HomeMy WebLinkAbout1997-04-01 City Council (7)City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
ATTENTION:
FROM:
FINANCE COMMITTEE
CITY MANAGER DEPARTMENT: ADMINISTRATIVE
SERVICES
AGENDA DATE:
SUBJECT:.
APRIL 1, 1997 CMR:171:97
1996-97 MID-YEAR CAPITAL IMPROVEMENT PROJECTS
STATUS MATRIX
REOUEST
This is an informational report and no Council action is required.
EXECUTIVE SUMMARY
This report provides the Finance Committee with information on the status of the City’s
Capital Improvement Program (CIP) projects as of mid-year 1996-97. 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 will keep Council abreast of progress on all CIP projects open as
of the beginning of the fiscal year and on those projects which have been added or completed
during the fiscal year.
The attached matrix categorizes CIP’s 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 p~hasethe project is in as of mid,year. Information on
phases gives Council a perspective on how much progress has been made on a project. Three
distinct phases have been utilized, as follows:
CMR:171:97 Page 1 of 3
Phase:.May Include:
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 (e.g., computer application)
The comments section of the matrix provides Council with information regarding substantial
project delays or changes in the scope or cost of a project. The comments column 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 5-digit project numbers 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 December 1996, including commitments (encumbrances). While a
project’s accumulated budget is provided as a reference point, information on the project’s
budget balance and on expenditures during the fiscal year is detailed to provide another
measurement of a project’s status. It is important to note that the 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 ~ommitments. Staff, however, plans to provide Council
with information on any "continuous" project where no .progress has been made during the
year. During fiscal year 1996-97, progress has been made on all of the C!ty’s "continuous"
projects; a listing of these projects is provided for Council’s reference (Attachment B).
CMR:171:97 Page 2 of 3
At year-end, all completed CIP’s will be closed and the remaining balances transferred to the
Budget Stabilization Reserve for General Fund projects; and for Utility Fund projects, to the
appropriate Rate Stabilization Reserves.
ATTACHMENTS:
Attachment A: Mid,Year Capital Improvement Projects Status Matrix
Attachment B: List of Continuous Projects
PREPARED BY:Linda Craig, Senior Financial Analyst
DEPARTMENT HEAD APPROVAL:
CITY MANAGER APPROVAL:
CC: n/a
Melissa Cavallo
Acting Director
Administrative
Manager
CMR:171:97 Page 3 of 3
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ATTACHMENT B
List of Continuous Projects
Administrative Services
18614 Financial Database Upgrade
19618 GIS Application
19711 City Network Improvements
Community Services
19415 Park Facilities Improvements
18617 Art in Public Places
Public Works
General Fund
18903
18971/
18670/
19610
19101
19309
Sidewalk Improvements
Street Improvements (Utility Users Tax)
Street Improvements (Street Improvement Fund)
Street Improvements (General Fund)
Tank Investigation and Removal
ADA Compliance
Storm Drainage Fund
8870 Collection System Improvements
Utilities
Electric Fund
8928
8930
8931
8938
8944
9354
Underground Improvements, customer design and connection services
Traffic Signals
Communications System Improvements
Substation Protection Improvements
Substation Facility Improvements
Street Light RePlacements
8013
¯ 8014
8015
8016
Water Fund
Water System Extensions
Service & Hydrant Replacements
Water Meters
Water Main Replacements
8020
9173
Wastewater Collection
Sewer System Extension
Sewer System Rehabilitation and Augmentation
8017
8018
8019
Gas Fund
Gas System Extensions
Gas Main Replacements
Gas Meters & Regulators