HomeMy WebLinkAboutStaff Report 14459
City of Palo Alto (ID # 14459)
Finance Committee Staff Report
Meeting Date: 5/24/2022 Report Type: Action Items
City of Palo Alto Page 1
Title: Discussion on the Fiscal Year (FY) 2023 Budget Wrap -Up and
Recommended FY 2023 Budget including the FY 2023 Municipal Fee Schedule
for City Council Adoption
From: City Manager
Lead Department: Administrative Services
Recommendation
Staff recommends that the Finance Committee:
1. Review and discuss:
a. Additional information provided as requested by the Committee or at staff’s
behest;
b. Summary of current budget adjustments to the Fiscal Year 2023 Proposed
Operating and Capital Budgets and Municipal Fee S chedule in alignment with the
work completed by the Committee May 10, and 11, 2022; and
2. Recommend to the City Council:
a. Adoption of the FY 2023 Operating and Capital Budgets and Municipal Fee
Schedule, amended by the actions outlined in this report and app roved in the
wrap-up discussion,
b. Approve the FY 2023-2027 Capital Improvement Plan, amended by the actions
outlined in this report and approved in the wrap -up discussion.
Executive Summary
At the conclusion of the May 24, 2022 Budget Wrap -up discussion with the Finance Committee,
the Committee is ultimately tasked with providing a recommendation of adjustments to the FY
2023 Proposed Operating and Capital Budgets and Municipal Fee Schedule for the City Council
consideration and adoption scheduled for June 20, 2022. After significant deliberations over the
month of May, staff have consolidated all actions in this memorandum for ease of the
Committee’s final review including:
1. Adjustments tentatively approved by the Finance Committee
2. Finance Committee “parking lot” items for further discussion;
3. Additional staff recommended adjustments;
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4. Additional information provided at the request of the Finance Committee or at staff’s
behest; and
5. Summary of Finance Committee review of FY 2022 Proposed Budget
Below is a summary table showing all the changes recommended . These changes are
recommended to amend the original Proposed Budgets issued April 29, 2022. The chart is split
into two columns to show the net cost impact to the General Fund and All Funds (which
includes the General Fund). In addition, there are three items at the bottom of the chart that
the Finance Committee put in the parking lot for further discussion as part of the wrap -up
meeting. The dollar amounts for these items are associated with previous fund ing or the
amounts in the proposed document, but are only displayed for reference at this point. More
information and further descriptions for the parking lot items and recommended changes are
outlined in this memorandum for reference.
Adjustments to FY 2023 Proposed Budget General Fund
FY 2023 Net
Cost
All Funds
FY 2023 Net
Cost
University Avenue Valet Funding - (290,000)
National Citizen Survey - -
Performing Arts Seating Replacement (AC- 18000) Lucie
Stern
- 50,000
Barron Park Alley (Cypress Lane) 18,000 18,000
General Fund Transfer to the Public Art Fund 14,000 -
Utilities Position Addition - 276,000
Utilities Water Rate and Corresponding Adjustments (87,000) 3,176,000
Utilities Fiber CPI Revenue Adjustment - 96,000
Utilities Position Technical Correction - -
Ramos Park - 300,000
Substation Physical Security Project - 2,200,000
Additional Capital Improvement Program FY 2022
Reappropriations to FY 2023 as of May 2022
-
25,454,000
Total (55,000) 31,280,000
Parking Lot Items for Further Discussion
Downtown Housing Plan Grant Recognition and General
Fund Support
(150,000) (150,000)
Youth Connectedness Initiative (YCI) 50,000 50,000
United Nations Association Film Festival (UNAFF) 10,000 10,000
1. ADJUSTMENTS TENTATIVELY APPROVED BY THE FINANCE COMMITTEE
During the deliberations with the Finance Committee on May 10 and 11, the Committee
reviewed the FY 2023 Operating Budget, Capital Budget, and Municipal Fee Schedule. The FY
2023 Budget reflects continued cautious optimism, consistent with the conservative financial
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assumptions used to develop the FY 2022 Adopted Budget. This budget recommends ongoing
reinvestments for urgent, critical needs for health, safety, and prior council direction ($2.6
million, including $1 million for Project Homekey) and also recommends approximately $4
million in reinvestment in services previously reduced with the use of one-time funds, American
Rescue Plan Act (ARPA) funding and major tax revenues expected to exceed budgeted
estimates by approximately $14 million in FY 2022. These one-time funds are recommended to
assist in the restoration of services for a two-year period (through FY 2024). This approach
allows the City to continue its ambitious plans to rebuild community services; however, to
sustain these reinvestments beyond the limited term, ongoing revenues will be needed. The
potential revenue ballot measure to affirm the current transfer of natural gas proceeds would
provide the required ongoing funding needed to sustain these reinvestments in servic es.
As part of their review, the Finance Committee tentatively approved two adjustments to the
Proposed FY 2023 Budget as described below:
University Avenue Valet Funding
At the May 11 meeting, the Finance Committee tentatively approved the elimination o f FY 2023
funding of $289,972 for the Parking Attendant Program in the University Avenue Parking Permit
Fund (Special Revenue Fund). Valet programs are typically in use at Lots R, CC, CW, and S during
peak usage as a method to increase garage capacity. As parking demand and revenue have
been reduced compared to pre-pandemic levels, this expenditure will be eliminated during FY
2023 and staff will re-evaluate funding needs as part of the FY 2024 budget development.
National Citizen Survey (NCS)
At the May 11 meeting, the Finance Committee tentatively approved to restore $30,000 in
funding to conduct the NCS on an annual basis. In FY 2021, the NCS was transitioned from the
City Auditor to the City Manager’s Office, and as a cost -saving measure was reduced to being
conducted on a biannual basis during odd numbered Fiscal Years. Most departments include
NCS survey results as part of performance metrics and the reinstatement of annual surveys will
enable the City to receive community feedback more frequently. Fun ding is currently budgeted
for the NCS in FY 2023 and this adjustment will not impact the current budget; however,
funding will be included annually beginning in FY 2024.
2. FINANCE COMMITTEE “PARKING LOT” ITEMS FOR FURTHER DISCUSSION
During budget hearings, the Finance Committee moved items to the ‘Parking Lot’ for further
discussion at a future meeting. This section outlines those items and provides additional
information requested by the Finance Committee and/or provided at staff’s behest regarding
the items in the parking lot.
Youth Community Services (YCS) Youth Connectedness Initiative (YCI) and United Nations
Association Film Festival (UNAFF)
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At the May 11 meeting, the Finance Committee discussed potential funding for YCS/YCI and
UNAFF programs. In prior years, the YCS/YCI program has been funded annually at $50,000 to
supplement the City’s teen mental health services. The Finance Committee also discussed
potential funding for the UNAFF program. In prior years, this has been funded at an estimated
cost of $10,000 annually using the City Manager’s or Special Events Contingency Reserves and
waived rental costs at City facilities. Additionally, the Committee considered recommending
that Council discuss whether to channel these funding requests into the City’s current non-
profit grant application and funding policy and process. The City’s current mechanism for
funding non-profits is though the Human Services Resource Allocation Process (HSRAP), which
occurs biennially. This process involves the City’s Human Relations Committee conducting a
competitive Request for Proposal Process and is overseen by the City’s Purchasing Department.
The process considers the merits of each applicant based on its alignment with the City’s
Human Services Needs Assessment and other factors such as its impact to the community and
amount of funding correlated to the programs being provided. The Committee then passes on
their funding recommendations to the City Council for final approval.
Downtown Housing Plan Grant Recognition and General Fund Support
At the April 18 Council meeting (CMR 14119), Council directed staff to return with this item as a
proposal in the FY 2023 Proposed Budget. During the May 11 Finance Committee meeting, the
Committee tentatively approved the Planning and Development Services Department budget
but placed the Downtown Housing Plan Grant budget proposal in the Parking Lot for further
discussion. The current proposal recognizes and appropriates the award of $800,000 in grant
funding from the Metropolitan Transpiration Commission (MTC) and appropriates an additional
$600,000 from the City’s General Fund ($150,000 annually for the next four fiscal years) to
prepare a Downtown Housing Plan. The plan will focus on identifying and proposing strategies
to address constraints to housing production, including affordable housing, in the Downtown
area. Preparation of the plan is consistent with policies from the City’s Comprehensive Plan.
The plan would be prepared by a consulting firm(s) and services would include design and
development of the plan for presentation to Council, community outreach, and project
management services. The City is currently in the procurement process of selecting a firm for
drafting the plan, and would have a separate procurement process for selecting a project
manager. As part of finance deliberations, the Fin ance Committee considered deferring this
action until the staff has the capacity to be more directly involved with the development of the
plan due to the unique aspects of the Downtown area and the lack of familiarity that outside
firms may have. Deferral of the plan would reallocate the grant funding to another jurisdiction
and potentially reduce the City’s ability to produce additional housing units to support the goals
and policies of the current Housing Element or its successor until a plan is completed .
3. ADDITIONAL STAFF RECOMMENDED ADJUSTMENTS
In addition to the tentative adjustments outlined by the Finance Committee, staff recommends
adjustments for several items requiring technical corrections to align the budget with
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anticipated activity levels and changes that occurred following the release of the FY 2023
budget:
Long-Range Financial Plan for all Major Funds
As part of the updated requirements for the Government Finance Officers Association (GFOA)
best practices as reflected in annual budget award criteria, it is recommended that jurisdictions
include long-range financial plans with at least two years projected beyond the planned budget
year for all major funds. Major funds are defined as any budgeted funds that have annual
revenues or expenses of more than 10% of the operating budget. Based on the Proposed FY
2023 Citywide expense budget of $934.2 million, funds with more than $93 million in expenses
or revenues would need to be included. This would include the General Fund, the E lectric Fund,
and the Wastewater Treatment Fund. In order to display this in the City’s budget document,
staff is recommending including a section in the annual Operating Budget with Source
(revenues and transfers into the fund) and Use (expenditures and t ransfers out of the fund)
statements for major funds. These statements will show point in time information, based on
the FY 2023 Adopted Budget and future year estimates based on current information. These
numbers can and will change as part of future year budget development processes; however,
staff will be able to use these statements to explain changes from what was previously planned
in a fiscal year to what is being proposed as the budget for that fiscal year. It should be noted,
that similar to the review of the five-year Capital Improvement Plan, the future year numbers
beyond FY 2023 on these statements are only for planning purposes and when adopting the
Budget, the Council is only adopting the next fiscal year, FY 2023. An example Source and Use
Statement for each of the three funds can be seen in Attachment A.
SPECIAL REVENUE FUNDS
General Fund Transfer to the Public Art Fund
The Public Art Fund was created in FY 2014 to support the City’s Public Art Program. As Public
Art expenses have increased, the FY 2023 transfer from the General Fund to the Public Art Fund
is recommended to increase by $14,000 from $170,000 to $184,000. This will keep the fund in
compliance with requirements that limit the administration expenses that are funded through
fees (ordinance 5226).
ENTERPRISE FUNDS
Utilities Position Addition
As part of the May 11 meeting with the Finance Committee, the Utilities Department presented
an at places memo to recommend adding a 1.0 FTE Principal Utilities Program Manager to the
FY 2023 Budget. This recommendation would create a new classification to provide high level
strategic management support across multiple Utilities divisions (Engineering, Operations,
Resource Management, Customer Support), and collaborate with other City departments (City
Manager, Office of Sustainability, Development Services, Transportation, Public Works) on
citywide initiatives such as the Sustainability and Climate Action Plan (S/CAP). The Human
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Resources Department approves this new Utilities classification in concept; however, any new
job classification requires completion of appropriate review, including any potential discussions
with bargaining groups. The position will be funded across the Electric, Gas, and Water Funds
with a total salaries and benefits cost of approximately $275,000. The Finance Committee
approved the addition of this position as part of their vote to tentatively approve the Utilities
Department Operating Budget (passed 3-0).
Utilities Water Rate and Corresponding Adjustments
On May 10, 2022 the San Francisco Public Utilities Commission (SFPUC) approved a wholesale
water commodity rate increase of 15.9%, which will be passed through to Palo Alto water utility
customers. FY 2023 is the first year the Water fund commodity pass through costs are being
implemented since SFPUC’s water supply rates remained flat from FY 2017 through FY 2022.
SFPUC is increasing rates due to drought related water restrictions and increasing debt service
for major capital projects on the Hetch Hetchy Regional Water System. This results in an 8.9%
systemwide average rate increase for water, comprised of the 4% distribution rate increase plus
a water commodity pass-through rate increase. The Water Utility’s reserves will be used to
smooth rate increases over several years. Adjustments to the FY 2023 Proposed budget are
recommended to align anticipated revenues and expenses to reflect SFPUC’s 15.9% commodity
rate increase. Prior to the May 10th meeting, SFPUC provided a range of increase estimated
between 15.1% and 25.1%. To mitigate commodity cost impact to City customers including the
General Fund, staff assumed the most conservative scenario for water revenues and
corresponding charges by modeling a 25.1% rate increase. Due to lower than modeled
commodity rate increase, water revenues and corresponding charges will decrease by $1.7
million from the FY 2023 Proposed amount of $49.6 to $47.9 million, which results in an
approximately $87,000 expense reduction in the General Fund, $90,000 across all funds. For
the FY 2023 Proposed commodity budget, staff maintained a relatively flat ex pense level given
the uncertainty and wide range of proposed increases. With SFPUC’s approved 15.9% rate
increase, water commodity purchases will increase by $1.5 million from the FY 2023 Proposed
amount of $21.8 to $23.3 million to reflect the wholesale rate increase.
Utilities Fiber CPI Revenue Adjustment
Fiber revenues are recommended to decrease by $0.1 million in FY 2023 from $3.7 to $3.6
million in alignment with the anticipated revenues from Dark Fiber Licensing Services on the
EDF-1 Rate Schedule increase based on the annual Consumer Price Index (CPI) of 4.2%.
Commercial fiber optic fees charged under the EDF-1 Rate Schedule are adjusted annually in
accordance with the CPI, which is published by the United States Bureau of Labor Statistics. This
adjustment also includes a technical correction to remove revenue from industrial fiber
customers, as there are no longer customers in this category.
Utilities Position Technical Correction
A technical correction to the Electric Operations Technologist S taff Reclassification adjustment
performed in the FY 2023 Proposed book is recommended. This correction reallocates FTE in
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the correct cost centers and results in a 0.49 FTE and $90,000 decrease to the Water Fund with
a commensurate 0.49 FTE and $90,000 increase in the Gas Fund.
CAPITAL IMPROVEMENT PROGRAM (CIP) PLAN
Capital Project Reappropriations
The Municipal Code requires City Council authorization to reappropriate fund for capital
projects from one year to the next. These amounts are assessed in ea rly spring to develop the
FY 2022 Proposed budget and as an amendment to the proposed budget once more refined
estimates are available. These adjustments do not change the overall funding levels and “true -
up” the budget to the fiscal year that activity is anticipated to occur; projects experiencing
delays in the current year will have funding increased and available at the onset of FY 2023 and
projects with higher than anticipated expenditure levels in the current year will have funding
reduced in FY 2023. Departments have refined current year estimates and staff recommends a
total of $83.6 million to be reappropriated from FY 2022 to FY 2023 across all funds, a $27.6
million increase from the $56.0 million in the Proposed Budget. This re-review of projects
results in an increase to the FY 2023 Capital Improvement Fund Budget by $6.0 million, from
$27.3 million to $33.3 million. These amounts supersede the reappropriations presented to the
Finance Committee at the May 10 at places memo and a detailed presentation of adjustments
will be included in the FY 2023 Budget Adoption staff report, tentatively scheduled for City
Council review on June 20, 2022. A summary of these adjustments is presented in Attachment
B.
Ramos Park (PG-14000) – The design for this project is complete and the Community Services
Department anticipates bidding this project in Summer 2022. Funding for this project has been
diminished in prior years through administrative charges, so staff recommends adjusting this
project in FY 2023 to fund the award of the project. The amount of this adjustment is $300,000
and the funding will be reimbursed from the Capital Improvement Fund Administration project
(AS-10000), so the Infrastructure Reserve will not be impacted by this action.
Substation Physical Security (EL-16003) – This action increases the Substation Physical Security
Project (EL-16003) by $2.2 million in FY 2023 from the proposed level of $2.2 million to $4.4
million. The $2.2 million is comprised of $1.1 million reappropriated from FY 20 22 and $1.1
million from year-end savings in various projects within the Electric fund which were
reprioritized and deferred due to staffing shortages ($0.5 million Substation Breaker
Replacement EL-17002; $0.6 million Facility Relocation for Caltrain Modernization Project EL-
17007). The resulting $4.4 million budget in FY 2023 for EL -16003 will cover the estimated costs
and related staffing expenses to install security walls, perimeter lighting and cameras at all nine
Electric Substations.
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Stormwater Management Oversight Committee Review of the FY 2023 Stormwater
Management Fund Budget
On April 7, 2022, the Stormwater Management Oversight Committee met to discuss the Fiscal
Year 2023 proposed Stormwater Management Fund budget and compared it with the
provisions of the Storm Water Management Fee approved by Palo Alto property owners in
2017. The Committee concurred that funding generated by the Storm Water Management Fee
will be applied solely to fund the capital improvement projects, green stormwater
infrastructure projects, innovative stormwater projects, enhanced maintenance of storm drain
system, and storm water quality protection programs specified for implementation in the ballot
measure in Fiscal Year 2023. The Committee submitted a letter (Attachment C) for the Finance
Committee and City Council’s review.
Planning and Transportation Commission Review of the New Projects in the 2023‐2027 Capital
Improvement Plan
On May 11, 2022, the Planning and Transportation Commission (PTC) reviewed the 12 new
projects in the 2023‐2027 Capital Improvement Plan for each of the project’s compliance with
the City’s 2030 Comprehensive Plan. The Commission determined that all 12 projects are in
compliance with the Comprehensive Plan and submitted a Letter of Conforman ce (Attachment
D) for the Finance Committee and the City Council’s review. The PTC also recommended the
following adjustments to the Fire Training Center (FD-24000) 1) include funding in FY 2023,
instead of FY 2024, for the feasibility study for this project, and 2) consider expanding the
budget to include funding for adequate temporary training facilities for fire personnel until the
new training facility is completed.
Fire Training Center (FD-24000)
Staff from the Fire and Public Works Departments have reviewed the PTC letter with regard to
the Fire Training Center (FD-24000) capital project and recommend keeping the funding for the
feasibility study in FY 2024 due to workload availability already at capacity with other
programmed capital projects in FY 2023. The Fire Department is currently evaluating additional
needs for training, beyond the capacity of the temporary training trailer and the current
training center on the Stanford campus, while FD -24000 is being designed and constructed. At
this time, the Department is estimating that additional overtime funding may be required to
send personnel to more specialized training outside the City; however, the cost is not fully
defined. The Department estimates the cost may be in the range of $0.3 million to $0.5 million
per year and will return as part of the FY 2023 Mid-Year Budget Review to increase funding in
FY 2023 if needed. This funding will also be added to the FY 2024 Budget through FY 2026 as
part of the FY 2024 Budget process.
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3. ADDITIONAL INFORMATION AT THE REQUEST OF THE FINANCE COMMITTEE OR AT
STAFF’S BEHEST
During budget deliberations, the Finance Committee requested a more in-depth review of
summary information or topics not currently included in the FY 2023 Proposed Budget. This
section outlines those items and provides additional information. Staff has noted these items
for the Finance Committee consideration to recommend to the City Council as potential
referrals to staff.
City Auditor’s Office Key Performance Measures
The Office of the City Auditor currently tracks multiple key performance metrics, including the
number and progress of hotline reports and the progress of implementation of corrective
actions in response to audit recommendations. These metrics are reported in quarterly report s
as well as in the annual report. In the coming year, the Office of the City Auditor will report on
additional metrics related to the completion of audit activities and work with the Policy and
Services Committee to identify additional metrics. Several proposed Key Performance Measures
for the City Auditor’s Office being considered for the budget document are:
• Percentage of Planned Activities Completed
• Number of correction actions completed in a timely manner
• ‘Customer’ satisfaction based on a survey of the Executive Leadership Team
Plan for Lucie Stern Theater Seating Replacement
Funding in the Performing Arts Venues Seat Replacement (AC-18000) project in FY 2022 ($0.4
million) will be used to award a contract to repair the seats at the Children’s Theate r; however,
there will not be enough funding to complete repairs at the Lucie Stern Theater. Bids were
received for work at the Children’s Theater in May 2022 and based on the estimated work at
the Lucie Stern Theater, Staff recommends adding funding of $0 .7 million to AC-18000 to
replace the seats at the Lucie Stern Theater. Damages to the seats at the Lucie Stern
Community Center include: broken springs, loose and missing screws, ripped and stained
upholstery, and missing seat numbers. In addition, broke n seat mechanisms are limiting
accessibility and the replacement seating will also incorporate a more modern ADA compliance
design. The additional funding will program $50,000 in FY 2023 for design work at the Lucie
Stern Community Center and $650,000 in FY 2024 to complete construction.
Overall Plan, Status, and Next Steps for the Bike and Pedestrian Project
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Work is underway for improvements to the street network and bicycle and pedestrian
infrastructure in alignment with the 2012 Bicycle and Pedestrian Transportation Plan (BPTP) as
resources allow. Some BPTP projects are funded via the Bicycle and Pedestrian Transportation
Plan Implementation capital project (PL-04010) while others have been pulled out into their
own capital projects or are funded out of the Safe Routes to School project (PL-00026) where
appropriate.
Recent accomplishments include:
▪ Charleston-Arastradero Road Corridor Project in final construction phase (PE -13011)
▪ Highway 101 Pedestrian and Bicycle Overcrossing connecting Adobe Creek Reach Trail
(PE-11011)
▪ N. California Avenue (PL-04010), Homer (PL-04010), and Los Robles Enhanced Bikeways
(PL-04010)
▪ Ross, Louis, and Moreno Bicycle Boulevards (PL-04010)
▪ Various Locations:
o Trail access improvements (PL-04010)
o Enhanced bikeways (PL-04010)
o Intersection spot improvements (PL-12000, PL-05030, PL-00026, PL-04010)
o Bike rack installations (PL-04010)
Initiated projects include:
▪ Newell Road Bridge Crossing engineering phase, design in progress (PE-12011)
▪ Churchill Avenue engineering, design in progress (PL-14000) and South Palo Alto
Enhanced Bikeways concept, ongoing (PL-0026)
▪ Geng Road Trail (Bay Trail) Widening/Repaving partially completed through a project
managed outside the City
▪ Castilleja-Park-Wilkie and Bryant Street Bicycle Boulevards, partially completed (PL-
04010)
▪ El Camino Real/Embarcadero Intersection Improvement; engineering, paused due to
grade separation planning. Staff is reviewing near-term options east of Alma Street (PL-
15001).
Via the upcoming Bicycle and Pedestrian Plan update, staff will engage the community to re-
evaluate and prioritize future bicycle and pedestrian projects, including 2012 BPTP projects not
yet initiated and the paused Neighborhood Traffic Safety and Bicycle Boulevard Project
(NTSBB). Work will continue with the Pedestrian and Bicycle Advisory Committee, City/School
Transportation Safety Committee, and Planning and Transportation Commission to recommend
prioritization of BPTP projects.
Cumulative investments made in Grade Separation to date
To date, the cumulate investment for the Grade Separation (tracking through the Rail Grade
Separation capital project PL-17001) is $4.6 million. Costs date back to FY 2017 with Mott
McDonald and AECOM contracts included. Associated funding has been used to:
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▪ Identify and recommend alternatives for consideration at four at-grade separation
locations
▪ Prepare conceptual plans for various alternatives for grade separation
▪ Perform data collection and conduct studies needed to determine the major impacts at
this preliminary evaluation
▪ Community engagement and Outreach efforts in providing information to community
▪ Support Technical and Advisory Groups such as Expanded Community Advisory Panel
(XCAP)
This project is essential to support the City Council work related to a prior Council priority to
determine a preferred method for rail grade separation in Palo Alto. It provides engineering
support, circulation studies, community engagement efforts, and other subsequent tasks
needed to advance the City’s goal of grade separating railroad crossings. This project changes
four rail grade crossings and is estimated to exceed $1 billion, potentially representing the
largest public works project the City has ever undertaken.
Barron Park Alley (Cypress Lane) Cost Estimate and Strategy to Explore Ownership
Following Finance Committee direction, staff researched the ownership history of Cypress Lane
(i.e., the alley behind Barron Park). Cypress Lane is located in the Barron Park subdivision and
was annexed from the County of Santa Clara in the 1970s (see map in Attachment E, area
marked “Lane”). Subdivision maps from 1925 – 1937 indicate that the former owners had
unsuccessfully attempted to dedicate the land to the County for public use.
Staff had engaged North American Title Company (now Do ma Holdings, Inc.) in 2002 and First
American Title Insurance Company in 2009 to assist with determining ownership of Cypress
Lane. Both title companies similarly concluded that fee title to Cypress Lane is held by the
adjoining property owners. Staff has since reached out to both title companies for further
clarification and assistance to determine actual ownership. This project can be broken out into
three steps: 1) Confirm current ownership of Cypress Lane; 2) based on the findings in step 1,
determine how the City could take ownership of Cypress Lane; and 3) if the City takes
ownership of the property, repair and maintain Cypress Lane. At this time, if the Committee
wishes to recommend this project proceed, at minimum, increasing funding in the
Administrative Services Department Real Estate Division by $18,000 for staffing and consultant
resources is needed for step 1 of the project. Staff could then return with the results of step 1
and recommend necessary actions and funding needs to continue with steps 2 and 3 if desired,
during FY 2023.
Summary of Capital Projects Transitioned from the I.T. Capital Budget to Operating Budget, and
Top I.T. Department Software Expenditures
As technology continues to move toward a software as a service (SaaS) or subscrip tion-based
model, expenses are typically considered as operating expenses rather than capital expenses.
More and more frequently, organizations are moving to an operating expenditure model rather
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than a capital one, as capital expenses are generally reserved for static investments while
operating expenses are intended for fluctuating costs that can be scaled as necessary. This is
the case for most of the City’s information technology processes now . A few examples of
services moving from capital to operating are the City’s enterprise resource planning (ERP)
software, Amazon Web Services (AWS), laptop replacements, and network infrastructure (e.g.,
switches, hubs and, wireless access points). See Attachment F for a listing of significant
contract/consultant expenditures from FY 2020 – 2022.
Sustainability/Climate Action Plan (S/CAP) Overview and Staffing Requests
As discussed during the Finance Committee’s budget hearing on May 10, the S/CAP review was
an overlay of budget items included within individual departments’ budgets but was presented
separately to reflect the cross-departmental nature of the S/CAP effort and its status as one of
the 2022 Council Priorities. The review included new positions approved by Council during the
FY 2022 Mid-year, and new positions and resources recommended in the Proposed FY 2023
Budget. For the June 20 Budget Adoption item, staff will include an overview of the functional
areas involved in implementing the electrification efforts needed to support the 80 percent
greenhouse gas reduction by 2030 goal, and how the staffing and other resources
recommended in the FY 2023 budget support these areas and the goal.
Reserve: Supplemental Pension Trust Fund Contributions
This $1.3 million reserve sets aside six months of funding to phase-in a reduction of the
assumed rate of return, from 6.2 percent to 5.3 percent, for supplemental contributions to the
City’s Section 115 Pension Trust Fund (“Pension Trust”). This action more closely aligns the rate
of return with the recent CalPERS Asset Liability Management (ALM) study, which includes a
survey of external asset managers and consultants to gain expert projections on expected
market returns. In the most recent ALM study completed in November 2021, the median
expected returns of survey participants were 5.3 percent (10-year) to 6.2 percent (20-year)1. It
is important to note that the Pension Policy (CMR 11722) does not require realignment of this
rate based on market returns, or other external factors. However, a lower discount rate aligns
with the policy's intent to fund pensions at a rate that more closely reflects market projections.
The City has engaged in extensive conversations to address the cost of current and forecasted
pension benefits, including strategies to pre-fund long-term pension obligations. As part of
pension funding guidelines in September 2018, the Finance Committee directed the use of a 6.2
percent rate of return for financial planning purposes (CMR 9604). This rate was consistent with
CalPERS investment consultant (Wilshire Associates) 10-year projection as of November 2016.
Wilshire continues to provide pension consultancy services to CalPERS and participates in
survey responses included in the ALM study.
All Funds “Catch-up” Pension Contribution (one-time)
1 CalPERS ALM Quarterly Webinar, August 03.2021 (slide 26) - https://www.calpers.ca.gov/docs/alm-quarterly-
webinar-08-03-2021.pdf
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This one-time action transfers $550,000 from other funds (Enterprise, Internal Service, and
Special Revenue Funds) to the General Benefits Fund for supplemental contributions to the
City’s Pension Trust. In FY 2022, the City Council approved an additional $1.0 million
contribution to the Pension Trust from the General Fund Budget Stabilization Reserve (BSR)
(CMR 13801). Through FY 2022, the City will have made $41.3 million in principal contributions
to the Pension Trust (Approximately 65 percent from the General Fund). This one-time "catch-
up" aligns contributions from other funds at levels consistent with the General Fund, ensuring
consistent contribution levels across all funds.
Discount Rate Assumptions – Pensions and Other Post-Employment Benefits (OPEB)
The discount rate assumption reflects the assumed real rate of return and annual price
inflation, currently 4.50 percent and 2.50 percent, respectively, for the City’s pension plans.
Therefore, changes to these assumptions or actuarial experience that vary from anticipated will
impact the overall fund status and unfunded liability. A sensitivity analysis for price inflation is
included in the most recent June 30, 2020 CalPERS Annual Valuat ion, presented in the tables
below (CMR 13440).
Sensitivity to the Price Inflation Assumption (Miscellaneous Group)
Sensitivity to the Price Inflation Assumption (Safety Group)
Actuarial assumptions for the most recent June 30, 2019 OPEB bi-annual valuation report
include a real rate of return and annual price inflation of 4.00 percent and 2.75 percent,
respectively (CMR 11284). At the time of FY 2023 Proposed Budget development, an updated
valuation for the period ending June 30, 2021 had not yet been finalized. Staff anticipates
returning to the Finance Committee in June 2022 to provide an update on the fund’s status as
of June 30, 2021 for use in FY 2023 and FY 2024 budget development.
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Update on Website Search and Future Plans for Document Search
During the budget hearing deliberations, the Finance Committee asked questions about the
City’s new website specifically related to the search function and future plans for document
search capacity. The following provides a brief update on these two focus areas.
Web Search Functionality – The City Manager’s Office, in collaboration with the Information
Technology Department, manage the City’s official website and related sites locat ed at
www.cityofpaloalto.org and www.paloaltozoo.org. Over the last three years, a Citywide effort
was implemented to migrate the City’s existing webpages to a new o nline platform. This
cumulated in the Spring of 2021 launch of a new website focused on several improvements
such as new design, robust search including new ‘search near’ map, and online web forms. This
involved migrating over an estimated 3,900 pages and 90,000 documents and adding over
1,600 new pages. The new website transition included a seven-month training period that took
place in the middle of the COVID-19 pandemic.
Over the past year, a web team of contributors from each of the City’s twelve depa rtments, City
Auditor’s Office, City Attorney’s Office, City Clerk’s Office, and City Manager’s Office, have
maintained and continue to update existing pages. This work is ongoing and includes ensuring
search optimization. The City is actively focused on e nsuring the search functionality is as
robust as possible. Weekly reports on website search terms are used to reinforce and improve
search results. In addition, the City Manager’s Office is evaluating other resources to audit the
search function which will be used to support enhanced search elements and complement
current staff work on this effort.
Document Retention System & Search – The City Clerk’s Office is in the final stages of
implementing an online document management system for the City’s legislative records that
includes a robust search capability allowing key word searches of documents, and the
application of filters for search criteria such as document type, board name and date.
Additionally, on May 16, 2022, the City Council approved a contract for a new Agenda
Management System which will further enhance access to City records. The City Clerk, City
Information Officer, and Chief Communications Officer are working together on ensuring that
these tools are available on the City’s website in a w ay that offers the best approaches for the
public to search City Council agenda materials, City Boards, Commissions, and Committees
meeting materials, and legislative documents like ordinances, resolutions, meeting minutes,
and contracts. The City Clerk anticipates both the record management system and the agenda
management system to launch this summer for public access. Information will be shared with
the public through the City’s communications channels when these options become available.
4. SUMMARY OF FINANCE COMMITTEE REVIEW OF FY 2023 PROPOSED BUDGET
(ACTIONS & REFERENCES)
Action Minutes to the Finance Committee Hearings can be found on the City’s webpage here:
https://www.cityofpaloalto.org/Departments/City-Clerk/City-Council-Standing-
Committees/Finance-Committee. In addition, throughout the Finance Committee Budget
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Hearings, various memoranda were distributed “At Places” in order to respond to inquiries
made by the Committee or provide additional pertinent information at staff’s behest. In
addition, summary presentations were given at each hearing providing high level overviews of
each item. Specific meetings and reference links to materials are outlined below.
May 2, 2022 City Council Meeting
Action Minutes:
• https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-
minutes/city-council-agendas-minutes/2022/20220502/20220502amccsm.pdf
Presentations:
• FY 2023 Proposed Budget Overview
https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/item-
presentations/2022/20220502/20220502pptccsm-item-4-fixed.pdf
Video: https://www.youtube.com/watch?v=TrvhBgCIBY4
May 10, 2022 Finance Committee
Action Minutes:
• https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-
minutes/finance-committee/2022/20220510/20220510amfcsm.pdf
Presentations:
• FY 2023 Proposed Operating and Capital Budgets:
https://www.cityofpaloalto.org/files/assets/public/administrative-services/city-
budgets/fy2023-city-budget/budget-hearing-related/may-10-2022-finance-committee-
presentation.pdf
Video: https://www.youtube.com/watch?v=8HBgO5VebYM
May 11, 2022 Finance Committee
Action Minutes:
• https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-
minutes/finance-committee/2022/20220511/20220511amfcsm.pdf
Presentations:
• FY 2023 Proposed Operating and Capital Budgets Continuation:
https://www.cityofpaloalto.org/files/assets/public/administrative-services/city-
budgets/fy2023-city-budget/budget-hearing-related/may-11/may-11-2022-finance-
committee-presentation.pdf
Video: https://www.youtube.com/watch?v=7U9TO5BEs6o
List of Supplemental Information provided during Budget Deliberations
During the Finance Committee hearings and the City Council update, staff provided additional
information to Committee members to assist in the review of the Fiscal Year 2023 Proposed
Budget. Below is a list of links to those memoranda:
• May 10 At Places Memorandum: Additional Information
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•May 11 At Places Memorandum: Infrastructure and Environment, Item 5A
Additional Information Memos from May 10 (provided at staff’s behest)
In previous years, the City Council has made a variety of requests to provide context and/or
additional data points of reference to aid in budget deliberations. Staff compiled and
transmitted the following items at the May 10, 2022 budget meeting:
•Capital Fund reappropriations list
•Vacancy report, as of May 2022
•City’s list of lease information
•Service provider spend report
•Department organization charts
•Responses to City Council questions from May 2 Study Session
o Hiring status of positions added during FY 2022
o Potential cost savings due to delayed hiring in FY 2023
o Citywide General Expense Reconciliation (FY22 Adopted to FY23 Proposed)
o Status of various capital projects (verbal update during Capital Fund Projects
Overview)
Fiscal Sustainability Community Conversation Feedback
Starting February 15, 2022, the City produced focused public information as well as solicited
online and mailed feedback regarding the City’s fiscal sustainability efforts using a simple form.
Community members could rank their priorities for community services, provide suggestions
for additional service priorities, and pose questions about the City’s fiscal sustainability efforts
and revenue measures. There were 433 responses as of May 17, 2022 (242 online survey
responses and 191 mailed survey responses). The most highly ranked priorities for the survey
respondents were Maintaining basic services; Repairing streets/roads; Investing in community -
owned assets; Adding public safety services such as police, fire, and emergency medical; and
Funding affordable housing and homeless services. This communication has continued to
provide updates on the City budget and ballot measure development efforts.
Attachments:
•Attachment A: Source & Use Statements, Major Funds
•Attachment B: FY 2022 Reappropriations to FY 2023
•Attachment C: Stormwater Management Oversight Letter
•Attachment D: PTC Conformance Letter
•Attachment E: Cypress Lane Map
•Attachment F: Information Technology Significant Contract Expenses
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2021
Actuals
2022
Adopted
2023
Proposed*
2024
Forecast
2025
Forecast
SOURCE OF FUNDS
Beginning Fund Balance
Reserve for Encumbrances 5,676,000 6,259,890 13,716,110 13,716,110 13,716,110
Other Reserves**17,093,000 18,436,498 17,486,447 16,928,912 16,928,912
Budget Stabilization Reserve 35,871,000 49,089,000 54,649,949 45,799,000 44,529,602
Total Beginning Fund Balance 58,640,000 73,785,388 85,852,506 76,444,022 75,174,624
Revenues
Charges to Other Funds 11,660,650 14,165,061 13,690,062 14,459,569 14,810,218
Other Revenue 2,424,383 2,260,235 2,200,950 2,141,689 2,142,448
Other Taxes and Fines 682,630 1,434,412 1,784,412 1,784,412 1,784,412
Return on Investments 1,013,632 852,200 1,066,145 1,090,986 1,117,388
Sales Taxes 29,127,329 28,183,600 32,580,000 33,786,000 34,867,000
Charges for Services 24,478,498 23,870,483 30,270,998 31,450,841 32,134,945
Rental Income 13,366,049 14,476,395 15,572,454 16,213,454 16,815,454
Permits and Licenses 7,887,723 8,405,604 9,763,947 9,959,403 9,999,814
From Other Agencies 2,173,407 8,521,400 7,525,613 1,281,001 998,240
Operating Transfers-In 20,887,000 23,120,524 22,532,100 22,532,100 22,532,100
Documentary Transfer Tax 10,627,362 7,136,900 7,216,839 6,868,448 7,029,857
Property Taxes 56,571,734 51,227,800 59,770,000 63,050,000 66,533,000
Transient Occupancy Tax 5,178,992 8,427,700 18,199,239 22,603,845 26,521,090
Utility Users Tax 14,641,912 14,370,000 15,578,726 16,225,829 16,918,781
Total Revenues 200,721,301 206,452,313 237,751,484 243,447,579 254,204,747
TOTAL SOURCE OF FUNDS 259,361,301 280,237,701 323,603,990 319,891,600 329,379,371
USE OF FUNDS
Expenses
Allocated Charges 17,422,905 20,117,387 22,801,217 23,643,780 24,187,358
Contract Services 17,763,614 30,199,708 24,006,101 22,312,432 22,336,342
Facilities & Equipment 463,849 426,969 480,334 429,469 429,469
General Expense 6,581,155 7,938,045 21,663,752 8,368,545 8,337,299
Operating Transfers-Out 4,270,890 4,296,286 4,908,121 4,498,745 4,529,765
Rents & Leases 1,782,482 1,297,533 1,332,873 1,368,299 1,404,638
Salary & Benefits 125,792,751 131,548,656 148,362,685 155,320,903 159,974,284
Supplies & Material 2,204,180 2,980,132 3,204,884 3,113,534 3,113,534
Transfer to Infrastructure 9,294,087 10,405,648 20,400,000 25,661,269 30,630,496
Total Expenses 185,575,913 209,210,364 247,159,968 244,716,977 254,943,185
Ending Fund Balance
Reserve for Encumbrances 6,259,890 13,716,110 13,716,110 13,716,110 13,716,110
Other Reserves**18,436,498 17,486,447 16,928,912 16,928,912 16,928,912
Budget Stabilization Reserve 49,089,000 39,824,780 45,799,000 44,529,602 43,791,163
Total Ending Fund Balance*73,785,388 71,027,337 76,444,022 75,174,624 74,436,185
TOTAL USE OF FUNDS 259,361,301 280,237,701 323,603,990 319,891,600 329,379,371
* FY 2023 Fund Balances have been revised to include FY 2022 adjustments and use of reserves.
** Other Reserves include Notes Receivable, Prepaid Items,Interfund Advances, Inventory of Materials &Supplies,
Development Services, Edgewood Plaza, and other items.
Note: Excludes Unrealized Gains/Losses, Non-Budgetary Reserves for GASB 68 (Pension) and GASB 75 (OPEB)
General Fund (102 & 103)
Attachment A: Long-Range Financial Plan for all Major Funds
Attachment A -1
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Actuals
2022
Adopted
2023
Proposed*
2024
Forecast
2025
Forecast SOURCE OF FUNDS
Beginning Fund Balance
Reserve for Encumbrances 9,308,052 7,090,272 18,963,199 18,963,199 18,963,199
Operating Reserves 121,760,948 116,493,684 113,893,000 88,093,244 79,766,275
Total Beginning Fund Balance 131,069,000 123,583,956 132,856,199 107,056,443 98,729,474
Revenues
Charges for Services 112,197 220,000 220,000 220,000 220,000
Charges to Other Funds 142,329 188,523 188,523 188,523 188,523
Net Sales 156,125,186 157,063,270 172,681,248 185,591,126 191,318,140
Operating Transfers‐In 2,582,005 2,291,326 2,293,766 2,293,766 2,293,766
Other Revenue 6,248,107 8,918,000 8,918,000 8,918,000 8,918,000
Return on Investments 1,990,185 2,083,800 1,563,800 1,563,800 1,563,800
Total Revenues 167,200,009 170,764,919 185,865,337 198,775,215 204,502,229
TOTAL SOURCE OF FUNDS 298,269,009 294,348,875 318,721,536 305,831,657 303,231,702
USE OF FUNDS
Expenses
Allocated Charges 8,130,486 10,658,402 10,752,675 11,042,610 11,180,350
Contract Services 13,338,013 33,393,031 32,190,206 26,312,915 26,322,445
Debt Service 7,745,552 8,071,519 9,003,300 9,003,300 9,003,300
Equity Transfer 13,638,000 14,298,000 14,635,000 14,635,000 14,635,000
Facilities & Equipment ‐ 16,000 16,000 16,000 16,000
General Expense 1,338,777 5,113,367 5,263,037 5,544,537 5,259,037
Operating Transfers‐Out 141,758 ‐ ‐ ‐ ‐
Rents & Leases 6,301,099 6,490,030 6,642,470 6,832,470 7,027,470
Salary & Benefits 23,038,647 26,864,709 29,727,650 31,060,597 32,161,619
Supplies & Material 2,386,730 911,207 911,207 911,207 911,207
Transfer to Infrastructure 165,080 ‐ 780,000 ‐ ‐
Utility Purchase 98,460,911 96,512,497 101,743,548 101,743,548 101,743,548
Total Expenses 174,685,053 202,328,763 211,665,093 207,102,184 208,259,976
Ending Fund Balance
Reserve for Encumbrances 7,090,272 18,963,199 18,963,199 18,963,199 18,963,199
Operating Reserves 116,493,684 73,056,914 88,093,244 79,766,275 76,008,528
Total Ending Fund Balance 123,583,956 92,020,113 107,056,443 98,729,474 94,971,727
TOTAL USE OF FUNDS 298,269,009 294,348,875 318,721,536 305,831,657 303,231,702
* FY 2023 Beginning Fund Balance adjusted for projected FY 2022 adjustments
Note: Excludes Non‐Budgetary Reserves for GASB 68 (Pension) and GASB 75 (OPEB)
Attachment A: Long-Range Financial Plan for all Major Funds
Electric Fund (513 & 523)
Attachment A -2
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Actuals
2022
Adopted
2023
Proposed*
2024
Forecast
2025
Forecast
SOURCE OF FUNDS
Beginning Fund Balance
Reserve for Encumbrances 6,821,072 18,760,222 24,714,973 24,714,973 24,714,973
Unrestricted Beginning Fund Balance 10,938,928 617,109 6,788,000 22,485,807 9,316,985
Total Beginning Fund Balance 17,760,000 19,377,331 31,502,973 47,200,780 34,031,958
Revenues
Charges to Other Funds 53,558 65,086 66,756 68,057 69,391
Net Sales 29,802,965 31,572,584 33,831,924 33,831,924 33,831,924
Other Revenue 675,368 32,407,270 198,012,900 21,123,000 210,500
Other Taxes and Fines 0 4,000 4,000 4,000 4,000
Return on Investments 290,435 316,000 219,100 219,100 219,100
Total Revenues 30,822,326 64,364,940 232,134,680 55,246,081 34,334,915
TOTAL SOURCE OF FUNDS 48,582,326 83,742,271 263,637,653 102,446,860 68,366,873
USE OF FUNDS
Expenses
Allocated Charges 5,534,100 6,209,427 6,783,470 7,163,026 7,370,437
Contract Services 7,652,847 33,899,911 189,702,028 41,046,228 7,750,228
Debt Service 701,034 1,468,851 1,468,851 1,468,851 1,468,851
Facilities & Equipment 0 7,500 7,500 7,500 7,500
General Expense 459,088 494,729 641,969 641,969 641,969
Operating Transfers‐Out 0 14,000 26,900 0 0
Rents & Leases 498 0 334,785 344,956 355,307
Salary & Benefits 13,228,524 14,782,006 15,376,977 15,647,979 16,126,289
Supplies & Material 1,628,903 2,094,393 2,094,393 2,094,393 2,094,393
Total Expenses 29,204,995 58,970,818 216,436,874 68,414,903 35,814,974
Ending Fund Balance
Reserve for Encumbrances 18,760,222 24,714,973 24,714,973 24,714,973 24,714,973
Unrestricted Ending Fund Balance 617,109 56,480 22,485,807 9,316,985 7,836,926
Total Ending Fund Balance 19,377,331 24,771,453 47,200,780 34,031,958 32,551,899
TOTAL USE OF FUNDS 48,582,326 83,742,271 263,637,653 102,446,860 68,366,873
* FY 2023 Beginning Fund Balance adjusted for projected FY 2022 adjustments
Note: Excludes Non‐Budgetary Reserves for GASB 68 (Pension) and GASB 75 (OPEB)
Wastewater Treatment Fund (526)
Attachment A: Long-Range Financial Plan for all Major Funds
Attachment A -3
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Capital Improvement Plan FY 2022 Reappropriations to FY 2023 as of May 2022
Fund Number and Name Project Title Proj. No.
Expense
Reappropriation
Adjustment
Revenue
Reappropriation
Adjustment
471 ‐ Capital Improvement Fund Americans With Disabilities Act Compliance PF‐93009 438,000.00
Animal Shelter Renovation PE‐19002 917,700.00
Art In Public Spaces AC‐86017 1,477,200.00
Athletic Courts Resurfacing PG‐06001 75,800.00
Baylands Comprehensive Conservation Plan PG‐17000 7,100.00
Boulware Park Improvements PE‐17005 3,124,000.00 1,500,000.00
Building Systems Improvements PF‐01003 100,000.00
Cameron Park Improvements PG‐14002 101,500.00
Churchill Avenue Enhanced Bikeway PL‐14000 2,776,100.00
Churchill Avenue/Alma Street Railroad Crossing Safety Improvements PL‐20000 3,845,900.00 3,845,900.00
City Bridge Improvements PE‐20001 70,000.00
City Facility Parking Lot Maintenance PE‐09003 199,000.00
City Hall Space Planning PE‐19000 575,000.00
Civic Center Electrical Upgrade & EV Charger Installation PE‐17010 485,400.00 240,000.00
Civic Center Fire Life Safety Upgrades PE‐18016 205,100.00
Civic Center Waterproofing Study and Repairs PE‐15020 301,000.00
Curb and Gutter Repairs PO‐12001 11,600.00
Dog Park Installation and Renovation PG‐18001 144,500.00 144,500.00
Downtown Automated Parking Guidance Systems, Access Controls & Revenue Collection Equip.PL‐15002 2,419,100.00
Extrication Tool Replacement FD‐22000 118,187.00
Facility Interior Finishes Replacement PF‐02022 203,800.00
Fire Station 4 Replacement PE‐18004 195,000.00
Foothills Nature Preserve Boronda Lake Dock Replacement OS‐18000 210,000.00
Golf Reconfiguration & Baylands Athletic Center Improvements PG‐13003 200,000.00
JMZ Renovation AC‐18001 1,279,200.00
Library Automated Material Handling LB‐21000 575,093.00 350,000.00
Magical Bridge Playground Rubber and Synthetic Turf Resurfacing PE‐21003 163,000.00
Municipal Service Center A, B, & C Roof Replacement PF‐17000 131,000.00
Municipal Service Center Lighting, Mechanical, and Electrical Improvements PF‐16006 5,866,100.00 1,539,000.00
New California Avenue Area Parking Garage PE‐18000 814,400.00
New Downtown Parking Garage PE‐15007 10,600.00
Newell Road/San Francisquito Creek Bridge Replacement PE‐12011 2,129,000.00
Off‐Road Pathway Resurfacing And Repair OS‐09001 57,000.00
Open Space Trails and Amenities OS‐00001 13,000.00
Park and Open Space Emergency Repairs PG‐09002 83,300.00
Park Restroom Installation PG‐19000 326,300.00 336,700.00
Parking Management and System Implementation PL‐16002 110,000.00
Police Video Recording Systems Replacement PD‐20000 15,000.00
Railroad Grade Separation and Safety Improvements PL‐17001 1,145,863.00
Ramos Park Improvements PG‐14000 8,900.00
Roofing Replacement PF‐00006 100,000.00
Safe Routes To School PL‐00026 700,000.00
Sidewalk Repairs PO‐89003 65,000.00
Sign Reflectivity Upgrade PO‐11000 47,000.00
Street Maintenance PE‐86070 314,000.00
Thermoplastic Lane Marking and Striping PO‐11001 78,000.00
Transportation and Parking Improvements PL‐12000 934,903.00 500,000.00
University Avenue Parking Improvements PF‐14003 100,000.00
Water, Gas, Wastewater Office Remodel PE‐19001 ‐ 570,000.00
471 ‐ Capital Improvement Fund Total 33,267,646.00 9,026,100.00
472 ‐ Cubberley Property Infrastructure Fund Cubberley Field Restroom CB‐17002 262,600.00
Cubberley Repairs CB‐17001 387,000.00
Cubberley Roof Replacements CB‐16002 145,600.00
472 ‐ Cubberley Property Infrastructure Fund Total 795,200.00
530 ‐ Airport Enterprise Fund Airport Apron Reconstruction AP‐16000 532,000.00
Airport Layout Plan AP‐21000 305,000.00 274,500.00
Airport Temporary Office Buildings AP‐22001 61,000.00
Automated Weather Observation System (AWOS)AP‐19000 88,000.00 79,200.00
530 ‐ Airport Enterprise Fund Total 986,000.00 353,700.00
523 ‐ Electric Fund Capacitor Bank Installation EL‐16002 146,000.00
Coleridge/Cowper/Tennyson 4/12kV Conversion EL‐14000 1,250,000.00
Colorado Distribution Feeder Outlet Replacement EL‐22002 400,000.00
Colorado Substation Site Improvements EL‐19002 650,000.00
East Meadow Circles 4/12kV Conversion EL‐17001 240,000.00
Electric Utility Geographic Information System EL‐02011 160,000.00
Foothills Rebuild (Fire Mitigation)EL‐21001 1,500,000.00
Inter‐substation Line Protection Relay EL‐17005 150,000.00
Rebuild Underground District 26 EL‐16000 183,000.00
SCADA System Upgrades EL‐02010 120,000.00
Substation Physical Security EL‐16003 2,200,000.00
523 ‐ Electric Fund Total 6,999,000.00
524 ‐ Gas Fund Gas Distribution System Improvements GS‐11002 250,000.00
Gas Main Replacement ‐ Project 23 GS‐13001 93,694.00
Gas Main Replacement ‐ Project 24 GS‐14003 1,980,000.00
524 ‐ Gas Fund Total 2,323,694.00
528 ‐ Stormwater Management Fund Corporation Way System Upgrades and Pump Station SD‐21000 2,964,200.00
Green Stormwater Infrastructure SD‐22001 500,000.00
Storm Drainage System Replacement And Rehabilitation SD‐06101 653,100.00
Trash Capture Device Installation SD‐22002 506,000.00 613,000.00
West Bayshore Road Pump Station SD‐20000 350,000.00
West Bayshore Road Trunk Line Improvements SD‐23000 5,800.00
528 ‐ Stormwater Management Fund Total 4,979,100.00 613,000.00
527 ‐ Wastewater Collection Fund Wastewater Collection System Rehabilitation/Augmentation Project 30 WC‐17001 879,688.00
Wastewater System Improvements WC‐15002 100,000.00
527 ‐ Wastewater Collection Fund Total 979,688.00
526 ‐ Wastewater Treatment Fund Advanced Water Purification Facility WQ‐19003 194,000.00 1,691,000.00
Horizontal Levee Pilot WQ‐22001 42,900.00
New Laboratory And Environmental Services Building WQ‐14002 2,572,600.00 2,510,000.00
Outfall Line Construction WQ‐19000 10,582,800.00 10,582,800.00
Plant Repair, Retrofit, and Equipment Replacement WQ‐19002 6,985,100.00
Primary Sedimentation Tank Rehabilitation WQ‐14003 2,628,000.00 12,632,000.00
Secondary Treatment Upgrades WQ‐19001 34,200.00 4,462,000.00
526 ‐ Wastewater Treatment Fund Total 23,039,600.00 31,877,800.00
522 ‐ Water Fund Water General Equipment/Tools WS‐13002 55,000.00
Water Main Replacement ‐ Project 28 WS‐14001 2,000,000.00
Water Main Replacement ‐ Project 29 WS‐15002 374,600.00
Water Meters WS‐80015 400,000.00
Water Regulation Station Improvements WS‐07000 548,150.00
522 ‐ Water Fund Total 3,377,750.00
682 ‐ Technology Fund City Council Chambers Upgrade TE‐19001 1,697,500.00
Enterprise Resource Planning Upgrade TE‐19000 2,029,000.00
Radio Infrastructure Replacement TE‐05000 259,900.00
Utilities Customer Bill System Improvements TE‐10001 130,000.00
682 ‐ Technology Fund Total 4,116,400.00
681 ‐ Vehicle Replacement & Maintenance Fund Scheduled Vehicle and Equipment Replacement ‐ Fiscal Year 2020 VR‐20000 1,413,700.00
Scheduled Vehicle and Equipment Replacement ‐ Fiscal Year 2021 VR‐21000 271,700.00
Scheduled Vehicle and Equipment Replacement ‐ Fiscal Year 2022 VR‐22000 1,069,000.00
681 ‐ Vehicle Replacement & Maintenance Fund Total 2,754,400.00
Grand Total 83,618,478.00 41,870,600.00
Attachment B - FY 2022 Reappropriations to FY 2023
Page 1 of 1
Attachment B - 1
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Storm Water Management Oversight Committee
MEMORANDUM
Date: April 7, 2022
To: Honorable Finance Committee of the Palo Alto City Council
From: Members of the Storm Water Management Oversight Committee
Subject: Review of the Proposed Fiscal Year 2023 Stormwater Management Fund Budget
As directed by the City Council, the Committee met to discuss the Fiscal Year 2023 proposed
Stormwater Management Fund budget on Thursday, April 7, 2023. Prior to the meeting, Public Works
staff provided informational materials about the approved 2017 ballot measure and the proposed budget
for the Committee’s review. During the meeting, staff presented information and answered questions
from the Committee members.
We have reviewed the proposed budget for Fiscal Year 2023 and compared it with the provisions of the
Storm Water Management Fee approved by Palo Alto property owners in 2017. We find that the attached
spreadsheet describing the proposed budget for Fiscal Year 2023 fairly describes the relationship
between the budget and the ballot measure. Staff and the Committee concur that funding generated by
the Storm Water Management Fee will be applied solely to fund the capital improvement projects, green
stormwater infrastructure projects, innovative stormwater projects, enhanced maintenance of storm drain
system, and storm water quality protection programs specified for implementation in the ballot measure
in Fiscal Year 2023. Because funds available for green stormwater infrastructure and innovative projects
are not being utilized fully, the Committee supports efforts by staff to continue to identify and promote
new projects that meet the goals associated with the ballot measure, such as the proposed Green
Stormwater Infrastructure capital improvement project.
Attachment: Fiscal Year 2023 Proposed Budget
Attachment C - Stormwater Management Oversight Letter
Page 1 of 2
Attachment C - 1
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STORMWATER MANAGEMENT PROGRAM
Fiscal Year 2023 Proposed Budget
(Amounts in 1000s, as of February 2022)
Adopted
Budget
Adopted
Budget
Adopted
Budget
Adopted
Budget
Adopted
Budget Projection*
Proposed
Budget*
Year 1 Year 2 Year 3 Year 4 Year 5 Year 5 Year 6
2018 2019 2020 2021 2022 2022 2023
Revenue Collected
Fee Revenue 6,927 7,128 7,449 7,635 7,838 7,942 8,168
Interest Earnings 130 130 226 153 153 145 153
Development Fees, Violation Fines, Other (Includes Grant Funding)**121 120 121 121 697 6 697
Total Revenue 7,178 7,378 7,796 7,909 8,688 8,094 9,018
Base Components 4,262 4,244 4,292 4,532 4,680 3,630 5,020
Base Program (Incl. Flood Control, Engineering and Administrative Support,
Water Quality, Emergency Response)2,776 2,645 2,785 2,909 3,136 2,459 3,209
Storm Drainage Maintenance 1,486 1,599 1,507 1,623 1,544 1,171 1,811
Project & Infrastructure 2,010 4,066 2,290 5,147 6,840 4,100 7,900
Capital Improvements Program**- 2,200 412 1,871 4,433 1,517 4,986
Recurring System Repair (SD-06101)**400 412 424 1,822 953 1,453 1,305
Debt Service for Past Capital Projects 947 949 949 949 949 949 949
Capital Program Engineering Support 158 182 165 179 155 155 155
Green Stormwater Infrastructure (GSI)380 380 380 380 380 143 380
GSI - CIP Design/Construction 330 330 340 250 150 - 102
GSI - Consulting Services 50 50 40 130 85 143 278
GSI - Other unassigned tasks - - - - 145 - -
Innovative Project 125 125 125 125 125 38 125
Innovative Project - GSI Consulting Services & Outreach - 100 100 100 100 31 100
Innovative Project - Rebates 125 25 25 25 25 7 25
Total Expenses 6,272 8,310 6,582 9,679 11,520 7,730 12,920
Net Impact 906 (932) 1,214 (1,770) (2,832) 363 (3,902)
*FY 2022 Projections and FY 2023 Proposed are subject to change as the current fiscal year and budget development process is still in progress.
**FY 2023 Proposed includes estimated remaining funding and grant revenue anticipated to be reappropriated from FY 2022.
2/23/2022
Attachment C - Stormwater Management Oversight Letter
Page 2 of 2
Attachment C - 2
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PLANNING & DEVELOPMENT SERVICES
250 Hamilton Avenue, 5th Floor
Palo Alto, CA 94301
(650) 329-2441
CITY OF PALO ALTO | 250 HAMILTON AVENUE, PALO ALTO, CA. 94301 | 650-329-2441
May 12, 2022
Honorable City Council
C/O City of Palo Alto
250 Hamilton Avenue
Palo Alto, CA 94301
RE: Reviewof 2023-2027 ProposedCapitalImprovement Plan (CIP)
The Planning and Transportation Commission (PTC) reviewed the 2023-2027 proposed Capital
Improvement Plan on Wednesday, May 11, 2022. The PTC determined that the 12 new Capital
Improvement Projects included in the 2023-2027 Capital Budget are consistent with the
adopted Comprehensive Plan and recommended forwarding this finding to the City Council
and Finance Committee. Commissioner Bart Hechtman made the motion and it was seconded
by Chair Ed Lauing. The motion was approved by a vote of 7-0.
In addition, due to the deterioration of the current training facility, the PTC recommends two
modifications to the Fire Training Facility Replacement (FD-24000) Capital Improvement
Program:
1. Consider adjusting the infrastructure priorities to include in FY 2023 the $70,000 allotted
for the feasibility study for this CIP; and
2. Consider expanding the budget for this CIP to include funding for adequate temporary
training facilities for fire personnel until the new training facility is completed.
Respectfully submitted
Ed Lauing, Chair
Planning and Transportation Commission
Attachment D - PTC Conformance
Letter Page 1 of 1
Attachment D - 1
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Attachment E - Cypress Lane Map
Page 1 of 1
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* Data as of May 11, 2022
VENDOR NAME FY 2020 FY 2021 FY 2022 Total
LSI Consulting ‐ Labyrinth $1,000,170 $1,196,340 $294,770 $2,491,280
Insight Public Sector (Microsoft licensing)$497,486 $508,701 $509,335 $1,515,522
SAP (ERP maintenance)$575,198 $297,635 $297,635 $1,170,468
GIS Professional On‐call Vendors (10 contracts in total)$0 $429,015 $404,192 $833,207
SAP Professional On‐Call Vendors (6 contracts in total)$0 $239,930 $420,049 $659,979
IT Professional On‐Call Vendors (7 contracts in total)$0 $346,250 $201,239 $547,489
Accela (Development Center Permitting application)$153,525 $158,131 $162,875 $474,531
Innovative Interfaces (Integrated Library System)$135,419 $179,993 $0 $315,412
Oracle (Support of licenses)$131,493 $131,493 $34,650 $297,636
GRAND TOTAL $2,493,291 $3,487,488 $2,324,745 $8,305,524
Information Technology: Significant Contract/Consultant Expenses FY 2020 ‐ FY 2022 by Vendor
Largest Vendor Payments by Fiscal Year (Technology Fund)
Attachment F - IT Significant Contract Expenses
Page 1 of 1
Attachment F - 1
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