HomeMy WebLinkAboutStaff Report 4453
City of Palo Alto (ID # 4453)
Finance Committee Staff Report
Report Type: Action Items Meeting Date: 3/18/2014
City of Palo Alto Page 1
Summary Title: FY 2014 Midyear BAO
Title: Finance Committee Recommendation Regarding Adoption of a Budget
Amendment Ordinance Amending the Budget for Fiscal Year 2014 to Adjust
Budgeted Revenues and Expenditures in Accordance with the
Recommendations in th e FY 2014 Midyear Budget Review Report
From: City Manager
Lead Department: Administrative Services
Recommendation
Staff recommends the Finance Committee recommend to the City Council adoption of:
1) Budget Amendment Ordinance (BAO) (Attachment A) which includes:
a) Proposed midyear adjustments to the Fiscal Year 2014 Budget for the General Fund,
Enterprise Funds, Special Revenue Funds, Internal Service Funds, and Capital
Improvement Projects Fund (Exhibit 1)
b) Fiscal Year 2014 Midyear CIP Adjustments (Exhibit 2)
c) Amendments to the Fiscal Year 2014 Table of Organization (Exhibit 3)
2) Amendments to the FY 2014 Municipal Fee Schedule (Attachment B)
The following are attached as informational items; no action is required on these items:
1) General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2010-
2014 (Attachment C)
2) Fiscal Year 2014 Midyear Capital Improvement Program Projects Status Report (Attachment
D)
3) Continuous Capital Projects Expenditures for Fiscal Years 2010-2014 (Attachment E)
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Motions
Motion to recommend to the City Council to adopt the Budget Amendment Ordinance (BAO)
for the proposed midyear adjustments to the Fiscal Year 2014 budget for the General Fund,
Capital Improvement Projects Fund, Enterprise Funds, Special Revenue Funds, Int ernal Service
Funds as listed in Attachment A as well as to amend the FY 2014 Municipal Fee Schedule.
Executive Summary
Annually, in March, staff presents to the Finance Committee the status of revenues and
expenditures for major funds and Capital Improvement Program as of December 31 of the
current Fiscal Year. As part of that status report, staff also brings forward recommendations to
adjust the annual adopted budget. The attached documents summarize and outline changes to
the City’s Fiscal Year 2014 budget. As revenues and expenditures may vary from the original
budget plan, changes become necessary. These require amendments to department budgets
which the Finance Committee reviews and responds to staff’s recommendation for approval.
Due to differences in preparation timelines, some adjustments proposed in this report are not
reflected in the FY 2015-2024 General Fund Long Range Financial Forecast’s (LRFF) discussion of
the FY 2014 Projected Revenues and Expenditures. The FY 2015 -2024 LRFF was reviewed and
approved by the Finance Committee on Feb. 18, 2014 .
The Fiscal Year 2014 Midyear Budget Summaries (Attachment A, Exhibit 1) provide a financial
report of the General Fund an Enterprise Funds as of December 31, 2013. This report compares
Fiscal Year 2014 actual expenditures with FY 2014 Adopted Budget levels including carryover
encumbrance balances. Since in some funds, the carryover encumbrance balances are quite
high in comparison to the budgeted amounts, the actual percent expended in comparison t o
the budget may well be above 50%. Overall, the General Fund and all enterprise funds are on
track to end the fiscal year within budgeted amounts.
The General Fund began Fiscal Year 2014, after the closing out of the Fiscal Year 2013 budget,
with a $31.2 million Budget Stabilization Reserve balance which was 19.54 percent of the
operating budget expenditures. Subsequent to the Fiscal Year 2014 budget adoption, Council
has approved BAOs totaling $0.9 million which reduced the BSR to $30.3 million by the end of
Dec. 31, 2013. As a result of better than expected revenue income, m idyear adjustments result
in a $4.7 million supplement to the General Fund BSR. The midyear budget adjustments reflect
a projected $6.3 million increase in sources and a $1.6 million increase in uses. These changes
as well as a reduction of the BSR in the amount of $98,000 for the Management Compensation
Study, as approved by the City Council on Jan. 27, 2014, result in a projected $35.0 million BSR
balance, or 21.9 percent of adopted expenditures. This level is above the target level of 18.5
percent of total operating expenditures. It is important to note that this projection does not
take into account an increase to SEIU total compensation as scheduled for City Council approval
on March 17, 2014.
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Adjustments to the City’s 2014 Capital Improvement Plan for various funds are noted in
Attachment A, Exhibit 1, with specific project adjustments described in Exhibit 2. CIP changes
fall into three basic categories: 1) projects requiring additional appropriations: 2) projects
having reductions in appropriations; and 3) projects with other adjustments such as transfer of
funding between projects, closing completed projects or creating new projects.
A series of actions in the Capital Improvement Fund are recommended as part of this report
that are intended to increase the amount of funding available in the Infrastructure Reserve (IR)
for potential unexpected cash needs such as the golf course reconfiguration project and to
further align the fund with the Infrastructure Plan. With recommendations included in this
report, the Fiscal Year 2014 IR Ending Fund Balance is projected to be $9.3 million. This
estimated balance includes the $4.4 million reduction to fund the California Avenue
Construction Contract as approved by the City Council on Feb. 24, 2014. This projected ending
fund balance does not assume any FY 2014 Budget Stabilization Reserve surplus transfer to the
IR, which occurs as part of closing the annual financial statements.
Background
This report summarizes proposed changes to the Fiscal Year 2014 Adopted Budget and reports
financial activity through December 31, 2013. Where possible, budget change
recommendations are brought forward for City Council consideration as part of the approval of
the FY 2014 Midyear Budget Review report to consolidate requests and streamline the Budget
Amendment Ordinance process. This report is organized by fund with a primary focus on major
changes in the General Fund. Financial results and midyear changes for the Enterprise, Internal
Service, and Special Revenue Funds are also included in this report. Adjustments, as well as all
fund summaries, are included in Attachment A, Exhibit 1. The Midyear CIP Program Project
Status report (Attachment C) provides the Finance Committee with information on the status of
the City’s CIP projects as of December 31, 2013.
Discussion
The following pages provide an overview of the FY 2014 midyear fund status for the General
Fund and enterprise funds and recommended budget adjustments as they pertain to the City’s
FY 2014 Operating and Capital budget.
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Operating Budget
Under this section of the report, citywide changes to the FY 2014 Adopted Operating Budget
are described followed by a discussion of the General Fun d and enterprise funds.
Citywide Changes
General Fund Rent Charges to Enterprise Funds and Internal Service Funds
One of the largest source of rental income in the General Fund comes from the City’s Enterprise
Funds and Internal Service Funds. Compared to the FY 2014 Adopted Budget, rental income will
increase from $12.9 million to $14.1 million, or 9 percent. An assessment of the use by fund for
all General Fund properties was conducted in FY 2014 . This assessment results in an ongoing
increase of approximately $1.2 million in rental income to the General Fund for FY 2014. Of this
amount, $0.6 million increase is from the Utilities Funds, $60,000 from the Public Works
Enterprise Funds, and $0.5 million from the Internal Service Funds. Staff recommend s a $1.2
million rent revenue increase. Please note that the $0.5 million rent revenue increase to the
General Fund from the Internal Service Funds is offset with an increase in allocated charges of
$0.2 million. This results in an overall $1.0 million net positive impact to the General Fund.
General Fund
General Fund Revenue
The chart below compares the FY 2014 Adopted Budget revenue estimates for all revenue
categories with the FY 2014 Midyear Budget Review projections. As depicted in the chart, the
majority of revenue categories are trending upwards with some offsets in Charges for Services.
A detailed discussion by revenue category follows.
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Sales Tax
As shown in the graph above, the FY 2014 Adopted Sales Tax revenue estimate was
approximately $23.9 million. This report includes a recommendation to increase the Sales Tax
revenue estimate for FY 2014 by $3.5 million to $27.4 million. This growth is primarily due to
unexpected receipts from a single vendor in the first two quarters of the current fiscal year.
Staff was able to meet with the vendor and gain a better understanding of their sales model,
the basis of receipts for the current year.
Property Tax
The FY 2014 Property Tax receipt was estimated at $29.6 million. After analyzing property t ax
receipts for the first six months in the Fiscal Year, staff recommends increasing the FY 2014
Property Tax revenues by $0.6 million to $30.2 million.
Transient Occupancy Tax (TOT)
As discussed in the FY 2015-2024 General Fund Long Range Financial Forecast, occupancy levels
have risen considerably since FY 2010 continuing an approach toward full capacity in FY 2014.
Anecdotal information indicates that bookings are increasing in the customarily weak weekend
period. With demand increasing due to a vibrant business environment, both in Palo Alto and
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on the Peninsula, average daily room rates have increased as well, contributing to higher tax
receipts. For the FY 2014 Adopted Budget, TOT receipt estimates were at $11.5 million and
based on tax revenue received during the first six months of the current fiscal year, staff
recommends increasing the revenue estimate by $0.8 million to $12.3 million.
Utility Users’ Tax (UUT)
The City’s utility tax revenue is based on a 5 percent tax on electric, water, gas and telephone
usage. Based on current receipt levels, staff recommends increasing the revenue estimate by
$0.4 million from $11.0 million to $11.4 million primarily due to the telephone utility user tax
receipts.
Documentary Transfer Tax
This economically sensitive revenue source has experienced ups and downs tied to the City’s
housing market. Expecting this somewhat unpredictable revenue to revert more toward the
mean annual increases in FY 2014 staff estimated receipts of $5.7 million. Through November
2013, transactions and transaction value exceeded the same prior year period by 9.4 and 52.7
percent, respectively. Based on that experience, it is reasonable to assume collections will
exceed the prior year and yield approximately $7.4 million . Therefore staff recommends an
increase of $1.9 million from the FY 2014 Adopted Budget amount .
Charges for Services
The FY 2014 Adopted Budget revenue estimate for this revenue category is $24.4 million. This
report includes recommendations to reduce the revenue estimate by $1.9 million primarily due
to the following changes in activities: a decrease of charges for the spay and neuter related fees
at Animal Services ($0.5 million), for the Golf Course due the Golf Course reconfiguration
project ($0.2 million), for Development Services to allow for revenues received at the end of FY
2014 to be deferred to FY 2015 in cases where the associated services is expected to be
delivered in FY 2015 ($0.4 million), and for Stanford Fire Services revenue ($0.8 million).
This report includes amended Municipal Fee Schedules for the Police and Fire Departments
(Attachment B). Fees that were changed are shaded.
Permits and Licenses
The FY 2014 Adopted Budget revenue estimate for Permits and Licenses is $8.3 million. T his
report includes a recommendation to reduce the revenue estimate by $0.4 million to allow for
revenues received at the end of FY 2014 to be deferred to FY 2015 allow for revenues received
at the end of FY 2014 to be deferred to FY 2015 . In addition, as discussed in this report, it is
recommended to align some Police and Fire permit fees to a 100% cost recovery level resulting
in a decrease in the revenue estimate of approximately $23,000.
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Return on Investment
Interest earnings for Fiscal Year 2014 is forecasted to remain at $0.8 million. The Federal Open
Market Committee remains committed to keeping interest rates at exceptionally low levels. As
higher-yielding maturing investments are re-invested in a historically low interest rate
environment, General Fund interest earnings are expected to continue declining steadily.
From Other Agencies
The FY 2014 Adopted Budget revenue estimate assumed $0.3 million in revenues from other
Agencies. A $51,000 revenue increase is recommended in this category, because the Fire
Department received a reimbursement from the State of California Office of Emergency
Services for emergency fire services provided on overtime as part of mutual aid for the RIM Fire
that happened in August 2013. This revenue increase is offset by a corresponding increase to
the Fire Department’s overtime expense appropriation as discussed elsewhere in this report.
Charges to Other Funds
The FY 2014 Adopted Budget included $10.6 million in revenue from charges to other funds. A
$1.1 revenue increase is proposed in this category to reflect the increased revenue from Utility
Funds and Internal Service Funds for renting space at City Facilities owned by the General Fund.
Early Fiscal Year 2014, staff assessed the usage of General Fund owned buildings and land to
ensure that the rent charged is in line with the space used. Based on this assessment, the
report recommends increasing the rent charges for various funds including $0.6 million increase
from the Utilities Funds and $0.5 million from the Internal Service Funds. It is important to note
that the $0.5 million rent revenue increase to the General Fund from the Internal Service Funds
will be recommended to be offset with an increase in allocated charges of $0.2 million which
results in an overall $1.0 million net positive impact to the General Fund.
Other Revenue
The FY 2014 Adopted Budget assumes $2 million in other revenue. This report recommends
increasing this amount by $0.1 million for grants and reimbursements including a donation of
$45,000 from the Friends of the Children’s Theater, $14,000 from the Palo Alto Unified School
District for teaching dance and theater at schools, and $11,000 in grant revenue from the
National Endowment for the Arts (NEA) for various projects.
Operating Transfers In
The General Fund will receive reimbursements from the Information Technology Fund in the
amount of $0.4 million for closing out CIP TE-02013 Institutional Network.
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General Fund Expense
Overtime Analysis
The chart below compares FY 2014 budgeted overtime with actual use, in percent, for the first
six months of the Fiscal Year by department. As depicted, the Fire and Police departments are
the departments with the highest amount of overtime budgeted and the highest use of
overtime in percent until December 31, 2013. Below the chart, specific discussions for these
departments’ overtime usage as well as the Planning and Community Environment
Department, and the Public Works Department follow.
Fire Department
The Fire Department expended $1.253 million or 88.0% of its annual overtime budget through
December 2013, compared to $983,000 for the same period in FY 2013. There are several
reasons for this increase, including eight front line vacancies in FY 2014 compared to three
during the same period in FY 2013. Also, during the first quarter the Fire Department had eight
personnel on workers’ compensation paid leave compared to four during the same period in FY
2013.
In addition, the Department invested in overtime to supp ort succession planning and career
development, including training Captains in a nationally recognized command and control
system, in anticipation of several key leadership promotions in FY 2014. Specifically, the
Department has been training personnel to work out of class in the Apparatus Operator,
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Captain, and Battalion Chief positions. This succession training is precipitated by the significant
number of anticipated retirements as 17 employees are currently eligible to retire and an
additional 32 will be eligible to retire in the next five years.
Also, as a result of the drought conditions, extra fire resources were deployed on one occasion
in the first quarter of FY 2014 due to a Red Flag Fire Weather event, and may be deployed again
if fire weather conditions and the drought worsen. Finally, the Department provided mutual
aid fire response to the Rim Fire in the Yosemite area in August 2013. The California Office of
Emergency Services has approved a reimbursement to the City for these mutual aid ser vices,
and an increase of $50,542 in revenue from other agencies and a corresponding increase to the
Fire Department’s overtime appropriation are recommended elsewhere in this report. Overall,
the department is under-budget in regular savings and benefits, due primarily to the
aforementioned vacancies.
Police Department
The Police Department expended $964,000 or 64.2% percent of its annual overtime budget
through December 2013 compared to $765,000 during the same period in FY 2013. The
increase is attributable to higher overtime usage in the first quarter of FY 2014 compared to FY
2013, as second quarter overtime was flat year over year. The increase in first quarter overtime
was primarily driven by one-time special event staffing, attendance at required training events,
and sworn personnel on leave due to injuries, as well as personnel taking leave time for the
summer vacation period. The increase in special events overtime is directly attributable to
providing over 300 hours of reimbursed overtime assisting at a special event in Mountain View,
and nearly 400 hours (approximately $35,000) of overtime at Cubberley Community Center at
the direction of the City Council.
In addition, due to the significant number of new officers hired, as well as the rein statement of
the traffic team, more overtime than usual was needed in the first quarter to train new motor
and entry-level officers. In addition the department has had to backfill for an Academy Training
Officer due to the significant number of recruits currently in the Police Academy and backfill for
four injuries across the first quarter compared to one in FY 2013. Events or incidents that might
not normally have a significant impact during other times of the year had a disproportionately
negative impact on overtime when they occurred together and were coupled with the summer
vacation season, which is normally the Department’s heaviest vacation period. Overall, the
Department is tracking within budget for salary and benefit expenses, and anticipates ending
the year that way.
Contingency Accounts
The City Council, City Manager, City Attorney, and Human Resources Offices have contingency
accounts. There are also contingency accounts for Innovation and Special Events which are used
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at the discretion of the City Manager. The changes and balances in those accounts are
discussed below.
City Council Contingency
The account had a beginning balance of $250,000 in Fiscal Year 2014, and has a balance of
$205,000 as of this report. A total of $45,000 has been used to fund the following:
$25,000 to sponsor the Know Your Neighbor Grant Program;
$10,000 for Sister City disaster relief for Palo, Philippians; and
$10,000 for consulting services for bi-annual Council Appointed Officer evaluations.
The contingency was also used to fund the following item; however, the City Council approved
replenishing the account from the General Fund Budget Stabilization Reserve on November 18,
2013:
$125,000 for Homeless Case Management Services.
As part of this report, the contingency is also recommended to fund the following:
$8,000 for increased Council Member travel funding.
City Manager Contingency
The account had a beginning balance of $250,000 in Fiscal Year 2014, and has a balance of
$100,400 as of this report. A total of $149,600 has been used to fund the following:
$61,600 for a review of the City’s Purchasing Division;
$42,000 for a State Legislative Advocate contract;
$25,000 to sponsor the Chamber of Commerce's Leadership Palo Alto Program;
$15,000 for the City Recognition Event; and
$6,000 for Council Member travel to China.
A carryforward balance in the contingency account was used to fund the following:
$73,825 for a furniture/space planning contract.
As part of this report, the contingency is also recommended to be r eplenished for the following:
$61,600 for a review of the City’s Purchasing Division and
$42,000 for a State Legislative Advocate contract.
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This will restore the contingency account to $204,000.
City Attorney Contingency
The account had a beginning balance of $200,000 in Fiscal Year 2014, and retains the same
balance as of this report. The City Attorney’s Office anticipates using the contingency for legal
contracts during the second half of the fiscal year.
Human Resources Contingency
The account had a beginning balance of $50,000 in Fiscal Year 2014, and has been fully spent as
of this report for labor negotiations costs.
Innovation Contingency
The account had a beginning balance of $100,000 in Fiscal Year 2014, and these funds were
fully transferred to the Virtual Library Project as part of the FY 2014 Adopted Budget. FY 2013
savings of $100,000 were carried forward to replenish this account, and the balance as of this
report is $66,250. A total of $33,750 has been used to fund the following:
$25,000 for a design thinking firm contract;
$5,000 for stipends for volunteer interns;
$3,000 to sponsor the Innovation Academy; and
$750 to sponsor the Engaging Excellence Forum.
Special Events Contingency
The account had a beginning balance of $50,000 in Fiscal Year 2014, and has a balance of
$23,799 as of this report. A total of $26,201 has been used to fund the following:
$16,577 for installation and removal of holiday tree;
$8,000 to sponsor the Palo Alto Recreation Foundation; and
$1,624 for the Martin Luther King Event at City Hall.
Department Budget Adjustments
Staff proposes the following department budget adjustments. Salary and benefits for all
position changes are prorated effective April 1, 2014.
Administrative Services
A $57,900 augmentation is recommended for this Department. This consists of $39,600 for
CalPERS pension expense reallocation, $10,000 to fund a consultant to review the City’s current
and forecasted property tax revenue estimates, $6,700 for increased Print and Mail allocated
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charges, $900 for Information Technology allocated charges, and $700 for increased vehicle
replacement allocated charges.
City Attorney’s Office
A $10,700 adjustment is recommended for this Office. This consists of $9,400 for CalPERS
pension expense reallocation, $1,000 for increased Print and Mail allocated charges, and $300
for Information Technology allocated charges.
City Auditor’s Office
A $15,600 augmentation is recommended for this Office which consists of $10,000 to fund an
audit of the Cable Franchise Fee Agency Fund, $4,700 for CalPERS pension expense reallocation,
$800 for increased Print and Mail allocated charges, and $100 for Information Technology
allocated charges.
City Clerk’s Office
An $11,500 augmentation is recommended for this Office. This consists of $6,000 for CalPERS
pension expense reallocation, $5,300 for increased Print and Mail allocated charges, and $200
for Information Technology allocated charges.
City Manager’s Office
A $12,300 augmentation is recommended for this Office. This consists of $10,000 for CalPERS
pension expense reallocation, $2,000 for increased Print and Mail allocated charges, and $300
for Information Technology allocated charges.
City Council
An $8,000 augmentation is recommended for the City Council to increase the budget for travel
expenses.
Community Services Department (CSD)
Staff proposes a $316,000 change in the budget due to net revenue reductions in the amount
of $169,000 and expense augmentations in the amount of $147,000:
$240,000 reduction in Golf Course revenue due to modified course and reduced play.
$45,000 donation from Friends of the Palo Alto Theater and corresponding expense for
contract personnel for Children’s Theater.
$8,000 increase in revenue from contract with PAUSD for teaching Thea ter at schools
and corresponding expense increase.
$31,000 reduction of expense due to modified course and reduced play.
$11,000 increase in revenue for National Endowment for the Arts and corresponding
expense increase.
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$6,000 revenue increase from contract with PAUSD for teaching dance at schools and
corresponding expense increase.
$77,000 increase for the pension expense placeholder previously in non-departmental.
$30,000 increase for allocated charges.
Fire
A $262,000 augmentation is recommended for this Department as well as an $806,000
decrease in revenue which results in a net General Fund impact of $1.1 million. This includes:
$839,000 decrease in revenue from Stanford University due to the FY 2014 revenue
estimate being overstated ($411,000) and an over-collection of revenue in FY 2013
compared to actual costs ($428,000), which results in a credit to the FY 2014 charges to
Stanford. Other actions within this report partially offset this reduction to the
reimbursement from Stanford for Fire Services. Funding for Stanford's portion of the
Thermal Imaging Infrared Long Range CCTV Cameras CIP (FD-12000) of $129,479 is
recognized in General Fund Capital; the Radio Infrastructure Replacement CIP (TE -
05000) of $16,483 and Computer Aided Dispatch Replacement CIP (TE-09000) of
$37,387 is recognized in the Information Technology Fund; and replacement of Fire
Apparatus of $19,155 is recognized in the Vehicle Replacement Fund. Overall the
decrease to the reimbursement from Stanford for Fire Services across all funds is
$636,089.
$18,000 decrease in permits and licenses revenue as a result of a cost of service study
that determined several municipal fees needed to be reduced to align with the 100%
cost recovery level.
$51,000 increase in revenue from other agencies and a corresponding overtime expense
increase for a reimbursement from the State of California Office of Emergency Services.
$124,000 for CalPERS pension expense reallocation.
$68,000 for the purchase of personal protective equipment and uniforms for nine new
firefighter employees, which includes the employees' daily uniforms as well as turnouts,
helmets, boots, gloves, and various other safety equipment needed to effectively put
out both structure and wild-land fires.
$13,000 for increased vehicle replacement allocated charges.
$3,000 for increased Information Technology allocated charges.
$3,000 for increased Print and Mail allocated charges.
Library
Staff proposes a net budget augmentation of $47,000, which includes:
$44,000 increase for the pension expense placeholder previously in non-departmental.
$3,000 increase for allocated charges.
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People Strategy and Operations
The Human Resources Department proposed changes result in a $133,000 budget
augmentation due to:
$17,000 increase for the pension expense placeholder previously in non-departmental.
$25,000 budget increase for International Association of Fire Fighters (IAFF), Fire Chiefs’
Association (FCA), and Palo Alto Police Officers Association (PAPOA) compensation
studies.
$90,000 increase for upcoming labor negotiation contracts. $2,000 increase for
allocated charges.
Planning and Community Environment
Staff proposes a reduction to revenues of $761,000 and an increase to expenses of $273,000
that consists of:
$0.76 million reduction to the estimates for Charges for Services and Permits and
Licenses. These reductions in the Development Services Department will allow for FY
2014 revenues to be deferred until FY 2015, when the work associated with the reve nue
will be performed. The $0.76 million figure is based on an estimate of activity that will
occur at the end of the fiscal year.
$93,000 for unanticipated costs to support data needs, associated with the
Development Services Department, which have been borne by the Development Center
Blueprint CIP (TE-12001).
$50,000 for a study to review the nexus between new housing and commercial
development and the need for affordable housing generated by the development.
$25,000 to fund the creation of a program in Accella to fund the development of a
program for time studies. This study will allow staff to more precisely determine the
activities related to the development services fees.
$10,000 for new code books, which are a one-time expense required every few years.
Since the codes were changed effective 1/1/2014, full sets of new code books needed to
be purchased for the Development Center.
$13,000 to allow for a neutral third party review of construction guidelines.
$28,000 for increased Printing and Mailing allocated charges
$1,000 for increased vehicle allocated charges
$1,000 for increased Information Technology allocated charges.
A net-zero funding adjustment to redirect funds previously allocated for community
engagement related to the 27 University Project ($85,000) to support the Housing Element
($85,000).
Police
A $193,000 augmentation is recommended for this Department as well as a $480,000 decrease
in revenue which results in a net General Fund impact of $673,000. This includes:
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$475,000 decrease in revenue from Animal Services due to vacancies in the veterinary
positions that have caused the Spay and Neuter Clinic to remain closed in FY 2014. As
mentioned previously in this report, Staff will bring a recommendation to the Finance
Committee in April 2014 to discuss issuing a Request for Proposal (RFP) to identify
potential cost-savings opportunities with non-profit or local government partners that
may have an interest in managing the City’s Animal Shelter and staffing the shelter
through a combination of the partner’s staff and/or volunteers. As part of this plan, the
City would continue to staff and supervise the existing Animal Control Officers to ensure
that the high-quality of field services currently provided to the public is not
compromised.
$5,000 decrease in permits and licenses revenue as a result of a cost of service study
that determined several municipal fees needed to be reduced to align with the 100%
cost recovery level.
$161,000 for CalPERS pension expense reallocation.
$18,000 for increased vehicle replacement allocated charges.
$10,000 for increased Print and Mail allocated charges
$4,000 for increased Information Technology allocated charges.
Public Works
Staff proposes a $21,000 revenue decrease and a $47,000 budget decrease, resulting in an
$26,000 net positive impact. Changes include:
$30,000 increased revenue to align street cut fee revenues with budgeted expenses in
the Utilities Department.
$51,000 decreased revenue to reflect reduced transfers-in from the Capital Fund.
$125,000 reduction of expense for supplies, janitorial, and maintenance due to the
delayed opening of Mitchell Park facilities.
$19,000 for increase for Printing and Mailing ($3,000), vehicle ($11,000), and
Information Technology ($5,000) allocated charges
$58,000 for CalPERS pension expense reallocation.
Operating Transfers Out
The following proposed transfers from the General Fund to other funds are as follows:
$1.0 million Transfer to the Technology Fund to account for the Technology Fee, which
was approved as part of the FY 2013 Municipal Fee Schedule. The Technology Fee,
which is captured through an increase to the fees
Enterprise Funds
The Fiscal Year 2014 Midyear Budget Summaries (Attachment A, Exhibit 1) provide a financial
report of the Enterprise Funds as of December 31, 2013. This report compares Fiscal Year 2014
actual expenditures with FY 2014 Adopted Budget levels including carryover encumbrance
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balances. Since in some funds, the carryover encumbrance balances are quite high in
comparison to the budgeted amounts, the actual percent expended in comparison to the
budget may well be above 50%. Overall, all enterprise funds are on track to end the fiscal year
within budgeted amounts.
The details of recommended changes related to the Enterprise Fund Capital Improvement
Program are discussed later in this report. City’s Enterprise Funds midyear adjustments are
discussed below.
Utilities Administration Fund
Net fund change: $0
Revenue from various Utility Funds will be collected to fund the increase in a llocated charges
for Print and Mail services $24,000 and Information Technology services $14,000.
Electric Fund
Net reserve reduction of $138,000 due to the following budget adjustment recommendations:
A net revenue decrease of $4.8 million is the result of a delay in new large commercial
customers coming online as anticipated and slightly lower usage overall by commercial
customers ($5.0 million), and lower hydro-electric power generation due to the drought
conditions causing lower sales of surplus electric energy in the market ($806,000). These
decreases are partially offset by increased revenue of $1.0 million due to higher
development and customer demand for electricity connections than originally estimated.
An additional revenue increase of $389,000 is the result of a transfer from the Technology
Fund that represents a return of funding from CIP projects TE -11005 Implementation of
Restructured Tiered Rates on Bills ($103,000), TE-07000 Enterprise Application
Infrastructure Upgrade ($236,000), and TE-02013 Institutional Network ($50,000).
Electric commodity purchases will be reduced by $2.4 million to reflect the most current
forecasted electric commodity costs. Major contributors to the budget reduction include
lower than estimated renewable energy and transmission costs, as well as lower than
forecasted customer needs. Two renewable energy providers were replaced with lower
cost providers, and transmission charge costs did not increases as much as originally
estimated.
Salary and Benefit expenses will be increased b y $97,000 to account for the following
position reclassifications as scheduled for approval on March 17 by the City Council as part
of the approval of the agreement with SEIU:
o 2.0 Electrician – Lead positions to 2.0 Traffic and Fiber Technician – Lead positions
o 3.0 Electrician positions to 3.0 Traffic and Fiber Technician positions
City of Palo Alto Page 17
o 1.0 Electrician – Lead position to 1.0 Electric Metering Technician – Lead position
o 2.0 Electrician positions to 2.0 Electric Metering Technician positions
o 2.0 Electrician – Lead positions to 2.0 Electric Substation Technician – Lead positions
o 5.9 Electrician positions to 5.9 Electric Substation Technician positions
o 0.5 Electrician – Lead position to 0.5 SCADA Technician position
o 0.5 Electrician position to 0.5 SCADA Technician position
Allocated charges will be increased by $30,000 for Print and Mail services, $16,000 for
Vehicle Replacement services, and $6,000 for Information Technology services.
Facilities Rent costs for space at City facilities maintained by the General Fund will be
increased by $41,000 based on a study conducted by the Real Estate division that more
accurately allocated the space occupied by utility funded positions .
Various capital projects within the Electric Fund are either reduced, or are completed and
closed (see Attachment A, Exhibit 2). As a result, $2.1 million will be returned to Electric
Fund reserves.
Fiber Optics Fund
Net reserve reduction in the amount of $30,000 due to the following budget adjustment
recommendations:
A revenue increase of $200 is the result of a transfer from the Technology Fund that
represents a return of funding from CIP project TE-07000 Enterprise Application
Infrastructure Upgrade.
Salary and Benefit expenses will be increased by $23,000 to account for the reclassification
of 2.0 Electrician positions to 2.0 Traffic and Fiber Technician positions as scheduled for
approval on March 17 by the City Council as part of the approval of the agreement with
SEIU.
Allocated charges will be increased by $600 for Print and Mail services, $400 for Information
Technology services.
Facilities Rent costs for space at City facilities maintained by the General Fund will be
increased by $7,000 based on a study conducted by the Real Estate division that more
accurately allocated the space occupied by utility funded positions.
Gas Fund
Net reserve addition in the amount of $1.1 million due to the following budget adjustment
recommendations:
City of Palo Alto Page 18
A revenue increase of $151,000 is the result of a transfer from the Technology Fund that
represents a return of funding from CIP projects TE -11005 Implementation of Restructured
Tiered Rates on Bills ($43,000), TE-07000 Enterprise Application Infrastructure Upgrade
($86,000), and TE-02013 Institutional Network ($22,000).
Allocated charges will be increased by $10,000 for Vehicle Replacement services, $10,000
for Print and Mail services, and $3,000 for Information Technology services.
Salary and Benefit expenses will be increased by $6,000 to account for the following
position reclassifications as scheduled for approval on March 17 by the City Council as part
of the approval of the agreement with SEIU:
o 0.1 Electrician – Lead position to 0.1 SCADA Technician position
o 0.1 Electrician position to 0.1 SCADA Technician position
o 0.1 Electrician position to 0.1 Electric Substation Technician position
Facilities Rent costs for space at City facilities maintained by the General Fund will be
increased by $189,000 based on a study conducted by the Real Estate division that more
accurately allocated the space occupied by utility funded positions.
Various capital projects within the Electric Fund are either reduced, or are completed and
closed (see Attachment A, Exhibit 2). As a result, $1.2 million will be returned to Gas Fund
reserves.
Wastewater Collection Fund
Net reserve reduction in the amount of $504,000 due to the following budget adjustment
recommendations:
A revenue decrease of $588,000 is the result of lower Commercial Retail sales revenue due
to the switch to winter-base billing for commercial customers in FY 2014. The Department
originally estimated FY 2014 revenue with a full year average-base; however, commercial
sewer bills are now based on the previous winter's water consumption to provide a more
accurate base bill amount using the time of the year with the lowest usage.
An additional revenue increase of $42,000 is the result of a transfer from the Technology
Fund that represents a return of funding from CIP projects TE -11005 Implementation of
Restructured Tiered Rates on Bills ($6,000), TE-07000 Enterprise Application Infrastructure
Upgrade ($27,000), and TE-02013 Institutional Network ($9,000).
Allocated charges will be increased by $7,000 for Vehicle Replacement services, $4,000 for
Print and Mail services, and $2,000 for Information Technology services.
Facilities Rent costs for space at City facilities maintained by the General Fund will be
increased by $95,000 based on a study conducted by the Real Estate division that more
accurately allocated the space occupied by utility funded positions .
City of Palo Alto Page 19
Various capital projects within the Electric Fund are either reduced, or are completed and
closed (see Attachment A, Exhibit 2). As a result, $150,000 will be returned to Wastewater
Collection Fund reserves.
Water Fund
Net reserve reduction in the amount of $1.6 million due to the following budget adjustment
recommendations:
A revenue increase of $88,000 is the result of a transfer from the Technology Fund that
represents a return of funding from CIP projects TE -11005 Implementation of Restructured
Tiered Rates on Bills ($25,000), TE-07000 Enterprise Application Infrastructure Upgrade
($45,000), and TE-02013 Institutional Network ($18,000).
Funding for water purchases will be decreased by $857,000 due to a one-year discount on
San Francisco Public Utilities Commission (SFPUC) bills for all Bay Area Water Supply and
Conservation Agency (BAWSCA) agencies to return funds accumulated in an SFPUC
balancing account.
Salary and Benefit expenses will be increased by $8,000 to account for the following
position reclassifications as scheduled for approval on March 17 by the City Council as part
of the approval of the agreement with SEIU:
o 0.4 Electrician – Lead position to 0.1 SCADA Technician position
o 0.4 Electrician position to 0.1 SCADA Technician position
Allocated charges will be increased by $11,000 for Print and Mail services, $8,000 for
Vehicle Replacement services, and $3,000 for Information Technology services.
Facilities Rent costs for space at City facilities maintained by the General Fund will be
increased by $224,000 based on a study conducted by the Real Estate division that more
accurately allocated the space occupied by utility funded positions .
Various capital projects within the Water Fund have had revised engineering estimates and
need additional funding to complete the projects (see Attachment A, Exhibit 2). As a result,
$2.3 million is recommended to come from the Water Fund reserves.
Refuse Fund
Net reserve increase in the amount of $2.1 million due to the following budget adjustment
recommendations:
A transfer of $89,000 from the Technology Fund represents a return of funding from CIP
projects TE-11005 Implementation of Restructured Tiered Rates on Bills, and TE-07000
Enterprise Application Infrastructure, and TE-02013 Institutional Network. All three of
these projects are recommended for closure as part of this report.
City of Palo Alto Page 20
A transfer of $35,000 from the Storm Fund to account for debris that is collected from the
cleaning of catch basins and streets.
An increase of $11,000 for Printing and Mailing allocated charges
An increase of $11,000 for vehicle allocated charges
An increase of $4,000 for Information Technology allocated charges
An increase of $27,000 for increased rent costs for space at City facilities maintained by the
General Fund.
A $2.1 million reduction to the Landfill Closure CIP due to expenditure savings associated
with capping the landfill. The City is not purchasing the soils, but rather receiving soils that
are being generated by private development. Some of these soils, when subjected to
quality control tests, may fail specifications resulting in a cost to excavate and remove these
soils. This reduction leaves approximately $1 million available for capping the landfill,
however additional expenses may ultimately be required depending upon the lev el of soil
excavation and mediation.
Storm Drainage Fund
Net reserve reduction in the amount of $61,000 due to the following budget adjustment
recommendations:
A transfer of $14,000 from the Technology Fund for CIPs TE-11005 Implementation of
Restructured Tiered Rates on Bills ($2,000), TE-07000 Enterprise Application Infrastructure
Upgrade ($7,000), and TE-0213 Institutional Network ($5,000). A transfer of $6,000 to the
Technology Fund represents the Storm Drainage Fund’s share of the City’s payment to SA P
for licensing charges.
A transfer of $35,000 to the Refuse Fund to account for disposal of debris that is collected
from cleaning catch basins and streets.
An increase of $33,000 to account for increased rent costs for space at City facilities owned
by the General Fund.
An increase of $6,000 to Printing and Mailing, Vehicle, and Information Technology
allocated charges.
Wastewater Treatment Fund
Net reserve addition in the amount of $48,000 due to the following budget adjustment
recommendations:
A transfer of $59,000 from the Technology Fund for Technology CIPs TE-07000 Enterprise
Application Infrastructure Upgrade ($32,000) and TE-0213 Institutional Network ($27,000).
An increase of $11,000 to Printing and Mailing, Vehicle, and Information Technology
allocated charges.
City of Palo Alto Page 21
Internal Service Funds
Information Technology
Net reserve addition in the amount of $57,000 due to the following budget adjustment
recommendations:
$224,000 revenue and expenditure increase due to increased rent costs. Due to the fact
that these costs are passed on to the City Departments and Funds that the Information
Technology Department supports, this increase will not have an impact on reserve levels
within this fund.
$54,000 revenue increase to reflect Stanford's portion of the Radio Infrastructure
Replacement CIP (TE-05000) $16,483 and Computer Aided Dispatch Replacement CIP
(TE-09000) $37,387, based on the Fire Safety Services contract with Stanford University.
$3,000 expenditure decrease to reflect the closure of Collections Soft ware CIP TE-1000,
as the project has been completed.
Vehicle Replacement Fund
Net reserve reduction in the amount of $15,000 due to the following budget adjustment
recommendations:
$19,000 revenue increase to reflect reimbursement from Stanford University for
vehicle/equipment purchases made in FY 2014, based on the Fire Safety Services
contract with Stanford.
$32,000 expense increase for an upgrade to the equipment management software
program used to track all vehicle-related equipment.
$2,000 expense increase for vehicle and printing and mailing allocated charges.
Print and Mail Fund
Net reserve reduction in the amount of $1,000 due to the following budget adjustment
recommendations:
Increased allocated charges revenue of $154,000 from various departments to recover
Facilities Rent costs for space at City facilities maintained by the General Fund based on
a study conducted by the Real Estate and Property Management Division that more
accurately allocated the space occupied by Print and Mail funded positions.
A corresponding increase to Facilities Rent expenses of $154,000 is also recommended
to transfer this funding back to the General Fund.
Allocated charges will also be increased by $1,000 for Information Technology services.
City of Palo Alto Page 22
Special Revenue Funds
Downtown Business Improvement District Fund
Recommended adjustments to this fund include increased revenue of $6,000 from the
Downtown Business and Professional Association as a donation to install street light banners. A
corresponding increase to Contract Services expenses of $6,000 is also recommended to fund
the vendor contract to install the banners.
University Avenue Parking Permit Fund
Technical adjustments to reduce contract services funding and establish a transfer to the
Capital Improvements Fund, with a total positive net impact of $10 ,000 on reserves in the fund.
California Avenue Parking Permit Fund
Technical adjustments to increase contract services funding by $10 ,000. When the budgets for
the University Avenue and California Avenue Parking Permit Funds were developed for FY 2014,
$10,000 was inadvertently placed in the University Avenue Parking Permit Fund rather than the
California Avenue Parking Permit Fund. A corresponding reduction to the University Avenue
Parking Permit Fund is recommended as part of this report.
Park Development Impact Fee Fund
The El Camino Dog Park project, budgeted in the Capital Improvements Fund, was determined
to be not viable based upon an environmental analysis of the project. A transfer of funds from
the Capital Improvements Fund in the amount of $260 ,000 is recommended as part of this
report to return the funding to the original funding source.
Residential Housing In-Lieu Fee Fund
A technical correction to eliminate the budgeted transfer to the Stan ford University Medical
Center Fund is recommended. In FY 2013 a loan from the Stanford University Medical Center
Fund to the Residential Housing In-Lieu Fee Fund was approved in the amount of $2.6 million
for the Maybell project. The FY 2014 budget incl uded the first of two $1.3 million loan
repayments. These loan repayments will no longer be required, as the funding was never
transferred from the Stanford University Medical Center Fund.
Stanford University Medical Center Fund
A technical correction to eliminate the budgeted transfer from the Residential Housing In Lieu
Fee Fund is recommended. In FY 2013 a loan from the Stanford University Medical Center Fund
to the Residential Housing In-Lieu Fee Fund was approved in the amount of $2.6 million for the
City of Palo Alto Page 23
Maybell project. The FY 2014 budget included the first of two $1.3 million loan repayments.
These loan repayments will no longer be required, as the funding was never transferred to the
Residential Housing In Lieu Fee Fund.
Community Centers Development Impact Fee Fund
A transfer of $16,000 to the Capital Improvements Fund is recommended to support higher
than anticipated Fixtures, Furniture, and Equipment (FF&E) associated with the Mitchell Park
Community Center. The increased costs are attributa ble to enhanced computer software and
equipment, which will serve the dual purpose of being available for the after -school computer
lab, as well as daytime educational software.
Capital Improvement Program
Adjustments to the City’s 2014 Capital Improvement Plan for various funds are noted in
Attachment A, Exhibit 1, with specific project adjustments described in Exhibit 2. CIP changes
fall into three basic categories: 1) projects requiring additional appropriations: 2) projects
having reductions in appropriations; and 3) projects with other adjustments such as transfer of
funding between projects, closing completed projects or creating new projects. For General
Fund Capital Projects, different categories have been created, as described below. Highlights of
CIP changes by fund are as follows:
General Fund
The IR serves as the ending fund balance of the Capital Improvement Fund and is required
primarily for cash flow purposes, unforeseen urgent projects, and funding for future projects
not yet budgeted in the Capital Improvement Program. Additionally, the Infrastructure Plan as
presented to the Infrastructure Committee and the City Council has identified the IR as one of
several potential funding sources for a new public safety building and various other
infrastructure needs.
A series of actions in the Capital Improvement Fund are recommended as part of this report
that are intended to increase the amount of funding available in the Infrastructure Reserve (IR)
for potential unexpected cash needs such as the golf course reconfiguration project and to
further align the fund with the Infrastructure Plan . With recommendations included in this
report, the Fiscal Year 2014 IR Ending Fund Balance is projected to be $9.3 million. This
estimated balance includes the $4.4 million reduction to fund the California Avenue
Construction Contract as approved by the City Council on Feb. 24, 2014. This projected ending
fund balance does not assume any FY 2014 Budget Stabilization Reserve surplus transfer to the
IR, which occurs as part of closing the annual financial statements.
The table below as well as the subsequent analysis summarize the various reduction
recommendations by category. Additionally, the administration is currently reviewing the
funding strategies for future years, and will incorporate adjustments into the FY 2015 capital
City of Palo Alto Page 24
budget process with the intention of further increasing the IR to align funding with the
assumptions of the Infrastructure Plan.
Mid-Year Increases to the Infrastructure Reserve by
Category
Impact
Funding Realignments $1,095,182
Project Cancellations $100,000
Project Completions $839,548
Project Consolidations $793,986
Revenue and Alternative Funding Sources $1,436,179
Strategic Adjustments $789,130
Total Mid-Year Increase to IR $5,054,025
Funding realignments: $1.1 million will be realized by reducing funding from projects not yet
completed. Of this amount, $691,000 is attributable to recurring projects that have
accumulated large balances. Per the Municipal Code, unused funding in capital projects is
automatically carried forward to the next fiscal year, as long as there have been expenditures
within the past two fiscal years. For projects that have recurring allocations, this can
sometimes lead to funding levels significantly above the annual recurring amount. In some
instances, departments intentionally will accumulate funds in these types of projects in order to
complete larger improvements. The reductions in this category are not anticipated to have a
significant impact, as sufficient funds were left in the projects to complete any work that was
planned in this fiscal year. For any unanticipated expenses that may arise in these projects, it is
expected that there will be resources available in the FY 2015 budget. In addition, $404,000 in
reductions is recommended to non-recurring projects. These reductions are anticipated to
have minimal to no impact.
Project cancellations: $100,000 will be realized by eliminating a project that would relocate a
power pole. There is uncertainty about whether this project, which has been budgeted since
2012, will be completed, therefore funding is being eliminated to be put towards more urgent
needs. The El Camino Dog Park Project is also being recommended for closure as an
environmental analysis determined the project was not viable. The savings from this project,
however ($260,000), needs to be returned to the Parks Development Impact Fee Fund, as this
was the original funding source for the project.
Project completions: $840,000 will be realized by closing completed projects. Thirteen
projects are recommended to be eliminated, and all savings from these projects can be
returned to the Infrastructure Reserve. The process of closing out capital improvement
projects normally occurs as part of closing out the fiscal year; however, this process is being
advanced this year.
City of Palo Alto Page 25
Project consolidations: A reduction of $794,000 can be realized through reductions to projects
that will have no impact on the delivery of projects. The costs of delivering these four projects
can be supported by other, related capital projects.
Revenues and alternative funding sources: Additional funding in the amount of $1.5 million
can be realized through transfers from the University Avenue Parking Permit Fund, Stanford
University Medical Center Fund, and the Community Center Development Impact Fee Fund, as
well as a reimbursement from Stanford University for Thermal Imaging Infrared Long Range
CCTV Cameras based on the Fire Safety Services contract betwee n Stanford and Palo Alto. The
transfer from the University Avenue Parking Permit Fund is to reimburse the Infrastructure
Reserve for costs incurred at the Cowper/Webster Garage. The transfer from the Stanford
University Medical Center Fund will support the Bicycle/Pedestrian Transportation Plan Project.
The transfer from the Community Center Development Impact Fee Fund will cover the cost of
higher than anticipated Furniture, Fixtures, and Equipment (FF&E) at the Mitchell Park
Community Center.
Strategic adjustments: A net reduction of $789,000 will be realized through strategic
adjustments. This category includes adjustments to four projects:
Baylands Interpretive Center Improvements and Boardwalk Repair - A minor investment
of $20,000 is recommended for this project which will enable a structural evaluation
and feasibility study assessing boardwalk repair and/or replacement to commence. The
evaluation and feasibility study will inform whether future design and construction
funding is needed for the boardwalk, which has been experiencing increased
maintenance needs.
Park Restroom Installation- A reduction of $450,000 can be realized in this project while
a prioritized list of parks that will require restrooms is developed as part of the Parks
Master Plan process.
Police Building Project- A reduction of $61,000 can be realized as funding for planning
and design of a public safety building will be requested as part of the current
infrastructure funding process. $25,000 would remain in this project for site evaluation
work.
Cubberley Restroom Repairs- A reduction of $298,000 can be realized, as infrastructure
improvements will be addressed as part of a broader assessment of Cubberley
Community Center needs subsequent to the resolution of the Cubberl ey lease
agreement.
Enterprise Funds
Consistent with the recommendations of the City Auditor’s Utilities Reserves Audit, the Utilities
Department is disencumbering funds for several projects as part of an ongoing effort to
improve CIP project management and budgeting for projects. In addition, a few projects have
had revised engineering estimates and need additional funding to complete the projects .
City of Palo Alto Page 26
Electric Fund
Electric Customer Connections - EL-89028
Increase funding by $1.6 million for the project that funds new electric customer connections
and upgrades to existing electrical services. The Department assumed historical connection
service levels in FY 2014; however, as a result of increased development and customer demand,
a higher number of connections are anticipated to be needed.
E. Charleston 4/12 kV Conversion - EL-08000
Increase funding by $100,000 for the project to rebuild the utility electric distribution system in
the vicinity of Middlefield Road and East Charleston Road. Additional funding is recommended,
because field inspections determined that more equipment needs to be replaced than originally
anticipated in the project scope.
El Camino Underground Rebuild - EL-05000
Increase funding by $75,000 for the project to rebuild the utility el ectric distribution system on
El Camino Real from West Charleston to San Antonio Avenue. Funding is recommended for
additional substructure work needed to complete the project as designed.
Communications System Improvements - EL-89031
Increase funding by $60,000 for the project that funds the installation of communication lines
(copper wire, coaxial cable, fiber optic cable, and related equipment) that support a variety of
City Services. Funding is recommended due to unanticipated work to replace the pil ot wire
communications between the Adobe Creek and Maybell substations to ensure reliability of the
electric transmission system.
SCADA System Upgrade- EL-02010
Increase funding by $30,000 for the project that funds hardware and software upgrades to the
Supervisory Control and Data Acquisition (SCADA) system that monitors the city's electric,
water, and gas utility systems. Funding is recommended to cover internal staff time for
contractor oversight, system troubleshooting, training, and miscellaneous mat erials to
complete the project.
Streetlight System Conversion Project- EL-10009
Reduce funding by $1.4 million, because there is adequate funding to complete Phase III of the
project. This project was originally intended to convert the remaining 3,500 st reetlights to LED
fixtures streetlights; however, due to the different types of remaining streetlights, Phase III will
City of Palo Alto Page 27
only replace 2,100 of the "cobra head" fixtures. The scope of Phase IV is still to be determined
and Staff anticipates bringing that pro ject forward as part of the FY 2016 Proposed Capital
Budget.
Electric System Improvements- EL-98003
Reduce funding by $900,000 for the project that funds smaller or unplanned electric system
improvement projects required to ensure reliable system operatio n, but are not significant
enough to qualify as separate CIPs. Due to increased customer connection work and ongoing
budgeted CIPs, the Department's staff does not have capacity to focus on these unplanned
projects in FY 2014.
W. Charleston/Wilkie Way to South City Limit 4/12 kV Conversion- EL-09004
Reduce funding by $500,000 due to work being substantially complete. Approximately
$135,000 will remain to finish punch-list items and close-out the project.
Rebuild UG District 17 (Downtown)- EL-09003
Reduce funding by $400,000 due to work being substantially complete. Approximately $84,000
will remain to finish punch-list items and close-out the project.
Reconductor 60kV Overhead Transmission System- EL-11015
Reduce funding by $350,000 due to work being substantially complete. Approximately $5,000
will remain to finish punch-list items and close-out the project.
Hanson Way/Hanover 12kV Ties- EL-13004
Reduce funding by $275,000 and close-out the project, because the project scope is under
review. This project was intended to install distribution circuit ties between the two
substations to provide operational flexibility; however, it has been decided that the design
needs to be reviewed and funds will be requested once the scope is redefined.
Hewlett Subdivision Rebuild Los Trancos Road- EL-11004
Reduce funding by $120,000 due to work being substantially complete. Approximately $60,000
will remain to finish punch-list items and close-out the project.
Gas Fund
Gas Main Replacement- Project 18- GS-08011
City of Palo Alto Page 28
Increase funding by $30,000 in order to fund close-out costs related to the gas meter
replacement project. This project will be complete once these funds are appropriated.
Cooperatively-Owned Backup Generators (COBUGs)- GS-13003
Reduce funding by $315,000 and close-out this project. This project was established to provide
funding for a cooperatively owned back-up generator; however, the Environmental Protection
Agency (EPA) granted an exemption on the emissions requirements for gas engines due to low
number of operating hours, so this project is no longer needed.
Gas Meters and Regulators- GS-80019
Reduce funding by $250,000, because the Department estimated installing and replacing 1,200
gas meters and regulators in FY 2014; however, due to vacancies in th e Gas Meter Shop, and
increased needs for Gas Main Replacement CIPs, gas meter and regulator installation and
replacement will only take place in emergency situations in FY 2014.
Directional Boring Machine- GS-02013
Reduce funding by $295,000 and close-out this project. The directional boring machine is
scheduled for replacement every three years and it was originally estimated to cost $400,000;
however, the actual cost came in at $225,000. In the future the replacement of this machine
will be funded through the Vehicle Replacement Fund. Approximately $4,000 will remain to
close-out the project.
System Extensions - Unreimbursed- GS-03009
Reduce funding by $200,000 for the project that replaces unplanned sections of gas mains that
leak or break. Due to the installation of new polyethylene pipes, leaks have decreased
throughout the gas system, lowering the need for funding in this project.
Directional Boring Equipment- GS-03007
Reduce funding by $155,000 and close-out this project. The equipment is scheduled for
replacement every two years, and was not replaced in FY 2014. In the future, the replacement
of this equipment will be funded as part of the General Shop Equipment/Tools CIP.
Wastewater Collection Fund
Wastewater System Improvements- WC-15002
Decrease funding by $150,000 for the project that funds smaller or unplanned sewer system
improvement projects required to ensure reliable system operation, but are not significant
enough to qualify as separate CIPs. Due to increased customer connection work and ongoing
City of Palo Alto Page 29
budgeted CIPs, the Department's staff does not have capacity to focus on these unplanned
projects in FY 2014.
Water Fund
Water Main Replacement Project 25- WS-11000
Increase funding by $2.0 million based on a revised engineering estimate usin g current
construction prices to complete the project as designed. This project will go out to bid in March
2014.
Seismic Water System Upgrades- WS-09000
Increase funding by $500,000 to include inspection and design of the Boronda reservoir in the
revised scope of the project.
Water Meters- WS-80015
Reduce funding by $200,000, because the project having enough carryforward funding from FY
2013 to complete the estimated work in FY 2014. The Department estimated installation and
replacement of 1,200 water meters in FY 2014, and is currently on target to complete this work.
Internal Service Funds
Technology Fund
Institutional Network- TE-02013
Reduce funding by $0.6 million. The I-Net Project was established in order to create a fiber -
optic network designed to connect all major City facilities, such as City Hall, Libraries,
Community Centers, Fire Stations and Schools. The project is recommended to be closed, with
the funds returned to the original funding sources, as the objectives of the CIP have been met.
Collections Software TE-10000
Reduce funding by $3,000. This project was created to purchase and implement an automated
collection system for managing and collecting accounts receivable invoices. The objectives of
the project have been met, and therefore the project is recommended to be closed. Remaining
funds will be returned to the Information Technology Fund Balance.
Implementation of Restructured Tiered Rates on Bills TE-11005
Reduce funding by $190,000. The CIP was primarily designed to support time differentiated
rate structures (on the invoice) in anticipation of interval meter data provided by Smart Grid
City of Palo Alto Page 30
technology. With the overall Smart Grid project still in the pilot phase, no clear direction has
been determined and, therefore, long-term requirements cannot be addressed at this point. As
a result, the project is recommended to be closed, with remaining funds being returned to the
original funding sources.
Enterprise Application Infrastructure Upgrade TE-07000
Reduce funding by $495,000. This project was created to put into place the hardware,
software, and training for web applications such as Customer Relationship Management,
Employee Self Service, and Manager Self Service. The objectives of the project have been met,
therefore the project is recommended to be closed, with remaining funds being returned to the
original funding sources.
Fiscal Year 2014 Midyear Capital Improvement Program Projects Status Report
This report provides the Finance Committee with information on the status o f the City’s Capital
Improvement Program (CIP) projects as of December 31, 2013. The following graph summarizes
all General Fund projects by project category and provides five years of actual expenditures.
Information about individual projects within each project category is provided in Attachment D.
City of Palo Alto Page 31
In the attached matrix (Attachment E), City departments have submitted information on
current projects and commented on any issues that might cause a change in the scope or timing
of the projects. The report is intended to update Council on the progress of all CIP projects
opened at the beginning of Fiscal Year 2014, and on those that were added or completed
during the fiscal year.
The matrix categorizes CIP projects into minor projects (projects that can be completed within a
one-year period) and multi-year projects (projects that have multi-year budgets and/or
complex implementation schedules with identifiable phases). The project status portion of the
matrix identifies the phase of the project as of December 31, 2013 and illustrates how much
progress was made. Three distinct phases are utilized, as follows:
Phase Activities
Pre-Design Preparation of a feasibility study; Development of a
master plan; Definition of a project scope; or
Preparation of an Environmental Impact Report
Design Hiring a design consultant; Completion of project design;
Soliciting bids or proposals
Construction Acquisition of major equipment; Installation;
Implementation of a project
In the attached matrix (Attachment D), 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 of the project from inception; available budget as of the beginning of the
fiscal year; fiscal year expenditures, contingencies, and encumbrances through December 31 st;
remaining balance in the project budget as of midyear; 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. Continuous projects are listed by responsible
department and fund and include five years of actual expenditures including the current fiscal
year through December 31, 2013 (Attachment E).
City of Palo Alto Page 32
Table of Organization Changes
The proposed adjustments to the Table of Organization (Attachment A, Exhibit 3) include the
following:
FY 2014 Midyear Position Change Fund Summary
FY 2014
Adopted
FY 2014
Midyear
Change
FY 2014
Adjusted
General Fund 577.80 0.00 577.80
Enterprise Fund 354.55 0.00 354.55
Other Funds 87.00 0.00 87.00
Total 1019.35 0.00 1019.35
General Fund
Administrative Services Department
o Title change 5.00 FTE Senior Financial Analyst to Senior Management Analyst
o Title change 0.90 FTE Senior Financial Analyst to Manager Revenue Collections
Library Services Department
o Title change 1.00 FTE Business Analyst to Management Analyst
Public Works Department
o Title change 0.16 FTE Senior Financial Analyst to Senior Management Analyst
Public Safety Departments
o Title change 2.00 FTE Business Analyst to Management Analyst
Enterprise Funds
Public Works Department
o Title change 0.16 FTE Senior Financial Analyst to Senior Management Analyst
o Title change 0.13 Business Analyst to Management Analyst
o Title change 1.00 FTE Administrator, Refuse to Management Analyst
Utilities Department
o Title change 5.87 Business Analyst to Management Analyst
o Title change 1.40 FTE Senior Financial Analyst to Senior Management Analyst
o Reclassify 1.00 FTE Administrative Associate II to Engineering Technician III*
Other Funds
Capital Improvement Fund
o Title change 0.65 FTE Senior Financial Analyst to Senior Management Analyst
Printing and Mailing Fund
City of Palo Alto Page 33
o Title change 0.10 FTE Senior Financial Analyst to Manager Revenue Collections
Special Revenue Fund
o Title change 0.20 FTE Senior Financial Analyst to Senior Management Analyst
Technology Fund
o Title change 1.00 FTE Business Analyst to Management Analyst
o Title change 2.00 FTE Senior Business Analyst to Principal Management Analyst
Vehicle Replacement Fund
o Title change 0.08 FTE Senior Financial Analyst to Senior Management Analyst
* Change is to correct the Table of Organization only. Funding was adjusted in the Fiscal Year
2014 adopted budget.
Municipal Fee Changes
As discussed at Finance Committee meetings in fall 2013, the City retained the services of MGT
of America (MGT) to assist staff in determining the full cost of providing General Fund services
for which fees are charged based on FY 2012 actual data. Based on that analysis, MGT
identified that 44 (updated from 34 in the September 17, 2013 Finance Committee report) of
the approximately 650 fees analyzed should be adjusted downward to reflect a more accurate
cost recovery level. Staff from the Office of Management and Budget reviewed the 44 fees
using estimated FY 2014 activity levels, adopted fees, and budgeted costs to confirm t hey were
still above 100% cost recovery level. See Attachment B for the revised FY 2014 Municipal Fee
Schedule pages for Fire and Police Department fees for more detail on the individual fees that
are recommended to be decreased. This fee revisions will result in a reduction to General Fund
revenue estimated at $23,000 for the remainder of the fiscal year.
Resource Impact
Adoption of the attached ordinance will allow for adjustments to the Fiscal Year 2014 budget,
along with amendments to the Table of Organization, and General Fund CIP projects. With the
approval of this ordinance, the projected ending balance of the General Fund Budget
Stabilization Reserve is $34.9 million.
The Capital Fund Infrastructure Reserve is projected to end Fiscal Year 2014 with a balance of
$9.3 million. This projected ending fund balance does not assume any FY 2014 Budget
Stabilization Reserve surplus transfer to the IR, which occurs as part of closing the annual
financial statements.
The projected ending Rate Stabilization Reserve total for all Enterprise funds increases by $1.0
million.
City of Palo Alto Page 34
Following an updated cost of service study, certain Fire and Police fees have been reduced to
reflect a lower cost recovery level (see Exhibit B of BAO), which resulted in a reduction to
General Fund revenues of about $23,000 for the remainder of the fiscal year.
Policy Implications
These recommendations are consistent with existing City policies.
Environmental Assessment
This is not a project under Section 21065 for purposes of the Cal ifornia Environmental Quality
Act (CEQA).
Attachments:
Attachment A: FY 2014 Midyear Budget Amendment Ordinance (BAO) (PDF)
Attachment A, Exhibits 1 through 3: Proposed Midyear Adjustments, CIP Adjustments,
and Amendments to Table of Organization (PDF)
Attachment B: Amendments to the FY 2014 Municipal Fee Schedule (PDF)
Attachment C: General Fund Capital Improvement Program Project Expenditures for
Fiscal Years 2010-2014 (PDF)
Attachment D: Fiscal Year 2014 Midyear Capital Improvement Program Project Status
Report (PDF)
Attachment E: Continuous Capital Projects Expenditures for Fiscal Years 2010-2014
(PDF)
ATTACHMENT A
Page 1 of 4
ORDINANCE NO. XXXX
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR THE FISCAL YEAR 2014 TO
ADJUST BUDGETED REVENUES AND EXPENDITURES IN
ACCORDANCE WITH THE RECOMMENDATIONS IN THE
MIDYEAR REPORT
The City Council of the City of Palo Alto does ordain as
follows:
SECTION 1. The City Council of the City of Palo Alto finds
and determines as follows:
A. Pursuant to the provisions of Section 12 of Article III
of the Charter of the City of Palo Alto, the Council on June 10,
2013 did adopt a budget for fiscal year 2014, including a Table
of Organization describing the staffing for each department; and
B. After reviewing the current budgeted revenues and
expenditures for Fiscal Year 2014, adjustments to the budget are
recommended to more accurately reflect year-end projections; and
C. Various staffing adjustments require an amendment to
the Table of Organization including the title change from Senior
Financial Analyst to Senior Management Analyst, title change
from Senior Financial Analyst to Manager Revenue Collections,
title change from Business Analyst to Management Analyst, title
change from Administrator, Refuse to Management Analyst, title
change from Senior Business Analyst to Principal Management
Analyst, reclassify 1.0 FTE Administrative Associate II to
Engineering Technician III (this change is to correct the Table
of Organization only, funding was adjusted in the FY 2014
Adopted Budget); and
D. City Council authorization is needed to amend the fiscal
year 2014 budget as hereinafter set forth.
SECTION 2. The General Fund Budget Stabilization Reserve is
hereby increased by the sum of Four Million Six Hundred Seventy
Nine Thousand Five Hundred Ninety-Five Dollars ($4,679,595), as
described in Exhibit 1. As a result of this change, the Budget
Stabilization Reserve will change to Thirty-Four Million Eight
Hundred Fifty-Three Thousand Five Hundred Forty-Five Dollars
($34,853,545).
SECTION 3. The Capital Fund Infrastructure Reserve is
hereby increased by the sum of Five Million Fifty-Four Thousand
Twenty-Five Dollars ($5,054,025), as described in Exhibit 1. As
a result of this change, the Infrastructure Reserve will change
to Thirteen Million Thirty-Five Thousand Two Hundred Seventeen
Dollars ($9,297,311).
ATTACHMENT A
Page 2 of 4
SECTION 4. The Supply Rate Stabilization Reserve in the
Electric Fund is hereby decreased by the sum of One Million Two
Hundred Sixty-Six Thousand Four Hundred Eighty-Three Dollars
($1,266,483) as described in Exhibit 1.
SECTION 5. The Distribution Rate Stabilization Reserve in
the Electric Fund is hereby increased by the sum of One Million
One Hundred Twenty-Eight Thousand Four Hundred Fifty-Nine
Dollars ($1,128,459) as described in Exhibit 1.
SECTION 6. The Rate Stabilization Reserve in the Fiber
Optics Fund is hereby decreased by the sum of Thirty Thousand
Three Hundred Ninety-Three Dollars ($30,393) as described in
Exhibit 1.
SECTION 7. The Supply Rate Stabilization Reserve in the Gas
Fund is hereby decreased by the sum of Four Thousand One Hundred
Eighty-Three Dollars ($4,183) as described in Exhibit 1.
SECTION 8. The Distribution Rate Stabilization Reserve in
the Gas Fund is hereby increased by the sum of One Million One
Hundred Twenty-Two Thousand Six Hundred Fifty-One Dollars
($1,122,651) as described in Exhibit 1.
SECTION 9. The Rate Stabilization Reserve in the Wastewater
Collection Fund is hereby decreased by the sum of Five Hundred
Four Thousand Two Hundred Thirty Dollars ($504,230) as described
in Exhibit 1.
SECTION 10. The Rate Stabilization Reserve in the Water
Fund is hereby decreased by the sum of One Million Six Hundred
Nine Thousand One Hundred Sixty-Three Dollars ($1,609,163) as
described in Exhibit 1.
SECTION 11. The Rate Stabilization Reserve in the Refuse
Fund is hereby increased by the sum of Two Million One Hundred
Forty-Five Thousand Three Hundred Ninety Dollars ($2,145,390) as
described in Exhibit 1.
SECTION 12. The Rate Stabilization Reserve in the Storm
Drainage Fund is hereby decreased by the sum of Sixty-One
Thousand Twenty-Nine Dollars ($61,029) as described in Exhibit
1.
SECTION 13. The Rate Stabilization Reserve in the
Wastewater Treatment Fund is hereby increased by the sum of
Forty-Seven Thousand Seven Hundred Eighty-Eight Dollars
($47,788) as described in Exhibit 1.
SECTION 14. Adjustments to other funds are made as shown
in Exhibit 1. These changes impact Special Revenue, Internal
Service, and Other Funds Reserves as indicated in Exhibit 1.
SECTION 15. Adjustments to decrease or increase amounts
allocated to various Capital Improvement Projects are made as
shown in Exhibit 2. These changes impact the General Fund
ATTACHMENT A
Page 3 of 4
Budget Stabilization Reserve and the Infrastructure Reserve and
are reflected in the adjustments as shown in Exhibit 1.
SECTION 16. The Council adopts the amendments to the
Municipal Fee Ordinance attached as Exhibit B.
SECTION 17. The Table of Organization is hereby amended to
reflect the changes shown in Exhibit 3, which is attached hereto
and incorporated herein by reference. These changes impact
Reserves and are accounted for in the changes shown in Exhibit
1.
SECTION 18. As specified in Section 2.28.080 of the Palo
Alto Municipal Code, a two-thirds vote of the City Council is
required to adopt this ordinance.
SECTION 18. The Council of the City of Palo Alto hereby
finds that this midyear adjustment is not a project under
Section 21065 of the California Environmental Quality Act and,
therefore, no environmental impact assessment is necessary.
Capital improvement projects described in this ordinance will be
assessed individually as appropriate.
ATTACHMENT A
Page 4 of 4
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
____________________________ ____________________________
City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
____________________________ ____________________________
Sr. Asst. City Attorney City Manager
____________________________
Director of Administrative
Services
ATTACHMENT A, EXHIBIT 1
CITY OF PALO ALTO
FISCAL YEAR 2014 MIDYEAR FINANCIAL REPORT
GENERAL FUND
(in thousands)
BUDGET ACTUALS (as of 12/31/13)
Adopted Adjusted Midyear Midyear Pre % of Midyr % Midyr
Categories Budget Budget Budget Changes Encumbr Encumbr Actual Budget*
Revenues & Other Sources
Sales Tax 23,846 23,846 27,352 3,506 - - 10,465 38%
Property Tax 29,613 29,613 30,250 637 - - 10,596 35%
Transient Occupancy Tax 11,545 11,545 12,318 773 - - 5,062 41%
Utility Users Tax 11,013 11,013 11,386 373 - - 5,583 49%
Documentary Transfer Tax 5,699 5,699 7,395 1,696 - - 4,422 60%
Motor Vehicle Tax, Penalties & Fines 2,107 2,107 2,107 - - - 1,172 56%
Charges for Services 24,379 24,379 22,445 (1,934) - - 9,919 44%
Permits & Licenses 8,346 8,346 7,942 (404) - - 3,179 40%
Return on Investment 769 769 769 - - - 466 61%
Rental Income 12,891 12,891 14,010 1,119 - - 6,451 46%
From Other Agencies 252 330 381 51 - - 47 12%
Charges To Other Funds 10,574 10,574 10,604 30 - - 5,289 50%
Other Revenues 2,010 2,010 2,080 70 - - 965 46%
Total Revenues 143,044 143,122 149,039 5,917 - - 63,616 43%
Operating Transfers-In 17,529 17,529 17,910 381 - - 8,739 49%
Encumbrances and Reappropriation 5,571 5,571 -
From Infrastructure Reserve - - -
Total Sources of Funds 160,573 166,222 172,520 6,298 - - 72,355 43%
Expenditures & Other Uses
City Attorney 2,453 2,956 2,967 11 49 464 1,284 61%
City Auditor 1,088 1,099 1,115 16 5 136 436 52%
City Clerk 1,258 1,271 1,283 12 - 24 551 45%
City Council 497 651 659 8 - 78 242 49%
City Manager 2,499 2,733 2,745 12 7 250 1,344 58%
Administrative Services 7,280 7,475 7,476 58 31 175 3,418 48%
Community Services 22,700 23,537 23,684 147 59 2,775 11,008 58%
Public Safety 60,962 61,968 62,423 455 243 1,193 29,904 50%
People Strategy and Operations 3,265 3,453 3,586 133 38 171 1,408 45%
Library 7,793 8,507 8,554 47 67 346 3,636 47%
Planning and Community Environment 13,608 14,679 14,952 273 185 842 5,831 46%
Public Works 13,751 14,635 14,588 (47) 488 947 6,583 55%
Non-Departmental 1,228 1,067 561 (506) - - 565 101%
Cubberly Lease 7,268 7,268 7,268 - - 3,858 53%
Total Expenditures 145,650 151,299 151,918 619 1,172 7,401 70,068 52%
Operating Transfers-Out 843 843 1,843 1,000 - - 422 23%
Transfer to Infrastructure 13,226 13,226 13,226 - - 6,613 50%
Total Uses of Funds 159,719 165,368 166,987 1,619 1,172 7,401 77,103 51%
Net Surplus/(Deficit)854 854 5,533 4,679
Budget Amendments Authorized by Council:* Including reappropriations and prior year encumbrances
CSD park maintenance (6/12/13)227 227
Election costs (9/9/13)585 585
Homeless Systems (11/18/13)125 125
Total Augmentations Authorized by Council - 937 937 -
Net Surplus/(Deficit) Without BAOs 854 (83) 4,596 4,679
BSR Draw Mgmt. Comp Study (01/27/14)(98)
Net Surplus/(Deficit) After BSR Drawdown 854 (83) 4,498 4,679
BSR Balance as of 12/31/13 31,209 30,272 34,951
BSR % of Total Use of Funds 19.54%18.95%21.88%
3/12/20141
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre-% of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 123,630 123,630 117,800 (5,830) 59,685 51%
Interest Income 3,199 3,199 3,199 1,492 47%
Other Income 8,426 8,426 9,815 1,389 5,860 60%
Reapprop/Encumbrances 18,214 18,214 -
Total Sources 135,255 153,469 149,028 (4,441) - - 67,037 51%**
Uses of Funds
Utility Purchases 74,509 74,509 72,095 (2,414) 70 35,613 49%
Salaries & Benefits 12,122 12,105 12,202 97 5,042 41%
Contract Services 4,704 4,621 4,621 501 2,073 1,232 82%
Supplies and Materials 890 875 875 53 43 215 36%
Facility and Equipment Purchases 38 38 38 0%
General Expenses 4,269 4,214 4,214 301 886 1,354 60%
Rent and Leases 4,034 4,034 4,075 41 2,001 49%
Allocated Charges 8,821 8,821 8,874 53 3,196 36%
Debt Service 9,127 9,127 9,127 4,512 49%
Subtotal 118,514 118,344 116,121 (2,223) 855 3,072 53,165 49%
Equity Transfer 11,203 11,203 11,203 5,602 50%
Operating Transfers Out 123 123 123 61 50%
Capital Improvement Program 8,605 20,631 18,551 (2,080) 1,864 2,791 6,263 59%
Total Uses 138,445 150,301 145,998 (4,303) 2,719 5,863 65,091 50%
Net To (From) Reserves (3,190) 3,168 3,030 (138)
Beginning Reserves 133,046 125,115 125,115 -
Projected Ending Reserves 129,856 128,283 128,145 (138)
** Excludes encumbrances and reappropriation
BUDGET (as of 12-31-13)
CITY OF PALO ALTO
FISCAL YEAR 2014 MIDYEAR BUDGET SUMMARY
ELECTRIC FUND
(in thousands of dollars)
3/12/20142
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre-% of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 3,103 3,103 3,103 - 1,901 61%
Interest Income 322 322 322 - 201 62%
Other Income 725 725 725 - 0%
Reapprop/Encumbrances 725 725 - -
Total Sources 4,150 4,875 4,875 - - - 2,102 51%**
Uses of Funds
Salaries & Benefits 876 876 882 6 405 46%
Contract Services 168 168 168 3 25 49 46%
Supplies and Materials 10 10 10 4 40%
General Expenses 22 22 22 4 18%
Rent and Leases 31 31 54 23 14 26%
Allocated Charges 384 384 385 1 167 43%
Subtotal 1,491 1,491 1,521 30 3 25 643 44%
Operating Transfers Out 1 1 1 - 0%
Capital Improvement Program 400 1,064 1,064 - 188 196 36%
Total Uses 1,892 2,556 2,586 30 3 213 839 41%
Net To (From) Reserves 2,258 2,319 2,289 (30)
Beginning Reserves 15,557 16,290 16,290
Projected Ending Reserves 17,815 18,609 18,579 (30)
** Excludes encumbrances and reappropriation
BUDGET (as of 12-31-13)
CITY OF PALO ALTO
FISCAL YEAR 2014 MIDYEAR BUDGET SUMMARY
FIBER OPTICS FUND
(in thousands of dollars)
3/12/20143
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre-% of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 37,343 37,343 37,343 14,430 39%
Interest Income 815 815 815 335 41%
Other Income 708 708 859 151 347 40%
Reapprop/Encumbrances 19,674 19,674 -
Total Sources 38,866 58,540 58,691 151 - - 15,112 39%**
Uses of Funds
Utility Purchases 15,170 13,397 13,397 1,767 1,361 4,124 54%
Salaries & Benefits 4,815 4,815 4,821 6 3,223 67%
Contract Services 1,399 904 904 18 1,811 2,268 453%
Supplies and Materials 455 456 456 1 116 277 86%
Facility and Equipment Purchases 22 22 22 0%
General Expenses 699 697 697 1 47 235 41%
Rent and Leases 329 329 518 189 157 30%
Allocated Charges 3,699 3,699 3,722 23 1,729 46%
Debt Service 801 801 801 117 15%
Subtotal 27,389 25,120 25,338 218 1,787 3,335 12,130 68%
Equity Transfer 5,811 5,811 5,811 2,906 50%
Operating Transfers Out 472 472 472 448 95%
Capital Improvement Program 1,596 4,339 3,154 (1,185) 144 12,028 3,641 501%
Total Uses 35,268 35,742 34,775 (967) 1,931 15,363 19,125 105%
Net To (From) Reserves 3,598 22,798 23,916 1,118
Beginning Reserves 14,326 12,318 12,318 -
Projected Ending Reserves 17,924 35,116 36,234 1,118
CITY OF PALO ALTO
FISCAL YEAR 2014 MIDYEAR BUDGET SUMMARY
GAS FUND
(in thousands of dollars)
BUDGET (as of 12-31-13)
** Excludes encumbrances and reappropriation
3/12/20144
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre-% of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 15,270 15,270 14,682 (588) 7,274 50%
Interest Income 371 371 371 - 159 43%
Other Income 903 903 945 42 1,252 132%
Reapprop/Encumbrances 11,246 11,246 - -
Total Sources 16,544 27,790 27,244 (546) - - 8,685 54%**
Uses of Funds
Utility Purchases 8,589 8,589 8,589 4,295 50%
Salaries & Benefits 2,018 2,018 2,018 1,005 50%
Contract Services 260 187 187 16 92 55 87%
Supplies and Materials 261 304 304 107 129 78%
Facility and Equipment Purchases 5 5 5 0%
General Expenses 98 98 98 1 62 64%
Rent and Leases 182 182 277 95 87 31%
Allocated Charges 2,070 2,070 2,083 13 722 35%
Debt Service 129 129 129 0%
Subtotal 13,612 13,582 13,690 108 17 199 6,355 48%
Operating Transfers Out 107 107 107 - 100 93%
Capital Improvement Program 989 9,132 8,982 (150) 121 2,327 3,128 62%
Total Uses 14,708 22,821 22,779 (42) 138 2,526 9,583 54%
Net To (From) Reserves 1,836 4,969 4,465 (504)
Beginning Reserves 4,554 5,104 5,104 -
Projected Ending Reserves 6,390 10,073 9,569 (504)
CITY OF PALO ALTO
FISCAL YEAR 2014 MIDYEAR BUDGET SUMMARY
WASTEWATER COLLECTION FUND
(in thousands of dollars)
BUDGET (as of 12-31-13)
** Excludes encumbrances and reappropriation
3/12/20145
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre-% of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 36,891 36,891 36,891 22,576 61%
Interest Income 682 682 682 448 66%
Other Income 1,806 1,806 1,894 88 1,705 90%
Reapprop/Encumbrances 15,930 15,930 -
Total Sources 39,379 55,309 55,397 88 - - 24,729 63%**
Uses of Funds
Utility Purchases 16,708 13,306 12,449 (857) 160 7,402 7,277 119%
Salaries & Benefits 5,440 5,423 5,431 8 2,570 47%
Contract Services 686 688 688 36 603 152 115%
Supplies and Materials 480 482 482 161 233 82%
Facility and Equipment Purchases 7 7 7 0%
General Expense 514 514 514 1 173 34%
Rents and Leases 3,052 3,052 3,276 224 1,025 31%
Allocated Charges 3,428 3,428 3,450 22 1,478 43%
Debt Service 3,220 3,220 3,220 796 25%
Subtotal 33,535 30,120 29,517 (603) 197 8,166 13,704 75%
Equity Transfer - - - -
Operating Transfers Out 362 362 362 347 96%
Capital Improvement Program 5,201 13,458 15,758 2,300 201 5,553 3,869 61%
Total Uses 39,098 43,940 45,637 1,697 398 13,719 17,920 70%
Net To (From) Reserves 281 11,369 9,760 (1,609)
Beginning Reserves 11,865 18,272 18,272
Projected Ending Reserves 12,146 29,641 28,032 (1,609)
** Excludes encumbrances and reappropriation
CITY OF PALO ALTO
FISCAL YEAR 2014 MIDYEAR BUDGET SUMMARY
WATER FUND
(in thousands of dollars)
BUDGET (as of 12-31-13)
3/12/20146
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre-% of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 26,961 26,961 26,961 - - 13,466 50%
Interest Income 192 192 192 - - 121 63%
Other Income 2,364 2,364 2,488 124 - - 1,553 62%
Reapprop/Encumbrances 1,600 1,600 -
Total Sources 29,517 31,117 31,241 124 - - 15,140 51%**
Uses of Funds
GreenWaste Hauling Contract 13,786 13,786 13,786 7,693 5,311 94%
Salaries and Benefits 2,873 2,873 2,873 1,421 49%
Contract Services 5,788 5,696 5,696 75 1,005 2,640 65%
Supplies and Materials 130 137 137 10 51 45%
Facility and Equipment Purchases 3 3 3 0%
General Expenses 66 95 95 575 605%
Rents and Leases 2,643 2,643 2,670 27 1,310 49%
Allocated Charges 2,496 2,496 2,522 26 1,264 50%
Debt Service 625 625 625 0%
Subtotal 28,410 28,354 28,407 53 75 8,708 12,572 75%
Operating Transfers Out 29 29 29 14 48%
Capital Improvement Program 158 25 (2,049) (2,074) 2,248 291 1,085 -177%
Total Uses 28,597 28,408 26,387 (2,021) 2,323 8,999 13,671 95%
Net (From) Landfill Closure Liab - -
Net To (From) Reserves 920 2,709 4,854 2,145
Beginning Reserves (1,857) (1,807) (1,807) -
Projected Ending Reserves (937) 902 3,047 2,145
CITY OF PALO ALTO
FISCAL YEAR 2014 MIDYEAR BUDGET SUMMARY
REFUSE FUND
(in thousands of dollars)
BUDGET (as of 12-31-13)
** Excludes encumbrances and reappropriation
3/12/20147
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre-% of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 5,803 5,803 5,803 - 3,020 52%
Interest Income 156 156 156 - 79 51%
Other Income 80 80 94 14 7 7%
Reapprop/Encumbrances 4,232 4,232 - -
Total Sources 6,039 10,271 10,285 14 - - 3,106 51%**
Uses of Funds
Salaries and Benefits 1,109 1,109 1,109 530 48%
Contract Services 391 384 384 84 234 83%
Supplies and Materials 95 92 92 20 27 51%
Facility and Equipment Purchases 8 8 8 0%
General Expenses 18 18 18 188 1044%
Rents and Leases 6 6 39 33 0%
Allocated Charges 715 715 721 6 278 39%
Debt Service 948 948 948 0%
Subtotal 3,290 3,280 3,319 39 - 104 1,257 41%
Operating Transfers Out 6 6 42 36 3 7%
Capital Improvement Program 3,385 7,182 7,182 858 882 468 31%
Total Uses 6,681 10,468 10,543 75 858 986 1,728 34%
Net Surplus (Deficit)(642) (197) (258) (61)
Beginning Reserves 2,007 1,958 1,958 -
Projected Ending Reserves 1,365 1,761 1,700 (61)
CITY OF PALO ALTO
FISCAL YEAR 2014 MIDYEAR BUDGET SUMMARY
STORM DRAINAGE FUND
(in thousands of dollars)
BUDGET (as of 12-31-13)
** Excludes encumbrances and reappropriation
3/12/20148
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre-% of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 22,286 22,286 22,286 - 10,937 49%
Interest Income 377 377 377 - 177 47%
Other Income 55 55 114 59 101 89%
Reapprop/Encumbrances 26,085 26,085 -
Total Sources 22,718 48,803 48,862 59 - - 11,215 49%**
Uses of Funds
Salaries and Benefits 9,836 9,836 9,836 4,623 47%
Contract Services 1,899 1,862 1,862 34 1,150 662 99%
Supplies and Materials 1,624 1,602 1,602 8 294 653 60%
Facility and Equipment Purchases 7 2 2 0%
General Expenses 443 443 443 465 105%
Rents and Leases - - - 0%
Allocated Charges 4,596 4,596 4,607 11 2,383 52%
Debt Service 818 818 818 0%
Subtotal 19,223 19,159 19,170 11 42 1,444 8,786 54%
Operating Transfers Out - - - - 0%
Capital Improvement Program 2,977 6,500 6,500 - 550 1,750 1,138 53%
Total Uses 22,200 25,659 25,670 11 592 3,194 9,924 53%
Net To (From) Reserves 518 23,144 23,192 48
Beginning Reserves 10,169 10,500 10,500 -
Projected Ending Reserves 10,687 33,644 33,692 48
** Excludes encumbrances and reappropriation
CITY OF PALO ALTO
FISCAL YEAR 2014 MIDYEAR BUDGET SUMMARY
WASTEWATER TREATMENT FUND
(in thousands of dollars)
BUDGET (as of 12-31-13)
3/12/20149
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre-% of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales - - - - - - - 0%
Interest Income 3 3 3 - - - 2 67%
Other Income 325 325 325 - - - 163 50%
Reapprop/Encumbrances 103 103 -
Total Sources 328 431 431 - - - 165 50%**
Uses of Funds
Salaries and Benefits 177 177 177 - - - 96 54%
Contract Services 150 150 150 - 77 55 88%
Supplies and Materials - - - - - - - 0%
Facility and Equipment Purchases - - - - - - - 0%
General Expenses - - - - - - - 0%
Rents and Leases - - - - - - - 0%
Allocated Charges 113 113 113 - - - 57 50%
Debt Service - - - - - - - 0%
Subtotal 440 440 440 - - 77 208 65%
Operating Transfers Out - - - - - - - 0%
Capital Improvement Program - - - - - - - 0%
Total Uses 440 440 440 - - 77 208 65%
Net To (From) Reserves (112) (9) (9) -
Beginning Reserves - (520) (520) -
Projected Ending Reserves (112) (529) (529) -
** Excludes encumbrances and reappropriation
CITY OF PALO ALTO
FISCAL YEAR 2014 MIDYEAR BUDGET SUMMARY
AIRPORT FUND
(in thousands of dollars)
BUDGET (as of 12-31-13)
3/12/201410
ATTACHMENT A, EXHIBIT 1
Category Amount Description
GENERAL FUND
NON-DEPARTMETAL
Sales Tax 3,506,000 Increase sales tax estimate
Property Tax 637,000 Increase property tax estimate
Documentary Transfer Tax 1,696,000 Increase documentary transfer tax estimate
Transient Occupancy Tax 773,000 Increase transient occupancy tax estimate
Utility Users Tax 373,000 Increase utility users' tax estimate
Rental Income 224,280 Increase rent from Information Technology Fund for space at City facilities owned by the General
Fund.
Rental Income 223,813 Increase rent from Water Fund for space at City facilities owned by the General Fund.
Rental Income 189,249 Increase rent from Gas Fund increased for space at City facilities owned by the General Fund.
Rental Income 154,440 Increase rent from Print/Mail Services Fund for space at City facilities owned by the General Fund.
Rental Income 107,797 Increase rent from Vehicle Replacement Fund for space at City facilities owned by the General Fund.
Rental Income 95,366 Increase rent from Wastewater Fund for space at City facilities owned by the General Fund.
Rental Income 40,956 Increase rent from Electric Fund for space at City facilities owned by the General Fund.
Rental Income 33,102 Increase rent from Storm Drain Fund for space at City facilities owned by the General Fund.
Rental Income 26,606 Increase rent from Refuse Fund for space at City facilities owned by the General Fund.
Rental Income 22,973 Increase rent from Fiber Optics Fund for space at City facilities owned by the General Fund.
Operating Transfers-In 431,887 Increase the transfer from the Information Technology Fund to reflect the return of funding from
Technology CIP TE-02013 Institutional Network.
Source Changes 8,535,469
Salary & Benefits (602,000) Reallocate additional City Pension Contribution costs to departmental budgets from the Salary
Reserve. In 2012, the CalPERS Board approved lowering the earnings interest assumption rate from
7.75% to 7.5% and offered participating agencies to phase-in the impact to higher annual required
contributions over two years. The City of Palo Alto chose to pay the higher cost in the first year.
Contingent Account 103,600 Replenish the City Manager's Office Contingency Account for funds temporarily reallocated to the
Administrative Services Department to fund a contract to review the City's Purchasing Review
process, $61,600, and for the February through June 2014 costs of the new State Legislative Advocate
Contract, $42,000, as approved by the City Council on Feb. 24, 2014. These actions will restore the
contingency account to $204,000 compared to an adopted amount of $250,000.
Contingent Account (8,000) Decrease the City Council Contingency Account to the City Council Budget for future travel expenses.
This action will reduce the Contingency Account to $197,000 from an adopted amount of $250,000.
Operating Transfers-Out 1,000,000 Increase the transfer to the Technology Fund to move Technology Fee received and expected to be
received by the General Fund to the Technology Fund in FY 2014. The Technology Fee is captured
through an increase to fees which was approved as part of the 2013 Municipal Fee Schedule.
Use Changes 493,600
8,041,869
ADMINISTRATIVE SERVICES
Salary & Benefits 39,581 Reallocate additional City Pension Contributions from the Salary Reserve.
Contract Services 10,000 Increase contract services to provide funding for a consultant to evaluate the City's current and
forecasted property tax revenue, as requested by the City Council. The results of this study will be
used during the development of the FY 2015 Proposed Budget.
Allocated Charges 6,646 Increase allocated charges for Printing and Mailing services based on increased rent costs for space at
City facilities owned by the General Fund.
Allocated Charges 927 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $5,592. This increase is partially offset by $4,665
to adjust for the reduction of a Technologist position approved as part of the FY 2014 Adopted
Budget; however, the corresponding budgets for departmental charges were not adjusted at that
time. These adjustments will ensure that the budget for allocated charges is in alignment with
budgeted costs in the Technology Fund.
Allocated Charges 717 Increase allocated charges for Vehicle Replacement services based on increased rent costs for space
at City facilities owned by the General Fund.
Use Changes 57,871
(57,871)
Net Changes To (From) Reserves
Net Changes To (From) Reserves
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
3/12/2014
General Fund 2014
11
ATTACHMENT A, EXHIBIT 1
Category Amount Description
GENERAL FUND
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
CITY ATTORNEY
Salary & Benefits 9,377 Reallocate additional City Pension Contributions from the Salary Reserve.
Allocated Charges 1,030 Increase allocated charges for Printing and Mailing services based on increased rent costs for space at
City facilities owned by the General Fund.
Allocated Charges 315 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $1,903. This increase is partially offset by $1,588
to adjust for the reduction of a Technologist position approved as part of the FY 2014 Adopted
Budget; however, the corresponding budgets for departmental charges were not adjusted at that
time. These adjustments will ensure that the budget for allocated charges is in alignment with
budgeted costs in the Technology Fund.
Use Changes 10,722
(10,722)
CITY AUDITOR
Salary & Benefits 4,688 Reallocate additional City Pension Contributions from the Salary Reserve.
Contract Services 10,000 Increase contract services to provide funding for a consultant with telecommunications expertise to
perform an audit of the Cable Franchise Fund, which was approved by the Council as part of the
Auditor's Office's FY 2014 Work plan. City Auditor staff requires the additional expertise for auditing
telecommunications. Once the work is completed, the City will be reimbursed 50% for the total cost
of the audit.
Allocated Charges 791 Increase allocated charges for Printing and Mailing services based on increased rent costs for space at
City facilities owned by the General Fund.
Allocated Charges 125 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $754. This increase is partially offset by $629 to
adjust for the reduction of a Technologist position approved as part of the FY 2014 Adopted Budget;
however, the corresponding budgets for departmental charges were not adjusted at that time. These
adjustments will ensure that the budget for allocated charges is in alignment with budgeted costs in
the Technology Fund.
Use Changes 15,604
(15,604)
CITY CLERK
Salary & Benefits 5,991 Reallocate additional City Pension Contributions from the Salary Reserve.
Allocated Charges 5,299 Increase allocated charges for Printing and Mailing services based on increased rent costs for space at
City facilities owned by the General Fund.
Allocated Charges 201 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $1,217. This increase is partially offset by $1,016
to adjust for the reduction of a Technologist position approved as part of the FY 2014 Adopted
Budget; however, the corresponding budgets for departmental charges were not adjusted at that
time. These adjustments will ensure that the budget for allocated charges is in alignment with
budgeted costs in the Technology Fund.
Use Changes 11,491
(11,491)
Net Changes To (From) Reserves
Net Changes To (From) Reserves
Net Changes To (From) Reserves
3/12/2014
General Fund 2014
12
ATTACHMENT A, EXHIBIT 1
Category Amount Description
GENERAL FUND
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
CITY MANAGER
Salary & Benefits 9,950 Reallocate additional City Pension Contributions from the Salary Reserve.
Allocated Charges 2,053 Increase allocated charges for Printing and Mailing services based on increased rent costs for space at
City facilities owned by the General Fund.
Allocated Charges 333 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $2,014. This increase is partially offset by $1,681
to adjust for the reduction of a Technologist position approved as part of the FY 2014 Adopted
Budget; however, the corresponding budgets for departmental charges were not adjusted at that
time. These adjustments will ensure that the budget for allocated charges is in alignment with
budgeted costs in the Technology Fund.
Use Changes 12,336
(12,336)
CITY COUNCIL
General Expense 8,000 Increase City Council Budget for travel expenses from $21,000 to $27,000 with funding from the City
Council Contingency Account.
Allocated Charges 36 Increase allocated charges for Printing and Mailing services based on increased rent costs for space at
City facilities owned by the General Fund.
Use Changes 8,036
(8,036)
COMMUNITY SERVICES
Charges for Services (239,800) Decrease golf course fee revenue estimate due to the golf course reconfiguration project and aligning
revenue with year-to-date trends ($240,000 reduction in green fees and a $19,000 reduction in
driving range fees). These decreases are offset by a $19,200 increase in golf course cart fee and other
golf fee revenues due to more customers opting to rent carts and an increase in golf class
participation.
Other Revenues 6,000 Increase revenue (and corresponding expense increase) from contract with PAUSD for teaching dance
at schools. Part of the Children's Theater outreach program to schools is where the Theater provides
artistic dance instruction off-site at PAUSD.
Other Revenues 8,150 Increase revenue (and corresponding expense increase) from contract with PAUSD for teaching
Theatre at schools. A part of Children's Theatre outreach to the schools where the Theatre provides
performing arts / theatre instruction off-site at PAUSD. This amount varies annually.
Other Revenues 45,000 Increase revenue as a result of a contribution from Friends of Children's Theatre (and corresponding
expense increase). The amount varies annually and is not built into the base budget as an on-going
contribution.
Other Revenues 11,300 Grant revenue from National Endowment for the Arts (NEA). This grant funds various programs
depending on the year and NEAs goals for the year. These programs typically revolve around both
education and performing arts, such as outreach to schools with assigned reading materials, guest
author lectures and show productions based on popular novels. Generally the group reads a novel
and produces a theater act based on their readings. This is a one-time adjustment as funding from
NEA is not always a yearly allotment.
Source Changes (169,350)
Salary & Benefits 77,433 Reallocate additional City Pension Contributions from the Salary Reserve.
Contract Services (30,940) Decrease contract service expense to golf professional contracts as part of revenue sharing.
General Expense 45,000 Increase expenses for music, lighting, choreography, stage set building and materials, etc. offset with
contributions from Friends of Children's Theatre.
General Expense 11,300 Increase in expense for education and performing arts programs, such as outreach to schools with
assigned reading materials, guest author lectures and show productions based on popular novels
offset with National Endowment for the Arts grants. Generally the group reads a novel and produces
a theater act based on their readings. This is a one-time adjustment as funding from NEA is not
always a yearly allotment.
General Expense 8,150 Increase expense to match service revenue from contract with PAUSD for teaching Theatre at
schools.
General Expense 6,000 Increase expense for teaching dance at schools offset with corresponding revenue from PAUSD.
Allocated Charges 7,659 Increase allocated charges for Vehicle Replacement services based on increased rent costs for space
at City facilities owned by the General Fund.
Net Changes To (From) Reserves
Net Changes To (From) Reserves
3/12/2014
General Fund 2014
13
ATTACHMENT A, EXHIBIT 1
Category Amount Description
GENERAL FUND
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
Allocated Charges 19,499 Increase allocated charges for Printing and Mailing services based on increased rent costs for space at
City facilities owned by the General Fund.
Allocated Charges 2,836 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $17,107. This increase is partially offset by
$14,271 to adjust for the reduction of a Technologist position approved as part of the FY 2014
Adopted Budget; however, the corresponding budgets for departmental charges were not adjusted at
that time. These adjustments will ensure that the budget for allocated charges is in alignment with
budgeted costs in the Technology Fund.
Use Changes 146,937
(316,287)
FIRE
Charges for Services (838,593) Decrease revenue from Stanford for fire services from $7.6 million to $6.8 million due to variance
between budgeted and actual amounts. The primary contributor to the variance is additional
revenue credited to Stanford of higher than budgeted revenue received by the City. Other actions
within this report partially offset this reduction to the reimbursement from Stanford for Fire Services.
Funding for Stanford's portion of the Thermal Imaging Infrared Long Range CCTV Cameras CIP (FD-
12000) of $129,479 is recognized in General Fund Capital; the Radio Infrastructure Replacement CIP
(TE-05000) of $16,483 and Computer Aided Dispatch Replacement CIP (TE-09000) of $37,387 is
recognized in the Information Technology Fund; and replacement of Fire Apparatus of $19,155 is
recognized in the Vehicle Replacement Fund. Overall the decrease to the reimbursement from
Stanford for Fire Services across all funds is $636,089.Permits & Licenses (17,900) Decreases the revenue from permits issued by the Fire Department as a result of a cost of service
study that determined several municipal fees needed to be aligned to a 100% cost recovery level.
From Other Agencies 50,542 Increases revenue from the California Office of Emergency Services for reimbursement for emergency
fire services provided on overtime as part of mutual aid for the RIM Fire that happened in August
2013.
Source Changes (805,951)
Salary & Benefits 123,713 Reallocate additional City Pension Contributions from the Salary Reserve.
Salary & Benefits 50,542 Increase overtime funding for reimbursement from the California Office of Emergency Services for
emergency fire services provided as part of mutual aid for the RIM Fire that happened in August
2013.
Supplies & Material 68,000 Increase funding for Uniforms and Personal Protective Equipment (PPE) from $87,000 to $155,000 to
fund the outfitting of nine new sworn Firefighter employees that will begin work with the City on
March 18, 2014. PPE includes the employees' daily uniforms as well as turnouts, helmets, boots,
gloves, and various other safety equipment needed to effectively put out both structure and wild-
land fires. The Department's FY 2014 budget includes funding for PPE replacement for existing
employees; however, no funding was assumed for PPE purchases for new employees. Including
funding for new PPE purchases in FY 2015 will be determined as part of the budget process based on
sworn fire personnel attrition projections.
Allocated Charges 12,827 Increase allocated charges for Vehicle Replacement services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 3,572 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $21,552. This increase is partially offset by
$17,980 to adjust for the reduction of a Technologist position approved as part of the FY 2014
Adopted Budget; however, the corresponding budgets for departmental charges were not adjusted at
that time. These adjustments will ensure that the budget for allocated charges is in alignment with
budgeted costs in the Technology Fund.
Allocated Charges 3,101 Increase allocated charges for Printing and Mailing services based on increased rent costs for space at
City facilities owned by the General Fund.
Use Changes 261,755
(1,067,706) Net Changes To (From) Reserves
Net Changes To (From) Reserves
3/12/2014
General Fund 2014
14
ATTACHMENT A, EXHIBIT 1
Category Amount Description
GENERAL FUND
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
LIBRARY
Salary & Benefits 43,499 Reallocate additional City Pension Contributions from the Salary Reserve.
Allocated Charges 40 Increase allocated charges for Vehicle Replacement services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 2,774 Increase allocated charges for Printing and Mailing services based on increased rent costs for space at
City facilities owned by the General Fund.
Allocated Charges 907 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $5,467. This increase is partially offset by $4,560
to adjust for the reduction of a Technologist position approved as part of the FY 2014 Adopted
Budget; however, the corresponding budgets for departmental charges were not adjusted at that
time. These adjustments will ensure that the budget for allocated charges is in alignment with
budgeted costs in the Technology Fund.
Use Changes 47,220
(47,220)
PEOPLE STRATEGY AND OPERATIONS
Salary & Benefits 16,670 Reallocate additional City Pension Contributions from the Salary Reserve.
Contract Services 25,000 New allocation for total compensation study as part of the 2014 contract negotiations with IAFF, POA
and FCA.
Contract Services 90,000 Increase expenses for a labor negotiation consultant for 2014 IAFF, FCA and POA MOAs.
Allocated Charges 1,231 Increases the allocated charges for Printing and Mailing services based on increased rent costs for
space at City facilities owned by the General Fund.
Allocated Charges 386 Increases the allocated charges for Information Technology (IT) services based on increased rent costs
for space at City facilities owned by the General Fund, $2,330. This increase is partially offset by
$1,944 to adjust for the reduction of a Technologist position approved as part of the FY 2014 Adopted
Budget; however, the corresponding budgets for departmental charges were not adjusted at that
time. These adjustments will ensure that the budget for allocated charges is in alignment with
budgeted costs in the Technology Fund.
Use Changes 133,287
(133,287)
PLANNING & COMMUNITY ENVIRONMENT
Charges for Services (380,500) Decrease Charges for Services to allow for revenues anticipated to be received at the end of FY 2014
to be deferred to FY 2015 in cases where the associated services are expected to be delivered in FY
2015.
Permits & Licenses (380,500) Decrease Charges for Services to allow for revenues anticipated to be received at the end of FY 2014
to be deferred to FY 2015 in cases where the associated services are expected to be delivered in FY
2015.
Source Changes (761,000)
Salary & Benefits 51,417 Reallocate additional City Pension Contributions from the Salary Reserve.
Contract Services 13,000 Increases funding for a neutral third party review of construction guidelines. This effort comes at the
request of the Development Center Advisory Group (DCAG) and will distinguish between code
requirements and best management practices. This review is in support of the Blueprint initiative
and is intended to aid in efforts to streamline and simplify the development process.
Contract Services 50,000 Increases funding for the City of Palo Alto's share of a regional nexus study as part of the state
mandated Housing Element. This study will analyze the impact that development of market rate
housing has on the demand for below market rate housing. The City currently requires 15% of a
residential development to be set aside for affordable housing. The nexus study will substantiate the
validity of the percentage.
Contract Services 93,000 Increases funding to support unanticipated data needs in the Accella permitting system. Support has
been provided to the various departments that comprise Development Services for the technical
application of the Accela software, including training and report writing. This request will support not
only those departments identified, but also outside agencies like the county that requires specific
reports to track certain permit activity.
Net Changes To (From) Reserves
Net Changes To (From) Reserves
3/12/2014
General Fund 2014
15
ATTACHMENT A, EXHIBIT 1
Category Amount Description
GENERAL FUND
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
Contract Services 25,000 Increases contract services to fund the creation of a program in Accela for time studies. This study
will allow staff to more precisely determine the activities related to the development services fees.
This amount covers the cost of report preparation, staff training, and support.
Supplies & Material 10,000 Increases funding for new code books at the Development Center. Since the codes were changed
effective 1/1/2014, full sets of new code books need to be purchased.
Contract Services 0 Net zero shift to redirect funds previously allocated for community engagement related to the 27
University Avenue Project to support the Housing Element ($85,000). The community engagement
process related to the 27 University Avenue Project will now be folded under the Comprehensive
Plan. The Housing Element update is required to be submitted to the State of California in January,
2015. If not completed on time, the City could face substantial penalties.
Allocated Charges 28,307 Increase allocated charges for Printing and Mailing services based on increased rent costs for space at
City facilities owned by the General Fund.
Allocated Charges 1,256 Increase allocated charges for Vehicle Replacement services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 1,439 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $8,682. This increase is partially offset by
$7,243to adjust for the reduction of a Technologist position approved as part of the FY 2014 Adopted
Budget; however, the corresponding budgets for departmental charges were not adjusted at that
time. These adjustments will ensure that the budget for allocated charges is in alignment with
budgeted costs in the Technology Fund.
Use Changes 273,419
(1,034,419)
POLICE
Charges for Services (475,000) Decreases the revenue from Animal Services from $1.0 million to $525,000 due to vacancies in the
veterinary positions that have caused the Spay and Neuter Clinic to remain closed in FY 2014. It is
anticipated that the clinic will remain closed for the rest of FY 2014; however, if the veterinary
positions are filled, the clinic could open and generate some revenue before the end of FY 2014.
Permits & Licenses (5,300) Decreases the revenue from permits issued by the Police Department as a result of a cost of service
study that determined several municipal fees needed to be aligned to a 100% cost recovery level.
Source Changes (480,300)
Salary & Benefits 160,971 Reallocate additional City Pension Contributions from the Salary Reserve.
Allocated Charges 18,239 Increase allocated charges for Vehicle Replacement services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 9,342 Increase allocated charges for Printing and Mailing services based on increased rent costs for space at
City facilities owned by the General Fund.
Allocated Charges 4,188 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $25,264. This increase is partially offset by
$21,076 to adjust for the reduction of a Technologist position approved as part of the FY 2014
Adopted Budget; however, the corresponding budgets for departmental charges were not adjusted at
that time. These adjustments will ensure that the budget for allocated charges is in alignment with
budgeted costs in the Technology Fund.
Use Changes 192,740
(673,040)
Net Changes To (From) Reserves
Net Changes To (From) Reserves
3/12/2014
General Fund 2014
16
ATTACHMENT A, EXHIBIT 1
Category Amount Description
GENERAL FUND
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
PUBLIC WORKS
Charges to Other Funds 30,000 Increases the estimate for Street Cut Fees, which are paid by the Utilities Department. These fees
are intended to mitigate the adverse impact on the life of city streets that are realized when the
streets are cut as part of utility projects. The FY 2014 revenue estimate for street cut fees is $30,000
lower than the expenditure allocation in the Utilities Department, and this action will ensure that the
revenues and expenditures for this program are in alignment.
Operating Transfers-In (51,022) This technical correction decreases an operating transfers-in from the Capital Fund. This transfer was
originally supposed to fund a portion of a Project Manager. However, the FTE distribution for the
Project Manager is already allocated to the Capital Fund.
Source Changes (21,022)
Salary & Benefits 58,710 Reallocate additional City Pension Contributions from the Salary Reserve.
Supplies & Material (124,500) Reduces the funding allocated for supplies and maintenance of the Mitchell Park Library and
Community Center. The FY 2014 budget assumed that the facility would be open halfway through
the fiscal year. As a result of delays in the project stemming from issues with the contractor, the
completion date has been moved out and it is unlikely that the project will be complete before the
end of the fiscal year. Consequently, the majority of the funds that were allocated for this purpose in
FY 2014 can be returned to the General Fund for other purposes. Upon implementation of this
recommendation, approximately $30,000 of the funding allocated for this purpose would remain in
the Public Works Department's budget should the need arise in the final months of the fiscal year.
Allocated Charges 3,059 Increase allocated charges for Printing and Mailing services based on increased rent costs for space at
City facilities owned by the General Fund.
Allocated Charges 11,109 Increase allocated charges for Vehicle Replacement services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 4,855 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $13,947. This increase is partially offset by $9,092
to adjust for the reduction of a Technologist position approved as part of the FY 2014 Adopted
Budget; however, the corresponding budgets for departmental charges were not adjusted at that
time. These adjustments will ensure that the budget for allocated charges is in alignment with
budgeted costs in the Technology Fund.
Use Changes (46,767)
25,745
Total General Fund Changes to BSR 4,679,595
Transfer from Community
Center Development
Impact Fee
16,000 Transfer of funds from the Community Center Development Impact Fee Fund, for Fixtures, Furniture,
and Equipment (FF&E) associated with the Mitchell Park Community Center (see Attachment A,
Exhibit 2 for more detail).
Transfer from Stanford
University Medical Center
Fund
1,200,000 Transfer from the Stanford University Medical Center (SUMC) Fund for the Bicycle & Pedestrian
Transportation Plan (see Attachment A, Exhibit 2 for more detail).
Transfer from University
Avenue Parking Permit
Fund
106,700 Transfer from the University Avenue Parking Permit Fund for improvements at the Cowper/Webster
Garage (see Attachment A, Exhibit 2 for more detail).
Charges for Services 129,479 Additional revenue to recognize reimbursement from Stanford based on the Fire Safety Services
contract between Stanford and Palo Alto (see Attachment A, Exhibit 2 for more detail).
Source Changes 1,452,179
CIP (3,861,742) Changes in CIP Projects (See Attachment A, Exhibit 2 for more detail)
Transfer to Parks
Developers Impact Fee
Fund
259,896 An environmental analysis of the El Camino Dog Park project determined that the project was not
viable. Funding for this project was originally transferred from the Parks Developers Impact Fee
Fund, therefore the funds are recommended to be returned to that fund.
Use Changes (3,601,846)
5,054,025 Capital Fund Infrastructure ReserveNet Changes To (From) Reserves
Net Changes To (From) Reserves
GENERAL FUND CIP
3/12/2014
General Fund 2014
17
ATTACHMENT A, EXHIBIT 1
Category Amount Description
ENTERPRISE FUNDS
UTILITIES ADMINISTRATION FUND
Revenue 24,216 Increase revenue from the various Utility Funds to recover the cost of allocated charges for Printing
and Mailing Services.
Revenue 14,071 Increase revenue from the various Utility Funds to recover the cost of allocated charges for Internet
Technology (IT) Services.
Source Changes 38,287
Allocated Charged 24,216 Increase allocated charges for Printing and Mailing services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 14,071 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $84,887. This increase is partially offset by
$70,816 to adjust for the reduction of a Technologist position approved as part of the FY 2014
Adopted Budget; however, the corresponding budgets for departmental charges were not adjusted
at that time. These adjustments will ensure that the budget for allocated charges is in alignment
with budgeted costs in the Technology Fund.
Use Changes 38,287
Net Changes To (From) Reserves -
Fund Balancing Entries
- Change in Fund Balance
Total Utilities Administration Fund -
ELECTRIC FUND
Revenue from Customer
Sales
(5,023,150) Decreases electricity customer sales revenue by $5.0 million due to lower than forecasted
commercial sales. The Department originally budgeted approximately $113.6 million in electricity
customer sales revenue in FY 2014; however, sales have been lower than forecasted due to a delay in
new large commercial customers coming online and slightly lower usage overall by commercial
customers. It is recommended to lower the estimated revenue to $108.6 million.
Revenue from Surplus
Energy
(806,350) Decreases surplus energy revenue by approximately $800,000 million due to lower than forecasted
hydro-electric power generation as a result of the dry weather. The Department originally budgeted
approximately $2.3 million in surplus energy revenue in FY 2014; however, lower hydro-electric
power generation led to lower sales of surplus electric energy in the market and it is recommended
to lower the estimated revenue to $1.5 million.
Transfer from Technology
Fund
388,586 Return of funding from Technology CIPs TE-11005 Implementation of Restructured Tiered Rates on
Bills ($103,411), TE-07000 Enterprise Application Infrastructure Upgrade ($235,675), and TE-02013
Institutional Network ($49,500)
Revenue from Customer
Connections
1,000,000 Increases revenue for Electricity customer connections by $1.0 million one-time from $1.0 million to
$2.0 million. The Department originally budgeted $1.0 million in FY 2014 based on historical service
levels of approximately 200 connections; however, as a result of increased development and
customer demand, the number of connections is anticipated to double to approximately 400
connections in FY 2014.
Source Changes (4,440,914)
Salary & Benefits 9,909 Increase salaries and benefits in order to reclassify 3.00 FTE Electrician positions to Traffic and Fiber
Technician positions based on a reclassification study conducted by the People Strategies and
Operations Department.
Salary & Benefits 5,362 Increase salaries and benefits in order to reclassify 2.00 FTE Electrician - Lead positions to Traffic and
Fiber Technician - Lead positions based on a reclassification study conducted by the People Strategies
and Operations Department.
Salary & Benefits 4,387 Increase salaries and benefits in order to reclassify 0.50 FTE Electrician - Lead position to 0.50 FTE
SCADA Technician position based on a reclassification study conducted by the People Strategies and
Operations Department.
Salary & Benefits 6,012 Increase salaries and benefits in order to reclassify 0.50 FTE Electrician position to 0.50 FTE SCADA
Technician position based on a reclassification study conducted by the People Strategies and
Operations Department.
Salary & Benefits 5,044 Increase salaries and benefits in order to reclassify 1.00 FTE Electrician - Lead position to an Electric
Metering Technician - Lead position based on a reclassification study conducted by the People
Strategies and Operations Department.
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
3/12/2014
Enterprise Funds 2012
18
ATTACHMENT A, EXHIBIT 1
Category Amount Description
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
Salary & Benefits 10,071 Increase salaries and benefits in order to reclassify 2.00 FTE Electrician positions to Electric Metering
Technician positions based on a reclassification study conducted by the People Strategies and
Operations Department.
Salary & Benefits 36,626 Increase salaries and benefits in order to reclassify 5.90 FTE Electrician positions to Electric
Substation Technician positions based on a reclassification study conducted by the People Strategies
and Operations Department.
Salary & Benefits 19,435 Increase salaries and benefits in order to reclassify 2.00 FTE Electrician - Lead positions to Electric
Substation Technician - Lead positions based on a reclassification study conducted by the People
Strategies and Operations Department.
CIP (2,080,000) Changes in CIP Projects (See Attachment A, Exhibit 2 for more detail)
Commodity Purchases (2,413,400) Decreases funding for electricity commodities purchases by $2.4 million due to lower than estimated
renewable energy and transmission costs, as well as lower than forecasted customer needs. The
Department originally budgeted $73.5 million in FY 2014 to purchase electricity from various sources;
however, two renewable energy providers were replaced with lower cost providers. Also
transmission charge costs did not increase as much as originally estimated, so it is recommended to
lower the funding need to $71.4 million.
Allocated Charges 29,868 Increase allocated charges for Printing and Mailing services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 16,438 Increase allocated charges for Vehicle Replacement services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 6,402 Increase allocated charges for Information Technology (IT) services to refund the Utilities
Administration Fund.
Facilities Rent 40,956 Increases funding for Facilities Rent for increased rent costs for space at City facilities owned by the
General Fund.
Use Changes (4,302,890)
Net Changes To (From) Reserves (138,024)
Fund Balancing Entries
(138,024)Change in Fund Balance
Total Electric Fund (138,024)
FIBER OPTICS FUND
Transfer from Technology
Fund
204 Return of funding from Technology CIPs TE-11005 Implementation of Restructured Tiered Rates on
Bills ($9) and TE-07000 Enterprise Application Infrastructure Upgrade ($195).
Source Changes 204
Salary & Benefits 6,606 Increase salaries and benefits in order to reclassify 2.00 FTE Electrician positions to Traffic and Fiber
Technician positions based on a reclassification study conducted by the People Strategies and
Operations Department.
Allocated Charges 1,018 Increase allocated charges for Printing and Mailing services ($644) and Information Technology (IT)
services ($374) to refund the Utilities Administration Fund.
Facilities Rent 22,973 Increases funding for Facilities Rent for increased rent costs for space at City facilities owned by the
General Fund.
Use Changes 30,597
Net Changes To (From) Reserves (30,393)
Fund Balancing Entries
(30,393)Change in Fund Balance
Total Fiber Optics Fund (30,393)
3/12/2014
Enterprise Funds 2012
19
ATTACHMENT A, EXHIBIT 1
Category Amount Description
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
GAS FUND
Transfer from Technology
Fund
151,330 Return of funding from Technology CIPs TE-11005 Implementation of Restructured Tiered Rates on
Bills ($42,756), TE-07000 Enterprise Application Infrastructure Upgrade ($86,074), and TE-02013
Institutional Network ($22,500).
Source Changes 151,330
Salary & Benefits 875 Increase salaries and benefits in order to reclassify 0.10 FTE Electrician - Lead position to SCADA
Technician position based on a reclassification study conducted by the People Strategies and
Operations Department.
Salary & Benefits 4,069 Increase salaries and benefits in order to reclassify 0.10 FTE Electrician position to Electric Substation
Technician position based on a reclassification study conducted by the People Strategies and
Operations Department.
Salary & Benefits 1,202 Increase salaries and benefits in order to reclassify 0.10 FTE Electrician position to SCADA Technician
position based on a reclassification study conducted by the People Strategies and Operations
Department.
CIP (1,185,000) Changes in CIP Projects (See Attachment A, Exhibit 2 for more detail)
Allocated Charged 9,742 Increase allocated charges for Printing and Mailing services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charged 9,773 Increase allocated charges for Vehicle Replacement services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 2,952 Increase allocated charges for Information Technology (IT) services to refund the Utilities
Administration Fund.
Facilities Rent 189,249 Increase funding for Facilities Rent for increased rent costs for space at City facilities owned by the
General Fund.
Use Changes (967,138)
Net Changes To (From) Reserves 1,118,468
Fund Balancing Entries
1,118,468 Change in Fund Balance
Total Gas Fund 1,118,468
Revenue 42,242 Return of funding from Technology CIPs TE-11005 Implementation of Restructured Tiered Rates on
Bills ($5,849), TE-07000 Enterprise Application Infrastructure Upgrade ($27,393), and TE-02013
Institutional Network ($9,000).
Revenue (588,000) Decreases Commercial Retail sales revenue by $588,000 as a result of the switch to winter-base
billing for commercial customers in FY 2014. The Department originally budgeted approximately $6.7
million in Commercial Retail sales revenue in FY 2014 with a full year average-base; however,
commercial sewer bills are now based on the previous winter's water consumption, so it is
recommended to lower the estimated revenue to $6.2 million.
Source Changes (545,758)
CIP (150,000) Changes in CIP Projects (See Attachment A, Exhibit 2 for more detail)
Facilities Rent 95,366 Increase funding for Facilities Rent for increased rent costs for space at City facilities owned by the
General Fund.
Allocated Charged 7,257 Increase allocated charges for Vehicle Replacement services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charged 4,175 Increase allocated charges for Printing and Mailing services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 1,674 Increase allocated charges for Information Technology (IT) services to refund the Utilities
Administration Fund.
Use Changes (41,528)
Net Changes To (From) Reserves (504,230)
WASTEWATER COLLECTION FUND
3/12/2014
Enterprise Funds 2012
20
ATTACHMENT A, EXHIBIT 1
Category Amount Description
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
Fund Balancing Entries
(504,230)Change in Fund Balance
Total Wastewater Collection Fund (504,230)
WATER FUND 7
Revenue 87,888 Return of funding from Technology CIPs TE-11005 Implementation of Restructured Tiered Rates on
Bills ($24,784), TE-07000 Enterprise Application Infrastructure Upgrade ($45,104), and TE-02013
Institutional Network ($18,000).
Source Changes 87,888
Salary & Benefits 3,502 Increase salaries and benefits in order to reclassify 0.40 FTE Electrician - Lead position to SCADA
Technician position based on a reclassification study conducted by the People Strategies and
Operations Department.
Salary & Benefits 4,809 Increase salaries and benefits in order to reclassify 0.40 FTE Electrician position to SCADA Technician
position based on a reclassification study conducted by the People Strategies and Operations
Department.
CIP 2,300,000 Changes in CIP Projects (See Attachment A, Exhibit 2 for more detail)
Utility Purchases (856,600) Decreases funding for water purchases by $856,000 due to a one-year discount on San Francisco
Public Utilities Commission (SFPUC) bills for all Bay Area Water Supply and Conservation Agency
(BAWSCA) agencies to return funds accumulated in an SFPUC balancing account. The Department
originally budgeted $16.7 million in FY 2014 to purchase water; however, with this discount it is
recommended to lower the funding need to $15.9 million.
Allocated Charged 11,331 Increase allocated charges for Printing and Mailing services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charged 7,527 Increase allocated charges for Vehicle Replacement services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 2,669 Increase allocated charges for Information Technology (IT) services to refund the Utilities
Administration Fund.
Facilities Rent 223,813 Increase funding for Facilities Rent for increased rent costs for space at City facilities owned by the
General Fund.
Use Changes 1,697,051
Net Changes To (From) Reserves (1,609,163)
Fund Balancing Entries
(1,609,163)Change in Fund Balance
Total Water Fund (1,609,163)
REFUSE FUND
Transfer from Storm
Drainage Fund
35,615 Transfer of funding from the Storm Fund to account for debris that is collected from the cleaning of
catch basins and streets.
Transfer from Technology
Fund
88,572 Return of funding from Technology CIPs TE-11005 Implementation of Restructured Tiered Rates on
Bills ($10,867), TE-07000 Enterprise Application Infrastructure Upgrade ($64,205), and TE-02013
Institutional Network ($13,500).
Source Changes 124,187
CIP (2,074,380) Changes in CIP Projects (See Attachment A, Exhibit 2 for more detail)
Allocated Charged 11,359 Increase allocated charges for Printing and Mailing services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charged 11,393 Increase allocated charges for Vehicle Replacement services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 3,819 Increase the allocated charges for Information Technology (IT) services based on increased rent costs
for space at City facilities owned by the General Fund, $10,971. This increase is partially offset by
$7,152 to adjust for the reduction of a Technologist position approved as part of the FY 2014
Adopted Budget; however, the corresponding budgets for departmental charges were not adjusted
at that time. These adjustments will ensure that the budget for allocated charges is in alignment
with budgeted costs in the Technology Fund.
Facilities Rent 26,606 Increase funding for Facilities Rent for increased rent costs for space at City facilities owned by the
General Fund.
3/12/2014
Enterprise Funds 2012
21
ATTACHMENT A, EXHIBIT 1
Category Amount Description
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
Use Changes (2,021,203)
Net Changes To (From) Reserves 2,145,390
Fund Balancing Entries
2,145,390 Change in Fund Balance
Total Refuse Fund 2,145,390
STORM DRAINAGE FUND
Transfer from Technology
Fund
13,723 Return of funding from Technology CIPs TE-11005 Implementation of Restructured Tiered Rates on
Bills ($2,323), TE-07000 Enterprise Application Infrastructure Upgrade ($6,900), and TE-0213
Institutional Network ($4,500).
Source Changes 13,723
Transfer to Refuse Fund 35,615 Establishes a transfer to the Refuse Fund to account for disposal of debris that is collected from
cleaning catch basins and streets.
Allocated Charges 1,427 Increase allocated charges for Printing and Mailing services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 2,227 Increase allocated charges for Vehicle Replacement services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 2,381 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $6,838. This increase is partially offset by $4,457
to adjust for the reduction of a Technologist position approved as part of the FY 2014 Adopted
Budget; however, the corresponding budgets for departmental charges were not adjusted at that
time. These adjustments will ensure that the budget for allocated charges is in alignment with
budgeted costs in the Technology Fund.
Facilities Rent 33,102 Increase funding for Facilities Rent for increased rent costs for space at City facilities owned by the
General Fund.
Use Changes 74,752
Net Changes To (From) Reserves (61,029)
Fund Balancing Entries
(61,029)Change in Fund Balance
Total Storm Drainage Fund (61,029)
3/12/2014
Enterprise Funds 2012
22
ATTACHMENT A, EXHIBIT 1
Category Amount Description
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
Transfer from Technology
Fund
58,660 Return of funding from Technology CIPs TE-07000 Enterprise Application Infrastructure Upgrade
($31,660) and TE-0213 Institutional Network ($27,000).
Source Changes 58,660
Allocated Charged 2,157 Increase allocated charges for Printing and Mailing services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charged 1,168 Increase allocated charges for Vehicle Replacement services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 7,547 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $21,679. This increase is partially offset by
$14,132 to adjust for the reduction of a Technologist position approved as part of the FY 2014
Adopted Budget; however, the corresponding budgets for departmental charges were not adjusted
at that time. These adjustments will ensure that the budget for allocated charges is in alignment
with budgeted costs in the Technology Fund.
Use Changes 10,872
Net Changes To (From) Reserves 47,788
Fund Balancing Entries
47,788 Change in Fund Balance
Total Wastewater Treatment Fund 47,788
WASTEWATER TREATMENT FUND
3/12/2014
Enterprise Funds 2012
23
ATTACHMENT A, EXHIBIT 1
Category Description
PARKS DEVELOPERS IMPACT FEE FUND
Transfer from CIP
Fund
259,896 Close out of the El Camino Dog Park. As reported in the FY 2013 Year-End Capital Improvement
Program Projects Status matrix, presented to the Finance Committee on November 19, 2013, an
environmental analysis of this project determined that the El Camino Dog Park project was not
viable. Funds were initially transferred from this fund to the Capital Improvement Fund for the
project, and this action reflects the return of funds from the Capital Improvement Fund.
259,896
259,896
COMMUNITY CENTERS DEVELOPERS IMPACT FEE FUND
Transfer to CIP Fund 16,000 Transfer to the Capital Improvement Fund to cover cost overages associated with acquiring
computer hardware.
16,000
16,000
Contract Services (106,700) Technical adjustment to reduce the allocation for contract services. They FY 2014 budget included
an allocation for façade improvements at the Cowper/Webster Garage. The City Council approved
this project in FY 2012, and directed the funding come from the Capital Improvements Fund with a
50% reimbursement from this fund over FYs 2013 and 2014. The funding for this repayment was
inadvertently allocated to contract services. This adjustment will reduce the allocation for contract
services, and a corresponding adjustment in this report will establish a transfer to the Capital
Improvements Fund.
Transfer to the Capital
Improvements Fund
106,700 Establishes a Transfer to the Capital Improvements Fund in order to reimburse the fund for capital
repairs at the Cowper/Webster Garage, as described above.
Contract Services
(10,300) Reduces the allocation for contract services. When the budget for FY 2014 was developed, the
budget for the lighting maintenance contract was not allocated correctly between this fund and the
California Avenue Parking Permit Fund. This action adjusts the budget for contract services in this
fund. A corresponding increase to the California Avenue Parking Permit Fund is recommended
elsewhere in this report.
Use Changes (10,300)
10,300
Revenue 6,000 Recognize revenue from the Downtown Business and Professional Association to fund street light
banners for a Martin Luther King Jr. event that took place in August 2013. The funding was received
earlier in FY 2014, and this clean-up action recognizes the revenue along with a corresponding
increase to contract services expenses.
6,000
Contract Services 6,000 Increase contract services funding for a vendor to hang streetlight banners for a Martin Luther King
Jr. event that took place in August 2013. This clean-up action, along with a corresponding increase to
revenue from the Downtown Business and Professional Association will allow the vendor costs to be
charged to the Downtown Business Improvement District Fund.
6,000
Use Changes
-
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
SPECIAL REVENUE FUNDS
Amount
Source Changes
Net Changes To (From) Reserves
Net Changes To (From) Reserves
Source Changes
DOWNTOWN BUSINESS IMPROVEMENT DISTRICT FUND
UNIVERSITY AVENUE PARKING PERMIT FUND
Net Changes To (From) Reserves
Use Changes
Net Changes To (From) Reserves
3/12/2014
Other Funds 2012
24
ATTACHMENT A, EXHIBIT 1
Category Description
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
Amount
Operating Transfer (1,300,000) Technical correction to eliminate the budgeted transfer to the Stanford University Medical Center
Fund. In FY 2013 a loan from the Stanford University Medical Center Fund to the Residential Housing
In-Lieu Fee Fund was approved in the amount of $2.6 million for the Maybell project. The FY 2014
budget included the first of two $1.3 million loan repayments. These loan repayments will no longer
be required, as the funding was never transferred from the Stanford University Medical Center Fund.
Use Changes (1,300,000)
1,300,000
Operating Transfer (1,300,000) Technical correction to eliminate the budgeted transfer from the Residential Housing In Lieu Fee
Fund. In FY 2013 a loan from the Stanford University Medical Center Fund to the Residential Housing
In-Lieu Fee Fund was approved in the amount of $2.6 million for the Maybell project. The FY 2014
budget included the first of two $1.3 million loan repayments. These loan repayments will no longer
be required, as the funding was never transferred to the Residential Housing In Lieu Fee Fund.
(1,300,000)
(1,300,000)
Contract Services 10,300 Increases the allocation for contract services. When the budget for FY 2014 was developed, the
budget for the lighting maintenance contract was not allocated correctly between this fund and the
University Avenue Parking Permit Fund. This action adjusts the budget for contract services in this
fund. A corresponding decrease to the University Avenue Parking Permit Fund is recommended
elsewhere in this report.
Use Changes 10,300
10,300
Revenue 154,440 Increase revenue from various departments' allocated charges for print and mail services to fund
increased rent costs for space at City facilities occupied by Print and Mail staff and owned by the
General Fund.
Source Changes 154,440
Allocated Charges 1,129 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund.
Facilities Rent 154,440 Increase funding for Facilities Rent for increased rent costs for space at City facilities owned by the
General Fund.
Use Changes 155,569
1,129
CALIFORNIA AVENUE PARKING PERMIT FUND
RESIDENTIAL HOUSING IN LIEU FEE FUND
Net Changes To (From) Reserves
Net Changes To (From) Reserves
INTERNAL SERVICE FUNDS
STANFORD UNIVERSITY MEDICAL CENTER FUND
Source Changes
Net Changes To (From) Reserves
PRINT AND MAIL SERVICES FUND
Net Changes To (From) Reserves
3/12/2014
Other Funds 2012
25
ATTACHMENT A, EXHIBIT 1
Category Description
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
Amount
Revenue 107,797 Increase revenue from various departments' allocated charges for vehicle replacement services to
fund increased rent costs for space at City facilities occupied by fleet staff and owned by the General
Fund.
Revenue from
Stanford for Fire Svcs
19,155 Stanford's portion of the Fire Department Vehicle Replacement (VR-13000)
Source Changes 126,952
Facilities Rent 107,797 Increase funding for Facilities Rent for increased rent costs for space at City facilities owned by the
General Fund.
Contract Services 32,100 Provides funding for an upgrade to the equipment management software program used to track all
vehicle-related equipment.
Allocated Charges 268 Increase allocated charges for Printing and Mailing services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 2,172 Increase allocated charges for Information Technology (IT) services based on increased rent costs for
space at City facilities owned by the General Fund, $6,238. This increase is partially offset by $4,066
to adjust for the reduction of a Technologist position approved as part of the FY 2014 Adopted
Budget; however, the corresponding budgets for departmental charges were not adjusted at that
time. These adjustments will ensure that the budget for allocated charges is in alignment with
budgeted costs in the Technology Fund.
Use Changes 142,337
(15,385)
Contract Services 50,000 Replenish funds for Bartel Actuarial Contract
Use Changes 50,000
(50,000)
VEHICLE REPLACEMENT FUND
Net Changes To (From) Reserves
GENERAL BENEFITS FUND
Net Changes To (From) Reserves
3/12/2014
Other Funds 2012
26
ATTACHMENT A, EXHIBIT 1
Category Description
CITY OF PALO ALTO
MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2014 ADOPTED BUDGET
Amount
Revenue 224,280 Increase revenue from various departments' allocated charges for Information Technology (IT)
services to fund increased rent costs for space at City facilities occupied by IT staff and owned by the
General Fund.
Revenue from
Stanford for Fire Svcs
53,870 Stanford's portion of the Radio Infrastructure Replacement CIP (TE-05000) $16,483 and Computer
Aided Dispatch Replacement CIP (TE-09000) $37,387
Source Changes 278,150
Facilities Rent 224,280 Increase funding for Facilities Rent for increased rent costs for space at City facilities owned by the
General Fund.
Allocated Charges 302 Increase allocated charges for Printing and Mailing services based on increased rent costs for space
at City facilities owned by the General Fund.
Allocated Charges 168 Increase allocated charges for Printing and Mailing services based on increased rent costs for space
at City facilities owned by the General Fund.
CIP (1,265,991) Changes in CIP Projects (See Attachment A, Exhibit 2 for more detail)
Transfer to Electric
Fund
388,586 Close TE-11005 (implementation of Restructured Tiered Rates on Bills), TE-07000 (Enterprise
Application Infrastructure Upgrade), and TE-02013 (Institutional Network)
Transfer to Fiber
Optics Fund
204 Close TE-11005 (implementation of Restructured Tiered Rates on Bills), TE-07000 (Enterprise
Application Infrastructure Upgrade), and TE-02013 (Institutional Network)
Transfer to Gas Fund 151,330 Close TE-11005 (implementation of Restructured Tiered Rates on Bills), TE-07000 (Enterprise
Application Infrastructure Upgrade), and TE-02013 (Institutional Network)
Transfer to Refuse
Fund
88,572 Close TE-11005 (implementation of Restructured Tiered Rates on Bills), TE-07000 (Enterprise
Application Infrastructure Upgrade), and TE-02013 (Institutional Network)
Transfer to Storm
Fund
13,723 Close TE-11005 (implementation of Restructured Tiered Rates on Bills), TE-07000 (Enterprise
Application Infrastructure Upgrade), and TE-02013 (Institutional Network)
Transfer to
Wastewater
Collection Fund
42,242 Close TE-11005 (implementation of Restructured Tiered Rates on Bills), TE-07000 (Enterprise
Application Infrastructure Upgrade), and TE-02013 (Institutional Network)
Transfer to
Wastewater
Treatment Fund
58,660 Close TE-11005 (implementation of Restructured Tiered Rates on Bills), TE-07000 (Enterprise
Application Infrastructure Upgrade), and TE-02013 (Institutional Network)
Transfer to Water
Fund
87,888 Close TE-11005 (implementation of Restructured Tiered Rates on Bills), TE-07000 (Enterprise
Application Infrastructure Upgrade), and TE-02013 (Institutional Network)
Transfer to General
Fund
431,887 Close TE-11005 (implementation of Restructured Tiered Rates on Bills), TE-07000 (Enterprise
Application Infrastructure Upgrade), and TE-02013 (Institutional Network)
Use Changes 221,851
56,299
INFORMATION TECHNOLOGY FUND
Net Changes To (From) Reserves
3/12/2014
Other Funds 2012
27
Attachment A, Exhibit 2
Project Funding
Title Number Revenue Expense Source Comments
PROJECT COMPLETIONS
Junior Museum and Zoo Perimeter Fence AC-12001 $ - $ (18,899) Infrastructure Reserve Removes remaining funding due to the completion
of the project.
ALS EKG Monitor Replacement FD-12000 $ - $ (6,966) Infrastructure Reserve Removes remaining funding due to the completion
of the project.
San Antonio Road Median Improvements PE-00104 $ - $ (67,893) Infrastructure Reserve Removes remaining funding due to the completion
of the project.
Downtown Tree Grates PO-10002 $ - $ (261,985) Infrastructure Reserve Removes remaining funding due to the completion
of the project.
University Avenue Gateway PE-06005 $ - $ (4,128) Infrastructure Reserve Removes remaining funding due to the completion
of the project.
Lytton Plaza Renovation PE-08004 $ - $ (15,474) Infrastructure Reserve Removes remaining funding due to the completion
of the project.
Greer Park Phase IV PE-09002 $ - $ (2,669) Infrastructure Reserve Removes remaining funding due to the completion
of the project.
Downtown Library Improvements PE-09005 $ - $ (614) Infrastructure Reserve Removes remaining funding due to the completion
of the project.
Tree Wells University Avenue PE-12002 $ - $ (15,504) Infrastructure Reserve Removes remaining funding due to the completion
of the project.
Alma Guardrail PE-12009 $ - $ (82,280) Infrastructure Reserve Removes remaining funding due to the completion
of the project.
University Avenue Pedestrian/Bicycle Underpass
Rehabilitation
PE-13022 $ - $ (33,968) Infrastructure Reserve Removes remaining funding due to the completion
of the project.
Lot J Structure Repair PF-10002 $ - $ (168,580) Infrastructure Reserve Removes remaining funding due to the completion
of the project.
City-Wide Backflow Preventer Installation PF-12004 $ - $ (149,357) Infrastructure Reserve Removes remaining funding due to the completion
of the project.
Cogswell Plaza Improvement PG-11001 $ - $ (11,231) Infrastructure Reserve Removes remaining funding due to the completion
of the project.
Subtotal - Project Completions $ - $ (839,548)
FUNDING REALIGNMENTS
Open Space Trails and Amenities OS-00001 $ (45,000) Infrastructure Reserve Reduces funding in this annually recurring project
due to high level of carryover funds from prior
years. Remaining funds will be sufficient to
complete planned replacements and installations of
drinking fountains, BBQs, picnic tables, and
memorial benches, as well as allow for other
various maintenance efforts.
Foothills Park Road OS-07000 $ (125,000) Infrastructure Reserve Removes remaining funding in this non-recurring
project. The majority of the project has been
completed. While some repairs are still required,
they have been deemed less significant than other
needs within the fund.
Roofing Replacement PF-00006 $ (100,000) Infrastructure Reserve Reduces funding in this annually recurring project
due to high level of carryover funds from prior
years. Remaining funding in the project is sufficient
to complete planned projects for FY 2014.
Roth Building Maintenance PF-07011 $ (200,000) Infrastructure Reserve Reduces funding in this non-recurring project as the
remaining funding is sufficient to address the
anticipated expenses.
Benches, Signage, Fencing, Walkways, and
Perimeter Landscaping
PG-06003 $ (85,000) Infrastructure Reserve Reduces funding in this annually recurring project
due to high level of carryover funds from prior
years. No impacts are anticipated as a result of this
action.
Park and Open Space Emergency Repairs PG-09002 $ (15,000) Infrastructure Reserve Reduces funding in this annually recurring project
due to high level of carryover funds from prior
years. No impacts are anticipated as a result of this
action.
Golf Course Tree Maintenance PG-12002 $ (79,182) Infrastructure Reserve Removes remaining funds for this non-recurring
project. Upon the reopening of the golf course, a
new funding source for this operating cost will need
to be identified.
Street Lights Improvements Adjustment PO-05054 $ (150,000) Infrastructure Reserve Reduces funding in this annually recurring project
due to high level of carryover funds from prior
years. No impacts are anticipated as a result of this
action.
FY 2014 CIP Mid-Year Adjustments
CAPITAL PROJECT FUND
3/12/201428
Attachment A, Exhibit 2
Project Funding
Title Number Revenue Expense Source Comments
FY 2014 CIP Mid-Year Adjustments
Sign Reflectivity Upgrades PO-11000 $ (46,000) Infrastructure Reserve Reduces funding in this annually recurring project
due to high level of carryover funds from prior
years. No impacts are anticipated as a result of this
action.
Thermoplastic Lane Marking and Striping
Adjustments
PO-11001 $ (150,000) Infrastructure Reserve Reduces funding in this annually recurring project
due to high level of carryover funds from prior
years. No impacts are anticipated as a result of this
action.
Curb and Gutter Repairs PO-12001 $ (100,000) Infrastructure Reserve Reduces funding in this annually recurring project
due to high level of carryover funds from prior
years. While fewer repairs may ultimately be
completed, this portion of the current year funding
was not yet dedicated to specific repairs and there
is an ongoing funding source for these types of
repairs.
Subtotal - Funding Realignment $ - $ (1,095,182)
STRATEGIC ADJUSTMENTS
Baylands Interpretive Center Improvements and
Boardwalk Repair
PE-14018 $ - $ 20,000 Infrastructure Reserve Increases funding in this project to begin
preparation of a structural evaluation and feasibility
study assessing boardwalk repair and/or
replacement to inform whether future design and
construction funding is needed.
Park Restroom Installation PE-06007 $ (450,000) Infrastructure Reserve Removes remaining funding due to the completion
of the Briones Park restroom. Additional funding
was intended for future installations of restrooms in
parks, however funding is recommended to be
removed at this time as a prioritized list of parks
that should have restrooms has yet to be developed
as part of the Parks Master Plan process. The plan
will prioritize the restroom needs along with other
park infrastructure needs.
Police Building Project PE-98020 $ (61,452) Infrastructure Reserve Removes remaining funding for this project, as the
original scope of the project is complete or no
longer applicable. New funding for planning and
design of a public safety building will be requested
as part of the current infrastructure funding process.
Cubberley Restroom Repairs PF-06004 $ (297,678) Infrastructure Reserve Removes remaining funding as infrastructure
improvements will be addressed as part of a
broader assessment of Cubberley Community
Center needs subsequent to the resolution of the
Cubberley lease agreement.
Subtotal - Strategic Adjustments -$ (789,130)$
PROJECT CANCELLATIONS
El Camino Dog Park PE-13007 $ (259,896) Transfer to Parks
Development Impact Fee
Fund
As reported in the FY 2013 Year-End Capital
Improvement Program Projects Status matrix,
presented to the Finance Committee on November
19, 2013, an environmental analysis of this project
determined that the project was not viable. As a
result, the project will be closed and the funds will
be returned to the Parks Development Impact Fee
Fund.
Relocate Power Poles PG-12005 $ (100,000) Infrastructure Reserve Removes remaining funding for this non-recurring
project. This project has been open since 2012 and
has not had any expenses. Uncertainty remains on
the future of the site for which this funding was
added, and it is not currently known if the pole will
need to be moved.
Subtotal - Project Cancellations $ - $ (359,896)
PROJECT CONSOLIDATIONS
Children's Theatre Fire/Life Safety Upgrade PF-07003 $ (231,580) Infrastructure Reserve Removes remaining funding in this project. No
impacts are anticipated as funding for this project
was included in the Lucie Stern Buildings
Mechanical/Electrical Upgrades Project (PE-14015)
as part of the FY 2014 Adopted Budget.
3/12/201429
Attachment A, Exhibit 2
Project Funding
Title Number Revenue Expense Source Comments
FY 2014 CIP Mid-Year Adjustments
Children's Theatre Improvements PF-09000 $ (287,828) Infrastructure Reserve Removes remaining funding in this project. No
impacts are anticipated as funding for this project
was included in the Lucie Stern Buildings
Mechanical/Electrical Upgrades Project (PE-14015)
as part of the FY 2014 Adopted Budget.
Lucie Stern Mechanical System Upgrades PF-13001 $ (100,000) Infrastructure Reserve Removes remaining funding in this project. No
impacts are anticipated as funding for this project
was included in the Lucie Stern Buildings
Mechanical/Electrical Upgrades Project (PE-14015)
as part of the FY 2014 Adopted Budget.
LATP Site Development PO-12002 $ (174,578) Infrastructure Reserve Removes remaining funding for this project. No
impacts are anticipated, as funding for the LATP is
available in the LATP Site Development
Preparation and Security Improvements Project (PE-
14010).
Subtotal - Project Consolidations $ - $ (793,986)
REVENUE AND ALTERNATIVE FUNDING
SOURCES
Thermal Imaging Infrared Long Range CCTV
Cameras
FD-12000 $ 129,479 $ - Charges for Service Increases revenue for Charges for Service to
recognize reimbursement from Stanford for its
portion (25%) of the Thermal Imaging Infrared Long
Range CCTV Cameras CIP based on the Fire
Safety Services contract between Stanford and
Palo Alto.
Bicycle & Pedestrian Transportation Plan PL-04010 $ 1,200,000 $ - Transfer from the Stanford
University Medical Center
Fund
Transfer from the Stanford University Medical
Center (SUMC) Fund for the Bicycle & Pedestrian
Transportation Plan. During the FY 2014 budget
process, a decision was made to fund this project
out of the Infrastructure Reserve, rather than
SUMC, as had been proposed by staff. The City
Council wanted to ensure that a policy was
developed for expending the SUMC funds before
committing the funds. After being reviewed by the
Policy and Services Committee, the City Council
voted to utilize SUMC funds for infrastructure
projects recommended by the Infrastructure
Committee. The Bicycle and Pedestrian
Transportation Plan is included on the list of
infrastructure projects.
PF-10002 $ 106,700 $ - Transfer from the University
Avenue Parking Permit Fund
Transfer from the University Avenue Parking Permit
Fund for improvements at the Cowper/Webster
Garage. In 2012 the City Council approved a
project that would bring the railings in the garage to
the current building code and remove deteriorating
wood trellis elements on the garage facades. The
project was to be funded by the Infrastructure
Reserve, with a 50% reimbursement to be allocated
in fiscal years 2013 and 2014 from the University
Avenue Parking Permit Fund. This technical
adjustment recognizes the second year of this
reimbursement as a transfer from the University
Avenue Parking Permit Fund.
Furniture & Technology for Measure N (Mitchell
Park)
LB-11000 $ 16,000 $ 16,000 Infrastructure Reserve Transfer from the Community Center Development
Impact Fee Fund to cover cost overages associated
with acquiring computer hardware.
Subtotal - Revenue and Alternative
Funding Sources
$ 1,452,179 $ 16,000
TOTAL GENERAL FUND CIP MID-YEAR
ADJUSTMENTS
$ 1,452,179 $ (3,861,742)
3/12/201430
Attachment A, Exhibit 2
Project Funding
Title Number Revenue Expense Source Comments
FY 2014 CIP Mid-Year Adjustments
ADDITIONAL APPROPRIATIONS
Electric Customer Connections EL-89028 $ - $ 1,600,000 Electric Fund Distribution
RSR
Increases the annual recurring project that funds
new electric customer connections and upgrades to
existing electrical services. The project has $2.3
million in FY 2014, but an additional $1.6 million is
recommended due to higher customer demand for
connection to electric services than originally
anticipated. The Department assumed historical
connection service levels in FY 2014; however, as a
result of increased development and customer
demand, a higher number of connections are
anticipated to be needed.
E. Charleston 4/12 kV Conversion EL-08000 $ - $ 100,000 Electric Fund Distribution
RSR
Increases the one-time project to rebuild of the
utility electric distribution system in the vicinity of
Middlefield Road and East Charleston Road. The
project has $314,000 in FY 2014, but field
inspections determined that an additional $100,000
is needed to replace more equipment than originally
anticipated in the project scope.
El Camino Underground Rebuild EL-05000 $ - $ 75,000 Electric Fund Distribution
RSR
Increases the one-time project to rebuild the utility
electric distribution system on El Camino Real from
West Charleston to San Antonio Avenue. The
project has $396,000 in FY 2014, but an additional
$75,000 is recommended for additional
substructure work needed to complete the project
as designed.
Communications System Improvements EL-89031 $ - $ 60,000 Electric Fund Distribution
RSR
Increases the annual recurring project that funds
the installation of communication lines (copper wire,
coaxial cable, fiber optic cable, and related
equipment) that support a variety of City Services.
The project has $30,000 in FY 2014, but an
additional 60,000 is recommended due to
unanticipated work to replace the pilot wire
communications between the Adobe Creek and
Maybell substations. The pilot wire is necessary to
ensure reliability of the electric transmission system
as it provides the means to isolate outages on the
transmission system.
SCADA System Upgrades EL-02010 $ - $ 30,000 Electric Fund Distribution
RSR
Increases the annual recurring project that funds
hardware and software upgrades to the Supervisory
Control and Data Acquisition (SCADA) system that
monitors the city's electric, water, and gas utility
systems. The project has $149,000 in FY 2014, but
an additional $30,000 is recommended to cover
internal staff time for contractor oversight, system
troubleshooting, training, and miscellaneous
materials.
Total $ - $ 1,865,000
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
ELECTRIC FUND
3/12/201431
Attachment A, Exhibit 2
Project Funding
Title Number Revenue Expense Source Comments
FY 2014 CIP Mid-Year Adjustments
Streetlight System Conversion Project EL-10009 $ - $ (1,400,000) Electric Fund Distribution
RSR
Decreases the funding for the Streetlight System
Conversion Project, because there is adequate
funding to complete Phase III of the project. This
project was originally intended to convert the
remaining 3,500 streetlights to LED fixtures
streetlights; however, due to the different types of
remaining streetlights, Phase III will only replace
2,100 of the "cobra head" fixtures. The scope of
Phase IV is still to be determined as staff needs to
develop viable retrofit options and work with the
Planning Department, the Architectural Review
Board, and residents on acceptable designs. Staff
anticipates bringing that project forward as part of
the FY 2016 CIP development. Approximately
$364,000 will remain to finish Phase III.
Electric System Improvements EL-98003 $ - $ (900,000) Electric Fund Distribution
RSR
Decreases the annual recurring project that funds
smaller or unplanned electric system improvement
projects required to ensure reliable system
operation, but are not significant enough to qualify
as separate CIPs. Due to increased customer
connection work and ongoing budgeted CIPs, the
Department's staff does not have capacity to focus
on these unplanned projects in FY 2014.
W. Charleston/Wilkie Way to South City Limit 4/12
kV Conversion
EL-09004 $ - $ (500,000) Electric Fund Distribution
RSR
Decreases the funding for the West
Charleston/Wilkie 4/12 kV Conversion Project due
to work being substantially complete.
Approximately $135,000 will remain to finish punch-
list items and close-out the project.
Rebuild UG District 17 (Downtown)EL-09003 $ - $ (400,000) Electric Fund Distribution
RSR
Decreases the funding for the Rebuild Underground
District 17 (Downtown) Project due to work being
substantially complete. Approximately $84,000 will
remain to finish punch-list items and close-out the
project.
Reconductor 60kV Overhead Transmission System EL-11015 $ - $ (350,000) Electric Fund Distribution
RSR
Decreases the funding for the Reconductor 60kV
Overhead Transmission System Project due to
work being substantially complete. Approximately
$5,000 will remain to finish punch-list items and
close-out the project.
Hanson Way/Hanover 12kV Ties EL-13004 $ - $ (275,000) Electric Fund Distribution
RSR
Decreases the funding and closes out the Hanson
Way/Hanover 12kV Ties Project, because the
project scope is under review. This project was
intended to install distribution circuit ties between
the two substations to provide operational flexibility;
however, it has been decided that the design needs
to be reviewed and funds will be requested once the
scope is redefined.
Hewlett Subdivision Rebuild Los Trancos Road EL-11004 $ - $ (120,000) Electric Fund Distribution
RSR
Decreases the funding for the Hewlett Subdivision
Rebuild Project due to work being substantially
complete. Approximately $60,000 will remain to
finish punch-list items and close-out the project.
Total $ - $ (3,945,000)
TOTAL ELECTRIC FUND CIP MID-YEAR
ADJUSTMENTS
$ - $ (2,080,000)
ADDITIONAL APPROPRIATIONS
Gas Main Replacement - Project 18 GS-08011 $ - $ 30,000 Gas Fund Distribution RSR Increases the Gas Main Replacement - Project 18
in order to fund close-out costs related to the gas
meter replacement project. This project will be
complete once these funds are appropriated.
Total $ - $ 30,000
GAS FUND
3/12/201432
Attachment A, Exhibit 2
Project Funding
Title Number Revenue Expense Source Comments
FY 2014 CIP Mid-Year Adjustments
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Cooperatively-Owned Backup Generators
(COBUGs)
GS-13003 $ (315,000) Gas Fund Distribution RSR Decreases funding and closes out the COBUG
Project. This project was established to provide
funding for a cooperatively owned back-up
generator; however, the Environmental Protection
Agency (EPA) granted an exemption on the
emissions requirements for gas engines due to low
number of operating hours, so this project is no
longer needed.
Gas Meters and Regulators GS-80019 $ (250,000) Gas Fund Distribution RSR Decreases funding for the annual recurring Gas
Meters and Regulators Project. The Department
estimated installing and replacing 1,200 gas meters
and regulators in FY 2014; however, due to
vacancies in the Gas Meter Shop, and increased
needs for Gas Main Replacement CIPs, gas meter
and regulator installation and replacement will only
take place in emergency situations in FY 2014.
Directional Boring Machine GS-02013 $ (295,000) Gas Fund Distribution RSR Decreases funding for the annual recurring
Directional Boring Machine Project and closes out
this project. The directional boring machine is
scheduled for replacement every three years and it
was originally estimated to cost $400,000; however,
the actual cost came in at $225,000. In the future
the replacement of this machine will be funded
through the Vehicle Replacement Fund.
Approximately $4,000 will remain to close-out the
project.
System Extensions - Unreimbursed GS-03009 $ (200,000) Gas Fund Distribution RSR Decreases funding for the annual recurring System
Extensions - Unreimbursed Project, which replaces
unplanned sections of gas mains that leak or break.
Due to the installation of new polyethylene pipes,
leaks have decreased throughout the gas system,
lowering the need for funding in this project.
Directional Boring Equipment GS-03007 $ (155,000) Gas Fund Distribution RSR Decreases funding and closes out the annual
recurring Directional Boring Equipment Project.
The equipment is scheduled for replacement every
two years, and in the future the replacement of this
equipment will be funded as part of the General
Shop Equipment/Tools CIP.
Total $ - $ (1,215,000)
TOTAL GAS FUND CIP MID-YEAR
ADJUSTMENTS
$ - $ (1,185,000)
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Wastewater System Improvements WC-15002 $ - $ (150,000) Wastewater Fund RSR Decreases the annual recurring project that funds
smaller or unplanned sewer system improvement
projects required to ensure reliable system
operation, but are not significant enough to qualify
as separate CIPs. Due to increased customer
connection work and ongoing budgeted CIPs, the
Department's staff does not have capacity to focus
on these unplanned projects in FY 2014.
TOTAL WASTEWATER COLLECTION FUND CIP
MID-YEAR ADJUSTMENTS
-$ (150,000)$
ADDITIONAL APPROPRIATIONS
WATER FUND
WASTEWATER COLLECTION FUND
3/12/201433
Attachment A, Exhibit 2
Project Funding
Title Number Revenue Expense Source Comments
FY 2014 CIP Mid-Year Adjustments
Water Main Replacement Project 25 WS-11000 $ - $ 2,000,000 Water Fund RSR Increases the Water Main Replacement Project 25
which has $3.4 million in FY 2014. A revised
engineering estimate based on current construction
prices requires an additional $2.0 million to
construct the project as designed. This project will
go out to bid in March 2014.
Seismic Water System Upgrades WS-09000 $ - $ 500,000 Water Fund RSR Increases the Seismic Water Systems Upgrade
Project which has $4.1 million in FY 2014 that was
committed to design and construction of the
reservoirs, but an additional $500,000 is
recommended for inspection and design of the
Boronda reservoir.
Total $ - $ 2,500,000
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Water Meters WS-80015 $ - $ (200,000) Water Fund RSR Decreases funding for water meter installation,
upgrade, and replacement by $200,000 due to the
project having enough carryforward funding from FY
2013 to complete the estimated work in FY 2014.
The Department estimated installation and
replacement of 1,200 water meters in FY 2014, and
is currently on target to complete this work.
Total $ - $ (200,000)
TOTAL WATER FUND CIP MID-YEAR
ADJUSTMENTS
$ - $ 2,300,000
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
LATP Site Development RF-09004 $ (21,349) Refuse Fund Ending Fund
Balance
Removes remaining funding due to the successful
completion of the project, which resulted in State
approval for the remediation of the contaminated
Landfill Closure RF-11001 $ (2,000,000) Refuse Fund Ending Fund
Balance
Reduces the funding available for this project. The
reduction in funding is attributable to anticipated
cost savings for capping the landfill with soil. The
City is not purchasing the soils, but rather receiving
soils that are being generated by private
development. Some of these soils, when subjected
to quality control tests, may fail specifications
resulting in a cost to excavate and remove these
soils. This reduction leaves approximately $1
million available for capping the landfill, however
additional expenses may ultimately be required
depending upon the level of soil excavation and
mediation.
Drying Beds, Material Storage, and Transfer Area RF-10003 $ (53,031) Refuse Fund Ending Fund
Balance
Removes remaining funding due to the completion
of the project.
TOTAL REFUSE FUND CIP MID-YEAR
ADJUSTMENTS
-$ (2,074,380)$
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Institutional Network (I-Net)TE-02013 $ (575,887) Various Enterprise
Funds/General Fund
The I-Net Project was established in order to create
a fiber-optic network designed to connect all major
City facilities, such as City Hall, Libraries,
Community Centers, Fire Stations and Schools.
The project is recommended to be closed, with the
funds returned to the original funding sources, as
the objectives of the CIP have been met.
TECHNOLOGY FUND
REFUSE FUND
3/12/201434
Attachment A, Exhibit 2
Project Funding
Title Number Revenue Expense Source Comments
FY 2014 CIP Mid-Year Adjustments
Collections Software TE-10000 $ (2,900) Technology Fund This project was created to purchase and
implement an automated collection system for
managing and collecting accounts receivable
invoices. The objectives of the project have been
met, and therefore the project is recommended to
be closed. Remaining funds will be returned to the
Information Technology Fund Balance.
Implementation of Restructured Tiered Rates on
Bills
TE-11005 $ (190,000) Various Enterprise Funds The CIP was primarily designed to support time
differentiated rate structures (on the invoice) in
anticipation of interval meter data provided by
Smart Grid technology. With the overall Smart Grid
project still in the pilot phase, no clear direction has
been determined and, therefore, long-term
requirements cannot be addressed at this point. As
a result, the project is recommended to be closed,
with remaining funds being returned to the original
funding sources.
Enterprise Application Infrastructure Upgrade TE-07000 $ (497,204) Various Enterprise Funds This project was created to put into place the
hardware, software, and training for web
applications such as Customer Relationship
Management, Employee Self Service, and Manager
Self Service. The objectives of the project have
been met, therefore the project is recommended to
be closed, with remaining funds being returned to
the original funding sources.
TOTAL TECHNOLOGY FUND CIP MID-YEAR
ADJUSTMENTS
(1,265,991)$
3/12/201435
Attachment A, Exhibit 3
Table of Organization
FY 2010
Actuals
FY 2011
Actuals
FY 2012
Actuals
FY 2013
Adopted
Budget
FY 2014
Adopted
Budget
FY 2014
Midyear
Change
FY 2014
Adjusted
GENERAL FUND
Administrative Services
Accountant 2.00 2.00 2.00 2.00 2.00 2.00
Acct Spec 8.00 7.00 7.00 7.00 5.95 5.95
Acct Spec‐Lead 5.00 5.00 5.00 5.00 4.59 4.59
Administrative Assistant 0.93 0.93 0.93 1.00 1.00 1.00
Administrative Associate III 0.96 0.00 1.00 1.00 1.00 1.00
Assistant Director Administrative Services 0.60 0.60 1.50 1.70 1.65 1.65
Budget Officer 0.00 0.00 1.00 0.00 0.00 0.00
Business Analyst 0.10 0.00 0.00 0.00 0.00 0.00
Buyer 1.95 1.95 1.95 1.95 2.00 2.00
Chief Budget Officer 1.00 1.00 1.00 0.00 0.00 0.00
Contracts Administrator 2.00 1.40 1.40 1.40 1.70 1.70
Deputy Director Administrative Services 0.80 0.80 0.00 0.00 0.00 0.00
Director Administrative Services/Chief Financial Officer 0.50 0.50 0.50 0.50 0.70 0.70
Director Office of Management and Budget 0.00 0.00 0.00 1.00 1.00 1.00
Graphic Designer 1.00 1.00 0.00 0.00 0.00 0.00
Manager Accounting 1.00 1.00 1.00 1.00 1.00 1.00
Manager Purchasing & Contract Administration 1.00 1.00 1.00 1.00 1.00 1.00
Manager Real Property 1.00 1.00 1.00 1.00 1.00 1.00
Manager Revenue Collections (2)0.00 0.00 0.00 0.00 0.00 0.90 0.90
Payroll Analyst 2.00 2.00 2.00 2.00 2.00 2.00
Principal Management Analyst 0.00 0.00 0.00 1.00 1.00 1.00
Senior Accountant 3.00 3.00 3.00 3.00 3.00 3.00
Senior Business Analyst 0.20 0.00 0.00 0.00 0.00 0.00
Senior Financial Analyst (1), (2)6.91 5.81 4.91 6.10 5.90 (5.90) 0.00
Senior Management Analyst (1)0.00 0.00 0.00 0.00 0.00 5.00 5.00
Storekeeper 0.00 0.00 0.00 0.00 0.00 0.00
Storekeeper‐L 1.00 1.00 1.00 1.00 1.00 1.00
Supervisor Warehouse 1.00 0.50 0.50 0.50 0.50 0.50
Total Administrative Services 41.95 37.49 37.69 39.15 37.99 0.00 37.99
(1) Title change 5.00 FTE Senior Financial Analyst to Senior Management Analyst
(2) Title change 0.90 FTE Senior Financial Analyst to Manager Revenue Collections
Library
Administrative Assistant 1.00 1.00 1.00 1.00 1.00 1.00
Assistant Director Library Services 1.00 1.00 1.00 1.00 1.00 1.00
Business Analyst (3)1.00 1.00 1.00 1.00 1.00 (1.00) 0.00
Coordinator Library Programs 1.00 1.00 1.00 1.00 1.00 1.00
Director Libraries 1.00 1.00 1.00 1.00 1.00 1.00
Division Head Library Services 1.00 1.00 1.00 1.00 1.00 1.00
Librarian 5.00 5.00 5.00 5.00 5.00 5.00
Library Associate 4.00 4.00 4.00 5.00 5.00 5.00
Library Asst 5.50 5.50 5.50 5.50 5.50 5.50
Management Analyst (3)0.00 0.00 0.00 0.00 0.00 1.00 1.00
Manager Library Services 4.00 4.00 4.00 4.00 4.00 4.00
Library Specialist 8.00 8.00 8.00 7.00 7.00 7.00
Management Assistant 1.00 1.00 1.00 1.00 1.00 1.00
Sr Librarian 8.75 7.75 7.75 7.75 8.25 8.25
Total Library 42.25 41.25 41.25 41.25 41.75 0.00 41.75
(3) Title change 1.00 FTE Business Analyst to Management Analyst
Public Safety
36
Attachment A, Exhibit 3
Table of Organization
FY 2010
Actuals
FY 2011
Actuals
FY 2012
Actuals
FY 2013
Adopted
Budget
FY 2014
Adopted
Budget
FY 2014
Midyear
Change
FY 2014
Adjusted
40‐Hr Training Captain 1.00 1.00 1.00 1.00 1.00 1.00
Administrative Assistant 2.00 1.00 1.00 1.00 2.00 2.00
Administrative Associate II 7.00 7.00 7.00 7.00 6.00 6.00
Animal Control Off 4.50 4.50 4.50 4.50 4.00 4.00
Animal Services Spec 1.00 1.00 0.00 0.00 0.00 0.00
Animal Services Spec II 1.00 1.00 2.00 2.00 2.00 2.00
Assistant Director Technical Services 0.00 0.00 0.00 0.00 0.00 0.00
Assistant Chief of Police 1.00 1.00 1.00 1.00 1.00 1.00
Battalion Chief 56‐Hour Workweek 3.00 3.00 3.00 3.00 3.00 3.00
Business Analyst (4)1.00 1.00 1.00 1.00 2.00 (2.00) 0.00
Code Enforcement Off 1.50 1.00 1.00 1.00 1.00 1.00
Comm Tech 1.00 1.00 1.00 1.00 1.00 1.00
Community Serv Offcr 9.00 8.50 8.50 8.50 8.50 8.50
Deputy Director Technical Services 1.00 1.00 1.00 1.00 1.00 1.00
Court Liaison Officer 1.00 1.00 1.00 1.00 1.00 1.00
Crime Analyst 2.00 1.00 1.00 1.00 1.00 1.00
Deputy Chief/Fire Marshall 0.84 0.84 0.84 0.84 0.84 0.84
Deputy Fire Chief 2.00 2.00 2.00 2.00 2.00 2.00
Emergency Medical Svc Chief 0.00 0.00 0.00 0.00 0.00 0.00
Director Office of Emergency Services 0.00 0.00 1.00 0.00 1.00 1.00
EMS Data Specialist 0.00 0.00 0.00 1.00 1.00 1.00
EMS Manager 1.00 1.00 1.00 1.00 1.00 1.00
Fire Apparatus Op 30.00 30.00 30.00 30.00 30.00 30.00
Fire Captain 27.00 27.00 27.00 21.99 22.00 22.00
Fire Chief 1.00 1.00 1.00 1.00 1.00 1.00
Fire Fighter 45.00 45.00 45.00 40.99 41.00 41.00
Fire Fighter Emt 0.00 0.00 0.00 0.00 0.00 0.00
Fire Inspector 3.00 3.00 3.00 4.00 4.00 4.00
GIS Specialist 0.00 0.00 0.00 1.00 1.00 1.00
Haz Mat Inspector 1.90 1.90 1.90 1.90 1.90 1.90
Haz Mat Spec 0.95 0.00 0.00 0.00 0.00 0.00
Management Analyst (4)0.00 0.00 0.00 0.00 0.00 2.00 2.00
Office of Emergency Services Coordinator 1.00 1.00 1.00 0.00 1.00 1.00
Police Agent 19.00 19.00 19.00 19.00 19.00 19.00
Police Captain 2.00 2.00 2.00 2.00 2.00 2.00
Police Chief 1.00 1.00 1.00 1.00 1.00 1.00
Police Lieut 5.00 5.00 5.00 5.00 5.00 5.00
Police Officer 50.00 49.00 49.00 49.00 50.00 50.00
Police Records Specialist ‐ Lead 1.00 1.00 1.00 1.00 1.00 1.00
Police Records Specialist II 7.00 6.00 6.00 6.00 6.00 6.00
Police Sergeant 14.00 14.00 14.00 14.00 14.00 14.00
Program Assistant 0.00 0.00 0.00 0.00 1.00 1.00
Program Assistant I 0.00 0.00 0.00 0.00 0.00 0.00
Program Assistant II 1.00 1.00 1.00 1.00 1.00 1.00
Program Coordinator 1.00 0.00 0.00 0.00 0.00 0.00
Property Evid Tech 2.00 2.00 2.00 2.00 2.00 2.00
Public Safety Disp 2.00 2.00 2.00 2.00 2.00 2.00
Public Safety Dispatcher ‐ Lead 5.00 5.00 5.00 5.00 4.00 4.00
Public Safety Dispatcher II 14.00 14.00 14.00 14.00 14.00 14.00
Senior Management Analyst 1.00 1.00 1.00 1.00 2.00 2.00
Superintendent Animal Services 1.00 1.00 1.00 1.00 1.00 1.00
Supervisor Animal Services 1.00 1.00 1.00 1.00 0.00 0.00
Supervisor Police Services 3.00 3.00 3.00 3.00 3.00 3.00
Veterinarian 1.00 1.00 1.00 1.00 1.00 1.00
Veterinarian Tech 2.00 2.00 2.00 2.00 2.00 2.00
37
Attachment A, Exhibit 3
Table of Organization
FY 2010
Actuals
FY 2011
Actuals
FY 2012
Actuals
FY 2013
Adopted
Budget
FY 2014
Adopted
Budget
FY 2014
Midyear
Change
FY 2014
Adjusted
Volunteer Coord 0.50 0.50 0.50 0.50 0.00 0.00
Total Public Safety 284.19 277.24 278.24 270.22 273.24 0.00 273.24
(4) Title change 2.00 FTE Business Analyst to Management Analyst
Public Works
Accountant 0.02 0.02 0.02 0.00 0.00 0.00
Acct Spec 0.04 0.04 0.04 0.00 0.00 0.00
Administrative Assistant 1.00 1.00 1.00 1.00 1.00 1.00
Administrative Associate I 1.70 1.70 0.70 0.50 0.60 0.60
Administrative Associate II 1.80 1.80 1.80 2.85 2.65 2.65
Administrative Associate III 0.00 0.00 0.00 0.00 0.00 0.00
Assoc Engineer 0.10 0.10 0.10 0.10 0.30 0.30
Assistant Director Public Works 1.10 1.10 1.10 1.30 1.30 1.30
Bldg Serviceperson 4.00 1.00 1.00 1.00 1.00 1.00
Bldg Serviceperson‐L 2.00 2.00 2.00 2.00 1.80 1.80
Chief Sustainability Officer 0.00 0.00 0.00 0.00 0.00 0.00
Director Public Works/City Engineer 1.00 1.00 1.00 1.00 1.00 1.00
Electrician 1.00 1.00 1.00 1.00 0.80 0.80
Engineer 0.30 0.30 0.30 0.30 0.30 0.30
Engr Tech III 3.30 3.30 3.30 3.30 3.20 3.20
Equip Operator 3.46 3.46 3.46 3.46 3.46 3.46
Facilities Carpenter 1.00 1.00 1.00 1.00 1.00 1.00
Facilities Maint‐L 2.00 2.00 2.00 2.00 1.85 1.85
Facilities Mech 6.00 6.00 6.00 6.00 5.55 5.55
Facilities Painter 2.00 2.00 2.00 2.00 1.75 1.75
Heavy Equip Oper 1.90 1.90 1.90 1.90 2.13 2.13
Heavy Equip Oper‐L 0.85 0.85 0.85 0.85 0.85 0.85
Inspector, Field Svc 1.00 1.00 1.00 1.00 1.33 1.33
Management Analyst 0.00 0.00 0.55 0.60 0.60 0.60
Managing Arborist 1.00 1.00 0.00 0.00 0.00 0.00
Manager Facilities Maintenance and Projects 0.80 0.80 0.00 0.00 0.00 0.00
Manager Maintenance Operations 0.12 0.12 1.72 2.10 1.95 1.95
Planning Arborist 0.00 0.00 1.00 1.00 1.00 1.00
Project Engineer 0.20 0.20 0.20 0.20 0.30 0.30
Project Manager 1.75 1.75 0.75 1.25 1.70 1.70
Senior Management Analyst (5)0.90 0.90 0.90 0.95 0.95 0.16 1.11
Senior Accountant 0.02 0.02 0.02 0.00 0.00 0.00
Senior Engineer 0.30 0.20 0.20 1.10 1.20 1.20
Senior Financial Analyst (5)0.16 0.16 0.16 0.16 0.16 (0.16) 0.00
Senior Project Manager 1.00 1.00 1.00 0.10 0.10 0.10
Supervising Project Engineer 1.00 0.00 0.00 0.00 0.00 0.00
Superintendent Public Works Operations 0.60 0.60 0.00 0.00 0.00 0.00
Supervisor Facilities Management 1.95 1.95 0.00 0.00 0.00 0.00
Supervisor Inspection and Surveying 0.80 0.80 0.80 0.80 0.80 0.80
Surveying Assistant 0.78 0.78 0.78 0.78 0.00 0.00
Surveyor, Public Works 0.78 0.78 0.78 0.78 0.78 0.78
Traf Cont Maint I 1.94 1.94 1.94 1.94 1.94 1.94
Traf Cont Maint II 3.00 2.00 2.00 2.00 2.00 2.00
Traf Cont Maint‐L 1.00 1.00 1.00 1.00 1.00 1.00
Tree Maint Person 2.00 2.00 2.00 1.00 1.00 1.00
Tree Trim/Ln Clr 7.00 7.00 7.00 7.00 7.00 7.00
Tree Trim/Ln Clr‐L 1.00 1.00 1.00 1.00 1.00 1.00
Urban Forester 0.00 0.00 1.00 1.00 1.00 1.00
Total Public Works 63.67 58.57 56.37 57.32 56.35 0.00 56.35
38
Attachment A, Exhibit 3
Table of Organization
FY 2010
Actuals
FY 2011
Actuals
FY 2012
Actuals
FY 2013
Adopted
Budget
FY 2014
Adopted
Budget
FY 2014
Midyear
Change
FY 2014
Adjusted
(5) Title change 0.16 FTE Senior Financial Analyst to Senior Management Analyst
ENTERPRISE FUNDS
Public Works ‐ Enterprise Funds
Accountant 0.23 0.23 0.23 0.40 0.40 0.40
Acct Spec 0.46 0.46 0.46 0.45 0.45 0.45
Administrative Associate I 0.00 0.00 0.00 0.00 0.10 0.10
Administrative Associate II 3.20 3.20 3.20 2.15 2.15 2.15
Administrative Associate III 0.00 0.00 0.00 0.00 0.10 0.10
Administrator, Refuse (6)1.00 1.00 1.00 1.00 1.00 (1.00) 0.00
Manager Airport 0.00 0.00 0.00 1.00 1.00 1.00
Assistant Director, Environmental Services 0.00 0.00 1.00 1.00 1.00 1.00
Assoc Engineer 3.30 3.30 3.30 3.00 1.50 1.50
Assoc Planner 1.00 1.00 1.00 1.00 0.00 0.00
Assistant Director Public Works 0.75 0.75 0.75 0.30 0.30 0.30
Assistant Manager Water Quality Control Plant 1.00 1.00 2.00 2.00 2.00 2.00
Assistant to the City Manager 0.00 0.10 0.10 0.10 0.00 0.00
Business Analyst (7)1.13 1.13 0.13 0.00 0.13 (0.13) 0.00
Buyer 1.00 1.00 1.00 1.00 1.00 1.00
Chemist 3.00 3.00 3.00 3.00 3.00 3.00
Chief Sustainability Officer 0.00 0.00 0.00 0.00 0.10 0.10
Coord Pub Wks Proj 0.00 0.00 1.00 1.00 1.00 1.00
Coord Zero Waste 2.00 2.00 2.00 2.00 2.00 2.00
Deputy Chief/Fire Marshall 0.08 0.08 0.08 0.08 0.08 0.08
Electrician 3.00 3.00 3.00 3.00 3.00 3.00
Electrician‐Lead 2.00 2.00 2.00 2.00 2.00 2.00
Eng Tech I 0.00 0.00 0.00 0.00 0.00 0.00
Engineer 1.00 1.00 1.00 1.00 1.00 1.00
Engr Tech III 1.40 1.40 1.40 1.30 0.30 0.30
Environmental Spec 2.00 2.00 2.00 2.00 2.00 2.00
Equip Operator 0.54 0.54 0.54 0.54 0.54 0.54
Executive Assistant 2.00 2.00 0.00 0.00 0.00 0.00
Haz Mat Inspector 0.04 0.04 0.04 0.04 0.04 0.04
Haz Mat Spec 0.02 0.00 0.00 0.00 0.00 0.00
Heavy Equip Oper 5.90 5.90 5.90 1.90 1.61 1.61
Heavy Equip Oper‐L 3.15 3.15 3.15 2.15 1.86 1.86
Ind Waste Inspec 2.00 2.00 2.00 2.00 3.00 3.00
Ind Waste Invtgtr 2.00 2.00 2.00 2.00 2.00 2.00
Laboratory Tech WQC 2.50 2.50 2.50 2.50 2.50 2.50
Landfill Technician 1.00 1.00 0.00 1.00 1.00 1.00
Maint Mech 7.00 7.00 7.00 7.00 7.00 7.00
Management Analyst (6), (7)0.00 0.00 1.20 1.20 1.30 1.13 2.43
Manager Environmental Control Program 3.00 3.00 3.00 3.00 3.00 3.00
Manager Environmental Compliance 1.00 1.00 0.00 0.00 1.00 1.00
Manager Laboratory Services 1.00 1.00 1.00 1.00 1.00 1.00
Manager Maintenance Operations 1.38 1.38 1.38 1.00 0.96 0.96
Manager Solid Waste 1.00 1.00 1.00 1.00 1.00 1.00
Manager Water Quality Control Plant 1.00 1.00 1.00 1.00 1.00 1.00
Program Assistant I 2.00 2.00 2.00 2.00 1.00 1.00
Program Assistant II 1.00 1.00 1.00 1.00 2.00 2.00
Project Engineer 2.00 2.00 2.00 2.00 1.85 1.85
Project Manager 0.00 0.00 0.00 0.00 0.35 0.35
Refuse Disp Atten 4.00 4.00 4.00 0.00 0.00 0.00
Senior Management Analyst 0.10 0.10 0.10 0.05 0.05 0.05
Sr Chemist 1.00 1.00 1.00 1.00 1.00 1.00
39
Attachment A, Exhibit 3
Table of Organization
FY 2010
Actuals
FY 2011
Actuals
FY 2012
Actuals
FY 2013
Adopted
Budget
FY 2014
Adopted
Budget
FY 2014
Midyear
Change
FY 2014
Adjusted
Senior Industrial Waste Inspector 0.00 0.00 0.00 0.00 1.00 1.00
Sr Mech 1.00 1.00 1.00 1.00 1.00 1.00
Sr Operator WQC 6.00 6.00 6.00 6.00 6.00 6.00
Senior Accountant 0.23 0.23 0.23 0.30 0.30 0.30
Senior Business Analyst 0.00 0.00 0.00 0.13 0.00 0.00
Senior Engineer 2.45 2.75 2.25 1.90 1.80 1.80
Senior Financial Analyst (8)0.16 0.16 0.16 0.16 0.16 (0.16) 0.00
Senior Industrial Waste Investigator 0.00 0.00 0.00 0.00 0.00 0.00
Senior Management Analyst (8)0.00 0.00 0.00 0.00 0.00 0.16 0.16
Senior Technologist 0.13 0.13 1.13 1.13 1.13 1.13
St Maint Asst 2.00 2.00 2.00 2.00 0.00 0.00
St Sweeper Op 7.00 7.00 7.00 7.00 5.96 5.96
Storekeeper 1.00 1.00 1.00 1.00 1.00 1.00
Superintendent Public Works Operations 0.20 0.20 0.00 0.00 0.00 0.00
Supervisor Public Works 1.00 1.00 1.00 0.00 0.00 0.00
Supervisor Water Quality Control Operations 5.00 5.00 3.00 3.00 3.00 3.00
Surveying Asst 0.11 0.11 0.11 0.11 0.00 0.00
Surveyor, Public Wks 0.11 0.11 0.11 0.11 0.11 0.11
Technologist 0.00 0.00 0.00 0.00 1.00 1.00
Traf Cont Maint I 0.06 0.06 0.06 0.06 0.06 0.06
Manager Watershed Protection 0.00 0.00 1.00 1.00 0.00 0.00
WQC Plt Oper II 16.00 16.00 17.00 17.00 16.00 16.00
Total Public Works ‐ Enterprise Funds 114.63 115.01 114.51 104.06 99.19 0.00 99.19
(6) Title change 1.00 FTE Administrator, Refuse to Management Analyst
(7) Title change 0.13 Business Analyst to Management Analyst
(8) Title change 0.16 FTE Senior Financial Analyst to Senior Management Analyst
Utilities
Accountant 0.75 0.75 0.75 0.60 0.60 0.60
Acct Spec 2.50 2.50 2.50 2.55 2.55 2.55
Administrative Assistant 1.00 1.00 1.00 1.00 1.00 1.00
Administrative Associate I 2.00 2.00 2.00 2.00 1.00 1.00
Administrative Associate II (27)7.00 7.00 7.00 7.00 6.00 (1.00) 5.00
Assistant Director Utilities Engineering 1.00 1.00 1.00 1.00 1.00 1.00
Assistant Director Utilities Operations 1.00 1.00 1.00 1.00 1.00 1.00
Assistant Director Utl Cust Support Svs 1.00 1.00 1.00 1.00 1.00 1.00
Assoc Engineer 0.00 0.00 0.00 0.00 0.50 0.50
Assoc Res Planner 2.00 0.00 0.00 0.00 0.00 0.00
Asst Dir Ut/Res Mgmt 1.00 1.00 1.00 1.00 1.00 1.00
Assistant Director Administrative Services 0.00 0.00 0.10 0.00 0.25 0.25
Assistant to the City Manager 0.00 0.35 0.35 0.35 0.00 0.00
Business Analyst (9)2.87 2.87 4.87 5.87 5.87 (5.87) 0.00
Cathodic Protection Technician Assistant 1.00 1.00 1.00 1.00 1.00 1.00
Cathodic Tech 1.00 1.00 1.00 1.00 1.00 1.00
Cement Finisher 1.00 1.00 1.00 1.00 1.00 1.00
Chief Sustainability Officer 0.00 0.00 0.00 0.00 0.35 0.35
Communications Manager 0.00 1.00 1.00 1.00 0.00 0.00
Contracts Administrator 1.00 1.00 1.00 1.00 0.70 0.70
Coord Util Saf & Sec 1.00 1.00 1.00 1.00 1.00 1.00
Coord Utility Proj 4.00 5.00 4.00 4.00 6.00 6.00
Cust Srv Specialist‐L 2.00 2.00 2.00 2.00 2.00 2.00
Cust Svc Represent 5.00 5.00 5.00 5.00 6.00 6.00
Cust Svc Spec 2.00 2.00 2.00 2.00 2.00 2.00
Deputy Chief/Fire Marshall 0.08 0.08 0.08 0.08 0.08 0.08
40
Attachment A, Exhibit 3
Table of Organization
FY 2010
Actuals
FY 2011
Actuals
FY 2012
Actuals
FY 2013
Adopted
Budget
FY 2014
Adopted
Budget
FY 2014
Midyear
Change
FY 2014
Adjusted
Deputy Dir Adm Svcs 0.20 0.20 0.00 0.00 0.00 0.00
Director Administrative Services/Chief Financial Officer 0.15 0.15 0.15 0.25 0.20 0.20
Director Utilities 1.00 1.00 1.00 1.00 1.00 1.00
Elec Asst I 5.00 5.00 5.00 4.00 4.00 4.00
Elec Undgd Inspec 2.00 2.00 2.00 2.00 2.00 2.00
Electric Project Engineer 1.00 2.00 2.00 2.00 2.00 2.00
Electric Underground Inspector ‐ Lead 1.00 1.00 1.00 1.00 1.00 1.00
Electrician 14.00 14.00 14.00 14.00 14.00 14.00
Electrician‐Lead 6.00 6.00 6.00 6.00 6.00 6.00
Engineer 4.00 4.00 4.00 4.00 4.00 4.00
Engineering Manager ‐ Electric 1.00 1.00 1.00 1.00 1.00 1.00
Engineering Manager ‐ WGW 1.00 1.00 1.00 1.00 1.00 1.00
Engr Tech III (19)3.00 3.00 3.00 3.00 3.00 1.00 4.00
Equip Operator 1.00 1.00 1.00 1.00 1.00 1.00
Gas System Tech 1.00 2.00 2.00 2.00 2.00 2.00
Gas System Technician II 1.00 1.00 1.00 1.00 1.00 1.00
Haz Mat Inspector 0.06 0.06 0.06 0.06 0.06 0.06
Haz Mat Spec 0.03 0.00 0.00 0.00 0.00 0.00
Heavy Equip Oper 10.00 9.00 9.00 8.00 8.70 8.70
Inspector, Field Svc 4.00 4.00 4.00 5.00 4.00 4.00
Lineper/Cable Spl 11.00 11.00 11.00 11.00 11.00 11.00
Lineper/Cable Spl‐L 4.00 4.00 4.00 4.00 4.00 4.00
Maint Mech 1.00 1.00 0.00 0.00 0.00 0.00
Maintenance Mechanic‐Welding 1.00 1.00 2.00 2.00 2.00 2.00
Management Analyst (9)0.00 0.00 0.00 0.00 0.00 5.87 5.87
Manager Energy Risk 1.00 1.00 0.00 0.00 0.00 0.00
Manager, Utilities Credit and Collection 0.00 0.00 0.00 0.00 0.00 0.00
Marketing Eng 1.00 1.00 1.00 1.00 1.00 1.00
Meter Reader 6.00 6.00 6.00 6.00 6.00 6.00
Meter Reader‐Lead 1.00 1.00 1.00 1.00 1.00 1.00
Manager Customer Service & Meter Reading 1.00 1.00 1.00 1.00 2.00 2.00
Manager Electric Operations 1.00 1.00 1.00 1.00 1.00 1.00
Manager Utility Marketing Services 1.00 1.00 1.00 1.00 1.00 1.00
Manager Utility Operations WGW 1.00 1.00 1.00 1.00 1.00 1.00
Manager Utility Telecomm 1.00 1.00 1.00 1.00 1.00 1.00
Offset Equip Op 0.00 0.48 0.48 0.48 0.48 0.48
OH UG Troubleman 0.00 0.00 0.00 2.00 2.00 2.00
Planner 0.00 0.30 0.30 0.30 0.30 0.30
Power Engr 2.00 3.00 3.00 3.00 3.00 3.00
Program Assistant I 3.00 3.00 3.00 3.00 2.50 2.50
Project Engineer 6.00 5.00 5.00 5.00 5.00 5.00
Project Manager 0.75 0.75 0.75 0.75 0.75 0.75
Resource Planner 4.00 5.00 5.00 5.00 5.00 5.00
Restoration Lead 1.00 1.00 1.00 1.00 1.00 1.00
Senior Management Analyst (10)1.00 1.00 1.00 1.00 1.00 1.40 2.40
Sr Mech 1.00 1.00 1.00 1.00 1.00 1.00
Sr Mkt Analyst 1.00 1.00 1.00 1.00 1.00 1.00
Sr Util Field Svc Rep 1.00 1.00 1.00 1.00 1.00 1.00
Sr Water Sys Oper 2.00 2.00 2.00 2.00 2.00 2.00
Senior Accountant 0.75 0.75 0.75 0.70 0.70 0.70
Senior Business Analyst 1.00 2.00 2.00 2.00 2.00 2.00
Senior Deputy City Attorney 0.00 1.00 1.00 1.00 1.00 1.00
Senior Electric Project Engineer 4.00 4.00 4.00 4.00 4.00 4.00
Senior Financial Analyst (10)0.60 1.10 1.60 1.40 1.40 (1.40) 0.00
Senior Performance Auditor 0.00 1.00 1.00 1.00 1.00 1.00
41
Attachment A, Exhibit 3
Table of Organization
FY 2010
Actuals
FY 2011
Actuals
FY 2012
Actuals
FY 2013
Adopted
Budget
FY 2014
Adopted
Budget
FY 2014
Midyear
Change
FY 2014
Adjusted
Senior Project Engineer 4.00 4.00 4.00 4.00 5.00 5.00
Senior Resource Originator 1.00 0.00 0.00 0.00 0.00 0.00
Senior Resource Planner 6.00 7.00 7.00 7.00 6.00 6.00
Senior Technologist 0.87 0.87 0.87 0.87 0.87 0.87
Storekeeper 2.00 2.00 2.00 2.00 2.00 2.00
Supervising Electric Project Engineer 2.00 1.00 1.00 1.00 1.00 1.00
Supervising Project Engineer 0.00 1.00 1.00 1.00 1.00 1.00
Supervisor, Inspection Services 0.00 0.00 0.00 0.00 1.00 1.00
Supervisor Water Transportation 1.00 1.00 1.00 1.00 0.00 0.00
Supervisor WGW 5.00 5.00 5.00 5.00 0.00 0.00
Sustainability Manager 0.00 0.00 0.00 0.00 0.00 0.00
Tree Maint Person 1.00 1.00 1.00 1.00 1.00 1.00
Util Acct Rep 3.00 3.00 4.00 4.00 4.00 4.00
Util Comp Tech 2.00 2.00 2.00 2.00 2.00 2.00
Util Comp Tech‐L 1.00 1.00 1.00 1.00 1.00 1.00
Util Credit/Col Spec 1.00 1.00 1.00 1.00 2.00 2.00
Util Engr Estimator 6.00 5.00 4.00 5.00 5.00 5.00
Util Fld Svcs Rep 5.00 5.00 5.00 5.00 5.00 5.00
Util Install/Rep 11.00 12.00 12.00 12.00 12.00 12.00
Util Install/Rep Ast 1.00 1.00 1.00 1.00 1.00 1.00
Util Install/Rep‐L 5.00 5.00 5.00 5.00 5.00 5.00
Util Locator 3.00 3.00 3.00 3.00 3.00 3.00
Utilities Supervisor 0.00 0.00 0.00 0.00 0.00 0.00
Util Syst Oper 5.00 5.00 5.00 5.00 5.00 5.00
Utilities Compliance Manager 0.00 1.00 1.00 1.00 1.00 1.00
Utilities Supervisor 5.00 5.00 5.00 5.00 11.00 11.00
Utility Key Account Rep 3.00 3.00 3.00 3.00 3.00 3.00
Utl Install Repair Lead‐Welding Cert 2.00 2.00 2.00 2.00 2.00 2.00
Utl Install Repair‐Welding Cert 3.00 3.00 3.00 3.00 3.00 3.00
Warehouse Supv 0.00 0.50 0.50 0.50 0.50 0.50
Water Sys Oper II 4.00 4.00 4.00 4.00 4.00 4.00
Wtr Mtr Crs Cn Tec 2.00 3.00 3.00 3.00 2.00 2.00
Total Utilities 241.61 250.71 251.11 253.76 255.36 0.00 255.36
(9) Title change 5.87 FTE Business Analyst to Management Analyst
(10) Title change 1.40 FTE Senior Financial Analyst to Senior Management Analyst
(19) Correction to Table of Organization ‐ funding for this position was included in the FY 2014 Adopted Budget
OTHER FUNDS
Capital
Administrative Associate I 1.80 0.80 0.80 1.00 0.80 0.80
Administrative Associate III 1.00 1.00 1.00 1.00 0.90 0.90
Assoc Engineer 0.60 0.60 0.60 0.90 2.70 2.70
Assistant Director Public Works 0.15 0.15 0.15 0.15 0.15 0.15
Cement Finisher 3.00 3.00 3.00 3.00 3.00 3.00
Cement Finisher Lead 1.00 1.00 1.00 1.00 1.00 1.00
Contracts Administrator 0.00 0.60 0.60 0.60 0.60 0.60
Engineer 2.70 2.70 2.70 2.70 2.70 2.70
Engr Tech III 2.30 2.30 2.30 2.40 0.50 0.50
Heavy Equip Oper 0.20 0.20 0.20 0.20 0.20 0.20
Inspector, Field Services 0.00 0.00 0.00 0.00 0.67 0.67
Landscape Architect/Pk Planner 1.00 1.00 1.00 1.00 1.00 1.00
Management Analyst 1.00 1.00 1.25 1.50 1.50 1.50
Manager Facilities Maintenance and Projects 0.20 0.20 0.00 0.00 0.00 0.00
Manager Maintenance Operations 0.50 0.50 0.90 0.90 0.90 0.90
42
Attachment A, Exhibit 3
Table of Organization
FY 2010
Actuals
FY 2011
Actuals
FY 2012
Actuals
FY 2013
Adopted
Budget
FY 2014
Adopted
Budget
FY 2014
Midyear
Change
FY 2014
Adjusted
Program Assistant I 1.00 1.00 1.00 1.00 1.00 1.00
Project Engineer 3.80 3.80 3.80 3.80 4.85 4.85
Project Manager 1.50 0.50 0.50 1.00 1.20 1.20
Senior Engineer 2.25 2.05 2.55 2.00 2.00 2.00
Senior Financial Analyst (11) 0.00 0.60 0.60 0.60 0.60 (0.60) 0.00
Senior Management Analyst (11)0.00 0.00 0.00 0.00 0.00 0.60 0.60
Senior Project Manager 0.00 0.00 0.00 0.90 0.90 0.90
Superintendent Public Works Operations 0.20 0.20 0.00 0.00 0.00 0.00
Supervisor Facilities Management 0.05 0.05 0.00 0.00 0.00 0.00
Supervisor Inspection and Surveying 0.20 0.20 0.20 0.20 0.20 0.20
Surveying Asst 0.11 0.11 0.11 0.11 0.00 0.00
Surveyor, Public Wks 0.11 0.11 0.11 0.11 0.11 0.11
Total Capital 24.67 23.67 24.37 26.07 27.48 0.00 27.48
(11) Title change 0.60 FTE Senior Financial Analyst to Senior Management Analyst
Information Technology
Administrative Assistant 0.07 0.07 1.07 1.00 1.00 1.00
Administrative Associate II 1.00 1.00 0.00 0.00 0.00 0.00
Administrative Associate III 0.04 0.00 0.00 0.00 0.00 0.00
Assistant Director Administrative Services 0.40 0.40 0.40 0.30 0.10 0.10
Business Analyst (12)0.90 1.00 1.00 1.00 1.00 (1.00) 0.00
Director Information Technology/Chief Information Officer 1.00 1.00 1.00 1.00 1.00 1.00
Desktop Technician 5.00 5.00 5.00 5.00 5.00 5.00
Director Administrative Services/Chief Financial Officer 0.35 0.35 0.35 0.25 0.10 0.10
Manager Information Technology Security 0.00 0.00 0.00 1.00 1.00 1.00
Management Analyst (12)0.00 0.50 0.50 1.00 1.00 1.00 2.00
Manager Information Technology 3.00 3.00 3.00 4.00 4.00 4.00
Principal Management Analyst (13)0.00 0.00 0.00 0.00 0.00 2.00 2.00
Senior Business Analyst (13)1.80 2.00 2.00 2.00 2.00 (2.00) 0.00
Senior Financial Analyst 0.09 0.09 0.09 0.00 0.00 0.00
Senior Technologist 13.00 13.00 13.00 12.00 12.00 12.00
Technologist 4.00 3.00 3.00 3.00 4.00 4.00
Total Information Technology 30.65 30.41 30.41 31.55 32.20 0.00 32.20
(12) Title change 1.00 FTE Business Analyst to Management Analyst
(13) Title change 2.00 FTE Senior Business Analyst to Principal Management Analyst
Printing and Mailing Fund
Buyer 0.05 0.05 0.05 0.05 0.00 0.00
Mailing Svcs Spec 1.00 0.00 0.00 0.00 0.00 0.00
Manager Revenue Collections (14)0.00 0.00 0.00 0.00 0.00 0.10 0.10
Offset Equip Op 1.00 1.52 1.52 1.52 1.52 1.52
Offset Equip Op‐Lead 1.00 0.00 0.00 0.00 0.00 0.00
Senior Financial Analyst (14)0.00 0.00 0.00 0.10 0.10 (0.10) 0.00
Supervisor Repro & Mail 1.00 0.00 0.00 0.00 0.00 0.00
Total Printing and Mailing Fund 4.05 1.57 1.57 1.67 1.62 0.00 1.62
(14) Title change 0.10 FTE Senior Financial Analyst to Manager Revenue Collections
Special Revenue
Acct Spec 0.00 0.50 0.50 0.50 1.55 1.55
Acct Spec ‐ Lead 0.00 0.00 0.00 0.00 0.41 0.41
Administrative Associate II 0.20 0.20 0.20 0.20 0.40 0.40
Bldg Serviceperson‐L 0.00 0.00 0.00 0.00 0.20 0.20
Chief Transportation Official 0.00 0.00 0.00 0.00 0.10 0.10
Community Serv Offcr 0.00 0.50 0.50 0.50 0.50 0.50
43
Attachment A, Exhibit 3
Table of Organization
FY 2010
Actuals
FY 2011
Actuals
FY 2012
Actuals
FY 2013
Adopted
Budget
FY 2014
Adopted
Budget
FY 2014
Midyear
Change
FY 2014
Adjusted
Electrician 0.00 0.00 0.00 0.00 0.20 0.20
Facilities Maint‐L 0.00 0.00 0.00 0.00 0.15 0.15
Facilities Mech 0.00 0.00 0.00 0.00 0.45 0.45
Facilities Painter 0.00 0.00 0.00 0.00 0.25 0.25
Heavy Equipment Operator 0.00 0.00 0.00 0.00 0.29 0.29
Heavy Equipment Operator ‐ Lead 0.00 0.00 0.00 0.00 0.29 0.29
Management Analyst 0.00 0.00 0.00 0.50 0.00 0.00
Manager Maintenance Operations 0.00 0.00 0.00 0.00 0.19 0.19
Planner 0.95 0.95 0.95 0.95 0.95 0.95
Senior Financial Analyst (15)0.00 0.00 0.00 0.00 0.20 (0.20) 0.00
Senior Management Analyst (15)0.00 0.00 0.00 0.00 0.00 0.20 0.20
Street Maintenance Asst 0.00 0.00 0.00 0.00 2.00 2.00
Street Sweeper Operator 0.00 0.00 0.00 0.00 1.04 1.04
Total Special Revenue 1.15 2.15 2.15 2.65 9.17 0.00 9.17
(15) Title change 0.20 FTE Senior Financial Analyst to Senior Management Analyst
Vehicle Replacement Fund
Administrative Associate III 1.00 1.00 1.00 1.00 1.00 1.00
Assistant Director Public Works 0.00 0.00 0.00 0.25 0.25 0.25
Assistant Manager Fleet 1.00 1.00 1.00 1.00 1.00 1.00
Equipment Maintenance Service Person 2.00 2.00 2.00 2.00 2.00 2.00
Manager Fleet 1.00 1.00 1.00 1.00 1.00 1.00
Fleet Services Coordinator 2.00 2.00 2.00 2.00 2.00 2.00
Management Analyst 0.00 0.00 0.00 0.20 0.20 0.20
Mobile Service Tech 1.00 1.00 1.00 1.00 1.00 1.00
Motor Equipment Mechanic II 7.00 7.00 7.00 7.00 7.00 7.00
Project Engineer 0.00 0.00 0.00 0.00 0.00 0.00
Senior Fleet Services Coordinator 1.00 1.00 1.00 1.00 1.00 1.00
Senior Engineer 0.00 0.00 0.00 0.00 0.00 0.00
Senior Financial Analyst (16)0.08 0.08 0.08 0.08 0.08 (0.08) 0.00
Senior Management Analyst (16)0.00 0.00 0.00 0.00 0.00 0.08 0.08
Total Vehicle Replacement Fund 16.08 16.08 16.08 16.53 16.53 0.00 16.53
(16 ) Title change 0.08 FTE Senior Financial Analyst to Senior Management Analyst
44
FY 2013 FEE FY 2014 FEE
Compliance Fees
Emergency Response Fee (Hazmat -PAMC 17.24.050) Up to $1170 each incident or 100
percent cost recovery.
Up to $1170 each incident or 100
percent cost recovery.
Engine Company Second Re-inspection (After inspection
and re-inspection only)
$210.00/hour $210.00/hour
Installation or Closure without approved plans and/or
permits (Fire Protection/HazMat; double original fee)
$265.00 - $785.00 average fee
range
$265.00 - $785.00 average fee
range
Preventable False Alarm (CFC 401.3.1) $195.00 - $1,622.00/hr minimum.
Fee charges apply after 2 false
alarms in a 12 month period. 1 hour
minimum charge
$195.00 - $1,622.00/hr minimum.
Fee charges apply after 2 false
alarms in a 12 month period. 1 hour
minimum charge
Documents
Emergency Planning Guide $244.00 $244.00
$3.25/page blueprints $3.25/page blueprints
$.30/page for calculations and
specifications
$.30/page for calculations and
specifications
Photographs $30.00/first print, $.55 each
additional print
$30.00/first print, $.55 each
additional print
Long-term Offsite Document Storage $0.25/page $0.25/page
Paramedic Internship Fee $1,080.00 $1,080.00
Fire Department Training (half day or less) $55.00 per person per class $55.00 per person per class
Fire Department Training (full day) $110.00 per person per class $110.00 per person per class
Life Safety and Fire Protection - Permits and Plan Review
Automatic fire sprinkler installation/modification (per
building)
$325.00 plus $1.60 per head $325.00 plus $1.60 per head
Other automatic fire extinguishing systems (hood and duct,
FM200, Inergen, CO2) NOTE: If system has a release
panel, Fire Alarm fees apply as well.
$325.00 plus $7.00 per nozzle $325.00 plus $7.00 per nozzle
Fire Alarm Systems; install/modify (per building) $325.00 plus $7.00 a device or
contact point
$325.00 plus $2.00 a device or
contact point
Standpipe system wet, dry or combination $190.00/riser $190.00/riser
Hydrants private on-site; install/modify $238.00 plus $55.00 per hydrant $238.00 plus $55.00 per hydrant
Underground fire service line (includes inspection and re-
inspection - 1 each occurrence)
$325.00 each occurrence $325.00 each occurrence
Temporary Certificate of Occupancy $325.00 each occurrence $325.00 each occurrence
Express Fire Protection Plan Check Fee $157.00 per occurrence $157.00 per occurrence
Microfilm copy/print
FIRE DEPARTMENT
City of Palo Alto FY 2014 Municipal Fee Schedule 13-1
Attachment B
1
FY 2013 FEE FY 2014 FEE
FIRE DEPARTMENT
Paramedics (Paramedic Transport Fee) - continued
911 Advanced Life Support Transport Mileage $24.00 per mile $24.00 per mile
911 Basic Life Support Transport Mileage $24.00 per mile $24.00 per mile
Interfacility Basic Life Support Transport Mileage $24.00 per mile $24.00 per mile
Contracted interfacility BLS Transport Mileage: The Fire
Chief or his designee can negotiate the BLS Interfacility
fee for contracted services
$12.00 - $24.00 per mile $12.00 - $24.00 per mile
Night Transport Fee $71.00 per person/ALS & BLS
calls/each occasion during the hours
of 7pm - 7am
$71.00 per person/ALS & BLS
calls/each occasion during the hours
of 7pm - 7am
Oxygen $120.00 per person/ALS & BLS
calls/each occasion
$120.00 per person/ALS & BLS
calls/each occasion
Specific Hazard Permits
Aerosol Products $275.00/annual $97.00/annual
Amusement buildings $395.00/each structure $395.00/each structure
Automobile Wrecking Yard or Junk Yard $185.00/annual $185.00/annual
Bowling alley and pin refinishing involving the use of
flammable liquids
$185.00 each occurrence $185.00 each occurrence
Candles and open flames in assembly areas $145.00/annual $145.00/annual
Carnivals and fairs $185.00/each occurrence $185.00/each occurrence
Cellulose nitrate storage/nitrate film $275.00/annual $97.00/annual
Confined Space $135.00/annual $135.00/annual
Combustible fiber/material storage $185.00/annual $185.00/annual
Dust producing devices $115.00/annual $115.00/annual
Excavate within 10 feet of flammable or combustible
pipeline
$80.00 each occurrence $80.00 each occurrence
Explosive or blasting agents $275.00/annual $97.00/annual
Fireworks display $565.00/each occurrence $565.00/each occurrence
High-piled combustible storage $275.00/annual $97.00/annual
Hot Work (Welding and Cutting) operations $185.00/annual $185.00/annual
Liquid or gas-fueled vehicles or equipment in assembly
buildings
$275.00/each occurrence $97.00/each occurrence
Malls, Covered $275.00/annual $97.00/annual
Temporary Kiosks (Please look under Planning
Department, Building Inspection Division)
Place of public assembly (temporary)$215.00/each occurrence $215.00/each occurrence
Open flame/flame producing devices $80.00/each occurrence $80.00/each occurrence
Liquid or gas-fueled powered equipment $80.00/each occurrence $80.00/each occurrence
Magnesium working $275.00/annual $97.00/annual
Occupant load increase (temporary public assembly) $215.00/each occurrence $215.00/each occurrence
Open burning $215.00/each occurrence $215.00/each occurrence
(In addition to Hazardous Materials Storage Permit fees and Hazardous Materials Classification Permit fees as applicable)
City of Palo Alto FY 2014 Municipal Fee Schedule 13-5
Attachment B
2
FY 2013 FEE FY 2014 FEE
FIRE DEPARTMENT
Operate a tank vehicle to transport flammable/combustible
liquids
$275.00/annual $97.00/annual
City of Palo Alto FY 2014 Municipal Fee Schedule 13-6
Attachment B
3
FY 2013 FEE FY 2014 FEE
FIRE DEPARTMENT
Hazardous Materials Classification Permits
Organic coatings $185.00/annual $185.00/annual
Ovens, industrial baking or drying $275.00/annual $97.00/annual
Parade Float $105.00/hour $105.00/hour
Place of public assembly (annual or each occurrence) $215.00/each occurrence $215.00/each occurrence
Pyrotechnical special effects material $185.00/annual $28.00/annual
Refrigeration Equipment $185.00/annual $185.00/annual
Spraying/Dipping $185.00/annual $185.00/annual
Tent or air-supported structure having an area in excess of
200 square feet; or canopies in excess of 400 square feet
(includes a public assembly permit of $125.00 for all
tents)
$395.00/each tent $395.00/each tent
Tire recapping/tire storage $520.00/annual $520.00/annual
Corrosives $275.00/annual $132.00/annual
Cryogenic Fluids $275.00/annual $132.00/annual
Flammable and Combustible Liquids $275.00/annual $132.00/annual
Flammable Solids $275.00/annual $132.00/annual
Compressed Gas (inert)$275.00/annual $132.00/annual
Flammable Gas $275.00/annual $132.00/annual
Oxidizing Gas $275.00/annual $132.00/annual
Pyrophoric Gas $275.00/annual $132.00/annual
Toxic, highly toxic, moderately toxic, health hazard Gas $275.00/annual $132.00/annual
Unstable Reactive Gas $275.00/annual $132.00/annual
Health Hazard (liquids & solids)$275.00/annual $132.00/annual
Organic Peroxides $275.00/annual $132.00/annual
Oxidizers (liquids & solids)$275.00/annual $132.00/annual
Pyrophoric Materials (liquids & solids)$275.00/annual $132.00/annual
Radioactive Materials $275.00/annual $132.00/annual
Toxic, highly toxic, health hazard materials (includes
pesticides, fumigants, and etiologic agents)
$275.00/annual $132.00/annual
Unstable Reactive Materials (liquids & solids)$275.00/annual $132.00/annual
Water Reactive Materials (liquids & solids)$275.00/annual $132.00/annual
Liquefied Petroleum Gases $275.00/annual $132.00/annual
(For amounts over California Fire Code Permit amounts as specified in CFC section 105)
City of Palo Alto FY 2014 Municipal Fee Schedule 13-7
Attachment B
4
Attendant Lot Parking Fee Structure
0-1 hours
1-3 hours
3-4 hours
Over 4 hours
Daily Maximum
Emergency Response Fee
Department of Justice (DOJ) Fingerprint and
Rolling Fee
FBI Fingerprint Fee
Business location change
New (non-refundable application fee)
Renewal
Billiard Room (non-refundable application
fee)
Bingo Establishment
Bowling Alley (non-refundable application
fee)
Carnival
Circus
Closing-out sale
Renewal (maximum of 2)
Mechanical Amusement Device
Establishment
Noise Exception Permit
Firearms Dealer (all fees are non-refundable)
Master Permit – New
Master Permit – Renewal
Renewal
Helicopter Landing Fee
$147.00 New (Does not include DOJ or FBI
Fingerprint and Rolling Fee)
$260.00/occurrence
$2,433.00 plus bond, plus costs to provide
certain services
$2,433.00 plus bond, plus costs to provide
certain services
$66.00/up to 60 days
$66.00/up to 30 days
$57.00
$865.00/year
$270.00/each
$876.00/year
$54.00/year
$2,271.00/year
Bingo employee (Does not include DOJ
Fingerprint and Rolling Processing Fee)
$76.00/new
$1,936.00/year
$876.00/year
$9.00
The City Council may authorize the City Manager to establish parking validation
programs that include accepting reduced fees.
$54.00-$12,000/incident
$2.00
$4.00
$9.00
FY 2013 FEE
Free
$9.00
$54.00-$12,000/incident
$56.00/individual $56.00/individual
$26.00/individual
FY 2014 FEE
Free
$2.00
$4.00
$9.00
$876.00/occurrence
$1,936.00/year
$876.00/year
Adult Entertainment Establishment
Licenses
$26.00/individual
$876.00/occurrence
Fees for licenses delinquent for 30 days or more are subject to a charge of 50% of the original fee, which charge shall be added to the
fee collected. The minimum delinquent charge shall be $5.00. Palo Alto Municipal Code 4.04.080(b)
Fingerprints
Background Investigation Fee: Each Owner, Officer, Agent, and Employee
$876.00/year
$54.00/year
$76.00/new
$57.00/renewal
$130.00/year
$2,433.00 plus bond, plus costs to provide
certain services
$57.00/renewal
$57.00
$23.00/occurrence
$130.00/year
$80.00/year
$2,433.00 plus bond, plus costs to provide
certain services
$66.00/up to 60 days
$2,271.00/year
$865.00/year
$147.00
$66.00/up to 30 days
$127.00/each
$80.00/year
POLICE DEPARTMENT
City of Palo Alto FY 2014 Municipal Fee Schedule 18-1
Attachment B
5
FY 2013 FEE FY 2014 FEE
POLICE DEPARTMENT
Hot Tub/Sauna Establishment
Business location change
New (non-refundable application fee)
Renewal
Sale or Transfer of Interest
Massage Establishment
New Massage Establishment
Renewal Massage Establishment Renewal
New Sole Proprietor Massage Establishment $350.00/year
Renewal Sole Proprietor Massage
Establishment
$150.00/year
New Non-Certified Massage Establishment $750.00/year
Renewal Non-Certified Massage
Establishment
$450.00/year
New Massage Technician
Renewal Massage Technician
New Non-Certified Massage Practitioner
Renewal Non-Certified Massage Practitioner
Business location change
Sale or Transfer of Interest
False Alarm Services Fees
3rd false alarm
4th false alarm
5th and each subsequent false alarm
Alarm registration fee - new
Alarm registration fee - renewal
Pushcart Vendor Fees
New license (Does not include DOJ
Fingerprint and Rolling Fee.)
Renewal
Each additional cart
Location change and/or cart change
Employee
New license (Does not include DOJ
Fingerprint and Rolling Fee.)
Renewal
$264.00 daily or quarterly
$176.00 each
$68.00/year
$88.00/year
$277.00 daily or quarterly
$93.00 daily or quarterly
Not Applicable
Not Applicable
$216.00
$38.00
Not Applicable
$108.00
$162.00
Not Applicable
Not Applicable
Not Applicable
Not Applicable
Not Applicable
$876.00/occurrence
$1,936.00/year
Not Applicable
$876.00/year
$132.00/occurrence
Hot tub/sauna employee (Does not include
DOJ Fingerprint and Rolling Fee)
$88.00/new
$68.00/renewal
$876.00/occurrence
$88.00/new
$93.00 daily or quarterly
$68.00/renewal
$1,936.00/year
$71.00/new
$71.00/year
$876.00/year
$132.00/occurrence
$23.00
$216.00
$277.00 daily or quarterly
$31.00 daily or quarterly
$176.00 each
$750.00/year
$132.00/occurrence
$450.00/year
$750.00/occurrence
$300.00/new
$150.00/year
$108.00
$162.00
$88.00/year
$68.00/year
Intrusion Alarms (All false alarms delinquent for 30 days or more are subject to a charge of 10% per month. All alarm
registrations delinquent for 10 days or more are subject to a $20.00 late fee. In addition, alarm registrations delinquent for 40
days or more are subject to penalties pursuant to 4.39.060 of the Palo Alto Municipal Code (PAMC) and the Administrative
Penalty Schedule)
$38.00 $16.00
Not Applicable
Not Applicable
Not Applicable
City of Palo Alto FY 2014 Municipal Fee Schedule 18-2
Attachment B
6
FY 2013 FEE FY 2014 FEE
POLICE DEPARTMENT
Soliciting information for commercial
purpose (Does not include DOJ Fingerprint
and Rolling Fee.)
Each employee operating under Master
License (Does not include DOJ Fingerprint
and Rolling Fee.)
Each Vehicle-Inspection/permit
Master License-Application/certificate
Master License-Annual renewal
Transfer fee
Temporary Street Closure
Class A: Parades, Runs, Street Fair, etc.
Police Service Fees
A) For those events where 100 percent of the
proceeds go to a "profit" organization.
B) For those events where less than 80% of
the proceeds go directly to a "non-profit"
organization.
C) For those events where 80% or more of the
proceeds go directly to a "non-profit"
organization; or events declared as co-
sponsored by the City of Palo Alto.
Community Service Officer $74.00/hour $58.00/hour $55.00/hour $74.00/hour $58.00/hour $55.00/hour
Police Agent $142.00/hour $114.00/hour $106.00/hour $142.00/hour $114.00/hour $106.00/hour
Police Officer $131.00/hour $106.00/hour $98.00/hour $131.00/hour $106.00/hour $98.00/hour
Police Reserve $55.00/hour $44.00/hour $41.00/hour $55.00/hour $44.00/hour $41.00/hour
Police Sergeant $156.00/hour $124.00/hour $117.00/hour $156.00/hour $124.00/hour $117.00/hour
A B
Taxicab/Public Transportation/Vehicle
Service Driver (Does not include DOJ
Fingerprint and Rolling Fee.)
$88.00/up to 4 years
$876.00/year
C
$108.00 - $1,363.00 plus costs to provide
certain services
$43.00/each
$66.00/year
$1,893.00/year
$88.00/day
$132.00/quarter
$395.00/year
$88.00/duration of Master License
Look under Solicitor/Peddler Master
License
Solicitor/Peddler Master License (Does not
include DOJ Fingerprint and Rolling Fee.)
$2,433.00/day plus bond
Rodeo
Look under Solicitor/Peddler Master
License
$31.00/day
$31.00/quarter
$2,433.00/day plus bond
C
$31.00/year
$31.00/duration of Master License
$31.00/year
$1,893.00/year
$876.00/year
$23.00/up to 4 years
Taxicab Company/Public Transportation Vehicle Service (all fees are non-refundable)
$43.00/each
$108.00 - $1,363.00 plus costs to provide
certain services
A B
City of Palo Alto FY 2014 Municipal Fee Schedule 18-3
Attachment B
7
FY 2013 FEE FY 2014 FEE
POLICE DEPARTMENT
Special Fees
Report Copy Fee
Clearance Letter
Photo Reproduction Fee
Research Fee (includes audio and video
taping)
Subpoena Copy Fee
Location Crime Statistics Fee
Parenting Project Program
Parenting Project Materials
Vehicle Impound Fee
Vehicle Repossession Receipt
$38.00
$135.00
$42.00
$26.00/hour + $12.00/box offsite recovery
fee
$69.00-$117.00/hour
$38.00/first print, $1.00 each additional
print
201 - 400 attendees $119.00
$32.00
$105.00
$11.00/report
401 - 600 attendees $135.00
Fee increases $22.00 for each additional
200 attendees
For Special Events Temporary Use
Permits:
201 - 400 attendees $119.00
$16.00
For Special Events Temporary Use
Permits:
$97.00
$130.00 per family
Permit Inspection Fee
Fee increases $22.00 for each additional
200 attendees
$11.00/report
$38.00
$135.00
$15.00
$22.00
$35.00
$95.00/hour
$24.00/hour + $12.00/box offsite recovery
fee
$45.00
$130.00 per family
401 - 600 attendees $135.00
City of Palo Alto FY 2014 Municipal Fee Schedule 18-4
Attachment B
8
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
AC-09001 Children's Theatre
Replacement and Expansion
Buildings
and
Facilities
5,019$ 3,138$
AC-09002 Community Theatre Sound
System Replacement
Buildings
and
Facilities
6,844 6,563
CC-09001 Dimmer Replacement and
Lighting System
Buildings
and
Facilities
995 7,611 4,609 11,266 136,644
CC-10000 Replacement of Cubberley
Gym B Bleachers
Buildings
and
Facilities
6,739 29,495
CC-11000 Cubberley Gym Activity
Room
Buildings
and
Facilities
58,041
FD-08001 Fire Station #6
Improvements
Buildings
and
Facilities
8,061 48,110 271
PE-04012 Mitchell Park Library &
Community Center
Improvements
Buildings
and
Facilities
123
PE-04014 Animal Shelter Expansion &
Renovation
Buildings
and
Facilities
61,539
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
Page 1 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PE-05010 College Terrace Library
Improvements
Buildings
and
Facilities
1,545,763 846,020 7,344 4,600
PE-06001 San Antonio Bridge
Structural Repairs &
Maintenance
Buildings
and
Facilities
494 82,782
PE-08005 Municipal Service Center
Resurfacing
Buildings
and
Facilities
326,898
PE-09003 City Facility Parking Lot
Maintenance
Buildings
and
Facilities
51,098 30,634
PE-09005 Downtown Library
Improvements
Buildings
and
Facilities
562,707 3,133,576 714,043 31,093
PE-09006 Mitchell Park Library &
Community Center
(New Construction)
Buildings
and
Facilities
3,278,486 10,381,000 14,213,182 8,691,974 4,688,267
PE-09010 Library & Community
Center Temporary Facilities
Buildings
and
Facilities
518,623 110,020 2,205 412
PE-10002 Ventura Community Center
and Park
Buildings
and
Facilities
13,283 21,130 287,503 140,475
Page 2 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PE-11000 Main Library New
Construction and
Improvements
Buildings
and
Facilities
792,913 1,139,804 741,837 4,825,763
PE-11012 Temporary Main Library Buildings
and
Facilities
96,435 429,616 29,997
PE-12017 City Hall 1st Floor Buildings
and
Facilities
63,537 91,491 91,108
PE-14015 Lucie Stern
Mechanical/Elecrical
Upgrades
Buildings
and
Facilities
69,023
PE-14018 Baylands Interpretive Center
Improvements & Boardwalk
Repair
Buildings
and
Facilities
12,558
PE-98020 Public Safety Building Buildings
and
Facilities
175,289 30,910 14,943 7,252 8,380
PE-95030 Downtown Parking Structure Buildings
and
Facilities
469
PF-00006 Roofing Replacement Buildings
and
Facilities
251,344 104,617 319,495 246,068 99,261
Page 3 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PF-01002 Civic Center Infrastructure
Improvements
Buildings
and
Facilities
1,344,006 3,803,962 1,950,609 423,121 103,738
PF-01003 Building Systems
Improvements
Buildings
and
Facilities
36,098 74,876 59,798 34,320 35,755
PF-01004 Fire Station Improvements Buildings
and
Facilities
237,018 394
PF-02022 Facility Interior Finishes Buildings
and
Facilities
11,076 23,874 234,085 70,609 33,714
PF-04000 Security System
Improvements
Buildings
and
Facilities
3,581
PF-04010 Cubberley Mechanical &
Electrical Upgrades
Buildings
and
Facilities
9,369
PF-05002 Municipal Service Center
Renovation
Buildings
and
Facilities
3,530 12,176
PF-05003 Foothills Park Interpretive
Center Improvements
Buildings
and
Facilities
1,290 12,897 141,633 7,869 4,183
Page 4 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PF-06004 Cubberley Restroom
Renovation
Buildings
and
Facilities
27,422 3,129 11,849
PF-07000 Art Center Electrical &
Mechanical Upgrades
Buildings
and
Facilities
234,143 543,877 4,628,983 2,418,160 2,941
PF-07001 ADA Compliance -
Cubberley Community
Center
Buildings
and
Facilities
205,388
PF-07003 Children's Theatre Fire/Life
Safety Upgrade
Buildings
and
Facilities
7,592 6,150 131
PF-07011 Roth Building Maintenance Buildings
and
Facilities
3,729 1,205
PF-08000 Art Center Kiln Hood
Replacement
Buildings
and
Facilities
14,570
PF-09000 Children's Theatre
Improvements
Buildings
and
Facilities
30,199 52,172
PF-09002 Lucie Stern Community
Center and Theatre Exterior
Paint
Buildings
and
Facilities
4,510 90,816
Page 5 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PF-10000 Civic Center Chiller Drive
Replacement
Buildings
and
Facilities
72,380
PF-10001 Rinconada Pool Plaster Buildings
and
Facilities
117,756
PF-10002 Lot "J" Cowper/Webster
Structural Repairs
Buildings
and
Facilities
23,682 15,260 32,672 448,804
PF-93009 ADA Compliance Buildings
and
Facilities
235,410 9,994 167,537 10,019
Total Buildings and
Facilities
9,311,891$ 20,250,843$ 23,867,878$ 14,040,559$ 10,343,680$
AC-86017 Art in Public Places Land
and
Land
Improvements
17,256$ 77,956$ 17,171$ 59,526$ 68,458$
AS-08000 Acquisition of Los Altos
Treatment Plant
Land
and
Land
Improvements
2,252,250 400,000
AS-09000 City of Palo Alto Municipal
Airport Transition Project
Land
and
Land
Improvements
67,775 4,050
Page 6 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PE-09004 Los Altos Treatment Plant
Master Plan Study
Land
and
Land
Improvements
15,468 16,278
Total Land and Land
Improvements
2,352,749$ 98,284$ 17,171$ 459,526$ 68,458$
FD-09001 Fire Apparatus Equipment
Replacement
Miscellaneous 261,283$
FD-12000 ALS EKG Monitor
Replacement
Miscellaneous 517,914 92,966$
LB-11000 Furniture & Technology for
Measure N Project
Miscellaneous 28,124 178,774 531,457 389,094
PE-12002 Tree Wells - University
Avenue Irrigation
Miscellaneous 28,743 152,993 30,210
PE-12004 Municipal Services Center
Facilities Study
Miscellaneous 220
Page 7 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PE-12009 Alma Guardrail Miscellaneous 5,888 34,353 232
PD-08000 Crime Scene Evidence
Collection Vehicle
Miscellaneous 174,201 6,039
PF-12004 Citywide Backflow
Preventer Installations
Miscellaneous 95,643
PO-10002 Downtown Tree Grates Miscellaneous 29,879 8,136
PO-12002 LATP Site Development
Preparation & Security
Miscellaneous 8,636 7,668 56,309
Total Miscellaneous 291,162$ 210,461$ 228,300$ 1,340,028$ 568,811$
FD-05000 Sixteen (16) ALS Monitors Non-Infrastructure
Management
Plan
434$
PD-07000 Mobile Command Vehicle Non-Infrastructure
Management
Plan
695,337
Page 8 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PE-05001 Photovoltaic Design and
Installations
Non-Infrastructure
Management
Plan
6,448
PE-07011 Library Service Model
Analysis
Non-Infrastructure
Management
Plan
PL-05002 Charleston/Arastradero
Corridor Plan
Non-Infrastructure
Management
Plan
193,613 26,988$
PL-06002 Comprehensive Parking
Signage Plan
Non-Infrastructure
Management
Plan
4,248
Total Non-Infrastructure
Management Plan
6,448$ 889,384$ 31,236$ -$ -$
AC-10000 Junior Museum & Zoo New
Bobcat Habitat
Parks
and
Open Space
101,790$ 23,210$
AC-12001 Junior Museum & Zoo
Perimeter Fence and
Footpath
Parks
and
Open Space
31,101
Page 9 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
OS-00001 Open Space Trails and
Amenities
Parks
and
Open Space
97,766 47,473 162,466 125,150 65,995$
OS-00002 Open Space Lakes & Ponds
Maintenance
Parks
and
Open Space
63,263 54,097 24,615 15,000
OS-07000 Foothills Park Road
Improvements
Parks
and
Open Space
150,000
OS-09001 Off-Road Pathway
Resurfacing and Repair
Parks
and
Open Space
24,719 4,130 13,248
OS-09002 Baylands Emergency Access
Levee Repair
Parks
and
Open Space
54,098
PE-00110 College Terrace Park
Improvements
Parks
and
Open Space
522
PE-06005 University Avenue Gateway
Landscaping Improvements
Parks
and
Open Space
6,709 1,479 429 486
PE-06007 Park Restroom Installation Parks
and
Open Space
100,096 224,048 98,119 147,865 112,308
Page 10 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PE-07005 California Avenue
Improvements
Parks
and
Open Space
465,324 53,810
PE-07007 Cubberley Turf Renovation Parks
and
Open Space
969,963
PE-08001 Rinconade Park
Improvements
Parks
and
Open Space
1,514
PE-08004 Lytton Plaza Renovation Parks
and
Open Space
725,733 2,545 11,793 11,570 3,542
PE-09002 Greer Park Phase IV Parks
and
Open Space
515,091 925,076 142,030 8,078
PE-12003 Rinconada Park Master Plan
& Design
Parks
and
Open Space
121,690 118,299 19,480
PE-12012 Eleanor Pardee Park
Improvements
Parks
and
Open Space
21,827 26,641 241,644
PE-12013 Magical Bridge Playground Parks
and
Open Space
129,237 92,606 8,581
Page 11 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PE-13003 Parks Master Plan Parks
and
Open Space
29,193 17,120
PE-13005 City Hall/King Plaza
Landscape
Parks
and
Open Space
1,337 30,840
PE-13007 El Camino Park Dog Park Parks
and
Open Space
977 104
PE-13008 Bowden Park Improvements Parks
and
Open Space
2,739
PE-13010 Greer Park Renovations Parks
and
Open Space
1,896 34,787
PE-13016 El Camino Park Expanded
Parking Lot and New
Restroom
Parks
and
Open Space
8,886 6,307
PE-13020 Byxbee Park Trails Parks
and
Open Space
21,374 2,703
PE-14010 LATP Site Development
Preparation & Security
Improvements
Parks
and
Open Space
270
Page 12 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PF-12001 Parks and PWD Trees Work
Space Improvements
Parks
and
Open Space
836 7,515 272,758
PG-06001 Tennis and Basketball Court
Resurfacing
Parks
and
Open Space
100,159 77,512 53,635 506
PG-06003 Benches, Signage, Fencing,
Walkways, and Perimeter
Landscaping
Parks
and
Open Space
73,480 118,366 105,225 168,788 111,076
PG-09002 Park and Open Space
Emergency Repairs
Parks
and
Open Space
50,883 147,651 52,875 42,793 52,052
PG-09003 Park Maintenance Shop
Remodel
Parks
and
Open Space
2,858 55,414 2,244 3,760
PG-11000 Hopkins Park Improvements Parks
and
Open Space
4,100 7,900
PG-11001 Cogswell Plaza
Improvements
Parks
and
Open Space
11,123 134,635
PG-11002 Monroe Park Improvements Parks
and
Open Space
3,200 640
Page 13 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PG-11003 Scott Park Improvements Parks
and
Open Space
297
PG-12002 Golf Course Tree
Maintenance
Parks
and
Open Space
21,014
PG-13002 El Camino Park Playing
Fields and Amenities
Parks
and
Open Space
21,233
PG-98001 School Site Irrigation Parks
and
Open Space
161,399
PG-13003 Golf Reconfiguring Parks
and
Open Space
406,950 210,494
Total Parks and Open
Space
3,459,755$ 1,730,681$ 1,113,288$ 1,480,052$ 1,013,890$
PE-00104 San Antonio Road Median
Improvements
Streets
and
Sidewalks
239,404$ 142,556$ 676,384$ 314,834$ 58,823$
Page 14 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PE-06006 Alma Street Landscape
Improvements
Streets
and
Sidewalks
26,371
PE-10006 Bridge Rail, Abutment, and
Deck Repair
Streets
and
Sidewalks
167,062
PE-11011 Highway 101 Pedestrian /
Bicycle Overcrossing
Streets
and
Sidewalks
36,385 194,020 115,011 263,479 77,160
PE-12011 Newell Road Bridge / San
Francisquito Creek Bridge
Replacement
Streets
and
Sidewalks
55,715 328,933 37,645
PE-13011 Charleston/Arastradero
Corridor Project
Streets
and
Sidewalks
32,880 20,135
PE-13022 University Avenue
Pedestrian/Bicycle
Underpass Rehabilitation
Streets
and
Sidewalks
178,901
PE-86070 Street Improvements (Street
Improvement Fund)
Streets
and
Sidewalks
3,658,566 5,110,791 3,170,679 7,097,782 2,385,650
PL-00026 Safe Routes to School Streets
and
Sidewalks
30,000 20,750 87,321 294,601 135,545
Page 15 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PL-04010 Bicycle Transportation Plan
Implementation Project
Streets
and
Sidewalks
30,000 80,862 103,599 57,921 58,197
PL-05003 College Terrace Traffic
Calming
Streets
and
Sidewalks
545
PL-05030 Traffic Signal Upgrades Streets
and
Sidewalks
279,590 183,141 244,272 385,302 37,491
PL-07002 El Camino Real/ Stanford
Intersection
Streets
and
Sidewalks
4,790 247,112 341,683 963,546
PL-11001 Dinah SummerHill
Pedestrian/Bicycle Path
Streets
and
Sidewalks
188,187 2,845 317
PL-11002 California Avenue Transit
Hub Corridor
Streets
and
Sidewalks
16,361 81,210 248,237
PL-11003 Palo Alto Traffic Signal
Central System
Streets
and
Sidewalks
35,528
PL-11004 Alma Street Traffic Signal
Improvements
Streets
and
Sidewalks
645
Page 16 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PL-12000 Transportation and Parking
Improvements
Streets
and
Sidewalks
91,002 292,854 286,281
PL-98013 School Commute Safety
Improvements (SIF)
Streets
and
Sidewalks
6,170
PO-05054 Street Light Improvements Streets
and
Sidewalks
40,430 159,070 61,844 69,707 26,446
PO-11000 Sign Reflectivity Upgrade Streets
and
Sidewalks
20,792 136,380 1,694
PO-11001 Thermoplastic Lane Marking
and Striping
Streets
and
Sidewalks
29,639 127,958 74,614
PO-12000 Wilkie Way Bridge Deck
Replacement
Streets
and
Sidewalks
37,316
PO-12001 Curb and Gutter Repairs Streets
and
Sidewalks
1,851 287,582 261,057
PO-12003 Foothills Fire Management Streets
and
Sidewalks
19,884 63,502
Page 17 of 18 3/12/2014
ATTACHMENT C
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category YTD
General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2010-2014
PO-89003 Sidewalk Improvements Streets
and
Sidewalks
1,341,916 1,211,917 1,673,715 1,864,954 1,013,136
Total Streets and Sidewalks 5,855,059$ 7,421,556$ 6,977,019$ 12,748,209$ 4,748,632$
Grand Total 21,277,064$ 30,601,209$ 32,234,892$ 30,068,374$ 16,743,471$
Page 18 of 18 3/12/2014
Total
Budget FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
AC-09001 Children's Theatre
Replacement and
Expansion
Buildings
and
Facilities
$100,000 $94,981 $3,138 $0 $0 $87,693 $4,150 96%Design Jun 14 Needs assessment has been completed. Requests for
Proposal prepared. Construction to begin in Spring 2014.
AC-09002 Community Theater
Sound System
Replacement
Buildings
and
Facilities
$200,000 $193,156 $6,563 $0 $0 $181,693 $4,900 98%Design Jun 14 Needs assessment has been completed. Requests for
Proposal prepared. Construction to begin in Spring 2014.
AC-12001 Junior Museum & Zoo
Perimeter Fence and
Footpath
Parks
and
Open Space
$50,000 $18,899 $0 $0 $0 $0 $18,899 100%Complete Project completed. To be closed in FY14.
CC-09001 Dimmer Replacement
and Lighting System
Buildings
and
Facilities
$161,567 $141,696 $136,644 $0 $0 $18,600 ($13,548)100%Construction Jun 14 Project is over budget and funds to be transferred from
another CIP to be identified.
OS-09002 Baylands Emergency
Access Levee Repair
Parks
and
Open Space
$175,000 $120,902 $0 $0 $0 $0 $120,902 31%Design Sep 14 Design and EIR complete. Project now independent of
JPA and will no longer be paired with JPA flood control
project.
PG-09003 Park Maintenance Shop
Remodel
Parks
and
Open Space
$159,096 $94,419 $0 $0 $0 $0 $94,419 41%Construction Feb 14 Project is managed by Public Works Facilities
Management. Contract awarded and is scheduled for
completion in Feb 2014.
PG-11000 Hopkins Park
Improvements
Parks
and
Open Space
$95,000 $90,900 $7,900 $0 $0 $500 $82,500 13%Design Jul 14 Landscape architect hired for planning and development of
scope of contract. Design complete and going out to bid
scheduled for Feb 2014.
PG-11001 Cogswell Plaza
Improvements
Parks
and
Open Space
$156,208 $11,231 $0 $0 $0 $0 $11,231 93%Complete Project completed Dec 2012. To be closed in FY14.
PG-11002 Monroe Park
Improvements
Parks
and
Open Space
$250,000 $246,800 $640 $0 $0 $9,300 $236,860 5%Design Aug 14 Landscape architect hired for planning and development of
scope of contract. Design complete and going out to bid
scheduled for Mar 2014.
PG-11003 Scott Park
Improvements
Parks
and
Open Space
$100,000 $100,000 $297 $0 $0 $0 $99,703 0%Design Sep 14 Design complete (paid under PG-06003). Going out to bid
scheduled for Mar 2014.
PG-12001 Stanford / Palo Alto
Playing Field Netting
Parks
and
Open Space
$50,000 $50,000 $0 $0 $0 $0 $50,000 0%Design TBD Staff in initial planning and development of scope of
contract.
PG-12002 Golf Course Tree
Maintenance
Parks
and
Open Space
$122,779 $122,779 $0 $0 $0 $0 $122,779 0%Ongoing TBD Funds for this CIP are not expended due to golf course
renovations. Funds for this CIP will be moved into Golf's
Operating budget.
PG-12004 Sarah Wallis Park
Improvements
Parks
and
Open Space
$65,000 $65,000 $0 $0 $0 $0 $65,000 0%Pre-Design TBD Staff in initial planning and development of scope of
contract.
PG-12005 Relocate Power Poles
for Soccer Field
Parks
and
Open Space
$100,000 $100,000 $0 $0 $0 $0 $100,000 0%Design TBD Project on hold pending staff land evaluation.
MULTI-YEAR PROJECTS
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
COMMUNITY SERVICES DEPARTMENT
MINOR PROJECTS
3/12/2014
Attachment D
1
Total
Budget FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
COMMUNITY SERVICES DEPARTMENT
OS-00001 Open Space Trails &
Amenities
Parks
and
Open Space
$2,269,869 $350,574 $65,995 $0 $0 $55,000 $229,579 90%Ongoing TBD Various trail improvements at Arastradero, Foothills Park,
and Baylands. In year 3 of 3 year contract with new bids
anticipated in Feb 2014.
OS-00002 Open Space Lakes &
Ponds Maintenance
Parks
and
Open Space
$442,183 $49,920 $0 $0 $0 $35,000 $14,920 97%Ongoing TBD In year 3 of 3 year contract for maintenance of Boronda
Lake with new bids anticipated in Mar 2014.
OS-07000 Foothills Park Road
Improvements
Parks
and
Open Space
$525,000 $125,000 $0 $0 $0 $0 $125,000 76%Ongoing TBD Work is now in-house by Public Works Engineering or
combined with their paving contracts to achieve cost
savings.
OS-09001 Off-Road Pathway
Resurfacing and Repair
Parks
and
Open Space
$326,357 $313,109 $0 $0 $0 $26,191 $286,918 12%Ongoing TBD Work is now done in-house by Public Works Engineering
or combined with their paving contracts.
PG-06001 Tennis & Basketball
Court Resurfacing
Parks
and
Open Space
$741,443 $250,112 $0 $0 $0 $0 $250,112 66%Ongoing TBD Staff in planning for new bids in Feb 2014. Schedule to be
reworked to increase number of courts and scope to
reconstruct courts, not just resurfacing due to additional
funding.
PG-06003 Benches, Signage,
Fencing, Walkways, and
Perimeter Landscaping
Parks
and
Open Space
$896,676 $371,088 $110,051 $0 $1,025 $59,979 $200,033 78%Ongoing TBD Recent projects completed: Site Amenities: Cogswell
Plaza trash receptacles and site furniture, bleachers at
Hopkins Park; various bench replacements at Greer Park;
basketball standard replaced at Greer Park; fence repairs at
Mitchell Park tennis courts. Signage: design for Rinconada
Cultural Center signage. Landscaping: Lucie Stern
entryway and courtyard.
PG-09002 Park and Open Space
Emergency Repairs
Parks
and
Open Space
$432,761 $140,369 $52,052 $0 $0 $3,000 $85,317 80%Ongoing TBD Recent projects completed: Rinconada Park tennis court
tripping hazard surface repairs. Werry Park repairs to
playground structure. Briones Park repairs to playground
structure. Heritage Park booster pump installation.
Addison School booster pump repair. Playground safety
repairs to various sites (Bol, Mitchell, Peers & Robles
Parks). Foothills Park culvert repairs due to storm.
PG-13001 Stanford / Palo Alto
Soccer Turf
Replacement
Parks
and
Open Space
$725,000 $725,000 $0 $0 $0 $0 $725,000 0%Pre-Design Jun 16 Staff in initial planning and development of scope of
contract.
PG-13002 El Camino Park Playing
Fields and Amenities
Parks
and
Open Space
$3,435,286 $3,435,286 $21,233 $0 $0 $0 $3,414,053 1%Design Jun 14 Pending design changes to parking lot.
PG-13003 Golf Reconfiguring Parks
and
Open Space
$8,680,348 $8,273,397 $165,983 $0 $44,511 $72,761 $7,990,142 8%Design Jun 15 Design complete. Construction to begin in Apr 2014.
3/12/2014
Attachment D
2
Total
Budget FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FD-14002 Fire Ringdown
System
Replacement
Buildings and
Facilities
$157,500 $157,500 $0 $0 $0 $0 $157,500 0%Pre-Design Dec 14
FD-12000 ALS EKG
Monitor
Replacement
Miscellaneous $617,850 $99,936 $92,966 $0 $0 $4 $6,966 100%Complete The Fire Department
completed the
acquisition of new
ALS EKG monitors in
Dec 2012. Project to
be closed in FY14.
FD-13000 Long Range
CCTV Cameras
Miscellaneous $65,000 $65,000 $0 $0 $0 $0 $65,000 0%Ongoing TBD The Fire Department
is currently evaluating
several Thermal
Imaging Cameras.
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
FIRE DEPARTMENT
MULTI-YEAR PROJECTS
MINOR PROJECTS
Attachment D
3
Total
Budget FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
LB-11000 Furniture &
Technology for
Library Measure N
Project
Miscellaneous $2,375,000 $1,636,645 $389,094 $0 $0 $392,619 $854,932 64%Ongoing Jun 14 Project activity is being
coordinated with the
construction schedule of the
Mitchell Park Library &
Community Center and
Main Library Measure N
building renovations.
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
LIBRARY SERVICES DEPARTMENT
MULTI-YEAR PROJECTS
Attachment D
4
Total
Budget FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
PL-11001 Dinah SummerHill
Pedestrian Bicycle
Path
Streets
and
Sidewalks
$302,248 $116,053 $317 $0 $0 $0 $115,736 62%Ongoing TBD Majority of charges in FY13 were
reclassified to a different project. In-house
design is complete. Hexagon Transportation
Consultants completed traffic study. A
community outreach meeting was held in
Summer 2013. Estimated to begin
construction in Spring 2014.
PL-14000 El Camino Real and
Churchill Avenue
Intersection
Impovements
Streets
and
Sidewalks
$283,651 $283,651 $0 $0 $0 $0 $283,651 0%Pre-Design Dec 15 RFP process completed during the Winter
and scheduled for award in Feb 2014.
Project design scheduled to begin in Spring
2014.
PL-00026 Local and
Neighborhood
Collector Street
Traffic Calming
Program (SIF)
("Safe Routes To
Schools")
Streets
and
Sidewalks
$1,403,723 $594,961 $135,545 $0 $0 $479,402 ($19,986)100%Ongoing TBD This ongoing CIP implements traffic
calming improvements along Residential
Arterial Streets and funds the development
of Safe Routes to School Programs and
Projects at schools. $30K of the
encumbrance should be for PL-12000
and will be moved.
PL-04010 Bicycle and
Pedestrian
Transportation Plan
Implementation
Project
Streets
and
Sidewalks
$1,659,158 $1,378,293 $58,197 $0 $0 $655,167 $664,929 60%Ongoing TBD This ongoing CIP implements project
recommendations from the City's Bike/Ped
Transportation Plan. Maybell and Matadero
Bike Boulevards are currently in the public
outreach and design phase. An RFP process
for 10 additional projects was completed
during the Winter and scheduled for award
in Feb 2014 with design projects starting in
Spring 2014.
PL-11002 California Avenue
Transit Hub
Corridor
Streets
and
Sidewalks
$1,726,609 $1,629,346 $248,237 $0 $0 $706,069 $675,040 61%Ongoing Dec 14 Design is complete. Project was advertised
during Winter break with bids due in Jan
2014. Anticipated construction start date
Mar 2014.
PL-11003 Palo Alto Traffic
Signal Central
System
Streets
and
Sidewalks
$400,000 $364,472 $0 $0 $0 $0 $364,472 9%Ongoing Jun 15 An RFP is pending release of a Notice to
Proceed from CalTrans who is providing
grant reimbursement for the project.
PL-12000 Transportation and
Parking
Improvements
Streets
and
Sidewalks
$1,267,203 $974,348 $286,281 $0 $0 $260,800 $427,267 66%Ongoing N/A Parking Garage Study is complete and will
be presented to Council in Feb 2014.
Additional parking programs, studies and
transportation projects are in the planning
stages.
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT
MINOR PROJECTS
MULTI-YEAR PROJECTS
Attachment D
5
Total
Budget FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT
PL-14001 Matadero Creek
Trail
Streets
and
Sidewalks
$383,651 $383,651 $0 $0 $0 $0 $383,651 0%Pre-Design Jun 17 RFP process completed during the Fall but
award was delayed due to city referendum.
Award was scheduled in Feb 2014. Project
design scheduled to begin in Spring 2014.
Attachment D
6
Budget FY 2014 FY 2014 Estimated
Project Project Project From Available FY 2014 Labor FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Adjustments Contingencies Encumbrances Balance Complete Status Date Comments
PD-14000 Internal Alarm
System
Replacement
Buildings and
Facilities
$78,000 $78,000 $0 $0 $0 $0 $78,000 0%Pre-Design Oct 14
Totals $78,000 $0 $0 $0 $0
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
POLICE DEPARTMENT
MINOR PROJECTS
Attachment D
7
Total
Budget FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
PE-06005 University Avenue Gateway
Landscaping Improvements
Parks
and
Open Space
$240,966 $4,128 $0 $0 $0 $0 $4,128 100%Complete Project completed as of 6/30/2013. To be closed in
FY14.
PE-08004 Lytton Plaza Renovation Parks
and
Open Space
$793,142 $20,516 $3,542 $0 $0 $0 $16,974 100%Complete Project completed as of 6/30/2013. To be closed in
FY14.
PE-09002 Greer Park Phase IV Parks
and
Open Space
$1,959,108 $2,669 $0 $0 $0 $0 $2,669 100%Complete Project completed as of 6/30/2013. To be closed in
FY14.
PE-11011 Highway 101
Pedestrian/Bicycle
Overcrossing
Streets
and
Sidewalks
$2,027,452 $1,530,203 $77,160 $0 $0 $66,687 $1,386,356 32%Pre-Design Mar 15 The feasibility study was completed in Nov 2011.
Preliminary Engineering and Environmental
assessment is in progress. Staff is working with
Caltrans on various environmental studies as part of
the Grant funding requirement. Council directed staff
to implement a design competition for the project.
PE-12002 Tree Wells - University
Avenue Irrigation
Miscellaneous $199,379 $46,386 $25,087 $0 $5,123 $0 $16,176 100%Complete To be closed at year-end.
PE-12003 Rinconada Park Long Range
Plan & Design
Parks
and
Open Space
$200,602 $24,061 $19,480 $0 $0 $7,000 ($2,419)100%Design Apr 14 Project is in design phase; staff is presenting the final
plan to Council in Spring 2014. The labor adjustment
done at year end will leave the project with a positive
balance.
PE-12004 Municipal Services Center
Facilities Study
Miscellaneous $249,780 $249,780 $0 $0 $0 $0 $249,780 0%Pre-Design Jun 14 Draft scope of services for specialized consultant
support is under review. Expect consultant to start
work in Jan 2014 and recommend menu of options for
city review by Apr 2014.
PE-12009 Alma Guardrail Miscellaneous $122,754 $82,512 $232 $0 $0 $0 $82,280 100%Complete To be closed at year-end.
PE-12013 Magical Bridge Playground Parks
and
Open Space
$1,362,263 $1,205,467 $8,581 $0 $0 $116,107 $1,080,779 21%Design May 14 Design and construction documents are expected to be
completed by Spring 2014 pending Friends of the
Magical Bridge fund raising effort.
PE-12017 City Hall First Floor
Renovations
Buildings
and
Facilities
$2,338,176 $2,246,682 $91,108 $0 $0 $348,411 $1,807,163 23%Design Oct 14 Project plans submitted for building permit review on
12/19/2013. Construction expected to begin in May
2014.
PE-13003 Parks Master Plan Parks
and
Open Space
$534,870 $505,677 $17,120 $0 $0 $350,000 $138,557 74%Design Jan 15 Design contract awarded in 2013. Goals and work
plan will be presented to Council in Feb 2014.
PE-13008 Bowden Park Improvements Parks
and
Open Space
$356,041 $356,041 $2,739 $0 $0 $0 $353,302 1%Design Feb 14 Community outreach needs to occur and construction
bidding of project is expected Summer of 2014.
PE-13010 Greer Park Renovations Parks
and
Open Space
$301,896 $300,000 $34,787 $0 $0 $14,635 $250,578 17%Design Jan 14 Community outreach needs to occur and construction
bidding of project is expected Spring 2014.
PE-13012 Structural Assessment of City
Bridges
Streets
and
Sidewalks
$185,394 $185,394 $0 $0 $0 $0 $185,394 0%Pre-Design Sep 14 Scope and inventory of bridges completed. RFP
scheduled for Spring 2014.
PE-13014 Streetlight Condition
Assessment
Streets
and
Sidewalks
$220,078 $220,078 $0 $0 $0 $0 $220,078 0%Pre-Design Sep 14 Scope of work is being prepared and expect
consultant to start work in Apr 2014.
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
PUBLIC WORKS DEPARTMENT
MINOR PROJECTS
Attachment D
8
Total
Budget FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
PUBLIC WORKS DEPARTMENT
PE-13016 El Camino Park Expanded
Parking Lot and New
Restroom
Parks
and
Open Space
$968,885 $960,000 $6,307 $0 $0 $0 $953,693 2%Design Sep 15 Project is currently in the design phase with the start
of construction expected to be in the Summer 2014.
PE-13020 Byxbee Park Trails Parks
and
Open Space
$360,607 $339,233 $2,703 $0 $0 $55,000 $281,530 22%Design Dec 14 RFP for design services is being released. This
project is being jointly managed by PWD
Environmental Services and CSD Open Space.
PE-14010 LATP Site Development
Preparation & Security
Improvements
Parks
and
Open Space
$1,668,782 $1,668,782 $270 $0 $0 $0 $1,668,512 0%Pre-Design Aug 14 Wetland regulatory issues stalled progress on the
former treatment pond's remediation. Now preparing
plan for demo of existing structures on the site.
PE-14015 Lucie Stern
Mechanical/Electrical
Upgrades
Buildings
and
Facilities
$2,791,964 $2,791,964 $69,023 $0 $0 $196,018 $2,526,923 9%Design Jan 15 60% plans under review. Expected to bid in May
2014. Construction will be coordinated with theatre
events to minimize disruption.
PF-04000 Security System Improvements Buildings
and
Facilities
$275,000 $59,768 $0 $0 $0 $0 $59,768 78%Construction Jun 14 Additional security for MSC being installed.
PF-06004 Cubberley Restroom
Renovation
Buildings
and
Facilities
$339,271 $297,729 $0 $0 $0 $0 $297,729 12%Pre-Design Dec 14 Finalizing design. Due to workload constraints this
project has been delayed.
PF-11001 Council Chambers Carpet
Replacement
Buildings
and
Facilities
$80,000 $80,000 $0 $0 $0 $71,500 $8,500 89%Design Aug 14 This project scope has been included in the schedule
for the Council Chamber Renovation project in FY14.
PF-13001 Lucie Stern Mechanical
System Upgrade
Buildings
and
Facilities
$100,000 $100,000 $0 $0 $0 $0 $100,000 N/A N/A N/A Combined into PE-14015. Project will be closed in
FY14.
PF-07003 Children's Theatre Fire/Life
Safety Upgrade
Buildings
and
Facilities
$278,549 $231,580 $0 $0 $0 $0 $231,580 17%Design N/A Combined into PE-14015. Project will be closed in
FY14.
PF-07011 Roth Building Maintenance Buildings
and
Facilities
$424,395 $258,576 $0 $0 $0 $0 $258,576 39%Ongoing Jun 14 All initial work completed. Ongoing work is for
maintenance and repairs.
PF-10002 Lot "J" Cowper/Webster
Structural Repairs
Buildings
and
Facilities
$688,999 $168,580 $0 $0 $0 $0 $168,580 100%Complete Project completed as of 6/30/2013. To be closed in
FY14.
PF-12001 Parks and PWD Trees Work
Space Improvements
Parks
and
Open Space
$382,515 $375,000 $272,758 $0 $0 $103,553 ($1,311)100%Construction Jan 14 Project will be closed out by Jan 2014. Project is
almost complete. The labor adjustment done at year
end will leave the project with a positive balance.
PF-12004 Citywide Backflow Preventer
Installations
Miscellaneous $250,000 $154,357 $0 $0 $0 $154,357 100%Complete Project completed as of 6/30/2013. To be closed in
FY14.
PF-14002 Fire Station 1 Improvements Buildings
and
Facilities
$280,377 $280,377 $0 $0 $0 $0 $280,377 0%Design Jun 15 Design phase expected to be completed by 6/30/2014.
PO-10002 Downtown Tree Grates Miscellaneous $300,000 $261,985 $0 $0 $0 $4,000 $257,985 14%Ongoing Dec 15 Ongoing. Project is being done in conjunction with
PO-89003 and tree replacement schedule.
PO-12000 Wilkie Way Bridge Deck
Replacement
Streets
and
Sidewalks
$50,000 $50,000 $33,665 $0 $3,651 $3,776 $8,908 100%Complete Construction complete Oct 2013. Keep the project
open for 1 year during the warranty period.
PO-12001 Curb and Gutter Repairs Streets
and
Sidewalks
$960,078 $672,495 $171,568 $0 $89,489 $280,929 $130,509 86%Construction Jun 14 Ongoing. This is an annual project being done in
conjunction with PO-89003.
PO-12002 LATP Site Development
Preparation & Security
Miscellaneous $250,000 $233,697 $56,309 $0 $0 $179,696 ($2,308)100%Design Aug 15 Combined into PE-14010. Project will be closed in
FY14. The labor adjustment done at year end will
leave the project with a positive balance.
Attachment D
9
Total
Budget FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
PUBLIC WORKS DEPARTMENT
PO-12003 Foothills Fire Management Streets
and
Sidewalks
$200,000 $180,116 $63,502 $0 $0 $26,498 $90,116 55%Ongoing Jun 17 Burn was completed and clearing to still take place.
Fire taking the lead on organization.
PE-00104 San Antonio Road Median
Improvements
Streets
and
Sidewalks
$2,231,622 $126,716 $13,134 $0 $45,689 $18,221 $49,672 100%Complete Project was completed in Apr 2013; project must stay
open for 1 year during the warranty period.
PE-06007 Park Restroom Installation Parks
and
Open Space
$959,230 $625,652 $112,308 $0 $0 $39,019 $474,325 51%Construction Jan 14 Briones Park Restroom is open. Completion of punch
list items expected in Jan 2014. Keep project open for
1 year after completion during the warranty period.
PE-08001 Rinconada Park Improvements Parks
and
Open Space
$189,233 $189,233 $1,514 $0 $0 $0 $187,719 1%Design Mar 14 The project is under design phase which is expected to
be completed in Spring 2014. Construction is
expected to start Fall 2014.
PE-09003 City Facility Parking Lot
Maintenance
Buildings
and
Facilities
$744,324 $713,690 $0 $0 $0 $13,691 $699,999 6%Ongoing Jun 14 This is an annual project. Funding will be used for
repaving the Mitchell Park Library parking lot once
the construction of the library is completed. This
project will also fund the repaving of Greer Park
parking lot which was completed in Sep 2013.
PE-09005 Downtown Library
Improvements
Buildings
and
Facilities
$4,530,826 $46,245 $0 $0 $0 $45,631 $614 100%Complete Project completed as of 6/30/2013. To be closed in
FY14.
PE-09006 Mitchell Park Library &
Community Center
(New Construction)
Buildings
and
Facilities
$49,207,819 $12,594,893 $4,208,882 $0 $479,385 $6,857,839 $1,048,787 98%Construction Jul 14 Construction began Sep 2010 and has experienced
delays. The City has found the Contractor in default
and is attempting to get the Contractor to finish the
project.
PE-09010 Library & Community Center
Temporary Facilities
Buildings
and
Facilities
$793,181 $135,261 $0 $0 $0 $17,121 $118,140 85%Construction Apr 15 After final invoices are received, project will remain
open until warranty period is over. Demobilization
when Mitchell Park Library has opened.
PE-10002 Ventura Community Center
and Park
Buildings
and
Facilities
$477,219 $174,684 $5 $0 $140,470 $38,953 ($4,744)100%Complete Construction completed Aug 2013. $38,953
disencumbered in Jan 2014.
PE-11000 Main Library New
Construction and
Improvements
Buildings
and
Facilities
$23,202,067 $22,460,230 $4,790,155 $0 $35,608 $16,890,646 $743,821 97%Construction Dec 14 Construction started Jun 2013. Foundation and
concrete walls for new addition have been poured.
Existing roof replacement is nearly complete.
PE-11012 Temporary Main Library Buildings
and
Facilities
$542,218 $16,167 $29,997 $0 $0 $4,889 ($18,719)100%Construction Dec 14 Conversion of Art Center auditorium opened May
2013. This project must stay open as restoration of
the temporary main library will occur when the Main
Library reopens, which is expected to be Dec 2014.
Expenditure of $122K for building permit needs to be
reclassed to PE-11000.
PE-12011 Newell Road Bridge / San
Francisquito Creek Bridge
Replacement
Streets
and
Sidewalks
$782,415 $453,483 $37,645 $0 $0 $409,037 $6,801 99%Pre-Design Jan 15 Project planning process has been modified to include
an EIR analysis of multiple project alternatives.
Council approved the contract amendment to the
consultant to begin the alternatives analysis.
PE-12012 Eleanor Pardee Park
Improvements
Parks
and
Open Space
$700,002 $673,040 $241,644 $0 $0 $354,867 $76,529 89%Construction Feb 14 Construction is expected to be completed in Spring
2014.
PE-13005 City Hall/King Plaza
Landscape
Parks
and
Open Space
$175,378 $174,041 $30,840 $0 $0 $7,976 $135,225 23%Design Jan 14 Currently in design phase, public outreach is expected
to take place in Spring 2014.
MULTI-YEAR PROJECTS
Attachment D
10
Total
Budget FY 2014 FY 2014 FY 2014 FY 2014 FY 2014 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
PUBLIC WORKS DEPARTMENT
PE-13007 El Camino Park Dog Park Parks
and
Open Space
$260,977 $260,000 $104 $0 $0 $0 $259,896 N/A N/A N/A Environmental analysis determined this project not to
be viable. To be closed in FY14.
PE-13011 Charleston/Arastradero
Corridor Project
Streets
and
Sidewalks
$493,384 $460,505 $20,135 $0 $0 $2 $440,368 11%Design Nov 14 Consultant has been selected and a contract is
expected to be awarded in Mar 2014.
PE-13017 El Camino Median Landscape
Improvements
Streets
and
Sidewalks
$46,445 $46,445 $0 $0 $0 $0 $46,445 0%Design Dec 14 This project will be coordinated with the California
Avenue project.
PE-13022 University Avenue
Pedestrian/Bicycle Underpass
Rehabilitation
Streets
and
Sidewalks
$212,869 $33,968 $0 $0 $0 $22,008 $11,960 100%Complete Construction has been completed, under warranty
period for 1 year and should be closed in FY14.
PE-14018 Baylands Interpretive Center
Improvements & Boardwalk
Repair
Buildings
and
Facilities
$66,445 $66,445 $12,558 $0 $0 $0 $53,887 19%Pre-Design Nov 14 Due to the location in the Baylands, staff are working
on environmental issues and impacts and need to
coordinate with State of California Fish and Game.
PE-98020 Police Building Project Buildings
and
Facilities
$4,299,090 $94,919 $8,380 $0 $0 $0 $86,539 98%Design TBD Project currently on hold.
PF-01002 Civic Center Infrastructure
Improvements
Buildings
and
Facilities
$16,041,182 $386,627 $103,738 $0 $0 $177,411 $105,478 99%Construction Jan 14 Electrical work nearly complete. Renovation of City
Auditor's office completed in Dec 13.
PF-05002 Municipal Service Center
Renovation
Buildings
and
Facilities
$191,487 $0 $0 $0 $0 $0 $0 N/A N/A N/A Project on hold per City Manager.
PF-05003 Foothills Park Interpretive
Center Improvements
Buildings
and
Facilities
$350,158 $84,708 $4,183 $0 $0 $18,150 $62,375 82%Construction Jun 14 HVAC design and construction portion of this CIP
expected to be completed by 6/30/2014.
PF-07000 Art Center Electrical &
Mechanical Upgrades
Buildings
and
Facilities
$7,764,485 $854 $2,941 $0 $0 $26,702 ($28,789)100%Complete Project completed as of 6/30/2013. However, project
needs to be opened to pay for the storage of the two
pianos until Main Library construction is completed
and temporary main library is converted back to
Auditorium. This delay has caused a negative project
balance.
PF-09000 Children's Theater
Improvements
Buildings
and
Facilities
$370,199 $340,000 $52,172 $0 $0 $0 $287,828 22%N/A N/A Combined into PE-14015. Project will be closed in
FY14.
PF-14000 Cubberley Roof Replacements Buildings
and
Facilities
$453,931 $453,931 $0 $0 $0 $0 $453,931 0%Ongoing Jun 19 Specs being written to complete Wings L & S before
end of FY14.
PF-14003 University Avenue Parking
District Parking Improvements
Buildings
and
Facilities
$340,900 $340,900 $0 $0 $0 $56,229 $284,671 16%Ongoing Jun 19 Lots H,D and E complete. Lot J restriped.
PF-14004 California Avenue Parking
District Parking Improvements
Buildings
and
Facilities
$186,400 $186,400 $0 $0 $0 $0 $186,400 0%Ongoing Dec 15 Lot 7 will be complete once California Avenue project
is completed.
PO-11000 Sign Reflectivity Upgrade Streets
and
Sidewalks
$284,830 $148,450 $1,694 $0 $0 $0 $146,756 48%Design Mar 14 Sign assessment complete. All data is being
processed for inclusion in GIS.
PO-11001 Thermoplastic Lane Marking
& Striping
Streets
and
Sidewalks
$471,509 $289,298 $0 $0 $0 $90,565 $198,733 58%Ongoing Jun 17 Ongoing annual contract in conjunction with PE-
86070 (Streets Maintenance Program Projects).
Attachment D
11
FY 2014 YEAR-END CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
TECHNOLOGY FUND
Total
Budget FY 2014 Budget
Project Project Project From Available FY 2014 Labor FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Adjustments Contingencies Encumbrances Balance Complete Status Date Comments
TE-01012 IT Disaster Recovery Plan Minor $578,626 $524,794 $21,036 $0 $0 $362,459 $141,299 76%Construction Dec-15 A disaster recovery and business
continuity assessment to be
completed Jan 14. The
assessment will determine disaster
recovery requirements to feed into
an overall disaster recovery
implementation plan and a
determination of needed solutions.
TE-08004 Fire Mobile Data Computer Minor $250,000 $61,083 $0 $0 $0 $1 $61,082 76%Construction May-14 Final phase of project is in
progress to upgrade Fire Mobile
Data Computers and add new Fire
Mobile Data Computers to the fire
engines for patient and permit
reporting purposes.
TE-09000 Public Safety Computer-Aided
Dispatch Replacement
Minor $1,400,000 $1,064,626 $93,198 $0 $0 $41,301 $930,127 34%Construction Dec-15 Go live for the CAD portion is
scheduled for Jan 2014. The next
phase will be designing and
installing the new records
management system.
INTERNAL SERVICE FUND
INFORMATION TECHNOLOGY DEPARTMENT
MINOR PROJECTS
MINOR PROJECTS
3/12/2014
Attachment D
12
FY 2014 YEAR-END CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
TECHNOLOGY FUND
Total
Budget FY 2014 Budget
Project Project Project From Available FY 2014 Labor FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Adjustments Contingencies Encumbrances Balance Complete Status Date Comments
INTERNAL SERVICE FUND
INFORMATION TECHNOLOGY DEPARTMENT
MINOR PROJECTSTE-11001 Library Computer System
Software
Minor $570,250 $499,925 $15,300 $0 $0 $414,050 $70,575 88%Pre-design Jun-14 Project is currently in the planning
phase and an RFP has been started
for a software solution.
TE-11002 Police Mobile In-Car Video
System Replacement
Minor $310,000 $305,412 $0 $0 $0 $305,000 $412 100%Construction Jun-14 Completed the installation and
now in the acceptance period.
TE-95016 Permit Information Tracking
System
Multi-Year $980,050 $176,648 $0 $0 $0 $0 $176,648 82%Construction Jun-15 Development Services is
exploring permit streamlining
efforts in FY15 that will include
but are not limited to GIS, Accela
Citizen Access, expanded mobile
technology, and other automation
tools.
TE-02013 Institutional Network (I-Net) Multi-Year $1,000,000 $575,887 $0 $0 $0 $0 $575,887 42%Construction Jun-15 Remaining funds to be utilized to
purchase equipment for live
broadcasts from community
centers.
TE-07006 SAP Continuous Improvement
Project
Multi-Year $8,898,680 $95,694 $65,428 $0 $0 $1,949 $28,317 100%On hold Jun-15 Road mapped enhancement
efforts funded by this CIP are on
hold pending results from an
Enterprise Resource Planning
(ERP) system evaluation slated
for FY 14.
TE-99010 Acquisition of New Computers Multi-Year $437,350 $188,074 $0 $0 $0 $0 $188,074 57%Ongoing Jun-15 This is an ongoing project for the
acquisition of new computers.
TE-00010 Telephone System Replacement Multi-Year $2,646,587 $849,452 $139,472 $0 $0 $168,675 $541,305 80%Construction Dec-14 Phase 1 complete: Upgrade of
high-speed network and
implementation of new telephone
system. Phase 2 design phase:
e911 implementation and removal
of legacy network.
TE-13001 Interactive Voice Response
System
Multi-Year $200,000 $200,000 $0 $0 $0 $0 $200,000 0%Pre-design Dec-14 Kick-off will start within the first
2 months of FY 14. The new
phone system deployment is a
dependency of starting this
project, which has recently been
deployed.
MULTI-YEAR PROJECTS
3/12/2014
Attachment D
13
FY 2014 YEAR-END CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
TECHNOLOGY FUND
Total
Budget FY 2014 Budget
Project Project Project From Available FY 2014 Labor FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Adjustments Contingencies Encumbrances Balance Complete Status Date Comments
INTERNAL SERVICE FUND
INFORMATION TECHNOLOGY DEPARTMENT
MINOR PROJECTSTE-13002 ESS/MSS Enhancements Multi-Year $150,000 $150,000 $0 $0 $0 $0 $150,000 0%On hold Jun-15 The start of this CIP is dependent
upon an SAP enhancement pack
upgrade project, which has been
placed on hold by the SAP
sterring committee until the results
are received from an ERP sytem
evaluation in FY 14.
3/12/2014
Attachment D
14
FY 2014 YEAR-END CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
TECHNOLOGY FUND
Total
Budget FY 2014 Budget
Project Project Project From Available FY 2014 Labor FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Adjustments Contingencies Encumbrances Balance Complete Status Date Comments
INTERNAL SERVICE FUND
INFORMATION TECHNOLOGY DEPARTMENT
MINOR PROJECTSTE-13003 SAP Refuse Billing
Improvements
Multi-Year $250,000 $250,000 $0 $0 $0 $0 $250,000 0%On hold Jun-15 The start of the project is
dependent upon the completion of
a GreenWaste system upgrade,
which is scheduled to be complete
in FY 14.
3/12/2014
Attachment D
15
FY 2014 YEAR-END CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
TECHNOLOGY FUND
Total
Budget FY 2014 Budget
Project Project Project From Available FY 2014 Labor FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Adjustments Contingencies Encumbrances Balance Complete Status Date Comments
INTERNAL SERVICE FUND
INFORMATION TECHNOLOGY DEPARTMENT
MINOR PROJECTSTE-13004 Infrastructure Management
System
Multi-Year $300,000 $300,000 $949 $0 $0 $75,000 $224,051 25%Pre-design Jul-15 This CIP has been split into two
phases, an analysis of Enterprise
Asset Management Systems
(EAMS) to determine our
requirements and solutions that
will fit the City's needs, and the
implementation of the chosen
solution. The analysis phase will
be complete Jul 14.
TE-14002 Library Virtual Branch Multi-Year $100,000 $100,000 $0 $0 $0 $0 $100,000 0%Pre-design Jun-15 Strategy for executing this project
has concluded. It will be split into
2 phases: hiring a consultant for
the analysis on requirements and
solution options, and
implementation of solutions(s) by
a vendor. The first phase is
targeted to begin in Mar 14.
MULTI-YEAR PROJECTS
3/12/2014
Attachment D
16
FY 2014 YEAR-END CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
TECHNOLOGY FUND
Total
Budget FY 2014 Budget
Project Project Project From Available FY 2014 Labor FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Adjustments Contingencies Encumbrances Balance Complete Status Date Comments
INTERNAL SERVICE FUND
INFORMATION TECHNOLOGY DEPARTMENT
MINOR PROJECTSTE-05000 Radio Infrastructure
Replacement
Multi-Year $2,565,980 $1,722,879 $225,300 $0 $0 $95,513 $1,402,066 45%Construction Dec-16 This CIP continues to fund
ongoing maintenance of the City's
existing radio system
infrastructure and may fund a new
effort to migrate to a planned new
county-wide system.
TE-06001 Library Radio Frequency
Identification (RFID)
Implementation
Multi-Year $810,000 $564,828 $68,487 $0 $0 $52,214 $444,127 45%Construction Jun-15 Will activate when Mitchell Park
Construction is completed and
when the AMH (Automated
Material Handling) system is in
place. Then main library will be
the next to use RFID which will
be late Dec 14.
TE-07000 Enterprise Application
Infrastructure Upgrade
Multi-Year $2,297,000 $515,900 $0 $0 $0 $0 $515,900 78%On hold Dec-15 Road mapped enhancement
efforts are on hold pending results
from an ERP system evaluation
slated for FY 14.
TE-10000 Collections Software Multi-Year $91,725 $2,900 $0 $0 $0 $0 $2,900 97%Construction Jun-14 Live, remaining funds to be used
for maintenance of system.
TE-10001 Utility Customer Billing
System
Multi-Year $600,000 $516,088 $0 $0 $0 $47,500 $468,588 22%Ongoing Dec-15 Enhancements to "My Utilities
Account" online application were
completed and we are currently
assessing the application's future
capabilities.
MULTI-YEAR PROJECTS
3/12/2014
Attachment D
17
FY 2014 YEAR-END CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
TECHNOLOGY FUND
Total
Budget FY 2014 Budget
Project Project Project From Available FY 2014 Labor FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Adjustments Contingencies Encumbrances Balance Complete Status Date Comments
INTERNAL SERVICE FUND
INFORMATION TECHNOLOGY DEPARTMENT
MINOR PROJECTSTE-11005 Implementation of Restructured
Tiered Rates on Bills
Multi-Year $200,000 $190,000 $0 $0 $0 $0 $190,000 5%Pre-design Dec-14 There is a pilot project
commencing and some changes to
the invoice may be required based
on customer feedback.
TE-12001 Development Center Blueprint Multi-Year $1,738,001 $1,623,005 $232,053 $0 $0 $167,284 $1,223,668 30%Construction Dec-16 To date, the Accela V360 upgrade
is complete and the deployment of
Accela Mobile Office has been
launched. The Accela Citizen
Access has started.
3/12/2014
Attachment D
18
ENTERPRISE FUND
REFUSE FUND
PUBLIC WORKS DEPARTMENT
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 FY 2014 FY 2013 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
RF-09004 LATP Site Development
Preparation
Minor $200,000 $21,349 $0 $0 $0 $21,349 100%Complete Project completed. The project will be
closed.
RF-10002 Flare Relocation Project Minor $867,734 $740,997 $653,175 $0 $81,042 $6,780 99%Construction Mar 14 Project has been substantially completed.
Minor punch list tasks and warranty
requests are still in progress. Work
should be completed by the end of Jan
14.
RF-07001 Relocation of Landfill Facilities Multi-Year $825,968 $206,192 $182,987 $0 $22,400 $805 100%Construction Jan 14 Project has been completed. Some
punch list tasks should be completed
through the end of Jan 14.
RF-10003 Drying Beds, Material Storage and
Transfer Area
Multi-Year $122,700 $53,031 $0 $0 $0 $53,031 57%Complete Project has been postponed until further
notice. The project will be closed.
RF-11001 Landfill Closure Multi-Year $6,718,404 $5,768,586 $354,722 $15,000 $2,408,382 $2,990,482 55%Construction Dec 14 Design work for the new cap design - an
evapotranspirative soil cap has been
completed and approved. Construction
should begin in January as weather
allows. Significant savings relative to
the previous synthetic cap should be
realized once construction has been
completed.
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
MINOR PROJECTS
MULTI-YEAR PROJECTS
3/12/2014
Attachment D
19
FY 2014 MID YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
SD-06102 San Francisquito Creek Storm
Water Pump Station
Multi-Year $6,387,642 $36,246 $0 $0 $0 $36,246 99%Complete Jun 19 Required mitigation monitoring for 10
years (through FY 2019) is the only
remaining task.
SD-06104 Connect Clara Drive Storm Drains
to Matadero Pump Station
Multi-Year $953,480 $807,065 $110,301 $0 $673,540 $23,224 98%Construction Feb 14 Construction contract awarded by
Council in Oct 13. Construction
scheduled for completion in Feb 14.
SD-10101 Southgate Neighborhood Storm
Drain Improvements
Multi-Year $1,296,607 $1,085,839 $124,201 $0 $858,000 $103,638 92%Design Sep 14 Project was bid Sep 13 but bids came
in above the project budget. Project is
being downsized to fit budget and will
re-advertise for bids.
SD-11101 Channing Avenue/Lincoln Avenue
Storm Drain Improvements
Multi-Year $7,442,779 $3,695,465 $347,810 $0 $204,072 $3,143,583 58%Design Apr 14 Phase I & Phase II are complete.
Phase III design will be completed in
Apr 14, construction to be completed
by Dec 14.
SD-13002 Matadero Creek Storm Water
Pump Station & Trunk Lines
Improvements
Multi-Year $340,687 $340,387 $0 $0 $0 $340,387 0%Design Mar 15 RFPs for design consultant to be
issued Mar 14. Design will be
completed by Mar 15.
MULTI-YEAR PROJECTS
STORM DRAINAGE FUND
ENTERPRISE FUND
PUBLIC WORKS DEPARTMENT
Attachment D
20
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 Labor FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Adjustments* Contingencies Encumbrances Balance Complete Status Date Comments
VR-01001 MSC Fuel Storage Tank /Svc Island
Replacement
Minor $2,623,368 $67,603 $270 $0 $0 $1 $67,332 97% Ongoing Feb 14 ADC, Inc revising design
then bid will be put out
for construction.
VR-06801 Replace City-Wide Fuel Transaction and
Inventory Management System
Minor $310,831 $109,838 $883 $0 $0 $22,968 $85,987 72% Ongoing Jun 14 Assessment of new
system will be completed
once upgrade of
Assetworks is completed.
VR-07001 Automated Motor Pool Reservation and
Vehicle Key Management System
Minor $127,875 $10,979 $0 $0 $0 $0 $10,979 91% Ongoing Jun 14 Software support is
ending 12/31/13. Wrap
up of returns need to take
place before contract
ends.
VR-11000 Vehicle Replacement Minor $1,585,767 $325,177 $0 $0 $0 $0 $325,177 79% Ongoing Mar 14 Two vehicles remain to be
purchased. Waiting for
specifications to be
written.
VR-12001 In-Ground Vehicle Lift Minor $450,000 $83,525 $0 $0 $0 $0 $83,525 81% Complete Jun 13 CIP has been TECO'D
and is ready to close.
VR-13000 Vehicle Replacement Minor $4,424,664 $2,887,981 $1,139,707 $0 $0 $145,912 $1,602,362 64% Ongoing Jun 14 Specifications are still
being written for five
vehicles.
VR-14000 Vehicle Replacement Minor $3,000,000 $3,000,000 $22,003 $0 $0 $1,594,416 $1,383,581 54% Ongoing Dec 14 Eight vehicles out of
twenty have been
replaced.
FY 2014 MIDYEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
MINOR PROJECTS
INTERNAL SERVICE FUND
VEHICLE REPLACEMENT AND MAINTENANCE FUND
PUBLIC WORKS DEPARTMENT
3/12/2014
Attachment D
21
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 Labor FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Adjustments* Contingencies Encumbrances Balance Complete Status Date Comments
FY 2014 MIDYEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
INTERNAL SERVICE FUND
VEHICLE REPLACEMENT AND MAINTENANCE FUND
PUBLIC WORKS DEPARTMENT
VR-14001 Emergency Repair and Minor $100,000 $100,000 $0 $0 $0 $44,356 $55,644 44% Ongoing Jun 15 This CIP is funded each
year for emergency
repairs and replacements.
One replacement #2578
due to an accident has
been encumbered.
VR-14002 MSC Fuel Station Demo Minor $240,000 $240,000 $13,669 $0 $0 $0 $226,331 6% Construction Dec 15 Proposals sent to vendors
for demolition plan.
VR-04010 Vehicle Maintenance Facility Upgrades Multi-Year $561,733 $262,860 $0 $0 $0 $24,292 $238,568 58% Ongoing Jun 14 Assessment of next step
to be completed pending
results of Fleet
Maintenance Study.
VR-07002 Diesel Truck Engine Emissions Retrofits Multi-Year $846,488 $25,344 $0 $0 $0 $0 $25,344 97% Ongoing Dec 15 Next set of Diesel
Particulate Filters (DPF)
not needed until FY 2015.
BAO will be needed to
cover difference in bid
amount.
VR-92006 Fuel Tank Storage/Upgrade Multi-Year $260,378 $9,664 $465 $0 $0 $0 $9,199 96% Design Jun 14 Card reader installed and
punch list completed.
Additional scope to be
added to bolster reliability
of system.
MULTI-YEAR PROJECTS
3/12/2014
Attachment D
22
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
WQ-10001 Plant Master Plan Minor $1,594,697 $362,398 $165,788 $0 $130,166 $66,444 96%Construction Jun 14 Long Range facilities Plan Report 100%
completed Oct 12; BAO for Biosolids Plan
completed in Jan 13 for $421,678.
Biosolids Facility Plan to be completed by
Jun 14. Biosolids Facility Plan 75%
complete.
WQ-04011 Facility Condition Assessment
and Retrofit
Multi-Year $6,251,813 $3,333,719 $2,196 $0 $0 $3,331,523 47%Design Jun 14 Ongoing retrofit projects. Facility Repair
and retrofit Project #2 construction
completed. Facility Repair and Retrofit
Project #3 at 90% design.
MINOR PROJECTS
ENTERPRISE FUND
PUBLIC WORKS DEPARTMENT
WASTEWATER TREATMENT FUND
MULTI-YEAR PROJECTS
Attachment D
23
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
EL-04010 Foothills System Rebuild Minor $931,517 $110,587 $15,149 $0 $0 $95,438 100%Complete Project will be closed at year-end.
EL-09004 W. Charleston/Wilkie Way to
South City Limit 4/12 kV
Conversion
Minor $1,062,466 $635,000 $0 $0 $0 $635,000 40%Construction Jun 14 Construction is 95% complete.
Remaining portion is delayed until the El
Camino Real rebuild project is
completed as they are connected.
EL-10008 Advanced Metering
Infrastructure System
Minor $313,885 $204,597 $15,949 $0 $13,000 $175,648 44%Complete Implementation of recommendations
from Smart Grid Feasibility Study are in
progress and are funded by EL-11014.
EL-11001 Torreya Court Rebuild Minor $103,301 $15,224 $8,029 $0 $0 $7,195 100%Complete Project will be closed at year-end.
EL-11004 Hewlett Subdivision Rebuild
Los Trancos
Minor $817,050 $193,406 $12,772 $0 $0 $180,634 100%Complete Project will be closed at year-end.
EL-11006 Rebuild UG District 18 Minor $554,298 $442,955 $0 $0 $0 $442,955 20%Design Mar 15 Design completed and will require
additional money to complete the work.
This will be requested for FY 2015
budget, and will start bid process.
EL-12002 Hanover 22 - Transformer
Replacement
Minor $1,200,450 $94,009 $87,329 $0 $5,653 $1,027 100%Complete
EL-14004 Maybell 1 and 2 4/12 kV
Conversion
Minor $450,000 $450,000 $0 $0 $0 $450,000 0%Design Jun 15 Project start delayed to FY 2015.
ELECTRIC FUND
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
ENTERPRISE FUND
UTILITIES DEPARTMENT
MINOR PROJECTS
3/12/2014
Attachment D
24
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
ELECTRIC FUND
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
ENTERPRISE FUND
UTILITIES DEPARTMENT
MINOR PROJECTSMULTI-YEAR PROJECTS
EL-02010 SCADA System Upgrades Multi-Year $822,565 $149,498 $2,789 $0 $118,347 $28,362 97%Construction Jun 14 Contract awarded to Efacec ACS on Oct
13, work will be completed by Jun 14.
EL-04012 Utility Site Security
Improvements
Multi-Year $1,125,373 $495,996 $7,693 $0 $420,628 $67,675 94%Construction Ongoing Phase III bid awarded to Walsh
Electronics Systems on Dec 13.
Estimated completion date for Phase III
is May 14.
EL-05000 El Camino Underground
Rebuild
Multi-Year $1,925,994 $396,287 $40,023 $0 $0 $356,264 82%Construction Apr 14 Project estimate completed, waiting for
availablity of CPAU crews to start
construction and complete work.
EL-11008 Rebuild UG District 19 Multi-Year $161,286 $104,880 $0 $0 $0 $104,880 35%Design Jun 14 Preparation of project cost estimate is in
progress.
EL-06001 230 KV Electric Intertie Multi-Year $606,154 $162,523 $10,414 $0 $0 $152,109 75%Pre-design Ongoing Stanford Utilities has expressed interest
in Stanford Linear Accelerator Center
(SLAC) - Quarry Road Substation 60kV
tie. Preliminary power flow and
feasibility study completed, indicating
interconnection at Quarry Substation
appears feasible. Additional studies are
required as CPA works with Stanford to
encourage SLAC/DOE participation in
this project.
EL-06002 Underground District 45 Multi-Year $3,622,018 $144,856 $3,651 $0 $2,961 $138,244 96%Construction Jan 14 Electric work and customer connections
completed. Waiting for completion of
AT&T work and pole removal to close
project.
3/12/2014
Attachment D
25
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
ELECTRIC FUND
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
ENTERPRISE FUND
UTILITIES DEPARTMENT
MINOR PROJECTS
EL-08000 E. Charleston 4/12kV
Conversion
Multi-Year $668,125 $314,116 $0 $0 $0 $314,116 53%Construction Jun 14 Construction of portions of this project
completed. The remaining work is to be
re-bid due to scope change.
EL-09000 Middlefield Underground
Rebuild
Multi-Year $849,489 $220,823 $62,895 $0 $0 $157,928 81%Design Mar 15 Construction of portions of this project
in progress. The remaining work is to be
re-bid due to scope change.
EL-09003 Rebuild UG District 17
(Downtown)
Multi-Year $1,251,693 $484,429 $0 $0 $0 $484,429 100%Complete Construction completed. Project will be
closed at year-end.
EL-10006 Rebuild UG District 24 Multi-Year $1,350,481 $926,881 $34,921 $0 $0 $891,960 34%Design Jun 14 Preparation of construction estimate in
progress.
EL-13006 Sand Hill/Quarry 12kV Tie Multi-Year $250,011 $249,891 $6,494 $0 $0 $243,397 3%Design TBD Design in progress.
EL-13007 Underground distribution
System Security
Multi-Year $300,000 $300,000 $0 $0 $0 $300,000 0%Pre-design TBD No work started due to limited staff
availability.
EL-13008 Upgrade electric Estimating
System
Multi-Year $150,000 $150,000 $0 $0 $0 $150,000 0%Design TBD Working with contractor on scope of
work to complete this project. Staff may
need to go back out to bid.
EL-14005 Reconfigure Quarry Feeders Multi-Year $50,000 $50,000 $49 $0 $0 $49,951 0%Design Jun 15 Evaluating alternatives and field
conditions to develop the design that best
addresses the problems identified.
MULTI-YEAR PROJECTS
3/12/2014
Attachment D
26
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
ELECTRIC FUND
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
ENTERPRISE FUND
UTILITIES DEPARTMENT
MINOR PROJECTS
EL-10009 Street Light System
Conversion Project
Multi-Year $3,979,558 $2,658,383 $3,391 $0 $886,590 $1,768,402 56%Ongoing Mar 14 Bid award for Phase III delayed due to
ARB review. Bid to be awarded Nov
13.
EL-11003 Rebuild UG District 15 Multi-Year $481,079 $469,210 $0 $0 $0 $469,210 2%Pre-design TBD No work started due to limited staff
availability.
EL-11007 Rebuild Greenhouse Condo
Area
Multi-Year $508,843 $347,384 $0 $0 $0 $347,384 32%Design Jun 14 Estimate completed. Will start bid
process.
EL-11010 UG District 47 - Middlefield,
Homer Avenue, Webster
Street and Addison Avenue
Multi-Year $1,855,574 $1,794,260 $15,101 $0 $2 $1,779,157 4%Design Dec 14 Project estimate preparation in progress.
EL-11014 Smart Grid Technology
Installation
Multi-Year $1,502,846 $1,272,345 $68,069 $16,000 $169,913 $1,018,363 32%Design Jan 17 Two pilot projects are in progress.
EL-11015 Reconductor 60kV Overhead
Transmission System with
ACCR conductor
Multi-Year $3,352,412 $1,448,300 $997,105 $33,889 $62,257 $355,049 89%Construction Aug 14 Phase 1 completed.
EL-12000 Rebuild UG District 12 Multi-Year $530,781 $461,185 $0 $0 $0 $461,185 13%Design Oct 14 Design and estimate are complete. Bid
package is being prepared and will go
out to bid by Mar 14.
EL-12001 UG District 46 -
Charleston/El Camino Real
Multi-Year $153,954 $99,883 $0 $0 $0 $99,883 35%Pre-design Jun 14 No work started due to limited staff
availability.
EL-13004 Hansen Way/Hanover 12kV
Ties
Multi-Year $275,000 $275,000 $0 $0 $0 $275,000 0%Pre-design Jun 14 Project on hold as design alternatives are
being developed and considered.
MULTI-YEAR PROJECTS
3/12/2014
Attachment D
27
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
GS-08000 Gas Station 2 Rebuild Minor $207,007 $10,023 $0 $0 $0 $10,023 100%Complete Project to be closed at year-end.
GS-09000 Gas Station 1 Rebuild Minor $201,000 $6,631 $0 $0 $0 $6,631 100%Complete Project to be closed at year-end.
GS-10000 Gas Station 3 Rebuild Minor $207,007 $8,489 $0 $0 $0 $8,489 96%Design Aug 14 Design completed. Delivery of the
station is postponed until Summer
2014 due to PG&E work at the
location.
GS-11001 Gas Station 4 Rebuild Minor $337,000 $16,897 $0 $0 $0 $16,897 100%Complete Project to be closed at year-end.
GS-13003 Cooperatively-owned Back-
up Generators
Minor $315,000 $315,000 $0 $0 $0 $315,000 0%Pre-design TBD
GS-14004 Gas Distribution System
Model
Minor $150,000 $150,000 $1,392 $0 $75,000 $73,608 51%Pre-design Jan 15 RFP is in Purchasing Department.
ENTERPRISE FUND
UTILITIES DEPARTMENT
MINOR PROJECTS
GAS FUND
Attachment D
28
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
ENTERPRISE FUND
UTILITIES DEPARTMENT
GAS FUND
GS-01019 Global Positioning System Multi-Year $381,062 $82,448 $0 $0 $2,810 $79,638 79%Construction Jun 14 Integrating field data into mapping
system, defining additional equipment
needs.
GS-08011 GMR - Project 18 Multi-Year $5,870,883 $436,693 $413,946 $22,538 $0 $209 100%Complete Retention payment made; project
completed.
GS-09002 GMR - Project 19 Multi-Year $5,787,828 $4,519,005 $840,183 $80,863 $2,051,126 $1,546,833 73%Construction Jul 14 Combined GMR 19B-21.
Construction started Mar 13
GS-10001 GMR - Project 20 Multi-Year $6,616,749 $6,519,841 $261,285 $12,598 $6,032,679 $213,279 97%Construction Jun 14 Combined GMR 19B-21.
Construction started Mar 13.
GS-11000 GMR - Project 21 Multi-Year $6,667,478 $5,878,721 $1,495,320 $0 $3,539,566 $843,835 87%Construction Jul 14 Combined GMR 19B-21.
Construction started on Mar 13.
GS-11002 Gas System Improvements Multi-Year $726,549 $438,081 $115,787 $0 $214,847 $107,447 85%Ongoing TBD This project addresses ongoing capital
system improvements.
GS-12001 GMR - Project 22 Multi-Year $94 $0 $0 $0 $0 $0 100%Design Jun 15 Design funds are delayed until FY
2014. Construction to begin 2016.
GS-13002 General Shop
Equipment/Tools
Multi-Year $50,000 $50,000 $0 $0 $0 $50,000 0%TBD This project is for replacement of
equipment and tools for Operations.
MULTI-YEAR PROJECTS
Attachment D
29
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
WS-09000 Seismic Water Tank Valve Minor $4,100,000 $4,071,174 $4,501 $0 $0 $4,066,673 1%Design Aug 16 Mayfield seismic retrofit 100%
completed. Boronda reservoir
construction will commence Feb 14
and be completed by Jul 14. Steel
tank construction to begin Aug 14.
WS-13003 GPS Equipment Upgrade Minor $200,000 $200,000 $0 $0 $0 $200,000 0%Pre-Design Jun 14 Working with Asset Management
on group development.
WS-13004 Asset Management Mobile
Deployment
Minor $100,000 $100,000 $0 $0 $0 $100,000 0%Pre-Design Jun 14 Working with group development.
WS-13006 Water Meter Shop
Renovations
Minor $315,000 $287,148 $2,093 $0 $209,875 $75,180 76%Design Jun 14 Funding Operations efforts and
providing ongoing support.
WATER FUND
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
ENTERPRISE FUND
UTILITIES DEPARTMENT
MINOR PROJECTS
3/12/2014
Attachment D
30
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
WATER FUND
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
ENTERPRISE FUND
UTILITIES DEPARTMENT
MINOR PROJECTS
WS-07000 Water Regulation Station
Improvements
Multi-Year $470,001 $326,936 $19,341 $0 $0 $307,595 35%Design Aug 16 RFP for seismic upgrades/coating of
four (4) steel tanks and three (3)
receiving stations issued Dec 13.
Proposals due Jan 14 and
construction to begin Aug 14.
WS-07001 Water Recycling Facilities Multi-Year $901,126 $394,519 $3,531 $0 $192,338 $198,650 78%Pre-Design Jun 16 Preparing Environmental Impact
Report (EIR). Construction to be
completed in 2016.
WS-08001 Water Reservoir Coating
Improvements
Multi-Year $2,550,491 $2,309,134 $36,980 $0 $0 $2,272,154 11%Design Aug 16 RFP for seismic upgrades/coating of
four (4) steel tanks and three (3)
receiving stations issued Dec 13.
Proposals due Jan 14 and
construction to begin Aug 14.
WS-08002 Emergency Water Supply
Project
Multi-Year $36,306,630 $7,129,620 $743,980 $2,383,313 $3,620,659 $381,668 99%Construction Jan 14 El Camino reservoir, well, PS
construction 99% complete.
Mayfield Pump Station construction
100% complete. Wells
rehabilitation construction 100%
complete.
WS-09001 WMR - Project 23 Multi-Year $3,136,843 $124,688 $1,912 $9,597 $299,622 ($186,443)100%Complete Council approved in Apr 12; project
completed in Nov 13 and
commenced ABM and
GIS/Topobase updating process.
Project is artificially negative,
balance will be corrected once
remaining commitment is released.
MULTI-YEAR PROJECTS
3/12/2014
Attachment D
31
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
WATER FUND
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
ENTERPRISE FUND
UTILITIES DEPARTMENT
MINOR PROJECTS
WS-10001 WMR - Project 24 Multi-Year $3,259,205 $462,132 $247,751 $3,443 $23,334 $187,605 100%Complete Council approved in Apr 12; project
completed in Nov 13 and notice of
completion was filed; commenced
ABM and GIS/Topobase updating
process. Awaiting affidavits from
contractor prior to releasing escrow
and closing contract in SAP.
WS-11000 WMR - Project 25 Multi-Year $3,444,709 $3,433,284 $2,815 $0 $1 $3,430,468 0%Design
complete
Jun 15 Awaiting Purchasing to complete
the bid package of WMR-Project
25.
WS-11003 Water Distribution System
Improvements
Multi-Year $712,011 $552,883 $102,904 $0 $182,862 $267,117 62%Ongoing Jun 14 This project addresses ongoing
capital distribution system
improvements.
WS-11004 Water System Supply
Improvements
Multi-Year $711,995 $584,609 $366,731 $0 $122,131 $95,747 87%Ongoing Jun 14 This project addresses ongoing
capital supply system
improvements.
WS-12001 WMR - Project 26 Multi-Year $505,000 $505,000 $0 $0 $51,047 $453,953 10%Design Dec 15 Cal Ave (WMR 26A) design
completed and was included in
Transportation's bid package.
Estimated start of construction in
Mar 14. WMR-Project 26B design
started in Jan 14.
WS-13002 Fusion and General
Equipment/Tools
Multi-Year $50,000 $28,132 $0 $0 $0 $28,132 44%Ongoing Dec 14 This project addresses the purchase
of PE fusion equipment for
Operations to perform their work.
MULTI-YEAR PROJECTS
3/12/2014
Attachment D
32
FY 2014 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
Total
Budget FY 2014 Budget Estimated
Project Project Project From Available FY 2014 FY 2014 FY 2014 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
WC-11000 WC Reh/Aug. Prj 24 Multi-Year $3,119,809 $2,967,027 $221,098 $0 $19,492 $2,726,437 13%Design Aug 15 Design completed. This project
will also include the WC Reh/Aug
Prj 25 and the design effort
started May 13 with the
construction complete by Aug 15.
WC-12001 WC Reh/Aug. Prj 25 Multi-Year $3,212,000 $3,158,502 $212,551 $0 $16,851 $2,929,100 9%Design Aug 15 Design completed. This project
will also include the WC Reh/Aug
Prj 24 and the design effort
started May 13 with the
construction complete by Aug 15.
WC-13001 WC Rehab/Aug. Prj 26 Multi-Year $310,000 $310,000 $0 $0 $51,306 $258,694 17%Pre-design Aug 15 Awaiting additional resource
availability to start the design of
WC Reh/Aug Prj 26.
WC-13002 Fusion and General
Equipment/Tools
Multi-Year $52,187 $28,132 $0 $0 $0 $28,132 46%Ongoing TBD This project addresses replacing
PE fusion tools needed by
WGWW Operations to perform
their work.
WC-15002 Wastewater System
Improvements
Multi-Year $566,403 $465,580 $16,314 $0 $10,946 $438,320 23%Ongoing TBD This project addresses on going
capital system improvements.
MULTI-YEAR PROJECTS
ENTERPRISE FUND
UTILITIES DEPARTMENT
WASTEWATER COLLECTION FUND
Attachment D
33
Attachment E
FY 2014
Project Category Department/Fund Project Title FY 2010 FY 2011 FY 2012 FY 2013 YTD
Community Services - General Fund :
Land & Land Improvements AC-86017 Art in Public Places $17,256 $77,956 $17,171 $59,526 68,458
Planning & Community Environment - General Fund :
Streets & Sidewalks PL-05030 Traffic Signal Upgrades 278,187 183,141 244,272 385,302 37,491
Public Works - General Fund :
Streets & Sidewalks PE-86070
Street Improvements (Street Improvement
Fund)3,323,063 4,710,791 3,170,679 7,097,782 2,385,650
Building & Facilities PF-00006 Roofing Replacement 227,495 104,617 319,495 246,068 99,261
Building & Facilities PF-01003 Building Systems Improvements 36,053 74,876 59,798 34,320 35,755
Building & Facilities PF-02022 Facility Interior Finishes 11,076 23,874 234,085 70,609 33,714
Building & Facilities PF-93009 ADA Compliance 216,133 9,994 167,537 10,019 0
Streets & Sidewalks PO-05054 Street lights Improvements 32,976 159,070 61,844 69,707 26,446
Streets & Sidewalks PO-89003 Sidewalk Improvements 952,503 1,611,917 1,673,715 1,864,954 1,013,136
Public Works - Storm Drainage Fund :
SD-06101 Storm Drain System Replacement 81,878 488,793 242,488 745,927 84,120
Public Works - Wastewater Treatment Fund :
WQ-80021 RWQCP Plant Equipment Replacement 403,293 66,916 589,965 1,840,887 988,687
WQ-80022 RWQCP System Flow Metering 0 28,468 0 0 97,701
Electric Fund :
EL-02011 Electric Utility GIS 188,231 321,713 175,382 127,798 22,544
EL-06005 Fiber Optics Ring System Improvements 5,531 0 0 0 0
EL-06006
Fiber Optics Customer Design and
Connection Services 17,203 0 0 0 0
EL-89028 Electric Customer Connections 1,702,232 1,882,242 2,522,815 2,802,451 1,215,232
EL-89031 Communications System Improvements 0 3,501 0 3,345 1,021
EL-89038 Substation Protection Improvements 133,185 129,086 200,418 188,049 72,432
EL-89044 Substation Facility Improvements 3,133 148,871 180,672 60,458 53,008
EL-98003
Electric Distribution System Reconstruction
and Improvements 1,330,082 1,608,521 2,389,593 1,453,123 589,138
Fiber Optics Fund :
FO-10000 Fiber Optic Customer Connections 68,373 88,061 125,913 291,425 129,394
FO-10001 Fiber Optic Network System Improvements 34,614 327,736 448,950 137,878 66,818
Continuous Capital Projects
Five Years of Expenditures for Fiscal Years 2010-2014
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Attachment E
FY 2014
Project Category Department/Fund Project Title FY 2010 FY 2011 FY 2012 FY 2013 YTD
Continuous Capital Projects
Five Years of Expenditures for Fiscal Years 2010-2014
Gas Fund :
GS-02013
GS-03007 Directional Boring Equipment 0 162 20,160 0 25,002
GS-03002
GS-04003
GS-05002 Gas Main Replacements 87,706 86,159 54,157 0 0
GS-03008
Polyethylene Fusion Equipment
Replacement 0 444 0 24,055 28,072
GS-03009 System Extensions-Unreimbursed 4,005 7,718 0 90,838 23,165
GS-06001 Gas Main Replacements, GMR-Project 16 89,180 127,056 0 0 0
GS-07002 Gas Main Replacements, GMR-Project 17 3,681,252 211,515 139,958 577 0
GS-80017 Gas System Extensions 347,412 471,001 605,635 932,035 286,381
GS-80019 Gas Meters and Regulators 313,598 294,191 325,988 25,652 1,959
Wastewater Collection Fund:
WC-02002
WC-03003
WC-04002
Sewer System Rehabilitation and
Augmentation, Project 15,16 and 17 27,141 122,870 57,715 0 0
WC-05003
WC-06003
WC-07004
Sewer System Rehabilitation and
Augmentation, Project 18,19 and 20 1,761,725 94,468 188,511 241,489 39,003
WC-08012
WC-09001
WC-10002
Sewer System Rehabilitation and
Augmentation, Project 21,22 and 23 543,313 1,928,374 1,023,537 2,139,395 1,483,685
WC-80020 Sewer System Extensions 251,152 224,066 270,793 445,570 98,488
WC-99013 Sewer Manhole Rehabilitation 168,722 378,841 357,343 555,382 177,942
Water Fund :
WS-02014 Water-Gas Wastewater utilities GIS Data 204,583 289,694 222,244 282,573 67,730
WS-06002 Water Main Replacements, Project 20 349 10,821 0 0 0
WS-07003 Water Main Replacements, Project 21 1,383,427 1,432,826 528 0 0
WS-80013 Water System Extensions 285,945 258,968 551,131 528,788 160,915
WS-80014 Service and Hydrant Replacements 43,538 44,232 151,928 359,994 47,740
WS-80015 Water Meters 2,298 0 34,000 4,183 65,234
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