HomeMy WebLinkAboutStaff Report 5940
City of Palo Alto (ID # 5940)
Finance Committee Staff Report
Report Type: Action Items Meeting Date: 9/22/2015
City of Palo Alto Page 1
Summary Title: Approval of Fiscal Year 2015 Reappropriation Requests to be
Carried Forward into Fiscal Year 2016
Title: Approval of Fiscal Year 2015 Reappropriation Requests to be Carried
Forward Into Fiscal Year 2016
From: City Manager
Lead Department: Administrative Services
Recommendation
Staff recommends that the Finance Committee approve the Fiscal Year 2015 reappropriations
to be carried forward into Fiscal Year 2016 and direct staff to forward the Finance Committee’s
recommendation to the City Council.
Background
As a part of the fiscal year-end process, staff reviews the City’s unencumbered and unspent
appropriations of the fiscal year just ended, along with the City’s spending plans. Encumbered
amounts are those subject to the legal claims of other parties due to contractual obligations
(for example, commitments made through purchase orders), which are carried forward from
one fiscal year to the next. However, each year there are a small number of important projects
which staff was not able to complete or encumber funds for. The reappropriation process
allows staff to bring forward funding recommendations to the Finance Committee and City
Council to continue these projects.
On September 22, 2014, the City Council approved a recommendation to amend Chapter 2.28,
Section 2.28.090 of the Municipal Code, reducing the previous two-step reappropriations
process (preliminary and final reappropriation authorization) to one step as long as the
Administrative Services Director certifies that sufficient unencumbered and unexpended funds
are available in the current Fiscal Year to be carried forward to the subsequent Fiscal Year.
Additionally, the City Council amended the Municipal Code to eliminate the provision allowing
for the automatic reappropriation of capital project funds. Previously, the Municipal Code
stated that appropriations of capital project funds should continue until the project was
completed or no funds had been expended for two years. Effective Fiscal Year 2016, the
City of Palo Alto Page 2
Finance Committee reviewed and the Council approved a capital budget which includes all
active projects. Since capital projects may be delayed for various reasons, unexpended funds
are carried forward in two ways from the outgoing to the new fiscal year. As part of the
approval of the Fiscal Year 2016 budget, based on estimates, the majority of unexpended and
unencumbered funds were carried forward from Fiscal Year 2015 to Fiscal Year 2016. Now that
the Fiscal Year 2015 has closed and staff has processed necessary accounting transactions any
unexpended and unencumbered funds for each capital project are reviewed one more time.
Based on that review, staff recommends that for some projects in various funds remaining
Fiscal Year 2015 capital dollars are reappropriated to Fiscal Year 2016. Also, as part of this
review, staff realized that for some projects too much funding was recommended for
reappropriation as expenditures occurred in Fiscal Year 2015. Therefore, this staff report also
recommends reversing a portion of previously authorized reappropriations.
Discussion
As noted above, the changes to the Municipal Code from last year allow for the reappropriation
of unencumbered and unexpended funds in advance of the normal year-end closing ordinance
as long as the Administrative Services Director certifies that sufficient unencumbered and
unexpended funds are available in Fiscal Year 2015 to be carried forward to Fiscal Year 2016.
Attachment A identifies those operating budget reappropriation requests that staff
recommends for approval, while Attachment B lists recommended capital project
reappropriations. With the submission of this report for Finance Committee consideration, the
Administrative Services Director certifies sufficient unencumbered and unexpended funds are
available in Fiscal Year 2015 to be carried forward to Fiscal Year 2016.
The projects for which operating budget reappropriations are recommended can generally be
grouped into the following categories:
Timing and Workload Delays: Certain projects were delayed due to competing
workload demands, appropriation of funds late in the fiscal year, or other unanticipated
delays. Examples of projects in this category include Document Scanning and
Management Services ($66,000), Temporary Staffing for the Purchasing division
($51,000), Business Registry Program ($99,050), Police Utilization Study ($70,000),
Airport On-Call Consultant ($40,987), Storm Water Rebates ($55,710) and Santa Clara
Valley Water District MOU ($400,000).
Technology Services: Funding was approved in Fiscal Year 2015 for a number of
technology system evaluation and upgrade projects but contracts were not awarded by
the end of the fiscal year. Projects in this category include Geographic Information
Systems (GIS) Evaluation of the City’s GIS solutions ($82,500), Palo Alto 3-1-1
implementation ($40,000), Mobile Device Management Solution ($75,000), and Police
Interview Recording System ($40,000).
City of Palo Alto Page 3
Residential Housing In-Lieu Fund: Due to the timing of Council’s action approving loans
and staffing constraints, transactions with Palo Alto Housing Corporation (PAHC) were
not completed in Fiscal Year 2015 for some projects. Continuation of the housing
transactions will require reappropriation of Residential Housing In-Lieu Funds for the
following properties: loan for PAHC purchase of 2811-2825 Alma Street ($600,000), loan
for PAHC renovation of Stevenson House at 435 E. Charleston Road ($1,000,000), and
loan for PAHC rehabilitation and deed restriction of Pine Street property at 110-130 El
Dorado ($375,000). Staff expects to be able to execute and conclude the agreements
with PAHC for these projects in Fiscal Year 2016.
Library Donation and Grant: This action reappropriates $339,845 in revenue and
offsetting expenses as a result of donations and grants received by the Library. In early
Fiscal Year 2015 the Library was awarded two grants from the Pacific Library Partnership
(PLP): one in the amount of $4,485 to offset delivery costs for LINK+, an interlibrary
loan program for participating organizations; and a $15,000 grant for the Maker+: A
Summer Maker Program to support STEAM (Science, Technology, Engineering, Art &
Math) learning and to foster interdisciplinary exploration among sciences, art, and social
sciences. In addition, in June 2015, the City received a $320,000 donation from the Palo
Alto Library Foundation. The Library intends to use $100,000 for the purchase of
additional technology, such as tablets, e-readers, and other devices for staff
development and customer instruction; $112,100 for databases and digital services,
such as Learning Express, Mango Languages, and online video, magazines, and music;
and $107,900 on contractual services to improve workflow efficiency, provide staff
training, and customer service improvements for the new facilities and new products.
Teen Services Programs: At the June 2, 2014 City Council meeting, the City Council
approved a recommendation from the Policy and Services Committee to use a portion
of the net revenue collected from 455 Bryant Street in Fiscal Years 2009 through 2013 to
fund Teen Programs for Fiscal Year 2015 (CMR #4776). Staff was to return to the City
Council with another plan six months after the opening of the Mitchell Park Community
Center where the Teen Center is located to discuss the best use of the facility and
programming for Teen Services at the Teen Center and elsewhere throughout the City
utilizing the Bryant Street funds. Staff is expecting to return to the City Council in the fall
of 2015 with a funding plan for Fiscal Year 2016 and beyond. Teen Services
programming includes but is not limited to: makeX, Project Enybody, Click PA, Ghost
Bike, and Ceramics class drop-ins. As a result, this action will reappropriate $331,046 to
continue supporting these programs as well as a sustainable, long-term approach for
Teen Services utilizing Bryant Street funds.
Management and Professional Development funds: A number of City employees, as
part of their compensation plan, are eligible for certain self-improvement activities.
These funds are available to certain employees for civic and professional association
memberships, conference participation and travel, educational programs, certain tuition
City of Palo Alto Page 4
costs, and professional and trade journal subscriptions. Unspent funds are
recommended to be carried over to Fiscal Year 2016 to improve and supplement the job
and professional skills of employees ($145,000).
Establish Contingency Account – Planning, Community & Environment Department: To
establish a contingency account for the Planning and Community Environment
Department to set aside funds related to planning, parking, and transportation related
funding needs ($500,000). In accordance with the Palo Alto Municipal Code, the use of
contingency funding requires the approval of the City Manager.
Capital Reappropriations: As discussed in the Background section of this report, starting
with the Fiscal Year 2016 capital budget, all capital project reappropriations require City
Council approval. The Adopted Budget included approximately $51.1 million in
reappropriated funds, across all City funds based on estimates of anticipated spending
in Fiscal Year 2015. Since the adoption of the capital budget, some adjustments and
refinements to project reappropriations are required since Fiscal Year 2015 year end
actuals and projects costs have been updated. For some projects, additional
reappropriations are recommended, as project expenditures originally anticipated to
occur before the end of Fiscal Year 2015 will now likely occur in Fiscal Year 2016.
Additionally, some expenditures not anticipated to occur until Fiscal Year 2016 and
therefore reappropriated in the budget document to Fiscal Year 2016 have been
realized in Fiscal Year 2015, requiring downward adjustments for Fiscal Year 2016. The
table on the following page summarizes the recommended net reappropriation
adjustments as detailed in Attachment B. These Fiscal Year 2016 adjustments represent
the final step in the City Council approved change to the reappropriation process. There
are sufficient expenditure savings in Fiscal Year 2015 to support all recommended
reappropriation adjustments. It should be noted that as a result of this revised process
and active review of all project reappropriations, a reduced level of carryforward from
one year to the next is recommended than by automatically carrying forward all
unspent capital funding. As part of the detailed review of capital projects which started
with the development of the Fiscal Year 2016 Capital Budget and is concluding with the
recommendations contained in this CMR, a total of $10.8 million is being returned to
reserves across several funds that otherwise would have been reappropriated under the
prior model, including $4.7 million in the Capital Improvement Fund.
City of Palo Alto Page 5
Fund
Number of
Projects
Recommended
Reappropriation Adjustment
Capital Improvement Fund* 61 $5,099,421
Airport Fund 1 $34,359
Electric Fund 26 $703,741
Fiber Optics Fund 2 $35,319
Gas Fund 5 ($245,727)
Storm Drainage Fund 4 ($40,606)
Wastewater Collection Fund 6 $370,570
Wastewater Treatment Fund 3 ($2,387,156)
Water Fund 13 $5,995,001
Technology Fund 11 $641,422
Vehicle Replacement and Maintenance Fund 4 $1,074,511
Total All Funds 136 $11,280,855
*Includes an increase of $32,692 for the Monroe Park Improvements project (PG-11002) due to
higher than anticipated costs, as outlined in CMR 6025, to be considered by the City Council on
9/21/2015.
Resource Impact
The majority of requested items have been previously reviewed and approved by City Council
as part of annual budget processes. The Director of Administrative Services has certified that
sufficient funds exist for the recommended Fiscal Year 2015 Operating Budget reappropriations
(Attachment A) and Capital Budget reappropriations (Attachment B). For Fiscal Year 2016, staff
recommends $1.7 million in carryover funds in the General Fund, $0.5 million in Enterprise
Funds, $0.2 in Internal Service Funds and $2.0 million in Special Revenue Funds. For capital
projects staff recommends $5.1 million to be reappropriated in the Capital Improvement Fund,
net $4.5 million in the various Enterprise Funds, and $1.7 million in the Internal Service Funds.
Policy Implications
This recommendation is consistent with adopted Council policy.
Environmental Review (If Applicable)
The action recommended is not a project for the purposes of the California Environmental
Quality Act.
Attachments:
Attachment A - Operating Reapprop FY15 to FY16 (PDF)
Attachment B- Capital Reappropriations (XLSX)
Attachment C - BAO XXXX - FY15 to FY16 Reappropriation (PDF)
Attachment A
Fiscal Year 2015 Reappropriations
1 Finance Committee September 22, 2016
General Fund
Department Fund
Amount
Recommended Reappropriation Justification
Administrative
Services Department General Fund $66,000
Document Scanning and Retrieval Services: In 2014, the Administrative Services Department (ASD) started on a pilot to scan existing documents and store them electronically. The pilot was successfully completed with the Purchasing and
Accounts Payable sections. Based on the experience from the pilot, the City issued a citywide Request for Proposal for scanning paper documents and storing them electronically ASD, Planning and Community Environment, Utilities, and
Public Works-Engineering. With reappropriating $66,000 ASD will be able to continue its efforts to easily retrieve scanned documents, especially for Information requests, free up limited office space, and have an organized cloud retrieval structure. ASD’s scanning for FY 2015 and FY 2016 is scheduled to be completed in FY 2016 with 253,000 total number of
scanned images with an average cost per scan of $0.26.
Administrative Services Department General Fund $51,000
Temporary Staffing: The Purchasing Division of the Administrative Services Department (ASD) is undergoing rapid change due to the eProcurement initiative. With this initiative, there is a parallel, heavy workload for the Division’s contract
administrators. Temporarily adding a Management Specialist hourly position will help to balance the demands of the eProcurement process implementation and the workload of regular staff.
Community Services Department General Fund $331,046
Teen Programs / Bryant Street Garage Rent Revenue: At the June 2, 2014 City Council meeting, the City Council
approved a recommendation from the Policy and Services Committee to use a portion of the net revenue collected from 455 Bryant Street in Fiscal Years 2009 through 2013 to fund Teen Programs for Fiscal Year 2015 (CMR #4776). Staff was
to return to the City Council with another plan six months after the opening of the Mitchell Park Community Center where the Teen Center is located to discuss the best use of the facility and programming for Teen Services at the Teen Center and elsewhere throughout the City utilizing the Bryant Street funds. Staff is expecting to return to the City Council in the fall
of 2015 with a funding plan for Fiscal Year 2016 and beyond. Teen Services programming includes but is not limited to: makeX, Project Enybody, Click PA, Ghost Bike, and Ceramics class drop-ins. As a result, this action will reappropriate
$331,046 to continue supporting these programs as well as a sustainable, long-term approach for Teen Services utilizing Bryant Street funds.
Community Services
Department General Fund $50,000
Human Services Resource Allocation Program (HSRAP) Reserve: At the June 9, 2014 City Council meeting, the
Council established a $50,000 reserve for the Human Services Resource Allocation Process as part of the Budget Adoption for Fiscal Year 2015. Since the reserve was funded as a one-time appropriation and remains unspent, this action
will reappropriate the reserve balance of $50,000 into Fiscal Year 2016.
Development Services Department General Fund $99,050
Business Registry: As part of Council directive, the Development Service Department in coordination with the City
Manager’s Officer began working on a two phase project to implement an online Business Registry Certificate program. To implement the program, the City Council authorized initial funding of $250,000 (CMR #5146) and a Fiscal Year 2015
reappropriation request of $35,000 (CMR #5647) for phase I of the Business Registry Program which included initial start-up costs for Accela integration, staffing, and outreach. Because the work on phase I is continuing, this action will reappropriate $99,050 for staffing and continued community outreach efforts.
Human Resources
Department General Fund $145,000
Management Development and Training: Funding will be used to continue the citywide management training program that began in Fiscal Year 2015. Training programs will focus on the following areas: Ethics, Civics and Citizen
Engagement, Leadership and Management, Budget, Finance, Procurement, Interpersonal Communication, Presentation Skills, Business Writing, Time Management, Project Management, Change Management, SkillSoft (online based education), and Safety & Security. Approval of this action also requires approval of the Fiscal Year 2015 Year-End Budget Amendment Ordinance (scheduled for a November Finance Committee meeting), which recommends consolidating General Fund savings for training across various departments into the Human Resources (HR) Department in Fiscal Year
2015 in order to reappropriate the full amount into HR in Fiscal Year 2016.
Library Department General Fund $339,985
Library Foundation Donation & Pacific Library Partnership Grant: This action reappropriates $339,845 in revenue and $339,845 in expenses as a result of donations and grants received by the Library. In early Fiscal Year 2015 the Library
was awarded two grants from the Pacific Library Partnership (PLP): one to be used for a summer 2015 program with expenses incurred in Fiscal Year 2016, and one in the amount of $4,485 to offset delivery costs for LINK+, an interlibrary
loan program for participating organizations. LINK+ is a union catalog of contributed holdings from participating libraries in California and Nevada. Patrons from member libraries electronically request an item not available in their own library and
the item is delivered to the requested library for check‐out. A $15,000 grant was received from PLP for the Maker+: A Summer Maker Program to support STEAM (Science, Technology, Engineering, Art & Math) learning and to 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. In addition, in June
2015, the City received a $320,000 donation from the Palo Alto Library Foundation. The Library intends to use $100,000 for the purchase of additional technology, such as tablets, e-readers, and other devices for staff development and
customer instruction; $112,100 for databases and digital services, such as Learning Express, Mango Languages, and online video, magazines, and music; and $107,900 on contractual services to improve workflow efficiency, provide staff
training, and customer service improvements for the new facilities and new products.
Planning and
Community Environment
Department General Fund $500,000
Establish Planning & Community Environment Contingent Account: This action reappropriates $500,000 of the
$1,000,000 million shuttle reserve from the Fiscal Year 2015 Non-Departmental budget to be used as a contingency account for unanticipated expenses as a result additional City Council direction related to planning, parking, or
transportation.
Police Department General Fund $78,000
Police Utilization Study: In Fiscal Year 2013, funding was allocated for the Police Department to hire a consultant to
conduct a utilization study of overall police operations; however, the study was not completed due to competing workload demands. The funds were reappropriated to Fiscal Year 2014 and Fiscal Year 2015; however, the Department was unable to conduct the utilization study due to other projects that took precedence (Tri-City Computer Aided Dispatch, Records
Management System, Patrol Vehicle Mobile Audio Video, etc.). Reappropriation of these funds will allow Police Department staff to determine the scope of the study, integrate it into their workload, and hire a consultant to conduct the
study.
Police Department General Fund $40,000
Police Interview Recording System: The Interview Recording System that provides cameras, audio equipment and
storage for interviewing suspects, witness and victims unexpectedly failed in Fiscal Year 2015 and needs to be replaced. The existing system has failed repeatedly and the Department attempted to replace it as quickly as possible in May and June 2015. The Department completed a Request for Proposal and no responses were received. Therefore, with thsi funding, the Department will issue a new RFP and increase its vendor outreach efforts with the hope of receiving viable proposals for the replacement of the system.
$1,700,081 Total General Fund Reappropriations
Attachment A
Fiscal Year 2015 Reappropriations
2 Finance Committee September 22, 2016
Enterprise Funds
Department Fund
Amount
Recommended Reappropriation Justification
Public Works Department Airport Fund 530 $40,987
Airport On-Call Planning & Environmental Consultants: In October 2014 Council approved two on-call consultant contracts for airport related work: one for design and construction administration services and one for planning and environmental services. At the end of June three purchase requests submitted for the airports on-call planning and
environmental consultant were inadvertently cancelled. Therefore, staff requests to reappropriate the funds so that the following projects can continue:
1. Development of an Extraordinary Circumstance Information Submittal (CATEX) for review by the Federal Aviation Administration’s (FAA) San Francisco Airport District Office (SF-ADO). The CATEX is being prepared for approval under
the National Environmental Policy Act (NEPA) relative to a potential future apron rehabilitation project at Palo Alto Airport with possible future reimbursement under the FAA grant.2. Development of DBE goals for the airport as required by the FAA for inclusion in grant application submittals.
3. Planning, implementing and facilitation of a charrette with key community stakeholders to discuss a vision and goals for the Airport; share potential strategies to integrate sustainability into the Airport’s management, planning, operation,
maintenance, and development; and generate/prioritize potential sustainability initiative ideas to be considered by the City.
Public Works
Department
Storm Drainage
Fund 528 $55,710
Storm Water Rebates: In April 2005, the majority of Palo Alto property owners voted to increase the Storm Drainage Fee
(CMR 244:05). In addition to the seven proposed CIP projects to be completed by 2017, the fee increase provided an annual innovative projects budget. These funds have been utilized since Fall 2008 to fund a Stormwater Rebate Program
that offers financial incentives to residents and businesses for the installation of measures that reduce stormwater runoff, including rain barrels, cisterns, permeable pavement, and green roofs. Staff proposes that these funds be reappropriated because they have been specifically earmarked for funding of innovative storm drain projects per the terms of the 2005
Storm Drainage Fee ballot measure approved by Palo Alto property owners.
As the rebate program has not generated sufficient demand to spend the budgeted funds, we are researching alternatives that may garner the desired environmental result.
Utilities Water Fund 522 $400,000
Santa Clara Valley Water District MOU: On February 10, 2015, Council approved a Budget Amendment Ordinance to
appropriate $400,000 from the Water Fund Reserve to increase the 2014-2016 Memorandum of Understanding with the Santa Clara Valley Water District for the Administration and Funding of Water Conservation Programs (the “2014-2016
MOU”) to increase the City of Palo Alto’s (City) three-year $735,915 total cost obligation by $500,000 to $1,235,915. Inadvertently, the approved funds were not encumbered before the end of the year. Therefore, it is recommended to carry forward the funding to fiscal year 2016 in order to fund the contract.
$496,697 Total Enterprise Funds Reappropriations
Attachment A
Fiscal Year 2015 Reappropriations
3 Finance Committee September 22, 2016
Internal Services Funds
Department Fund
Amount
Recommended Reappropriation Justification
Information
Technology Department Technology Fund 682 $82,500
Geographic Information System Evaluation: The Geographic Information System (GIS) Evaluation Project was
approved as part of the Fiscal Year 2015 Budget to contract with a consultant to perform an analysis of the City's current GIS environment and determine how updated GIS solutions align with the City's needs and goals. The City's current GIS
solution has been in place for over 20 years and needs to be evaluated and updated to reduce IT application and infrastructure support costs, improve flexibility and offer GIS mobile services for field and remote staff. The IT Department
planned to award the assessment to a vendor prior to the end of Fiscal Year 2015; however, a vendor was not selected before the June 30 deadline.
Information Technology Department Technology Fund 682 $40,000
Palo Alto 3-1-1: The Palo Alto 3-1-1 Project was approved as part of the Fiscal Year 2015 Budget to route all 3-1-1 calls to
the City's telephone system. The 3-1-1 service will allow the City to be more responsive to the needs of the residents, business owners, and visitors, and these groups will only need to know two numbers to access all City of Palo Alto services: 9-1-1 for emergencies and 3-1-1 for all non-emergency and other City services. The IT Department planned to award the project prior to the end of Fiscal Year 2015; however, a vendor was not selected before the June 30 deadline.
Information Technology
Department
Technology
Fund 682 $75,000
Mobile Device Management Security Solution: The Mobile Device Management (MDM) Security Solution Project was approved as part of the Fiscal Year 2015 Budget to secure, monitor, manage, and support mobile devices used by City staff. MDM software protects these devices from cyber security threats and allows designated staff to remotely erase data
from a mobile device in the event it is lost or stolen. The Department planned to select a solution prior to the end of Fiscal Year 2015; however, a solution is still being evaluated and the deadline was not met. $154,000 was originally appropriated
for this project in Fiscal Year 2015, however, after further evaluation by the IT Department, only $75,000 will be needed to award the project, and the remaining funding will be returned to the Technology Surcharge Reserve for future technology
enhancement projects.
$197,500 Total Internal Service Funds Reappropriations
Attachment A
Fiscal Year 2015 Reappropriations
4 Finance Committee September 22, 2016
Special Revenue Funds
Department Fund
Amount
Recommended Reappropriation Justification
Planning and Community
Environment Department
Residential
Housing In-Lieu Fund 233 $600,000
Palo Alto Housing Corporation Loan for 2811 Alma: This action reappropriates $600,000 in the Residential Housing In-Lieu Fund for use by the Palo Alto Housing Corporation (PAHC) for a loan and promissory note for property located at 2811-2825 Alma Street (CMR #5197). In 2011, the Palo Alto Housing Corporation (PAHC) entered into negotiations with the owners of 2811-2825 Alma Street and submitted a $1.89 million offer for the purchase of these two parcels. The offer was accepted and escrow closed in December 2011. At that time, however, the City did not have sufficient fund balances
in its housing funds to provide the $1.89 million loan, and was only able to provide $1.29 million. To make up the difference, the Opportunity Fund of Santa Clara County provided a two year, $600,000 short term loan for the project
acquisition with the understanding that the City would repay the short term loan, which was set to expire in December 2014. With Council’s approval of this action, the City new $600,000 loan defeased the Opportunity Fund loan and the City
is the sole lender on the project. However, due to staffing constraints, this transaction has not yet been executed. With this recommended action, staff expects to execute and conclude the agreement with PAHC in the fall of Fiscal Year 2016.
Planning and Community
Environment Department
Residential
Housing In-Lieu Fund 233 $1,000,000
Stevenson House Rehab Loan: Stevenson House, located at 435 E. Charleston Road, has been serving extremely low, very low, and low income Palo Alto seniors for 47 years. Built in 1968, Stevenson House consists of 120 studio and one
bedroom units. In addition to providing affordable housing, it offers services, meals and social programs for its residents. This action reappropriates $1,000,000 in the Residential Housing In-Lieu Fund to effectuate the $1,000,000 City loan for
the renovation of Stevenson House (CMR# 5526) and the consolidation of outstanding Community Development Block Grant (CDBG) loans consistent with the funding commitment previously approved by the City Council on November 5,
2012 (CMR #3176). However, due to staffing constraints, this transaction has not yet been executed. With this recommended action, staff expects to execute and conclude the agreement with PAHC in the fall of Fiscal Year 2016.
Planning and Community
Environment Department
Residential
Housing In-Lieu Fund 233 $375,000
Loan Associated with Pine Street Sale: This action reappropriates $375,000 in the Residential Housing In-Lieu Fund for use by the Palo Alto Housing Corporation (PAHC) to rehabilitate and deed restrict three units located at 110 - 130 El Dorado (CMR #5712). Due to the timing of Council’s action approving this activity and staffing constraints, this transaction
has not yet been executed. With this recommended action, staff expects to execute and conclude the agreement with PAHC in the fall of Fiscal Year 2016.
$1,975,000 Total Special Revenue Funds Reappropriations
$4,369,278 Total - All Reappropriations
Attachment B
Capital Reappropriations
Project ID Project Title Fund
Reappropriation
Adjustment
AP-15003 Apron and Taxi Lane Repair Airport 34,359
PF-93009 Americans with Disabilities Capital Improvement Fund 200,853
AC-14000 Art Center Auditorium Audio, Visual, and Furnishings Capital Improvement Fund 19,802
AC-86017 Art in Public Places Capital Improvement Fund (55,550)
OS-09002 Baylands Emergency A Capital Improvement Fund 602
PE-15029 Baylands Interpretive Center Improvements Capital Improvement Fund (26,859)
PE-14018 Baylands Interpretive Center Improvements Capital Improvement Fund 2,205
PL-04010 Bicycle & Pedestrian Transportation Plan - Implementation Project Capital Improvement Fund (21,886)
PE-13008 Bowden Park Capital Improvement Fund 1,053
PF-01003 Building Systems Improvements Capital Improvement Fund (129,236)
PE-13020 Byxbee Park Trails Capital Improvement Fund 268,652
PL-11002 California Avenue Streetscape Improvements Capital Improvement Fund 183,613
PE-13011 Charleston Arastrade Capital Improvement Fund (33,391)
PE-09003 City Facility Parking Capital Improvement Fund 286,310
PE-12017 City Hall 1st Floor Capital Improvement Fund 253,086
PE-13005 City Hall/King Plaza Capital Improvement Fund 7,020
PF-01002 Civic Center Infrastructure Capital Improvement Fund (434)
PE-15020 Civic Center Waterproofing Study and Repairs Capital Improvement Fund (78,492)
PF-14000 Cubberley Roof Replacements Capital Improvement Fund 1,442
PO-12001 Curb & Gutter Repair Capital Improvement Fund 186
PE-13017 EC Median Landscape Capital Improvement Fund (17,573)
PE-13016 El Camino Park Expand Capital Improvement Fund 10,123
PL-14000 El Camino Real & Churchill Avenue Intersection Improvements - Design Capital Improvement Fund 8,652
PL-15001 Embarcadero Corridor Capital Improvement Fund 200,710
PF-15005 Emergency Facility Improvements Capital Improvement Fund (13,532)
PF-02022 Facility Interior Finishes Replacement Capital Improvement Fund (27,828)
PF-14002 Fire Station 1 Improvements Capital Improvement Fund 863
LB-11000 Furniture and Technology for Library Projects Capital Improvement Fund (5,711)
PG-13003 Golf Reconfig & Bayland Athletics Center Capital Improvement Fund 34,954
PE-13010 Greer Park Renovatio Capital Improvement Fund 33,075
PE-11011 Highway 101 Pedestrian Capital Improvement Fund 943,638
PE-09010 Library & Community Center Capital Improvement Fund 2,277
PE-14015 Lucie Stern Building Capital Improvement Fund 7,130
PE-12013 Magical Bridge Playg Capital Improvement Fund 100,888
PE-11000 Main Library New Construction Capital Improvement Fund (14,079)
PL-14001 Matadero Creek Trail Capital Improvement Fund 14,204
PE-09006 Mitchell Park Library Capital Improvement Fund 2,483,343
PG-11002 Monroe Park Improvements Capital Improvement Fund 270,996
OS-09001 Off-Road Pathway Resurfacing and Repair Capital Improvement Fund 1,033
OS-00001 Open Space Trails & Amenities Capital Improvement Fund (14,991)
PE-15022 Palo Alto Community Gardens Irrigation System Capital Improvement Fund (47,296)
PG-09003 Park Maintenance Sho Capital Improvement Fund 84,419
PE-13003 Parks Master Plan Capital Improvement Fund 6,725
PE-08001 Rinconada Park Improvements Capital Improvement Fund 1,271
PE-12003 Rinconada Park Master Capital Improvement Fund 4,833
PF-15000 Rinconada Pool Locker Capital Improvement Fund (23,068)
PF-00006 Roofing Replacement Capital Improvement Fund (198,002)
PF-07011 Roth Building Maintenance Capital Improvement Fund 3,201
PL-00026 Safe Routes to School Capital Improvement Fund (49,092)
PG-12004 Sarah Wallis Park Improvements Capital Improvement Fund 65,000
PO-89003 Sidewalk Repairs Capital Improvement Fund (132,345)
PO-11000 Sign Reflectivity Upgrade Capital Improvement Fund (40,542)
PG-13001 Stanford / PA Soccer Turf Replacement Capital Improvement Fund 722,740
PG-12001 Stanford/Palo Alto P Capital Improvement Fund 47,198
PO-05054 Street Lights Improvements Capital Improvement Fund 21,841
PE-86070 Street Maintenance Capital Improvement Fund (471,182)
PE-13014 Streetlights Conditi Capital Improvement Fund 78
PE-13012 Structural Assessment Capital Improvement Fund 1,143
PE-11012 Temporary Main Library Capital Improvement Fund 83,438
PO-11001 Thermoplastic Lane Marking and Striping Capital Improvement Fund (12,000)
PL-05030 Traffic Signal and ITS Upgrades Capital Improvement Fund (30,043)
PL-12000 Transportation and Parking Improvements Capital Improvement Fund 163,956
EL-02010 SCADA System Upgrades Electric (17,015)
EL-02011 Electric Utility GIS Electric 75,000
EL-04012 Utility Site Securit Electric 33,719
EL-05000 El Camino Undergroun Electric (200,000)
EL-06001 230 kV Electric Inte Electric (3,441)
EL-06002 UG District 45 Electric 59,271
Attachment B
Capital Reappropriations
EL-09000 Middlefield Undergro Electric (282,906)
EL-10006 Rebuild UG Dist 24 Electric 53,968
EL-10009 Street Light System Electric (23,259)
EL-11003 Rebuild UG Dist 15 Electric (1,133)
EL-11006 Rebuild UG Dist 18 Electric 164,587
EL-11008 Rebuild UG Dist 19 Electric 3,926
EL-11010 UG District 47 - Mid Electric (601,553)
EL-11014 Smart Grid Technolog Electric 1,395
EL-12000 Rebuild UG Dist 12 Electric 9,028
EL-12001 UG District 46 - Cha Electric (976)
EL-13006 Sand Hill / Quarry 1 Electric (25,028)
EL-13008 Upgrade Estimating S Electric (20,000)
EL-14004 Maybell 1&2 4/12kV C Electric (121,029)
EL-14005 Reconfigure Quarry F Electric (61,119)
EL-15001 Substation Battery R Electric 69,251
EL-89028 Electric Customer Co Electric 402,508
EL-89031 Communications Syste Electric (60,307)
EL-89038 Substation Protectio Electric 18,713
EL-89044 Substation Facility Electric (55,640)
EL-98003 Electric System Imp Electric 1,285,781
FO-10000 Fiber Optic Customer Fiber Optic (48,703)
FO-10001 Fiber Optic Network Fiber Optic 84,022
GS-03009 Sys Extensions Operations - Unreimbursed Gas 726
GS-11002 Gas System Improvement Gas (67,511)
GS-12001 Gas Main Replacement - Project 22 Gas (199,920)
GS-13002 Gas Equipment and Tools Gas 17,869
GS-80019 Gas Meters and Regulators Gas 3,109
SD-06102 San Francisquito Creek Storm Water Pump Station Storm (631)
SD-06101 Storm Drain System Replacement and Rehabilitation Storm 58,190
SD-13003 Matadero Creek Storm Water Pump Station and Trunk Lines Improvements Storm (110,762)
SD-11101 Channing/Lincoln Storm Drain Improvements Storm 12,597
TE-00010 Telephone System Repair Technology (38)
TE-01012 IT Disaster Recovery Technology 43,479
TE-05000 Radio Infrastructure Technology 1,000,000
TE-06001 Library RFID Implementation Technology 4,369
TE-09000 Public Safety Computer-Aided Dispatch Replacement Technology (292,044)
TE-10001 Utilities Customer Bill System Improvements Technology 502
TE-11001 Library Computer System Software Technology (64,019)
TE-12001 Development Center Blueprint Technology Enhancement Technology (117,312)
TE-13004 Infrastructure Management Syste Technology 80,431
TE-14002 Library Virtual Branch Technology (20,000)
TE-95016 Permit Information Tracking System Technology 6,054
VR-14000 Schedule Vehicle and Equipment Replacement - Fiscal Year 2014 Vehicle (30,395)
VR-13000 Scheduled Vehicle and Equipment Replacement - Fiscal Year 2013 Vehicle 22,770
VR-15001 Emergency Repair and Replacement Vehicle 47,347
VR-15000 Scheduled Vehicle and Equipment Replacement - Fiscal Year 2015 Vehicle 1,034,789
WC-10002 Wastewater Collection System Rehabilitation/Augmentation Project 23 Wastewater Collection 758,010
WC-11000 Wastewater Collection System Rehabilitation/Augmentation Project 24 Wastewater Collection (90,474)
WC-12001 Wastewater Collection System Rehabilitation/Augmentation Project 25 Wastewater Collection (80,641)
WC-13001 Wastewater Collection System Rehabilitation/Augmentation Project 26 Wastewater Collection (66,657)
WC-14001 Wastewater Collection System Rehabilitation/Augmentation Project 27 Wastewater Collection (51,716)
WC-80020 Sewer System, Customer Connections Wastewater Collection (97,952)
WQ-10001 Plant Master Plan Wastewater Treatment (66,000)
WQ-14001 Dewatering and Loadout Facility Wastewater Treatment (2,301,219)
WQ-04011 Facility Condition Assessment Wastewater Treatment (19,937)
WS-02014 Water, Gas, Wastewater Utility GIS Data Water (9,500)
WS-07000 Water Regulation System Improvements Water 785,585
WS-08001 Water Reservior Coating Improvements Water 2,160,306
WS-08002 Emergency Water Supply Project Water (6,919)
WS-09000 Seismic Water System Upgrades Water 3,501,875
WS-11000 Water Main Replacement - Project 25 Water (282,944)
WS-11003 Water Distribution System Improvements Water (49,710)
WS-11004 Water System Supply Improvements Water (110,352)
WS-12001 Water Main Replacement - Project 26 Water 27,995
WS-13004 Asset Management Mobile Deployment Water (1,652)
WS-15004 Water System Master Plan Water (1,001)
WS-80014 Water Service Hydrant Replacement Water 1,789
WS-80015 Water Meters Water (20,471)
Total- All Funds 11,280,855
1
Ordinance No. XXXX
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AUTHORIZING THE REAPPROPRIATION OF FISCAL YEAR 2015
FUNDS TO FISCAL YEAR 2016
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 and as set forth in Section 2.28.070 of the Palo Alto Municipal Code, the
Council on June 16, 2014 did adopt a budget for Fiscal Year 2015; and
B. Fiscal Year 2015 has ended and the financial results, although subject to audit
adjustment, are now available.
C. The Administrative Services Director certifies that sufficient funds are
available in Fiscal Year 2015 in applicable funds to be reappropriated to Fiscal Year 2016.
SECTION 2. The Council hereby re-appropriates Fiscal Year 2015
appropriations in certain departments and categories, as shown in Attachment A for the
operating budget and Attachment B for the capital budget, which were not encumbered
by purchase order or contract, into the Fiscal Year 2016 budget.
SECTION 3. The Fiscal Year 2016 General Fund Budget Stabilization Reserve is
hereby decreased by the sum of One Million Seven Hundred Thousand Eighty One
Dollars ($1,700,081) as described in Attachment A.
SECTION 4. The Fiscal Year 2016 Airport Reserve is hereby decreased by the sum
of Forty Thousand Nine Hundred Eighty Seven Dollars ($40,987) as described in
Attachment A and decreased by the sum of Thirty Four Thousand Three Hundred Fifty
Nine ($34,359) as described in Attachment B.
SECTION 5. The Fiscal Year 2016 Electric Distribution Rate Stabilization
Reserve is hereby decreased by the sum of Seven Hundred Three Thousand Seven
Hundred Forty One Dollars ($703,741) as described in Attachment B.
SECTION 6. The Fiscal Year 2016 Residential Housing In-Lieu Fund is hereby
decreased by the sum of One Million Nine Hundred Seventy Five Thousand Dollars
($1,975,000) as described in Attachment A.
Attachment C
2
SECTION 7. The Fiscal Year 2016 Fiber Optics Rate Stabilization Reserve is
hereby decreased by the sum of Thirty Five Thousand Three Hundred Nineteen Dollars
($35,319) as described in Attachment B.
SECTION 8. The Fiscal Year 2016 Gas Distribution Rate Stabilization Reserve is
hereby increased by the sum of Two Hundred Forty Five Thousand Seven Hundred
Twenty Seven Dollars ($245,727) as described in Attachment B.
SECTION 9. The Fiscal Year 2016 Storm Drainage Rate Stabilization Reserve is
hereby decreased by the sum of Fifty Five Thousand Seven Hundred Ten Dollars
($55,710) as described in Attachment A and increased by the sum of Forty Thousand Six
Hundred Six Dollars ($40,606) as described in Attachment B for a net decrease to the
reserve of Fifteen Thousand One Hundred Four Dollars ($15,104).
SECTION 10. The Fiscal Year 2016 Technology Fund is hereby decreased by the
sum of One Hundred Ninety-seven Thousand Five Hundred Dollars ($197,500) as
described in Attachment A and decreased by the sum of Six Hundred Forty One
Thousand Four Hundred Twenty Two Dollars ($641,422) as describe by Attachment B.
SECTION 11. The Fiscal Year 2016 Wastewater Collection Rate Stabilization
Reserve is hereby decreased by the sum of Three Hundred Seventy Thousand Five
Hundred Seventy Dollars ($370,570) as described in Attachment B.
SECTION 12. The Fiscal Year 2016 Wastewater Treatment Rate Stabilization
Reserve is hereby increased by the sum of Two Million Three Hundred Eighty Seven
Thousand One Hundred Fifty Six Dollars ($2,387,156) as described in Attachment B.
SECTION 13. The Fiscal Year 2016 Water Rate Stabilization Reserve is hereby
decreased by the sum of Four Hundred Thousand Dollars ($400,000) as described in
Attachment A and decreased by the sum of Five Million Nine Hundred Ninety Nine
Thousand and One Dollars ($5,995,001) as described by Attachment B.
SECTION 14. The Fiscal Year 2016 Vehicle Replacement and Maintenance Fund
Reserve is hereby decreased by the sum of One Million Seventy Four Thousand Five
Hundred Eleven Dollars ($1,074,511) as described in Attachment B.
SECTION 15. The Capital Projects Fund Reserve is hereby decreased by the sum
of Five Million, Ninety Nine Thousand Four Hundred Twenty One Dollars ($5,099,421) as
described in Attachment B.
SECTION 16. As provided in Section 2.04.330 of the Palo Alto Municipal Code,
this ordinance shall become effective upon adoption.
SECTION 17. The Council of the City of Palo Alto hereby finds that this is not a
Attachment C
3
project under the California Environmental Quality Act and, therefore, no environmental
impact assessment is necessary.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:
________________________ ____________________________
City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
________________________ ____________________________
City Attorney City Manager
____________________________
Director of Administrative Service
Attachment C