HomeMy WebLinkAboutStaff Report 433-05
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TO: HONORABLE CITY COUNCIL
ATTENTION: FINANCE COMMITTEE
FROM: CITY MANAGER DEPARTMENT: ADMINISTRATIVE
SERVICES
DATE: DECEMBER 13, 2005 CMR: 433:05
SUBJECT: 2004-05 YEAR-END CAPITAL IMPROVEMENT PROGRAM
PROJECTS STATUS REPORT
This is an informational report and no Council action is required.
BACKGROUND
This report provides information on the status of the City’s Capital Improvement Program (CIP)
projects as of the end of fiscal year 2004-05. In the attached matrix (Attachment A), all City
departments have submitted information on their projects and commented on any issues that might
cause a change in the scope or timing of the projects. Information in this report is intended to keep
Council abreast of progress on all CIP projects that were open at the beginning of the 2004-05 fiscal
year and on those projects that were added or completed during the same fiscal year.
DISCUSSION
The attached matrix categorizes CIP projects into minor projects (projects which can be completed
within a one-year period) and multi-year projects (projects which have multi-year budgets and/or
complex implementation schedules with identifiable phases). The project status portion of the matrix
identifies the phase the project was in at fiscal year-end. Information on phases is intended to give
Council a perspective on how much progress was made on a project. Three distinct phases are
utilized, as follows:
Phase:
Possible Activities:
Pre-Design
o Preparation of feasibility study
o Development of a master plan
o Definition of a project scope
o Environmental Review
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Design
o Hiring a design consultant
o Completion of project design
o Soliciting bids or proposals
Construction
o Acquisition of major equipment
o Installation
o Implementation of a project
The comment section of the matrix provides Council with information clarifying the status of certain
projects.
In the attached matrix, projects are listed by department for the General Fund and by fund for the
Enterprise and Internal Service Funds. The matrix also includes information on the total budget
from inception for the project, the available budget as of the beginning of the fiscal year, the fiscal
year expenditures, the fiscal year commitments (encumbrances) through June 2005, the remaining
balance in the project budget as of year-end, and the percentage of completion for the project.
The matrix does not include “continuous” projects. These projects, such as water meter
replacement, have no definitive beginning or end dates and receive ongoing funding to reflect
continuing replacement cycles or commitments. During fiscal year 2004-05, progress was made on
all of the City’s “continuous” projects (Attachment B).
At year-end, all completed CIPs (after settlement of encumbrances) and CIPs where no activity is
planned in the near future were closed and the remaining balances transferred to the Budget
Stabilization Reserve for General Fund projects; to Retained Earnings for Internal Service Funds;
and for Utility Fund projects, to the appropriate Rate Stabilization Reserve.
Infrastructure Management Plan
Below is a high level analysis of the Infrastructure Management Plan (IMP) budget through June 30,
2005 showing expenditures and the various stages and status of projects.
Total Adjusted Budget FY 2004/05 $20,639,717
Less:
Actual expenditures as of 6/30/05 (7,308,769)
Encumbered balance as of 6/30/05 (3,259,801)
Projects in pre-design stage ( 102,524)
Projects in design stage (4,892,810)
Projects in construction stage (2,085,154)
Projects completed ( 329,953)
Projects that are ongoing (e.g., street maintenance) (2,660,706)
$ 0
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ATTACHMENTS
Attachment A: Year-end Capital Improvement Projects Status Matrix
Attachment B: List of Continuous Projects
PREPARED BY:
SHARON BOZMAN
Senior Accountant
F. JACKIE AGUSTIN
Staff Accountant
DEPARTMENT HEAD APPROVAL: _________________________________
CARL YEATS
Director, Administrative Services
CITY MANAGER APPROVAL: __________________________________
EMILY HARRISON
Assistant City Manager