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HomeMy WebLinkAboutStaff Report 5544 City of Palo Alto (ID # 5544) Finance Committee Staff Report Report Type: Action Items Meeting Date: 3/3/2015 City of Palo Alto Page 1 Summary Title: Fiscal Year 2015 Midyear Budget Review and Budget Amendment Ordinance Title: Finance Committee Recommendation Regarding Adoption of a Budget Amendment Ordinance Amending the Budget for Fiscal Year 2015 to Adjust Budgeted Revenues and Expenditures in Accordance with the Recommendations in the FY 2015 Midyear Budget Review Report From: City Manager Lead Department: Administrative Services Recommendation Staff recommends that the Finance Committee recommend to the City Council adoption of the FY 2015 Midyear Budget Amendment Ordinance (BAO) (Attachment A) which includes: 1) Proposed midyear adjustments to the FY 2015 Budget for the General Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds, and Capital Improvement Projects Fund (Exhibit 1) 2) FY 2015 Midyear CIP Adjustments (Exhibit 2) 3) Amendments to the FY 2015 Table of Organization (Exhibit 3) to add 1.0 Chief Attorney position The following documents are attached as informational items; no action is required on these items: 1) FY 2015 Midyear Financial Reports (Attachment B) 2) General Fund Capital Improvement Program Project Expenditures for FYs 2011-2015 (Attachment C) 3) FY 2015 Midyear Capital Improvement Program Projects Status Report (Attachment D) 4) Continuous Capital Projects Expenditures for FYs 2011-2015 (Attachment E) 5) Public Safety Overtime Analysis FY 2013 - FY 2015 (Attachment F) Motions Motion to recommend to the City Council to adopt the FY 2015 Midyear Budget Amendment Ordinance (BAO) for the proposed midyear adjustments to the FY 2015 budget for the General Fund, Capital Improvement Projects Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds as identified in Attachment A and related exhibits. City of Palo Alto Page 2 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 FY 2015 adopted budget. Adjustments to the city’s budget may become necessary as revenues and expenditures may vary from the original budget plan. These require amendments to department budgets which the Finance Committee reviews and responds to staff’s recommendation for approval. In this report, recommended budget adjustments are related to new requests, reimbursements, grants, previous Council direction, the ongoing drought, or technical clean-ups. The FY 2015 Midyear Budget Summaries (Attachment A, Exhibit 1) provide a financial report of the General Fund and Enterprise Funds as of December 31, 2014. This report compares FY 2015 actual expenditures with the FY 2015 Midyear Budget, including budget adjustment recommendations contained in this report and carryover encumbrance balances. Since in some funds, the carryover encumbrance balances are quite high in comparison to the original budgeted amounts, the actual percent expended in comparison to the budget may well be above 50 percent. Overall, with the adjustments recommended in this report, the General Fund and all enterprise funds are on track to end the fiscal year within budgeted amounts. Including recommendations contained in this report, the General Fund is projected to generate a one-time budget surplus of $5.3 million and the Budget Stabilization Reserve is projected at $38.0 million, or 22.1 percent of adopted expenditures. This level is $6.1 million above the target level of 18.5 percent of total operating expenditures. As part of the development of the FY 2016 Proposed Budget (late April/early May) as well as closing of the FY 2015 budget (November/December), staff will bring forward recommendations for use of the FY 2015 projected budget surplus. The FY 2015 Midyear Budget review report includes recommendations to adjust project budgets for the City’s 2015 Capital Improvement Plan (CIP) for various funds. The majority actions recommend closing out existing projects and transferring the remaining balances to the appropriate fund. Additionally, additional funding is requested in order to start design work or complete an existing project. Background This report summarizes proposed changes to the FY 2015 Adopted Budget and reports financial activity through December 31, 2014. Where possible, budget change recommendations are brought forward for City Council consideration as part of the approval of the FY 2015 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 City of Palo Alto Page 3 summaries, are detailed in Attachment A and related exhibits and Attachment B. The Midyear CIP Program Project Status report (Attachment D) provides the Finance Committee with information on the status of the City’s CIP projects as of December 31, 2014. Discussion The following pages provide an overview of the FY 2015 Midyear fund status for the General Fund and enterprise funds and recommended budget adjustments as they pertain to the City’s FY 2015 Operating and Capital budget. Operating Budget Under this section of the report, citywide changes to the FY 2015 Adopted Operating Budget are described for the General Fund, Enterprise Funds, Internal Service Funds, and two Special Revenue Funds. General Fund After six months experience in the current fiscal year, the General Fund is expected to generate a one-time budget surplus of approximately $5.3 million by the end of the fiscal year primarily due to higher than expected revenue receipts for property tax, sales tax, and Transient Occupancy Tax receipts offset with lower than expected receipts for Utility Users Tax and Documentary Transfer Tax. As described in more detail below and detailed in Exhibit 2, staff recommends various adjustments to the FY 2015 General Fund Budget related to new requests, reimbursements, grants, previous Council direction, the ongoing drought, or technical clean- ups. General Fund Revenue The chart below compares the FY 2015 Adopted Budget revenue estimates for all revenue categories with the FY 2015 Midyear Budget Review projections. As depicted in the chart, the majority of revenue categories are trending upwards offset by decreases in the Utility User Tax and Documentary Transfer Tax receipts. A detailed discussion by revenue category follows. City of Palo Alto Page 4 $0 $5 $10 $15 $20 $25 $30 $35 General Fund Revenues FY 2015 Adopted Compared to FY 2015 Midyear Projected Adopted Budget Midyear Budget Major Tax Revenue Estimate Adjustments Sales Tax As shown in the graph above, the FY 2015 Adopted Sales Tax revenue estimate was approximately $26.0 million. This report includes a recommendation to increase the Sales Tax revenue estimate for FY 2015 by $3.3 million to $29.2 million. Of this growth, a one-time $1.7 million is attributable to a change in the accrual period to bring sales receipts accruals in line with all other tax revenue accruals. Prior to FY 2015, except for Sales Tax, the accrual period for all other major tax revenues was from July 1 to June 30. For Sales Tax, the accrual period was from mid-May to mid-May the following calendar year. This accrual change results in a one- time increase in sales receipts for FY 2015 to account for sales tax receipts from mid-May 2014 until June 30, 2015 – a 13 ½ month accrual period versus the standard 12 month accrual period. Ongoing sales tax revenue is also showing continued positive growth. Restaurant and electronic sales are trending higher and auto sales in key, older dealerships are rising. Property Tax The FY 2015 Property Tax receipt was estimated at $31.9 million. The midyear property tax updated estimate is based on information received from quarterly meetings with the Santa Clara County Assessor’s Office. The estimate includes appeals on record with the Assessor’s Office, additions to the roll, and movements in assessed values. After analyzing property tax receipts for the first six months of the fiscal year, staff recommends increasing the FY 2015 Property Tax revenues by $0.6 million to $32.6 million. City of Palo Alto Page 5 Transient Occupancy Tax (TOT) During the first six months of the fiscal year, TOT receipts are trending above budgeted levels. In the first five months of FY 2015 average occupancy and daily room rates were 82 percent and $228, respectively. While occupancy percentage has held steady, daily room rates has increased 14.3 percent over the prior year. As part of this report, staff recommends increasing TOT projections by $1.7 million from $14.2 million to $15.9 million. Of this increase, $1.3 million is attributable to the voter approved TOT rate increase from 12 to 14 percent that took effect on January 1, 2015 and $0.4 million is due to continued improvement in room rates. The City’s newest hotels (Hilton Garden Inn and Homewood Suites by Hilton) are expected to open for business on March 1st; the additional expected TOT revenue has been already included in FY 2015 revenue projections. Documentary Transfer Tax This economically sensitive revenue source has experienced ups and downs tied to the City’s housing market as the mix of commercial and residential transactions can vary significantly from year to year. Through December 2014, Documentary Transfer Tax receipts are running 44 percent below the prior year period. As a result, staff recommends a reduction in estimated revenue of $1.0 million from the FY 2015 Adopted Budget amount. 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 a slight decrease in the revenue estimate by $0.4 million from $11.3 million to $10.9 million primarily due drought related water and gas usage decreases. Gas usage has been lower than expected due to a warmer than expected winter. Further, at the November 2014 general election, the voters approved a reduction of the utility user tax for telephony services from 5 percent to 4.75 percent. Other General Fund Revenues: Charges for Services The FY 2015 Adopted Budget revenue estimate for this revenue category is $24.1 million. This report includes recommendations to increase the revenue estimate by $0.4 million due to the year-end adjustment of the Stanford Fire Services revenue billing that captures the variance between quarterly billing to the University and final, year-end FY 2014 Actuals. From Other Agencies The FY 2015 Adopted Budget revenue estimate projected $0.5 million in revenues from other Agencies. A $0.2 million revenue increase is recommended in this category for the Fire Department reimbursement from the State of California Office of Emergency Services for emergency fire services provided on overtime as part of mutual aid for Strike Teams responding to wildfires burning across the state during the Summer of 2014. This revenue increase is offset by a corresponding increase to the Fire Department’s overtime expense appropriation as discussed elsewhere in this report. City of Palo Alto Page 6 Other Revenue The FY 2015 Adopted Budget assumes $1.1 million in other revenue. This report recommends increasing this amount by $0.03 million for grants and reimbursements including a donation of $15,000 from the Pacific Library Partnership for the Maker + science summer program and a $4,845 budget augmentation in California Library Services Act funds. Operating Transfers In The General Fund will receive reimbursements from the Information Technology Fund in the amount of $0.09 million for closing out of Technology CIP TE-13002 Employee Self Service Manager/Self Service Enhancements. General Fund Expense Attachment A, Exhibit2 identifies General Fund budget recommendations. These recommendations can generally be grouped by new requests, reimbursements and grants, previous Council direction, and technical adjustments. New requests: This report recommends three new requests. As part of the City’s sustainability effort, staff recommends funding the acquisition of a sustainability dashboard to streamline the collection and analysis of sustainability data and make this data available for staff and the public ($85,000 from various funds with $47,000 from the Technology Surcharge added to Municipal Fees). In continuation of analyzing Fire response data, it is recommended to fund a Fire Deployment Modeling and Predictive Analytic Software which will be used for dynamic resource deployment modeling throughout the City and at Stanford University ($20,000). For the Planning Department, staff recommends funding to integrate development impact fees into Accela, the City's online permit processing and tracking system. Reimbursements and Grants: As part of this report, staff recommends adjusting the Fire and Police department budgets to reimburse the City for additional costs incurred for providing fire and dispatch services to Stanford University in FY 2014 ($421,000); reimbursing the Fire department for overtime cost incurred during the 2014 fire season from the State of California ($184,000); and recognizes revenue and expenses for two grants the Library department received ($20,000). Previous Council Direction: This report recommends a transfer of $932,124 from the Cubberley Not-To-Develop Reserve to the newly established Cubberley Property Infrastructure Fund in accordance with the new Cubberley lease agreement between the City and the Palo Alto Unified School District. Further, it is recommended to transfer $28,000 from the Community Services Department to the Library Department to hire a Teen Activity Specialist for the Library to support the continuation of the MakeX program. Lastly, it is recommended to replenish the City Manager's Office Contingency Account for funds temporarily reallocated to the Administrative Services Department to pay Ada's Cafe $87,356 for construction delays at Mitchell Park Library and Community Center (approved by the City Council on Dec. 15, 2014). City of Palo Alto Page 7 Technical Clean-ups: The FY 2015 budget included $40,000 for grant writing services to assist City departments in researching and submitting grant applications to fund or enhance City services. This report recommends transferring $11,600 from the non-departmental budget to the Community Services Department to support the submittal of the three grant applications. As part of the FY 2015 budget, the Development Services department was fully established. After adoption of the budget, staff identified that some contractual dollars ($123,000) and Management and Professional development training funds ($5,000) were erroneously budgeted in the Planning Department. Also, as part of the development of the FY 2015 budget, staff did not include the sworn Police personnel retention/career incentive program in the Police Department budget. Finally, it is recommended to replenish the City Manager's Office Contingency Account for funds to pay for the Know Your Neighbor program as funds for this program were inadvertently not included in the FY 2015 Adopted Budget. The contingency account was used to fund the grants for the FY 2015 grant cycle. This report recommends correcting these errors. Chief Attorney position: This report recommends adding 1.0 Chief Attorney position to the Table of Organization to facilitate the recruitment of this position in advance of the FY 2016 budget process. The funding for this position of approximately $330,000 will be included in the FY 2016 Base Budget. The position will increase the ability of the City Attorney’s Office to provide high-level legal services for strategic advice and transactional legal services on complex projects, strategic oversight of the litigation portfolio, assistance with managing and coordinating the Office’s workload, and communicating and reporting on the Office’s work to City policymakers and the public. It is expected that a portion of the cost for this position will be offset with a reduction of contractual services for outside counsel and/or the City Attorney's contingency reserve. Budget Stabilization Reserve The General Fund began FY 2015, after the closing out of the FY 2014 budget, with a $33.1 million Budget Stabilization Reserve (BSR) balance which was 19.33 percent of the operating budget expenditures. Subsequent to the FY 2015 budget adoption, Council has approved BAOs totaling $0.4 million which reduced the BSR to $32.7 million by the end of December 31, 2014. As a result of better than expected revenue income, midyear adjustments result in a $5.3 million supplement to the General Fund BSR. The midyear budget adjustments reflect a projected $4.9 million increase in sources and a $0.4 million decrease in uses. These changes result in a projected $38.0 million BSR balance, or 22.1 percent of adopted expenditures. This level is $6.1 million above the target level of 18.5 percent of total operating expenditures. As part of the development of the FY 2016 Proposed Budget (late April/early May) as well as closing of the FY 2015 budget (November/December), staff will bring forward recommendations for use of the FY 2015 projected budget surplus. Overtime Analysis The Public Safety Overtime Analysis Fiscal Year 2013 - Fiscal Year 2015 (Attachment F) City of Palo Alto Page 8 compares the net overtime cost for the Fire and Police departments for Fiscal Years 2013, 2014 and the first six months of FY 2015. Net overtime cost represents the Public Safety departments’ modified overtime budgets offset with revenue received to fund overtime along with vacancy savings that are being covered by overtime expenditures. Overtime expenditures for each department are discussed in further detail below. Fire Department As of December 31, 2014, the Fire Department expended $1.4 million or 95.6 percent of its FY 2015 Adopted overtime budget, which is slightly higher than the $1.3 million expended for the same period in FY 2014. The increase is largely attributable to having more vacancies in FY 2015 (approximately 10 vacancies, nine sworn and one non-sworn management position) compared to FY 2014 (approximately eight vacancies, five sworn, two non-sworn administrative positions, and one non-sworn management position). Also, during the first half of Fiscal Year 2015 the Fire Department had nine personnel on workers’ compensation paid leave which is half the number of positions on workers’ compensation paid leave in for the entire Fiscal Year 2014. After adjusting for reimbursement for overtime from Stanford University and vacancies being backfilled with overtime, the net overtime cost is approximately $346,000. Staff vacancies and workers' compensation disabilities are the major reasons for the high level of overtime spending. The remaining use of overtime is related to succession planning, sick leave, vacation, other leaves (military, bereavement, jury duty), special events (Stanford Football, Senior Games and Earthquake’s Soccer), seasonal fire station coverage and multiple mutual aid responses (Strike Teams) to wild land fires and fire station cover assignments throughout the State during the summer of 2014. To reimburse the City for its participation in these Strike Teams, the California Office of Emergency Services has approved a reimbursement to the City for these mutual aid services, in the amount of approximately $185,000 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 tracking to remain under budget in salary and benefits expenditures, despite the above average overtime expenses. Staff will continue to monitor overtime expenditures to ensure the Department will remain within budget by the end of FY 2015. Police Department As of December 31, 2014, the Police Department expended $1.0 million or 66.7 percent of its annual overtime budget, which is similar to the $964,000 expended during the same period in FY 2014. The similar level of overtime expenditures is attributable to having the same number of vacancies in FY 2015 (approximately nine vacancies, two sworn, one community service officer, three dispatchers, two non-sworn administrative positions, and one non-sworn management position) compared to FY 2014 (approximately nine vacancies, one sworn, two community service officers, one dispatcher, four non-sworn administrative positions, and one non-sworn management position). Also, during the first half of Fiscal Year 2015 the Police Department had 11 personnel on workers’ compensation paid leave which is only three fewer City of Palo Alto Page 9 than the number of positions on workers’ compensation paid leave in for the entire Fiscal Year 2014, 14. After adjusting for overtime reimbursements from Stanford and the Utilities Department for dispatch services, and from neighboring cities for animal control and care services and vacancies backfilled with overtime, the net overtime cost is approximately $463,000. Traffic control services at Stanford football games and other events are partially offset by reimbursements from the University and other organizations. Although, these reimbursements bring down the net overtime costs for the Department; overall the Department is tracking to exceed its budget for salary and benefits expenditures. An action is recommended elsewhere in this report to correct the Department’s budget for Retention/Career Incentive Program funding that was inadvertently left out of the FY 2015 budget. This funding will only partially correct the Department’s salary and benefits expenditures. Staff will continue to monitor overtime expenditures to ensure the Department will come within budget by the end of FY 2015. Enterprise Funds The FY 2015 Midyear Budget Summaries (Attachment A, Exhibit 1) provide a financial report of the Enterprise Funds as of December 31, 2014. This report compares FY 2015 actual expenditures with FY 2015 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 to the budget may well be above 50 percent. Overall, with the adjustments recommended in this report all enterprise funds are on track to end the fiscal year within budgeted amounts. While most of the Enterprise Fund midyear adjustments actions are net zero changes, revenue and expenditures offsets, and budgetary cleanup items. Notable midyear adjustments to the City’s Electric, Gas, Water and Airport Enterprise Funds operating budgets are discussed below. The midyear transactions for the other Enterprise Funds: Fiber Optics, Refuse, Storm Drainage, Utilities Administration, Wastewater Collection, and Wastewater Treatment reflect small allocated expenses for the Sustainability Dashboard software and the return of closed out CIP funding. Detail on those funds and all of the Enterprise Fund midyear adjustments are presented in greater detail in Exhibit 1. Staff recommendations related to the Enterprise Fund Capital Improvement Program are discussed later in this report. Electric Fund Net reserve reduction of $15,094,756 is recommended primarily due to the drought and updated revenue projections as summarized below:  Electric commodity purchases are recommended to be increased by $11.3M to reflect the most current forecasted electric commodity costs. The primary driver of the commodity increase is low hydroelectric power as a result of the drought conditions. Hydroelectric power represents approximately 50% of the total electric supply and is City of Palo Alto Page 10 expected to be 25% lower than budgeted. The low hydroelectric output has resulted in the need to purchase additional power in the market. Electric market purchases will be increased by $7.5M to meet customer load. In addition, Western Area Power Administration has increased the City’s shared cost of the Central Valley Project Improvement Act (CVPIA) Restoration Fund obligations by $2.8M to offset lower revenues from CVP water customers. There is also a one-time startup charge of $0.8M for a new 4.3 megawatt landfill gas-to-energy project in San Joaquin County.  Electric customer sales revenue is recommended to be decreased by $7.1M to reflect the latest revenue projection. Customer sales revenue in the adopted FY 2015 budget was inadvertently overstated by $5.3M. Revenue was forecasted lower because commercial load is growing less than anticipated due to delays in several large construction projects. In addition, there is continued lower usage and a shift in commercial consumption patterns. Based on the most recent projections, revenue is expected to decrease by another $1.8M by the end of FY 2015 including $1.0M reduction in surplus energy. There are lower sales of surplus electric energy in the market due to lower hydroelectric power generation.  Transmission costs will be decreased by $2.4M based on the latest forecast by the California Independent System Operator. Transmission charges are projected lower due to delays in constructing new transmission lines throughout California to accommodate new renewable projects. Gas Fund Net reserve use in the amount of $3.4 million is recommended primarily due to lower than expected gas commodity purchase costs and a warmer than expected winter as detailed below:  Gas commodity purchases is recommended to be decreased by $2.1M due to declining market prices. Driven by ample gas in storage, high production rates, and a lack of cold winter weather, natural gas prices have declined significantly over the first half of FY 2015. Gas commodity purchases are 10% lower than budgeted.  Gas customer sales is recommended to be decreased by $4.7M to reflect the latest revenue projection. Customer sales revenue in the adopted FY 2015 budget was inadvertently overstated by $2.6M. Gas consumption has been trending downward in the past five years as a result of continued investments in energy efficiency programs. Due to warmer than average weather, customer consumption is 13% lower than expected in the financial plan for the first half of FY 2015. As a result of declining market prices and usage, revenue is expected to decrease by another $2.1M by the end of FY 2015.  Gas transportation cost will be increased by $0.8M due to rising infrastructure expenses passed through by PG&E. Palo Alto receives gas at four receiving stations where CPAU’s distribution system connects with PG&E’s system. PG&E provides only local transportation service (transportation from the PG&E City Gate gas delivery hub across PG&E’s distribution system to Palo Alto). City of Palo Alto Page 11 Water Fund Net reserve increase in the amount of $43,000 is recommended primarily due to the drought as detailed below:  A decrease of $1,676,000 in projected revenue due to drought effects as water use has declined across the board from residential, commercial, industrial and internal (City) customers.  A corresponding decrease of $1,395,000 in water commodity expenditures as the water rate from the San Francisco Public Utilities Commission (SFPUC), the City's water supplier, was substantially lower than projected. Airport Fund For the Airport Fund staff recommends a budget augmentation in the amount of $100,000 to provide for Liability Funding at the Palo Alto Airport as well as a net revenue increase of $15,000 primarily due to renting space to a local auto dealership partially offset due to lower than expected revenues from a cell phone tower. Internal Service Funds Information Technology Net reserve reduction in the amount of $143,210 due to the following budget adjustment recommendations:  $85,000 increase in computer software funding to purchase a Sustainability Dashboard Application to streamline the collection and analysis of sustainability data and make this data available for staff to use to in making decisions related to sustainability. 55% of funding is from the technology surcharge assessed on Municipal Fees, with the remaining 45% funded by transfers from Enterprise Funds.  $53,540 revenue increase to reflect Stanford's portion of the Radio Infrastructure Replacement and Computer Aided Dispatch Replacement, based on the Fire Safety Services contract with Stanford University. Vehicle Replacement Fund Net reserve gain in the amount of $409,442 due to Stanford's portion of the Fire Department Vehicle Replacement CIP for VR-13000 ($105,057) and VR-14000 ($304,385). Special Revenue Funds Gas Tax Fund A technical correction to eliminate the budgeted transfer to the Stanford Research Park Fund is recommended. In FY 2009, the City transferred $994,217 from the Gas Tax Fund to the Stanford Research Park Fund for various street-related costs. However, it was determined that the transfers were not used, and therefore the $994,217 originally transferred needs to be returned to the Gas Tax Fund. City of Palo Alto Page 12 Stanford Research Park Fund A technical correction to eliminate the budgeted transfer from the Gas Tax Fund is recommended. In FY 2009, the City transferred $994,217 from the Gas Tax Fund to the Stanford Research Park Fund for various street-related costs. However, it was determined that the transfers were not used, and therefore the $994,217 originally transferred needs to be returned to the Gas Tax Fund. Capital Improvement Program Budget Adjustments to the City’s 2015 Capital Improvement Plan for various projects are noted in Attachment A, Exhibit 2, with specific project adjustments described in Exhibit 3. 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 Infrastructure Reserve (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. The actions recommended as part of this report will result in $3.3 million being restored to the IR. This increase in the IR will be considered in the development of the 2016-2020 Proposed Capital Improvement Program. In FY 2015, a significant change to the Municipal Code was approved by the City Council which will impact the Infrastructure Reserve. Previously, unexpended funds carried over from one year to the next automatically, as long as the project had expenditures in the previous two years. As a result of the Municipal Code change that was approved, the City Council will need to approve the reappropriation of funds annually and funds will no longer automatically carry forward from one year to the next. Because funds will be reappropriated through the annual budget document, staff will need to estimate current year expenditures and estimate how much can be carried forward into the subsequent budget year. It is intended that this change will give better insight to staff regarding the funding needed for all active projects. This change in methodology will result in a higher starting IR balance when the IR is presented in the Proposed Capital Budget. The table on the following page, as well as the subsequent analysis, summarizes the various reduction recommendations by category. Additionally, staff is currently reviewing the funding strategies for future years, and will incorporate adjustments into the FY 2016 capital budget process with the intention of further increasing the IR to align funding with the assumptions of the Council approved Infrastructure Plan. City of Palo Alto Page 13 Mid-Year Increases to the Infrastructure Reserve by Category Impact Project Completions $104,871 Revenue and Alternative Funding Sources $55,376 Strategic Adjustments $3,185,644 Total Mid-Year Increase to IR $3,345,891 Project completions: $104,871 will be realized by closing twelve completed projects. Revenues and alternative funding sources: $55,126 will be realized through a transfer from the Cubberley Property Infrastructure Fund to reimburse the Capital Improvement Fund for projected expenses incurred after January 1, 2015 for the Cubberley Roof Replacement Project (PF-14000). Additionally, a minor increase in revenue for Charges for Service to recognize reimbursement from Stanford for its portion (25%) of the Fire Station 1 Improvements CIP based on the Fire Safety Services contract between Stanford and Palo Alto. Strategic adjustments: A net contribution to the IR balance in the amount of $3,185,644 is recommended by reducing funding for the four projects discussed below:  LATP Site Development ($1,486,705 reduction): The LATP Site Development Project is recommended to be closed as the proposed site development work will not be permitted by regulatory agencies until there is a proposed use for the site. Once an intended use for the site is determined, staff will work with regulatory agencies to approve the new use and return to Council with a related funding request.  Parking and Transportation Improvements ($1,653,367 reduction): As part of the FY 2015 budget process, $2.0 million was allocated for the purchase of Parking Guidance System, Access Control, and Revenue Collection equipment for the downtown parking garages. Staff is in the process of awarding a contract for the design of this equipment. Funding associated with the construction of this equipment is recommended to be removed until the costs are better defined, however funding is being retained in the project for the necessary design work ($100,000).  Parking Guidance System, Access Controls & Revenue Collection Equipment ($20,000 addition): Allocates funds for the design of parking guidance systems, access controls, and revenue collection equipment. Funds were previously allocated in the Parking and Transportation Improvements Project, as described above, however are being eliminated from that project until the costs are better defined, and are recommended to be accounted for in a separate project.  Park Restroom Installation ($65,572 reduction): Funding is recommended to be reduced from this project until the completion of the Parks Master Plan, which will identify the ideal location of additional park restrooms. Enterprise Funds Consistent with the recommendations of the City Auditor’s Utilities Reserves Audit, the Utilities City of Palo Alto Page 14 Department is disencumbering funds for several projects as part of an ongoing effort to improve CIP project management and budgeting for projects. This year, one project has a revised engineering estimate and needs additional funding to be completed. Projects requesting additional funding are listed here. All capital project funding adjustments, including disencumbering and close-outs are shown in Attachment B, Exhibit 2. The net result of midyear capital adjustments to the Enterprise Funds are shown in the table below. Gas Fund WBS GS-10000 - Gas Station 3 Rebuild Increase funding by $21,640 to complete the project. The remaining balance of $30,125 in the related contract was accidentally disencumbered, thus omitted in the annual re-appropriation process; there was also a lengthy delay in the procurement of a specialized part for the rebuild. Fund # of Projects Total Increase Total Reduction/Closing of Projects Net Electric 14 $0 ($1,796,795) ($1,796,795) Gas 7 $21,640 ($44,904) ($23,264) Water 2 $0 ($209,305) ($209,305) Total Enterprise Funds 21 $21,640 ($2,051,004) ($2,029,364) Internal Service Funds The Internal Service Departments have several projects disencumbering funds for several projects as part of an ongoing effort to improve CIP project management and budgeting for projects. The complete list of Internal Service Fund capital funding adjustments is shown in Attachment B, Exhibit 2. The net result of midyear capital adjustments to the Internal Service Funds are shown in the table below. Fund # of Projects Total Increase Total Reduction/Closing of Projects Net Vehicle Replacement 3 $0 ($419,681) ($419,681) Technology 1 $0 ($150,000) ($150,000) Total Internal Service Funds 4 $0 ($569,681) ($569,681) Fiscal Year 2015 Midyear Capital Improvement Program Projects Status Report This report provides the Finance Committee with information on the status of the City’s Capital Improvement Program (CIP) projects as of December 31, 2014. The following graph summarizes all General Fund projects by project category and provides five years of actual expenditures. Information about individual projects within each project category is provided in Attachment C. City of Palo Alto Page 15 Buildings & Facilities Streets & Sidewalks Parks & Open Space Land & Land Improveme nts Other FY 2011 20,250 7,422 1,731 98 1,100 FY 2012 23,868 6,977 1,113 17 259 FY 2013 14,040 12,748 1,480 460 1,340 FY 2014 17,935 10,546 2,898 80 642 FY 2015 YTD 11,607 7,888 2,663 40 400 0 5,000 10,000 15,000 20,000 25,000 General Fund Capital Improvement Program Expenditures Summarized by Project Category for Five Years: Fiscal Years 2011-2015 ($ in thousands) In the attached matrix (Attachment C), 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 FY 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, 2014 and illustrates how much progress was made. The table on the following page provides a description of activities for each phase. City of Palo Alto Page 16 Phase Activities Pre-Design  Preparation of a feasibility study  Development of a master plan  Definition of a project scope  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 C), 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 31st; 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, 2014 (Attachment D). Table of Organization Changes The proposed Full Time Equivalent (FTE) adjustments to the Table of Organization (Attachment A, Exhibit 3) include the request to add 1.0 Chief Attorney position. Funding for this position will be added as part of the FY 2016 budget. As an update to the total FTE count for the City, the table below shows the reduction in FTEs as approved by the Council on Sept. 22, 2014 as part of outsourcing street sweeping services. FY 2015 Adopted FY 2015 Midyear Change FY 2015 Adjusted General Fund 588.58 1.00 589.58 Enterprise Funds 358.34 (7.00)351.34 Other Funds 86.88 0.00 86.88 Total 1033.80 (6.00)1027.80 FY 2015 Midyear Position Change Summary * Approved at September 22, 2015 City Council Meeting * City of Palo Alto Page 17 Resource Impact Adoption of the attached ordinance will allow for adjustments to the FY 2015 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 $38.0 million. The projected ending Rate Stabilization Reserve total for all Enterprise funds increases by $18.4 million Policy Implications These recommendations are consistent with existing City policies. Environmental Assessment This is not a project under Section 21065 for purposes of the California Environmental Quality Act (CEQA). Attachments:  Attachment A - FY 2015 Midyear Budget Amendment Ordinance (PDF)  Attachment A, Exhibit 1 - Proposed Fiscal Year 2015 Midyear Adjustments (PDF)  Attachment A, Exhibit 2 - Midyear CIP Adjustments (PDF)  Attachment A, Exhibit 3 - Table of Organization (PDF)  Attachment B - FY 2015 Midyear Financial Report (PDF)  Attachment C - GF CIP Project Expenditures For FYs 2011-2015 (PDF)  Attachment D - FY 2015 Midyear Capital Improvement Program Status Report (PDF)  Attachment E - Continuous Capital Projects Expenditures for Fiscal Years 2011-2015 (PDF)  Attachment F - Public Safety Overtime Analysis FY 2013 - FY 2015 (PDF) ATTACHMENT A  1  BAOXXX/so  updated 2/18/2015  Ordinance No. XXXX    ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET  FOR THE FISCAL YEAR 2015 TO ADJUST BUDGETED REVENUES AND EXPENDITURES  IN ACCORDANCE WITH THE RECOMMENDATIONS IN THE MIDYEAR REPORT     The Council of the City of Palo Alto does ordain as follows:        SECTION 1.  The 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 16, 2014 did adopt a budget for Fiscal Year 2015, including a  Table of Organization describing the staffing for each department; and    B. After reviewing the current budgeted revenues and expenditures for Fiscal Year  2015, adjustments to the budget are recommended to more accurately reflect year‐end  projections; and     C.  A staffing adjustment requiring an amendment to the Table of Organization for  the addition of the classification for Chief Attorney; and    D. City Council authorization is needed to amend the fiscal year 2015 budget as  hereinafter set forth;    SECTION 2.   As provided in Section 2.04.330 of the Palo Alto Municipal Code, this  ordinance shall become effective upon adoption.    SECTION 3. As specified in Section 2.28.080(a) of the Palo Alto Municipal Code, a  two‐thirds vote of the City Council is required to adopt this ordinance.    SECTION 4. The General Fund Budget Stabilization Reserve is hereby increased by  the sum of Five Million Two Hundred Eighty Four Thousand Seven Hundred Eighty Nine  Dollars ($5,284,789), as described in Exhibit 1. As a result of this change, the Budget  Stabilization Reserve will change to Thirty Seven Million Nine Hundred Sixty One Thousand  ($37,961,000).    SECTION 5. The Capital Fund Infrastructure Reserve is hereby increased by the sum  of Three Million Two Hundred Ninety Thousand Two Hundred Sixty Five Dollars  ($3,290,265), as described in Exhibit 1.     SECTION 4. The Supply Rate Stabilization Reserve in the Electric Fund is hereby  decreased by the sum of Seven Million Ninety Thousand Thirty Eight Dollars ($7,090,038) as  described in Exhibit 1.     ATTACHMENT A  2  BAOXXX/so  updated 2/18/2015  SECTION 5. The Distribution Rate Stabilization Reserve in the Electric Fund is hereby  decreased by the sum of Eight Million Four Thousand Seven Hundred Eighteen Dollars  ($8,004,718) as described in Exhibit 1.    SECTION 6. The Rate Stabilization Reserve in the Fiber Optics Fund is hereby  decreased by the sum of Eight Thousand Three Hundred Ninety Dollars ($8,390) as  described in Exhibit 1.    SECTION 7. The Supply Rate Stabilization Reserve in the Gas Fund is hereby  decreased by the sum of Four Million Seven Hundred Thirty Four Thousand Seven Hundred  Seventy Nine Dollars ($4,734,779) 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 Three Hundred Twelve Thousand Five Hundred Eighty  One Dollars ($1,312,581) as described in Exhibit 1.    SECTION 9. The Rate Stabilization Reserve in the Wastewater Collection Fund is  hereby increased by the sum of Two Hundred Six Thousand Nine Hundred Twelve Dollars  ($206,912) as described in Exhibit 1.    SECTION 10. The Rate Stabilization Reserve in the Water Fund is hereby increased by  the sum of Forty Two Thousand Nine Hundred Seventy Three Dollars ($42,973) as described  in Exhibit 1.    SECTION 11. The Rate Stabilization Reserve in the Refuse Fund is hereby decreased  by the sum of Three Hundred Sixty Three Dollars ($363) as described in Exhibit 1.    SECTION 12. The Rate Stabilization Reserve in the Storm Drainage Fund is hereby  increased by the sum of One Thousand Six Hundred Seven Dollars ($1,607) as described in  Exhibit 1.    SECTION 13. The Rate Stabilization Reserve in the Wastewater Treatment Fund is  hereby increased by the sum of Seven Thousand Four Hundred Thirty Two Dollars ($7,432)  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  Infrastructure Reserve and are reflected in the adjustments as shown in Exhibit 1.      ATTACHMENT A  3  BAOXXX/so  updated 2/18/2015  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.     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.    INTRODUCED AND PASSED: Enter Date Here    AYES:     NOES:    ABSENT:    ABSTENTIONS:    NOT PARTICIPATING:     ATTEST:           ____________________________    ____________________________  City Clerk       Mayor    APPROVED AS TO FORM:     APPROVED:    ____________________________    ____________________________  Senior Assistant City Attorney    City Manager      ____________________________  Director of Administrative Services      ATTACHMENT A, EXHIBIT 1 Category  Amount Description GENERAL FUND NON‐DEPARTMENTAL Sales Tax 3,281,000             The FY 2015 Adopted Sales Tax revenue estimate was approximately $26.0 million.  This report  includes a recommendation to increase the Sales Tax revenue estimate for FY 2015 by $3.3 million  to $29.2 million. Of this growth, a one‐time $1.7 million is attributable to a change in the accrual  period to bring sales receipts accruals in line with all other tax revenue accruals. Prior to FY 2015,  except for Sales Tax, the accrual period for all other major tax revenues was from July 1 to June 30.   For Sales Tax, the accrual period was from mid‐May to mid‐May the following calendar year.  This  accrual change results in a one‐time increase in sales receipts for FY 2015 to account for sales tax  receipts from mid‐May 2014 until June 30, 2015 – a 13 ½ month accrual period versus the standard  12 month accrual period. Ongoing sales tax revenue is also showing continued positive growth.  Restaurant and electronic sales are trending higher and auto sales in key, older dealerships are  risingProperty Tax 629,000                 The FY 2015 Property Tax receipt was estimated at $31.9 million.  The midyear property tax updated  estimate is based on information received from quarterly meetings with the Santa Clara County  Assessor’s Office. The estimate includes appeals on record with the Assessor’s Office, additions to  the roll, and movements in assessed values. After analyzing property tax receipts for the first six  months of the fiscal year, staff recommends increasing the FY 2015 Property Tax revenues by $0.6  million to $32.6 million.Transient Occupancy Tax 1,745,000             During the first six months of the fiscal year, TOT receipts are trending above budgeted levels. In the  first five months of FY 2015 average occupancy and daily room rates were 82 percent and $228,  respectively.  While occupancy percentage has held steady, daily room rates has increased 14.3  percent over the prior year.  As part of this report, staff recommends increasing TOT projections by  $1.7 million from $14.2 million to $15.9 million. Of this increase, $1.3 million is attributable to the  voter approved TOT rate increase from 12 to 14 percent that took effect on January 1, 2015 and  $0.4 million is due to continued improvement in room rates.   The City’s newest hotels (Hilton  Garden Inn and Homewood Suites by Hilton) are expected to open for business on March 1st; the  additional expected TOT revenue has been already included in FY 2015 revenue projections. Documentary Transfer Tax (1,014,000)            This economically sensitive revenue source has experienced ups and downs tied to the City’s  housing market as the mix of commercial and residential transactions can vary significantly from  year to year. Through December 2014, Documentary Transfer Tax receipts are running 44 percent  below the prior year period. As a result, staff recommends a reduction in estimated revenue of $1.0  million from the FY 2015 Adopted Budget amount.  Utility Users Tax (390,000)               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 a slight decrease in the revenue estimate by $0.4  million from $11.3 million to $10.9 million primarily due drought related water and gas usage  decreases.  Gas usage has been lower than expected due to a warmer than expected winter.   Further, at the November 2014 general election, the voters approved a reduction of the utility user  tax for telephony services from 5 percent to 4.75 percent.   Operating Transfers‐In 91,500                   Increases the transfer from the Information Technology Fund to reflect the return of funding from  Technology CIP TE‐13002  Employee Self Service Manager/Self Service Enhancements Source Changes 4,342,500              Contract Services (8,660)                    The FY 2015 budget included $1,000,000 in a Shuttle Service Reserve for enhanced shuttle services.  This action transfers $8,660 from the Shuttle Service Reserve to the Planning and Community  Environment Department for additional base shuttle expenses incurred during the fiscal year for the  Crosstown and Embarcadero routes. General Expense (11,600)                  The FY 2015 budget included $40,000 for grant writing services to assist City departments in  researching and submitting grant applications to fund or enhance City services. This action transfers  $11,600 from the non‐departmental budget to the Community Services Department to support the  submittal of the three grant applications. (1) Silicon Valley Creates ($1,600) ‐ If awarded, this grant  will be used to supplement the budget for Art Center exhibitions, providing for  artist honoraria for  site‐specific project installations, lectures, fine art shipping, and other related exhibition expenses.  (2) ArtPlace America ($5,000) ‐ If awarded, this grant will help transition Cubberley to an arts  destination by leveraging public art, wayfinding, public events, and collaborative arts programming  to create a sense of place for public engagement. (3) National Endowment for the Arts ‐ Our Town  ($5,000) ‐ If awarded, this grant will help transition Cubberley to an arts destination by leveraging  public art, wayfinding, public events, and collaborative arts programming to create a sense of place  for public engagement. CITY OF PALO ALTO MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2015 ADOPTED BUDGET  2/18/2015 General Fund 2015 ATTACHMENT A, EXHIBIT 1 Category  Amount Description GENERAL FUND CITY OF PALO ALTO MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2015 ADOPTED BUDGET  Contingent Account 25,000                   Replenish the City Manager's Office Contingency Account for funds to pay for the Know Your  Neighbor program. Request for grants in this amount were accepted as part of the annual grant  submission process.  These funds were inadvertently not included in the FY 2015 Adopted Budget  and will be funded in the FY 2016 Base Budget for the City Manager's Office.  Contingent Account 87,356                   Replenish the City Manager's Office Contingency Account for funds temporarily reallocated to the  Administrative Services Department to pay Ada's Cafe $87,356 for construction delays at Mitchell  Park Library and Community Center.  The reimbursement for Ada's Cafe was approved by the City  Council on Dec. 15, 2014.  Operating Transfers‐Out (932,124)               As part of the new five‐year lease agreement with the Palo Alto Unified School District and the City,  the parties agreed to designate approximately $1.8 million per lease year (January through  December) for infrastructure repairs at the Cubberley site.  To separately track these funds, the City  established a Cubberley Infrastructure Fund.  This action transfers $932,124 from the Cubberley Not‐ To‐Develop Reserve to the newly established Cubberley Infrastructure Fund. Use Changes (840,028)                5,182,528              CITY ATTORNEY Salary & Benefits ‐                          This action adds 1.0 Chief Attorney position to the Table of Organization to facilitate the  recruitment of this position in advance of the FY 2016 budget process.  The funding for this position  of approximately $330,000 will be included in the FY 2016 Base Budget. The position will increase  the ability of the City Attorney’s Office to provide high‐level legal services for strategic advice and  transactional legal services on complex projects, strategic oversight of the litigation portfolio,  assistance with managing and coordinating the Office’s workload, and communicating and  reporting on the Office’s work to City policymakers and the public.  It is expected that a portion of  the cost for this position will be offset with a reduction of contractual services for outside counsel  and/or the City Attorney's contingency reserve. Use Changes ‐                          ‐                          COMMUNITY SERVICES Charges for Services (23,000)                  Decrease in Charges for Services revenue from Ballroom Dancing program budget.  The City will  continue to provide a Ballroom Dancing program, however, in lieu of directly contracting for the  ballroom dancing instructors and collecting the fees for the program, the City will rent the facility to  the ballroom dancing instructors and participants will pay the instructors directly.   Charges for Services (20,000)                  Decrease in Charges for Services revenue from Vocal Lessons program budget.  The City will  continue to provide a Vocal Lessons program, however, in lieu of directly contracting for the  ballroom dancing instructors and collecting the fees for the program, the City will rent the facility to  the ballroom dancing instructors and participants will pay the instructors directly.   Source Changes (43,000)                  General Expense (23,000)                  Decrease in General Expenses revenue from Ballroom Dancing program budget.  The City will  continue to provide a Ballroom Dancing program, however, in lieu of directly contracting for the  ballroom dancing instructors and collecting the fees for the program, the City will rent the facility to  the ballroom dancing instructors and participants will pay the instructors directly.   General Expense (20,000)                  Decrease in General Expenses revenue from Vocal Lessons program budget.  The City will continue  to provide a Ballroom Dancing program, however, in lieu of directly contracting for the ballroom  dancing instructors and collecting the fees for the program, the City will rent the facility to the  ballroom dancing instructors and participants will pay the instructors directly.   General Expense (28,000)                  On June 2, 2014, the Council approved the FY 2015 Teen Programs using the net revenue collected  from the Bryant Street Garage. This action transfers $28,000  from the Community Services  Department budget to the Library Department to hire a Teen Activity Specialist for the Library to  support the continuation of the MakeX program. Make is a high profile, innovative program  consisting of a mobile makers space originally created by teens for teens under the supervision of  the Library and the Art Center and funded by a California State Library grant. Without this position  the Library will not be able to continue managing and developing this program. Net Changes To (From) Reserves Net Changes To (From) Reserves 2/18/2015 General Fund 2015 ATTACHMENT A, EXHIBIT 1 Category  Amount Description GENERAL FUND CITY OF PALO ALTO MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2015 ADOPTED BUDGET  General Expense 11,600                   The FY 2015 budget included $40,000 for grant writing services to assist City departments in  researching and submitting grant applications to fund or enhance City services. This action transfers  $11,600 from the non‐departmental budget to the Community Services Department to support the  submittal of the three grant applications. (1) Silicon Valley Creates ($1,600) ‐ If awarded, this grant  will be used to supplement the budget for Art Center exhibitions, providing for  artist honoraria for  site‐specific project installations, lectures, fine art shipping, and other related exhibition expenses.  (2) ArtPlace America ($5,000) ‐ If awarded, this grant will help transition Cubberley to an arts  destination by leveraging public art, wayfinding, public events, and collaborative arts programming  to create a sense of place for public engagement. (3) National Endowment for the Arts ‐ Our Town  ($5,000) ‐ If awarded, this grant will help transition Cubberley to an arts destination by leveraging  public art, wayfinding, public events, and collaborative arts programming to create a sense of place  for public engagement. Use Changes (59,400)                  16,400                    DEVELOPMENT SERVICES Salary & Benefits 5,000                     This action transfers $5,000 in Management and Professional development training funds from the  Planning and Community Environment Department to the Development Services Department. As  part of the transition to the newly created Development Services Departments, funds were  inadvertently over allocated to Planning and Community Environment Department.  Contract Services 122,579                 This action transfers $122,579 in contract services funds from the Planning and Community  Environment Department to the Development Services.  As part of the annual reappropriation  process contract funds were erroneously allocated to incorrect cost centers. As a result,  Development Services was underfunded by the amount listed. This action corrects this error.   Use Changes 127,579                  (127,579)                FIRE Charges for Services 275,126                 This action increases revenue from Stanford for the Fiscal Year 2014 Year‐End Adjustment by  $275,126 due to a variance between the budgeted and actual costs of providing Fire Services to the  University.  The primary contributor to the variance is higher overtime expenses incurred in FY 2014  that the Department used to support succession planning and career development in anticipation of  several key leadership promotions in Fiscal Year 2015.   From Other Agencies 184,296                 This action increases revenue from the California Office of Emergency Services for reimbursement  for emergency fire services provided on overtime as part of mutual aid for Strike Teams that  responded to wildfires that were burning during the summer of 2014 around the State. Source Changes 459,422                  Salary & Benefits 184,296                 This action increases overtime funding for reimbursement from the California Office of Emergency  Services for emergency fire services provided as part of mutual aid for Strike Teams that responded  to wildfires that were burning during the summer of 2014 around the State. Facilities & Equipment 20,000                   This action funds a Fire Deployment Modeling and Predictive Analytic Software which will be used  for dynamic resource deployment modeling to measure the impact to response times, patient care,  staff workload, and other metrics based on deployment changes.  Advanced deployment system  modeling will allow the Department to identify areas of efficiency for system resources and support  decisions to redeploy personnel and apparatus throughout the City and at Stanford University.  The  ongoing cost for system maintenance is approximately $3,500.   Use Changes 204,296                  255,126                 Net Changes To (From) Reserves Net Changes To (From) Reserves Net Changes To (From) Reserves 2/18/2015 General Fund 2015 ATTACHMENT A, EXHIBIT 1 Category  Amount Description GENERAL FUND CITY OF PALO ALTO MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2015 ADOPTED BUDGET  LIBRARY Other Revenues 4,845                     This action increases revenue the City has received from the Pacific Library Partnership (PLP) due to  a one time budget augmentation of California Library Services Act (CLSA) funds offset with a  corresponding expenditure increase.  The funds will be used to offset costs of the Linked +  interlibrary loan program for participating organizations. Linked + is a union catalog of contributed  holdings from participating libraries in California. Patrons from member libraries electronically  request an item not available in their own library and it is delivered to them for check‐out. Other Revenues 15,000                   This action increases grant revenue for Maker +: A Summer Maker Program to support the STEAM  (Science, Technology, Engineering, Art & Math) and foster interdisciplinary exploration among  sciences, art, and social sciences. By participating in the program, students will discover solutions  for today's social issues through technology. The program includes opportunities for people of all  ages to participate in a week long structured programming at the Rinconada and Mitchell Park  libraries.Source Changes 19,845                    General Expense 4,845                     This action increases expenses offset with revenue for a one time budget augmentation of  California Library Services Act (CLSA) funds. The funds will be used to offset costs of the Linked +  interlibrary loan program for participating organizations. Linked + is a union catalog of contributed  holdings from participating libraries in California. Patrons from member libraries electronically  request an item not available in their own library and it is delivered to them for check‐out. General Expense 15,000                   This action increases general expenses for Maker +: A Summer Maker Program to support the  STEAM (Science, Technology, Engineering, Art & Math) and foster interdisciplinary exploration  among sciences, art, and social sciences. By participating in the program, students will discover  solutions for today's social issues through technology. The program includes opportunities for  people of all ages to participate in a week long structured programming at the Rinconada and  Mitchell Park libraries. General Expense 28,000                   On June 2, 2014, the Council approved the FY 2015 Teen Programs using the net revenue collected  from the Bryant Street Garage. This action transfers $28,000  from the Community Services  Department budget to the Library Department to hire a Teen Activity Specialist for the Library to  support the continuation of the MakeX program. Make is a high profile, innovative program  consisting of a mobile makers space originally created by teens for teens under the supervision of  the Library and the Art Center and funded by a California State Library grant. Without this position  the Library will not be able to continue managing and developing this program. Use Changes 47,845                    (28,000)                  PLANNING & COMMUNITY ENVIRONMENT Charges for Services 3,400                     Additional revenue received for Greenwaste code enforcement abatement action billed to resident.   Greenwaste is the City of Palo Alto's contractor to collect recyclables, garbage, and yard trimmings  from Palo Alto residents and businesses. Source Changes 3,400                     Salary & Benefits (5,000)                    This action transfers $5,000 in Management and Professional development training funds from the  Planning and Community Environment Department to the Development Services Department. As  part of the transition to the newly created Development Services Departments, these funds were  inadvertently allocated to Planning and Community Environment Department.  Contract Services 8,660                     The FY 2015 budget included $1,000,000 in a Shuttle Service Reserve for enhanced shuttle services.  This action transfers $8,660 from the Shuttle Service Reserve to the Planning and Community  Environment Department for additional base shuttle expenses incurred during the fiscal year for the  Crosstown and Embarcadero routes. Contract Services 18,000                   This action provides additional contract funding to integrate development impact fees into Accela,  the City's online permit processing and tracking system. Currently, development impact fees are  calculated by using a complex and outdated spreadsheets. To provide for better monitoring and a  clearer paper trail, adding impact fees to Accela will allow impact fees to be consistently calculated  and taken over the counter at the Development Center. Adding online permitting capabilities for  simple entitlements will reduce the impact on staff resources and move toward the online  permittingmodelContract Services 3,400                     Additional expenses incurred for Greenwaste code enforcement abatement action billed to  resident.  Greenwaste is the City of Palo Alto's contractor to collect recyclables, garbage, and yard  trimmings from Palo Alto residents and businesses. Net Changes To (From) Reserves 2/18/2015 General Fund 2015 ATTACHMENT A, EXHIBIT 1 Category  Amount Description GENERAL FUND CITY OF PALO ALTO MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2015 ADOPTED BUDGET  Contract Services (122,579)               This action transfers $122,579 in contract services funds from Planning and Community  Environment Department the to the Development Services.  As part of the annual reappropriation  process contract funds were erroneously allocated to incorrect cost centers. As a result,  Development Services was underfunded by the amount listed. This action corrects this error.   Use Changes (97,519)                   100,919                  POLICE Charges for Services 145,395                 Increase revenue from Stanford for the Fiscal Year 2014 Year‐End Adjustment by $145,395 due to a  variance between the budgeted and actual costs of providing Public Safety Communication Services  to the University.  The primary contributor to the variance is related to benefit expenses that were  incurred in the Communications Division; however, the funds were budgeted in other divisions  within the Police Department.  This issue was corrected as part of the Fiscal Year 2015 adopted  budget to reduce budget to actual discrepancies in future years. Source Changes 145,395                  Salary & Benefits 260,000                 Increase funding for the Retention/Career Incentive Program that is described in the Palo Alto  Peace Officers' Association (PAPOA) Memorandum of Agreement (MOA).  The Retention/Career  Incentive Program gives PAPOA employees a 3% special pay after 5 years of service and a 6% special  pay after 10 years of service.  This action is a technical correction to add funding for this special pay  to the Police Department's Budget, because it was not included as part of the development of the  Fiscal Year 2015 Operating Budget.  This funding will be included as part of the Fiscal Year 2016  BudgetUse Changes 260,000                  (114,605)                Total General Fund Changes to BSR 5,284,789              Transfer from the  Cubberley Property  Infrastructure Fund 55,126                   Transfers funds from the Cubberley Property Infrastructure Fund to offset  costs incurred after  January 1, 2015 in the Cubberley Roof Replacement Project (PF‐14000). CIP 250                         Changes in CIP Projects (See Attachment B, Exhibit 2 for more detail) Source Changes 55,376                    CIP (3,290,515)            Changes in CIP Projects (See Attachment B, Exhibit 2 for more detail) Transfer to University  Avenue Parking Debt  Service Fund 240,402                 Transfers funds from the Capital Improvement Fund to the University Avenue Parking Debt Service  Fund.  As identified by the City Auditor's Office, $240,402 in unused 2002 University Avenue Off‐ Street Parking Assessments District bonds were left in this fund due to a clerical error. When the  bond funds final expenditure reconciliation was completed for the Lot S/L (PE‐95030) in September  2007 it was incorrectly determined that all the bond funds were expended.  As a result, the unused  bond funds need to be transferred to the University Avenue Parking Debt Service Fund to offset the  FY 2016 debt service payment and the related property tax assessment.  Transfer to University  Avenue Parking Permit  Fund 300,000                 As mentioned elsewhere in this report, the FY 2015 Adopted Capital Budget included funds in the  Transportation and Parking Improvements Project (PL‐12000) for the purchase of parking guidance  system, access control, and revenue collection equipment.  The amount allocated for parking  guidance system equipment ($400,000) was offset by a transfer from the University Avenue Parking  Permit Fund.  As the funding for this project is recommended to be removed from the budget as  part of this report, until costs are better defined and the design is completed, it is recommended  that funding is returned to the University Avenue Parking Permit Fund.  $100,000 is recommended  to be retained in the Capital Improvement Fund to be used for the design work associated with a  future CIP project to fund the purchase and installation of such equipment.   Use Changes (2,750,113)             2,805,489              Net Changes To (From) Reserves Net Changes To (From) Reserves GENERAL FUND CIP  Net Changes To (From) Reserves 2/18/2015 General Fund 2015 ATTACHMENT A, EXHIBIT 1 Category Amount Description ENTERPRISE FUNDS AIRPORT FUND Other Income 15,000                         The Palo Alto Airport (PAO) is providing temporary storage for Audi Palo Alto. A Revocable License  Agreement with the Audi Palo Alto dealership was established to store cars on a monthly basis  during their construction project at the Audi dealership.  Currently, this parking lot area at the  Airport is not being used for any aviation uses and the cars stored at the Airport are not on display  to the public.  This agreement is anticipated to generate approximately $40,000 this year.  Partially  offsetting this additional revenue is a $25,000 reduction in revenue that was budgeted for cell  phone tower rentals and has yet to materialize.    Source Changes                           15,000  Allocated Charges 100,000                       Provides funding for the annual Liability Insurance payment at the Palo Alto Airport.  In August 2014  the City took possession of the Palo Alto Airport.  When the FY 2015 Adopted Budget was approved,  the timing of the transfer was in question and costs of insurance were unknown.  Therefore, the  funding for the liability insurance is requested as part of this report.     Use Changes 100,000                        Net Changes To (From) Reserves                         (85,000) Fund Balancing Entries                         (85,000)Change in Fund Balance  Total Airport Fund                         (85,000) ELECTRIC FUND Net Sales (7,077,000)                  Previous electric fund revenue forecasts were overestimated given that key customers projected  expansion did not occur. The latest forecast has been adjusted, but the FY 2015 budget reflected  the overestimation. The decrease reflects the correction to the forecasted revenues, not a decrease  in actual revenues received for the first six months of the current fiscal year and as projected for the  remainder of the fiscal year. Other Income 20,962                         Increases the transfer from the Information Technology Fund to reflect the return of funding from  Technology CIP TE‐13002  Employee Self Service Manager/Self Service Enhancements Net Sales (956,000)                      Decrease to expected surplus energy revenue by approximately $1 million as a result of lower than  expected hydroelectric generation due to dry weather conditions. Lower hydro‐electric power  generation led to lower sales of surplus electric energy in the market. Other Income 922,000                       The City is one of several Western customers who assists the Western Area Power Administration  and Bureau of Reclamation by providing payment of certain charges one month in advance, which  allows those agencies to commit those funds to major capital projects under Federal appropriations  rules. These advance payments are offset by bill discounts one month later. The charges and credits  exactly offset each other, and therefore have no budget impact. Source Changes                   (7,090,038) CIP (1,796,795)                  Close outs/Changes in CIP Projects (See Attachment A, Exhibit 2 for more detail) Utility Purchases 902,000                       Decrease in costs associated with sales of surplus energy in the summer months. This decrease  offset decreases in revenue for sales of surplus energy.  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. Utility Purchases (902,000)                      Decrease in costs associated with sales of energy in the summer months in excess of the City's load.  This decrease is exactly offset by expenditures in Contra Surplus Energy Cost.  Utility Purchases 922,000                       The City is one of several Western customers who assists the Western Area Power Administration  and Bureau of Reclamation by providing payment of certain charges one month in advance, which  allows those agencies to commit those funds to major capital projects under Federal appropriations  rules. In accordance with the contract with the WAPA, these advance payments are offset by bill  discounts one month later and therefore have no budget impact.   CITY OF PALO ALTO MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2015 ADOPTED BUDGET  2/18/2015 Enterprise Funds 2015 ATTACHMENT A, EXHIBIT 1 Category Amount Description ENTERPRISE FUNDS CITY OF PALO ALTO MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2015 ADOPTED BUDGET  Utility Purchases 2,765,000                    Increase in charges by Western Area Power Administration for Central Valley Project hydropower  this year due to low revenues from CVP water contractors.  Utility Purchases (2,391,000)                  Decreases current year transmission costs.  Increases in transmission charges forecasted by the  California Independent System Operator have been delayed or are not expected to be implemented  until the next fiscal year. Utility Purchases (148,000)                      Prices for local capacity in 2015 were slightly lower than projected. Utility Purchases 306,000                       Increase in commodity purchases is driven by the decreased hydroelectric production via the  Northern California Power Agency (NCPA) Power Pool. Utility Purchases 795,000                       Increased funding for a one‐time charge  for the startup of the San Joaquin landfill gas project.  Project was originally projected for FY 2014, but was delayed until FY 2015.  Utility Purchases 7,543,000                    Increased funding requested for electricity commodities purchases in the amount of $7.5 million  due to low output from hydroelectric resources caused by to the drought. CPAU has had to  purchase more power in electric markets than was projected in the budget.  Operating Transfer Out 9,513                            Increases the transfer to the Utilities Administration Fund by $9,513 ($687 from the Electric  Operating Fund and $8,826 from the Electric Supply Fund) to fund the Utilities Department portion  of the Sustainability Dashboard to streamline the collection and analysis of sustainability data and  make this data available for staff to use to in making decisions related to sustainability.  Use Changes                     8,004,718  Net Changes To (From) Reserves                 (15,094,756) Fund Balancing Entries                 (15,094,756)Change in Fund Balance Total Electric Fund                 (15,094,756) FIBER OPTICS FUND Allocated Charges 169                               Increases the transfer from the Information Technology Fund to reflect the return of funding from  Technology CIP TE‐13002  Employee Self Service Manager/Self Service Enhancements  Source Changes 169                               Operating Transfers Out                             8,500 Increases the transfer to the Technology Fund by $8,500 to fund the Fiber Optics specific portion of  the Sustainability Dashboard to streamline the collection and analysis of sustainability data and  make this data available for staff to use to in making decisions related to sustainability. Operating Transfers Out 599                               Increases the transfer to the Utilities Administration Fund by $599 to fund the Utilities Department  portion of the Sustainability Dashboard to streamline the collection and analysis of sustainability  data and make this data available for staff to use to in making decisions related to sustainability.  Use Changes                             9,099 Net Changes To (From) Reserves                           (8,930) Fund Balancing Entries                            (8,930)Change in Fund Balance Total Fiber Optics Fund                           (8,930)  GAS FUND  Net Sales (4,743,000)                  Due to declining gas market prices and a switch to a pass‐through commodity rate as lower  residential consumption,  gas sales revenue is expected to be $4.7 million or 13% lower than the  original budget.  Residential consumption is  lower than normal due to warmer than average  weather. Other Income 8,221                            Increases the transfer from the Information Technology Fund to reflect the return of funding from  Technology CIP TE‐13002  Employee Self Service Manager/Self Service Enhancements  Source Changes                   (4,734,779) CIP (23,264)                        Close outs/changes in CIP Projects (See Attachment B, Exhibit 2 for more detail) Utility Purchases (2,098,754)                  Commodity Market prices have declined through January 2015. 2/18/2015 Enterprise Funds 2015 ATTACHMENT A, EXHIBIT 1 Category Amount Description ENTERPRISE FUNDS CITY OF PALO ALTO MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2015 ADOPTED BUDGET  Utility Purchases 804,934                       Projected cost of transportation increases. PG&E costs are rising due to infrastructure expenses,  passed on to City.   Operating Transfers Out 4,503                            Increases the transfer to the Utilities Administration Fund by $4,503 ($192 from the Gas Operating  Fund and $4,311 from the Gas Supply Fund) to fund the Utilities Department portion of the  Sustainability Dashboard to streamline the collection and analysis of sustainability data and make  this data available for staff to use to in making decisions related to sustainability.  Use Changes (1,312,581)                   Net Changes To (From) Reserves                   (3,422,198) Fund Balancing Entries                    (3,422,198)Change in Fund Balance  Total Gas Fund                   (3,422,198) Other Income 3,887                            Increases the transfer from the Information Technology Fund to reflect the return of funding from  Technology CIP TE‐13002  Employee Self Service Manager/Self Service Enhancements  Source Changes                             3,887  CIP Operating Transfers Out                             4,250 Increases the transfer to the Technology Fund by $4,250 to fund the Refuse Fund portion of the  Sustainability Dashboard to streamline the collection and analysis of sustainability data and make  this data available for staff to use to in making decisions related to sustainability.  Use Changes                             4,250 Net Changes To (From) Reserves                               (363) Fund Balancing Entries                               (363 Change in Fund Balance Total Refuse Fund                               (363) Other Income 1,607                            Increases the transfer from the Information Technology Fund to reflect the return of funding from  Technology CIP TE‐13002  Employee Self Service Manager/Self Service Enhancements  Source Changes                             1,607  Net Changes To (From) Reserves                             1,607 Fund Balancing Entries                             1,607 Change in Fund Balance Total Storm Drainage Fund                             1,607 Operating Transfers In 9,513                            Increases the transfer from the Electric Fund by $9,513 ($687 from the Electric Operating Fund and  $8,826 from the Electric Supply Fund) to fund the Utilities Department portion of the Sustainability  Dashboard to streamline the collection and analysis of sustainability data and make this data  available for staff to use to in making decisions related to sustainability. REFUSE FUND STORM DRAINAGE FUND UTILITIES ADMINISTRATION FUND 2/18/2015 Enterprise Funds 2015 ATTACHMENT A, EXHIBIT 1 Category Amount Description ENTERPRISE FUNDS CITY OF PALO ALTO MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2015 ADOPTED BUDGET  Operating Transfers In 4,503                            Increases the transfer from the Gas Fund by $4,503 ($192 from the Gas Operating Fund and $4,311  from the Gas Supply Fund) to fund the Utilities Department portion of the Sustainability Dashboard  to streamline the collection and analysis of sustainability data and make this data available for staff  to use to in making decisions related to sustainability. Operating Transfers In 599                               Increases the transfer from the Fiber Optics Fund by $599 to fund the Utilities Department portion  of the Sustainability Dashboard to streamline the collection and analysis of sustainability data and  make this data available for staff to use to in making decisions related to sustainability. Operating Transfers In 4,064                            Increases the transfer from the Water Fund by $4,064 to fund the Utilities Department portion of  the Sustainability Dashboard to streamline the collection and analysis of sustainability data and  make this data available for staff to use to in making decisions related to sustainability. Operating Transfers In 2,571                            Increases the transfer from the Wastewater Collections Fund by $2,571 to fund the Utilities  Department portion of the Sustainability Dashboard to streamline the collection and analysis of  sustainability data and make this data available for staff to use to in making decisions related to  sustainability.  Source Changes                           21,250  Operating Transfers Out                           21,250 Increases the transfer to the Technology Fund by $21,250 to fund the Utility Department's portion  of the Sustainability Dashboard to streamline the collection and analysis of sustainability data and  make this data available for staff to use to in making decisions related to sustainability.  Use Changes                           21,250  Net Changes To (From) Reserves                                    ‐   Fund Balancing Entries                                    ‐  Change in Fund Balance Total Storm Drainage Fund                                    ‐   Other Income 4,467                            Increases the transfer from the Information Technology Fund to reflect the return of funding from  Technology CIP TE‐13002  Employee Self Service Manager/Self Service Enhancements  Source Changes                             4,467  CIP (205,016)                      Close outs/Changes in CIP Projects (See Attachment B, Exhibit 2 for more detail) Operating Transfers Out 2,571                            Increases the transfer to the Utilities Administration Fund by $2,571 to fund the Utilities  Department portion of the Sustainability Dashboard to streamline the collection and analysis of  sustainability data and make this data available for staff to use to in making decisions related to  sustainability.  Use Changes                       (202,445) Net Changes To (From) Reserves                         206,912  Fund Balancing Entries                         206,912 Change in Fund Balance Total Wastewater Collection Fund                         206,912  WASTEWATER COLLECTION FUND 2/18/2015 Enterprise Funds 2015 ATTACHMENT A, EXHIBIT 1 Category Amount Description ENTERPRISE FUNDS CITY OF PALO ALTO MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2015 ADOPTED BUDGET  Other Income 11,682                         Increases the transfer from the Information Technology Fund to reflect the return of funding from  Technology CIP TE‐13002  Employee Self Service Manager/Self Service Enhancements  Source Changes                           11,682  CIP Operating Transfers Out                             4,250 Increases the transfer to the Technology Fund by $4,250 to fund the Wastewater Treatment Fund  portion of the Sustainability Dashboard to streamline the collection and analysis of sustainability  data and make this data available for staff to use to in making decisions related to sustainability.  Use Changes                             4,250 Net Changes To (From) Reserves                             7,432 Fund Balancing Entries                             7,432 Change in Fund Balance Total Wastewater Collection Fund                             7,432  WATER FUND 7 Other Income 7,505                            Increases the transfer from the Information Technology Fund to reflect the return of funding from  Technology CIP TE‐13002  Employee Self Service Manager/Self Service Enhancements Net Sales (1,676,079)                  Decrease in revenue projections due to drought effects as water use has declined across the board  from residential, commercial, industrial and internal (City) customers.  This year, these revenue  decreases are largely offset by corresponding decrease in water purchases. Rates projected to  increase slightly next few years to stabilize revenue. If drought conditions persist beyond FY 2015,  staff may recommend to implement drought rate surcharges.   Source Changes                   (1,668,574) CIP (320,326)                      Close outs/changes in CIP Projects (See Attachment B, Exhibit 2 for more detail) Utility Purchases (1,395,285)                  Water Purchase costs are lower than projected because the final adopted FY 2015 wholesale water  rate from the San Francisco Public Utilities Commission (SFPUC), the City's water supplier, was  substantially lower than projected in the City's FY 2015 budget. In addition, water sales are  substantially lower due to drought restrictions. This budget assumes average rainfall and drought  restrictions lifted in February, but purchase costs may be even lower if the drought continues and  restrictions are not lifted. Operating Transfers Out 4,064                            Increases the transfer to the Utilities Administration Fund by $4,064 to fund the Utilities  Department portion of the Sustainability Dashboard to streamline the collection and analysis of  sustainability data and make this data available for staff to use to in making decisions related to  sustainability.  Use Changes (1,711,547)                   Net Changes To (From) Reserves                           42,973  Fund Balancing Entries                           42,973 Change in Fund Balance Total Water Fund                           42,973  WASTEWATER TREATMENT FUND 2/18/2015 Enterprise Funds 2015 ATTACHMENT A, EXHIBIT 1 Category Description Operating Transfers In 994,217              In FY 2009, the City transferred  $994,217 from the Gas Tax Fund to the Stanford Research Park Fund  for various street‐related costs.  However, it was determined that the transfers were not used, and  therefore the amount originally transferred needs to be returned to the Gas Tax Fund.   Source Changes 994,217              994,217              Operating Transfers  Out 994,217              In FY 2009, the City transferred  $994,217 from the Gas Tax Fund to the Stanford Research Park Fund  for various street‐related costs.  However, it was determined that the transfers were not used, and  therefore the amount originally transferred needs to be returned to the Gas Tax Fund.    Use Changes 994,217              (994,217)             Operating Transfers In 409,442              Stanford's portion of the Fire Department Vehicle Replacement CIP for VR‐13000 ($105,057) and VR‐ 14000 ($304,385) Source Changes 409,442              CIP (419,681)            Close outs/changes in CIP Projects (See Attachment B, Exhibit 2 for more detail)  Use Changes (419,681)             829,123              INTERNAL SERVICE FUNDS Net Changes To (From) Reserves VEHICLE REPLACEMENT FUND CITY OF PALO ALTO MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2015 ADOPTED BUDGET  Amount SPECIAL REVENUE FUNDS Gas Tax Fund Net Changes To (From) Reserves Stanford Research Park Fund Net Changes To (From) Reserves 2/18/2015 Other Funds 2015 ATTACHMENT A, EXHIBIT 1 Category Description CITY OF PALO ALTO MIDYEAR ADJUSTMENTS TO THE CITY MANAGER'S 2015 ADOPTED BUDGET  Amount Operating Transfers In 53,540                Stanford's portion of the Radio Infrastructure Replacement CIP (TE‐05000) $30,237 and Computer  Aided Dispatch Replacement CIP (TE‐09000) $23,303 Operating Transfers In 21,250                Increases the transfer from the Utilities Administration Fund by $21,250 to fund the Utilities  Department portion of the Sustainability Dashboard to streamline the collection and analysis of  sustainability data and make this data available for staff to use to in making decisions related to  sustainability. Operating Transfers In 8,500                  Increases the transfer from the Fiber Optics Fund by $8,500 to fund the Fiber Optics related portion of  the Sustainability Dashboard to streamline the collection and analysis of sustainability data and make  this data available for staff to use to in making decisions related to sustainability. Operating Transfers In 4,250                  Increases the transfer from the Refuse Fund by $4,250 to fund the Refuse related portion of the  Sustainability Dashboard to streamline the collection and analysis of sustainability data and make this  data available for staff to use to in making decisions related to sustainability. Operating Transfers In 4,250                  Increases the transfer from the Wastewater Treatment Fund by $4,250 to fund the Wastewater  Treatment related portion of the Sustainability Dashboard to streamline the collection and analysis of  sustainability data and make this data available for staff to use to in making decisions related to  sustainability. Source Changes 91,790                 Operating Transfers  Out 20,962                Close TE‐13002 (Employee Self Service Manager/Self Service Enhancements) Operating Transfers  Out 169                     Close TE‐13002 (Employee Self Service Manager/Self Service Enhancements) Operating Transfers  Out 8,221                  Close TE‐13002 (Employee Self Service Manager/Self Service Enhancements) Operating Transfers  Out 91,500                Close TE‐13002 (Employee Self Service Manager/Self Service Enhancements) Operating Transfers  Out 3,887                  Close TE‐13002 (Employee Self Service Manager/Self Service Enhancements) Operating Transfers  Out 1,607                  Close TE‐13002 (Employee Self Service Manager/Self Service Enhancements) Operating Transfers  Out 4,467                  Close TE‐13002 (Employee Self Service Manager/Self Service Enhancements) Operating Transfers  Out 11,682                Close TE‐13002 (Employee Self Service Manager/Self Service Enhancements) Operating Transfers  Out 7,505                  Close TE‐13002 (Employee Self Service Manager/Self Service Enhancements) Contract Services 85,000                Increase computer software funding to purchase a Sustainability Dashboard Application to streamline  the collection and analysis of sustainability data and make this data available for staff to use to in  making decisions related to sustainability.  Based on the current funding split of the Office of  Sustainability, 55% of the cost is covered by the General Fund through funds collected from the  Technology Surcharge ($46,750).  The remaining 45% ($38,250) is funded by transfers from the  Utilities Administration Fund (25%, $21,250); Fiber Optics Fund (10%, $8,500); Refuse Fund (5%,  $4,250); and Wastewater Treatment Fund (5%, $4,250). Use Changes 235,000              (143,210)             INFORMATION TECHNOLOGY FUND Net Changes To (From) Reserves 2/18/2015 Other Funds 2015 Attachment A, Exhibit 2 Project Funding Title Number Revenue Expense Source Comments PROJECT COMPLETIONS ALS EKG Monitor Replacements FD-12000 $ (3) Infrastructure Reserve Removes remaining funding due to completion of the project Dimmer Replacement CC-09001 $ (25) Infrastructure Reserve Removes remaining funding due to completion of the project Cubberley Restroom PF-06004 $ (50) Infrastructure Reserve Removes remaining funding due to completion of the project Alma Guardrail PE-12009 $ (232) Infrastructure Reserve Removes remaining funding due to completion of the project Lytton Plaza Renovation PE-08004 $ (1,500) Infrastructure Reserve Removes remaining funding due to completion of the project Tree Wells - University Avenue PE-12002 $ (4,299) Infrastructure Reserve Removes remaining funding due to completion of the project Art Center Electrical PF-07000 $ (1,530) Infrastructure Reserve Removes remaining funding due to completion of the project Parks and PWD Trees PF-12001 $ (41,604) Infrastructure Reserve Removes remaining funding due to completion of the work programmed within this project, which rehabilitated office space for the Public Works Department Street Trees group. City-Wide Backflow Prevention Installation PF-12004 $ (5,000) Infrastructure Reserve Removes remaining funding due to completion of the project Wilkie Way Bridge Design PO-12000 $ (13,566) Infrastructure Reserve Removes remaining funding due to completion of the project LATP Site Development PO-12002 $ (2,853) Infrastructure Reserve Removes remaining funding due to completion of the project Ventura Community Center PE-10002 $ (34,209) Infrastructure Reserve Removes remaining funding due to completion of the work programmed within this project, which included play equipment at Ventura Community Center. Subtotal - Project Completions $ - $ (104,871) STRATEGIC ADJUSTMENTS LATP Site Development PE-14010 $ (1,486,705) The funding for this project is being returned to the Infrastructure Reserve because regulatory agencies have indicated that the proposed site development work cannot be permitted until there is a use proposed for the site. The project as proposed was intended to prepare the site for an as yet undetermined future use. Once an intended use for the site is determined, staff will work with regulatory agencies to approve the new use and return to Council with a related funding request. During the FY 2015 budget process, a $500,000 reduction to this project was approved by Council to fund the Baylands Levee Improvements Feasibility Study. Park Restroom Installation PE-06007 $ (65,572) Infrastructure Reserve Removes remaining funding for the Park Restroom Installation project. The installation of additional park restrooms is recommended to be deferred until completion of the Parks Master Plan. FY 2015 CIP Mid-Year Adjustments CAPITAL PROJECT FUND 1 2/18/2015 Attachment A, Exhibit 2 Project Funding Title Number Revenue Expense Source Comments FY 2015 CIP Mid-Year Adjustments Parking and Transportation Improvements PL-12000 $ (1,653,367) As part of the FY 2015 budget process, $2.0 million was allocated to this project for the purchase of Parking Guidance System, Access Control, and Revenue Collection equipment for the downtown parking garages. Staff is in the process of awarding a contract for the design of this equipment. Funding associated with the construction of this equipment is recommended to be removed until the costs are better defined. Funding remains in the project for the necessary design work ($100,000). It should be noted that the project's original budget of $1.9 million is not fully reduced as funds for this project were used on unanticipated expenditures such as improvements along Embracadero Road and a study for the widening of the intersection at University and Middlefield. Parking Guidance Systems, Access Controls, and Revenue Collection Equipment $ 20,000 Provides funding for design work associated with the Parking Guidance Systems, Access Controls, and Revenue Collection Equipment project. The installation of this equipment is recommended to be accounted for in a separate project, rather than the Parking and Transportation Improvements project. A reduction to the Parking and Transportation Improvements project is recommended as part of this project to offset this cost. It is anticipated that the 2016-2020 Proposed Capital Improvement Program will include a recommendation to fund an additional $80,000 for the design of this project. Funding for the purchase and installation of this equipment will be requested once the costs and associated policy implications are clearly defined. Subtotal - Strategic Adjustments -$ (3,185,644)$ REVENUE AND ALTERNATIVE FUNDING SOURCESFire Station 1 Improvements PF-14002 $ 250 $ - Charges for Service Increase revenue for Charges for Service to recognize reimbursement from Stanford for its portion (25%) of the Fire Station 1 Improvements CIP based on the Fire Safety Services contract between Stanford and Palo Alto. Subtotal - Revenue and Alternative Funding Sources $ 250 $ - TOTAL GENERAL FUND CIP MID-YEAR ADJUSTMENTS $ 250 $ (3,290,515) 2 2/18/2015 Attachment A, Exhibit 2 Project Funding Title Number Revenue Expense Source Comments FY 2015 CIP Mid-Year Adjustments PROJECT COMPLETIONS Foothills System Rehab EL-04010 $ (82,129) Electric Reserve Removes remaining funding due to completion of the project Rebuild UG District 17 EL-09003 $ (82,586) Electric Reserve Removes remaining funding due to completion of the project W. Charleston/Wilkie Way EL-09004 $ (85,483) Electric Reserve Removes remaining funding due to completion of the project Torreya Court Rebuild EL-11001 $ (7,195) Electric Reserve Removes remaining funding due to completion of the project Hewlett Subdivision EL-11004 $ (60,634) Electric Reserve Removes remaining funding due to completion of the project Reconductor 60 kV OH EL-11015 $ (67,089) Electric Reserve Removes remaining funding due to completion of the project Hanover 22 -Transformer EL-12002 $ (6,679) Electric Reserve Removes remaining funding due to completion of the project El Camino Underground EL-05000 $ (200,000) Electric Reserve Removes remaining funding due to completion of the project 230 kV Electric Intertie EL-06001 $ - Electric Reserve Removes remaining funding due to completion of the project UG District 45 EL-06002 $ (75,000) Electric Reserve Removes remaining funding due to completion of the project E. Charleston 4/12 k EL-08000 $ (30,000) Electric Reserve Removes remaining funding due to completion of the project Smart Grid Technology EL-11014 $ (300,000) Electric Reserve Removes remaining funding due to completion of the project Sand Hill / Quarry 1 EL-13006 $ (50,000) Electric Reserve Removes remaining funding due to completion of the project Electric System Improvement EL-98003 $ (750,000) Electric Reserve Removes remaining funding due to completion of the project Total $ - $ (1,796,795) TOTAL ELECTRIC FUND CIP MID-YEAR ADJUSTMENTS $ - $ (1,796,795) ADDITIONAL APPROPRIATIONS Gas Station 3 Rebuild GS-10000 $ 21,640 Gas Reserve Remaining balance of $30,125 in a contract for this project was inadvertently disencumbered and omitted in the annual reappropriation process. This action allows for the project to be completed. Total $ - $ 21,640 PROJECT COMPLETIONS Directional Boring Machine GS-02013 ($414) Gas Reserve Removes remaining funding due to completion of the project Directional Boring Equipment GS-03007 ($408) Gas Reserve Removes remaining funding due to completion of the project Gas Station 2 Rebuild GS-08000 ($10,023) Gas Reserve Removes remaining funding due to completion of the project Gas Main Replacement 18 GS-08011 ($10,531) Gas Reserve Removes remaining funding due to completion of the project Gas Station 1 Rebuild GS-09000 ($6,631) Gas Reserve Removes remaining funding due to completion of the project Gas Station 4 Rebuild GS-11001 ($16,897) Gas Reserve Removes remaining funding due to completion of the project Total $ - $ (44,904) GAS FUND ELECTRIC FUND 3 2/18/2015 Attachment A, Exhibit 2 Project Funding Title Number Revenue Expense Source Comments FY 2015 CIP Mid-Year Adjustments TOTAL GAS FUND CIP MID-YEAR ADJUSTMENTS $ - $ (23,264) PROJECT COMPLETIONS Automated Motor Poll Reservation and Vehicle Key Management System VR-07001 $ (10,979) Removes remaining funding due to completion of the project Vehicle Replacement VR-11000 $ (325,177) Removes remaining funding due to completion of the project In-Ground Vehicle Lift VR-12001 $ (83,525) Removes remaining funding due to completion of the project TOTAL VEHICLE REPLACEMENT FUND CIP MID-YEAR ADJUSTMENTS (419,681)$ ADDITIONAL APPROPRIATIONS Total $ - $ - PROJECT COMPLETIONS Water Main Replacement Project 23 WS-09001 $ (112,021) Removes remaining funding due to completion of the project Water Main Replacement Project 24 WS-10001 $ (208,305) Removes remaining funding due to completion of the project Total $ - $ (208,305) TOTAL WATER FUND CIP MID-YEAR ADJUSTMENTS $ - $ (208,305) PROJECT COMPLETIONS ESS/MSS Enhancements TE-13002 $ (150,000) TOTAL TECHNOLOGY FUND CIP MID-YEAR ADJUSTMENTS (150,000)$ TECHNOLOGY FUND WATER FUND VEHICLE REPLACEMENT FUND 4 2/18/2015 Table of Organization FY 2012 Actuals FY 2013 Actuals FY 2014 Adopted Budget FY 2015 Adopted Budget FY 2015 Modified Budget FY 2015 Change FTE FY 2015 Change % General Fund City Attorney Assistant City Attorney 1.00 1.00 1.00 1.00 1.00 0.00 0.00% City Attorney 1.00 1.00 1.00 1.00 1.00 0.00 0.00% Chief Attorney 0.00 0.00 0.00 0.00 1.00 1.00 0.00% Claims Investigator 1.00 1.00 1.00 1.00 1.00 0.00 0.00% Legal Fellow 0.00 0.00 0.00 1.00 1.00 1.00 0.00% Legal Services Administrator 1.00 1.00 1.00 1.00 0.00 -1.00 (100.00)% Secretary To City Attorney 1.00 1.00 1.00 1.00 1.00 0.00 0.00% Senior Assistant City Attorney 2.00 2.00 2.00 2.00 2.00 0.00 0.00% Senior Deputy City Attorney 1.00 1.00 1.00 1.00 1.00 0.00 0.00% Senior Legal Secretary - Confidential 1.00 1.00 1.00 1.00 1.00 0.00 0.00% Senior Management Analyst 0.00 0.00 0.00 0.00 1.00 1.00 0.00% Total City Attorney 9.00 9.00 9.00 10.00 11.00 2.00 22.22% Total General Fund 576.40 579.71 577.80 588.58 589.58 11.78 2.04% Total Citywide Positions 1,016.60 1,015.35 1,019.35 1,033.80 1,027.80 8.45 0.83% ATTACHMENT A, EXHIBIT 3 ATTACHMENT B FISCAL YEAR 2015 MIDYEAR FINANCIAL REPORT GENERAL FUND (in thousands) BUDGET ACTUALS (as of 12/31/14) Adopted Adjusted Midyear Midyear Pre % of Midyr % Midyr Categories Budget Budget Budget Changes Encumbr Encumbr Actual  Budget*  Revenues & Other Sources Sales Tax 25,957        25,957       29,238        3,281          4,251         ‐             8,634          44% Property Tax 31,927        31,927       32,556        629              ‐             ‐             11,716        36% Transient Occupancy Tax 14,156        14,156       15,901        1,745           ‐             ‐             5,983          38% Documentary Transfer Tax 7,514          7,514        6,500          (1,014)          ‐             ‐             2,458          38% Utility Users Tax 11,285        11,285       10,895        (390)             ‐             ‐             5,250          48% Motor Vehicle Tax, Penalties & Fines 2,164          2,164        2,164          ‐               ‐             ‐             925             43% Charges for Services 23,013        24,130       24,510        380              ‐             ‐             9,182          37% Permits & Licenses 7,804          7,738        7,738          ‐               ‐             ‐             3,392          44% Return on Investment 685             685             685             ‐               ‐             ‐             289             42% Rental Income 14,254        14,206       14,206        ‐               ‐             ‐             7,397          52% From Other Agencies 453             453             637             184              ‐             ‐             408             64% Charges To Other Funds 10,647        10,647       10,647        ‐               ‐             ‐             5,310          50% Other Revenues 1,060          1,289        1,309          20                 ‐             ‐             663             51% Total Revenues 150,919     152,151     156,986     4,835          4,251         ‐             61,607        42% Operating Transfers‐In 18,433        18,528        18,620          92                   ‐               ‐              8,804          47% Encumbrances and Reappropriation 6,386        6,386          ‐               ‐               ‐                  From Infrastructure Reserve ‐              ‐               ‐                  Contribution from Budget Stabilization Reserve ‐              ‐               ‐                   As Assumed in the Adopted Budget 1,732          1,732        1,732          ‐               Total Sources of Funds 171,084     178,797     183,724     4,927          4,251         ‐             70,411        ‐            42% Expenditures & Other Uses City Attorney 2,578          3,129        3,129          ‐              10             450            1,303          56% City Auditor 1,065          1,075        1,075          ‐              10             39              549             56% City Clerk 1,276          1,286        1,286          ‐              10             72              576             51% City Council 432             517             517             ‐               ‐            61              173             45% City Manager 2,728          2,485        2,485          98             227            1,063          56% Administrative Services 7,175          7,413        7,476          ‐              21             136            3,453          48% Community Services 22,764        24,115       24,056        (59)              53             2,729         11,291        59% Development Services 10,535        10,772       10,900        128             28             385            4,453          45% Library 7,521          8,253        8,301          48                14             619            3,833          54% Office of Sustainability 272             575             575             ‐               ‐            131            244             65% Public Safety 62,054        62,996       63,460        464             123           1,069         30,175        49% People Strategy and Operations 3,264          3,757        3,757          ‐              315           140            1,573          54% Planning and Community Environment 7,015          8,839        8,741          (98)              100           1,110         3,450          53% Public Works 13,397        14,315       14,315        311           600            6,492          52% Non‐Departmental 13,272        12,945       13,036        91                4,251          33% Total Expenditures 155,348     162,472     163,046     574             1,093        7,768         72,879        50% Operating Transfers‐Out 2,077          2,276          1,344            (932)               ‐               ‐              1,138          85% Transfer to Infrastructure 13,659        13,659        13,659          ‐               ‐              6,830          50% Total Uses of Funds 171,084     178,407     178,049     (358)            1,093        7,768         80,847        50% Net Surplus/(Deficit)‐              390             5,675          5,285           Budget Amendments Authorized by Council thru 12/31/14:* Including reappropriations and prior year encumbrances Shuttle Contract, EPA Contribution (6/23/14)‐               ‐               Golf Course Operating Budget (6/23/14)‐               ‐               Transportation Management Authority (8/4/14)(30)              (30)               Sustainability and Climate Action Plan (8/18/14)(137)          (137)             Increase Airport Fund loan for legal counsel (9/22/14)(200)          (200)             Golf Course Operating Loss Reserve (9/22/14)‐               ‐               Golf Restaurant Lease Revenue (10/6/14)(23)              (23)               Total Augmentations Authorized by Council ‐              (390)          (390)             ‐               Net Surplus/(Deficit) Without BAOs ‐              0                 5,285          5,285           Net Surplus/(Deficit) After BSR Drawdown ‐              0                 5,285          5,285           BSR Balance as of 12/31/14 33,066        32,676       37,961         BSR % of Total Use of Funds 19.33% 19.00% 22.11% 2/18/2015 ATTACHMENT B ACTUALS Adopted Adjusted Midyear Midyear Pre- % of Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget Sources of Funds Net Sales 122,484 122,516 114,483 (8,033) 59,485 52% Interest Income 2,698 2,698 2,698 1,328 49% Other Income 9,247 9,247 10,169 922 5,884 58% Reapprop/Encumbrances 14,452 14,473 21 - Total Sources 134,429 148,913 141,823 (7,090) - - 66,697 52%** Uses of Funds Utility Purchases 71,967 71,979 81,781 9,802 13 42,448 52% Salaries & Benefits 12,803 12,804 12,804 5,942 46% Contract Services 4,538 6,744 6,744 166 2,655 537 50% Supplies and Materials 886 912 912 12 43 238 32% Facilities and Equipment 48 48 48 0% General Expenses 4,953 5,739 5,739 781 897 29% Rent and Leases 4,226 4,226 4,226 1,086 26% Allocated Charges 8,349 8,349 8,349 1,404 17% Debt Service 9,131 9,131 9,131 4,514 49% Subtotal 116,901 119,932 129,734 9,802 178 3,492 57,066 47% Equity Transfer 11,412 11,412 11,412 2,853 25% Operating Transfers Out 123 123 123 31 25% Capital Improvement Program 9,740 24,359 22,562 (1,797) 3,246 1,843 5,796 48% Total Uses 138,176 155,826 163,831 8,005 3,424 5,335 65,746 45% Net To (From) Reserves (3,747) (6,913) (22,008) (15,095) Beginning Reserves 133,046 126,013 126,013 - Projected Ending Reserves 129,299 119,100 104,005 (15,095) ** Excludes encumbrances and reappropriation BUDGET (as of 12-31-14) CITY OF PALO ALTO FISCAL YEAR 2015 MIDYEAR BUDGET SUMMARY ELECTRIC FUND (in thousands of dollars) 2/18/2015 ATTACHMENT B ACTUALS Adopted Adjusted Midyear Midyear Pre- % of Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget Sources of Funds Net Sales 4,025 4,025 4,025 - 1,901 47% Interest Income 341 341 341 - 198 58% Other Income - - - - 0% Reapprop/Encumbrances 518 518 - - Total Sources 4,366 4,884 4,884 - - - 2,099 48%** Uses of Funds Salaries & Benefits 1,080 1,080 1,080 399 37% Contract Services 168 467 467 26 97 26% Supplies and Materials 10 10 10 0% General Expenses 22 22 22 1 5% Rent and Leases 55 55 55 13 24% Allocated Charges 645 645 654 9 93 14% Subtotal 1,980 2,279 2,288 9 - 26 603 27% Operating Transfers Out 1 1 1 - 0% Capital Improvement Program 400 1,200 1,200 - 93 146 20% Total Uses 2,381 3,480 3,489 9 - 119 749 25% Net To (From) Reserves 1,985 1,404 1,395 (9) Beginning Reserves 15,557 19,415 19,415 Projected Ending Reserves 17,542 20,819 20,810 (9) ** Excludes encumbrances and reappropriation BUDGET (as of 12-31-14) CITY OF PALO ALTO FISCAL YEAR 2015 MIDYEAR BUDGET SUMMARY FIBER OPTICS FUND (in thousands of dollars) 2/18/2015 ATTACHMENT B ACTUALS Adopted Adjusted Midyear Midyear Pre- % of Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget Sources of Funds Net Sales 37,583 37,583 32,840 (4,743) 13,181 40% Interest Income 715 715 715 278 39% Other Income 709 709 717 8 413 58% Reapprop/Encumbrances 11,305 11,305 - Total Sources 39,007 50,312 45,577 (4,735) - - 13,872 40%** Uses of Funds Utility Purchases 14,114 14,114 12,015 (2,099) 3,361 3,931 61% Salaries & Benefits 5,107 5,121 5,121 2,461 48% Contract Services 1,400 3,087 3,087 114 1,752 278 69% Supplies and Materials 478 576 576 154 220 65% Facilities and Equipment 22 22 22 0% General Expenses 752 765 1,570 805 59 336 25% Rent and Leases 529 529 529 149 28% Allocated Charges 3,923 3,923 3,928 5 716 18% Debt Service 802 802 802 111 14% Subtotal 27,127 28,939 27,650 (1,289) 114 5,326 8,202 49% Equity Transfer 5,730 5,730 5,730 1,433 25% Operating Transfers Out 472 472 472 437 93% Capital Improvement Program 2,075 20,677 20,654 (23) 58 6,600 3,516 49% Total Uses 35,404 55,818 54,506 (1,312) 172 11,926 13,588 47% Net To (From) Reserves 3,603 (5,506) (8,929) (3,423) Beginning Reserves 14,326 16,981 16,981 - Projected Ending Reserves 17,929 11,475 8,052 (3,423) CITY OF PALO ALTO FISCAL YEAR 2015 MIDYEAR BUDGET SUMMARY GAS FUND (in thousands of dollars) BUDGET (as of 12-31-14) ** Excludes encumbrances and reappropriation 2/18/2015 ATTACHMENT B 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 15,270 7,400 48% Interest Income 309 309 309 - 160 52% Other Income 996 996 1,000 4 674 67% Reapprop/Encumbrances 8,312 8,312 - - Total Sources 16,575 24,887 24,891 4 - - 8,234 50%** Uses of Funds Utility Purchases 8,589 8,589 8,589 4,295 50% Salaries & Benefits 2,241 2,242 2,242 1,070 48% Contract Services 319 370 370 25 45 27 26% Supplies and Materials 325 389 389 138 121 67% Facilities and Equipment 3 3 3 0% General Expenses 102 102 102 1 41 41% Rent and Leases 283 283 283 85 30% Allocated Charges 2,246 2,246 2,249 3 329 15% Debt Service 128 128 128 21 16% Subtotal 14,236 14,352 14,355 3 26 183 5,989 43% Operating Transfers Out 107 107 107 - 96 90% Capital Improvement Program 4,067 13,895 13,690 (205) 7,664 2,033 1,461 82% Total Uses 18,410 28,354 28,152 (202) 7,690 2,216 7,546 62% Net To (From) Reserves (1,835) (3,467) (3,261) 206 Beginning Reserves 4,554 8,285 8,285 - Projected Ending Reserves 2,719 4,818 5,024 206 CITY OF PALO ALTO FISCAL YEAR 2015 MIDYEAR BUDGET SUMMARY WASTEWATER COLLECTION FUND (in thousands of dollars) BUDGET (as of 12-31-14) ** Excludes encumbrances and reappropriation 2/18/2015 ATTACHMENT B ACTUALS Adopted Adjusted Midyear Midyear Pre- % of Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget Sources of Funds Net Sales 38,081 38,081 36,405 (1,676) 20,201 55% Interest Income 752 752 752 416 55% Other Income 1,632 1,707 1,715 8 1,592 93% Reapprop/Encumbrances 15,995 15,995 - Total Sources 40,465 56,535 54,867 (1,669) - - 22,209 57%** Uses of Funds Utility Purchases 18,430 18,430 17,035 (1,395) 9,554 7,413 100% Salaries & Benefits 5,725 5,705 5,705 2,694 47% Contract Services 723 1,193 1,193 17 609 192 69% Supplies and Materials 533 648 648 204 176 59% Facilities and Equipment 6 6 6 0% General Expense 542 465 465 5 184 41% Rents and Leases 3,333 3,333 3,333 606 18% Allocated Charges 3,654 3,654 3,658 4 825 23% Debt Service 3,219 3,219 3,219 777 24% Subtotal 36,165 36,653 35,262 (1,391) 17 10,372 12,867 66% Equity Transfer - - - - Operating Transfers Out 362 362 362 340 94% Capital Improvement Program 5,355 26,372 26,052 (320) 4,469 4,133 1,565 39% Total Uses 41,882 63,387 61,676 (1,711) 4,486 14,505 14,772 55% Net To (From) Reserves (1,417) (6,852) (6,810) 43 Beginning Reserves 11,865 21,132 21,132 Projected Ending Reserves 10,448 14,280 14,323 43 ** Excludes encumbrances and reappropriation CITY OF PALO ALTO FISCAL YEAR 2015 MIDYEAR BUDGET SUMMARY WATER FUND (in thousands of dollars) BUDGET (as of 12-31-14) 2/18/2015 ATTACHMENT B ACTUALS Adopted Adjusted Midyear Midyear Pre- % of Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget Sources of Funds Net Sales 26,761 26,761 26,761 13,789 52% Interest Income 187 187 187 114 61% Other Income 2,744 3,805 3,809 4 1,810 48% Reapprop/Encumbrances 1,046 1,046 - Total Sources 29,692 31,799 31,803 4 - - 15,713 51%** Uses of Funds GreenWaste Hauling Contract 14,131 14,131 14,131 10,146 5,515 111% Salaries and Benefits 2,968 2,519 2,519 1,361 54% Contract Services 5,896 7,246 7,246 228 1,075 2,485 52% Supplies and Materials 154 157 157 18 64 52% Facilities and Equipment 3 3 3 0% General Expenses 87 87 87 2 28 34% Rents and Leases 2,579 2,579 2,579 635 25% Allocated Charges 2,088 1,730 1,734 4 725 42% Debt Service 625 625 625 567 91% Subtotal 28,531 29,077 29,081 4 228 11,241 11,380 79% Operating Transfers Out 29 29 29 7 24% Capital Improvement Program 187 5,327 5,327 14 1,020 1,657 51% Total Uses 28,747 34,433 34,437 4 242 12,261 13,044 74% Net (From) Landfill Closure Liab - - Net To (From) Reserves 945 (2,634) (2,634) - Beginning Reserves (1,857) (672) (672) - Projected Ending Reserves (912) (3,306) (3,306) - CITY OF PALO ALTO FISCAL YEAR 2015 MIDYEAR BUDGET SUMMARY REFUSE FUND (in thousands of dollars) BUDGET (as of 12-31-14) ** Excludes encumbrances and reappropriation 2/18/2015 ATTACHMENT B ACTUALS Adopted Adjusted Midyear Midyear Pre- % of Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget Sources of Funds Net Sales 5,954 5,954 5,954 3,112 52% Interest Income 135 135 135 78 58% Other Income 92 92 94 2 (3) -3% Reapprop/Encumbrances 6,319 6,319 - Total Sources 6,181 12,500 12,502 2 - - 3,187 52%** Uses of Funds Salaries and Benefits 1,192 1,192 1,192 595 50% Contract Services 471 603 603 92 125 242 76% Supplies and Materials 95 112 112 22 24 41% Facilities and Equipment 8 9 9 0% General Expenses 168 168 168 179 107% Rents and Leases 40 40 40 0% Allocated Charges 905 905 905 247 27% Debt Service 947 947 947 0% Subtotal 3,826 3,976 3,976 - 92 147 1,287 38% Operating Transfers Out 6 6 6 2 33% Capital Improvement Program 2,811 10,585 10,585 470 1,488 18% Total Uses 6,643 14,567 14,567 - 92 617 2,777 24% Net Surplus (Deficit) (462) (2,067) (2,065) 2 Beginning Reserves 2,007 1,601 1,601 - Projected Ending Reserves 1,545 (466) (464) 2 CITY OF PALO ALTO FISCAL YEAR 2015 MIDYEAR BUDGET SUMMARY STORM DRAINAGE FUND (in thousands of dollars) BUDGET (as of 12-31-14) ** Excludes encumbrances and reappropriation 2/18/2015 ATTACHMENT B 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 - 11,075 50% Interest Income 317 317 317 - 130 41% Other Income 55 55 67 12 234 349% Reapprop/Encumbrances 22,599 22,599 - Total Sources 22,658 45,257 45,269 12 - - 11,439 50%** Uses of Funds Salaries and Benefits 10,318 10,318 10,318 5,035 49% Contract Services 1,898 2,740 2,740 116 1,112 531 64% Supplies and Materials 1,636 1,925 1,925 5 815 838 86% Facilities and Equipment 7 7 7 0% General Expenses 431 431 431 469 109% Rents and Leases - - - 0% Allocated Charges 4,982 4,982 4,986 4 2,024 41% Debt Service 821 821 821 0% Subtotal 20,093 21,224 21,228 4 121 1,927 8,897 52% Operating Transfers Out - - - - 0% Capital Improvement Program 3,478 13,205 13,205 - 778 2,638 1,026 34% Total Uses 23,571 34,429 34,433 4 899 4,565 9,923 45% Net To (From) Reserves (913) 10,828 10,836 8 Beginning Reserves 10,169 8,022 8,022 - Projected Ending Reserves 9,256 18,850 18,858 8 ** Excludes encumbrances and reappropriation CITY OF PALO ALTO FISCAL YEAR 2015 MIDYEAR BUDGET SUMMARY WASTEWATER TREATMENT FUND (in thousands of dollars) BUDGET (as of 12-31-14) 2/18/2015 ATTACHMENT B ACTUALS Adopted Adjusted Midyear Midyear Pre- % of Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget Sources of Funds Net Sales - - - - - 0% Interest Income 5 5 5 - 1 20% Other Income 1,305 2,045 2,060 15 587 28% Reapprop/Encumbrances 151 151 - Total Sources 1,310 2,201 2,216 15 - - 588 28%** Uses of Funds Salaries and Benefits 363 363 363 - 248 68% Contract Services 307 658 658 55 52 339 68% Supplies and Materials 32 32 32 - 5 0% Facilities and Equipment 15 15 15 - - 0% General Expenses 5 5 5 - 2 0% Rents and Leases 5 5 5 - 4 0% Allocated Charges 57 57 157 100 19 12% Debt Service - - - - - 0% Subtotal 784 1,135 1,235 100 55 52 617 59% Operating Transfers Out - - - - - 0% Capital Improvement Program 180 540 540 - - 0% Total Uses 964 1,675 1,775 100 55 52 617 41% Net To (From) Reserves 346 526 441 (85) Beginning Reserves (520) (1,039) (1,039) - Projected Ending Reserves (174) (513) (598) (85) ** Excludes encumbrances and reappropriation CITY OF PALO ALTO FISCAL YEAR 2015 MIDYEAR BUDGET SUMMARY AIRPORT FUND (in thousands of dollars) BUDGET (as of 12-31-14) 2/18/2015 Attachment C Page 1 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 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$ 4,581$ 64,235$ AC-09002 Community Theatre Sound System Replacement Buildings and Facilities 6,844 86,389 59,513 AC-14000 Art Center Auditorium Audio, Visual, and Furnishings Buildings and Facilities 5,678 CC-09001 Dimmer Replacement and Lighting System Buildings and Facilities 7,611$ 4,609$ 11,266 149,191 CC-10000 Replacement of Cubberley Gym B Bleachers Buildings and Facilities 29,495 CC-11000 Cubberley Gym Activity Room Buildings and Facilities 58,041 FD-08001 Fire Station #6 Improvements Buildings and Facilities 48,110 271 General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 Attachment C Page 2 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 PE-05010 College Terrace Library Improvements Buildings and Facilities 846,020 7,344 4,600 PE-06001 San Antonio Bridge Structural Repairs & Maintenance Buildings and Facilities 82,782 PE-09003 City Facility Parking Lot Maintenance Buildings and Facilities 51,098 30,634 12,446 3,030 PE-09005 Downtown Library Improvements Buildings and Facilities 3,133,576 714,043 31,093 580 PE-09006 Mitchell Park Library & Community Center (New Construction) Buildings and Facilities 10,381,000 14,213,182 8,691,974 4,150,743 1,151,848 PE-09010 Library & Community Center Temporary Facilities Buildings and Facilities 110,020 2,205 412 4,540 PE-10002 Ventura Community Center and Park Buildings and Facilities 21,130 287,503 140,475 Attachment C Page 3 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 PE-11000 Main Library New Construction and Improvements Buildings and Facilities 792,913 1,139,804 741,837 11,548,567 8,591,707 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 91,491 377,655 1,153,722 PE-14015 Lucie Stern Mechanical/Elecrical Upgrades Buildings and Facilities 219,686 72,331 PE-14018 Baylands Interpretive Center Improvements & Boardwalk Repair Buildings and Facilities 28,738 1,063 PE-98020 Public Safety Building Buildings and Facilities 30,910 14,943 7,252 17,143 3,604 PE-95030 Downtown Parking Structure Buildings and Facilities 469 Attachment C Page 4 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 PF-00006 Roofing Replacement Buildings and Facilities 104,617 319,495 246,068 119,682 3,559 PF-01002 Civic Center Infrastructure Improvements Buildings and Facilities 3,803,962 1,950,609 423,121 344,298 42,329 PF-01003 Building Systems Improvements Buildings and Facilities 74,876 59,798 34,320 150,878 PF-01004 Fire Station Improvements Buildings and Facilities 394 PF-02022 Facility Interior Finishes Buildings and Facilities 23,874 234,085 70,609 390,667 17,940 PF-04000 Security System Improvements Buildings and Facilities 3,581 PF-05002 Municipal Service Center Renovation Buildings and Facilities 12,176 Attachment C Page 5 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 PF-05003 Foothills Park Interpretive Center Improvements Buildings and Facilities 12,897 141,633 7,869 36,063 2,768 PF-06004 Cubberley Restroom Renovation Buildings and Facilities 27,422 3,129 11,849 86 PF-07000 Art Center Electrical & Mechanical Upgrades Buildings and Facilities 543,877 4,628,983 2,418,160 5,223 1,470 PF-07003 Children's Theatre Fire/Life Safety Upgrade Buildings and Facilities 6,150 131 PF-07011 Roth Building Maintenance Buildings and Facilities 1,205 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 90,816 Attachment C Page 6 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 PF-10002 Lot "J" Cowper/Webster Structural Repairs Buildings and Facilities 15,260 32,672 448,804 PF-11001 Council Chambers Carpet Replacement Buildings and Facilities 80,000 PF-14000 Cubberley Roof Replacements Buildings and Facilities 1,489 298,696 PF-14002 Fire Station 1 Improvements Buildings and Facilities 820 151 PF-14003 University Avenue Parking District Parking Improvements Buildings and Facilities 51,117 PF-15005 Emergency Facility Improvements Buildings and Facilities 48,058 PF-93009 ADA Compliance Buildings and Facilities 9,994 167,537 10,019 16,024 834 Total Buildings and Facilities 20,250,843$ 23,867,878$ 14,040,559$ 17,934,710$ 11,607,076$ Attachment C Page 7 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 AC-86017 Art in Public Places Land and Land Improvements 77,956$ 17,171$ 59,526$ 80,497$ 40,015$ AS-08000 Acquisition of Los Altos Treatment Plant Land and Land Improvements 400,000 AS-09000 City of Palo Alto Municipal Airport Transition Project Land and Land Improvements 4,050 PE-09004 Los Altos Treatment Plant Master Plan Study Land and Land Improvements 16,278 Total Land and Land Improvements 98,284$ 17,171$ 459,526$ 80,497$ 40,015$ FD-12000 ALS EKG Monitor Replacement Miscellaneous 517,914$ 92,966$ Attachment C Page 8 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 LB-11000 Furniture & Technology for Measure N Project Miscellaneous 28,124$ 178,774$ 531,457 449,827 399,653$ PE-12002 Tree Wells - University Avenue Irrigation Miscellaneous 28,743 152,993 37,553 350 PE-12004 Municipal Services Center Facilities Study Miscellaneous 220 PE-12009 Alma Guardrail Miscellaneous 5,888 34,353 397 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 8,136 PO-12002 LATP Site Development Preparation & Security Miscellaneous 8,636 7,668 61,147 Attachment C Page 9 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 Total Miscellaneous 210,461$ 228,300$ 1,340,028$ 641,890$ 400,003$ FD-05000 Sixteen (16) ALS Monitors Non-Infrastructure Management Plan 434$ PD-07000 Mobile Command Vehicle Non-Infrastructure Management Plan 695,337 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 889,384$ 31,236$ -$ -$ -$ AC-10000 Junior Museum & Zoo New Bobcat Habitat Parks and Open Space 23,210$ Attachment C Page 10 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 AC-12001 Junior Museum & Zoo Perimeter Fence and Footpath Parks and Open Space 31,101$ OS-00001 Open Space Trails and Amenities Parks and Open Space 47,473 162,466$ 125,150 93,274$ 136,816$ OS-00002 Open Space Lakes & Ponds Maintenance Parks and Open Space 54,097 24,615 15,000 35,000 14,067 OS-07000 Foothills Park Road Improvements Parks and Open Space 150,000 OS-09001 Off-Road Pathway Resurfacing and Repair Parks and Open Space 4,130 13,248 52,060 1,250 OS-09002 Baylands Emergency Access Levee Repair Parks and Open Space 54,098 PE-06005 University Avenue Gateway Landscaping Improvements Parks and Open Space 1,479 429 486 Attachment C Page 11 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 PE-06007 Park Restroom Installation Parks and Open Space 224,048 98,119 147,865 132,515 PE-07005 California Avenue Improvements Parks and Open Space 53,810 PE-08001 Rinconade Park Improvements Parks and Open Space 2,591 1,089 PE-08004 Lytton Plaza Renovation Parks and Open Space 2,545 11,793 11,570 3,542 PE-09002 Greer Park Phase IV Parks and Open Space 925,076 142,030 8,078 PE-12003 Rinconada Park Master Plan & Design Parks and Open Space 121,690 118,299 36,125 5,706 PE-12012 Eleanor Pardee Park Improvements Parks and Open Space 21,827 26,641 657,659 308 Attachment C Page 12 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 PE-12013 Magical Bridge Playground Parks and Open Space 129,237 92,606 134,795 1,967,097 PE-13003 Parks Master Plan Parks and Open Space 29,193 120,719 168,612 PE-13005 City Hall/King Plaza Landscape Parks and Open Space 1,337 72,956 13,462 PE-13007 El Camino Park Dog Park Parks and Open Space 977 2,117 347 PE-13008 Bowden Park Improvements Parks and Open Space 36,961 27,719 PE-13010 Greer Park Renovations Parks and Open Space 1,896 58,589 1,559 PE-13016 El Camino Park Expanded Parking Lot and New Restroom Parks and Open Space 8,886 33,976 52,543 Attachment C Page 13 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 PE-13020 Byxbee Park Trails Parks and Open Space 21,374 4,625 56,061 PE-14010 LATP Site Development Preparation & Security Improvements Parks and Open Space 9,764 1,322 PE-15022 Palo Alto Community Gardens Irrigation System Parks and Open Space 5,203 PE-15028 Baylands Levee Improvements Feasibility Study Parks and Open Space 58,500 PF-12001 Parks and PWD Trees Work Space Improvements Parks and Open Space 836 7,515 371,406 249 PG-06001 Tennis and Basketball Court Resurfacing Parks and Open Space 77,512 53,635 506 PG-06003 Benches, Signage, Fencing, Walkways, and Perimeter Landscaping Parks and Open Space 118,366 105,225 168,788 242,964 34,056 Attachment C Page 14 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 PG-09002 Park and Open Space Emergency Repairs Parks and Open Space 147,651 52,875 42,793 100,044 12,070 PG-09003 Park Maintenance Shop Remodel Parks and Open Space 55,414 2,244 3,760 PG-11000 Hopkins Park Improvements Parks and Open Space 4,100 8,400 PG-11001 Cogswell Plaza Improvements Parks and Open Space 11,123 134,635 PG-11002 Monroe Park Improvements Parks and Open Space 3,200 794 3,000 PG-11003 Scott Park Improvements Parks and Open Space 618 PG-12002 Golf Course Tree Maintenance Parks and Open Space 21,014 3,597 28,358 Attachment C Page 15 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 PG-13001 Stanford/Palo Alto Soccer Turf Replacement Parks and Open Space 373 PG-13002 El Camino Park Playing Fields and Amenities Parks and Open Space 314,994 22,300 PG-13003 Golf Reconfiguring Parks and Open Space 406,950 367,478 50,583 Total Parks and Open Space 1,730,681$ 1,113,288$ 1,480,052$ 2,897,563$ 2,662,650$ PE-00104 San Antonio Road Median Improvements Streets and Sidewalks 142,556$ 676,384$ 314,834$ 58,823$ PE-11011 Highway 101 Pedestrian / Bicycle Overcrossing Streets and Sidewalks 194,020 115,011 263,479 270,055 115,010$ PE-12011 Newell Road Bridge / San Francisquito Creek Bridge Replacement Streets and Sidewalks 55,715 328,933 163,774 27,642 Attachment C Page 16 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 PE-13011 Charleston/Arastradero Corridor Project Streets and Sidewalks 32,880 106,656 264,107 PE-13012 Structural Assessment of City Bridges Streets and Sidewalks 285 PE-13014 Streetlight Condition Assessment Streets and Sidewalks 662 PE-13017 El Camino Median Landscape Improvements Streets and Sidewalks 2,620 PE-13022 University Avenue Pedestrian/Bicycle Underpass Rehabilitation Streets and Sidewalks 178,901 PE-86070 Street Improvements (Street Improvement Fund) Streets and Sidewalks 4,710,791 3,170,679 7,097,782 5,072,597 2,467,328 PL-00026 Safe Routes to School Streets and Sidewalks 20,750 87,321 294,601 439,395 76,843 Attachment C Page 17 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 PL-04010 Bicycle Transportation Plan Implementation Project Streets and Sidewalks 80,862 103,599 57,921 135,827 430,287 PL-05030 Traffic Signal Upgrades Streets and Sidewalks 183,141 244,272 385,302 290,944 236,636 PL-07002 El Camino Real/ Stanford Intersection Streets and Sidewalks 247,112 341,683 963,546 PL-11001 Dinah SummerHill Pedestrian/Bicycle Path Streets and Sidewalks 188,187 2,845 6,853 PL-11002 California Avenue Transit Hub Corridor Streets and Sidewalks 16,361 81,210 573,960 2,576,593 PL-11003 Palo Alto Traffic Signal Central System Streets and Sidewalks 35,528 PL-11004 Alma Street Traffic Signal Improvements Streets and Sidewalks 645 Attachment C Page 18 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 PL-12000 Transportation and Parking Improvements Streets and Sidewalks 91,002 292,854 579,002 293,888 PL-14000 El Camino Real and Churchill Avenue Intersection Improvements Streets and Sidewalks 8,225 9,292 PL-14001 Matador Creek Trail Streets and Sidewalks 12,054 PL-98013 School Commute Safety Improvements (SIF) Streets and Sidewalks 6,170 PO-05054 Street Light Improvements Streets and Sidewalks 159,070 61,844 69,707 74,636 18,147 PO-11000 Sign Reflectivity Upgrade Streets and Sidewalks 20,792 136,380 2,029 17,475 PO-11001 Thermoplastic Lane Marking and Striping Streets and Sidewalks 29,639 127,958 74,614 82,332 Attachment C Page 19 of 19 2/12/2015 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Expenditures by Project Category for Fiscal Years 2011-2015 PO-12000 Wilkie Way Bridge Deck Replacement Streets and Sidewalks 37,944 PO-12001 Curb and Gutter Repairs Streets and Sidewalks 1,851 287,582 368,699 2,962 PO-12003 Foothills Fire Management Streets and Sidewalks 19,884 113,723 PO-89003 Sidewalk Improvements Streets and Sidewalks 1,611,917 1,673,715 1,864,954 2,160,793 1,336,097 Total Streets and Sidewalks 7,421,556$ 6,977,019$ 12,748,209$ 10,546,267$ 7,887,928$ Grand Total 30,601,209$ 32,234,892$ 30,068,374$ 32,100,927$ 22,597,672$ Attachment D GENERAL FUND COMMUNITY SERVICES DEPARTMENT Total Budget FY 2015 FY 2015 FY 2015 FY 2015 Percent Estimated Project Project Project From Available Expenditures Labor Encumbrances Remaining Expended/Project Completion Number Title Category Inception Budget Adjustments Balance Encumbered Status Date Comments AC-09001 Children's Theatre Replacement and Expansion Buildings and Facilities $107,600 $98,000 $64,235 $0 $33,765 $0 100%Construction Jun 15 Construction began in May 2014 for installation of a theatrical audio system, inclusive of an assisted listening system. AC-09002 Community Theater Sound System Replacement Buildings and Facilities $200,000 $106,767 $59,513 $0 $26,594 $20,660 90%Construction Oct 15 This project is under construction and it is anticipated that it will be fully expended upon completion in Fall 2015. AC-14000 Art Center Auditorium Audio, Visual, and Furnishings Buildings and Facilities $150,000 $150,000 $5,678 $0 $0 $144,322 4%Design Sep 15 Replacement of audio visual equipment and furnishings to return auditorium back to intended use after being vacated by temporary library. CC-09001 Dimmer Replacement and Lighting System Buildings and Facilities $180,651 $11,590 $0 $0 $11,565 $25 100%Complete Nov '13 Theatre dimmer system replaced and most lights converted to LED. Remaining funding recommended to be restored to Infrastructure Reserve as part of this report. OS-09002 Baylands Emergency Access Levee Repair Parks and Open Space $175,000 $120,902 $0 $0 $0 $120,902 31%Design Sept 15 Design and EIR complete. Project now independent of JPA and will no longer be paired with JPA flood control project. Construction start date pending permits. PG-09003 Park Maintenance Shop Remodel Parks and Open Space $159,096 $94,419 $0 $0 $0 $94,419 41%Complete Feb 15 This project is complete and will be closed out as part of the 2016 budget process. PG-11000 Hopkins Park Improvements Parks and Open Space $95,000 $82,500 $0 $0 $82,500 $0 100%Construction Feb 15 Design Complete. Construction contract awarded. Project scheduled for completion in February 2015. PG-11002 Monroe Park Improvements Parks and Open Space $250,000 $246,006 $3,000 $0 $6,300 $236,706 5%Design Aug 15 Design is 90% complete. This proect is scheduled to go out to bid in April 2015. PG-11003 Scott Park Improvements Parks and Open Space $100,000 $99,383 $0 $0 $99,383 $0 100%Design Jun 15 Design complete.(paid under PG-06003). Out to bid December 2014. PG-12001 Stanford / Palo Alto Playing Field Netting Parks and Open Space $50,000 $50,000 $0 $0 $0 $50,000 0%Design TBD Project to be done concurrently with project PG-13001 Stanford Palo Alto Soccer Turf Replacement. PG-12002 Golf Course Tree Maintenance Parks and Open Space $43,597 $40,000 $28,358 $0 $0 $11,642 73%Ongoing TBD Further utilization of this project may be necessary for emergency tree care until the Golf Course reconfiguration project commences. PG-12004 Sarah Wallis Park Improvements Parks and Open Space $65,000 $65,000 $0 $0 $0 $65,000 0%Pre-Design TBD Staff in initial planning and development of scope of contract. PG-14000 Ramos Park Improvements Parks and Open Space $175,000 $175,000 $0 $0 $0 $175,000 0% Design Aug 15 Staff in initial planning and development of scope of contract. OS-00001 Open Space Trails & Amenities Parks and Open Space $2,401,209 $388,640 $136,816 $0 $32,712 $219,112 N/A Ongoing Ongoing Various trail improvements at Arastradero, Foothills Park and Baylands. In Year 1 of a 3 year contract. OS-00002 Open Space Lakes & Ponds Maintenance Parks and Open Space $442,183 $14,920 $14,067 $0 $3,517 ($2,664)N/A Ongoing Ongoing Contract awarded in October 2014. In year 1 of 3 year contract for maintenance of Boronda Lake. MULTI-YEAR PROJECTS FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS MINOR PROJECTS 2/18/2015Page 1 of 28 Attachment D GENERAL FUND COMMUNITY SERVICES DEPARTMENT Total Budget FY 2015 FY 2015 FY 2015 FY 2015 Percent Estimated Project Project Project From Available Expenditures Labor Encumbrances Remaining Expended/Project Completion Number Title Category Inception Budget Adjustments Balance Encumbered Status Date Comments FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS OS-09001 Off-Road Pathway Resurfacing and Repair Parks and Open Space $426,357 $361,049 $1,250 $0 $0 $359,799 N/A Ongoing Ongoing 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 $956,443 $465,112 $0 $0 $13,360 $451,752 N/A Ongoing Ongoing Staff in planning and development of scope of contract. PG-06003 Benches, Signage, Fencing, Walkways, and Perimeter Landscaping Parks and Open Space $928,643 $160,092 $34,056 $0 $66,568 $59,468 N/A Ongoing Ongoing Recent projects completed: Golf Course signage, Lucie Stern brick pathway design, and Baylands Nature Preserve picnic area site improvements. PG-09002 Park and Open Space Emergency Repairs Parks and Open Space $492,761 $100,325 $12,070 $0 $73,617 $14,638 N/A Ongoing Ongoing Recent projects completed: Playground equipment repairs at Cameron, Werry and Rinconada Parks. PG-13001 Stanford / Palo Alto Soccer Turf Replacement Parks and Open Space $725,000 $725,000 $373 $0 $0 $724,627 0%Design Aug 15 It is expected that this project will go out to bid in May 2015. Estimated completion is August 2015. PG-13002 El Camino Park Playing Fields and Amenities Parks and Open Space $3,538,700 $3,223,706 $22,300 $0 $2,614 $3,198,792 10%Construction Nov 15 Currently under construction. Estimated project completion is November 2015. PG-13003 Golf Course Reconfiguration and Baylands Athletic Center Parks and Open Space $11,258,312 $10,483,884 $50,583 $0 $436,314 $9,996,987 11%Design Oct 17 Waiting for permits from state and federal resource agencies to begin construction; funds anticipated to be reappropriated to FY 2016 as part of FY 2016 Proposed Capital Budget. 2/18/2015Page 2 of 28 Attachment D FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2015 FY 2015 FY 2015 FY 2015 Percent Estimated Project Project Project From Available Expenditures Labor Encumbrances Remaining Percent Expended/Completion Number Title Category Inception Budget Adjustments Balance Complete Encumbered Date Comments FD-14002 Fire Ringdown System Replacement Buildings and Facilities $157,500 $157,500 $0 $0 $0 $157,500 0%Pre-design Jun-2016 It is anticipated that funding will be reappropriated to FY 2016 as part of the 2016 Proposed Capital Budget. FD-12000 ALS EKG Monitor Replacement Miscellaneous $610,884 $3 $0 $0 $0 $3 100%Complete Project Complete. Remaining funding recommended to be restored to the Infrastructure Reserve as part of this report. FD-13000 Long Range CCTV Cameras Miscellaneous $65,000 $65,000 $0 $0 $0 $65,000 0%Pre-design It is anticipated that funding will be reappropriated to FY 2016 as part of the 2016 Proposed Capital Budget. GENERAL FUND FIRE DEPARTMENT MULTI-YEAR PROJECTS MINOR PROJECTS 2/18/2015 Page 3 of 28 Attachment D Total Budget FY 2015 FY 2015 FY 2015 FY 2015 Percent Estimated Project Project Project From Available Expenditures Labor Encumbrances Remaining Expended/Project Completion Number Title Category Inception Budget Adjustments Balance Encumbered Status Date Comments LB-11000 Furniture & Technology for Library Measure N Project Miscellaneous $2,471,000 $1,282,817 $399,653 $0 $806,861 $76,303 97%Construction Jun 15 It is anticipated that this project will be complete by the end of this fiscal year. FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND LIBRARY SERVICES DEPARTMENT MULTI-YEAR PROJECTS 2/18/2015 Page 4 of 28 Attachment D GENERAL FUND PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT Total Budget FY 2015 FY 2015 FY 2015 FY 2015 Percent Estimated Project Project Project From Available Expenditures Labor Encumbrances Remaining Expended/Project Completion Number Title Category Inception Budget Adjustments Balance Encumbered Status Date Comments PL-11001 Dinah SummerHill Pedestrian Bicycle Path Streets and Sidewalks $309,101 $116,052 $0 $0 $0 $116,052 62%Design Jun 15 It is anticipated that construction on this project will commence in Summer 2015. PL-14000 El Camino Real and Churchill Avenue Intersection Improvements Streets and Sidewalks $307,608 $299,384 $9,292 $0 $257,483 $32,609 89%Construction Jun 15 It is anticipated that this project will be completed by the end of this fiscal year. PL-15001 Embarcadero Road Corridor Improvements Streets and Sidewalks $498,957 $498,957 $0 $0 $0 $498,957 0%Design Fall 2015 It is anticipated that construction on this project will commence in May 2015. PL-00026 Local and Neighborhood Collector Street Traffic Calming Program (SIF) ("Safe Routes To Schools") Streets and Sidewalks $1,772,077 $523,920 $76,843 $0 $212,274 $234,803 N/A Ongoing N/A Ongoing project PL-04010 Bicycle and Pedestrian Transportation Plan Implementation Project Streets and Sidewalks $2,765,106 $2,348,414 $430,287 $0 $530,883 $1,387,244 N/A Ongoing N/A Ongoing project PL-11002 California Avenue Transit Hub Corridor Streets and Sidewalks $6,873,206 $6,201,983 $2,576,593 $0 $1,282,971 $2,342,419 66%Construction Spring 2015 It is anticipated that this project will be completed by the end of this fiscal year. PL-11003 Palo Alto Traffic Signal Central System Streets and Sidewalks $400,000 $364,472 $0 $0 $0 $364,472 9%Design December 2015 It is anticipated that this project will be completed by the end of this calendar year. PL-12000 Transportation and Parking Improvements Streets and Sidewalks $3,435,255 $2,563,397 $293,888 $0 $828,510 $1,440,999 58%Ongoing N/A Ongoing project FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS MINOR PROJECTS MULTI-YEAR PROJECTS 2/18/2015 Page 5 of 28 Attachment D GENERAL FUND PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT Total Budget FY 2015 FY 2015 FY 2015 FY 2015 Percent Estimated Project Project Project From Available Expenditures Labor Encumbrances Remaining Expended/Project Completion Number Title Category Inception Budget Adjustments Balance Encumbered Status Date Comments FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS PL-14001 Matadero Creek Trail Streets and Sidewalks $425,814 $425,814 $12,054 $0 $357,392 $56,368 87%Design FY 2018 It is anticiapted that design for this project will continue through FY 2016 and the project will be completed in FY 2018. 2/18/2015 Page 6 of 28 Attachment D Budget FY 2015 FY 2015 Percent Estimated Project Project Project From Available FY 2015 Labor FY 2015 Remaining Expended/Project Completion Number Title Category Inception Budget Expenditures Adjustments Encumbrances Balance Encumbered Status Date Comments PD-14000 Internal Alarm System Replacement Buildings and Facilities $78,000 $78,000 $0 $0 $0 $78,000 0%Pre-design Dec-2015 It is anticipated that funding will be reappropriated to FY 2016 as part of the 2016 Proposed Capital Budget. FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND POLICE DEPARTMENT MINOR PROJECTS 2/18/2015 Page 7 of 28 Attachment DFY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2015 FY 2015 FY 2015 FY 2015 Percent Estimated Project Project Project From Available Expenditures Labor Encumbrances Remaining Expended/Project Completion Number Title Category Inception Budget Adjustments Balance Encumbered Status Date Comments PE-08004 Lytton Plaza Renovation Parks and Open Space $777,668 $1,500 $0 $0 $0 $1,500 100%Complete 2010 This project has been completed. A recommendation to restore remaining funding to the Infrastructure Reserve is recommended as part of this report. PE-11011 Highway 101 Pedestrian/Bicycle Overcrossing Streets and Sidewalks $2,205,232 $1,437,927 $115,010 $0 $138,182 $1,184,735 46%Design Dec-18 Design competition completed, currently reviewing options with boards and commissions PE-12002 Tree Wells - University Avenue Irrigation Miscellaneous $194,845 $4,299 $350 $0 $0 $3,949 100%Complete 2013 This project has been completed. A recommendation to restore remaining funding to the Infrastructure Reserve is recommended as part of this report. PE-12003 Rinconada Park Long Range Plan & Design Parks and Open Space $225,893 $13,228 $5,706 $0 $121,565 ($114,043)150%Environmental Review 15-Dec Completion pending environmental review PE-12009 Alma Guardrail Miscellaneous $40,871 $232 $0 $0 $0 $232 100%Complete This project has been completed. A recommendation to restore remaining funding to the Infrastructure Reserve is recommended as part of this report. PE-12013 Magical Bridge Playground Parks and Open Space $3,454,665 $3,163,074 $1,967,097 $0 $1,151,980 $43,997 99%Construction Spring 2015 Construction started June 2014 and is anticipated to be completed in FY 2015 PE-12017 City Hall First Floor Renovations Buildings and Facilities $4,087,633 $3,618,484 $1,153,722 $0 $2,315,872 $148,890 96%Construction Jun-15 Renovated 1st floor HR space; moved utilities cust service to 1st floor; began 2nd floor renovation; PE-13003 Parks Master Plan Parks and Open Space $566,947 $417,035 $168,612 $0 $231,770 $16,653 97%Design Winter 2015 Completed community outreach and site analysis; starting prioritization phase PE-13008 Bowden Park Improvements Parks and Open Space $357,595 $320,634 $27,719 $0 $16,120 $276,795 23%Design Winter 2015 Design approved by ARB; Construction plans being drafted PE-13010 Greer Park Renovations Parks and Open Space $318,562 $258,077 $1,559 $0 $46,500 $210,018 34%Construction Summer 2015 Completed design of skate park and pathways PE-13012 Structural Assessment of City Bridges Streets and Sidewalks $185,394 $185,394 $285 $0 $150,000 $35,109 81%Study Oct-15 Anticipate award of consultant contract by City Council in March/April 2015, with work expected to take 5-6 months to complete. It is anticipated that request to reappropriate some portion of remaining funding to FY 2016 will be included in the Proposed Capital Budget. PE-13014 Streetlight Condition Assessment Streets and Sidewalks $220,078 $220,078 $662 $0 $0 $219,416 0%Study Dec-15 Sending out RFP in spring 2015 PE-13016 El Camino Park Expanded Parking Lot and New Restroom Parks and Open Space $1,002,860 $959,999 $52,543 $0 $5,025,621 ($4,118,165)511%Construction Dec-15 Construction contract awarded in December 2014; construction to start in February 2015. BAO to be posted. PE-13020 Byxbee Park Trails Parks and Open Space $360,607 $334,608 $56,061 $0 $8,410 $270,137 25%Design Jun-16 The interim park plan (design) is near 100% complete and will go to the PRC in March. Trails are being constructed as landfill capping occurs; other amenities such as benches, signage and vegetative islands to be added/constructed in FY 2016. PE-14010 LATP Site Development Preparation & Security Improvements Parks and Open Space $1,668,782 $1,659,018 $1,322 $0 $170,991 $1,486,705 11%Close Permitting agencies would not accept applications without proposed use of property. A recommendation to restore remaining funding to the Infrastructure Reserve is included as part of this report. PE-14015 Lucie Stern Mechanical/Electrical Upgrades Buildings and Facilities $2,808,133 $2,588,447 $72,331 $0 $54,725 $2,461,391 12%Design Dec-15 Submitted for building permit PE-15020 Civic Center Waterproffing Study Buildings and Facilities $258,492 $258,492 $0 $0 $0 $258,492 0%Pre-design Dec-15 RFP to be issued in second half of FY 2015. PE-15022 Palo Alto Community Gardens Irrigation System Parks and Open Space $256,504 $256,504 $5,203 $0 $0 $251,301 2%Design Dec-15 Community outreach and construction plan being drafted GENERAL FUND PUBLIC WORKS DEPARTMENT MINOR PROJECTS 2/18/2015 Page 8 of 28 Attachment DFY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2015 FY 2015 FY 2015 FY 2015 Percent Estimated Project Project Project From Available Expenditures Labor Encumbrances Remaining Expended/Project Completion Number Title Category Inception Budget Adjustments Balance Encumbered Status Date Comments GENERAL FUND PUBLIC WORKS DEPARTMENT PE-15028 Baylands Levee Improvements Feasibility Study Parks and Open Space $500,000 $500,000 $58,500 $0 $441,500 $0 100%Pre-design Dec-15 Project being conducted in partnership with San Francisquito Creek Joint Powers Authority (JPA); funds will need to be reappropriated into FY2016. PF-04000 Security System Improvements Buildings and Facilities $275,000 $59,768 $0 $0 $0 $59,768 78%Construction Jun-15 Work should be complete as of end of fiscal year. PF-06004 Cubberley Restroom Renovation Buildings and Facilities $41,678 $50 $0 $0 $0 $50 100%Close Jun-15 Project funding reduced in FY 2014. Remaining funding is recommended to be restored to Infrastructure Reserve as part of this report. PF-07011 Roth Building Maintenance Buildings and Facilities $224,395 $58,576 $0 $0 $9,108 $49,468 78%Ongoing Jun-20 Patch of roofing completed. PF-11001 Council Chambers Carpet Replacement Buildings and Facilities $80,000 $80,000 $80,000 $0 $0 $0 100%Complete Aug-14 Project completed. PF-12001 Parks and PWD Trees Work Space Improvements Parks and Open Space $420,773 $41,853 $249 $0 $0 $41,604 100%Complete Dec-15 Project completed. Remaining funding is recommended to be restored to the Infrastructure Reserve as part of this report. PF-12004 Citywide Backflow Preventer Installations Miscellaneous $100,643 $5,000 $0 $0 $0 $5,000 100%Complete Dec-15 Project completed. Remaining funding is recommended to be restored to the Infrastructure Reserve as part of this report. PF-14002 Fire Station 1 Improvements Buildings and Facilities $280,377 $279,557 $151 $0 $1 $279,405 0%Pre-construction Jun-15 It is anticipated that work will be complete by the end of FY 2015. PF-15000 Rinconada Pool Locker Room Buildings and Facilities $423,218 $423,218 $0 $0 $0 $423,218 0%Pre-construction Jun-16 Meetings have been held and it was determined to schedule construction for January 2016 since committee wanted to look at all of Rinconada and not just pool area. As a result, it is anticipated that the 2016 Proposed Capital Budget will include a recommendation to carry forward remaining funding to FY 2015. PF-15005 Emergency Facility Improvements Buildings and Facilities $250,000 $250,000 $48,058 $0 $0 $201,942 19%Construction N/A PO-12000 Wilkie Way Bridge Deck Replacement Streets and Sidewalks $51,509 $13,566 $0 $0 $0 $13,566 100%Complete 2013 Project completed. Remaining funding is recommended to be restored to the Infrastructure Reserve as part of this report. PO-12001 Curb and Gutter Repairs Streets and Sidewalks $1,108,119 $451,838 $2,962 $0 $418,213 $30,663 N/A Construction N/A Award construction contract in January 2015; construction starts in March with sidewalk project PO 89003 PO-12002 LATP Site Development Preparation & Security Miscellaneous $80,303 $2,853 $0 $0 $0 $2,853 100%Complete 2012 Project to be closed. PO-12003 Foothills Fire Management Streets and Sidewalks $200,000 $66,393 $0 $0 $41,498 $24,895 88%Construction Aug-15 All funds should be encumbered by fiscal year end for work scheduled during summer months. PE-06007 Park Restroom Installation Parks and Open Space $531,666 $65,572 $0 $0 $0 $65,572 100%Defunded 2015 Future restroom installation plans are awaiting completion of Parks Master Plan. As a result, this project will be closed and remaining funds are recommended to be restored to the Infrastructure Reserve as part of this report. PE-08001 Rinconada Park Improvements Parks and Open Space $1,356,313 $1,353,722 $1,089 $0 $0 $1,352,633 0%Design TBD Design for improvements will be begin upon approval of the Rinconada Park Long Range Plan. PE-09003 City Facility Parking Lot Maintenance Buildings and Facilities $942,386 $899,306 $3,030 $0 $367,206 $529,070 N/A Construction N/A Recurring Project PE-09005 Downtown Library Improvements Buildings and Facilities $4,530,212 $45,051 $0 $0 $43,716 $1,335 100%Project to be closed. PE-09006 Mitchell Park Library & Community Center (New Construction) Buildings and Facilities $49,704,775 $8,941,106 $1,151,848 $0 $1,956,787 $5,832,471 88%Complete Dec-14 Construction complete; project closeout and warranty period continuing PE-09010 Library & Community Center Temporary Facilities Buildings and Facilities $793,181 $135,261 $4,540 $0 $3,540 $127,181 84%Construction Aug-15 Temp facility closed; clearing out library equipment, to be followed by restoration of kitchen. MULTI-YEAR PROJECTS 2/18/2015 Page 9 of 28 Attachment DFY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2015 FY 2015 FY 2015 FY 2015 Percent Estimated Project Project Project From Available Expenditures Labor Encumbrances Remaining Expended/Project Completion Number Title Category Inception Budget Adjustments Balance Encumbered Status Date Comments GENERAL FUND PUBLIC WORKS DEPARTMENT PE-10002 Ventura Community Center and Park Buildings and Facilities $477,219 $34,209 $0 $0 $0 $34,209 100%Complete 2014 Project to be closed. PE-11000 Main Library New Construction and Improvements Buildings and Facilities $23,362,045 $11,071,641 $8,591,707 $0 $2,499,080 ($19,146)100%Complete Nov-14 Construction complete; project closeout and warranty period continuing PE-11012 Temporary Main Library Buildings and Facilities $665,218 $109,169 $0 $0 $4,888 $104,281 84%Construction Apr-15 Temp facility closed; clearing out library equipment; PE-12011 Newell Road Bridge / San Francisquito Creek Bridge Replacement Streets and Sidewalks $3,348,787 $2,856,081 $27,642 $0 $279,475 $2,548,964 24%Design Oct-17 Caltrans just approved additional grant funding for Environmental Impact Report (EIR); staff will be returning to Council in March 2015 for BAO to fund EIR; programmed construction funds of $2.5 million can be returned to IR; remaining design funds are anticipated to be reappropriated to FY 2016 as part of FY 2016 Proposed Capital Budget. PE-12012 Eleanor Pardee Park Improvements Parks and Open Space $755,439 $70,818 $308 $0 $53,681 $16,829 98%Complete Project to be closed. PE-13005 City Hall/King Plaza Landscape Parks and Open Space $190,150 $115,857 $13,462 $0 $19,213 $83,182 56%Design Winter 2015 IFB to go out March 2015 PE-13007 El Camino Park Dog Park Parks and Open Space $3,178 $104 $347 $0 $0 ($243)108%Project to be closed. PE-13011 Charleston/Arastradero Corridor Project Streets and Sidewalks $1,525,651 $1,386,116 $264,107 $0 $495,935 $626,074 59%Preliminary design/environmental assessment Jun-16 Held 3 community meetings to develop conceptual plan line; PTC & Council approval of plan line in spring 2015; start environmental assessment PE-13017 El Camino Median Landscape Improvements Streets and Sidewalks $296,729 $296,729 $2,620 $0 $0 $294,109 1%Design Winter 2015 Preparing Request for Proposals PE-14018 Baylands Interpretive Center Boardwalk Repair Buildings and Facilities $98,738 $70,000 $1,063 $0 $0 $68,937 30%Predesign Summer 2015 Boardwalk Feasibility Study to begin in second half of FY 2015. A request for proposals was issued in February 2015 and anticipate study to be complete by June 2015. PE-15029 Baylands Interpretive Center Improvements Parks and Open Space $136,298 $136,298 $0 $0 $0 $136,298 0%Design Early 2016 A request for proposals was issued in January with anticipation of design complete by December 2015; permitting for work may begin in early 2016. PE-98020 Police Building Project Buildings and Facilities $4,254,781 $33,467 $3,604 $0 $0 $29,863 99%New Public Safety Building project to be created in second half of FY 2015 with funding from Council Infrastructure Plan. Funding for this project will be recommended to be eliminated at that time. PF-01002 Civic Center Infrastructure Improvements Buildings and Facilities $16,077,749 $78,895 $42,329 $0 $0 $36,566 100%Pre-construction Jun-16 Pre-construction complete and construction to be completed next fiscal year. PF-05003 Foothills Park Interpretive Center Improvements Buildings and Facilities $369,004 $67,491 $2,768 $0 $5,851 $58,872 84%Construction Jun-15 Work should be complete as of end of fiscal year. PF-07000 Art Center Electrical & Mechanical Upgrades Buildings and Facilities $7,780,362 $11,508 $1,470 $0 $8,508 $1,530 100%Complete Dec-14 Project Complete. Remaining funding recommended to be restored to Infrastructure Reserve as part of this report. PF-14000 Cubberley Roof Replacements Buildings and Facilities $455,420 $453,931 $298,696 $0 $42,824 $112,411 75%Ongoing Jun-20 Roofs on Building S and L complete. PF-14003 University Avenue Parking District Parking Improvements Buildings and Facilities $400,700 $349,583 $0 $0 $38,720 $310,863 22%Ongoing Jun-15 Paved Lots G, A & P as part of construction contract for street resurfacing August 2014 PF-14004 California Avenue Parking District Parking Improvements Buildings and Facilities $186,400 $186,400 $0 $0 $0 $186,400 0%Ongoing Jun-15 Waiting to pave Lot 7 once Cal Ave Streetscape project complete PO-11000 Sign Reflectivity Upgrade Streets and Sidewalks $288,362 $149,953 $17,475 $0 $7,525 $124,953 N/A Ongoing N/A Project is ongoing, but survey of signs has been completed for 2014. 2/18/2015 Page 10 of 28 Attachment DFY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2015 FY 2015 FY 2015 FY 2015 Percent Estimated Project Project Project From Available Expenditures Labor Encumbrances Remaining Expended/Project Completion Number Title Category Inception Budget Adjustments Balance Encumbered Status Date Comments GENERAL FUND PUBLIC WORKS DEPARTMENT PO-11001 Thermoplastic Lane Marking & Striping Streets and Sidewalks $404,361 $139,818 $0 $0 $83,266 $56,552 N/A Ongoing N/A List of streets needing thermoplastic completed for FY14. 2/18/2015 Page 11 of 28 Attachment D Total Budget FY 2015 Percent Estimated Project Project Project From Available FY 2015 FY 2015 Remaining Expended/Project Completion Number Title Category Inception Budget Expenditures Encumbrances Balance Encumbered Status Date Comments EL-04010 Foothills System Rebuild Minor $931,517 $82,129 $0 $0 $82,129 100% Complete Project Complete. Remaining funding recommended to be restored to Electric Fund reserves as part of this report. EL-09004 W. Charleston/Wilkie Way to South City Limit 4/12 kV Conversion Minor $562,466 $85,483 $701 $0 $84,782 100% Complete Project Complete. Remaining funding recommended to be restored to Electric Fund reserves as part of this report. EL-10008 Advanced Metering Infrastructure System Minor $183,885 $56,188 $7,887 $5,000 $43,301 76% Complete Project Complete. EL-11001 Torreya Court Rebuild Minor $103,301 $7,195 $0 $0 $7,195 100% Complete Project Complete. Remaining funding recommended to be restored to Electric Fund reserves as part of this report. EL-11004 Hewlett Subdivision Rebuild Los Trancos Minor $697,050 $60,634 $0 $0 $60,634 100% Complete Project Complete. Remaining funding recommended to be restored to Electric Fund reserves as part of this report. EL-11006 Rebuild UG District 18 Minor $629,298 $517,955 $0 $475,000 $42,955 93% Bid Jun-15 Bid received and reviewed; Staff report requesting approval to award contract scheduled for March 2015 Council meeting. EL-12002 Hanover 22 - Transformer Replacement Minor $1,200,450 $6,679 $0 $0 $6,679 100% Complete Project Complete. Remaining funding recommended to be restored to Electric Fund reserves as part of this report. EL-14004 Maybell 1 and 2 4/12 kV Conversion Minor $450,000 $444,127 $37,473 $0 $406,654 10% Construction Jun-15 Construction is in progress with CPAU personnel. EL-15000 Colorado/Hopkins System Improvement Minor $50,000 $50,000 $0 $0 $50,000 0% Pre-Design Nov-15 Load study completed and alternatives being reviewed. EL-15001 Electric Substation Battery Replacement Minor $400,000 $400,000 $0 $180,000 $220,000 45% Bid Jun-16 IFB for materials is with Purchasing. Installation will be done by CPAU personnel. ELECTRIC FUND FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUSENTERPRISE FUND UTILITIES DEPARTMENT MINOR PROJECTS 2/18/2015 Page 12 of 28 Attachment D Total Budget FY 2015 Percent Estimated Project Project Project From Available FY 2015 FY 2015 Remaining Expended/Project Completion Number Title Category Inception Budget Expenditures Encumbrances Balance Encumbered Status Date Comments ELECTRIC FUND FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUSENTERPRISE FUND UTILITIES DEPARTMENT MULTI-YEAR PROJECTS EL-02010 SCADA System Upgrades Multi-Year $912,565 $186,716 $63,807 $10,965 $111,944 88% Construction Jun-15 Upgrades completed; commissioning and staff training on changes scheduled. EL-04012 Utility Site Security Improvements Multi-Year $1,375,373 $305,274 $27,286 $12,661 $265,327 81% Design Jun-15 Design of Phase IV completed; IFB being prepared. EL-05000 El Camino Underground Rebuild Multi-Year $2,000,994 $282,513 $57,378 $0 $225,135 89% Complete Project Complete. Remaining funding recommended to be restored to Electric Fund reserves as part of this report. EL-11008 Rebuild UG District 19 Multi-Year $161,286 $101,473 $2,602 $0 $98,871 39% Design Nov-15 Design completed, preparing IFB documents for project and ordering long lead-time equipment. EL-06001 230 KV Electric Intertie Multi-Year $656,154 $126,515 $40,679 $56,233 $29,603 95% Pre-Design TBD Awaiting agreement for project from SLAC and Stanford. EL-06002 Underground District 45 Multi-Year $3,622,018 $134,271 $0 $0 $134,271 96% Construction Apr-15 CPAU work completed; awaiting completion of AT&T work and payment of AT&T joint poles invoices (submitted to CPAU when AT&T removes poles) to close project. EL-08000 E. Charleston 4/12kV Conversion Multi-Year $768,125 $413,586 $300,006 $51,716 $61,864 92% Construction Mar-15 Physical construction completed; awaiting final invoices before closing project. A reduction to this project is recommended as part of this report, with funding being returned to the Electric Fund reserves. EL-09000 Middlefield Underground Rebuild Multi-Year $1,099,489 $407,927 $0 $0 $407,927 63% Bid Jun-15 Bid received and reviewed; Staff report requesting approval to award contract scheduled for March 2015 Council meeting. EL-09003 Rebuild UG District 17 (Downtown) Multi-Year $851,693 $82,586 $0 $0 $82,586 100% Complete Project Complete. Remaining funding recommended to be restored to Electric Fund reserves as part of this report. MULTI-YEAR PROJECTS 2/18/2015 Page 13 of 28 Attachment D Total Budget FY 2015 Percent Estimated Project Project Project From Available FY 2015 FY 2015 Remaining Expended/Project Completion Number Title Category Inception Budget Expenditures Encumbrances Balance Encumbered Status Date Comments ELECTRIC FUND FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUSENTERPRISE FUND UTILITIES DEPARTMENT EL-10006 Rebuild UG District 24 Multi-Year $2,200,481 $1,612,899 $198,611 $26,374 $1,387,914 37% Design Nov-15 Design completed, preparing IFB documents for project and ordering long lead-time equipment. EL-13006 Sand Hill/Quarry 12kV Tie Multi-Year $250,011 $237,500 $3,015 $0 $234,485 6% Design Dec-15 Waiting for guidance from Attorneys office on easement request, for electrical equipment, that was submitted to Stanford. EL-13007 Underground Distribution System Security Multi-Year $300,000 $299,172 $7,853 $0 $291,319 3% Design Jun-16 Evaluating options for securing utility vaults and boxes; samples have been received for evaluation by Engineering and Operations. EL-13008 Upgrade Electric Estimating System Multi-Year $150,000 $148,650 $0 $0 $148,650 1% Design TBD Bids for development of construction standards exceeded anticipated cost. Alternatives for creation of standards and Bills of Material are being evaluated. EL-14005 Reconfigure Quarry Feeders Multi-Year $450,000 $449,951 $5,429 $0 $444,522 1% Design TBD Waiting for completion of Substation Relay replacement to start construction. EL-10009 Street Light System Conversion Project Multi-Year $2,279,558 $548,876 $218,990 $237,378 $92,508 96% Construction Dec-14 Contractor has completed construction of Phase III; awaiting receipt and payment of final invoice before closing project. EL-11003 Rebuild UG District 15 Multi-Year $481,079 $456,427 $1,453 $0 $454,974 5% Pre-Design Jun-16 Design work on hold due to other projects. This will be coordinated with other projects planned along Arastradero Road. EL-11007 Rebuild Greenhouse Condo Area Multi-Year $508,843 $333,591 $266,898 $23,522 $43,171 92% Construction Mar-15 Physical construction completed; awaiting final invoices before closing project. EL-11010 UG District 47 - Middlefield, Homer Avenue, Webster Street and Addison Avenue Multi-Year $2,255,574 $2,093,808 $54,050 $1,402,500 $637,258 72% Bid Jun-16 Bids for substructure installation received and reviewed; Staff report requesting approval to award contract scheduled for February 2015 Council meeting. MULTI-YEAR PROJECTS 2/18/2015 Page 14 of 28 Attachment D Total Budget FY 2015 Percent Estimated Project Project Project From Available FY 2015 FY 2015 Remaining Expended/Project Completion Number Title Category Inception Budget Expenditures Encumbrances Balance Encumbered Status Date Comments ELECTRIC FUND FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUSENTERPRISE FUND UTILITIES DEPARTMENT EL-11014 Smart Grid Technology Installation Multi-Year $1,102,846 $743,286 $45,324 $94,906 $603,056 N/A Ongoing Jan-17 This project is to implement pilot projects as necessary to validate smart grid technology and cost. Two pilot projects constructed and being evaluated; others in development. EL-11015 Reconductor 60kV Overhead Transmission System with ACCR conductor Multi-Year $3,002,412 $67,089 $0 $0 $67,089 100% Complete Remaining funds are recommended to be restored to Electric Fund reserves as part of this report. EL-12000 Rebuild UG District 12 Multi-Year $530,781 $433,379 $414,059 $28,146 ($8,826) 102% Construction Mar-15 Physical construction of this project has been completed, and the project will be closed once final invoices have been received. The project reflects as being over budget, however this is due to the fact that some invoices were incorrectly charged to this project and need to be charged against other projects. This project is currently being reconciled, and once all adjustments are made it is anticipated that the project will be below budget. EL-12001 UG District 46 - Charleston/El Camino Real Multi-Year $553,954 $488,347 $2,263 $0 $486,084 12% Design Nov-16 Design work in process. $11,664,226 $1,755,764 $2,604,401 2/18/2015 Page 15 of 28 Attachment DFY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2015 Percent Estimated Project Project Project From Available FY 2015 FY 2015 Remaining Expended/Project Completion Number Title Category Inception Budget Expenditures Encumbrances Balance Encumbered Status Date Comments GS-08000 Gas Station 2 Rebuild Minor $207,007 $10,023 $0 $0 $10,023 100%Completed Project completed. A recommendation to remove remaining funding and restore funding to Gas Fund reserves is recommended as part of this report. GS-09000 Gas Station 1 Rebuild Minor $201,000 $6,631 $0 $0 $6,631 100%Completed Project completed. A recommendation to remove remaining funding and restore funding to Gas Fund reserves is recommended as part of this report. GS-10000 Gas Station 3 Rebuild Minor $207,007 $8,489 $30,125 $0 ($21,636)110%Completed Project completed, and currently reflected as over budget. A recommendation to increase the funding for this project is included as part of this report, as an encumbrance that was required for the project was inadvertently disencumbered in FY 2014. GS-11001 Gas Station 4 Rebuild Minor $337,000 $16,897 $0 $0 $16,897 100%Completed Project completed. A recommendation to remove remaining funding and restore funding to Gas Fund reserves is recommended as part of this report. GS-14004 Gas Distribution System Model Minor $150,000 $148,608 $0 $60,918 $87,690 42%Pre-Construction Jan 17 Contract signing stage. A computer model for natural gas distribution system analyses will be created and maintenance of the model will be provided till 1/1/2017. It is anticipated that funds will need to be carried forward to FY 17. GS-15001 Security at City Gas Receiving Stations Minor $150,000 $150,000 $0 $0 $150,000 0%Pre-design TBD It is anticipated that the 2016 Proposed Capital Budget will include a recommendation to carry funds forward into FY 2016. ENTERPRISE FUND UTILITIES DEPARTMENT MINOR PROJECTS GAS FUND 2/18/2015 Page 16 of 28 Attachment DFY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2015 Percent Estimated Project Project Project From Available FY 2015 FY 2015 Remaining Expended/Project Completion Number Title Category Inception Budget Expenditures Encumbrances Balance Encumbered Status Date Comments ENTERPRISE FUND UTILITIES DEPARTMENT GAS FUND GS-01019 Global Positioning System Multi-Year $381,062 $80,306 $3,637 $2,810 $73,859 81%Ongoing Jun 16 Integrating field data into mapping system, defining additional equipment needs. GS-08011 GMR - Project 18 Multi-Year $5,900,883 $10,531 $0 $0 $10,531 100%Completed Project completed. A recommendation to remove remaining funding and restore funding to Gas Fund reserves is recommended as part of this report. GS-09002 GMR - Project 19 Multi-Year $5,787,828 $2,348,249 $1,048,708 $1,441,383 ($141,842)102%95%Feb 15 Projects 19B/20/21 are combined. It is anticipated that the budget overage will be resolved upon completion of the project by disencumbering unused contingency funding. GS-10001 GMR - Project 20 Multi-Year $6,616,749 $4,755,580 $1,570,223 $3,157,251 $28,106 100%95%Feb 15 Projects 19B/20/21 are combined. GS-11000 GMR - Project 21 Multi-Year $6,667,478 $2,314,846 $450,003 $1,769,516 $95,327 99%95%Feb 15 Projects 19B/20/21 are combined. GS-11002 Gas System Improvements Multi-Year $945,149 $485,370 $184,117 $179,150 $122,103 N/A Ongoing Jun 16 This project addresses ongoing capital system improvements. A current project for Risk Assessment Study of PVC/PE gas pipes will be completed by Dec 15. GS-12001 Gas Main Replacement - Project 22 Multi-Year $602,669 $602,575 $3,579 $43,854 $555,142 8%Design Jun 16 It is anticipated that the 2016 Proposed Capital Budget will include a recommendation to carry funds forward into FY 2016. GS-13002 Gas Equipment and Tools Multi-Year $150,000 $148,062 $12,857 $0 $135,205 N/A Ongoing Jun 16 This project is for replacement of equipment and tools for Operations. MULTI-YEAR PROJECTS 2/18/2015 Page 17 of 28 Attachment D ENTERPRISE FUND REFUSE FUND PUBLIC WORKS DEPARTMENT Total Budget FY 2015 Budget Estimated Project Project Project From Available FY 2015 FY 2015 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Encumbrances Balance Complete Status Date Comments RF-10002 Flare Relocation Project Minor $867,734 $42,350 $0 $318 $42,032 95%Completed Completed Project completed and closed in Feb 14. RF-07001 Relocation of Landfill Facilities Multi-Year $825,968 $18,698 $0 $0 $18,698 98%Completed Completed This project was completed in October 2013 and will be closed. RF-11001 Landfill Closure Multi-Year $4,718,404 $2,978,662 $1,593,954 $1,034,181 $350,527 93%Construction Dec 15 Construction of the new cap - an evapotranspirative soil cap - began in January 2014. Approximately 57% of the site has been capped and the remainder to be capped by December 2015. It is anticipated that unencumbered and unspent funds for this project will be reappropriated to FY 2016 as part of the 2016 Proposed Capital Budget. An additional appropriation of $1,200,000 will be needed in FY16 to complete the project by December 2015, and it is anticipated that a request for this funding will be included in the 2016 Proposed Capital Budget. Revenue received from the imported cap soils is estimated at $750,000 during FY15 and $250,000 in FY2016. FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS MINOR PROJECTS MULTI-YEAR PROJECTS 2/18/2015 Page 18 of 28 Attachment DFY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2015 Percent Estimated Project Project Project From Available FY 2015 FY 2015 Remaining Expended/Project Completion Number Title Category Inception Budget Expenditures Encumbrances Balance Encumbered Status Date Comments SD-06101 Storm Drain System Replacement and Rehabilitation Minor $319,320 $319,320 $30,451 $0 $288,869 10%Ongoing Ongoing It is anticipated that funds for this ongoing project will be reappropriated to FY 2016 as part of the Proposed Capital Budget. SD-06102 San Francisquito Creek Storm Water Pump Station Multi-Year $6,387,642 $35,158 $0 $0 $35,158 99%Complete Complete This project is complete and can be closed. SD-06104 Connect Clara Drive Storm Drains to Matadero Pump Station Multi-Year $953,480 $70,507 $35,030 $0 $35,477 96%Complete Complete This project is complete and can be closed. SD-10101 Southgate Neighborhood Storm Drain Improvements Multi-Year $2,176,878 $1,743,145 $1,306,441 $370,484 $66,220 97%Construction Sep-15 It is anticipated that a request to reappropriate remaining funds to FY 2016 will be included in the 2016 Proposed Capital Budget in order to cover landscape maintenance expenses. SD-11101 Channing Avenue/Lincoln Avenue Storm Drain Improvements Multi-Year $7,442,779 $3,316,971 $177,287 $94,998 $3,044,686 59%Design Mar-16 Final project construction is anticipated to begin in Summer 2015. It is anticipated that a request to reappropriate remaining funds to FY 2016 will be included in the 2016 Proposed Capital Budget to cover the construction cost of the last project phase. SD-13002 Matadero Creek Storm Water Pump Station & Trunk Lines Improvements Multi-Year $2,252,633 $2,252,333 $4,200 $1 $2,248,132 0%Design Oct-17 RFP for consultant services to be issued in February 2015. It is anticipated that the 2016 Proposed Capital Budget will include a request to reappropriate remaining funds to FY 2016 to cover project design costs. MINOR PROJECTS STORM DRAINAGE FUND ENTERPRISE FUND PUBLIC WORKS DEPARTMENT MULTI-YEAR PROJECTS 2/18/2015 Page 19 of 28 Attachment DFY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2015 Percent Estimated Project Project Project From Available FY 2015 FY 2015 Remaining Expended/Project Completion Number Title Category Inception Budget Expenditures Encumbrances Balance Encumbered Status Date Comments WC-11000 Wastewater Collection Rehabilitation/Augmentation Project 24 Multi-Year $3,119,809 $2,512,435 $63,576 $2,282,801 $166,058 95%Pre-construction Nov 16 Projects 24/25/26 are combined. The estimated start date is 5/2015. Project duration expected to be 560 calendar days. WC-12001 Wastewater Collection Rehabilitation/Augmentation Project 25 Multi-Year $3,212,000 $2,854,977 $71,352 $2,296,851 $486,774 85%Pre-construction Nov 16 Projects 24/25/26 are combined. The estimated start date is 5/2015. Project duration expected to be 560 calendar days. WC-13001 Wastewater Collection Rehabilitation/Augmentation Project 26 Multi-Year $3,310,000 $3,272,550 $27,811 $3,040,000 $204,739 94%Pre-construction Nov 16 Projects 24/25/26 are combined. The estimated start date is 5/2015. Project duration expected to be 560 calendar days. WC-13002 Wastewater Fusion and General Equipment/Tools Multi-Year $102,187 $78,132 $0 $0 $78,132 24%Ongoing N/A This project addresses ongoing needs for equipment/tools by WGW Operations to perform their work. WC-14001 Wastewater Collection Rehabilitation/Augmentation Project 27 Multi-Year $320,000 $320,000 $0 $40,950 $279,050 13%Design Jun 16 Project currently in design phase and anticipated to be complete during FY 2016. It is anticipated that the 2016 Proposed Capital Budget will include a recommendation to reappropriate funds into FY 2016. WC-15002 Wastewater System Improvements Multi-Year $641,403 $506,701 $45,729 $80,823 $380,149 41%Ongoing N/A This project addresses ongoing capital system improvements. MULTI-YEAR PROJECTS ENTERPRISE FUND UTILITIES DEPARTMENT WASTEWATER COLLECTION FUND 2/18/2015 Page 20 of 28 Attachment DFY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2015 Budget Estimated Project Project Project From Available FY 2015 FY 2015 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Encumbrances Balance Complete Status Date Comments WQ-10001 Plant Master Plan Minor $1,594,697 $146,435 $45,521 $34,472 $66,442 96%Construction Jun 19 Long Range facilities Plan Report 100% completed Oct 12; BAO for Biosolids Plan completed in Jan 13 for $421,678. Biosolids Facility Plan completed Oct 14. Biosolids Facility Plan 100% complete. WQ-04011 Facility Condition Assessment and Retrofit Multi-Year $4,426,192 $1,505,901 $31,152 $0 $1,474,749 67%Design Jun 19 Ongoing retrofit projects. Facility Repair and Retrofit Project #2 construction completed. Facility Repair and Retrofit Project #3 contract awarded to Anderson Pacific Engineering. WQ-14001 Biosolids Facility Multi-Year $575,104 $575,104 $0 $216,534 $358,570 38%pursuing state loan Dec-19 WQ-14003 Primary Sedimentation Tank Rehabilitation Multi-Year $80,532 $80,532 $0 $0 $80,532 0%pursuing state loan Jun-19 WQ-14004 Fixed Film Reactor Rehabilitation Multi-Year $127,398 $127,398 $0 $0 $127,398 0%pursuing state loan Jun-18 MINOR PROJECTS ENTERPRISE FUND PUBLIC WORKS DEPARTMENT WASTEWATER TREATMENT FUND MULTI-YEAR PROJECTS 2/18/2015 Page 21 of 28 Attachment D Total Budget FY 2015 Percent Estimated Project Project Project From Available FY 2015 FY 2015 Remaining Expended/Project Completion Number Title Category Inception Budget Expenditures Encumbrances Balance Encumbered Status Date Comments WS-09000 Seismic Water Tank Valve Minor $6,673,000 $6,514,420 $40,620 $2,327,155 $4,146,645 38%Pre- construction Oct 17 Council Award in Spring 2015. Anticipated completion date is Spring 2019. WS-13003 GPS Equipment Upgrade Minor $200,000 $200,000 $0 $0 $200,000 0%Pre-design Jun 15 The Department is evaluating the latest GPS technology to determine the need to upgrade the existing equipment. WS-13004 Asset Management Mobile Deployment Minor $100,000 $98,471 $3,229 $0 $95,242 5%Pre-design Jun 15 The Department is assessing the options for mobile device deployment. WS-13006 Water Meter Shop Renovations Minor $315,000 $56,893 $10,001 $0 $46,892 85%Complete This project is complete. The Utilities Department is in the process of closing out this project. WS-15004 Water System Master Plan Minor $500,000 $500,000 $0 $268,400 $231,600 54%Construction Dec 15 Foothills transmission main assessment was completed. G&E is currently assessing capital improvement needs for remaining transmission and distribution water system. It is anticipated that funds will need to be carried forward to FY 16. WATER FUND FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS ENTERPRISE FUND UTILITIES DEPARTMENT MINOR PROJECTS 2/18/2015 Page 22 of 28 Attachment D Total Budget FY 2015 Percent Estimated Project Project Project From Available FY 2015 FY 2015 Remaining Expended/Project Completion Number Title Category Inception Budget Expenditures Encumbrances Balance Encumbered Status Date Comments WATER FUND FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS ENTERPRISE FUND UTILITIES DEPARTMENT MINOR PROJECTS WS-07000 Water Regulation Station Improvements Multi-Year $544,001 $370,823 $15,406 $354,503 $914 100%Pre- construction Oct 17 URS completed the design of the seismic retrofit project for 4 steel tanks and 3 turnouts with combined budget from WS-07000, WS-08001, and WS-09000. IFB for the retrofit work is being prepared and construction will start in Apr/May 15. It is anticipated that funds will need to be carried forward to FY 16. WS-07001 Water Recycling Facilities Multi-Year $901,126 $388,421 $37,469 $157,380 $193,572 79%On-going Jun 16 Resource Management is preparing Environmental Impact Report (EIR). Assessment and sustainability recommendation to be completed in 2016. It is anticipated that funds will need to be carried forward to FY 16. WS-08001 Water Reservoir Coating Improvements Multi-Year $3,226,491 $2,927,560 $15,406 $354,503 $2,557,651 21%Pre- construction Oct 17 URS completed the design of the seismic retrofit project for 4 steel tanks and 3 turnouts with combined budget from WS-07000, WS-08001, and WS-09000. IFB for the retrofit work is being prepared and construction will start in Apr/May 15. Anticipated completion Spring 2019. WS-08002 Emergency Water Supply Project Multi-Year $36,463,630 $1,210,490 $296,577 $570,929 $342,984 99%Pre- construction Sep 15 Well Rehabilitation Phase 3 (site and facilities restoration). It is anticipated that funds will need to be carried forward to FY 16. WS-09001 Water Main Replacement - Project 23 Multi-Year $3,136,843 $112,021 $0 $0 $112,021 100%Complete Project complete. Remaining funding is recommended to be restored to Water Fund reserves as part of this report. MULTI-YEAR PROJECTS 2/18/2015 Page 23 of 28 Attachment D Total Budget FY 2015 Percent Estimated Project Project Project From Available FY 2015 FY 2015 Remaining Expended/Project Completion Number Title Category Inception Budget Expenditures Encumbrances Balance Encumbered Status Date Comments WATER FUND FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS ENTERPRISE FUND UTILITIES DEPARTMENT MINOR PROJECTS WS-10001 Water Main Replacement - Project 24 Multi-Year $3,259,205 $208,305 $0 $0 $208,305 100%Complete Project complete. Remaining funding is recommended to be restored to Water Fund reserves as part of this report. WS-11000 Water Main Replacement - Project 25 Multi-Year $5,252,600 $5,238,360 $51,181 $4,105,435 $1,081,744 79%Pre- construction Oct 15 Tentative Council Approval date is 2/23/15. It is anticipated that funds will need to be carried forward to FY 16. WS-11003 Water Distribution System Improvements Multi-Year $1,270,745 $916,693 $671,418 $40,556 $204,719 N/A Ongoing On-going This project addresses ongoing capital distribution system improvement needs. WS-11004 Water System Supply Improvements Multi-Year $936,995 $382,622 $119,723 $75,643 $187,256 N/A Ongoing On-going This project addresses ongoing capital supply system improvement needs. WS-12001 Water Main Replacement - Project 26 Multi-Year $505,000 $461,065 $1,176 $0 $459,889 9%Design Jun 15 Design is on targeted schedule. WS-13002 Water Fusion and General Equipment/Tools Multi-Year $100,000 $78,132 $6,068 $0 $72,064 N/A Ongoing On-going This project addresses the purchase of PE fusion equipment for Operations to perform their work of maintaining and operating the water system. MULTI-YEAR PROJECTS 2/18/2015 Page 24 of 28 Attachment D FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS TECHNOLOGY FUND Total Budget FY 2015 Percent Project Project Project From Available FY 2015 Labor FY 2015 Remaining Encumbered/Project Completion Number Title Category Inception Budget Expenditures Adjustments Encumbrances Balance Expended Status Date Comments TE-01012 IT Disaster Recovery Plan Minor $578,626 $466,309 $101,082 $0 $189,367 $175,860 70% TE-08004 Fire Mobile Data Computer Minor $250,000 $61,083 $34,040 $0 $1 $27,042 89%On-going Final phase of the project is in progress to update Fire Mobile Date 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 $918,980 $131,388 $0 $0 $787,592 44%On-going Jun-16 It is anticipated that remaining funding will be reappropriated to FY 2016 as part of the 2016 Proposed Capital Budget. TE-11001 Library Computer System Software Minor $570,250 $441,313 $21,500 $0 $651 $419,162 26%Pre-design 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 $34,070 $0 $0 $31,546 $2,524 99%On-going Dec-14 Project near completion, the remainder of funding will be allocated toward body-worn camera outfitting. It is anticipated that funding will be reappropriated to FY 2016 as part of the 2016 Proposed Capital Budget. TE-95016 Permit Information Tracking System Multi-Year $980,050 $176,648 $0 $0 $0 $176,648 82% TE-07006 SAP Continuous Improvement Project Multi-Year $8,898,680 $30,266 $0 $0 $1,949 $28,317 100% TE-99010 Acquisition of New Computers Multi-Year $437,350 $188,074 $0 $0 $0 $188,074 57%This project is recommended to be closed, as new computers are no longer being purchased through this project. It is anticipated that the project will be closed before the end of FY 2015. TE-00010 Telephone System Replacement Multi-Year $2,646,587 $605,245 $79,457 $0 $45,472 $480,316 82%Construction TE-13001 Interactive Voice Response System Multi-Year $200,000 $200,000 $0 $0 $0 $200,000 0% TE-13002 ESS/MSS Enhancements Multi-Year $150,000 $150,000 $0 $0 $0 $150,000 0%Project recommended to be closed as part of this report, with remaining funding being returned to various funds that initially supported this project. TE-13003 SAP Refuse Billing Improvements Multi-Year $250,000 $250,000 $0 $0 $0 $250,000 0% MULTI-YEAR PROJECTS $0 TE-13004 Infrastructure Management System Multi-Year $300,000 $251,192 $23,975 $17,450 $209,767 30%This CIP has been split into two phases, an analysis of enterprise asset management systems (EAMS) to determine requirements and solutions that will fit the City's needs, and the implementation of the chosen solution. TE-14002 Library Virtual Branch Multi-Year $195,000 $192,971 $0 $0 $13,100 $179,871 8% TE-05000 Radio Infrastructure Replacement Multi-Year $2,665,980 $1,417,859 $78,394 $0 $43,314 $1,296,151 51%On-going Jun-18 It is anticipated that a recommendation to reappropriate remaining funding to FY 2016 will be included as part of the 2016 Proposed Capital Budget. TE-06001 Library Radio Frequency Identification (RFID) Implementation Multi-Year $810,000 $489,448 $76,168 $0 $122,527 $290,753 64% TE-10001 Utility Customer Billing System Multi-Year $850,000 $766,088 $0 $0 $4,500 $761,588 N/A On-going N/A Recurring Project INTERNAL SERVICE FUND INFORMATION TECHNOLOGY DEPARTMENT MINOR PROJECTS MULTI-YEAR PROJECTS $1 2/18/2015Page 25 of 28 Attachment D FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS TECHNOLOGY FUND Total Budget FY 2015 Percent Project Project Project From Available FY 2015 Labor FY 2015 Remaining Encumbered/Project Completion Number Title Category Inception Budget Expenditures Adjustments Encumbrances Balance Expended Status Date Comments INTERNAL SERVICE FUND INFORMATION TECHNOLOGY DEPARTMENT MINOR PROJECTSTE-12001 Development Center Blueprint Multi-Year $1,738,001 $1,278,574 $237,121 $0 $188,715 $852,738 51%On-going TBD Work is continuing on this project, and it is anticipated that a recommendation to reappropriate remaining funding to FY 2016 will be included in the 2016 Proposed Capital Budget. $23,230,524 $7,918,120 $783,125 0 $658,592 $6,476,403 2/18/2015Page 26 of 28 Attachment D Total Budget FY 2015 Budget Estimated Project Project Project From Available FY 2015 Labor FY 2015 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Adjustments*Encumbrances Balance Complete Status Date Comments VR-01001 MSC Fuel Storage Tank /Svc Island Replacement Minor $2,623,368 $63,083 $1,165 $0 $62,267 ($349) 100% Ongoing Dec 14 Project to be closed. VR-06801 Replace City-Wide Fuel Transaction and Inventory Management System Minor $310,831 $108,955 $9,203 $0 $13,765 $85,987 72% Ongoing June 16 Looking into Inventory Management Systems. Remaining funds will need to be reappropriated for projects in FY16. VR-07001 Automated Motor Pool Reservation and Vehicle Key Management System Minor $127,875 $10,979 $0 $0 $0 $10,979 100% Complete Dec 14 Project to be closed. VR-11000 Vehicle Replacement Minor $1,585,767 $325,177 $0 $0 $0 $325,177 100% Complete Dec 14 Project to be closed. VR-12001 In-Ground Vehicle Lift Minor $450,000 $83,525 $0 $0 $0 $83,525 100% Complete Dec 14 Project to be closed. VR-13000 Vehicle Replacement Minor $4,424,664 $1,474,682 $56,915 $0 $1,406,990 $10,777 100% Ongoing Dec 15 Remaining funds will need to be reappropriated for vehicle outfitting in FY16. VR-14000 Vehicle Replacement Minor $3,000,000 $1,782,462 $644,501 $0 $1,010,833 $127,128 96% Ongoing Dec 15 Remaining funds will need to be reappropriated for vehicle outfitting in FY16. VR-14001 Emergency Repair and Minor $100,000 $26,462 $5,418 $0 $0 $21,044 100% Complete Dec 14 Project to be closed. VR-14002 MSC Fuel Station Demo Minor $240,000 $216,344 $42,001 $0 $18,589 $155,754 35% Ongoing Dec15 Remaining funds will need to be reappropriated for completing project. VR-04010 Vehicle Maintenance Facility Upgrades Multi-Year $561,733 $262,860 $0 $0 $1 $262,859 100% Complete Dec 14 CIP has been TECO'D and is ready to close. VR-07002 Diesel Truck Engine Emissions Retrofits Multi-Year $846,488 $25,344 $0 $0 $0 $25,344 97% Ongoing Dec 17 Remaining funds will need to be reappropriated for diesel particulate filters to be added to appropriate vehicles. VR-92006 Fuel Tank Storage/Upgrade Multi-Year $260,378 $9,199 $0 $0 $0 $9,199 96% Ongoing Dec 15 Remaining funds will need to be reappropriated for upgrade in FY16. FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS MINOR PROJECTS MULTI-YEAR PROJECTS INTERNAL SERVICE FUND VEHICLE REPLACEMENT AND MAINTENANCE FUNDPUBLIC WORKS DEPARTMENT 2/18/2015 Page 27 of 28 Attachment D Total Budget FY 2015 Budget Estimated Project Project Project From Available FY 2015 Labor FY 2015 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Adjustments*Encumbrances Balance Complete Status Date Comments FY 2015 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS INTERNAL SERVICE FUND VEHICLE REPLACEMENT AND MAINTENANCE FUNDPUBLIC WORKS DEPARTMENT VR-15000 Scheduled Vehicle and Equipment Replacements Multi-Year $3,786,000 $3,786,000 $112,301 $0 $245,439 $3,428,260 9% Ongoing June 16 Remaining funds will need to be reappropriated for purchase of vehicles that remain on replacement schedule for Fiscal Year 2015. VR-15001 Emergency Repair and Replacement Program Multi-Year $100,000 $100,000 $9,792 $0 $0 $90,208 10% Ongoing June 20 Remaining funds at end of each fiscal year can go back to Vehicle Reserve Fund since new budget will be added each year. 2/18/2015 Page 28 of 28 Attachment E Page 1 of 2 YTD Project Category Department/Fund Project Title FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Community Services - General Fund : Land & Land Improvements AC-86017 Art in Public Places $77,956 $17,171 $59,526 80,497 40,015 Planning & Community Environment - General Fund : Streets & Sidewalks PL-05030 Traffic Signal Upgrades 183,141 244,272 385,302 290,944 236,636 Public Works - General Fund : Streets & Sidewalks PE-86070 Street Improvements (Street Improvement Fund)4,710,791 3,170,679 7,097,782 5,072,597 2,467,328 Building & Facilities PF-00006 Roofing Replacement 104,617 319,495 246,068 119,682 3,599 Building & Facilities PF-01003 Building Systems Improvements 74,876 59,798 34,320 150,878 0 Building & Facilities PF-02022 Facility Interior Finishes 23,874 234,085 70,609 390,667 17,940 Building & Facilities PF-93009 ADA Compliance 9,994 167,537 10,019 16,024 834 Streets & Sidewalks PO-05054 Street lights Improvements 159,070 61,844 69,707 74,636 18,147 Streets & Sidewalks PO-89003 Sidewalk Improvements 1,611,917 1,673,715 1,864,954 2,160,793 1,336,097 Public Works - Storm Drainage Fund : SD-06101 Storm Drain System Replacement 488,793 242,488 745,927 98,479 1,273 Public Works - Wastewater Treatment Fund : WQ-80021 RWQCP Plant Equipment Replacement 66,916 589,965 1,840,887 2,449,616 1,431,677 WQ-80022 RWQCP System Flow Metering 28,468 0 0 9,770 0 Electric Fund : EL-02011 Electric Utility GIS 321,713 175,382 127,798 65,294 32,894 EL-06005 Fiber Optics Ring System Improvements 0 0 0 0 0 EL-06006 Fiber Optics Customer Design and Connection Services 0 0 0 0 0 EL-89028 Electric Customer Connections 1,882,242 2,522,815 2,802,451 2,922,100 703,382 EL-89031 Communications System Improvements 3,501 0 3,345 13,935 5,003 EL-89038 Substation Protection Improvements 129,086 200,418 188,049 158,683 93,032 EL-89044 Substation Facility Improvements 148,871 180,672 60,458 243,564 115,776 EL-98003 Electric Distribution System Reconstruction and Improvements 1,608,521 2,389,593 1,453,123 1,319,059 1,240,197 Fiber Optics Fund : FO-10000 Fiber Optic Customer Connections 88,061 125,913 291,425 360,428 138,793 FO-10001 Fiber Optic Network System Improvements 327,736 448,950 137,878 154,906 76,926 Five Years of Expenditures for Fiscal Years 2011-2015 Continuous Capital Projects Attachment E Page 2 of 2 YTD Project Category Department/Fund Project Title FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Five Years of Expenditures for Fiscal Years 2011-2015 Continuous Capital Projects Gas Fund : GS-02013 GS-03007 Directional Boring Equipment 162 20,160 0 289,195 0 GS-03002 GS-04003 GS-05002 Gas Main Replacements 86,159 54,157 0 0 0 GS-03008 Polyethylene Fusion Equipment Replacement 444 0 24,055 26,718 0 GS-03009 System Extensions-Unreimbursed 7,718 0 90,838 92,466 17,272 GS-06001 Gas Main Replacements, GMR-Project 16 127,056 0 0 0 0 GS-07002 Gas Main Replacements, GMR-Project 17 211,515 139,958 577 0 0 GS-80017 Gas System Extensions 471,001 605,635 932,035 904,684 400,747 GS-80019 Gas Meters and Regulators 294,191 325,988 25,652 2,178 0 Wastewater Collection Fund: WC-02002 WC-03003 WC-04002 Sewer System Rehabilitation and Augmentation, Project 15,16 and 17 122,870 57,715 0 0 0 WC-05003 WC-06003 WC-07004 Sewer System Rehabilitation and Augmentation, Project 18,19 and 20 94,468 188,511 241,489 56,751 0 WC-08012 WC-09001 WC-10002 Sewer System Rehabilitation and Augmentation, Project 21,22 and 23 1,928,374 1,023,537 2,139,395 2,236,935 155,983 WC-80020 Sewer System Extensions 224,066 270,793 445,570 279,411 85,519 WC-99013 Sewer Manhole Rehabilitation 378,841 357,343 555,382 516,840 224,260 Water Fund : WS-02014 Water-Gas Wastewater Utilities GIS Data 289,694 222,244 282,573 195,881 98,683 WS-06002 Water Main Replacements, Project 20 10,821 0 0 0 0 WS-07003 Water Main Replacements, Project 21 1,432,826 528 0 0 0 WS-80013 Water System Extensions 258,968 551,131 528,788 528,260 254,477 WS-80014 Service and Hydrant Replacements 44,232 151,928 359,994 67,570 81,388 WS-80015 Water Meters 0 34,000 4,183 346,743 89,841 Attachment F Public Safety Departments Overtime Analysis for Fiscal Years 2013 through 2015 thru 12/31/14 2013 2014 2015 POLICE DEPARTMENT Overtime Expense Adopted Budget $967,900 $1,500,000 $1,500,000 Modified Budget 970,382 1,500,000 1,500,000 Net Overtime Cost - see below (82,848) 593,565 463,414 Variance to Budget $1,053,230 $906,435 $1,036,586 Overtime Net Cost Actual Expense $1,542,754 $1,711,764 $999,694 Less Reimbursements Stanford Communications 51,299 54,552 36,493 Utilities Communications Reimbursement 28,247 29,845 21,127 Local Agencies (A)16,255 8,905 5,452 Police Service Fees 83,785 73,934 54,808 Total Reimbursements 179,586 167,236 117,881 Less Department Vacancies 1,446,017 950,963 418,399 Net Overtime Cost ($82,848) $593,565 $463,414 Department Vacancies (number of days)5,543 4,251 1,754 Workers' Compensation Cases 10 14 11 Department Disabilities (number of days)641 776 418 FIRE DEPARTMENT Overtime Expense Original Budget $1,624,415 $1,424,414 $1,424,414 Modified Budget (B)1,624,415 1,750,956 1,424,414 Net Overtime Cost - see below 628,711 1,012,521 346,310 Variance to Budget $995,704 $738,435 $1,078,104 Overtime Net Cost Actual Expense $1,812,170 $2,562,549 $1,361,295 Less Reimbursements Stanford Fire Services (C)549,088 776,452 412,472 Cal-Fire/FEMA (Strike Teams) - 50,542 - Total Reimbursements 549,088 826,994 412,472 Less Department Vacancies 634,371 723,034 602,513 Net Overtime Cost $628,711 $1,012,521 $346,310 Department Vacancies (number of days)2,340 2,618 1,821 Workers' Compensation Cases 9 18 9 Department Disabilities (number of days)216 489 141 NOTES: (A)Includes Animal Services contract with Los Altos and Los Altos Hills. (B)Does not include Strike Team Reimbursement of $184,296 recommended in this Report. (C )Stanford reimburses 30.3% of Fire Service expenditures. 2/18/2015