HomeMy WebLinkAbout1998-11-17 City CouncilCity of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
ATTENTION: FINANCE COMMITTEE
FROM:
DATE:
SUBJECT:
CITY MANAGER
NOVEMBER 17, 1998
DEPARTMENT: ADMINISTRATIVE
SERVICES
CMR:418:98
1997-98 YEAREND CAPITAL IMPROVEMENT PROGRAM
PROJECTS STATUS REPORT
This is an informational report and no Council action is required.
BACKGROUND
This report provides the Finance Committee with information on the status of the City’s
Capital Improvement Program (CIP) projects as of the end of the fiscal year 1997-98. In the
attached matrix (Attachment A), all City departments have submitted information on their
projects and commented on any issues which might cause a change in the scope or timing of
the projects. Information in this report is intended to keep Council abreast of progress on all
CIP projects that were open at the beginning of the 1997-98 fiscal year and on those projects
which were added or completed during the same fiscal year.
DISCUSSION
The attached matrix categorizes CIP projects into minor projects (projects which can be
completed within a one-year period) and multi-year projects (projects which have multi-year
budgets and/or complex implementation schedules with identifiable phases). The project
status portion of the matrix identifies the phase the project was in at fiscal yearend.
Information on phases is intended to give Council a p,erspective on how much progress was
made on a project. Three distinct phases are utilized, as follows:
CMR:418:98 Page 1 of 3
Phase:Activities:
Pre-Design
Design
Construction
o Preparation of feasibility study
o Development of a master plan
o Definition of project scope
o Preparation of Environmental Impact Report
o Hiring a design consultant
o Completion of project design
o Soliciting bids or proposals
o Acquisition of major equipment
o Installation
o Implementation of a project
The comments section of the matrix provides Council with information clarifying the status
of certain projects. In general, the comments colunm will be blank for projects which are on-
track and progressing as planned.
In the attached matrix, projects are listed by department for the General Fund and by fund
for the Enterprise and Internal Service Funds. Within each department or fund, the projects
are ordered by project number, which includes the year of Council approval (year of approval
is shown by the second two digits of the 5-digit project number or the first two digits of 4-
digit project numbers). The matrix also includes information on the total or accumulated
budget for projects, the remaining budget as of the beginning of the fiscal year, and the fiscal
year expenditures, through June 30, 1998, including commitments (encumbrances). (Total
or accumulated budget was not readily available for a number of multi-year Enterprise Fund
projects.)
The matrix does not include "continuous" projects. These projects, such as water meter
replacement, have no definitive beginning or end dates and receive ongoing funding to reflect
continuing replacement cycles or commitments. During fiscal year 1997-98, progress was
made on all of the City’s "continuous" projects (Attachment B).
At yearend, all completed CIP’s were closedand the remaining balances transferred to the
Budget Stabilization Reserve for General Fund projects; to Retained Earnings for Internal
Service Funds; and for Utility Fund projects, to the appropriate Rate Stabilization Reserves.
CMR:418:98 Page 2 of 3
ATTACHMENTS
Attachmem A: Yearend Capital Improvement Projects Status Matrix
Attachment B: List of Continuous Projects
PREPARED BY:Robin Spencer, Staff Accountant
Joyce Aung, Staff Accountant
DEPARTMENT HEAD APPROVAL:
Director, Admfinistrative Services
CITY MANAGER APPROVAL:
Manager
CC: n/a
CMR:418:98 Page 3 of 3
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LIST OF CONTINUOUS PROJECTS
Attachment B
Administrative Services
18614 Financial Database Upgrade
19618 GIS Application
19808 Financial Applications Development
Community Services
18617 Art in Public Places
19415 Park Facilities Improvements
Public Works
18903
18971
18670
18822
19018
19101
19309
General Fund
Sidewalk Improvements
Street Improvements (Utility users tax)
Street Improvements (Street Improvement Fund)
Computer Aided Map
Cubberley Building Code Modification
Tank Investigation and Removal
ADA Compliance
8870
Storm Drainage Fund
Collection System Improvements
Utilities
8928
8930
8931
8938
8944
0354
Electrical Fund
Underground Improvements, Customer Design and Connection Services
Traffic Signals
Communications System Improvements
Substation Protection Improvements
Substation Facility Improvements
Street Light Replacements
Water Fund
8013 Water System Extensions
8014 Service and Hydrant Replacements
8015 Water Meters
8016 Water Main Replacements
8020
8021
8022
9173
Wastewater Collection
Sewer System Extension
RWQCP Equipment Replacement
RWQCP System Flow Metering
Sewer System Rehabilitation and Augmentation
Gas Fund
8017 Gas System Extensions
8018 Gas Main Replacements
8019 Gas Meters and Regulators