappropriated from FY
2019 to FY 2020, to ensure resources are available to continue providing
quality teen services to the community and develop a long‐term approach
to maintain delivery of these services.
$ - $ 351,000
General Fund Non-Departmental Human Services Resource
Allocation Program (HSRAP)
Reserve
This action reappropriates the remaining balance in the Human Services
Resource Allocation Program (HSRAP) Reserve. As part of the FY 2015
Adopted Budget, the City Council established a one‐time reserve of
$50,000 for HSRAP funding requests. In FY 2019, $10,000 was allocated to
Heart and Home Collaborative, a non‐profit organization that provides
shelter and services to unhoused women in Palo Alto. The remaining
balance of $40,000 is recommended to be reappropriated to FY 2021 for
future HSRAP use.
$ - $ 40,000
Page 1 of 5
FY 2020 TO FY 2021 OPERATING BUDGET REAPPROPRIATIONS ATTACHMENT A
Fund Name Department Title Description
Recommended
Revenue
Appropriation
Recommended
Expense
Appropriation
General Fund Non-Departmental Management Development Funds This action reappropriates funding for management training and
professional development. The Management Training Program provides
$1,000 per eligible employee under the terms outlined in the labor
agreements with the Management and Professional group and the Palo
Alto Police Management Association. The purpose of this program is to
provide employees with resources to improve and supplement their job
and professional skills. This action is recommended for the continuation of
the program and will include the following training programs: ethics, civics
and citizen engagement, leadership and management, budget, finance,
procurement, interpersonal communication, presentation skills, business
writing, time management, project management, change management,
online-based education, and safety & security. As a result of associated
with FY 2020 balancing actions to address financial implications of
COVID-19, only half of the remaining balance of these funds is
recommended to be reappropriated to FY 2021.
$ - $ 289,000
General Fund Non-Departmental Advancing Racial Equity An allocation of $500,000 for the advancement of racial equity was
approved in FY 2020 (CMR 11328). In light of the current national and local
racial equity movement, this funding was set aside to help fund a recently
approved resolution and the associated workplan to address system
inequities that is currently with the Council for review. Since the workplan
was not completed in FY 2020, these funds are recommended to be
reappropriated to FY 2021 to support initiatives related to advancing racial
equity, as directed by the City Council.
$ - $ 500,000
General Fund Office of Emergency Services Solar Generator Trailer Grant This action reappropriates reimbursable grant funding from the State of
Homeland Security (SHSG) through the County of Santa Clara. This grant
will fund a mobile solar energy generation and storage trailer to provide
emergency power to City facilities and community response efforts. Staff
initiated the solicitation and selection of the contract in FY 2020 and
anticipates awarding the contract in FY 2021.
$ 200,000 $ 200,000
General Fund Planning and Development
Services
North Ventura Grant and Sobrato
Funding Agreement: North
Ventura Coordinated Area Plan
(NVCAP)
This action reappropriates funding from the North Ventura Grant and
Sobrato for the North Ventura Coordinated Area Plan (NVCAP). In total,
$888,000 was appropriated on March 5, 2018, to the Planning and
Development Services Department to develop coordinated area plans that
guide the development of the North Ventura area and complete the
associated environmental clearance (CMR 8986). The Department has
secured consultancy services to assist staff with the planning and urban
design of the area, and a feasibility analysis to integrate Matadero Creek
into an open space area within the NVCAP project boundary. At the close
of FY 2020, $8,942 of this funding remains unspent and will be used to
continue public outreach and other work obligated under the funding
agreement in FY 2021.
$ 8,942 $ 8,942
Page 2 of 5
FY 2020 TO FY 2021 OPERATING BUDGET REAPPROPRIATIONS ATTACHMENT A
Fund Name Department Title Description
Recommended
Revenue
Appropriation
Recommended
Expense
Appropriation
General Fund Planning and Development
Services
SB2 Grant This action reappropriates reimbursable grant funding from the California
Department of Housing and Community Development (HCD) to implement
process improvements that accelerate housing production and streamline
affordable housing approvals. Due to staff vacancies, this work is not
anticipated to begin until FY 2021.
$ 310,000 $ 310,000
General Fund Public Works Public Toilets Contract This action reappropriates funding to cover anticipated back due payments
for the public toilets lease with the vendor, JC Decaux. The City has been
working on a new lease with JC Decaux after the contract expired in 2019.
Services for the public toilets continued beyond the contract term;
however, billing was temporarily withheld by JC Decaux pending the
outcome of the contract negotiations. Once a new lease is reviewed and
approved by Council (currently scheduled for October 5, 2020), all back-
due payments for FY 2020 will need to be paid.
$ - $ 198,000
General Fund Public Works Sea Level Rise Contract This action reappropriates funding for the portion of the Sea Level Rise
Vulnerability Assessment Plan contract covered by the Sustainability
Division in Public Works. This plan is jointly funded by the Wastewater
Treatment Fund Watershed Protection Group and the Utilities Department.
On March 18, 2019 the City Council accepted the Sea
Level Rise Policy and directed staff to return to Council with a Sea Level Rise
Adaptation Plan by December 2020 (CMR 9576). This plan aligns with the
City Council’s Climate Change priority, and will serve as the Sustainability
and Climate Action Plan (S/CAP) Sea Level Rise chapter.
$ - $ 38,600
General Fund Public Works Sustainability and Climate Action
Plan (S/CAP) Update Contract
This action reappropriates funding for the 2020 S/CAP Update process as
directed by the Council in June 2020 upon reviewing CMR 11304. This
update will help the City to work towards the Council priority of
"Sustainability, in the context of climate change" as well as to meet its
sustainability goals, including its goal of reducing greenhouse gas (GHG)
emissions 80 percent below 1990 levels by 2030.
$ - $ 168,500
General Fund Public Works Urban Forest Master Plan Year 5 This action reappropriates funding to complete Year 5 tasks of the Urban
Forest Master Plan (UFMP) that were scheduled for FY 2020, iuncluding a
corntract amendment with Canopy. An amendment for the Canopy
contract was recommended in FY 2020 to implement several Year 5 UFMP
programs; however, due to delays caused by the COVID-19 outbreak, the
contract amendment was delayed (currently scheduled for October 5,
2020). Year 5 of the UFMP requires completion of nine programs, including
The Great Oak Count to update the Oakwell Survey in order to assess
changes in Palo Alto’s native oak population since 1997, evaluate their
health, and recommend actions to improve conditions. This program is the
largest piece of Year 5 and requires the assistance of Canopy.
$ - $ 80,000
518,942$ 2,411,567$ Total General Fund Reappropriation
Page 3 of 5
FY 2020 TO FY 2021 OPERATING BUDGET REAPPROPRIATIONS ATTACHMENT A
Fund Name Department Title Description
Recommended
Revenue
Appropriation
Recommended
Expense
Appropriation
Housing In-Lieu Fund:
Residential and
Commercial; Residential
Housing Impact Fund
Planning and Development
Services
Alta Housing (formerly Palo Alto
Housing Corporation (PAHC))
Affordable Housing Loan
Agreement: 3705 El Camino Real
(Wilton Court)
This action reappropriates funding for an agreement with Alta Housing
(formerly the Palo Alto Housing Corporation (PAHC)) to develop and
construct a 100 percent affordable housing project at 3705 El Camino Real
(Wilton Court). In total, $20.5 million in City contributions have been
appropriated for this project. The City Council approved the initial
contribution of $10.0 million at the June 3, 2019 meeting (CMR 10143);
$1.0 million from the Residential Housing Fund, and $9.0 million from the
Commercial Housing Fund. The City Council approved an additional
contribution of $10.5 million at the January 13, 2020 meeting (CMR 10928);
$7.2 million from the Residential Housing Fund, $2.7 million from the
Commercial Housing Fund, and $0.6 million from the Residential Housing
Impact Fund. At the close of FY 2020, no expenditures had been made. The
full $20.5 million is recommended to be reappropriated to begin the
project in FY 2021.
$ - $ 20,518,931
Housing In-Lieu Fund:
Commercial
Planning and Development
Services
Alta Housing (formerly Palo Alto
Housing Corporation (PAHC))
Affordable Housing Loan
Agreement: El Dorado
This action reappropriates funding for the El Dorado affordable housing
agreement. In total, $375,000 was approved by the City Council on June 22,
2015 to Alta Housing (formerly the Palo Alto Housing Corporation (PAHC))
to deed restrict and rehabilitate property at 110‐1030 El Dorado Avenue
(CMR 5712). The deed restriction ensures that the three units on this
property are leased only to qualifying low income households. At the close
of FY 2020, Alta Housing had drawn down a total of $149,968. This action
ensures that the unspent balance is available to continue the rehabilitation
of the properties in FY 2021.
$ - $ 225,032
-$ 20,743,963$ Total Special Revenue Fund Reappropriation
Page 4 of 5
FY 2020 TO FY 2021 OPERATING BUDGET REAPPROPRIATIONS ATTACHMENT A
Fund Name Department Title Description
Recommended
Revenue
Appropriation
Recommended
Expense
Appropriation
Electric, Gas, Water, and
Wastewater Collection
Funds
Utilities Elwell Court Office Improvements This action reappropriates funding from various utilities funds to cover
Elwell Court office renovations and associated moving costs. Funding for
this project was previously appropriated in FY 2020, however the project
was delayed due to the lease renewal process. In addition to renovations to
improve the space at Elwell, this project will help bring the space in
compliance with the American Disability Act (ADA). The City is currently
evaluating external leases, including Elwell Court, to ensure the space is still
needed as a result of shelter in place orders due to the COVID-19 outbreak.
Use of this funding will be dependent onapproval of the lease renewal.
$ - $ 356,000
Stormwater
Management Fund
Public Works Green Stormwater Infrastructure
(GSI) Plan
This action reappropriates funding to cover the first year of a 5-year
contract for consultant services providing technical support to develop and
implement the Green Stormwater Infrastructure (GSI) Plan. The GSI Plan
was accepted by the City Council at the May 13, 2019 meeting to comply
with the State's Municipal Regional Stormwater National Pollutant
Discharge Elimination System (MRP) Permit and outline a plan to integrate
GSI features into the City's urban landscapes and stormwater systems
(CMR 9883). As part of this plan, consultancy services will be used to
develop an Engineering Specifications document for citywide GSI standards
and a GSI Maintenance and Monitoring Manual. The solicitation and
selection of the vendors were not completed prior to the end of FY 2020,
this action ensures sufficient funding is available to award the contract in
FY 2021 (anticipated to be presented to Council in Fall 2020).
$ - $ 115,000
$ - $ 471,000
Technology Fund Information Technology Development Services Technology
Fee
This action reappropriates funding for various technology projects in the
Planning and Development Services Department. As part of the Adopted
Municipal Fee Schedule, a surcharge up to three percent is included in fees
to recover funding for technology projects. These projects include the
ongoing technical support of the City's Graphical Information System (GIS)
and the new ESRI platform, implementing an online permitting system
(reducing in-person transactions), expanding Accela capabilities, and
digitizing and storing plans and records. At the close of FY 2020, $170,500
of the approximate $325,000 collected remains unspent and will be used
for planned projects in FY 2021.
$ - $ 170,500
-$ 170,500$
Total All Funds 518,942$ 23,797,030$
Total Enterprise Fund Reappropriation
Total Internal Service Fund Reappropriation
Page 5 of 5
FY 2020 to FY 2021 Capital Project Reappropriations ATTACHMENT B
1
Project ID Project Title Fund
Revenue
Reappropriation
Adjustment
Expense
Reappropriation
Adjustment
AC‐18001 JMZ Renovation Capital Improvement Fund 151,123$ (152,000)$
AC‐86017 Art In Public Spaces Capital Improvement Fund ‐$(49,400)$
FD‐14002 Fire Ringdown System Replacement Capital Improvement Fund 35,000$ ‐$
FD‐18000 Self‐Contained Breathing Apparatus (SCBA) Replacement Capital Improvement Fund 3,700$ ‐$
FD‐20000 Cardiac Monitor Replacement Capital Improvement Fund 13,000$ (22,000)$
PE‐08001 Rinconada Park Improvements Capital Improvement Fund ‐$(10,000)$
PE‐09003 City Facility Parking Lot Maintenance Capital Improvement Fund ‐$199,866$
PE‐11011 Highway 101 Pedestrian/Bicycle Overpass Project Capital Improvement Fund 8,752,658$ 169,901$
PE‐12011 Newell Road/San Francisquito Creek Bridge Replacement Capital Improvement Fund 1,864,873$ (15,000)$
PE‐12017 City Hall First Floor Renovations Capital Improvement Fund ‐$185,300$
PE‐13011 Charleston/Arastradero Corridor Project Capital Improvement Fund (198,219)$ ‐$
PE‐14018 Baylands Boardwalk Improvements Capital Improvement Fund ‐$6,000$
PE‐15003 Fire Station 3 Replacement Capital Improvement Fund ‐$28,900$
PE‐15020 Civic Center Waterproofing Study and Repairs Capital Improvement Fund ‐$49,800$
PE‐17004 California Avenue District Gateway Signs Capital Improvement Fund ‐$142,886$
PE‐17010 Civic Center Electrical Upgrade & EV Charger Installation Capital Improvement Fund 240,000$ 163,056$
PE‐18000 New California Avenue Area Parking Garage Capital Improvement Fund ‐$307,016$
PE‐18001 CalTrain Corridor Video Management System Installation Capital Improvement Fund ‐$78,398$
PE‐18002 High and Bryant Street Garages Waterproofing and Repairs Capital Improvement Fund ‐$(12,250)$
PE‐18004 Fire Station 4 Replacement Capital Improvement Fund ‐$249,998$
PE‐18016 Civic Center Fire Life Safety Upgrades Capital Improvement Fund ‐$249,357$
PE‐19001 Water, Gas, Wastewater Office Remodel Capital Improvement Fund 654,000$ 84,269$
PE‐19002 Animal Shelter Renovation Capital Improvement Fund ‐$1,052,804$
PE‐20000 Foothills Park Dam Seepage Investigation and Repairs Capital Improvement Fund ‐$30,000$
PE‐20002 City Facilities Assessment and Record Plan Management System Capital Improvement Fund ‐$150,000$
PE‐86070 Street Maintenance Capital Improvement Fund 1,707,171$ 5,620,452$
PF‐01003 Building Systems Improvements Capital Improvement Fund ‐$30,000$
PF‐02022 Facility Interior Finishes Replacement Capital Improvement Fund ‐$243,422$
PF‐14003 University Avenue Parking Improvements Capital Improvement Fund 343,000$ ‐$
‐484,587$
‐
PF‐16006 Municipal Service Center Lighting, Mechanical, and Electrical Improvements Capital Improvement Fund $
PG‐06001 Athletic Courts Resurfacing Capital Improvement Fund $(39,100)$
Page 1 of 3
FY 2020 to FY 2021 Capital Project Reappropriations ATTACHMENT B
Project ID Project Title Fund
Revenue
Reappropriation
Adjustment
Expense
Reappropriation
Adjustment
PG‐06003 Benches, Signage, Walkways, Perimeter Landscaping, and Site Amenities Capital Improvement Fund ‐$(10,435)$
PG‐09002 Park and Open Space Emergency Repairs Capital Improvement Fund ‐$(12,550)$
PL‐04010 Bicycle and Pedestrian Transportation Plan Implementation Capital Improvement Fund 1,200,000$ ‐$
PL‐05030 Traffic Signal and Intelligent Transportation Systems Capital Improvement Fund 700,000$ ‐$
PL‐16002 Parking Management and System Implementation Capital Improvement Fund 1,145,220$ ‐$
PL‐17001 Railroad Grade Separation and Safety Improvements Capital Improvement Fund 2,000,000$ ‐$
PL‐20000 Churchill Avenue/Alma Street Railroad Crossing Safety Improvements Capital Improvement Fund 500,000$ 400,000$
PO‐11001 Thermoplastic Lane Marking and Striping Capital Improvement Fund ‐$16,394$
PO‐12001 Curb and Gutter Repairs Capital Improvement Fund ‐$448,469$
PO‐89003 Sidewalk Repairs Capital Improvement Fund ‐$400,073$
CB‐16002 Cubberley Roof Replacements Cubberley Fund ‐$427,708$
CB‐17001 Cubberley Repairs Cubberley Fund ‐$26,744$
CB‐17002 Cubberley Field Restroom Cubberley Fund ‐$256,215$
CB‐19001 Cubberley Building Management Systems Cubberley Fund ‐$319,999$
AP‐16000 Airport Apron Reconstruction Airport 3,174,109$ ‐$
AP‐20000 Airport Facilities Electrical Improvements Airport ‐$146,466$
EL‐10006 Rebuild Underground District 24 Electric ‐$525,678$
EL‐16000 Rebuild Underground District 26 Electric ‐$200,000$
EL‐16003 Substation Physical Security Electric ‐$(18,599)$
EL‐17002 Substation 60kV Breaker Replacement Electric ‐$591,980$
EL‐17005 Inter‐substation Line Protection Relay Electric ‐$(31,946)$
EL‐17007 Facility Relocation for Caltrain Modernization Project Electric ‐$(1,090,085)$
EL‐19004 Wood Pole Replacement Electric 150,000$ (1,078,808)$
FO‐16000 Fiber Optics Network ‐ System Rebuild Fiber Optics ‐$(682)$
GS‐80019 Gas Meters and Regulators Gas ‐$111,791$
SD‐06101 Storm Drainage System Replacement And Rehabilitation Stormwater Management ‐$372,328$
SD‐19000 Loma Verde Avenue Trunk Line Improvements Stormwater Management ‐$2,325,945$
WC‐16001 Wastewater Collection System Rehabilitation/Augmentation Project 29 Wastewater Collection ‐$(341,395)$
WQ‐19003 Advanced Water Purification Facility Wastewater Treatment ‐$2,551,988$
WS‐07000 Water Regulation Station Improvements Water ‐$472,394$
WS‐09000 Water Tank Seismic Upgrade and Rehabilitation Water ‐$(12,688)$
Page 2 of 3
FY 2020 to FY 2021 Capital Project Reappropriations ATTACHMENT B
Project ID Project Title Fund
Revenue
Reappropriation
Adjustment
Expense
Reappropriation
Adjustment
WS‐13001 Water Main Replacement ‐ Project 27 Water ‐$(197,378)$
WS‐14001 Water Main Replacement ‐ Project 28 Water ‐$(22,591)$
WS‐19000 Mayfield Reservoir Subgrade and Venting Repair Water ‐$(16,736)$
TE‐12001 Development Center Blueprint Technology Enhancements Technology ‐$(119,699)$
VR‐18000 Scheduled Vehicle and Equipment Replacement ‐ Fiscal Year 2018 Vehicle ‐$17,196$
VR‐19000 Scheduled Vehicle and Equipment Replacement ‐ Fiscal Year 2019 Vehicle ‐$(507,095)$
VR‐20000 Scheduled Vehicle and Equipment Replacement ‐ Fiscal Year 2020 Vehicle ‐$(462,048)$
Total All Funds 22,435,635$ 14,914,895$
Page 3 of 3
FY 2021 Technical Clean‐up Actions ATTACHMENT C
Fund Name Department Title Description Expense
Capital Improvement
Fund
Public Works New Public Safety Building (PE‐15001) This 2014 Infrastructure Plan (IP) project was over
expended in FY 2020, and the budget was increased
by $811,056 as part of the FY 2020 Year‐End process,
and a corresponding decrease of $811,056 is
recommended in FY 2021. In addition, as part of the
Adopted FY 2021 Capital Budget, it was estimated
that $2.8 million would be encumbered for this
project in FY 2020. However, this contract was unable
to be completed before the end of FY 2020 so $2.8
million is recommended to be appropriated to this
project in FY 2021 in order to maintain the total
project budget of $118.0 million over the life of the
project.
2,018,149$
Page 1 of 1