HomeMy WebLinkAbout2016-03-01 Finance Committee Agenda Packet Finance Committee
1
MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA
PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE.
DURING NORMAL BUSINESS HOURS.
Tuesday, March 1, 2016
Special Meeting
Community Meeting Room
6:00 PM
Agenda posted according to PAMC Section 2.04.070. Supporting materials are available in
the Council Chambers on the Thursday 10 days preceding the meeting.
PUBLIC COMMENT
Members of the public may speak to agendized items. If you wish to address the
Committee on any issue that is on this agenda, please complete a speaker request card
located on the table at the entrance to the Council Chambers/Council Conference Room, and
deliver it to the Clerk prior to discussion of the item. You are not required to give your name
on the speaker card in order to speak to the Committee, but it is very helpful.
Call to Order
Oral Communications
Members of the public may speak to any item NOT on the agenda.
Action Items
1.Receipt of Library Bond Oversight Committee Quarterly Reports,
Discussion and Recommendation to Council Regarding use of
Remaining Library Bond Funds and Decommissioning of the Library
Bond Oversight Committee
2.Finance Committee Review and Recommendation to the City Council
Regarding Adoption of a Budget Amendment for Fiscal Year 2016 to
Adjust Budgeted Revenues and Expenditures in Accordance With the
Recommendations in the FY 2016 Midyear Budget Review Report
3.Introduction and Discussion of the Draft Fiscal Analysis of the City of
Palo Alto 2030 Comprehensive Plan Update (Staff requests this item be
moved to March 15, 2016)
4.Preliminary Financial Forecasts and Rate Changes for Electric, Gas,
Wastewater Collection, and Water Utilities for Fiscal Year 2017
Future Meetings and Agendas
Adjournment
AMERICANS WITH DISABILITY ACT (ADA) Persons with disabilities who require auxiliary aids or
services in using City facilities, services or programs or who would like information on the City’s
compliance with the Americans with Disabilities Act (ADA) of 1990, may contact (650) 329-2550
(Voice) 24 hours in advance.
REVISED
2 March 1, 2016
MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA
PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE.
DURING NORMAL BUSINESS HOURS.
Finance Committee Items Tentatively Scheduled
Meeting
Date
Line
No. Item Title Referral
Date
3/15/16 1 Discussion of Usage and Replacement of Pool Vehicles
(Public Works)
4/5/16
2
Recommendations on Proposed Fiscal Year 2017
Community Development Block Grant Funding
Allocations (CDBG) and the Draft Fiscal Year 2017 Annual
Action Plan (PLN)
3 Unfunded Pension Liability and Potential Funding
Options (ASD)
4/19/16
4 Water Financial Plan and Rate Adjustment (UTL)
5 Wastewater Financial Plan and Rate Adjustments (UTL)
6 Proposed FY2017 Storm Drain Rates (PW)
7 Budget Scenarios for the Junior Museum and Zoo
Initiative to Construct a New Building (CSD)
Finance Committee Items to be Scheduled
Referral
Date
Line
No. Item Title Status
2013 8 Police Services Utilization and Resources Study (Police)
To be
scheduled
in 2016
9
Consideration of stronger encroachment fees for
construction that impact portions or all of a city street or
sidewalk (Public Works)
10
Cubberley Center Master Plan: Additional Information and
a Timeline for the Site (requested by the FC) (City
Manager)
11
Discussion of changes to the Public Art Ordinance to
Simplify the Calculation of the Public Art Fee (Community
Services)
Part of Public
Art Master
Plan. Council
April 18th
City of Palo Alto (ID # 6632)
Finance Committee Staff Report
Report Type:Action Items Meeting Date: 3/1/2016
City of Palo Alto Page 1
Summary Title: LBOC Financial Reports, Excess Bond Funds Discussion, and
Discussion of Decommissioning the LBOC
Title: Receipt of Library Bond Oversight Committee Quarterly Reports,
Discussion and Recommendation to Council Regarding Use of Remaining
Library Bond Funds and Decommissioning of the Library Bond Oversight
Committee
From: City Manager
Lead Department: Public Works
Recommended Motion
Staff recommends that the Finance Committee:
1)Accept the Library Bond Oversight Committee (LBOC) quarterly reports
transmittal (Attachments A, B, and C);
2)Accept the LBOC’s recommendation that $1,051,500 million in library bond
funds be transferred to the infrastructure reserve fund to repay the
infrastructure reserve for expenditures for bondable improvements made
to Rinconada Library;
3)Accept the LBOC’s recommendation to approve the “Last and Final List of
Potential Expenses for Library Bond Funds” (Attachment D); and
4)Accept the LBOC’s recommendation that that the LBOC be
decommissioned.
Background
On August 4, 2008,Council approved placing a $76 million General Obligation
bond measure on the November 4, 2008 ballot to construct and complete a new
Mitchell Park Library & Community Center, renovate and expand Rinconada
Library (formerly the Main Library), and renovate the Downtown Library.
City of Palo Alto Page 2
This General Obligation bond measure passed with a super majority (two-thirds +
1) of Palo Alto voters voting in favor of it.
The ballot measure, Measure N, contained a provision for the appointment of a
committee to oversee the expenditure of funds generated by the bond issuance.
On March 16, 2009 the Library Bond Oversight Committee (LBOC)was formed.
The LBOC meets quarterly and issues reports to Council and the public.
Discussion
The library capital projects are nearing final completion. Staff and the LBOC
recommend the following:
1)Repayment of $1,051,500 to the infrastructure reserve fund using excess
library bond proceeds;
2)Approval of the “Last and Final List of Potential Expenses for Library Bond
Funds;” and
3)Decommissioning of the LBOC per the LBOC’s request.
Repayment of $1,051,500 to the Infrastructure Reserve
On May 20, 2013, City Council approved a budget amendment ordinance (BAO)
that provided $1,051,500 from the infrastructure reserve fund for additional
capital improvements at Rinconada Library that were not included in the original
scope of work (Staff Report #3696).The additional improvements were originally
presented to Council and approved by them on July 25, 2011 (Staff Report #
1438).
The work included:
1)Replacing the roof;
2)Replacing fire sprinkler system;
3)Re-facing work;
4)Replacing the basement sump pumps;
5)Upgrading storm water system;
6)Upgrading parking lot lighting;
7)Providing a teen room after-hours entrance;
8)Providing a broadcast center; and
9)Constructing a parking lot connection with the Art Center.
City of Palo Alto Page 3
This additional work was eligible to be paid for using bond proceeds. In light of
uncertainty regarding the final cost of the Mitchell Park Library & Community
Center, Council elected to transfer $1,051,500 from the infrastructure reserve
fund to pay for the Rinconada Library work,subject to potential future
reimbursement with bond funds, if available.
As work on the library projects concludes, staff is projecting that there will be
approximately $4,053,095 in excess bond proceeds. Sufficient funds are available
to return $1,051,500 to the infrastructure reserve.The return of the $1,051,500
to the infrastructure reserve will reduce the remaining bond funds to
approximately $3,001,595.
The following table reflects the derivation of the numbers in this report:
General Obligation (Library) Bonds
Project Cash Balance as of 01/31/16 5,284,052$
Less: Pending Drawdown of Incurred and Paid Expenditures (377,237)
Less: Last & Final List of Potential Expenses (Attachment D)(853,720)
Project Bond Savings Prior to Infrastructure Reserve Repayment 4,053,095
Less: Repayment to Infrastructure Reserve (1,051,500)
Expected Project Savings 3,001,595$
Remaining bond funds can be used to either offset annual debt service resulting
in reduced property tax assessments or to defease outstanding principal bonds
which can lower the overall borrowing costs.
The “Last and Final List of Potential Expenses for Library Bond Funds”
Measure N provides for a citizen committee to oversee the expenditure of funds
generated by the bond measure. As work on the libraries nears final completion,
the LBOC has asked staff to plan for decommissioning the Committee.
City of Palo Alto Page 4
The City Attorney’s Office determined that the LBOC can be decommissioned at
the point that staff identifies and the Committee approves final bondable
expenditures, even though final work, payment,and administrative steps remain.
To satisfy this requirement, staff has compiled,and the LBOC has reviewed,the
attached “Last and Final List of Potential Expenses for Library Bond Funds.”
This list, which totals $853,720, includes encumbered or outstanding contracts,
estimated costs for additional library work that is expected to be done but not yet
contracted for, and a $75,000 contingency.
Since the additional library work that is not encumbered or contracted for may
have unforeseen work and/or costs that could emerge and be covered by
Measure N bond proceeds, staff contacted the City’s Bond Counsel regarding
establishing a contingency fund. The Bond Counsel supported this contingency as
long as expenses conformed to the scope of the Library projects. The Library Bond
Oversight Committee agreed with this approach and approved a $75,000
contingency fund.
Staff recommends that the Finance Committee recommend that Council approve
the “Last and Final List of Potential Expenses for Library Bond Funds” totaling
$853,720, including a $75,000 contingency.
Resource Impact
As stated above, staff expects that $4,053,095 in bond proceeds will remain from
Measure N projects. Since there are now excess Measure N funds, both the LBOC
and staff recommend that the approximately $1.05 million taken from the
infrastructure reserve fund be repaid to it. These funds would then be used for
general infrastructure needs or for Council’s Infrastructure Plan projects which
are likely to exceed the original Plan’s $126 million estimate. Recent estimates
for a new Public Safety Building, for example, are higher than that cited in the
original Infrastructure Plan.
If Council approves the LBOC’s and staff’s recommendations on returning funds to
the infrastructure reserve fund, $3,001,595 would then be available to either
defease Measure N bonds or offset annual Measure N debt service. If the City
Council does not approve this recommendation, then $4,053,095 would be
City of Palo Alto Page 5
available to defease bonds or offset annual debt service. Based on the City’s
Financial Advisor’s analysis, property owners would receive a higher cash flow
benefit from defeasing bonds rather than offsetting debt service. Staff will return
to the City Council at a later date requesting authority to defease Measure N
bonds.
Additional Information
For further information on the formation of the LBOC, please see the March 16,
2009 staff report titled “Adoption of a Resolution Establishing a Citizen Oversight
Committee for Expenditures of Library Bond Funds” (Attachment E).
Attachments:
·Attachment A: LBOC Financial Reports Transmittal Letter_12-1-2015 (PDF)
·Attachment B: LBOC Financial Report_7-29-2015 (PDF)
·Attachment C: LBOC Financial Report (Revised)_11-17-2015 (PDF)
·Attachment D: Last and Final List of Potential Expenses for Library Bond Funds-11-23-
2015 (PDF)
·Attachment E: Resolution Establishing the LBOC_3-16-2009 (PDF)
TO: Finance Committee
FROM: Library Bond Oversight Committee
DATE: December 1, 2015
SUBJECT: Library Bond Oversight Committee Financial Reports
The Library Bond Oversight Committee (LBOC) has met with members of City staff on
the progress of the library bond projects since 2009.
Attached for your approval is the third quarter 2015 financial report (dated July 29, 2015)
and the fourth quarter 2015 financial report (dated November 17, 2015)
Based on the information provided, the Committee believes that the City’s financial
reporting for all library-related projects is accurate and appropriate; however, these
reports have not been independently audited. The Committee approves and forwards
these reports to the Finance Committee and City Council.
The LBOC in the past has discussed a range of issues related to Mitchell Park Library &
Community Center and at one time was concerned that the resolution of claims and
disputes might exhaust the bond funds; however, the LBOC is no longer concerned that
issues related to Mitchell Park Library & Community Center or any of the other library
projects will exhaust the bond funds.
Additionally, the LBOC and staff have prepared a recommendation regarding the close-
out of the library bonds and the termination of the LBOC for the Finance Committee,
which will ultimately go to the City Council.
This was discussed at the LBOC’s November 17, 2015 meeting.
Submitted:
Alice Smith
Library Bond Oversight Committee Chair
ATTACHMENTS:
Attachment B: LBOC Quarterly Financial Report (dated July 29, 2015)
Attachment C: LBOC Quarterly Financial Report (dated November 17, 2015)
Attachment A
12345 6 7 8
(3 minus 1) (5 minus 1) (5 minus 4) (7 divide by 4)
Measure N
Estimates
Changes in
Measure
Estimates
Engineer's
Estimate
Project
Budget
June 2015
Projected
Costs
Diff. Between
Measure N
Estimates vs.
Projected
Costs
$ Diff.
Between
Project Budget
vs. Projected
Costs
% Diff.
Between
Project
Budget vs.
Projected
Costs
Downtown Library 4,000,000$ 1,212,000$ 5,212,000$ 4,212,000$ 4,191,782$ (191,782) 20,218$ 0.5%
Mitchell Park & Community Center Library 50,000,000 (957,000) 49,043,000 47,725,437 45,000,000 5,000,000 2,725,437 5.7%
Cubberley Temporary Library - 645,000 645,000 645,000 619,687 (619,687) 25,313 3.9%
Rinconada (aka Main) Library *18,000,000 2,100,000 20,100,000 22,342,563 21,300,000 (3,300,000) 1,042,563 4.7%
Art Center Temporary Library - 500,000 500,000 500,000 536,509 (536,509) (36,509) (7.3%)
Total Prior to Bond Financing Costs 72,000,000 3,500,000 75,500,000 75,425,000 71,647,978 352,022 3,777,022 5.0%
Bond Financing Costs **4,000,000 (3,500,000) 500,000 500,000 185,320 3,814,680 314,680 62.9%
Grand Total 76,000,000$ -$ 76,000,000$ 75,925,000$ 71,833,298$ 4,166,702$ 4,091,702$ 5.4%
Interest Earnings on the Project Bond Funds 283,608$
Projected Bond Savings 4,375,310$
*The Rinconada Library Project Budget, Projected Costs, and actual expenditures excludes $500,000 in expenses for connectivity between the Library and
the Art Center funded by PF-09007 and excludes $1,800,000 (S.J. Amoroso Construction) expenditures, currently both are being funded by the Infrastructure Reserve.
** The actual bond issuance cost is substantially lower than the Measure N estimate due to avoidance of Capitalized Interest costs.
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
% Diff.
Between
Engineer's
Est. vs.
Remaining
Bal.
Budget
Original Budget (per Measure N Ballot Measure)72,000,000$ -$ -$ 72,000,000$
Temporary Mitchell Park Library (Council Approved - CMR: 463:09)645,000 645,000
Temporary Main Library Facility - Art Center Auditorium 500,000 500,000
Net Other Budget Changes 2,280,000 2,280,000
Expenditures -
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 60,481,425 1,701,868 (62,183,293)
Construction Costs -- -
Contract Contingency 7,559,063 - (7,559,063)
Other Contract Services 2,011,344 - (2,011,344)
City (Inter-department) Service Charge 501,463 - (501,463)
Miscellaneous Cost 228,455 - (228,455)
Total Library Projects Expenditures 75,425,000 70,781,751 1,701,868 2,941,382
Estimate of Pending Commitments/Costs and/or (Excess Encumbrances)- - (835,640) 835,640
Total Bond Funds Less Bond Financing Costs 75,425,000 70,781,751 866,227 3,777,022 5.0%
Bond Financing Costs (a)500,000 185,320 - 314,680 62.9%
Grand Total 75,925,000$ 70,967,071$ 866,227$ 4,091,702$ 5.4%
Interest Earnings on the Project Bond Funds 283,608
Projected Bond Savings 4,375,310
2010 GO Bond True Interest Cost (TIC)4.21%
2013 GO Bond True Interest Cost (TIC)3.85%
** The actual bond issuance cost is substantially lower than the Measure N estimate due to avoidance of Capitalized Interest costs.
Budget History and Projection
Description of Activity
Library Projects Budget to Actual Activities Summary
Library Bond Oversight Committee Quarterly Financial Report
City of Palo Alto
As of July 29, 2015
1
Attachment B
Library Bond Oversight Committee Quarterly Financial Report
City of Palo Alto
As of July 29, 2015
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
% Diff.
Between
Engineer's
Est. vs.
Remaining
Bal.
Original Budget (per Measure N Ballot Measure) 4,000,000$ -$ -$ 4,000,000$
Budget Change 212,000 212,000
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 3,617,992 41,593 (3,659,585)
Construction Costs - - - -
Contract Contingency - 462,490 - (462,490)
Other Contract Services - 27,925 - (27,925)
City (Inter-department) Service Charge - 45,501 - (45,501)
Miscellaneous Cost - 3,163 - (3,163)
Total Library Projects Expenditures 4,212,000 4,157,071 41,593 13,337
Estimate of Pending Commitments/Costs and/or (Excess Encumbrances)- - (6,881) 6,881
Total Bond Funds Less Bond Financing Costs 4,212,000$ 4,157,071$ 34,711$ 20,218$ 0.5%
Reasons for Budget Increase of:212,000$
1) Seismic upgrade 30,000$ July 2010
2) Roof replacement 125,000 June 2011
3) LEED - Green building upgrades 100,000
4) Construction Management Services increase 400,000
5) Fixed Equipment 187,000
6) Moving costs deemed to be bondable costs 50,000
7) Contingency adjustment 320,000
8) Transfer to Main Library (1,000,000)
Net Budget Change 212,000$
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
% Diff.
Between
Engineer's
Est. vs.
Remaining
Bal.
Original Budget (per Measure N Ballot Measure) 50,000,000$ -$ -$ 50,000,000$
Budget Change (2,274,563) (2,274,563)
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 36,669,147 422,105 (37,091,252)
Contract Contingency - 6,101,432 - (6,101,432)
Other Contract Services - 1,220,117 - (1,220,117)
City (Inter-department) Service Charge - 320,534 - (320,534)
Miscellaneous Cost - 224,578 - (224,578)
Total Library Projects Expenditures 47,725,437 44,535,808 422,105 2,767,524
Estimate of Pending Commitments/Costs and/or (Excess Encumbrances)42,087 (42,087)
Total Bond Funds Less Bond Financing Costs 47,725,437$ 44,535,808$ 464,193$ 2,725,437$ 5.7%
Reasons for Budget Decrease of:(2,274,563)$
1) LEED - Green building (Council approved) upgrades 1,200,000$ September 2010
2) Fixed Equipment 1,750,000 December 2014
3) Moving costs deemed to be bondable costs 100,000
4) Contingency adjustment (4,007,000)
5) Transfer to Main Library Project (1,317,563)
Net Budget Change (2,274,563)$
Description of Activity
Mitchell Park Library and Community Center Budget to Actual Activities Summary (PE-09006)
Downtown Library Budget to Actual Activities Summary (PE-09005)
Completed:
Construction Began:
Construction Began:
Completed:
Description of Activity
2
Library Bond Oversight Committee Quarterly Financial Report
City of Palo Alto
As of July 29, 2015
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
% Diff.
Between
Engineer's
Est. vs.
Remaining
Bal.
Original Budget (per Measure N Ballot Measure)18,000,000$ -$ -$ 18,000,000
Budget Change 4,342,563 4,342,563
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 19,396,475 1,224,592 (20,621,067)
Contract Contingency - 955,198 - (955,198)
Other Contract Services - 763,301 - (763,301)
City (Inter-department) Service Charge - 456 - (456)
Miscellaneous Cost - 590 - (590)
Total Library Projects Expenditures 22,342,563 21,116,021 1,224,592 1,950
Estimate of Pending Commitments/Costs and/or (Excess Encumbrances)(1,040,613) 1,040,613
Total Bond Funds Less Bond Financing Costs 22,342,563$ 21,116,021$ 183,979$ 1,042,563$ 4.7%
Reasons for Budget Increase of:4,342,563$
Lowest Accepted Bids Exceeded the Engineer's Estimates 4,342,563$ June 2013
November 2014
Net Budget Change 4,342,563$
*The Rinconada Library Project Budget, Projected Costs, and actual expenditures excludes $500,000 in expenses for connectivity between the Library and
the Art Center funded by PF-09007 and excludes $1,800,000 (S.J. Amoroso Construction) expenditures, currently both are being funded by the Infrastructure Reserve.
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
% Diff.
Between
Engineer's
Est. vs.
Remaining
Bal.
Temporary Mitchell Park Library (Council Approved - CMR: 463:09)645,000$ -$ -$ 645,000$
Budget Change -$ -
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 467,777 - (467,777)
Contract Contingency - 38,470 - (38,470)
City (Inter-department) Service Charge - 11,247 - (11,247)
Miscellaneous Cost - 125 - (125)
Total Library Projects Expenditures 645,000 517,618 - 127,382
Estimate of Pending Commitments/Costs and/or (Excess Encumbrances)102,069 (102,069)
Total Bond Funds Less Bond Financing Costs 645,000$ 517,618$ 102,069$ 25,313$ 3.9%
Description of Activity
Rinconada (aka Main) Library Budget to Actual Activities Summary (PE-11000)
Description of Activity
Cubberley Temporary Library Budget to Actual Activities Summary (PE-09010)
Construction Began:
Completed:
3
Library Bond Oversight Committee Quarterly Financial Report
City of Palo Alto
As of July 29, 2015
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
% Diff.
Between
Engineer's
Est. vs.
Remaining
Bal.
Temporary Main Library Facility - Art Center Auditorium 500,000$ -$ -$ 500,000$
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 330,034 13,578 (343,612)
Contract Contingency - 1,474 - (1,474)
Other Contract Services -
City (Inter-department) Service Charge - 123,725 - (123,725)
Miscellaneous Cost - - - -
Total Library Projects Expenditures 500,000 455,233 13,578 31,189
Estimate of Pending Commitments/Costs and/or (Excess Encumbrances)67,698 (67,698)
Total Bond Funds Less Bond Financing Costs 500,000$ 455,233$ 81,276$ (36,509)$ (7.3%)
Description of Activity
Art Center Temporary Library Budget to Actual Activities Summary (Project # PE-11012)
4
Payment or
Posting Date Payee Description Project Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Original Budget (per Measure N Ballot Measure)4,000,000
Budget Change 212,000
Sub-total - 2010 Engineer's Budget Estimate 4,212,000 - - 4,212,000
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 418,563
08/24/10 Group 4 Architecture Research & Planning Architectural 362
09/21/10 Group 4 Architecture Research & Planning Architectural 135
08/03/10 Group 4 Architecture Research & Planning Architectural 16,233
08/03/10 Group 4 Architecture Research & Planning Architectural 56,000
08/10/10 Protech Consulting and Engineering Hazardous Material Testing 5,210
08/10/10 Turner Construction Company Construction Management Services 68,577 Oct. 21, 2010 Report
09/21/10 Group 4 Architecture Research & Planning Architectural 15
09/21/10 Group 4 Architecture Research & Planning Architectural 18,080
09/21/10 Group 4 Architecture Research & Planning Architectural 2,970
09/21/10 W.L. Butler Construction, Inc.Construction 93,177
10/05/10 Protech Consulting and Engineering Hazardous Material Testing 990
10/19/10 Group 4 Architecture Research & Planning Architectural 10,544
11/02/10 W. L. Butler Construction, Inc.Construction 69,984
11/02/10 Turner Construction Company Construction Management Services 27,984
11/02/10 Group 4 Architecture Research & Planning Architectural 11,864
12/07/10 Turner Construction Company Construction Management Services 55,174
12/07/10 Group 4 Architecture Research & Planning Architectural 11,688 Jan. 25, 2011 Report
12/07/10 W. L. Butler Construction, Inc.Construction 92,055
12/14/10 Group 4 Architecture Research & Planning Architectural 519
12/14/10 W. L. Butler Construction, Inc.Construction 159,940
01/04/11 Turner Construction Company Construction Management Services 27,984
01/07/11 Group 4 Architecture Research & Planning Architectural 11,688
01/21/11 West Coast Code Consultants, Inc.Plan Check 350
01/21/11 Turner Construction Company Construction Management Services 30,212
01/31/11 W. L. Butler Construction, Inc.Construction 211,220
02/18/11 W. L. Butler Construction, Inc.Construction 279,472
02/18/11 Group 4 Architecture Research & Planning Architectural 8,766
02/18/11 Turner Construction Company Construction Management Services 27,429
03/16/11 W. L. Butler Construction, Inc.Construction 277,033 April 26, 2011 Report
03/18/11 Group 4 Architecture Research & Planning Architectural 432
03/18/11 Group 4 Architecture Research & Planning Architectural 409
03/18/11 Group 4 Architecture Research & Planning Architectural 8,766
03/18/11 Group 4 Architecture Research & Planning Architectural 136
03/31/11 Pivot Interiors Design 2,250
03/31/11 Turner Construction Company Construction Management Services 17,808
04/07/11 Group 4 Architecture Research & Planning Architectural 13,149
04/19/11 Group 4 Architecture Research & Planning Architectural 2,795
04/25/11 W. L. Butler Construction, Inc.Construction 342,711
05/10/11 Turner Construction Company Construction Management Services 39,522
05/12/11 Group 4 Architecture Research & Planning Architectural 220
05/12/11 Group 4 Architecture Research & Planning Architectural 24,891
05/12/11 Group 4 Architecture Research & Planning Architectural 14,610 July 26, 2011 Report
05/17/11 Turner Construction Company Construction Management Services 28,334
05/27/11 W. L. Butler Construction, Inc.Construction 238,387
06/07/11 W. L. Butler Construction, Inc.Construction 352,713
06/07/11 Group 4 Architecture Research & Planning Architectural 14,610
06/09/11 Moovers, Inc.Moving Services 10,233
06/16/11 Group 4 Architecture Research & Planning Architectural 233
07/20/11 Group 4 Architecture Research & Planning Architectural 479
07/20/11 Group 4 Architecture Research & Planning Architectural 12,405
07/27/11 W.L. Butler Construction, Inc.Construction 157,980
07/27/11 Turner Construction Company Construction Management Services 26,028
08/31/11 Group 4 Architecture Research & Planning Architectural 19,560 October 25, 2011 Report
08/10/11 Group 4 Architecture Research & Planning Architectural 137
08/10/11 Group 4 Architecture Research & Planning Architectural 5,100
08/24/11 Turner Construction Company Construction Management Services 38,160
08/31/11 W.L. Butler Construction, Inc.Construction 137,659
09/14/11 Group 4 Architecture Research & Planning Architectural 2,550
09/14/11 Group 4 Architecture Research & Planning Architectural 1,116
12/07/11 Group 4 Architecture Research & Planning Architectural 5,100
10/19/11 Turner Construction Company Construction Management Services 1,176
12/21/11 Turner Construction Company Construction Management Services 3,806 January 18, 2012
11/09/11 Group 4 Architecture Research & Planning Architectural 1,146
12/07/11 W.L. Butler Construction, Inc.Construction 64,874
02/08/12 Group 4 Architecture Research & Planning Architectural 29
02/08/12 W.L. Butler Construction, Inc.Construction 22,796
02/22/12 Group 4 Architecture Research & Planning Architectural 8,408 March 28, 2012 Report
03/08/12 Group 4 Architecture Research & Planning Architectural 1,275
03/21/12 Group 4 Architecture Research & Planning Architectural 7
08/22/12 Group 4 Architecture Research & Planning Architectural 1,268 October 30, 2012 Report
Downtown Library Activity Details (PE-09005)
As of July 29, 2015
5
Payment or
Posting Date Payee Description Project Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Downtown Library Activity Details (PE-09005)
As of July 29, 2015
10/03/12 Group 4 Architecture Research & Planning Architectural 71
01/09/13 Turner Construction Company Construction Management Services 434 January 23, 2013 Report
Group 4 Architecture Research Architectural 41,593
Sub-total - Engineering and Architectural Costs - 3,617,992 41,593 (3,659,585)
Contract Contingency
Summary of Expenditures as of July 21, 2010 19,140
10/19/10 Group 4 Architecture Research & Planning Architectural 660
10/19/10 Group 4 Architecture Research & Planning Architectural 4,070 Oct. 21, 2010 Report
08/27/10 Asbestos Management Group Hazardous Material Testing 2,500
02/28/11 City of Palo Alto - Planning Plan Check Fee 93 April 26, 2011 Report
02/18/11 W. L. Butler Construction, Inc.Construction 15,686
04/25/11 W. L. Butler Construction, Inc.Construction 59,235
05/27/11 W. L. Butler Construction, Inc.Construction 163,149
07/01/11 Turner Construction Company Construction Management Services 1,123 July 26, 2011 Report
07/01/11 Turner Construction Company Construction Management Services 24,611
06/07/11 Group 4 Architecture Research & Planning Architectural 5,104
06/07/11 Group 4 Architecture Research & Planning Architectural 3,489
07/27/11 Group 4 Architecture Research & Planning Architectural 9,339 October 25, 2011 Report
08/31/11 W. L. Butler Construction, Inc.Construction 13,299
03/08/12 Group 4 Architecture Research & Planning Architectural 4,094 March 28, 2012 Report
02/08/12 W. L. Butler Construction, Inc.Construction 113,631
09/19/12 W. L. Butler Construction, Inc.Construction 10,000 October 30, 2012 Report
01/09/13 Turner Construction Company Construction Management Services 13,266 January 23, 2013 Report
Sub-total - Contract Contingency - 462,490 - (462,490)
Other Contract Services
Summary of Expenditures as of July 21, 2010 2,225
08/27/10 Asbestos Management Group Hazardous Material Testing 25,700 Oct. 21, 2010 Report
Sub-total - Other Contract Services - 27,925 - (27,925)
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 43,990
07/13/11 City of Palo Alto - Public Works Parking Permit 230 October 25, 2011 Report
07/13/11 City of Palo Alto - Public Works Parking Permit 420
10/31/10 City of Palo Alto - Planning Plan Checking 861 Jan. 25, 2011 Report
Sub-Total - City (Inter-department) Service Charge - 45,501 - (45,501)
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 3,158
04/10/11 Santa Clara County Downtown-Notice of Completion Filing Fee 5 January 18, 2012 Report
Sub-total - Miscellaneous Cost - 3,163 - (3,163)
Grant Total 4,212,000 4,157,071 41,593 13,337
6
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Original Budget (per Measure N Ballot Measure) 50,000,000$
Budget Change (2,274,563)
Sub-total - 2010 Engineer's Budget Estimate 47,725,437 - - 47,725,437
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 3,101,748
08/03/10 Group 4 Architecture Research & Planning Architectural 37,609
08/10/10 Group 4 Architecture Research & Planning Architectural 18,595
10/05/10 Group 4 Architecture Research & Planning Architectural 7,522
10/05/10 Group 4 Architecture Research & Planning Architectural 13,942
10/05/10 Group 4 Architecture Research & Planning Architectural 2,971
07/27/10 Moovers, Inc. Moving Services 435
09/21/10 Turner Construction Company Construction Management Services 163,918
10/19/10 Group 4 Architecture Research & Planning Architectural 47,110
10/19/10 State Water Resources Control Board Submitting Permit Registration Documents 375 Oct. 21, 2010 Report
10/19/10 Group 4 Architecture Research & Planning Architectural 18,517
08/03/10 Peninsula Digital Imaging Reproduction Services 3,066
08/03/10 Peninsula Digital Imaging Reproduction Services 2,401
08/03/10 Peninsula Digital Imaging Reproduction Services 5,105
08/03/10 Peninsula Digital Imaging Reproduction Services 2,119
11/02/10 Bank of Sacramento - Flintco Pacific Escrow Construction 86,542
11/02/10 Flintco Pacific, Inc. Construction 778,876
11/02/10 Group 4 Architecture Research & Planning Architectural 1,037
12/07/10 Turner Construction Company Construction Management Services 635
12/07/10 Turner Construction Company Construction Management Services 70,780
12/07/10 Turner Construction Company Construction Management Services 64,319
12/07/10 Protech Consulting and Engineering Hazardous Material Testing 8,385
12/07/10 Peninsula Digital Imaging Reproduction Services 7,672
12/14/10 West Coast Code Consultants, Inc. Plan Check 26,820
12/14/10 Group 4 Architecture Research & Planning Architectural 46,200 Jan. 25, 2011 Report
12/21/10 Group 4 Architecture Research & Planning Architectural 46,297
12/21/10 Flintco Pacific, Inc. Construction 732,895
12/21/10 Flintco Pacific, Inc. Escrow 2841-042 Construction 81,433
12/28/10 Flintco Pacific, Inc. Construction 757,231
12/28/10 Flintco Pacific, Inc. Escrow 2841-042 Construction 84,137
01/04/11 Group 4 Architecture Research & Planning Architectural 2,942
01/04/11 Group 4 Architecture Research & Planning Architectural 4,564
01/04/11 Turner Construction Company Construction Management Services 73,919
1/21/2011 Group 4 Architecture Research & Planning Architectural 267
1/21/2011 Group 4 Architecture Research & Planning Architectural 46,261
1/21/2011 Turner Construction Company Construction Management Services 105,917
2/1/2011 Flintco Pacific, Inc.Construction 1,098,865
2/1/2011 Flintco Pacific, Inc. Escrow 2841-042 Construction 126,732
2/18/2011 Flintco Pacific, Inc.Construction 1,497,190
2/18/2011 Turner Construction Company Construction Management Services 94,502
2/18/2011 Flintco Pacific, Inc. Escrow 2841-042 Construction 193,977
2/24/2011 Group 4 Architecture Research & Planning Architectural 46,261
3/10/2011 West Coast Code Consultants, Inc.Plan Check 1,820
3/10/2011 West Coast Code Consultants, Inc.Plan Check 1,680
3/16/2011 West Coast Code Consultants, Inc.Plan Check (560)
3/16/2011 West Coast Code Consultants, Inc.Plan Check 560 April 26, 2011 Report
3/16/2011 Protech Consulting and Engineering Hazardous Material Testing 1,250
3/17/2011 West Coast Code Consultants, Inc.Plan Check 560
3/18/2011 Group 4 Architecture Research & Planning Architectural 46,261
3/31/2011 Flintco Pacific, Inc.Construction 446,177
3/31/2011 Flintco Pacific, Inc. Escrow 2841-042 Construction 76,548
3/31/2011 Turner Construction Company Construction Management Services 94,572
4/11/2011 Group 4 Architecture Research & Planning Architectural 4,219
4/11/2011 Group 4 Architecture Research & Planning Architectural 127
4/11/2011 Group 4 Architecture Research & Planning Architectural 7,366
4/11/2011 Group 4 Architecture Research & Planning Architectural 80,956
4/20/2011 West Coast Code Consultants, Inc.Plan Check 140
4/20/2011 West Coast Code Consultants, Inc.Plan Check 280
4/20/2011 West Coast Code Consultants, Inc.Plan Check 560
3/29/2011 Palo Alto Stores Supplies/Parts 1,342
4/25/2011 Flintco Pacific, Inc. Escrow 2841-042 Construction 85,140
4/25/2011 Flintco Pacific, Inc.Construction 766,263
4/26/2011 Group 4 Architecture Research & Planning Architectural 2,528
5/10/2011 Turner Construction Company Construction Management Services 82,594
5/12/2011 Group 4 Architecture Research & Planning Architectural 683
5/12/2011 Group 4 Architecture Research & Planning Architectural 80,956
5/17/2011 Turner Construction Company Construction Management Services 101,701
5/17/2011 Flintco Pacific, Inc.Construction 815,307 July 26, 2011 Report
5/17/2011 Flintco Pacific, Inc. Escrow 2841-042 Construction 93,874
5/17/2011 Flintco Pacific, Inc.Construction 29,559
7/1/2011 Turner Construction Company Construction Management Services 99,493
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of July 29, 2015
7
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of July 29, 2015
7/1/2011 Group 4 Architecture Research & Planning Architectural 19,540
7/1/2011 Group 4 Architecture Research & Planning Architectural 3,109
7/1/2011 Group 4 Architecture Research & Planning Architectural 17,038
7/1/2011 Group 4 Architecture Research & Planning Architectural 92,521 July 26, 2011 Report
7/1/2011 Group 4 Architecture Research & Planning Architectural 8,314
7/5/2011 Flintco Pacific, Inc. Escrow 2841-042 Construction 125,101
7/5/2011 Flintco Pacific, Inc.Construction 1,125,909
7/27/2011 Group 4 Architecture Research & Planning Architectural 57,826
7/27/2011 Group 4 Architecture Research & Planning Architectural 13,045
7/27/2011 Group 4 Architecture Research & Planning Architectural 1,954
7/27/2011 Flintco Pacific, Inc.Construction 2,316,525
7/27/2011 Flintco Inc. Escrow Construction 257,391
7/27/2011 Turner Construction Company Construction Management Services 127,367 October 25, 2011 Report
10/5/2011 Group 4 Architecture Research & Planning Architectural 1,898
10/5/2011 Group 4 Architecture Research & Planning Architectural 57,826
10/5/2011 Group 4 Architecture Research & Planning Architectural 1,647
10/5/2011 Flintco Pacific, Inc.Construction 483,144
10/5/2011 Flintco, Inc. Escrow Construction 53,683
10/19/2011 Turner Construction Company Construction Management Services 170,058
11/2/2011 Flintco Pacific, Inc.Construction 705,850
11/2/2011 Group 4 Architecture Research & Planning Architectural 57,826
11/2/2011 Group 4 Architecture Research & Planning Architectural 2,060
11/2/2011 Flintco Pacific, Inc.Construction 78,428
11/30/2011 West Coast Code Consultants, Inc.Plan Check 420
11/30/2011 West Coast Code Consultants, Inc.Plan Check 560
11/30/2011 West Coast Code Consultants, Inc.Plan Check 560
11/30/2011 Group 4 Architecture Research & Planning Architectural 2,051
11/30/2011 West Coast Code Consultants, Inc.Plan Check 700 January 18, 2012 Report
11/30/2011 Flintco Pacific, Inc.Construction 119,803
11/30/2011 Group 4 Architecture Research & Planning Architectural 1,722
11/30/2011 Group 4 Architecture Research & Planning Architectural 57,826
11/30/2011 Group 4 Architecture Research & Planning Architectural 4,789
11/30/2011 Flintco, Inc. Escrow Construction 837,115
*12/21/2011 Turner Construction Company Construction Management Services 187,775
12/21/2011 Turner Construction Company Construction Management Services 129,453
12/21/2011 Turner Construction Company Construction Management Services 233,061
12/21/2011 Turner Construction Company Construction Management Services 2,385
12/21/2011 Turner Construction Company Construction Management Services 109
12/21/2011 Group 4 Architecture Research & Planning Architectural 46,261
2/29/2012 West Coast Code Consultants, Inc.Plan Check 200
2/29/2012 Group 4 Architecture Research & Planning Architectural 1,600
3/21/2012 Group 4 Architecture Research & Planning Architectural 3,457
3/21/2012 Group 4 Architecture Research & Planning Architectural 19,603
2/1/2012 Flintco Pacific, Inc.Construction 940,940
2/1/2012 Flintco Pacific, Inc.Construction 104,549
2/1/2012 Group 4 Architecture Research & Planning Architectural 46,261
2/1/2012 Group 4 Architecture Research & Planning Architectural 654 March 28, 2012 Report
2/8/2012 Group 4 Architecture Research & Planning Architectural 6,417
2/24/2012 Turner Construction Company Construction Management Services 147,880
1/18/2012 Flintco Pacific, Inc.Construction 458,653
1/18/2012 Flintco Pacific, Inc.Construction 50,961
2/29/2012 Group 4 Architecture Research & Planning Architectural 46,261
3/21/2012 Flintco Pacific, Inc.Construction 722,810
3/21/2012 Flintco Pacific, Inc.Construction 80,312
3/21/2012 Group 4 Architecture Research & Planning Architectural 26,657
4/4/2012 Flintco Pacific, Inc.Construction 95,581
4/4/2012 Flintco Pacific, Inc. Escrow Construction 17,187
4/18/2012 Turner Construction Company Construction Management Services 129,709
4/18/2012 Turner Construction Company Construction Management Services 118,875
4/18/2012 Group 4 Architecture Research & Planning Architectural 2,100
4/18/2012 Group 4 Architecture Research & Planning Architectural 23,130
4/18/2012 Turner Construction Company Construction Management Services 120,219
5/9/2013 Sierra Traffic Markings Inc.Construction 7,990
5/9/2012 Group 4 Architecture Research & Planning Architectural 16,191
5/16/2012 Flintco Pacific, Inc.Construction 254,477
5/16/2012 Flintco Pacific, Inc. Escrow Construction 28,395
5/16/2012 Group 4 Architecture Research & Planning Architectural 2,069
5/16/2012 Group 4 Architecture Research & Planning Architectural 9,511
5/16/2012 Turner Construction Company Construction Management Services 116,415
6/20/2012 Group 4 Architecture Research & Planning Architectural 2,551
6/20/2012 Group 4 Architecture Research & Planning Architectural 16,191 July 5, 2012 Report
6/20/2012 Flintco Pacific, Inc.Construction 189,316
6/20/2012 Flintco Pacific, Inc. Escrow Construction 22,270
7/5/2012 West Coast Code Consultants, Inc.Plan Check 420
7/5/2012 West Coast Code Consultants, Inc.Plan Check 560
7/5/2012 West Coast Code Consultants, Inc.Plan Check 560
7/5/2012 West Coast Code Consultants, Inc.Plan Check 1,680
8
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of July 29, 2015
7/5/2012 West Coast Code Consultants, Inc.Plan Check 420
7/5/2012 West Coast Code Consultants, Inc.Plan Check 560
7/5/2012 West Coast Code Consultants, Inc.Plan Check 560
7/5/2012 West Coast Code Consultants, Inc.Plan Check 560
7/5/2012 West Coast Code Consultants, Inc.Plan Check 560
7/5/2012 West Coast Code Consultants, Inc.Plan Check 280
7/5/2012 West Coast Code Consultants, Inc.Plan Check 280
7/5/2012 Flintco Pacific, Inc. Escrow Construction 20,813
7/5/2012 Flintco Pacific, Inc.Construction 173,537
7/25/2012 Group 4 Architecture Research & Planning Architectural 762
7/25/2012 Group 4 Architecture Research & Planning Architectural 16,191
8/8/2012 Flintco Pacific, Inc.Construction 11,297
8/8/2012 Group 4 Architecture Research & Planning Architectural 16,191 October 30, 2012 Report
8/8/2012 Flintco Pacific, Inc.Construction 85,728
8/22/2012 Group 4 Architecture Research & Planning Architectural 280
9/26/2012 Group 4 Architecture Research & Planning Architectural 84,027
10/3/2012 Group 4 Architecture Research & Planning Architectural 16,191
10/10/2012 Turner Construction Company Construction 22,926
11/14/2012 Group 4 Architecture Research & Planning Architectural 20,325
11/19/2012 West Coast Code Consultants, Inc.Plan Check 350
11/19/2012 Flintco Pacific, Inc.Construction 383,239
11/19/2012 Flintco Pacific, Inc.Construction 88,321
11/19/2012 West Coast Code Consultants, Inc.Plan Check 420
12/12/2012 Flintco Pacific, Inc.Construction 608,951
12/12/2012 Flintco Pacific, Inc.Construction 81,614
12/12/2012 Flintco Pacific, Inc.Construction 505,497
12/12/2012 Flintco Pacific, Inc.Construction 96,133
12/19/2012 Group 4 Architecture Research & Planning Architectural 93,220 January 23, 2013 Report
12/19/2012 Group 4 Architecture Research & Planning Architectural 30,758
12/26/2012 Flintco Pacific, Inc.Construction 13,946
12/26/2012 Flintco Pacific, Inc.Construction 31,893
12/26/2012 Turner Construction Company Construction Management Services 270,207
12/26/2012 Turner Construction Company Construction Management Services 754,125
12/26/2012 Flintco Pacific, Inc.Construction 9,728
12/26/2012 Flintco Pacific, Inc.Construction 14,250
1/23/2013 West Coast Code Consultants, Inc.Plan Check 160
1/23/2013 West Coast Code Consultants, Inc.Plan Check 560
1/23/2013 Group 4 Architecture Research & Planning Architectural 626
1/23/2013 Group 4 Architecture Research & Planning Architectural 783
2/6/2013 Group 4 Architecture Research & Planning Architectural 68,238
2/20/2013 Group 4 Architecture Research & Planning Architectural 38,341 April 12, 2013
3/6/2013 Group 4 Architecture Research & Planning Architectural 2,775
4/3/2013 Group 4 Architecture Research & Planning Architectural 73,745
06/12/13 Flintco Pacific, Inc.Construction 59,916
06/12/13 Flintco Pacific, Inc.Construction 31,230
06/12/13 Flintco Pacific, Inc.Construction 27,261
06/12/13 Flintco Pacific, Inc.Construction 12,816
04/08/13 Flintco Pacific, Inc.Construction 249,800
04/08/13 Flintco Pacific, Inc.Construction 184,896
04/08/13 Flintco Pacific, Inc.Construction 29,765
05/03/13 Flintco Pacific, Inc.Construction 350,886 July 23, 2013
04/24/13 Group 4 Architecture Research & Planning Architectural 91,837
04/24/13 Group 4 Architecture Research & Planning Architectural 450
06/05/13 Group 4 Architecture Research & Planning Architectural 50,003
05/01/13 Ross McDonald Company, Inc.Construction Services 495,000
04/24/13 West Coast Code Consultants, Inc.Plan Check 320
06/17/13 Flintco Pacific, Inc.Construction 142,218
06/19/13 Flintco Pacific, Inc.Construction 27,637
06/26/13 Group 4 Architecture Research & Planning Architectural 73,498
07/17/13 Group 4 Architecture Research & Planning Architectural 46,031
07/19/13 Flintco Pacific, Inc.Construction 106,656
07/31/13 Flintco Pacific, Inc.Construction 34,269
08/07/13 Flintco Pacific, Inc.Construction 72,222
08/14/13 Group 4 Architecture Research & Planning Architectural 46,080
08/14/13 Flintco Pacific, Inc.Construction 8,025 Sept. 25, 2013
08/22/13 Flintco Pacific, Inc.Construction 500,976
08/28/13 Flintco Pacific, Inc.Construction 73,759
09/11/13 Group 4 Architecture Research & Planning Architectural 58,299
09/25/13 Turner Construction Company Construction Management Services 65,864
09/25/13 Sign & Services Company Construction Services 66,903
09/30/13 Flintco Pacific, Inc.Construction 564,671
10/02/13 Turner Construction Company Construction Management Services 450,004
10/02/13 Flintco Pacific, Inc.Construction 70,944
10/09/13 Group 4 Architecture Research & Planning Architectural 66,584
10/11/13 Flintco Pacific, Inc.Construction 580,658
10/30/13 Flintco Pacific, Inc.Construction 64,518
11/13/13 Moovers, Inc.Moving Services 2,280 December 24, 2013
9
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of July 29, 2015
11/13/13 Sign & Services Company Construction Services 94,813
11/20/13 Turner Construction Company Construction Management Services 143,602
12/05/13 Group 4 Architecture Research & Planning Architectural 54,193
12/11/13 Turner Construction Company Construction Management Services 158,901
12/11/13 Sign & Services Company Construction Services 76,096
12/18/13 Turner Construction Company Construction Management Services 134,322
12/18/13 Ross McDonald Company, Inc.Construction Services 47,705
12/23/13 Group 4 Architecture Research & Planning Architectural 47,490
02/26/14 Group 4 Architecture Research & Planning Architectural 44
01/22/14 Group 4 Architecture Research & Planning Architectural 4,556
02/26/14 Group 4 Architecture Research & Planning Architectural 674
02/26/14 Group 4 Architecture Research & Planning Architectural 37,815
04/02/14 Group 4 Architecture Research & Planning Architectural 19,826
01/22/14 Sign & Services Company Construction Services 106,141 April 16, 2014
02/26/14 Sign & Services Company Construction Services 57,626
02/12/14 Envision Ware, Inc.Professional services 19,365
02/12/14 Envision Ware, Inc.Professional services 422,298
04/02/14 Turner Construction Company Construction Management Services 136,132
04/02/14 Turner Construction Company Construction Management Services 143,257
04/02/14 Turner Construction Company Construction Management Services 102,807
01/29/14 Moovers, Inc.Moving Services 1,000
05/21/14 Moovers, Inc.Moving Services 580
03/05/14 Ross McDonald Company, Inc.Construction Services 54,891
03/31/14 Return of Flintco Escrow (Previously Expensed)(2,628,576)
05/14/14 Group 4 Architecture Research & Planning Architectural 12,284
05/21/14 Moovers, Inc.Moving Services 1,544 July 2, 2014
05/28/14 Turner Construction Company Construction Management Services 130,209
05/28/14 Turner Construction Company Construction Management Services 110,969
05/28/14 Muzak LLC Construction Services 100,317
05/23/14 Protech Consulting and Engineering Hazardous Material Testing 1,540
06/11/14 Group 4 Architecture Research & Planning Architectural 18,326
06/18/14 Turner Construction Company Construction Management Services 109,939
12/23/13 One Workplace L Ferrari Storage 7,010
03/31/14 Envision Ware, Inc.Sorter System 973
06/26/13 Group 4 Architecture Research & Planning Architectural 73,498
10/22/14 Moovers, Inc.Moving Services 213
10/22/14 Moovers, Inc.Moving Services 924
10/22/14 Moovers, Inc.Moving Services 14,463
10/22/14 Moovers, Inc.Moving Services 472
11/12/14 Turner Construction Company Construction Management Services 104,843 January 14, 2015
12/03/14 Group 4 Architecture Research & Planning Architectural 64,500
12/17/14 Turner Construction Company Construction Management Services 11,809
12/17/14 Turner Construction Company Construction Management Services 24,983
12/29/14 Flintco Pacific, Inc.Settlement agreement ($4 million less $100,000)3,900,000
03/18/15 Turner Construction Company Construction Management Services 1,576
12/18/15 Sign & Services Company Construction Services 19,242
12/18/15 Sign & Services Company Construction Services 23,098 April 22, 2015
03/18/15 Turner Construction Company Construction Management Services 26,867
02/25/15 Turner Construction Company Construction Management Services 28,964
11/25/14 Turner Construction Company Construction Management Services 105,599
03/20/15 Turner Construction Company Construction Management Services 491,145
04/29/15 Group 4 Architecture Research & Planning Architectural 4,300
06/10/15 Turner Construction Company Construction Management Services 30,000 July 29, 2015
07/15/15 Muzak LLC Construction Services 250
07/15/15 Muzak LLC Construction Services 781
Group 4 Architecture Research & Planning Architectural 54,015
Turner Construction Company Construction Management Services 6,819
Ross McDonald Company, Inc.Construction Services 115,816
West Coast Code Consultants, Inc.Plan Check 1,270
One Workplace L Ferrari Storage 17,067
Sign & Services Company Construction Services 9,790
Contract Office Group, Inc.Storage 1,477
Muzak LLC Construction Services 48,139
Ginn and Crosby, LLC Legal Services 16,613
Project Controls and Forensics, LLC Legal Services 100,000
Lloyd F. McKinney Associates, Inc.Legal Services 1,100
Spring Electric Company Construction Services 50,000
Sub-total - Engineering Costs - 36,669,147 422,105 (37,091,252)
Contract Contingency
Summary of Expenditures as of July 21, 2010 104,373
08/03/10 Group 4 Architecture Research & Planning Architectural 1,771
10/05/10 Group 4 Architecture Research & Planning Architectural 25,951 Jan. 25, 2011 Report
10/19/10 Group 4 Architecture Research & Planning Architectural 10,740
2/1/2011 Flintco Pacific, Inc.Construction 41,725
10
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of July 29, 2015
2/18/2011 Flintco Pacific, Inc.Construction 248,603 April 26, 2011 Report
3/31/2011 Flintco Pacific, Inc.Construction 242,754
8/31/2011 W. L. Butler Construction, Inc.Construction 22,713
8/24/2011 Flintco Pacific, Inc.Construction 987,123
8/24/2011 Turner Construction Company Construction Management Services 151,367
8/24/2011 Flintco Inc. Escrow Construction 117,936
8/24/2011 Group 4 Architecture Research & Planning Architectural 48,250 October 25, 2011 Report
8/24/2011 Group 4 Architecture Research & Planning Architectural 57,826
8/24/2011 Flintco Pacific, Inc.Construction 74,304
10/5/2011 Group 4 Architecture Research & Planning Architectural 37,306
11/30/2011 Group 4 Architecture Research & Planning Architectural 20,266 January 18, 2012
11/30/2011 Flintco Pacific, Inc.Construction 241,110
2/29/2012 West Coast Code Consultants, Inc.Plan Check 840
2/29/2012 West Coast Code Consultants, Inc.Plan Check 560
2/29/2012 West Coast Code Consultants, Inc.Plan Check 840
2/29/2012 West Coast Code Consultants, Inc.Plan Check 560
2/29/2012 West Coast Code Consultants, Inc.Plan Check 360 March 28, 2012 Report
3/8/2012 Group 4 Architecture Research & Planning Architectural 9,937
2/29/2012 Turner Construction Company Construction Management Services 39,360
3/21/2012 Flintco Pacific, Inc.Construction 104,819
3/21/2012 Flintco Pacific, Inc.Construction 11,647
4/18/2012 Turner Construction Company Construction Management Services 656
4/4/2012 Group 4 Architecture Research & Planning Architectural 91,383
5/23/2012 Group 4 Architecture Research & Planning Architectural 25,039
7/5/2012 Group 4 Architecture Research & Planning Architectural 12,871
4/4/2012 Flintco Pacific, Inc.Construction 59,097 July 5, 2012 Report
5/16/2012 Flintco Pacific, Inc.Construction 1,077
6/20/2012 Turner Construction Company Construction Management Services 137,683
6/20/2012 Flintco Pacific, Inc.Construction 11,109
7/5/2012 Flintco Pacific, Inc.Construction 13,783
7/11/2012 Group 4 Architecture Research & Planning Architectural 65,495
8/22/2012 Group 4 Architecture Research & Planning Architectural 80,924
8/8/2012 Flintco Pacific, Inc.Construction 15,943 October 30, 2012 Report
10/3/2012 Turner Construction Company Construction Management Services 298,983
10/31/2012 Group 4 Architecture Research & Planning Architectural 1,578
12/26/2012 Group 4 Architecture Research & Planning Architectural 3,053
11/19/2012 Flintco Pacific, Inc.Construction 411,653
12/12/2012 Flintco Pacific, Inc.Construction 125,571 January 23, 2013 Report
12/12/2012 Flintco Pacific, Inc.Construction 359,703
12/26/2012 Flintco Pacific, Inc.Construction 73,605
12/26/2012 Flintco Pacific, Inc.Construction 96,352
04/08/13 Flintco Pacific, Inc.Construction 60,449
04/08/13 Flintco Pacific, Inc.Construction 31,269
04/08/13 Flintco Pacific, Inc.Construction 85,582 July 23, 2013
05/03/13 Flintco Pacific, Inc.Construction 188,366
05/01/13 4LEAF, Inc.Building Inspection 6,993
05/08/13 4LEAF, Inc.Building Inspection 8,381
07/19/13 Flintco Pacific, Inc.Construction 201,760
08/22/13 Flintco Pacific, Inc.Construction 162,856
08/07/13 4LEAF, Inc.Building Inspection 13,764 Sept. 25, 2013
08/07/13 4LEAF, Inc.Building Inspection 14,708
08/07/13 4LEAF, Inc.Building Inspection 11,045
09/18/13 4LEAF, Inc.Building Inspection 16,706
6/14/2013 Flintco Pacific, Inc.Construction 106,512
9/25/2013 Sign & Services Company Construction Services 40,944 December 24, 2013
9/30/2013 Flintco Pacific, Inc.Construction 73,825
1/22/2014 Group 4 Architecture Research & Planning Architectural 34,885
4/2/2014 Group 4 Architecture Research & Planning Architectural 12,600
4/16/2014 Group 4 Architecture Research & Planning Architectural 19,893 April 16, 2014
2/5/2014 4LEAF, Inc.Building Inspection 14,930
3/5/2014 4LEAF, Inc.Building Inspection 12,654
3/26/2014 4LEAF, Inc.Building Inspection 999
41850 Group 4 Architecture Research & Planning Architectural 32,543
9/3/2014 Group 4 Architecture Research & Planning Architectural 43,002
9/3/2014 Group 4 Architecture Research & Planning Architectural 16,172
9/17/2014 Group 4 Architecture Research & Planning Architectural 14,330
8/13/2014 Moovers, Inc.Moving Services 2,110
7/16/2014 Muzak LLC Construction Services 29,763
9/17/2014 Muzak LLC Construction Services 42,741 October 8, 2014
7/30/2014 Turner Construction Company Construction Management Services 107,060
9/3/2014 Turner Construction Company Construction Management Services 101,438
9/24/2014 Turner Construction Company Construction Management Services 74,899
10/8/2014 Group 4 Architecture Research & Planning Architectural 14,340
7/23/2014 4LEAF, Inc.Building Inspection 5,994
9/14/2014 4LEAF, Inc.Building Inspection 3,618
10/22/2014 Moovers, Inc.Moving Services 4,797 January 14, 2015
12/10/2014 4LEAF, Inc.Building Inspection 910 April 22, 2015
11
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of July 29, 2015
Sub-total - Contract Contingency - 6,101,432 - (6,101,432)
Other Contract Services
Summary of Expenditures as of July 21, 2010 93,750
07/01/11 FedEx Mailing 89
08/26/10 Bruce Beasley Sculpture 90,000 Oct. 21, 2010 Report
09/30/11 FedEx Coding Error Correction (89) October 25, 2011 Report
11/16/11 Jarvis, Fay, Doporto & Gibson, LLP Legal Services - Mitchell Park Library 3,776
12/21/11 ZFA Structural Engineers Mitchell Library Review 2,925
12/29/11 Jarvis, Fay, Doporto & Gibson, LLP Legal Services for Mitchell Park Library 11,170 January 18, 2012 Report
12/29/11 State Water Resource Board Permit 505
02/08/12 Riedinger Consulting Outside Counsel 9,136
01/25/12 ZFA Structural Engineers Mitchell Library Review 9,289
01/25/12 ZFA Structural Engineers Mitchell Library Review 3,118
02/29/12 Jarvis, Fay, Doporto & Gibson, LLP Legal Services for Mitchell Park Library 6,625 March 28, 2012 Report
02/29/12 Jarvis, Fay, Doporto & Gibson, LLP Legal Services for Mitchell Park Library 9,960
02/29/12 Jarvis, Fay, Doporto & Gibson, LLP Legal Services for Mitchell Park Library 10,423
03/14/12 Envision Ware, Inc.Professional services 5,850
04/04/12 ZFA Structural Engineers Mitchell Library Review 2,518
04/04/12 Riedinger Consulting Outside Counsel 28,371
04/04/12 Riedinger Consulting Outside Counsel 10,235
04/04/12 Riedinger Consulting Outside Counsel 24,585
05/09/12 Jam Services 3,897 July 5, 2012 Report
05/09/12 Jarvis, Fay, Doporto & Gibson, LLP Legal Services for Mitchell Park Library 6,647
05/09/12 Jarvis, Fay, Doporto & Gibson, LLP Legal Services for Mitchell Park Library 5,212
06/13/12 ZFA Structural Engineers Mitchell Library Review 1,732
06/20/12 Jarvis, Fay, Doporto & Gibson, LLP Legal Services for Mitchell Park Library 4,549
06/20/12 Blackstone Discovery Legal Services for Mitchell Park Library 319
08/15/12 Otis and Iriki, Inc.Legal Services for Mitchell Park Library 35,618
09/12/12 County of Santa Clara Mitchell Snack Bar - Environmental Health 220 October 30, 2012 Report
09/12/12 Otis and Iriki, Inc.Legal Services for Mitchell Park Library 30,348
09/05/12 Bruce Beasley Sculpture 1,900
10/24/12 Otis and Iriki, Inc.Legal Services for Mitchell Park Library 15,610
10/24/12 Otis and Iriki, Inc.Legal Services for Mitchell Park Library 38,608
10/24/12 Otis and Iriki, Inc.Legal Services for Mitchell Park Library 33,684 January 23, 2013 Report
10/24/12 Otis and Iriki, Inc.Legal Services for Mitchell Park Library 77,708
12/31/12 City of Palo Alto - Public Works Mitchell Park Library - Plan Review 12
03/26/14 3M Library Systems Library Self Check Stations 258
01/16/13 3M Library Systems Library Self Check Stations 80,578
3/20/2013 Bruce Beasley Sculpture 40,000
02/13/13 Ginn and Crosby, LLC Legal Services 1,272
02/13/13 Ginn and Crosby, LLC Legal Services 48
04/03/13 Moscone Emblidge Sater & Otis, LLP Legal Services 49,268 April 12, 2013
04/03/13 Moscone Emblidge Sater & Otis, LLP Legal Services 13,517
04/03/13 Moscone Emblidge Sater & Otis, LLP Legal Services 12,961
04/03/13 Moscone Emblidge Sater & Otis, LLP Legal Services 132,792
07/31/13 Ginn and Crosby, LLC Legal Services 2,688
07/31/13 Ginn and Crosby, LLC Legal Services 8,016 Sept. 25, 2013
10/30/13 Bruce Beasley Sculpture 50,000 December 24, 2013
02/05/14 Ginn and Crosby, LLC Legal Services 8,376
02/12/14 Ginn and Crosby, LLC Legal Services 7,111 April 16, 2014
03/26/14 Ginn and Crosby, LLC Legal Services 4,224
06/18/14 Ginn and Crosby, LLC Legal Services 1,248
06/18/14 Ginn and Crosby, LLC Legal Services 2,304
01/15/14 Ginn and Crosby, LLC Legal Services 14,952
02/26/14 National Construction Rentals Natl. Const. Rentals/Fencing&windscreen 2,317
03/05/14 United Site Services, Inc.Rental of Portable Toilets & Temporary Fencing 638
03/05/14 United Site Services, Inc.Rental of Portable Toilets & Temporary Fencing 635 July 2, 2014
03/12/14 United Site Services, Inc.Rental of Portable Toilets & Temporary Fencing 251
04/30/14 Ginn and Crosby, LLC Legal Services 1,044
06/18/14 Mobile Modular Management Corp.Rental of Trailers 759
06/18/14 Mobile Modular Management Corp.Rental of Trailers 759
06/18/14 Mobile Modular Management Corp.Rental of Trailers 759
12/23/13 One Workplace L Ferrari Additional Storage (Reduction in Exp. from prev. drawdown) (8,890)
7/23/2014 Ginn and Crosby, LLC Legal Services 1,169
07/16/14 Contract Office Group, Inc.Storage 600
07/16/14 Contract Office Group, Inc.Storage 600 October 8, 2014
08/27/14 Ginn and Crosby, LLC Legal Services 25,430
09/17/14 Ginn and Crosby, LLC Legal Services 32,279
08/15/14 National Construction Rentals Natl. Const. Rentals/Fencing&windscreen 416
11/24/14 BIG-D Pacific Builders, LP Fence reimbursement (3,341)
11/05/14 Ginn and Crosby, LLC Legal Services 23,691
11/19/14 Ginn and Crosby, LLC Legal Services 25,544 January 14, 2015
11/25/14 Envision Ware, Inc.Professional services 27,400
12/17/14 Ginn and Crosby, LLC Legal Services 7,272
02/18/15 Ginn and Crosby, LLC Legal Services 2,352
11/24/14 National Construction Rentals Natl. Const. Rentals/Fencing&windscreen 193
12
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of July 29, 2015
09/24/14 National Construction Rentals Natl. Const. Rentals/Fencing&windscreen 416
12/31/14 All Fence Company Inc.Fence 1,525
12/18/14 The Preferred Image Signs 2,291
02/11/15 Ginn and Crosby, LLC Legal Services 3,330 April 22, 2015
03/25/15 Envision Ware, Inc.Professional services 1,061
02/06/15 Orchard Supply Locks 35
02/06/15 Amazon.com Signs 42
01/26/15 Deposits In Trans WF Misc.59
10/20/14 Sunnyvale Windustrial Construction materials 1,427
02/04/15 Santa Clara County Completion Filing Fee 5
03/25/15 Envision Ware, Inc.Professional services 20,047
06/17/15 One Workplace L Ferrari Storage 35,344
06/10/15 Ginn and Crosby, LLC Legal Services 1,152
05/05/15 Media Center AV System Modifications 150 July 29, 2015
05/01/15 Orchard Supply Construction materials 3,169
05/08/15 The Home Depot Construction materials 211
04/21/15 California Paint Company Construction materials 66
Sub-total - Other Contract Services - 1,220,117 - (1,220,117)
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 176,008
09/30/10 City of Palo Alto - Planning Permit Fees - Mitchell Park Library - Bldg A 70,153
09/30/10 City of Palo Alto - Planning Permit Fees - Mitchell Park Teen Center - Bldg B 10,768
09/30/10 City of Palo Alto - Planning Permit Fees - Mitchell Park Multipurpose Center - Bldg C 21,184 Oct. 21, 2010 Report
09/30/10 City of Palo Alto - Planning Demolition Permit MPL - 3700 Middlefield 525
09/30/10 City of Palo Alto - Planning Demolition Permit MPCC - 3800 Middlefield 525
09/28/10 City of Palo Alto - Planning Permit (Grading and Fill)1,830
10/31/10 City of Palo Alto - Planning Revision permit for Mitchell Park Library & CC 141
11/16/10 City of Palo Alto - Planning Architectural Review Board Fees 2,090 Jan. 25, 2011 Report
01/31/11 Palo Alto Stores Supplies/Parts 101
03/31/11 Palo Alto Stores Supplies/Parts 97
03/31/11 Palo Alto Stores Supplies/Parts 4,045 April 26, 2011 Report
03/31/11 Palo Alto Stores Supplies/Parts 89
03/31/11 Palo Alto Stores Supplies/Parts 661
06/14/10 Palo Alto Stores Reversal of Prior Charges (2,834)
03/29/11 Palo Alto Stores Reversal of Prior Charges (628)
03/30/11 Palo Alto Stores Reversal of Prior Charges (571) July 26, 2011 Report
04/04/11 Palo Alto Stores Reversal of Prior Charges (143)
04/30/11 City of Palo Alto - Public Works Underground Fire Supply/Hydrant Permit Fee 1,335
07/06/11 City of Palo Alto - Development Center Plan Check Fee 93
07/06/11 City of Palo Alto - Planning Plan Check Fee 89
08/31/11 City of Palo Alto - Planning Plan Review - modify permit 133
08/31/11 City of Palo Alto - Planning Plan Review - modify permit 105
08/31/11 City of Palo Alto - Planning Plan Review - modify permit 137
08/31/11 City of Palo Alto - Planning Plan Review - modify permit 133 October 25, 2011 Report
08/31/11 City of Palo Alto - Planning Plan Review - modify permit 105
08/31/11 City of Palo Alto - Planning Plan Review - modify permit 121
08/31/11 City Of Palo Alto - Development Center Mitchell Library Plan Check 145
08/31/11 City Of Palo Alto - Development Center Mitchell Library Plan Check 277
08/31/11 City Of Palo Alto - Planning Mitchell Library Plan Check 40
09/30/11 City of Palo Alto - Planning Mitchell Library - Permit Revision 89
10/31/11 City of Palo Alto - Development Center Plan Check Fee 113 January 18, 2012
10/31/11 City of Palo Alto - Development Center Plan Check Fee 325
11/30/11 City of Palo Alto - Planning Plan Review - modify permit 97
11/30/11 City of Palo Alto - Planning Plan Review - modify permit 121
11/30/11 City of Palo Alto - Planning Plan Review - modify permit 121
11/30/11 City of Palo Alto - Planning Plan Review - modify permit 109
01/31/12 City of Palo Alto - Planning Plan Review - modify permit 85
01/31/12 City of Palo Alto - Planning Plan Review - modify permit 4,056 March 28, 2012
12/31/11 City of Palo Alto - Planning Plan Review - modify permit 93
12/21/11 City of Palo Alto - Planning Plan Review - modify permit 85
02/29/12 City of Palo Alto - Planning Plan Review - modify permit 89
02/29/12 City of Palo Alto - Planning Plan Review - modify permit 121
04/25/12 City of Palo Alto - Stores Inventory Conduit, Rgid Steel T/C 10Ft length 2"181
04/25/12 City of Palo Alto - Stores Inventory Pipes - Valves - Fitting 4
04/30/12 City of Palo Alto - Planning Plan Review (Electrical Veh. Chargers permit)977
05/16/12 City of Palo Alto - Planning Plan Review (Ceiling Structural Chgs.) - Mitchell 344
05/16/12 City of Palo Alto - Planning Plan Review (foundation, framing, plumbing) - Mitchell Park L 364 July 5, 2012
05/16/12 City of Palo Alto - Planning Plan Review (Solar Water Heater) - Mitchell Park Library 165
05/16/12 City of Palo Alto - Planning Plan Review - Mitchell Park Library 137
05/31/12 City of Palo Alto - Planning MP -Plan Review for electrical signage permit 112
06/28/12 City of Palo Alto - Planning Plan Review - Mitchell Park Library 105
06/29/12 City of Palo Alto - Planning Plan Review - Mitchell Park Library 105
06/29/12 City of Palo Alto - Planning Plan Review - Mitchell Park Library 300
06/29/12 City of Palo Alto - Planning Plan Review - Mitchell Park Library 151 October 30, 2012
13
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of July 29, 2015
09/14/12 City of Palo Alto - Planning Plan Review - Mitchell Park Library 89
09/14/12 City of Palo Alto - Planning Plan Review - Mitchell Park Library 137
11/30/12 City of Palo Alto - Public Works Mitchell Park Library - Plan Review 116
12/31/12 City of Palo Alto - Public Works Mitchell Park Library - Plan Review 7 January 23, 2013 Report
03/31/13 City of Palo Alto - Development Center Architectural Review 92 April 12, 2013
04/17/13 Ginn and Crosby, LLC Legal Services 225
04/17/13 Ginn and Crosby, LLC Legal Services 432
06/05/13 Ginn and Crosby, LLC Legal Services 144
06/05/13 Ginn and Crosby, LLC Legal Services 5,243
06/05/13 Javis, Fay, Doporto & Gibson, LLP Legal Services 16,570 July 23, 2013
06/05/13 Javis, Fay, Doporto & Gibson, LLP Legal Services 38
06/19/13 David Neagley, AIA Legal Services 1,624
01/30/14 Brad Oldham Internation, Inc.Install of Stainless Owls 49
01/30/14 Brad Oldham Internation, Inc.Install of Stainless Owls 565 July 2, 2014
Sub-total - City (Inter-department) Service Charge - 320,534 - (320,534)
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 3,315
06/30/10 Office Max (US Bank-Calcard) - Reversed Reverse office supplies charged to project (246)
06/30/10 Debra Jacobs Reverse prior travel and meeting expense (6) Oct. 21, 2010 Report
06/30/10 Karen Bengard Reverse prior travel and meeting expense (20)
06/30/10 Hung Nguyen Reverse prior travel and meeting expense (11)
06/30/10 Hung Nguyen Reverse prior travel and meeting expense (20)
03/30/11 Palo Alto Stores Supplies/Parts 4 April 26, 2011 Report
03/30/11 Palo Alto Stores Supplies/Parts 214
03/30/11 Palo Alto Stores Reversal of Prior Charges (4)
03/30/11 Palo Alto Stores Reversal of Prior Charges (214) July 26, 2011 Report
04/21/11 City of Palo Alto - Utilities Utility Connection Fee 68,559
02/15/12 Palo Alto Stores Supplies/Parts 4
02/15/12 Palo Alto Stores Supplies/Parts 176 March 28, 2012 Report
02/15/12 Palo Alto Stores Supplies/Parts 218
02/15/12 Palo Alto Stores Supplies/Parts 4
12/31/12 State Water Resources Control Board Submitting Permit Registration Documents 505 January 23, 2013 Report
02/06/13 4LEAF, Inc.Building Inspection 2,553
02/06/13 4LEAF, Inc.Building Inspection 8,769 April 12, 2013
03/13/13 4LEAF, Inc.Building Inspection 9,213
03/13/13 4LEAF, Inc.Building Inspection 10,656
08/21/13 4LEAF, Inc.Building Inspection 15,318
10/30/13 4LEAF, Inc.Building Inspection 9,713
12/05/13 4LEAF, Inc.Building Inspection 14,430
12/18/13 4LEAF, Inc.Building Inspection 14,708
10/16/13 Computerland of Silicon Valley Wi-Fi Connectivity (Wireless Access Points (WAPs) )25,615 December 24, 2013
11/26/13 CDW Government Uninterruptable Power Supplies for Computers 6,134
12/05/13 CDW Government Uninterruptable Power Supplies for Computers 301
12/18/13 State Water Resources Control Board Submitting Permit Registration Documents 664
11/06/13 Bibliotheca, Inc.Security Gates 12,375
04/23/14 4LEAF, Inc.Building Inspection 1,332
06/04/14 4LEAF, Inc.Building Inspection 1,887 July 2, 2014
07/31/14 City of Palo Alto - Stores Inventory Safety Vest 16
07/04/14 California Paint Company Special Filler for Wood Bridges 176
07/31/14 City of Palo Alto - Stores Inventory Safety Vest 76 October 8, 2014
07/31/14 City of Palo Alto - Stores Inventory Safety Vest 154
07/31/14 City of Palo Alto - Stores Inventory Safety Vest 63
07/31/14 City of Palo Alto - Stores Inventory Safety Vest 41
07/31/14 City of Palo Alto - Stores Inventory Safety Vest 19
04/15/15 Reconcilation Adjustment Adjustment (3,280)
11/06/13 Bibliotheca, Inc.Security Gates ($2,995 clerical error)-
03/31/13 Office Max (US Bank-Calcard) - Reversed Reversal of Bondable Expenditure (-$65 clerical error)-
10/16813 Ginn and Crosby, LLC Legal Services ($360 clerical error)-
10/09/14 Ginn and Crosby, LLC Legal Services ($288 clerical error)-
11/05/14 Ginn and Crosby, LLC Legal Services 3,145
10/22/14 Moovers, Inc.Moving Services 4,797
10/01/14 4LEAF, Inc.Building Inspection 5,200 January 14, 2015
10/29/14 4LEAF, Inc.Building Inspection 4,810
06/25/14 4LEAF, Inc.Building Inspection 3,219
Sub-total - Miscellaneous Cost - 224,578 - (224,578)
Grant Total 47,725,437 44,535,808 422,105 2,767,524
14
Payment
Date Purchasing Document Payee Project Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Original Budget (per Measure N Ballot Measure) 18,000,000$
Budget Change 4,342,563
Sub-total - 2010 Engineer's Budget Estimate 22,342,563 - - 22,342,563
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
10/05/10 Group 4 Architecture Research and Planning Architectural 73,246
10/05/10 Group 4 Architecture Research and Planning Architectural 700
10/05/10 Group 4 Architecture Research and Planning Architectural 73,246
11/02/10 Group 4 Architecture Research and Planning Architectural 5,785
11/02/10 Group 4 Architecture Research and Planning Architectural 122,100 Jan. 25, 2011 Report
12/07/10 Group 4 Architecture Research and Planning Architectural 2,390
01/04/11 Group 4 Architecture Research and Planning Architectural 15,000
01/04/11 Group 4 Architecture Research and Planning Architectural 583
01/04/11 Group 4 Architecture Research and Planning Architectural 859
01/04/11 Turner Construction Company Construction Management Services 1,195
02/24/11 Group 4 Architecture Research and Planning Architectural 4,860
03/18/11 Group 4 Architecture Research and Planning Architectural 73,246
03/18/11 Group 4 Architecture Research and Planning Architectural 7,500
03/18/11 Group 4 Architecture Research and Planning Architectural 53
03/18/11 Group 4 Architecture Research and Planning Architectural 3,843
04/11/11 Group 4 Architecture Research and Planning Architectural 112,464
04/11/11 Group 4 Architecture Research and Planning Architectural 3,993
04/11/11 Group 4 Architecture Research and Planning Architectural 7,500
01/21/11 Group 4 Architecture Research and Planning Architectural 24,392 April 26, 2011 Report
01/21/11 Turner Construction Company Construction Management Services 1,434
01/21/11 Group 4 Architecture Research and Planning Architectural 2,500
01/24/11 Group 4 Architecture Research and Planning Architectural 1,500
01/21/11 Group 4 Architecture Research and Planning Architectural 447
02/18/11 Turner Construction Company Construction Management Services 478
02/18/11 Group 4 Architecture Research and Planning Architectural 48,831
02/18/11 Group 4 Architecture Research and Planning Architectural 2,653
02/18/11 Group 4 Architecture Research and Planning Architectural 3,238
05/12/11 Group 4 Architecture Research and Planning Architectural 6,250
05/12/11 Group 4 Architecture Research and Planning Architectural 40,052
05/12/11 Group 4 Architecture Research and Planning Architectural 12,411
05/12/11 Group 4 Architecture Research and Planning Architectural 3,263
05/17/11 Group 4 Architecture Research and Planning Architectural 4,553 July 26, 2011 Report
06/09/11 Group 4 Architecture Research and Planning Architectural 31,374
07/01/11 Turner Construction Company Construction Management Services 9,169
07/11/11 Group 4 Architecture Research and Planning Architectural 11,100
07/11/11 Group 4 Architecture Research and Planning Architectural 488
07/11/11 Group 4 Architecture Research and Planning Architectural 15,687
07/27/11 Group 4 Architecture Research and Planning Architectural 319
07/27/11 Group 4 Architecture Research and Planning Architectural 1,150
07/27/11 Group 4 Architecture Research and Planning Architectural 1,875
07/27/11 Turner Construction Company Construction Management Services 5,572
08/10/11 Group 4 Architecture Research and Planning Architectural 31,374
08/24/11 Turner Construction Company Construction Management Services 2,868 October 25, 2011 Report
08/31/11 Group 4 Architecture Research and Planning Architectural 117
08/31/11 Group 4 Architecture Research and Planning Architectural 175
08/31/11 Group 4 Architecture Research and Planning Architectural 248
09/14/11 Group 4 Architecture Research and Planning Architectural 67
09/14/11 Group 4 Architecture Research and Planning Architectural 600
09/14/11 Group 4 Architecture Research and Planning Architectural 39,218
10/26/11 Group 4 Architecture Research and Planning Architectural 5,000
10/26/11 Group 4 Architecture Research and Planning Architectural 235,308
10/26/11 Group 4 Architecture Research and Planning Architectural 878
10/26/11 Group 4 Architecture Research and Planning Architectural 5,000
10/26/11 Group 4 Architecture Research and Planning Architectural 291
10/26/11 Group 4 Architecture Research and Planning Architectural 27
11/02/11 Group 4 Architecture Research and Planning Architectural 78,436
11/02/11 Group 4 Architecture Research and Planning Architectural 7,500
11/22/11 Group 4 Architecture Research and Planning Architectural 8,514
12/07/11 Group 4 Architecture Research and Planning Architectural 62,749 January 18, 2012 Report
12/14/11 Group 4 Architecture Research and Planning Architectural 12,584
12/14/11 Group 4 Architecture Research and Planning Architectural 79,172
12/14/11 Group 4 Architecture Research and Planning Architectural 12,584
12/21/11 Protect Consulting and Engineering Hazardous Material Testing 3,530
12/21/11 Group 4 Architecture Research and Planning Architectural 3,052
01/11/12 Group 4 Architecture Research and Planning Architectural 225
01/11/12 Group 4 Architecture Research and Planning Architectural 9,761
01/11/12 Group 4 Architecture Research and Planning Architectural 70,592
01/11/12 Group 4 Architecture Research and Planning Architectural 150
01/11/12 Group 4 Architecture Research and Planning Architectural 247
02/22/12 Group 4 Architecture Research and Planning Architectural 10,000
02/22/12 Group 4 Architecture Research and Planning Architectural 62,749
02/22/12 Group 4 Architecture Research and Planning Architectural 8,676
Rinconada (aka Main) Library Activity Details (PE-11000)
As of July 29, 2015
15
Payment
Date Purchasing Document Payee Project Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Rinconada (aka Main) Library Activity Details (PE-11000)
As of July 29, 2015
02/22/12 Group 4 Architecture Research and Planning Architectural 3,590 March 28, 2012 Report
03/21/12 Group 4 Architecture Research and Planning Architectural 1,330
03/21/12 Group 4 Architecture Research and Planning Architectural 5,423
03/21/12 Group 4 Architecture Research and Planning Architectural 39,218
02/22/12 BIG-D Pacific Builders, LP Construction 32,500
12/21/12 BIG-D Pacific Builders, LP Construction 36,960
04/04/12 Group 4 Architecture Research and Planning Architectural 18,925
04/18/12 Group 4 Architecture Research and Planning Architectural 1,500
04/18/12 Group 4 Architecture Research and Planning Architectural 19
04/18/12 Group 4 Architecture Research and Planning Architectural 9,784
05/16/12 Group 4 Architecture Research and Planning Architectural 3,278 July 5, 2012 Report
05/16/12 Group 4 Architecture Research and Planning Architectural 29,046
05/30/12 Group 4 Architecture Research and Planning Architectural 39,504
06/20/12 Group 4 Architecture Research and Planning Architectural 13,884
07/05/12 Group 4 Architecture Research and Planning Architectural 407
07/05/12 Group 4 Architecture Research and Planning Architectural 2,500
07/25/12 Group 4 Architecture Research and Planning Architectural 1,613
07/25/12 Group 4 Architecture Research and Planning Architectural 1,535
07/25/12 Group 4 Architecture Research and Planning Architectural 1,992 October 30, 2012 Report
09/05/12 Group 4 Architecture Research and Planning Architectural 7,551
09/26/12 Group 4 Architecture Research and Planning Architectural 5,996
10/31/12 Turner Construction Company Construction Management Services 7,444
11/19/12 Group 4 Architecture Research and Planning Architectural 2,097
11/19/12 Group 4 Architecture Research and Planning Architectural 5,423
11/19/12 Group 4 Architecture Research and Planning Architectural 8,000
11/19/12 Group 4 Architecture Research and Planning Architectural 270
11/19/12 Group 4 Architecture Research and Planning Architectural 2,097
10/31/12 Turner Construction Company Construction Management Services 10,000 January 23, 2013 Report
10/11/12 Fastsigns signs 389
01/09/13 NOVA Partners, Inc.Construction Management Services 19,320
01/23/13 Group 4 Architecture Research and Planning Architectural 2,500
01/23/13 Group 4 Architecture Research and Planning Architectural 969
01/23/13 Group 4 Architecture Research and Planning Architectural 4,979
01/23/13 Group 4 Architecture Research and Planning Architectural 725
01/23/13 NOVA Partners, Inc.Construction Management Services 12,010
02/06/13 Group 4 Architecture Research and Planning Architectural 3,243
02/27/13 West Coast Code Consultants, Inc.Plan Check 13,300
02/27/13 NOVA Partners, Inc.Construction Management Services 18,280 April 12, 2013
03/06/13 Group 4 Architecture Research and Planning Architectural 30,776
04/03/13 NOVA Partners, Inc.Construction Management Services 17,000
04/24/13 Group 4 Architecture Research and Planning Architectural 13
05/08/13 Group 4 Architecture Research and Planning Architectural 479
05/08/13 Group 4 Architecture Research and Planning Architectural 9,324
05/22/13 Group 4 Architecture Research and Planning Architectural 1,641
05/22/13 Group 4 Architecture Research and Planning Architectural 157 July 23, 2013
04/24/13 NOVA Partners, Inc.Construction Management Services 16,360
05/22/13 NOVA Partners, Inc.Construction Management Services 18,280
04/10/13 ARC Signs 71
05/01/13 ARC signs 210
06/19/13 Metropolitan Van and Storage, Inc.Equipment Moving 31,367
06/26/13 NOVA Partners, Inc.Construction Management Services 6,134
07/31/13 NOVA Partners, Inc.Construction Management Services 31,565
08/21/13 NOVA Partners, Inc.Construction Management Services 30,750
08/21/13 West Coast Code Consultants, Inc.Plan Check 1,185 Sept. 25, 2013
08/21/13 Group 4 Architecture Research and Planning Architectural 34
07/27/13 Group 4 Architecture Research and Planning Architectural 17,341
08/21/13 Group 4 Architecture Research and Planning Architectural 43,310
09/25/13 S.J. Amoroso Construction Construction 1,396,323
09/25/13 ARC Reproductive Services 52
10/02/13 NOVA Partners, Inc.Construction Management Services 35,578
10/16/13 Group 4 Architecture Research and Planning Architectural 86,670
10/23/13 NOVA Partners, Inc.Construction Management Services 38,025
10/30/13 S.J. Amoroso Construction Construction 771,030 December 24, 2013
11/20/13 NOVA Partners, Inc.Construction Management Services 37,554
12/05/13 Group 4 Architecture Research and Planning Architectural 43,360
12/11/13 S.J. Amoroso Construction Construction 1,204,872
12/18/13 NOVA Partners, Inc.Construction Management Services 41,811
12/23/13 S.J. Amoroso Construction Construction 876,464
01/29/14 NOVA Partners, Inc.Construction Management Services 42,311
02/26/14 NOVA Partners, Inc.Construction Management Services 34,852
03/26/14 NOVA Partners, Inc.Construction Management Services 30,855
04/16/14 West Coast Code Consultants, Inc.Plan Check 613
01/29/14 Protech Consulting and Engineering Hazardous Material Testing 22,580
01/29/14 S.J. Amoroso Construction Construction 857,070
03/05/14 S.J. Amoroso Construction Construction 1,098,894 April 16, 2014
04/02/14 S.J. Amoroso Construction Construction 1,045,937
01/29/14 Group 4 Architecture Research and Planning Architectural 43,360
02/26/14 Group 4 Architecture Research and Planning Architectural 43,360
01/29/14 Group 4 Architecture Research and Planning Architectural 43,360
16
Payment
Date Purchasing Document Payee Project Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Rinconada (aka Main) Library Activity Details (PE-11000)
As of July 29, 2015
04/02/14 Group 4 Architecture Research and Planning Architectural 188,020
04/16/14 Group 4 Architecture Research and Planning Architectural 43,350
03/26/14 ARC Reproduction Services 258
04/02/14 Envision Ware, Inc.Professional services 1,795
11/29/04 Envision Ware, Inc.Professional services ($47,731 deleted)
05/14/14 NOVA Partners, Inc.Construction Management Services 37,950
05/28/14 NOVA Partners, Inc.Construction Management Services 39,369
06/04/14 Group 4 Architecture Research and Planning Architectural 18,900
06/25/14 NOVA Partners, Inc.Construction Management Services 35,540 July 2, 2014
04/23/14 S.J. Amoroso Construction Construction 1,058,321
05/28/14 S.J. Amoroso Construction Construction 1,487,530
06/04/14 Group 4 Architecture Research and Planning Architectural 86,702
06/25/14 Group 4 Architecture Research and Planning Architectural 86,746
07/02/14 S.J. Amoroso Construction Construction 1,852,722
07/16/14 NOVA Partners, Inc.Construction Management Services 34,767
08/27/14 NOVA Partners, Inc.Construction Management Services 33,075
09/17/14 NOVA Partners, Inc.Construction Management Services 34,182
07/02/14 West Coast Code Consultants, Inc.Plan Check 1,203
08/13/14 Group 4 Architecture Research and Planning Architectural 39,700
07/30/14 PACIFIC GAS & ELECTRIC CO Survey 6,000 October 8, 2014
08/06/14 S.J. Amoroso Construction Construction 2,164,627
09/03/14 S.J. Amoroso Construction Construction 1,591,611
07/31/14 S.J. Amoroso Construction Construction 1,641,497
10/08/14 Group 4 Architecture Research and Planning Architectural 29,816
10/08/14 Group 4 Architecture Research and Planning Architectural 86,738
10/08/14 Group 4 Architecture Research and Planning Architectural 75,770
07/27/13 Group 4 Architecture Research and Planning Architectural 17,341
11/05/14 NOVA Partners, Inc.Construction Management Services 24,808
11/05/14 S.J. Amoroso Construction Construction 330,380 January 14, 2015
12/03/14 Group 4 Architecture Research and Planning Architectural 26,835
12/17/14 Group 4 Architecture Research and Planning Architectural 4,990
01/14/15 S.J Amoroso Contruction costs that are currently being funded by the Infrastructure Reserve (1,800,000)
02/04/15 NOVA Partners, Inc.Construction Management Services 1,566
01/28/15 NOVA Partners, Inc.Construction Management Services 1,600
02/25/15 NOVA Partners, Inc.Construction Management Services 13,485 April 22, 2015
03/04/15 S.J. Amoroso Construction Construction 31,481
01/28/15 S.J. Amoroso Construction Construction 140,321
05/13/15 NOVA Partners, Inc.Construction Management Services 1,094 July 29, 2015
05/06/15 S.J. Amoroso Construction Construction 17,917
05/22/15 Protech Consulting and Engineering Hazardous Material Testing 950
Protech Consulting and Engineering Hazardous Material Testing 2,280
Group 4 Architecture Research and Planning Architectural 210,022
NOVA Partners, Inc. Construction Management Services 312
AT&T Engineering Professional services 6,298
Schaff & Wheeler Consulting Storm Water (Third Party 600
Ross McDonald Company, Inc. Construction Services 24,612
West Coast Code Consultants, Inc. Plan Check 1,600
3M Library Systems Library System 1,317
Metropolitan Van and Storage, Inc. Equipment Moving 14,032
S.J. Amoroso Construction Construction 946,830
Applied Materials / Engineering, Inc. Professional services 16,689
Sub-total - Engineering and Architectural Costs - 19,396,475 1,224,592 (20,621,067)
Contract Contingency
05/27/11 Group 4 Architecture Research and Planning Architectural 22,152 July 26, 2011 Report
06/09/11 Group 4 Architecture Research and Planning Architectural 571
02/22/12 Group 4 Architecture Research and Planning Architectural 122 March 28, 2012 Report
11/19/12 Group 4 Architecture Research and Planning Architectural 124 January 23, 2013 Report
04/03/13 Group 4 Architecture Research and Planning Architectural 8,442 April 12, 2013
03/06/13 Group 4 Architecture Research and Planning Architectural 8,442
04/24/13 Group 4 Architecture Research and Planning Architectural 6,300
05/22/13 Group 4 Architecture Research and Planning Architectural 64,633 July 23, 2013
06/05/13 Group 4 Architecture Research and Planning Architectural 27,225
07/17/13 Group 4 Architecture Research and Planning Architectural 12,658
07/17/13 Group 4 Architecture Research and Planning Architectural 3,150 Sept. 25, 2013
08/21/13 Group 4 Architecture Research and Planning Architectural 9,900
08/21/13 Group 4 Architecture Research and Planning Architectural 9,900
06/21/13 NOVA Partners, Inc. Construction Management Services 9,480 December 24, 2013
04/16/14 Group 4 Architecture Research and Planning Architectural 15,750 April 16, 2014
04/23/14 S.J. Amoroso Construction Construction 16,461 July 2, 2014
07/02/14 West Coast Code Consultants, Inc. Plan Check 941 October 8, 2014
12/03/14 Group 4 Architecture Research and Planning Architectural 13,720
12/03/14 Group 4 Architecture Research and Planning Architectural 5,651
17
Payment
Date Purchasing Document Payee Project Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Rinconada (aka Main) Library Activity Details (PE-11000)
As of July 29, 2015
12/29/14 NOVA Partners, Inc.Construction Management Services 18,250 January 14, 2015
12/03/14 Group 4 Architecture Research and Planning Architectural 6,600
12/10/14 S.J. Amoroso Construction Construction 316,985
12/10/14 S.J. Amoroso Construction Construction 20,517
02/04/15 NOVA Partners, Inc.Construction Management Services 20
01/28/15 NOVA Partners, Inc.Construction Management Services 18,070
02/04/15 NOVA Partners, Inc.Construction Management Services 22,680
01/28/15 S.J. Amoroso Construction Construction 7,103
01/28/15 S.J. Amoroso Construction Construction 9,355
01/28/15 S.J. Amoroso Construction Construction 11,108
01/28/15 S.J. Amoroso Construction Construction 12,420
01/28/15 S.J. Amoroso Construction Construction 12,428 April 22, 2015
01/28/15 S.J. Amoroso Construction Construction 13,295
01/28/15 S.J. Amoroso Construction Construction 14,236
01/28/15 S.J. Amoroso Construction Construction 14,541
01/28/15 S.J. Amoroso Construction Construction 14,651
01/28/15 S.J. Amoroso Construction Construction 14,746
01/28/15 S.J. Amoroso Construction Construction 18,875
01/28/15 S.J. Amoroso Construction Construction 25,973
01/28/15 S.J. Amoroso Construction Construction 37,022
01/28/15 S.J. Amoroso Construction Construction 38,480
01/28/15 S.J. Amoroso Construction Construction 47,113
05/06/15 S.J. Amoroso Construction Construction 25,108 July 29, 2015
Sub-total - Contract Contingency - 955,198 - (955,198)
Other Contract Services
12/05/12 Planet Orange Termite Inspection Fee 350
12/31/12 Fastsigns Sign 226
12/19/12 Creative Machines, Inc.Plans and Technical Drawings 52,000
12/19/12 Creative Machines, Inc.Plans and Technical Drawings 12,000
10/31/12 City of Palo Alto - Public Works Main Library Renovation - Plan Check Fee 115,654
12/06/12 City of Palo Alto - Development Center Architectural Review 2,678 January 23, 2013 Report
12/06/12 City of Palo Alto - Development Center Architectural Review 25
12/06/12 City of Palo Alto - Development Center Architectural Review 20
12/06/12 City of Palo Alto - Development Center Architectural Review 622
12/06/12 City of Palo Alto - Development Center Architectural Review 2,892
12/06/12 City of Palo Alto - Development Center Architectural Review 252
04/24/13 FedEx Mailing 111
04/24/13 FedEx Mailing 98 July 23, 2013
04/17/13 FedEx Mailing 111
06/30/13 Fastsigns Signs 1,423
07/31/13 Metropolitan Van and Storage, Inc.Equipment Moving 1,365 Sept. 25, 2013
08/21/13 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
10/02/13 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
10/09/13 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
11/13/13 Metropolitan Van and Storage, Inc.Equipment Moving 500 December 24, 2013
11/20/13 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
12/18/13 Metropolitan Van and Storage, Inc.Equipment Moving 1,665
04/02/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
02/12/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365 April 16, 2014
04/02/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
01/29/14 FedEx Mailing 47
05/15/14 Protech Consulting and Engineering Hazardous Material Testing 3,270
05/07/14 Creative Machines, Inc.Plans and Technical Drawings 13,000
06/11/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
05/28/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365 July 2, 2014
05/21/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
06/25/14 Metropolitan Van and Storage, Inc.Equipment Moving 800
07/02/14 AT&T Engineering and Construction 6,298
03/31/14 Envision Ware, Inc.Professional services 157
07/09/14 Applied Materials / Engineering, Inc.Professional services 110
07/09/14 Applied Materials / Engineering, Inc.Professional services 1,760
07/16/14 ARC Reproduction Services 71
08/06/14 Creative Machines, Inc.Plans and Technical Drawings 13,000
07/09/14 Chem Aqua Loop corrosion inhibitor chemical addition/water analysis 837
07/23/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
08/13/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365 October 8, 2014
09/17/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
10/08/14 Applied Materials / Engineering, Inc.Professional services 5,601
10/08/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
07/11/14 City of Palo Alto Signage Review for ARB 698
07/22/14 City of Palo Alto Signage Review for ARB 2,918
11/12/14 Metropolitan Van and Storage, Inc.Equipment Moving 11,638
18
Payment
Date Purchasing Document Payee Project Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Rinconada (aka Main) Library Activity Details (PE-11000)
As of July 29, 2015
12/10/14 Metropolitan Van and Storage, Inc.Equipment Moving 450
12/17/14 Schaaf & Wheeler Consulting Storm Water 3 Party Review 2,500 January 14, 2015
10/22/14 Bibliotheca, Inc.Security Gates 18,800
10/31/14 Bibliotheca, Inc.Security Gates 1,645
02/24/15 Fastsigns Fastsigns 247
02/04/15 Metropolitan Van and Storage, Inc.Equipment Moving 195
02/04/15 Metropolitan Van and Storage, Inc.Equipment Moving 450
02/04/15 Metropolitan Van and Storage, Inc.Equipment Moving 1,220
02/04/15 Metropolitan Van and Storage, Inc.Equipment Moving 2,205
02/24/15 VKK Signmakers, Inc.Signs 3,472 April 22, 2015
03/25/15 Envision Ware, Inc.Professional services 26,650
11/24/14 Fastsigns Signs 245
03/25/15 3M Library Systems Library System 58,030
03/25/15 Envision Ware, Inc.Professional services 372,856
03/23/15 PolePal Lighting 1,080
11-Jun Peninsulators, Inc.Construction 1,950 July 29, 2015
Sub-total - Other Contract Services - 763,301 - (763,301)
City (Inter-department) Service Charge
10/31/14 City of Palo Alto - Planning Review of sculpture signage and address sign 456 January 14, 2015
Sub-total - City (Inter-department) Service Charge - 456 - (456)
Miscellaneous Cost
02/27/13 Fastsigns Signage 590 April 12, 2013
Sub-total - Miscellaneous Cost - 590 - (590)
Grant Total 22,342,563 21,116,021 1,224,592 1,950
19
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Temporary Mitchell Park Library (Council Approved - CMR: 463:09) 645,000
Budget Change - gg
Sub-total - 2010 Engineer's Budget Estimate 645,000 - - 645,000
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 439,283
10/05/10 Group 4 Architecture Research & Planning Architectural 5,774 Oct. 21, 2010 Report
08/24/10 Group 4 Architecture Research & Planning Architectural 329
01/27/11 Johnstone Moyer, Inc.Temp. Library Improvements 19,191 April 26, 2011 Report
11/12/14 Ross McDonald Company, Inc.Construction Services 3,200 January 14, 2015
Sub-total - Engineering and Architectural Costs - 467,777 - (467,777)
Contract Contingency
Summary of Expenditures as of July 21, 2010 2,541
08/24/10 Johnstone Moyer, Inc.Temp. Library Improvements 24,604 Oct. 21, 2010 Report
08/27/10 West Corporation Temp. Lib. - Security Access Card & Alarm 310
01/27/11 Johnstone Moyer, Inc.Temp. Library Improvements 6,045 April 26, 2011 Report
05/14/15 JCM Construction, Inc.Construction Services 4,970 January 29, 2015
Sub-total - Contract Contingency - 38,470 - (38,470)
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 11,247 March 28, 2012 Report
Sub-total - City (Inter-department) Service Charge - 11,247 - (11,247)
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 125 March 28, 2012 Report
Sub-total - Miscellaneous Cost - 125 - (125)
Grant Total 645,000 517,618 - 127,382
Temporary Library at Cubberley (for Mitchell Facility) - Activity Details (PE-09010)
As of July 29, 2015
20
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Temporary Main Library Facility - Art Center Auditorium 500,000
Sub-total - 2010 Engineer's Budget Estimate 500,000 - - 500,000
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 -
04/04/12 Group 4 Architecture Research & Planning Architectural 15,687 July 5, 2012 Report
04/04/12 Group 4 Architecture Research & Planning Architectural 11,288
07/25/12 Group 4 Architecture Research & Planning Architectural 1,121 October 30, 2012 Report
06/15/76 Ross McDonald Company, Inc.Library Shelving 7,176
06/19/13 Big-D Pacific Builders, LP Construction Services 253,627 July 23, 2013
08/16/13 Big-D Pacific Builders, LP Construction Services 29,997 Sept. 25, 2013
02/11/15 Ross McDonald Company, Inc.Library Shelving 1,100 April 22, 2015
04/22/15 JCM Construction, Inc.Construction Services 9,950
05/22/15 Securecom Construction Services 88 January 29, 2015
Group 4 Architecture Research & Planning Architectural 2,960
Ross McDonald Company, Inc.Library Shelving 829
Peninsulators, Inc.Construction Services 9,790
Sub-total - Engineering and Architectural Costs - 330,034 13,578 (343,612)
Contract Contingency
Summary of Expenditures as of July 21, 2010 -
04/30/13 Fastsigns Signs 593
04/30/13 Metropolitan Van and Storage, Inc.Equipment Moving 380
04/30/13 Fastsigns Signs 598 July 23, 2013
04/30/13 Fastsigns Signs 41
05/31/13 Fastsigns (Reversal of Drawdown)Signs (138) January 14, 2015
Sub-total - Contract Contingency - 1,474 - (1,474)
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 -
04/30/13 City of Palo Alto - Planning Architectural Review 384
04/30/13 City of Palo Alto - Development Center Architectural Review 216 July 23, 2013
05/31/13 City of Palo Alto _ Development Center Architectural Review 122,489
06/30/13 City of Palo Alto _ Development Center Architectural Review 636 Sept. 25, 2013
Sub-total - City (Inter-department) Service Charge - 123,725 - (123,725)
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 -
Sub-total - Miscellaneous Cost - - - -
Grant Total 500,000 455,233 13,578 31,189
Art Center Temporary Library - Activity Details (Project # PE-11012)
As of July 29, 2015
21
12345 6 7 8
(3 minus 1) (5 minus 1) (5 minus 4) (7 divide by 4)
Measure N
Estimates
Changes in
Measure
Estimates
Engineer's
Estimate
Project
Budget
November
2015
Projected
Costs
Diff. Between
Measure N
Estimates vs.
Projected
Costs
$ Diff.
Between
Project Budget
vs. Projected
Costs
% Diff.
Between
Project
Budget vs.
Projected
Costs
Downtown Library 4,000,000$ 1,212,000$ 5,212,000$ 4,212,000$ 4,197,961$ (197,961) 14,039$ 0.3%
Mitchell Park & Community Center Library 50,000,000 (957,000) 49,043,000 47,725,437 45,034,851 4,965,149 2,690,586 5.6%
Cubberley Temporary Library - 645,000 645,000 645,000 645,000 (645,000) (0) (0.0%)
Rinconada (aka Main) Library *18,000,000 2,100,000 20,100,000 22,342,563 21,666,400 (3,666,400) 676,163 3.0%
Art Center Temporary Library - 500,000 500,000 500,000 465,148 (465,148) 34,852 7.0%
Total Prior to Bond Financing Costs 72,000,000 3,500,000 75,500,000 75,425,000 72,009,361 (9,361) 3,415,639 4.5%
Bond Financing Costs **4,000,000 (3,500,000) 500,000 500,000 185,320 3,814,680 314,680 62.9%
Grand Total 76,000,000$ -$ 76,000,000$ 75,925,000$ 72,194,681$ 3,805,319$ 3,730,319$ 4.9%
Interest Earnings/Market Value Change on the Project Bond Funds 322,776$
Projected Bond Savings 4,053,095$
*The Rinconada Library Project Budget, Projected Costs, and actual expenditures has $500,000 for connectivity between the Library and the Art Center
(funded by PF-09007) that is, based on Measure N, a non-bondable expense so that is not being funded by bond proceeds. On the other hand, Rinconada has $1,051,500
in expenditures for additional work (under S.J. Amoroso Construction contract ) that is bondable costs under Measure N but the City, at this time, has elected to pay for that
using General Fund (Infrastructure Reserve) money.
** The actual bond issuance cost is substantially lower than the Measure N estimate due to avoidance of Capitalized Interest costs.
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
% Diff.
Between
Engineer's
Est. vs.
Remaining
Bal.
Budget
Original Budget (per Measure N Ballot Measure)72,000,000$ -$ -$ 72,000,000$
Temporary Mitchell Park Library (Council Approved - CMR: 463:09)645,000 645,000
Temporary Main Library Facility - Art Center Auditorium 500,000 500,000
Net Other Budget Changes 2,280,000 2,280,000
Expenditures -
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 60,841,282 572,249 (61,413,531)
Construction Costs - - -
Contract Contingency 7,559,063 - (7,559,063)
Other Contract Services 2,025,378 - (2,025,378)
City (Inter-department) Service Charge 501,463 - (501,463)
Miscellaneous Cost 228,455 - (228,455)
Total Library Projects Expenditures 75,425,000 71,155,641 572,249 3,697,110
Estimate of Pending Commitments/Costs - - 281,471 (281,471)
Total Bond Funds Less Bond Financing Costs 75,425,000 71,155,641 853,720 3,415,639 4.5%
Bond Financing Costs (a)500,000 185,320 - 314,680 62.9%
Grand Total 75,925,000$ 71,340,961$ 853,720$ 3,730,319$ 4.9%
Interest Earnings/Market Value Change on the Project Bond Funds 322,776
Projected Bond Savings 4,053,095
2010 GO Bond True Interest Cost (TIC)4.21%
2013 GO Bond True Interest Cost (TIC)3.85%
** The actual bond issuance cost is substantially lower than the Measure N estimate due to avoidance of Capitalized Interest costs.
Budget History and Projection
Description of Activity
Library Projects Budget to Actual Activities Summary
Library Bond Oversight Committee Quarterly Financial Report
City of Palo Alto
As of November 17, 2015 (Revised 3)
1
Library Bond Oversight Committee Quarterly Financial Report
City of Palo Alto
As of November 17, 2015 (Revised 3)
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
% Diff.
Between
Engineer's
Est. vs.
Remaining
Bal.
Original Budget (per Measure N Ballot Measure) 4,000,000$ -$ -$ 4,000,000$
Budget Change 212,000 212,000
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 3,617,992 40,890 (3,658,882)
Construction Costs - - - -
Contract Contingency - 462,490 - (462,490)
Other Contract Services - 27,925 - (27,925)
City (Inter-department) Service Charge - 45,501 - (45,501)
Miscellaneous Cost - 3,163 - (3,163)
Total Library Projects Expenditures 4,212,000 4,157,071 40,890 14,039
Estimate of Pending Commitments/Costs - - - -
Total Bond Funds Less Bond Financing Costs 4,212,000$ 4,157,071$ 40,890$ 14,039$ 0.3%
Reasons for Budget Increase of:212,000$
1) Seismic upgrade 30,000$ July 2010
2) Roof replacement 125,000 June 2011
3) LEED - Green building upgrades 100,000
4) Construction Management Services increase 400,000
5) Fixed Equipment 187,000
6) Moving costs deemed to be bondable costs 50,000
7) Contingency adjustment 320,000
8) Transfer to Main Library (1,000,000)
Net Budget Change 212,000$
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
% Diff.
Between
Engineer's
Est. vs.
Remaining
Bal.
Original Budget (per Measure N Ballot Measure) 50,000,000$ -$ -$ 50,000,000$
Budget Change (2,274,563) (2,274,563)
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 36,754,397 303,621 (37,058,018)
Contract Contingency - 6,101,432 - (6,101,432)
Other Contract Services - 1,232,201 - (1,232,201)
City (Inter-department) Service Charge - 320,534 - (320,534)
Miscellaneous Cost - 224,578 - (224,578)
Total Library Projects Expenditures 47,725,437 44,633,141 303,621 2,788,675
Estimate of Pending Commitments/Costs 98,089 (98,089)
Total Bond Funds Less Bond Financing Costs 47,725,437$ 44,633,141$ 401,710$ 2,690,586$ 5.6%
Reasons for Budget Decrease of:(2,274,563)$
1) LEED - Green building (Council approved) upgrades 1,200,000$ September 2010
2) Fixed Equipment 1,750,000 December 2014
3) Moving costs deemed to be bondable costs 100,000
4) Contingency adjustment (4,007,000)
5) Transfer to Main Library Project (1,317,563)
Net Budget Change (2,274,563)$
Description of Activity
Mitchell Park Library and Community Center Budget to Actual Activities Summary (PE-09006)
Downtown Library Budget to Actual Activities Summary (PE-09005)
Completed:
Construction Began:
Construction Began:
Completed:
Description of Activity
2
Library Bond Oversight Committee Quarterly Financial Report
City of Palo Alto
As of November 17, 2015 (Revised 3)
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
% Diff.
Between
Engineer's
Est. vs.
Remaining
Bal.
Original Budget (per Measure N Ballot Measure)18,000,000$ -$ -$ 18,000,000
Budget Change 4,342,563 4,342,563
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 19,661,166 227,738 (19,888,904)
Contract Contingency - 955,198 - (955,198)
Other Contract Services - 765,251 - (765,251)
City (Inter-department) Service Charge - 456 - (456)
Miscellaneous Cost - 590 - (590)
Total Library Projects Expenditures 22,342,563 21,382,662 227,738 732,163
Estimate of Pending Commitments/Costs 56,000 (56,000)
Total Bond Funds Less Bond Financing Costs 22,342,563$ 21,382,662$ 283,738$ 676,163$ 3.0%
Reasons for Budget Increase of:4,342,563$
Lowest Accepted Bids Exceeded the Engineer's Estimates 4,342,563$ June 2013
November 2014
Net Budget Change 4,342,563$
*The Rinconada Library Project Budget, Projected Costs, and actual expenditures has $500,000 for connectivity between the Library and the Art Center
(funded by PF-09007) that is, based on Measure N, a non-bondable expense so that is not being funded by bond proceeds. On the other hand, Rinconada has $1,051,500
in expenditures for additional work (under S.J. Amoroso Construction contract ) that is bondable costs under Measure N but the City, at this time, has elected to pay for that
using General Fund (Infrastructure Reserve) money.
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
% Diff.
Between
Engineer's
Est. vs.
Remaining
Bal.
Temporary Mitchell Park Library (Council Approved - CMR: 463:09)645,000$ -$ -$ 645,000$
Budget Change -$ -
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 467,777 - (467,777)
Contract Contingency - 38,470 - (38,470)
City (Inter-department) Service Charge - 11,247 - (11,247)
Miscellaneous Cost - 125 - (125)
Total Library Projects Expenditures 645,000 517,618 - 127,382
Estimate of Pending Commitments/Costs 127,382 (127,382)
Total Bond Funds Less Bond Financing Costs 645,000$ 517,618$ 127,382$ (0)$ (0.0%)
Description of Activity
Rinconada (aka Main) Library Budget to Actual Activities Summary (PE-11000)
Description of Activity
Cubberley Temporary Library Budget to Actual Activities Summary (PE-09010)
Construction Began:
Completed:
3
Library Bond Oversight Committee Quarterly Financial Report
City of Palo Alto
As of November 17, 2015 (Revised 3)
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
% Diff.
Between
Engineer's
Est. vs.
Remaining
Bal.
Temporary Main Library Facility - Art Center Auditorium 500,000$ -$ -$ 500,000$
Expenditures
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs 339,949 - (339,949)
Contract Contingency - 1,474 - (1,474)
Other Contract Services -
City (Inter-department) Service Charge - 123,725 - (123,725)
Miscellaneous Cost - - - -
Total Library Projects Expenditures 500,000 465,148 - 34,852
Estimate of Pending Commitments/Costs - -
Total Bond Funds Less Bond Financing Costs 500,000$ 465,148$ -$ 34,852$ 7.0%
Description of Activity
Art Center Temporary Library Budget to Actual Activities Summary (Project # PE-11012)
4
Payment or
Posting Date Payee Description Project Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Original Budget (per Measure N Ballot Measure)4,000,000
Budget Change 212,000
Sub-total - 2010 Engineer's Budget Estimate 4,212,000 - - 4,212,000
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 418,563
08/24/10 Group 4 Architecture Research & Planning Architectural 362
09/21/10 Group 4 Architecture Research & Planning Architectural 135
08/03/10 Group 4 Architecture Research & Planning Architectural 16,233
08/03/10 Group 4 Architecture Research & Planning Architectural 56,000
08/10/10 Protech Consulting and Engineering Hazardous Material Testing 5,210
08/10/10 Turner Construction Company Construction Management Services 68,577 Oct. 21, 2010 Report
09/21/10 Group 4 Architecture Research & Planning Architectural 15
09/21/10 Group 4 Architecture Research & Planning Architectural 18,080
09/21/10 Group 4 Architecture Research & Planning Architectural 2,970
09/21/10 W.L. Butler Construction, Inc.Construction 93,177
10/05/10 Protech Consulting and Engineering Hazardous Material Testing 990
10/19/10 Group 4 Architecture Research & Planning Architectural 10,544
11/02/10 W. L. Butler Construction, Inc.Construction 69,984
11/02/10 Turner Construction Company Construction Management Services 27,984
11/02/10 Group 4 Architecture Research & Planning Architectural 11,864
12/07/10 Turner Construction Company Construction Management Services 55,174
12/07/10 Group 4 Architecture Research & Planning Architectural 11,688 Jan. 25, 2011 Report
12/07/10 W. L. Butler Construction, Inc.Construction 92,055
12/14/10 Group 4 Architecture Research & Planning Architectural 519
12/14/10 W. L. Butler Construction, Inc.Construction 159,940
01/04/11 Turner Construction Company Construction Management Services 27,984
01/07/11 Group 4 Architecture Research & Planning Architectural 11,688
01/21/11 West Coast Code Consultants, Inc.Plan Check 350
01/21/11 Turner Construction Company Construction Management Services 30,212
01/31/11 W. L. Butler Construction, Inc.Construction 211,220
02/18/11 W. L. Butler Construction, Inc.Construction 279,472
02/18/11 Group 4 Architecture Research & Planning Architectural 8,766
02/18/11 Turner Construction Company Construction Management Services 27,429
03/16/11 W. L. Butler Construction, Inc.Construction 277,033 April 26, 2011 Report
03/18/11 Group 4 Architecture Research & Planning Architectural 432
03/18/11 Group 4 Architecture Research & Planning Architectural 409
03/18/11 Group 4 Architecture Research & Planning Architectural 8,766
03/18/11 Group 4 Architecture Research & Planning Architectural 136
03/31/11 Pivot Interiors Design 2,250
03/31/11 Turner Construction Company Construction Management Services 17,808
04/07/11 Group 4 Architecture Research & Planning Architectural 13,149
04/19/11 Group 4 Architecture Research & Planning Architectural 2,795
04/25/11 W. L. Butler Construction, Inc.Construction 342,711
05/10/11 Turner Construction Company Construction Management Services 39,522
05/12/11 Group 4 Architecture Research & Planning Architectural 220
05/12/11 Group 4 Architecture Research & Planning Architectural 24,891
05/12/11 Group 4 Architecture Research & Planning Architectural 14,610 July 26, 2011 Report
05/17/11 Turner Construction Company Construction Management Services 28,334
05/27/11 W. L. Butler Construction, Inc.Construction 238,387
06/07/11 W. L. Butler Construction, Inc.Construction 352,713
06/07/11 Group 4 Architecture Research & Planning Architectural 14,610
06/09/11 Moovers, Inc.Moving Services 10,233
06/16/11 Group 4 Architecture Research & Planning Architectural 233
07/20/11 Group 4 Architecture Research & Planning Architectural 479
07/20/11 Group 4 Architecture Research & Planning Architectural 12,405
07/27/11 W.L. Butler Construction, Inc.Construction 157,980
07/27/11 Turner Construction Company Construction Management Services 26,028
08/31/11 Group 4 Architecture Research & Planning Architectural 19,560 October 25, 2011 Report
08/10/11 Group 4 Architecture Research & Planning Architectural 137
08/10/11 Group 4 Architecture Research & Planning Architectural 5,100
08/24/11 Turner Construction Company Construction Management Services 38,160
08/31/11 W.L. Butler Construction, Inc.Construction 137,659
09/14/11 Group 4 Architecture Research & Planning Architectural 2,550
09/14/11 Group 4 Architecture Research & Planning Architectural 1,116
12/07/11 Group 4 Architecture Research & Planning Architectural 5,100
10/19/11 Turner Construction Company Construction Management Services 1,176
12/21/11 Turner Construction Company Construction Management Services 3,806 January 18, 2012
11/09/11 Group 4 Architecture Research & Planning Architectural 1,146
12/07/11 W.L. Butler Construction, Inc.Construction 64,874
02/08/12 Group 4 Architecture Research & Planning Architectural 29
02/08/12 W.L. Butler Construction, Inc.Construction 22,796
02/22/12 Group 4 Architecture Research & Planning Architectural 8,408 March 28, 2012 Report
03/08/12 Group 4 Architecture Research & Planning Architectural 1,275
03/21/12 Group 4 Architecture Research & Planning Architectural 7
08/22/12 Group 4 Architecture Research & Planning Architectural 1,268 October 30, 2012 Report
Downtown Library Activity Details (PE-09005)
As of November 17, 2015 (Revised 3)
5
Payment or
Posting Date Payee Description Project Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Downtown Library Activity Details (PE-09005)
As of November 17, 2015 (Revised 3)
10/03/12 Group 4 Architecture Research & Planning Architectural 71
01/09/13 Turner Construction Company Construction Management Services 434 January 23, 2013 Report
Group 4 Architecture Research Architectural 40,890
Sub-total - Engineering and Architectural Costs - 3,617,992 40,890 (3,658,882)
Contract Contingency
Summary of Expenditures as of July 21, 2010 19,140
10/19/10 Group 4 Architecture Research & Planning Architectural 660
10/19/10 Group 4 Architecture Research & Planning Architectural 4,070 Oct. 21, 2010 Report
08/27/10 Asbestos Management Group Hazardous Material Testing 2,500
02/28/11 City of Palo Alto - Planning Plan Check Fee 93 April 26, 2011 Report
02/18/11 W. L. Butler Construction, Inc.Construction 15,686
04/25/11 W. L. Butler Construction, Inc.Construction 59,235
05/27/11 W. L. Butler Construction, Inc.Construction 163,149
07/01/11 Turner Construction Company Construction Management Services 1,123 July 26, 2011 Report
07/01/11 Turner Construction Company Construction Management Services 24,611
06/07/11 Group 4 Architecture Research & Planning Architectural 5,104
06/07/11 Group 4 Architecture Research & Planning Architectural 3,489
07/27/11 Group 4 Architecture Research & Planning Architectural 9,339 October 25, 2011 Report
08/31/11 W. L. Butler Construction, Inc.Construction 13,299
03/08/12 Group 4 Architecture Research & Planning Architectural 4,094 March 28, 2012 Report
02/08/12 W. L. Butler Construction, Inc.Construction 113,631
09/19/12 W. L. Butler Construction, Inc.Construction 10,000 October 30, 2012 Report
01/09/13 Turner Construction Company Construction Management Services 13,266 January 23, 2013 Report
Sub-total - Contract Contingency - 462,490 - (462,490)
Other Contract Services
Summary of Expenditures as of July 21, 2010 2,225
08/27/10 Asbestos Management Group Hazardous Material Testing 25,700 Oct. 21, 2010 Report
Sub-total - Other Contract Services - 27,925 - (27,925)
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 43,990
07/13/11 City of Palo Alto - Public Works Parking Permit 230 October 25, 2011 Report
07/13/11 City of Palo Alto - Public Works Parking Permit 420
10/31/10 City of Palo Alto - Planning Plan Checking 861 Jan. 25, 2011 Report
Sub-Total - City (Inter-department) Service Charge - 45,501 - (45,501)
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 3,158
04/10/11 Santa Clara County Downtown-Notice of Completion Filing Fee 5 January 18, 2012 Report
Sub-total - Miscellaneous Cost - 3,163 - (3,163)
Grant Total 4,212,000 4,157,071 40,890 14,039
6
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Original Budget (per Measure N Ballot Measure) 50,000,000$
Budget Change (2,274,563)
Sub-total - 2010 Engineer's Budget Estimate 47,725,437 - - 47,725,437
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 3,101,748
08/03/10 Group 4 Architecture Research & Planning Architectural 37,609
08/10/10 Group 4 Architecture Research & Planning Architectural 18,595
10/05/10 Group 4 Architecture Research & Planning Architectural 7,522
10/05/10 Group 4 Architecture Research & Planning Architectural 13,942
10/05/10 Group 4 Architecture Research & Planning Architectural 2,971
07/27/10 Moovers, Inc. Moving Services 435
09/21/10 Turner Construction Company Construction Management Services 163,918
10/19/10 Group 4 Architecture Research & Planning Architectural 47,110
10/19/10 State Water Resources Control Board Submitting Permit Registration Documents 375 Oct. 21, 2010 Report
10/19/10 Group 4 Architecture Research & Planning Architectural 18,517
08/03/10 Peninsula Digital Imaging Reproduction Services 3,066
08/03/10 Peninsula Digital Imaging Reproduction Services 2,401
08/03/10 Peninsula Digital Imaging Reproduction Services 5,105
08/03/10 Peninsula Digital Imaging Reproduction Services 2,119
11/02/10 Bank of Sacramento - Flintco Pacific Escrow Construction 86,542
11/02/10 Flintco Pacific, Inc. Construction 778,876
11/02/10 Group 4 Architecture Research & Planning Architectural 1,037
12/07/10 Turner Construction Company Construction Management Services 635
12/07/10 Turner Construction Company Construction Management Services 70,780
12/07/10 Turner Construction Company Construction Management Services 64,319
12/07/10 Protech Consulting and Engineering Hazardous Material Testing 8,385
12/07/10 Peninsula Digital Imaging Reproduction Services 7,672
12/14/10 West Coast Code Consultants, Inc. Plan Check 26,820
12/14/10 Group 4 Architecture Research & Planning Architectural 46,200 Jan. 25, 2011 Report
12/21/10 Group 4 Architecture Research & Planning Architectural 46,297
12/21/10 Flintco Pacific, Inc. Construction 732,895
12/21/10 Flintco Pacific, Inc. Escrow 2841-042 Construction 81,433
12/28/10 Flintco Pacific, Inc. Construction 757,231
12/28/10 Flintco Pacific, Inc. Escrow 2841-042 Construction 84,137
01/04/11 Group 4 Architecture Research & Planning Architectural 2,942
01/04/11 Group 4 Architecture Research & Planning Architectural 4,564
01/04/11 Turner Construction Company Construction Management Services 73,919
1/21/2011 Group 4 Architecture Research & Planning Architectural 267
1/21/2011 Group 4 Architecture Research & Planning Architectural 46,261
1/21/2011 Turner Construction Company Construction Management Services 105,917
2/1/2011 Flintco Pacific, Inc.Construction 1,098,865
2/1/2011 Flintco Pacific, Inc. Escrow 2841-042 Construction 126,732
2/18/2011 Flintco Pacific, Inc.Construction 1,497,190
2/18/2011 Turner Construction Company Construction Management Services 94,502
2/18/2011 Flintco Pacific, Inc. Escrow 2841-042 Construction 193,977
2/24/2011 Group 4 Architecture Research & Planning Architectural 46,261
3/10/2011 West Coast Code Consultants, Inc.Plan Check 1,820
3/10/2011 West Coast Code Consultants, Inc.Plan Check 1,680
3/16/2011 West Coast Code Consultants, Inc.Plan Check (560)
3/16/2011 West Coast Code Consultants, Inc.Plan Check 560 April 26, 2011 Report
3/16/2011 Protech Consulting and Engineering Hazardous Material Testing 1,250
3/17/2011 West Coast Code Consultants, Inc.Plan Check 560
3/18/2011 Group 4 Architecture Research & Planning Architectural 46,261
3/31/2011 Flintco Pacific, Inc.Construction 446,177
3/31/2011 Flintco Pacific, Inc. Escrow 2841-042 Construction 76,548
3/31/2011 Turner Construction Company Construction Management Services 94,572
4/11/2011 Group 4 Architecture Research & Planning Architectural 4,219
4/11/2011 Group 4 Architecture Research & Planning Architectural 127
4/11/2011 Group 4 Architecture Research & Planning Architectural 7,366
4/11/2011 Group 4 Architecture Research & Planning Architectural 80,956
4/20/2011 West Coast Code Consultants, Inc.Plan Check 140
4/20/2011 West Coast Code Consultants, Inc.Plan Check 280
4/20/2011 West Coast Code Consultants, Inc.Plan Check 560
3/29/2011 Palo Alto Stores Supplies/Parts 1,342
4/25/2011 Flintco Pacific, Inc. Escrow 2841-042 Construction 85,140
4/25/2011 Flintco Pacific, Inc.Construction 766,263
4/26/2011 Group 4 Architecture Research & Planning Architectural 2,528
5/10/2011 Turner Construction Company Construction Management Services 82,594
5/12/2011 Group 4 Architecture Research & Planning Architectural 683
5/12/2011 Group 4 Architecture Research & Planning Architectural 80,956
5/17/2011 Turner Construction Company Construction Management Services 101,701
5/17/2011 Flintco Pacific, Inc.Construction 815,307 July 26, 2011 Report
5/17/2011 Flintco Pacific, Inc. Escrow 2841-042 Construction 93,874
5/17/2011 Flintco Pacific, Inc.Construction 29,559
7/1/2011 Turner Construction Company Construction Management Services 99,493
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of November 17, 2015 (Revised 3)
7
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of November 17, 2015 (Revised 3)
7/1/2011 Group 4 Architecture Research & Planning Architectural 19,540
7/1/2011 Group 4 Architecture Research & Planning Architectural 3,109
7/1/2011 Group 4 Architecture Research & Planning Architectural 17,038
7/1/2011 Group 4 Architecture Research & Planning Architectural 92,521 July 26, 2011 Report
7/1/2011 Group 4 Architecture Research & Planning Architectural 8,314
7/5/2011 Flintco Pacific, Inc. Escrow 2841-042 Construction 125,101
7/5/2011 Flintco Pacific, Inc.Construction 1,125,909
7/27/2011 Group 4 Architecture Research & Planning Architectural 57,826
7/27/2011 Group 4 Architecture Research & Planning Architectural 13,045
7/27/2011 Group 4 Architecture Research & Planning Architectural 1,954
7/27/2011 Flintco Pacific, Inc.Construction 2,316,525
7/27/2011 Flintco Inc. Escrow Construction 257,391
7/27/2011 Turner Construction Company Construction Management Services 127,367 October 25, 2011 Report
10/5/2011 Group 4 Architecture Research & Planning Architectural 1,898
10/5/2011 Group 4 Architecture Research & Planning Architectural 57,826
10/5/2011 Group 4 Architecture Research & Planning Architectural 1,647
10/5/2011 Flintco Pacific, Inc.Construction 483,144
10/5/2011 Flintco, Inc. Escrow Construction 53,683
10/19/2011 Turner Construction Company Construction Management Services 170,058
11/2/2011 Flintco Pacific, Inc.Construction 705,850
11/2/2011 Group 4 Architecture Research & Planning Architectural 57,826
11/2/2011 Group 4 Architecture Research & Planning Architectural 2,060
11/2/2011 Flintco Pacific, Inc.Construction 78,428
11/30/2011 West Coast Code Consultants, Inc.Plan Check 420
11/30/2011 West Coast Code Consultants, Inc.Plan Check 560
11/30/2011 West Coast Code Consultants, Inc.Plan Check 560
11/30/2011 Group 4 Architecture Research & Planning Architectural 2,051
11/30/2011 West Coast Code Consultants, Inc.Plan Check 700 January 18, 2012 Report
11/30/2011 Flintco Pacific, Inc.Construction 119,803
11/30/2011 Group 4 Architecture Research & Planning Architectural 1,722
11/30/2011 Group 4 Architecture Research & Planning Architectural 57,826
11/30/2011 Group 4 Architecture Research & Planning Architectural 4,789
11/30/2011 Flintco, Inc. Escrow Construction 837,115
12/21/2011 Turner Construction Company Construction Management Services 187,775
12/21/2011 Turner Construction Company Construction Management Services 129,453
12/21/2011 Turner Construction Company Construction Management Services 233,061
12/21/2011 Turner Construction Company Construction Management Services 2,385
12/21/2011 Turner Construction Company Construction Management Services 109
12/21/2011 Group 4 Architecture Research & Planning Architectural 46,261
2/29/2012 West Coast Code Consultants, Inc.Plan Check 200
2/29/2012 Group 4 Architecture Research & Planning Architectural 1,600
3/21/2012 Group 4 Architecture Research & Planning Architectural 3,457
3/21/2012 Group 4 Architecture Research & Planning Architectural 19,603
2/1/2012 Flintco Pacific, Inc.Construction 940,940
2/1/2012 Flintco Pacific, Inc.Construction 104,549
2/1/2012 Group 4 Architecture Research & Planning Architectural 46,261
2/1/2012 Group 4 Architecture Research & Planning Architectural 654 March 28, 2012 Report
2/8/2012 Group 4 Architecture Research & Planning Architectural 6,417
2/24/2012 Turner Construction Company Construction Management Services 147,880
1/18/2012 Flintco Pacific, Inc.Construction 458,653
1/18/2012 Flintco Pacific, Inc.Construction 50,961
2/29/2012 Group 4 Architecture Research & Planning Architectural 46,261
3/21/2012 Flintco Pacific, Inc.Construction 722,810
3/21/2012 Flintco Pacific, Inc.Construction 80,312
3/21/2012 Group 4 Architecture Research & Planning Architectural 26,657
4/4/2012 Flintco Pacific, Inc.Construction 95,581
4/4/2012 Flintco Pacific, Inc. Escrow Construction 17,187
4/18/2012 Turner Construction Company Construction Management Services 129,709
4/18/2012 Turner Construction Company Construction Management Services 118,875
4/18/2012 Group 4 Architecture Research & Planning Architectural 2,100
4/18/2012 Group 4 Architecture Research & Planning Architectural 23,130
4/18/2012 Turner Construction Company Construction Management Services 120,219
5/9/2013 Sierra Traffic Markings Inc.Construction 7,990
5/9/2012 Group 4 Architecture Research & Planning Architectural 16,191
5/16/2012 Flintco Pacific, Inc.Construction 254,477
5/16/2012 Flintco Pacific, Inc. Escrow Construction 28,395
5/16/2012 Group 4 Architecture Research & Planning Architectural 2,069
5/16/2012 Group 4 Architecture Research & Planning Architectural 9,511
5/16/2012 Turner Construction Company Construction Management Services 116,415
6/20/2012 Group 4 Architecture Research & Planning Architectural 2,551
6/20/2012 Group 4 Architecture Research & Planning Architectural 16,191 July 5, 2012 Report
6/20/2012 Flintco Pacific, Inc.Construction 189,316
6/20/2012 Flintco Pacific, Inc. Escrow Construction 22,270
7/5/2012 West Coast Code Consultants, Inc.Plan Check 420
7/5/2012 West Coast Code Consultants, Inc.Plan Check 560
7/5/2012 West Coast Code Consultants, Inc.Plan Check 560
7/5/2012 West Coast Code Consultants, Inc.Plan Check 1,680
8
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of November 17, 2015 (Revised 3)
7/5/2012 West Coast Code Consultants, Inc.Plan Check 420
7/5/2012 West Coast Code Consultants, Inc.Plan Check 560
7/5/2012 West Coast Code Consultants, Inc.Plan Check 560
7/5/2012 West Coast Code Consultants, Inc.Plan Check 560
7/5/2012 West Coast Code Consultants, Inc.Plan Check 560
7/5/2012 West Coast Code Consultants, Inc.Plan Check 280
7/5/2012 West Coast Code Consultants, Inc.Plan Check 280
7/5/2012 Flintco Pacific, Inc. Escrow Construction 20,813
7/5/2012 Flintco Pacific, Inc.Construction 173,537
7/25/2012 Group 4 Architecture Research & Planning Architectural 762
7/25/2012 Group 4 Architecture Research & Planning Architectural 16,191
8/8/2012 Flintco Pacific, Inc.Construction 11,297
8/8/2012 Group 4 Architecture Research & Planning Architectural 16,191 October 30, 2012 Report
8/8/2012 Flintco Pacific, Inc.Construction 85,728
8/22/2012 Group 4 Architecture Research & Planning Architectural 280
9/26/2012 Group 4 Architecture Research & Planning Architectural 84,027
10/3/2012 Group 4 Architecture Research & Planning Architectural 16,191
10/10/2012 Turner Construction Company Construction 22,926
11/14/2012 Group 4 Architecture Research & Planning Architectural 20,325
11/19/2012 West Coast Code Consultants, Inc.Plan Check 350
11/19/2012 Flintco Pacific, Inc.Construction 383,239
11/19/2012 Flintco Pacific, Inc.Construction 88,321
11/19/2012 West Coast Code Consultants, Inc.Plan Check 420
12/12/2012 Flintco Pacific, Inc.Construction 608,951
12/12/2012 Flintco Pacific, Inc.Construction 81,614
12/12/2012 Flintco Pacific, Inc.Construction 505,497
12/12/2012 Flintco Pacific, Inc.Construction 96,133
12/19/2012 Group 4 Architecture Research & Planning Architectural 93,220 January 23, 2013 Report
12/19/2012 Group 4 Architecture Research & Planning Architectural 30,758
12/26/2012 Flintco Pacific, Inc.Construction 13,946
12/26/2012 Flintco Pacific, Inc.Construction 31,893
12/26/2012 Turner Construction Company Construction Management Services 270,207
12/26/2012 Turner Construction Company Construction Management Services 754,125
12/26/2012 Flintco Pacific, Inc.Construction 9,728
12/26/2012 Flintco Pacific, Inc.Construction 14,250
1/23/2013 West Coast Code Consultants, Inc.Plan Check 160
1/23/2013 West Coast Code Consultants, Inc.Plan Check 560
1/23/2013 Group 4 Architecture Research & Planning Architectural 626
1/23/2013 Group 4 Architecture Research & Planning Architectural 783
2/6/2013 Group 4 Architecture Research & Planning Architectural 68,238
2/20/2013 Group 4 Architecture Research & Planning Architectural 38,341 April 12, 2013
3/6/2013 Group 4 Architecture Research & Planning Architectural 2,775
4/3/2013 Group 4 Architecture Research & Planning Architectural 73,745
06/12/13 Flintco Pacific, Inc.Construction 59,916
06/12/13 Flintco Pacific, Inc.Construction 31,230
06/12/13 Flintco Pacific, Inc.Construction 27,261
06/12/13 Flintco Pacific, Inc.Construction 12,816
04/08/13 Flintco Pacific, Inc.Construction 249,800
04/08/13 Flintco Pacific, Inc.Construction 184,896
04/08/13 Flintco Pacific, Inc.Construction 29,765
05/03/13 Flintco Pacific, Inc.Construction 350,886 July 23, 2013
04/24/13 Group 4 Architecture Research & Planning Architectural 91,837
04/24/13 Group 4 Architecture Research & Planning Architectural 450
06/05/13 Group 4 Architecture Research & Planning Architectural 50,003
05/01/13 Ross McDonald Company, Inc.Construction Services 495,000
04/24/13 West Coast Code Consultants, Inc.Plan Check 320
06/17/13 Flintco Pacific, Inc.Construction 142,218
06/19/13 Flintco Pacific, Inc.Construction 27,637
06/26/13 Group 4 Architecture Research & Planning Architectural 73,498
07/17/13 Group 4 Architecture Research & Planning Architectural 46,031
07/19/13 Flintco Pacific, Inc.Construction 106,656
07/31/13 Flintco Pacific, Inc.Construction 34,269
08/07/13 Flintco Pacific, Inc.Construction 72,222
08/14/13 Group 4 Architecture Research & Planning Architectural 46,080
08/14/13 Flintco Pacific, Inc.Construction 8,025 Sept. 25, 2013
08/22/13 Flintco Pacific, Inc.Construction 500,976
08/28/13 Flintco Pacific, Inc.Construction 73,759
09/11/13 Group 4 Architecture Research & Planning Architectural 58,299
09/25/13 Turner Construction Company Construction Management Services 65,864
09/25/13 Sign & Services Company Construction Services 66,903
09/30/13 Flintco Pacific, Inc.Construction 564,671
10/02/13 Turner Construction Company Construction Management Services 450,004
10/02/13 Flintco Pacific, Inc.Construction 70,944
10/09/13 Group 4 Architecture Research & Planning Architectural 66,584
10/11/13 Flintco Pacific, Inc.Construction 580,658
10/30/13 Flintco Pacific, Inc.Construction 64,518
11/13/13 Moovers, Inc.Moving Services 2,280 December 24, 2013
9
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of November 17, 2015 (Revised 3)
11/13/13 Sign & Services Company Construction Services 94,813
11/20/13 Turner Construction Company Construction Management Services 143,602
12/05/13 Group 4 Architecture Research & Planning Architectural 54,193
12/11/13 Turner Construction Company Construction Management Services 158,901
12/11/13 Sign & Services Company Construction Services 76,096
12/18/13 Turner Construction Company Construction Management Services 134,322
12/18/13 Ross McDonald Company, Inc.Construction Services 47,705
12/23/13 Group 4 Architecture Research & Planning Architectural 47,490
02/26/14 Group 4 Architecture Research & Planning Architectural 44
01/22/14 Group 4 Architecture Research & Planning Architectural 4,556
02/26/14 Group 4 Architecture Research & Planning Architectural 674
02/26/14 Group 4 Architecture Research & Planning Architectural 37,815
04/02/14 Group 4 Architecture Research & Planning Architectural 19,826
01/22/14 Sign & Services Company Construction Services 106,141 April 16, 2014
02/26/14 Sign & Services Company Construction Services 57,626
02/12/14 Envision Ware, Inc.Professional services 19,365
02/12/14 Envision Ware, Inc.Professional services 422,298
04/02/14 Turner Construction Company Construction Management Services 136,132
04/02/14 Turner Construction Company Construction Management Services 143,257
04/02/14 Turner Construction Company Construction Management Services 102,807
01/29/14 Moovers, Inc.Moving Services 1,000
05/21/14 Moovers, Inc.Moving Services 580
03/05/14 Ross McDonald Company, Inc.Construction Services 54,891
03/31/14 Return of Flintco Escrow (Previously Expensed)(2,628,576)
05/14/14 Group 4 Architecture Research & Planning Architectural 12,284
05/21/14 Moovers, Inc.Moving Services 1,544 July 2, 2014
05/28/14 Turner Construction Company Construction Management Services 130,209
05/28/14 Turner Construction Company Construction Management Services 110,969
05/28/14 Muzak LLC Construction Services 100,317
05/23/14 Protech Consulting and Engineering Hazardous Material Testing 1,540
06/11/14 Group 4 Architecture Research & Planning Architectural 18,326
06/18/14 Turner Construction Company Construction Management Services 109,939
12/23/13 One Workplace L Ferrari Storage 7,010
03/31/14 Envision Ware, Inc.Sorter System 973
06/26/13 Group 4 Architecture Research & Planning Architectural 73,498
10/22/14 Moovers, Inc.Moving Services 213
10/22/14 Moovers, Inc.Moving Services 924
10/22/14 Moovers, Inc.Moving Services 14,463
10/22/14 Moovers, Inc.Moving Services 472
11/12/14 Turner Construction Company Construction Management Services 104,843 January 14, 2015
12/03/14 Group 4 Architecture Research & Planning Architectural 64,500
12/17/14 Turner Construction Company Construction Management Services 11,809
12/17/14 Turner Construction Company Construction Management Services 24,983
12/29/14 Flintco Pacific, Inc.Settlement agreement ($4 million less $100,000)3,900,000
03/18/15 Turner Construction Company Construction Management Services 1,576
12/18/15 Sign & Services Company Construction Services 19,242
12/18/15 Sign & Services Company Construction Services 23,098 April 22, 2015
03/18/15 Turner Construction Company Construction Management Services 26,867
02/25/15 Turner Construction Company Construction Management Services 28,964
11/25/14 Turner Construction Company Construction Management Services 105,599
03/20/15 Turner Construction Company Construction Management Services 491,145
04/29/15 Group 4 Architecture Research & Planning Architectural 4,300
06/10/15 Turner Construction Company Construction Management Services 30,000 July 29, 2015
07/15/15 Muzak LLC Construction Services 250
07/15/15 Muzak LLC Construction Services 781
10/14/15 Flintco Pacific, Inc.Construction Services 85,000 November 17, 2015
11/17/15 Mood Media (formerly Muzak LLC)Construction Services 250
Group 4 Architecture Research & Planning Architectural 54,016
Ross McDonald Company, Inc.Construction Services 115,816
One Workplace L Ferrari Storage 18,497
Mood Media (formerly Muzak LLC)Construction Services 47,890
Ginn and Crosby, LLC Legal Services 16,302
Lloyd F. McKinney Associates, Inc.Legal Services 1,100
Spring Electric Company Construction Services 50,000
Sub-total - Engineering Costs - 36,754,397 303,621 (37,058,018)
Contract Contingency
Summary of Expenditures as of July 21, 2010 104,373
08/03/10 Group 4 Architecture Research & Planning Architectural 1,771
10/05/10 Group 4 Architecture Research & Planning Architectural 25,951 Jan. 25, 2011 Report
10/19/10 Group 4 Architecture Research & Planning Architectural 10,740
2/1/2011 Flintco Pacific, Inc.Construction 41,725
2/18/2011 Flintco Pacific, Inc.Construction 248,603 April 26, 2011 Report
3/31/2011 Flintco Pacific, Inc.Construction 242,754
8/31/2011 W. L. Butler Construction, Inc.Construction 22,713
10
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of November 17, 2015 (Revised 3)
8/24/2011 Flintco Pacific, Inc.Construction 987,123
8/24/2011 Turner Construction Company Construction Management Services 151,367
8/24/2011 Flintco Inc. Escrow Construction 117,936
8/24/2011 Group 4 Architecture Research & Planning Architectural 48,250 October 25, 2011 Report
8/24/2011 Group 4 Architecture Research & Planning Architectural 57,826
8/24/2011 Flintco Pacific, Inc.Construction 74,304
10/5/2011 Group 4 Architecture Research & Planning Architectural 37,306
11/30/2011 Group 4 Architecture Research & Planning Architectural 20,266 January 18, 2012
11/30/2011 Flintco Pacific, Inc.Construction 241,110
2/29/2012 West Coast Code Consultants, Inc.Plan Check 840
2/29/2012 West Coast Code Consultants, Inc.Plan Check 560
2/29/2012 West Coast Code Consultants, Inc.Plan Check 840
2/29/2012 West Coast Code Consultants, Inc.Plan Check 560
2/29/2012 West Coast Code Consultants, Inc.Plan Check 360 March 28, 2012 Report
3/8/2012 Group 4 Architecture Research & Planning Architectural 9,937
2/29/2012 Turner Construction Company Construction Management Services 39,360
3/21/2012 Flintco Pacific, Inc.Construction 104,819
3/21/2012 Flintco Pacific, Inc.Construction 11,647
4/18/2012 Turner Construction Company Construction Management Services 656
4/4/2012 Group 4 Architecture Research & Planning Architectural 91,383
5/23/2012 Group 4 Architecture Research & Planning Architectural 25,039
7/5/2012 Group 4 Architecture Research & Planning Architectural 12,871
4/4/2012 Flintco Pacific, Inc.Construction 59,097 July 5, 2012 Report
5/16/2012 Flintco Pacific, Inc.Construction 1,077
6/20/2012 Turner Construction Company Construction Management Services 137,683
6/20/2012 Flintco Pacific, Inc.Construction 11,109
7/5/2012 Flintco Pacific, Inc.Construction 13,783
7/11/2012 Group 4 Architecture Research & Planning Architectural 65,495
8/22/2012 Group 4 Architecture Research & Planning Architectural 80,924
8/8/2012 Flintco Pacific, Inc.Construction 15,943 October 30, 2012 Report
10/3/2012 Turner Construction Company Construction Management Services 298,983
10/31/2012 Group 4 Architecture Research & Planning Architectural 1,578
12/26/2012 Group 4 Architecture Research & Planning Architectural 3,053
11/19/2012 Flintco Pacific, Inc.Construction 411,653
12/12/2012 Flintco Pacific, Inc.Construction 125,571 January 23, 2013 Report
12/12/2012 Flintco Pacific, Inc.Construction 359,703
12/26/2012 Flintco Pacific, Inc.Construction 73,605
12/26/2012 Flintco Pacific, Inc.Construction 96,352
04/08/13 Flintco Pacific, Inc.Construction 60,449
04/08/13 Flintco Pacific, Inc.Construction 31,269
04/08/13 Flintco Pacific, Inc.Construction 85,582 July 23, 2013
05/03/13 Flintco Pacific, Inc.Construction 188,366
05/01/13 4LEAF, Inc.Building Inspection 6,993
05/08/13 4LEAF, Inc.Building Inspection 8,381
07/19/13 Flintco Pacific, Inc.Construction 201,760
08/22/13 Flintco Pacific, Inc.Construction 162,856
08/07/13 4LEAF, Inc.Building Inspection 13,764 Sept. 25, 2013
08/07/13 4LEAF, Inc.Building Inspection 14,708
08/07/13 4LEAF, Inc.Building Inspection 11,045
09/18/13 4LEAF, Inc.Building Inspection 16,706
6/14/2013 Flintco Pacific, Inc.Construction 106,512
9/25/2013 Sign & Services Company Construction Services 40,944 December 24, 2013
9/30/2013 Flintco Pacific, Inc.Construction 73,825
1/22/2014 Group 4 Architecture Research & Planning Architectural 34,885
4/2/2014 Group 4 Architecture Research & Planning Architectural 12,600
4/16/2014 Group 4 Architecture Research & Planning Architectural 19,893 April 16, 2014
2/5/2014 4LEAF, Inc.Building Inspection 14,930
3/5/2014 4LEAF, Inc.Building Inspection 12,654
3/26/2014 4LEAF, Inc.Building Inspection 999
41850 Group 4 Architecture Research & Planning Architectural 32,543
9/3/2014 Group 4 Architecture Research & Planning Architectural 43,002
9/3/2014 Group 4 Architecture Research & Planning Architectural 16,172
9/17/2014 Group 4 Architecture Research & Planning Architectural 14,330
8/13/2014 Moovers, Inc.Moving Services 2,110
7/16/2014 Muzak LLC Construction Services 29,763
9/17/2014 Muzak LLC Construction Services 42,741 October 8, 2014
7/30/2014 Turner Construction Company Construction Management Services 107,060
9/3/2014 Turner Construction Company Construction Management Services 101,438
9/24/2014 Turner Construction Company Construction Management Services 74,899
10/8/2014 Group 4 Architecture Research & Planning Architectural 14,340
7/23/2014 4LEAF, Inc.Building Inspection 5,994
9/14/2014 4LEAF, Inc.Building Inspection 3,618
10/22/2014 Moovers, Inc.Moving Services 4,797 January 14, 2015
12/10/2014 4LEAF, Inc.Building Inspection 910 April 22, 2015
Sub-total - Contract Contingency - 6,101,432 - (6,101,432)
Other Contract Services
11
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of November 17, 2015 (Revised 3)
Summary of Expenditures as of July 21, 2010 93,750
07/01/11 FedEx Mailing 89
08/26/10 Bruce Beasley Sculpture 90,000 Oct. 21, 2010 Report
09/30/11 FedEx Coding Error Correction (89) October 25, 2011 Report
11/16/11 Jarvis, Fay, Doporto & Gibson, LLP Legal Services - Mitchell Park Library 3,776
12/21/11 ZFA Structural Engineers Mitchell Library Review 2,925
12/29/11 Jarvis, Fay, Doporto & Gibson, LLP Legal Services for Mitchell Park Library 11,170 January 18, 2012 Report
12/29/11 State Water Resource Board Permit 505
02/08/12 Riedinger Consulting Outside Counsel 9,136
01/25/12 ZFA Structural Engineers Mitchell Library Review 9,289
01/25/12 ZFA Structural Engineers Mitchell Library Review 3,118
02/29/12 Jarvis, Fay, Doporto & Gibson, LLP Legal Services for Mitchell Park Library 6,625 March 28, 2012 Report
02/29/12 Jarvis, Fay, Doporto & Gibson, LLP Legal Services for Mitchell Park Library 9,960
02/29/12 Jarvis, Fay, Doporto & Gibson, LLP Legal Services for Mitchell Park Library 10,423
03/14/12 Envision Ware, Inc.Professional services 5,850
04/04/12 ZFA Structural Engineers Mitchell Library Review 2,518
04/04/12 Riedinger Consulting Outside Counsel 28,371
04/04/12 Riedinger Consulting Outside Counsel 10,235
04/04/12 Riedinger Consulting Outside Counsel 24,585
05/09/12 Jam Services 3,897 July 5, 2012 Report
05/09/12 Jarvis, Fay, Doporto & Gibson, LLP Legal Services for Mitchell Park Library 6,647
05/09/12 Jarvis, Fay, Doporto & Gibson, LLP Legal Services for Mitchell Park Library 5,212
06/13/12 ZFA Structural Engineers Mitchell Library Review 1,732
06/20/12 Jarvis, Fay, Doporto & Gibson, LLP Legal Services for Mitchell Park Library 4,549
06/20/12 Blackstone Discovery Legal Services for Mitchell Park Library 319
08/15/12 Otis and Iriki, Inc.Legal Services for Mitchell Park Library 35,618
09/12/12 County of Santa Clara Mitchell Snack Bar - Environmental Health 220 October 30, 2012 Report
09/12/12 Otis and Iriki, Inc.Legal Services for Mitchell Park Library 30,348
09/05/12 Bruce Beasley Sculpture 1,900
10/24/12 Otis and Iriki, Inc.Legal Services for Mitchell Park Library 15,610
10/24/12 Otis and Iriki, Inc.Legal Services for Mitchell Park Library 38,608
10/24/12 Otis and Iriki, Inc.Legal Services for Mitchell Park Library 33,684 January 23, 2013 Report
10/24/12 Otis and Iriki, Inc.Legal Services for Mitchell Park Library 77,708
12/31/12 City of Palo Alto - Public Works Mitchell Park Library - Plan Review 12
03/26/14 3M Library Systems Library Self Check Stations 258
01/16/13 3M Library Systems Library Self Check Stations 80,578
3/20/2013 Bruce Beasley Sculpture 40,000
02/13/13 Ginn and Crosby, LLC Legal Services 1,272
02/13/13 Ginn and Crosby, LLC Legal Services 48
04/03/13 Moscone Emblidge Sater & Otis, LLP Legal Services 49,268 April 12, 2013
04/03/13 Moscone Emblidge Sater & Otis, LLP Legal Services 13,517
04/03/13 Moscone Emblidge Sater & Otis, LLP Legal Services 12,961
04/03/13 Moscone Emblidge Sater & Otis, LLP Legal Services 132,792
07/31/13 Ginn and Crosby, LLC Legal Services 2,688
07/31/13 Ginn and Crosby, LLC Legal Services 8,016 Sept. 25, 2013
10/30/13 Bruce Beasley Sculpture 50,000 December 24, 2013
02/05/14 Ginn and Crosby, LLC Legal Services 8,376
02/12/14 Ginn and Crosby, LLC Legal Services 7,111 April 16, 2014
03/26/14 Ginn and Crosby, LLC Legal Services 4,224
06/18/14 Ginn and Crosby, LLC Legal Services 1,248
06/18/14 Ginn and Crosby, LLC Legal Services 2,304
01/15/14 Ginn and Crosby, LLC Legal Services 14,952
02/26/14 National Construction Rentals Natl. Const. Rentals/Fencing & windscreen 2,317
03/05/14 United Site Services, Inc.Rental of Portable Toilets & Temporary Fencing 638
03/05/14 United Site Services, Inc.Rental of Portable Toilets & Temporary Fencing 635 July 2, 2014
03/12/14 United Site Services, Inc.Rental of Portable Toilets & Temporary Fencing 251
04/30/14 Ginn and Crosby, LLC Legal Services 1,044
06/18/14 Mobile Modular Management Corp.Rental of Trailers 759
06/18/14 Mobile Modular Management Corp.Rental of Trailers 759
06/18/14 Mobile Modular Management Corp.Rental of Trailers 759
12/23/13 One Workplace L Ferrari Additional Storage (Reduction in Exp. from prev. drawdown) (8,890)
7/23/2014 Ginn and Crosby, LLC Legal Services 1,169
07/16/14 Contract Office Group, Inc.Storage 600
07/16/14 Contract Office Group, Inc.Storage 600 October 8, 2014
08/27/14 Ginn and Crosby, LLC Legal Services 25,430
09/17/14 Ginn and Crosby, LLC Legal Services 32,279
08/15/14 National Construction Rentals Natl. Const. Rentals/Fencing & windscreen 416
11/24/14 BIG-D Pacific Builders, LP Fence reimbursement (3,341)
11/05/14 Ginn and Crosby, LLC Legal Services 23,691
11/19/14 Ginn and Crosby, LLC Legal Services 25,544 January 14, 2015
11/25/14 Envision Ware, Inc.Professional services 27,400
12/17/14 Ginn and Crosby, LLC Legal Services 7,272
02/18/15 Ginn and Crosby, LLC Legal Services 2,352
11/24/14 National Construction Rentals Natl. Const. Rentals/Fencing & windscreen 193
09/24/14 National Construction Rentals Natl. Const. Rentals/Fencing & windscreen 416
12/31/14 All Fence Company Inc.Fence 1,525
12/18/14 The Preferred Image Signs 2,291
12
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of November 17, 2015 (Revised 3)
02/11/15 Ginn and Crosby, LLC Legal Services 3,330 April 22, 2015
03/25/15 Envision Ware, Inc.Professional services 1,061
02/06/15 Orchard Supply Locks 35
02/06/15 Amazon.com Signs 42
01/26/15 Deposits In Trans WF Misc.59
10/20/14 Sunnyvale Windustrial Construction materials 1,427
02/04/15 Santa Clara County Completion Filing Fee 5
03/25/15 Envision Ware, Inc.Professional services 20,047
06/17/15 One Workplace L Ferrari Storage 35,344
06/10/15 Ginn and Crosby, LLC Legal Services 1,152
05/05/15 Media Center AV System Modifications 150 July 29, 2015
05/01/15 Orchard Supply Construction materials 3,169
05/08/15 The Home Depot Construction materials 211
04/21/15 California Paint Company Construction materials 66
09/30/15 JP Morgan P-Card (will be replaced by actual vendor name)4,003
07/31/15 JP Morgan P-Card (will be replaced by actual vendor name)1,788
08/31/15 JP Morgan P-Card (will be replaced by actual vendor name)256 November 17, 2015
08/31/15 JP Morgan P-Card (will be replaced by actual vendor name)153
03/31/15 JP Morgan P-Card (will be replaced by actual vendor name)5,845
07/31/15 JP Morgan P-Card (will be replaced by actual vendor name)39
Sub-total - Other Contract Services - 1,232,201 - (1,232,201)
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 176,008
09/30/10 City of Palo Alto - Planning Permit Fees - Mitchell Park Library - Bldg A 70,153
09/30/10 City of Palo Alto - Planning Permit Fees - Mitchell Park Teen Center - Bldg B 10,768
09/30/10 City of Palo Alto - Planning Permit Fees - Mitchell Park Multipurpose Center - Bldg C 21,184 Oct. 21, 2010 Report
09/30/10 City of Palo Alto - Planning Demolition Permit MPL - 3700 Middlefield 525
09/30/10 City of Palo Alto - Planning Demolition Permit MPCC - 3800 Middlefield 525
09/28/10 City of Palo Alto - Planning Permit (Grading and Fill)1,830
10/31/10 City of Palo Alto - Planning Revision permit for Mitchell Park Library & CC 141
11/16/10 City of Palo Alto - Planning Architectural Review Board Fees 2,090 Jan. 25, 2011 Report
01/31/11 Palo Alto Stores Supplies/Parts 101
03/31/11 Palo Alto Stores Supplies/Parts 97
03/31/11 Palo Alto Stores Supplies/Parts 4,045 April 26, 2011 Report
03/31/11 Palo Alto Stores Supplies/Parts 89
03/31/11 Palo Alto Stores Supplies/Parts 661
06/14/10 Palo Alto Stores Reversal of Prior Charges (2,834)
03/29/11 Palo Alto Stores Reversal of Prior Charges (628)
03/30/11 Palo Alto Stores Reversal of Prior Charges (571) July 26, 2011 Report
04/04/11 Palo Alto Stores Reversal of Prior Charges (143)
04/30/11 City of Palo Alto - Public Works Underground Fire Supply/Hydrant Permit Fee 1,335
07/06/11 City of Palo Alto - Development Center Plan Check Fee 93
07/06/11 City of Palo Alto - Planning Plan Check Fee 89
08/31/11 City of Palo Alto - Planning Plan Review - modify permit 133
08/31/11 City of Palo Alto - Planning Plan Review - modify permit 105
08/31/11 City of Palo Alto - Planning Plan Review - modify permit 137
08/31/11 City of Palo Alto - Planning Plan Review - modify permit 133 October 25, 2011 Report
08/31/11 City of Palo Alto - Planning Plan Review - modify permit 105
08/31/11 City of Palo Alto - Planning Plan Review - modify permit 121
08/31/11 City Of Palo Alto - Development Center Mitchell Library Plan Check 145
08/31/11 City Of Palo Alto - Development Center Mitchell Library Plan Check 277
08/31/11 City Of Palo Alto - Planning Mitchell Library Plan Check 40
09/30/11 City of Palo Alto - Planning Mitchell Library - Permit Revision 89
10/31/11 City of Palo Alto - Development Center Plan Check Fee 113 January 18, 2012
10/31/11 City of Palo Alto - Development Center Plan Check Fee 325
11/30/11 City of Palo Alto - Planning Plan Review - modify permit 97
11/30/11 City of Palo Alto - Planning Plan Review - modify permit 121
11/30/11 City of Palo Alto - Planning Plan Review - modify permit 121
11/30/11 City of Palo Alto - Planning Plan Review - modify permit 109
01/31/12 City of Palo Alto - Planning Plan Review - modify permit 85
01/31/12 City of Palo Alto - Planning Plan Review - modify permit 4,056 March 28, 2012
12/31/11 City of Palo Alto - Planning Plan Review - modify permit 93
12/21/11 City of Palo Alto - Planning Plan Review - modify permit 85
02/29/12 City of Palo Alto - Planning Plan Review - modify permit 89
02/29/12 City of Palo Alto - Planning Plan Review - modify permit 121
04/25/12 City of Palo Alto - Stores Inventory Conduit, Rigid Steel T/C 10Ft length 2"181
04/25/12 City of Palo Alto - Stores Inventory Pipes - Valves - Fitting 4
04/30/12 City of Palo Alto - Planning Plan Review (Electrical Veh. Chargers permit)977
05/16/12 City of Palo Alto - Planning Plan Review (Ceiling Structural Chgs.) - Mitchell 344
05/16/12 City of Palo Alto - Planning Plan Review (foundation, framing, plumbing) - Mitchell Park L 364 July 5, 2012
05/16/12 City of Palo Alto - Planning Plan Review (Solar Water Heater) - Mitchell Park Library 165
05/16/12 City of Palo Alto - Planning Plan Review - Mitchell Park Library 137
05/31/12 City of Palo Alto - Planning MP -Plan Review for electrical signage permit 112
13
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of November 17, 2015 (Revised 3)
06/28/12 City of Palo Alto - Planning Plan Review - Mitchell Park Library 105
06/29/12 City of Palo Alto - Planning Plan Review - Mitchell Park Library 105
06/29/12 City of Palo Alto - Planning Plan Review - Mitchell Park Library 300
06/29/12 City of Palo Alto - Planning Plan Review - Mitchell Park Library 151 October 30, 2012
09/14/12 City of Palo Alto - Planning Plan Review - Mitchell Park Library 89
09/14/12 City of Palo Alto - Planning Plan Review - Mitchell Park Library 137
11/30/12 City of Palo Alto - Public Works Mitchell Park Library - Plan Review 116
12/31/12 City of Palo Alto - Public Works Mitchell Park Library - Plan Review 7 January 23, 2013 Report
03/31/13 City of Palo Alto - Development Center Architectural Review 92 April 12, 2013
04/17/13 Ginn and Crosby, LLC Legal Services 225
04/17/13 Ginn and Crosby, LLC Legal Services 432
06/05/13 Ginn and Crosby, LLC Legal Services 144
06/05/13 Ginn and Crosby, LLC Legal Services 5,243
06/05/13 Javis, Fay, Doporto & Gibson, LLP Legal Services 16,570 July 23, 2013
06/05/13 Javis, Fay, Doporto & Gibson, LLP Legal Services 38
06/19/13 David Neagley, AIA Legal Services 1,624
01/30/14 Brad Oldham Internation, Inc.Install of Stainless Owls 49
01/30/14 Brad Oldham Internation, Inc.Install of Stainless Owls 565 July 2, 2014
Sub-total - City (Inter-department) Service Charge - 320,534 - (320,534)
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 3,315
06/30/10 Office Max (US Bank-Calcard) - Reversed Reverse office supplies charged to project (246)
06/30/10 Debra Jacobs Reverse prior travel and meeting expense (6) Oct. 21, 2010 Report
06/30/10 Karen Bengard Reverse prior travel and meeting expense (20)
06/30/10 Hung Nguyen Reverse prior travel and meeting expense (11)
06/30/10 Hung Nguyen Reverse prior travel and meeting expense (20)
03/30/11 Palo Alto Stores Supplies/Parts 4 April 26, 2011 Report
03/30/11 Palo Alto Stores Supplies/Parts 214
03/30/11 Palo Alto Stores Reversal of Prior Charges (4)
03/30/11 Palo Alto Stores Reversal of Prior Charges (214) July 26, 2011 Report
04/21/11 City of Palo Alto - Utilities Utility Connection Fee 68,559
02/15/12 Palo Alto Stores Supplies/Parts 4
02/15/12 Palo Alto Stores Supplies/Parts 176 March 28, 2012 Report
02/15/12 Palo Alto Stores Supplies/Parts 218
02/15/12 Palo Alto Stores Supplies/Parts 4
12/31/12 State Water Resources Control Board Submitting Permit Registration Documents 505 January 23, 2013 Report
02/06/13 4LEAF, Inc.Building Inspection 2,553
02/06/13 4LEAF, Inc.Building Inspection 8,769 April 12, 2013
03/13/13 4LEAF, Inc.Building Inspection 9,213
03/13/13 4LEAF, Inc.Building Inspection 10,656
08/21/13 4LEAF, Inc.Building Inspection 15,318
10/30/13 4LEAF, Inc.Building Inspection 9,713
12/05/13 4LEAF, Inc.Building Inspection 14,430
12/18/13 4LEAF, Inc.Building Inspection 14,708
10/16/13 Computerland of Silicon Valley Wi-Fi Connectivity (Wireless Access Points (WAPs) )25,615 December 24, 2013
11/26/13 CDW Government Uninterruptable Power Supplies for Computers 6,134
12/05/13 CDW Government Uninterruptable Power Supplies for Computers 301
12/18/13 State Water Resources Control Board Submitting Permit Registration Documents 664
11/06/13 Bibliotheca, Inc.Security Gates 12,375
04/23/14 4LEAF, Inc.Building Inspection 1,332
06/04/14 4LEAF, Inc.Building Inspection 1,887 July 2, 2014
07/31/14 City of Palo Alto - Stores Inventory Safety Vest 16
07/04/14 California Paint Company Special Filler for Wood Bridges 176
07/31/14 City of Palo Alto - Stores Inventory Safety Vest 76 October 8, 2014
07/31/14 City of Palo Alto - Stores Inventory Safety Vest 154
07/31/14 City of Palo Alto - Stores Inventory Safety Vest 63
07/31/14 City of Palo Alto - Stores Inventory Safety Vest 41
07/31/14 City of Palo Alto - Stores Inventory Safety Vest 19
04/15/15 Reconciliation Adjustment Adjustment (3,280)
11/06/13 Bibliotheca, Inc.Security Gates ($2,995 clerical error)-
03/31/13 Office Max (US Bank-Calcard) - Reversed Reversal of Bondable Expenditure (-$65 clerical error)-
10/16813 Ginn and Crosby, LLC Legal Services ($360 clerical error)-
10/09/14 Ginn and Crosby, LLC Legal Services ($288 clerical error)-
11/05/14 Ginn and Crosby, LLC Legal Services 3,145
10/22/14 Moovers, Inc.Moving Services 4,797
10/01/14 4LEAF, Inc.Building Inspection 5,200 January 14, 2015
10/29/14 4LEAF, Inc.Building Inspection 4,810
06/25/14 4LEAF, Inc.Building Inspection 3,219
Sub-total - Miscellaneous Cost - 224,578 - (224,578)
Grant Total 47,725,437 44,633,141 303,621 2,788,675
14
Payment
Date Purchasing Document Payee Project Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Original Budget (per Measure N Ballot Measure) 18,000,000$
Budget Change 4,342,563
Sub-total - 2010 Engineer's Budget Estimate 22,342,563 - - 22,342,563
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
10/05/10 Group 4 Architecture Research and Planning Architectural 73,246
10/05/10 Group 4 Architecture Research and Planning Architectural 700
10/05/10 Group 4 Architecture Research and Planning Architectural 73,246
11/02/10 Group 4 Architecture Research and Planning Architectural 5,785
11/02/10 Group 4 Architecture Research and Planning Architectural 122,100 Jan. 25, 2011 Report
12/07/10 Group 4 Architecture Research and Planning Architectural 2,390
01/04/11 Group 4 Architecture Research and Planning Architectural 15,000
01/04/11 Group 4 Architecture Research and Planning Architectural 583
01/04/11 Group 4 Architecture Research and Planning Architectural 859
01/04/11 Turner Construction Company Construction Management Services 1,195
02/24/11 Group 4 Architecture Research and Planning Architectural 4,860
03/18/11 Group 4 Architecture Research and Planning Architectural 73,246
03/18/11 Group 4 Architecture Research and Planning Architectural 7,500
03/18/11 Group 4 Architecture Research and Planning Architectural 53
03/18/11 Group 4 Architecture Research and Planning Architectural 3,843
04/11/11 Group 4 Architecture Research and Planning Architectural 112,464
04/11/11 Group 4 Architecture Research and Planning Architectural 3,993
04/11/11 Group 4 Architecture Research and Planning Architectural 7,500
01/21/11 Group 4 Architecture Research and Planning Architectural 24,392 April 26, 2011 Report
01/21/11 Turner Construction Company Construction Management Services 1,434
01/21/11 Group 4 Architecture Research and Planning Architectural 2,500
01/24/11 Group 4 Architecture Research and Planning Architectural 1,500
01/21/11 Group 4 Architecture Research and Planning Architectural 447
02/18/11 Turner Construction Company Construction Management Services 478
02/18/11 Group 4 Architecture Research and Planning Architectural 48,831
02/18/11 Group 4 Architecture Research and Planning Architectural 2,653
02/18/11 Group 4 Architecture Research and Planning Architectural 3,238
05/12/11 Group 4 Architecture Research and Planning Architectural 6,250
05/12/11 Group 4 Architecture Research and Planning Architectural 40,052
05/12/11 Group 4 Architecture Research and Planning Architectural 12,411
05/12/11 Group 4 Architecture Research and Planning Architectural 3,263
05/17/11 Group 4 Architecture Research and Planning Architectural 4,553 July 26, 2011 Report
06/09/11 Group 4 Architecture Research and Planning Architectural 31,374
07/01/11 Turner Construction Company Construction Management Services 9,169
07/11/11 Group 4 Architecture Research and Planning Architectural 11,100
07/11/11 Group 4 Architecture Research and Planning Architectural 488
07/11/11 Group 4 Architecture Research and Planning Architectural 15,687
07/27/11 Group 4 Architecture Research and Planning Architectural 319
07/27/11 Group 4 Architecture Research and Planning Architectural 1,150
07/27/11 Group 4 Architecture Research and Planning Architectural 1,875
07/27/11 Turner Construction Company Construction Management Services 5,572
08/10/11 Group 4 Architecture Research and Planning Architectural 31,374
08/24/11 Turner Construction Company Construction Management Services 2,868 October 25, 2011 Report
08/31/11 Group 4 Architecture Research and Planning Architectural 117
08/31/11 Group 4 Architecture Research and Planning Architectural 175
08/31/11 Group 4 Architecture Research and Planning Architectural 248
09/14/11 Group 4 Architecture Research and Planning Architectural 67
09/14/11 Group 4 Architecture Research and Planning Architectural 600
09/14/11 Group 4 Architecture Research and Planning Architectural 39,218
10/26/11 Group 4 Architecture Research and Planning Architectural 5,000
10/26/11 Group 4 Architecture Research and Planning Architectural 235,308
10/26/11 Group 4 Architecture Research and Planning Architectural 878
10/26/11 Group 4 Architecture Research and Planning Architectural 5,000
10/26/11 Group 4 Architecture Research and Planning Architectural 291
10/26/11 Group 4 Architecture Research and Planning Architectural 27
11/02/11 Group 4 Architecture Research and Planning Architectural 78,436
11/02/11 Group 4 Architecture Research and Planning Architectural 7,500
11/22/11 Group 4 Architecture Research and Planning Architectural 8,514
12/07/11 Group 4 Architecture Research and Planning Architectural 62,749 January 18, 2012 Report
12/14/11 Group 4 Architecture Research and Planning Architectural 12,584
12/14/11 Group 4 Architecture Research and Planning Architectural 79,172
12/14/11 Group 4 Architecture Research and Planning Architectural 12,584
12/21/11 Protect Consulting and Engineering Hazardous Material Testing 3,530
12/21/11 Group 4 Architecture Research and Planning Architectural 3,052
01/11/12 Group 4 Architecture Research and Planning Architectural 225
01/11/12 Group 4 Architecture Research and Planning Architectural 9,761
01/11/12 Group 4 Architecture Research and Planning Architectural 70,592
01/11/12 Group 4 Architecture Research and Planning Architectural 150
01/11/12 Group 4 Architecture Research and Planning Architectural 247
02/22/12 Group 4 Architecture Research and Planning Architectural 10,000
02/22/12 Group 4 Architecture Research and Planning Architectural 62,749
02/22/12 Group 4 Architecture Research and Planning Architectural 8,676
Rinconada (aka Main) Library Activity Details (PE-11000)
As of November 17, 2015 (Revised 3)
15
Payment
Date Purchasing Document Payee Project Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Rinconada (aka Main) Library Activity Details (PE-11000)
As of November 17, 2015 (Revised 3)
02/22/12 Group 4 Architecture Research and Planning Architectural 3,590 March 28, 2012 Report
03/21/12 Group 4 Architecture Research and Planning Architectural 1,330
03/21/12 Group 4 Architecture Research and Planning Architectural 5,423
03/21/12 Group 4 Architecture Research and Planning Architectural 39,218
02/22/12 BIG-D Pacific Builders, LP Construction 32,500
12/21/12 BIG-D Pacific Builders, LP Construction 36,960
04/04/12 Group 4 Architecture Research and Planning Architectural 18,925
04/18/12 Group 4 Architecture Research and Planning Architectural 1,500
04/18/12 Group 4 Architecture Research and Planning Architectural 19
04/18/12 Group 4 Architecture Research and Planning Architectural 9,784
05/16/12 Group 4 Architecture Research and Planning Architectural 3,278 July 5, 2012 Report
05/16/12 Group 4 Architecture Research and Planning Architectural 29,046
05/30/12 Group 4 Architecture Research and Planning Architectural 39,504
06/20/12 Group 4 Architecture Research and Planning Architectural 13,884
07/05/12 Group 4 Architecture Research and Planning Architectural 407
07/05/12 Group 4 Architecture Research and Planning Architectural 2,500
07/25/12 Group 4 Architecture Research and Planning Architectural 1,613
07/25/12 Group 4 Architecture Research and Planning Architectural 1,535
07/25/12 Group 4 Architecture Research and Planning Architectural 1,992 October 30, 2012 Report
09/05/12 Group 4 Architecture Research and Planning Architectural 7,551
09/26/12 Group 4 Architecture Research and Planning Architectural 5,996
10/31/12 Turner Construction Company Construction Management Services 7,444
11/19/12 Group 4 Architecture Research and Planning Architectural 2,097
11/19/12 Group 4 Architecture Research and Planning Architectural 5,423
11/19/12 Group 4 Architecture Research and Planning Architectural 8,000
11/19/12 Group 4 Architecture Research and Planning Architectural 270
11/19/12 Group 4 Architecture Research and Planning Architectural 2,097
10/31/12 Turner Construction Company Construction Management Services 10,000 January 23, 2013 Report
10/11/12 Fastsigns signs 389
01/09/13 NOVA Partners, Inc.Construction Management Services 19,320
01/23/13 Group 4 Architecture Research and Planning Architectural 2,500
01/23/13 Group 4 Architecture Research and Planning Architectural 969
01/23/13 Group 4 Architecture Research and Planning Architectural 4,979
01/23/13 Group 4 Architecture Research and Planning Architectural 725
01/23/13 NOVA Partners, Inc.Construction Management Services 12,010
02/06/13 Group 4 Architecture Research and Planning Architectural 3,243
02/27/13 West Coast Code Consultants, Inc.Plan Check 13,300
02/27/13 NOVA Partners, Inc.Construction Management Services 18,280 April 12, 2013
03/06/13 Group 4 Architecture Research and Planning Architectural 30,776
04/03/13 NOVA Partners, Inc.Construction Management Services 17,000
04/24/13 Group 4 Architecture Research and Planning Architectural 13
05/08/13 Group 4 Architecture Research and Planning Architectural 479
05/08/13 Group 4 Architecture Research and Planning Architectural 9,324
05/22/13 Group 4 Architecture Research and Planning Architectural 1,641
05/22/13 Group 4 Architecture Research and Planning Architectural 157 July 23, 2013
04/24/13 NOVA Partners, Inc.Construction Management Services 16,360
05/22/13 NOVA Partners, Inc.Construction Management Services 18,280
04/10/13 ARC Signs 71
05/01/13 ARC signs 210
06/19/13 Metropolitan Van and Storage, Inc.Equipment Moving 31,367
06/26/13 NOVA Partners, Inc.Construction Management Services 6,134
07/31/13 NOVA Partners, Inc.Construction Management Services 31,565
08/21/13 NOVA Partners, Inc.Construction Management Services 30,750
08/21/13 West Coast Code Consultants, Inc.Plan Check 1,185 Sept. 25, 2013
08/21/13 Group 4 Architecture Research and Planning Architectural 34
07/27/13 Group 4 Architecture Research and Planning Architectural 17,341
08/21/13 Group 4 Architecture Research and Planning Architectural 43,310
09/25/13 S.J. Amoroso Construction Construction 1,396,323
09/25/13 ARC Reproductive Services 52
10/02/13 NOVA Partners, Inc.Construction Management Services 35,578
10/16/13 Group 4 Architecture Research and Planning Architectural 86,670
10/23/13 NOVA Partners, Inc.Construction Management Services 38,025
10/30/13 S.J. Amoroso Construction Construction 771,030 December 24, 2013
11/20/13 NOVA Partners, Inc.Construction Management Services 37,554
12/05/13 Group 4 Architecture Research and Planning Architectural 43,360
12/11/13 S.J. Amoroso Construction Construction 1,204,872
12/18/13 NOVA Partners, Inc.Construction Management Services 41,811
12/23/13 S.J. Amoroso Construction Construction 876,464
01/29/14 NOVA Partners, Inc.Construction Management Services 42,311
02/26/14 NOVA Partners, Inc.Construction Management Services 34,852
03/26/14 NOVA Partners, Inc.Construction Management Services 30,855
04/16/14 West Coast Code Consultants, Inc.Plan Check 613
01/29/14 Protech Consulting and Engineering Hazardous Material Testing 22,580
01/29/14 S.J. Amoroso Construction Construction 857,070
03/05/14 S.J. Amoroso Construction Construction 1,098,894 April 16, 2014
04/02/14 S.J. Amoroso Construction Construction 1,045,937
01/29/14 Group 4 Architecture Research and Planning Architectural 43,360
02/26/14 Group 4 Architecture Research and Planning Architectural 43,360
01/29/14 Group 4 Architecture Research and Planning Architectural 43,360
16
Payment
Date Purchasing Document Payee Project Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Rinconada (aka Main) Library Activity Details (PE-11000)
As of November 17, 2015 (Revised 3)
04/02/14 Group 4 Architecture Research and Planning Architectural 188,020
04/16/14 Group 4 Architecture Research and Planning Architectural 43,350
03/26/14 ARC Reproduction Services 258
04/02/14 Envision Ware, Inc.Professional services 1,795
11/29/04 Envision Ware, Inc.Professional services ($47,731 deleted)
05/14/14 NOVA Partners, Inc.Construction Management Services 37,950
05/28/14 NOVA Partners, Inc.Construction Management Services 39,369
06/04/14 Group 4 Architecture Research and Planning Architectural 18,900
06/25/14 NOVA Partners, Inc.Construction Management Services 35,540 July 2, 2014
04/23/14 S.J. Amoroso Construction Construction 1,058,321
05/28/14 S.J. Amoroso Construction Construction 1,487,530
06/04/14 Group 4 Architecture Research and Planning Architectural 86,702
06/25/14 Group 4 Architecture Research and Planning Architectural 86,746
07/02/14 S.J. Amoroso Construction Construction 1,852,722
07/16/14 NOVA Partners, Inc.Construction Management Services 34,767
08/27/14 NOVA Partners, Inc.Construction Management Services 33,075
09/17/14 NOVA Partners, Inc.Construction Management Services 34,182
07/02/14 West Coast Code Consultants, Inc.Plan Check 1,203
08/13/14 Group 4 Architecture Research and Planning Architectural 39,700
07/30/14 PACIFIC GAS & ELECTRIC CO Survey 6,000 October 8, 2014
08/06/14 S.J. Amoroso Construction Construction 2,164,627
09/03/14 S.J. Amoroso Construction Construction 1,591,611
07/31/14 S.J. Amoroso Construction Construction 1,641,497
10/08/14 Group 4 Architecture Research and Planning Architectural 29,816
10/08/14 Group 4 Architecture Research and Planning Architectural 86,738
10/08/14 Group 4 Architecture Research and Planning Architectural 75,770
07/27/13 Group 4 Architecture Research and Planning Architectural 17,341
11/05/14 NOVA Partners, Inc.Construction Management Services 24,808
11/05/14 S.J. Amoroso Construction Construction 330,380 January 14, 2015
12/03/14 Group 4 Architecture Research and Planning Architectural 26,835
12/17/14 Group 4 Architecture Research and Planning Architectural 4,990
01/14/15 S.J Amoroso construction costs that are currently being funded by the Infrastructure Reserve ($1.8 million)Correction Below
02/04/15 NOVA Partners, Inc.Construction Management Services 1,566
01/28/15 NOVA Partners, Inc.Construction Management Services 1,600
02/25/15 NOVA Partners, Inc.Construction Management Services 13,485 April 22, 2015
03/04/15 S.J. Amoroso Construction Construction 31,481
01/28/15 S.J. Amoroso Construction Construction 140,321
05/13/15 NOVA Partners, Inc.Construction Management Services 1,094 July 29, 2015
05/06/15 S.J. Amoroso Construction Construction 17,917
05/22/15 Protech Consulting and Engineering Hazardous Material Testing 950
09/15/15 Group 4 Architecture Research and Planning Architectural 10,566
11/12/15 Group 4 Architecture Research and Planning Architectural 5,625 November 17, 2015
01/14/15 Additional work performed by S.J. Amoroso Construction (1,051,500)
Art Center Project (500,000)
Group 4 Architecture Research and Planning Architectural 193,831
Ross McDonald Company, Inc. Construction Services 24,612
Tochi Professional services 9,295
Sub-total - Engineering and Architectural Costs - 19,661,166 227,738 (19,888,904)
Contract Contingency
05/27/11 Group 4 Architecture Research and Planning Architectural 22,152 July 26, 2011 Report
06/09/11 Group 4 Architecture Research and Planning Architectural 571
02/22/12 Group 4 Architecture Research and Planning Architectural 122 March 28, 2012 Report
11/19/12 Group 4 Architecture Research and Planning Architectural 124 January 23, 2013 Report
04/03/13 Group 4 Architecture Research and Planning Architectural 8,442 April 12, 2013
03/06/13 Group 4 Architecture Research and Planning Architectural 8,442
04/24/13 Group 4 Architecture Research and Planning Architectural 6,300
05/22/13 Group 4 Architecture Research and Planning Architectural 64,633 July 23, 2013
06/05/13 Group 4 Architecture Research and Planning Architectural 27,225
07/17/13 Group 4 Architecture Research and Planning Architectural 12,658
07/17/13 Group 4 Architecture Research and Planning Architectural 3,150 Sept. 25, 2013
08/21/13 Group 4 Architecture Research and Planning Architectural 9,900
08/21/13 Group 4 Architecture Research and Planning Architectural 9,900
06/21/13 NOVA Partners, Inc. Construction Management Services 9,480 December 24, 2013
04/16/14 Group 4 Architecture Research and Planning Architectural 15,750 April 16, 2014
04/23/14 S.J. Amoroso Construction Construction 16,461 July 2, 2014
07/02/14 West Coast Code Consultants, Inc. Plan Check 941 October 8, 2014
12/03/14 Group 4 Architecture Research and Planning Architectural 13,720
12/03/14 Group 4 Architecture Research and Planning Architectural 5,651
12/29/14 NOVA Partners, Inc. Construction Management Services 18,250 January 14, 2015
12/03/14 Group 4 Architecture Research and Planning Architectural 6,600
12/10/14 S.J. Amoroso Construction Construction 316,985
Additional work performed by S.J. Amoroso and the Art Center project were originally estimated
at $1,800,000 in the Jan. 14, 2015 Financial Report. The actual costs was $1,551,500, a
$248,500 savings. Per Measure N, the additional work performed by S.J. Amoroso Construction
is bondable costs and the Art Center project is a nonbondable costs; both, at this time, are being
funded by the General Fund (Infrastructure Reserve).
17
Payment
Date Purchasing Document Payee Project Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Rinconada (aka Main) Library Activity Details (PE-11000)
As of November 17, 2015 (Revised 3)
12/10/14 S.J. Amoroso Construction Construction 20,517
02/04/15 NOVA Partners, Inc.Construction Management Services 20
01/28/15 NOVA Partners, Inc.Construction Management Services 18,070
02/04/15 NOVA Partners, Inc.Construction Management Services 22,680
01/28/15 S.J. Amoroso Construction Construction 7,103
01/28/15 S.J. Amoroso Construction Construction 9,355
01/28/15 S.J. Amoroso Construction Construction 11,108
01/28/15 S.J. Amoroso Construction Construction 12,420
01/28/15 S.J. Amoroso Construction Construction 12,428 April 22, 2015
01/28/15 S.J. Amoroso Construction Construction 13,295
01/28/15 S.J. Amoroso Construction Construction 14,236
01/28/15 S.J. Amoroso Construction Construction 14,541
01/28/15 S.J. Amoroso Construction Construction 14,651
01/28/15 S.J. Amoroso Construction Construction 14,746
01/28/15 S.J. Amoroso Construction Construction 18,875
01/28/15 S.J. Amoroso Construction Construction 25,973
01/28/15 S.J. Amoroso Construction Construction 37,022
01/28/15 S.J. Amoroso Construction Construction 38,480
01/28/15 S.J. Amoroso Construction Construction 47,113
05/06/15 S.J. Amoroso Construction Construction 25,108 July 29, 2015
Sub-total - Contract Contingency - 955,198 - (955,198)
Other Contract Services
12/05/12 Planet Orange Termite Inspection Fee 350
12/31/12 Fastsigns Sign 226
12/19/12 Creative Machines, Inc.Plans and Technical Drawings 52,000
12/19/12 Creative Machines, Inc.Plans and Technical Drawings 12,000
10/31/12 City of Palo Alto - Public Works Main Library Renovation - Plan Check Fee 115,654
12/06/12 City of Palo Alto - Development Center Architectural Review 2,678 January 23, 2013 Report
12/06/12 City of Palo Alto - Development Center Architectural Review 25
12/06/12 City of Palo Alto - Development Center Architectural Review 20
12/06/12 City of Palo Alto - Development Center Architectural Review 622
12/06/12 City of Palo Alto - Development Center Architectural Review 2,892
12/06/12 City of Palo Alto - Development Center Architectural Review 252
04/24/13 FedEx Mailing 111
04/24/13 FedEx Mailing 98 July 23, 2013
04/17/13 FedEx Mailing 111
06/30/13 Fastsigns Signs 1,423
07/31/13 Metropolitan Van and Storage, Inc.Equipment Moving 1,365 Sept. 25, 2013
08/21/13 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
10/02/13 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
10/09/13 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
11/13/13 Metropolitan Van and Storage, Inc.Equipment Moving 500 December 24, 2013
11/20/13 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
12/18/13 Metropolitan Van and Storage, Inc.Equipment Moving 1,665
04/02/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
02/12/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365 April 16, 2014
04/02/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
01/29/14 FedEx Mailing 47
05/15/14 Protech Consulting and Engineering Hazardous Material Testing 3,270
05/07/14 Creative Machines, Inc.Plans and Technical Drawings 13,000
06/11/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
05/28/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365 July 2, 2014
05/21/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
06/25/14 Metropolitan Van and Storage, Inc.Equipment Moving 800
07/02/14 AT&T Engineering and Construction 6,298
03/31/14 Envision Ware, Inc.Professional services 157
07/09/14 Applied Materials / Engineering, Inc.Professional services 110
07/09/14 Applied Materials / Engineering, Inc.Professional services 1,760
07/16/14 ARC Reproduction Services 71
08/06/14 Creative Machines, Inc.Plans and Technical Drawings 13,000
07/09/14 Chem Aqua Loop corrosion inhibitor chemical addition/water analysis 837
07/23/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
08/13/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365 October 8, 2014
09/17/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
10/08/14 Applied Materials / Engineering, Inc.Professional services 5,601
10/08/14 Metropolitan Van and Storage, Inc.Equipment Moving 1,365
07/11/14 City of Palo Alto Signage Review for ARB 698
07/22/14 City of Palo Alto Signage Review for ARB 2,918
11/12/14 Metropolitan Van and Storage, Inc.Equipment Moving 11,638
12/10/14 Metropolitan Van and Storage, Inc.Equipment Moving 450
12/17/14 Schaaf & Wheeler Consulting Storm Water 3 Party Review 2,500 January 14, 2015
10/22/14 Bibliotheca, Inc.Security Gates 18,800
18
Payment
Date Purchasing Document Payee Project Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Rinconada (aka Main) Library Activity Details (PE-11000)
As of November 17, 2015 (Revised 3)
10/31/14 Bibliotheca, Inc.Security Gates 1,645
02/24/15 Fastsigns Fastsigns 247
02/04/15 Metropolitan Van and Storage, Inc.Equipment Moving 195
02/04/15 Metropolitan Van and Storage, Inc.Equipment Moving 450
02/04/15 Metropolitan Van and Storage, Inc.Equipment Moving 1,220
02/04/15 Metropolitan Van and Storage, Inc.Equipment Moving 2,205
02/24/15 VKK Signmakers, Inc.Signs 3,472 April 22, 2015
03/25/15 Envision Ware, Inc.Professional services 26,650
11/24/14 Fastsigns Signs 245
03/25/15 3M Library Systems Library System 58,030
03/25/15 Envision Ware, Inc.Professional services 372,856
03/23/15 PolePal Lighting 1,080
06/11/15 Peninsulators, Inc.Construction 1,950 July 29, 2015
03/31/15 JP Morgan P-Card (will be replaced by actual vendor name)1,950 November 17, 2015
Sub-total - Other Contract Services - 765,251 - (765,251)
City (Inter-department) Service Charge
10/31/14 City of Palo Alto - Planning Review of sculpture signage and address sign 456 January 14, 2015
Sub-total - City (Inter-department) Service Charge - 456 - (456)
Miscellaneous Cost
02/27/13 Fastsigns Signage 590 April 12, 2013
Sub-total - Miscellaneous Cost - 590 - (590)
Grant Total 22,342,563 21,382,662 227,738 732,163
19
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Temporary Mitchell Park Library (Council Approved - CMR: 463:09) 645,000
Budget Change - gg
Sub-total - 2010 Engineer's Budget Estimate 645,000 - - 645,000
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 439,283
10/05/10 Group 4 Architecture Research & Planning Architectural 5,774 Oct. 21, 2010 Report
08/24/10 Group 4 Architecture Research & Planning Architectural 329
01/27/11 Johnstone Moyer, Inc.Temp. Library Improvements 19,191 April 26, 2011 Report
11/12/14 Ross McDonald Company, Inc.Construction Services 3,200 January 14, 2015
Sub-total - Engineering and Architectural Costs - 467,777 - (467,777)
Contract Contingency
Summary of Expenditures as of July 21, 2010 2,541
08/24/10 Johnstone Moyer, Inc.Temp. Library Improvements 24,604 Oct. 21, 2010 Report
08/27/10 West Corporation Temp. Lib. - Security Access Card & Alarm 310
01/27/11 Johnstone Moyer, Inc.Temp. Library Improvements 6,045 April 26, 2011 Report
05/14/15 JCM Construction, Inc.Construction Services 4,970 January 29, 2015
Sub-total - Contract Contingency - 38,470 - (38,470)
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 11,247 March 28, 2012 Report
Sub-total - City (Inter-department) Service Charge - 11,247 - (11,247)
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 125 March 28, 2012 Report
Sub-total - Miscellaneous Cost - 125 - (125)
Grant Total 645,000 517,618 - 127,382
Temporary Library at Cubberley (for Mitchell Facility) - Activity Details (PE-09010)
As of November 17, 2015 (Revised 3)
20
Payment
Date Payee Description
Project
Budget Expenses
Commitments
(aka Purchase
Orders)
Remaining
Balance
Project Budget
Temporary Main Library Facility - Art Center Auditorium 500,000
Sub-total - 2010 Engineer's Budget Estimate 500,000 - - 500,000
Engineering, Architectural, Constr., and Publishing (Reproduction) Costs
Summary of Expenditures as of July 21, 2010 -
04/04/12 Group 4 Architecture Research & Planning Architectural 15,687 July 5, 2012 Report
04/04/12 Group 4 Architecture Research & Planning Architectural 11,288
07/25/12 Group 4 Architecture Research & Planning Architectural 1,121 October 30, 2012 Report
06/15/76 Ross McDonald Company, Inc.Library Shelving 7,176
06/19/13 Big-D Pacific Builders, LP Construction Services 253,627 July 23, 2013
08/16/13 Big-D Pacific Builders, LP Construction Services 29,997 Sept. 25, 2013
02/11/15 Ross McDonald Company, Inc.Library Shelving 1,100 April 22, 2015
04/22/15 JCM Construction, Inc.Construction Services 9,950
05/22/15 Securecom Construction Services 88 January 29, 2015
09/15/15 Peninsulators, Inc.Construction 8,900
03/31/15 JP Morgan P-Card (will be replaced by actual vendor name)470
03/31/15 JP Morgan P-Card (will be replaced by actual vendor name)388 November 17, 2015
05/31/15 JP Morgan P-Card (will be replaced by actual vendor name)158
Sub-total - Engineering and Architectural Costs - 339,949 - (339,949)
Contract Contingency
Summary of Expenditures as of July 21, 2010 -
04/30/13 Fastsigns Signs 593
04/30/13 Metropolitan Van and Storage, Inc.Equipment Moving 380
04/30/13 Fastsigns Signs 598 July 23, 2013
04/30/13 Fastsigns Signs 41
05/31/13 Fastsigns (Reversal of Drawdown)Signs (138) January 14, 2015
Sub-total - Contract Contingency - 1,474 - (1,474)
City (Inter-department) Service Charge
Summary of Expenditures as of July 21, 2010 -
04/30/13 City of Palo Alto - Planning Architectural Review 384
04/30/13 City of Palo Alto - Development Center Architectural Review 216 July 23, 2013
05/31/13 City of Palo Alto _ Development Center Architectural Review 122,489
06/30/13 City of Palo Alto _ Development Center Architectural Review 636 Sept. 25, 2013
Sub-total - City (Inter-department) Service Charge - 123,725 - (123,725)
Miscellaneous Cost
Summary of Expenditures as of July 21, 2010 -
Sub-total - Miscellaneous Cost - - - -
Grant Total 500,000 465,148 - 34,852
Art Center Temporary Library - Activity Details (Project # PE-11012)
As of November 17, 2015 (Revised 3)
21
Library Bond Oversight Committee
Encumbered or Outstanding Contracts
Item Description Amount Sub‐totals Remaining work / Comments
1Group 4 ‐ Overall Design Contract (MPLCC)54,016$ Closeout & design of book drop
2Group 4 ‐ Overall Design Contract (Rinconada)94,931$ Closeout & design of book drop
3Group 4 ‐ Overall Design Contract (Downtown)40,890$ Closeout & LEED submittal
4Group 4 ‐ Construction Administration Contract for Rinconada 98,900$ Closeout & LEED submittal
5Ross McDonald Contract (built‐in cabinetry at MPLCC)115,816$ Closeout
6Ross McDonald Contract (built‐in cabinetry at Rinconada)24,612$ Closeout
7One Workplace (built‐in furnishings and storage for MPLCC)18,497$ Unlikely to be spent
8 Mood Media contract for broadcast media system at MPLCC 47,890$ Closeout
9 McKinney Associates ‐ General AV work at MPLCC 1,100$ Training
10 Sprigg Electric ‐ 10‐year warranty for photovoltaic system at MPLCC 50,000$ Needed for utilities rebate
11 GINN AND CROSBY, LLC ‐ outside legal counsel for unforeseen claims 16,302$ Unlikely to be spent
12 TOCHI ‐ Construction of additional manager's office at Rinconada Library 9,295$ Nearly complete
Total For Encumbered or Contracted Work 572,249$
Additional Library Work that is not Encumbered or Contracted
13 Drive‐Up Book Drop at Mitchell Park Library 30,000$ Construction estimate
14 Drive‐Up Book Drop at Rinconada Library 26,000$ Construction estimate
15 Lutron Switch labels for MPLCC 957$ Quoted and authorized
16 Replace two defective electronic panel meters (out of warranty) at MPLCC 4,159$ Quoted and authorized
17 New Projector Lens for Midtown Room at MPLCC 3,657$ Quoted and authorized
18 Projector adjustment for Midtown Room at MPLCC 525$ Quoted and authorized
19 Install rain gutter debris shields at Rinconada 5,000$ Construction estimate
20 Install fan and vent in Teen Zone storage area for AV system at MPLCC 4,000$ Construction estimate
21 Bond‐related restoration work on Cubberley Auditorium temporary library 127,382$ All remaining funds needed
22 Update signage for recent changes to Library Hours (MPLCC) 4,791$ Quoted and authorized
23 Contingency ‐ Mitchell Park Library 50,000$ Contingency
24 Contingency ‐ Rinconada Library 25,000$ Contingency
Total for Additional Library Work that is not Encumbered or Contracted 281,471$
Grand Total (Estimated)853,720$
Last and Final List of Potential Expenses for Library Bond Funds
Attachment D
TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: City Manager's Office
DATE: MARCH 16,2009 CMR: 176:09
REPORT TYPE: CONSENT
SUBJECT: Adoption of a Resolution Establishing a Citizen Oversight Committee
for Expenditures of Library Bond Funds
RECOMMENDATION
Staff recommends that Council adopt the attached resolution establishing a Citizen
Oversight Committee to implement one of the oversight and accountability provisions of
the library bond measure and direct staff to proceed with the solicitation for potential
Committee members.
BACKGROUND
On August 4, 2008, Council approved placing a $76 million General Obligation bond
measure on the November 4, 2008 ballot to construct and complete a new Mitchell Park
Library and Community Center, renovate and expand Main Library and renovate
Downtown Library (CMR:340:08). The ballot measure, Measure N, contained a
provision for the appointment of a committee to oversee the expenditure of funds
generated by the bond issuance. Specifically, the ballot proposition stated that:
"LIBRARY, FACILITIES, COLLECTIONS, SAFETY IMPROVEMENT BOND. To
ensure seismic safety, enhance disabled access, provide additional space to expand
library collections, add new children's and group activity areas, replace outdated lighting,
and provide proper ventilation and air conditioning systems, shall the City of Palo Alto
issue bonds up to $76,000,000 to construct a new energy-efficient Mitchell Park Library
and Community Center, expand and renovate Main Library, and renovate Downtown
Library, with annual audits and independent citizen oversight?"
On November 4, 2008, a super majority (2/3 + 1) of Palo Alto registered voters approved
Measure N. Staff has begun implementing the capital improvement projects authorized
by the ballot measure with the planning and design phases. On March 2, 2009 the
Council approved a contract with Group 4 Architecture to proceed with the design of the
libraries and community center as authorized by the bond measure.
DISCUSSION
Staf.f has met to discuss the options for establishing and appointing a Citizen Oversight
Committee consistent with the bond measure language. Details to be established include:
membership criteria, the duties of the Committee, and Committee procedures. Staff s
CMR 176:09 Page 1 of3
Attachment E
recommendations are summarized below and are included in the attached resolution. Also
outlined is the proposed advertising and selection process for the Committee. The
Council may provide additional direction to staff on any of the criteria outlined.
1. Committee membership criteria
a .. Committee shall consist of five members.
b. Committee members must be either a Palo Alto resident, an employee of a
Palo Alto business, or own property within the City of Palo Alto.
c. Committee members shall be selected and appointed by the City Council.
It is anticipated that Council will use procedures similar to those used for
appointments to City boards and commissions.
d. Committee members shall serve for a term of four years.
e. Committee members are preferred to have financial management, project
management, architecture, engineering or other relevant experience.
2. Duties of the Committee
a. Committee shall review the proposed budget for Measure N projects as
prepared by staff in order to assess its consistency with the projects set
forth in Measure N (Attachment B, Ordinance No.4996).
b. Committee shall review quarterly financial reports prepared by City
Administrative Services Department staff documenting expenditures
related Measure N projects in order to assess the consistency of the
expenditures with Measure N (Attachment B, Ordinance No.4996).
c. Committee may review the external auditor's financial audits of the bond
funds. The City Manager will work with the City Auditor's Office to
ensure that requirements related to annual audits of the bond funds are
satisfied.
d. Committee shall be an advisory body only, and the City Council shall
retain full authority to approve the budget and associated expenditures for
Measure N Bond projects.
e. Committee duties shall not include review of design and contract issues.
3. Procedures of the Committee
a. Committee shall meet quarterly to review expenditures associated with
Measure N. The Committee shall prepare a report documenting its
findings with respect to the proposed expenditures and submit such report
to the Finance Committee of the City Council following each meeting.
b. The Committee shall conduct open public meetings, duly noticed in
accordance with the Ralph M. Brown Act, California Government Code
Section 54950, et seq.
c. The Committee may establish rules and procedures governing the conduct
of its meetings.
Staff recommends that Council establish the Library Bond Citizen Oversight Committee
by adopting the attached resolution and direct the City Clerk to solicit potential
Committee members by placing advertisements announcing Committee vacancies in a
CMR 176:09 Page 2 of3
newspaper of general circulation in the city, two times within a two week period. The
expected timeline for selection and appointment of Committee members is described
below.
TIMELINE
The following is the recommended timeline for appointment of members to the Library
Bond Citizen Oversight Committee:
Due date for member applications April 22
Appointment of Committee members May 4
RESOURCE IMPACT
Committee members shall not be compensated for their service. There will be relatively
minor costs incurred for staff to provide information to the Committee, attend Committee
meetings, and draft the Committee's reports to Council. These staff costs will be covered
within the project budget.
POLICY IMPLICATIONS
The formation of a Library Bond Citizen Oversight Committee as recommended in this
report is required by the terms of the bond measure and Ordinance No. 4996 establishing
those terms.
ENVIRONMENTAL REVIEW
Adoption of the attached resolution creating a Library Bond Citizen Oversight
Committee is not considered a project for purposes of the California Environmental
Quality Act (CEQA). Environmental review of all bond measure projects was completed
prior to approval of the bond measure.
ATTACHMENTS
Attachment A: Resolution Establishing a Library Bond Citizen Oversight Committee
Attachment B: Ordinance No.4996 ~
PREPARED BY: ___ ~~ ______ ~~_~==~ ________ ___
~ ANN
Manag en Fellow
KELL Y MORARIU
Interim Deputy City Manager
CITY MANAGER APPROVAL:
CMR 176:09 Page 3 of3
** NOT YET APPROVED **
Attachment A
Resolution No. ---
Resolution of the Council of the City of Palo Alto
Establishing a Citizen Oversight Committee for
Expenditures of Library Bond Funds
WHEREAS, on August 4,2008, the City Council approved Ordinance No. 4996
calling a special election and ordering the submission of a proposition incurring bonded debt for
the purpose of construction and completion of a new Mitchell Park library and community
center, renovation and expansion of Main Library, and renovations to Downtown Library, to
Palo Alto voters at the special municipal election on November 4, 2008.
WHEREAS, on November 4, 2008, Palo Alto voters approved Measure N, the
proposition set forth in Ordinance No. 4996 for incurring bonded indebtedness. Ordinance 4996,
as incorporated into the ballot language of Measure N, specifically provided for an independent
citizen oversight committee to monitor expenditures of bond proceeds.
NOW, THEREFORE, the Council of the City of Palo Alto does RESOLVE as
follows:
SECTION 1. Committee Established. The City of Palo Alto Library Bond
Citizen Oversight Committee is hereby created to and to monitor expenditures of the funds raised
by the issuance of bonds to ensure they are spent in accordance with the projects described in
Ordinance No. 4996.
SECTION 2. Committee Membership and Appointment. The committee shall
consist of five members who are selected and appointed by the City Council for a term of four
years. Committee members shall serve without compensation. Each Committee member shall
be a resident of Palo Alto, an employee of a business located in Palo Alto, or an owner of real
property within the City. No member shall be a council member, officer or employee of the
City.
SECTION 3. Committee Duties. The committee shall discharge its oversight
duties by:
(a) Meeting to review the expenditures for Measure N bond proceeds and
assess the consistency of the expenditures with Ordinance No. 4996. The Committee shall
prepare a report documenting its findings with respect to the expenditures and submit the report
to the Finance Committee and the City Council following each meeting.
SECTION 4. Meeting Procedures. The Committee shall conduct open public
meetings, duly noticed in accordance with the Ralph M. Brown Act. The Committee may
establish rules and procedures governing the conduct of its meetings.
090309 mb 8260979 1
** NOT YET APPROVED **
SECTION 5. The City Clerk is directed to place advertisement announcing
Committee vacancies in a newspaper of general circulation in the City, two times within a two
week period.
SECTION 6. The Council finds that this is not considered a project for purposes
of the California Environmental Quality Act (CEQA). Environmental review of all bond measure
projects was completed prior to approval of the bond measure.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST: APPROVED:
City Clerk Mayor
APPROVED AS TO FORM:
City Attorney City Manager
Director of Administrative Services
090309 mb 8260979 2
Attachment B
ORDINANCE NO. 4996
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
CALLING A SPECIAL ELECTION AND ORDERING THE
SUBMISSION OF A PROPOSITION INCURRING BONDED
DEBT FOR THE PURPOSE OF CONSTRUCTION AND
COMPLETION OF A NEW MITCHELL PARK LffiRARY AND
COMMUNITY CENTER, RENOVATION AND EXPANSION OF
MAIN LffiRARY, AND RENOVATIONS TO DOWNTOWN
LffiRARY TO THE QUALIFIED VOTERS OF THE CITY OF
PALO ALTO AT THE SPECIAL MUNICIPAL ELECTION TO BE
HELD ON NOVEMBER 4,2008
WHEREAS, use of the Palo Alto libraries has increased; in fiscal year 2007-2008
circulation in Palo Alto libraries increased 8% over the prior year, and users checked out over 1.5
million books, periodicals, DVDs, and other materials; and
WHEREAS, in a 2007 report, the City Auditor determined that Palo Alto libraries
are in the poorest condition when compared to libraries in ten surrounding communities; and
WHEREAS, the Auditor's report specifically noted that Palo Alto's libraries were
overcrowded, had poor lighting and inadequate meeting spaces; and
WHEREAS, Palo Alto libraries are cramped, have poor lighting, and have no room
for expansion of collections or group study and quiet reading areas; and
WHEREAS, Mitchell Park Library was built more than fifty years ago; over the past
twenty years circulation there has tripled and it currently receives more than one thousand
visitors per day; and
WHEREAS, Mitchell Park Library has the highest circulation of all libraries in Palo
Alto, but it is too small and outdated to serve the population that uses it today; and
WHEREAS, many residents in our community, especially children and seniors, rely
on Palo Alto libraries; and
WHEREAS, some of the heaviest use occurs after school when children from the
neighborhood schools gather to do homework, research and work on group projects; at these
times, the libraries can be overcrowded and noisy, making it challenging for others to
comfortably use the library, study, or access services; and
WHEREAS, Mitchell Park, Main and Downtown libraries have poor ventilation and
lack air conditioning; and
WHEREAS, Mitchell Park, Main and Downtown libraries are too small to
accommodate growth in library collections, which residents have identified as a priority for City
libraries; and
WHEREAS, under the conditions described above, our libraries cannot fully offer
the services and resources our Palo Alto residents deserve; and
WHEREAS, it is critical that the City provide libraries and community centers that
afford earthquake safety by construction to modem seismic standards; and
. WHEREAS, the City needs to ensure and enhance disabled access at its public
libraries and community centers; and
WHEREAS, libraries are an important community asset because they provide more
than just books-they are a place for residents to learn and to gather and they enrich the culture
of our City; and
WHEREAS, on July 21, 2008, this City Council adopted, by a two-thirds vote of all
the members of the Council, a Resolution entitled itA Resolution of the Council of the City of
Palo Alto Determining That the Public Interest and Necessity Demand the Construction and
Completion of a New Mitchell Park Library and Community Center and the Renovation of Main
and Downtown Libraries and their Financing Through the Issuance of General Obligation Bonds"
(the "Resolution"); and
WHEREAS, in order to provide for the issuance by the City of its general obligation
bonds to fmance the costs of constructing the new Mitchell Park library and community center
and renovating and improving Main and Downtown libraries, it is necessary for this Council to
pass an ordinance ordering the submission of the proposition of incurring bonded indebtedness
for such purpose to the qualified voters of the City at an election; and
WHEREAS, a Special Municipal Election for the City is to be held on Tuesday,
November 4, 2008; and
WHEREAS, the City Council desires to submit to the voters at the election the
proposition of incurring bonded indebtedness as hereinafter set forth.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PALO ALTO,
CALIFORNIA, does ordain as follows:
SECTION 1. Ballot Proposition. That the following question shall be submitted
to the voters of the City at the Special Municipal Election to be held on November 4,2008:
"LmRARY FACILITIES, COLLECTIONS, SAFETY IMPROVEMENT BOND. To
provide additional space to expand library collections, add new children's and group
program areas, replace outdated lighting, provide modem ventilation and air
conditioning systems, ensure seismic safety and enhance disabled access, shall the
City of Palo Alto issue bonds up to $76,000,000 to construct a new energy-efficient
Mitchell Park Library and Community Center, expand and renovate Main Library,
and renovate Downtown Library, with annual audits and independent citizen
oversight?"
YES NO
SECTION 2. Object and Pw:pose of Bonds. The object and purpose of incurring
the indebtedness is to fmance the costs of constructing a new energy efficient, environmentally
friendly library and community center at Mitchell Park and the costs of renovating and expanding
Main Library and renovating Downtown Library, including enhancements at all three facilities
for earthquake safety and disabled access, expanded space for library collections, meeting· and
study areas, and new air conditioning, ventilation and lighting systems. The foregoing
improvements are referred to herein as the "Improvements". The City wishes to construct the
Improvements because the present library and community center at Mitchell Park, and the Main
and Downtown libraries, are inadequate to serve the needs of the citizens of the City.
SECTION 3. Estimated Cost of Improvements. The estimated cost of the
portion of the costs of the Improvements to be paid for from the City's general obligations bonds
is seventy-six million dollars ($76,()00,000). The estimated cost includes legal and other fees
and the cost of printing the bonds and other costs and expenses incidental to or connected with
the authorization, issuance and sale of bonds. The cost of constructing the Improvements in
excess of $76,000,000 will be paid for from other funds of the City.
SECTION 4. Principal Amount of Bonds. The amount of the principal of the
indebtedness to be incurred is not to exceed seventy-six million dollars ($76,000,000).
SECTION 5. Maximum Interest Rate. The maximum rate of interest to be paid
on the indebtedness shall be twelve percent (12%) per annum.
SECTION 6. Issuance and Sale of Bonds. This City Council does hereby call a
special municipal election on Tuesday, November 4, 2008, and submit to the qualified voters of
,the City, at said Special Municipal Election, the proposition set forth in Section I hereof. The
City proposes to construct and complete the Improvements, and to issue and sell General
Obligation Bonds of the City pursuant to Article 1, commencing with Section 43600, of Chapter
4 of Division 4 of Title 4 of the California Government Code, in one or more series, in the
maximum amount and for the objects and purposes set forth above, if two-thirds of all qualified
voters voting on the proposition set forth above vote in favor thereof. The bonds are to be general
obligations of the City, payable from and secured by taxes levied and collected in the manner
prescribed by laws of the State of California. All of said bonds are to be equally and ratably
secured, without priority, by the taxing power of the City.
SECTION 7. Consolidation: Manner of Conducting Election. That in all
particulars not recited in this Ordinance, the election shall be held and conducted as provided by
law for holding municipal elections. That pursuant to the requirements of section 10403 of the
Elections Code. the Board of Supervisors of the County of Santa Clara is hereby requested to
consent and agree to the consolidation of a Special Municipal Election" with the Statewide
Special Election on Tuesday, November 4, 2008, and said election shall be held in all respects as
if there were only one election and only one form of ballot shall be used.
SECTION 8. Procedure for Voting on Proposition. Ballots for the election
shall be provided in the form and in the number provided by law. Voters shall be provided an
opportunity to vote for or against the proposition on the ballot, in accordance With procedures to
be adopted by the authorized officers of the County charged with conducting the election.
SECTION 9. Time and Place of Election. Notice of the time and place of
holding the election is given and the City Clerk is authorized, instructed, and directed to give
further or additional notice of the election, in the time, form, and manner required by law.
SECTION 10. Publication of Ordinance. This Ordinance shall be published once
a day for at least seven days in a newspaper printed, published and circulated at least six days a
week in the City, or once a week for two weeks in a newspaper printed, published and circulated
less than six days a week in the City. The first of said publications shall, in either event, be
within fifteen (15) days after the adoption of this ordinance. The City Clerk is hereby authorized
and directed to make said publications and to transmit, for receipt no later than August 8, 2008, a
certified copy of this Ordinance to the Board of Supervisors (the "Board of Supervisors") of
Santa Clara County (the "County"), and a copy with the County Clerk of the County and the
Registrar of Voters of the County.
SECTION 11. Canvassing Election Returns. The Board of Supervisors is hereby
authorized to canvass the returns of said City Bond Election.
SECTION 12. Election Instructions. The Board of Supervisors is hereby
requested to issue instructions to the County Elections Department to take any and all steps
necessary for the holding of the said consolidated elections.
SECTION 13. Accountability Requirements. As required by Section 53410 of the
Government Code, a statement in substantially the following form shall be included on the ballot
,for the Bonds, and the City Council covenants to comply with the reporting requirements
contained in Section 53411 of the Government Code:
Accountability Measures
As required by Section 53410 of the Government Code, the following
accountability measures are hereby made a part of the City's Bond Measure "LffiRARY
FACILITY, COLLECTIONS, SPACE, SAFETY IMPROVEMENT BOND" (the "~easure"):
a) The specific purpose of the bonds is to build a new Mitchell Park libraty and
community center, expand and renovate Main library, and renovate Downtown library;
b) The proceeds from the sale of the City's bonds will be used only for the
purposes specified in the Measure, and not for any other purpose;
c) The proceeds of the Bonds will be deposited into a Library/Community Center
Project Construction Fund to be held by the City; and
d) The Administrative Services Director of the City shall file an annual report
with the City Council of the City, commencing not later than November 1,2009, and annually
thereafter, which report shall contain pertinent information regarding the amount of funds
collected and expended, as well as the status of the Library/Community Center project listed in
the Measure.
· .
SECTION 22. Effective Date. This Ordinance shall become effective immediately
as an ordinance relating to an election pursuant to Government Code section 36937(a) upon its
adoption by two-thirds vote of all the members of this City Council.
The above ordinance was introduced with the fIrst reading waived at a regular
meeting of the City Council on the 21st day of July, 2008, and passed and adopted at a regular
meeting of said Council held on the 4th day of August, 2008, by the following vote:
INTRODUCED: July 21,2008
PASSED: August 4, 2008
AYES: BARTON, BURT, DREKMEIER, ESPINOSA, KISHIMOTO, KLEIN,
MORTON, SCHMID, YEH
NOES:
ABSENT:
ABSTENTIONS:
APPROVED AS TO FORM: APPROVED:
~~ "'Cit}TOmey
Tax Rate Statement In Connection With
City of Palo Alto Bond Measure_
An election will be held in the City of Palo Alto (the "City") on November 4, 2008, on the question
of issuing bonds in the principal amount of$76,000,000 to fmance library and community center facilities as
described in the bond measure. If the bonds are approved, the City expects to sell the bonds in one series.
Principal and interest on the bonds will be paid from taxes levied on taxable property in the City. The
following tax rate information is given to comply with Sections 9400-9404 of the Elections Code of the State
of California.
Based on estimated assessed valuations available at the time of filing of this statement:
1. The best estimate of the tax rate that would be required to be levied to fund this bond issue
during the first fiscal year after the salt( of the first and only series of bonds, based on estimated assessed
valuations available at the time of filing of this statement, is $0.02874 per $100 ($28.74 per $100,000) o(
assessed valuation in fiscal year 2009-10.
2. The best estimate of the highest tax rate that would be required to fund this bond issue, based
on estimated assessed valuations available at the time of filing this statement, is $0.02874 per $100 ($28.74
per $100,000) of assessed valuation in fiscal year 2009-10.
3. The best estimate of the average annual tax rate which would be required to be levied to fund
this bond issue, based on estimated assessed valuations available at the time of filing of this statement, is
$0.02698 per $100 ($26.98 per $100,000) of assessed valuation.
Voters should note that the estimated tax rates are based on the assessed value of taxable property on
the County's official tax rolls, not on the property's market value. In addition, taxpayers eligible for a
property tax exemption, such as the homeowner's exemption, will be taxed at a lower effective tax rate than
described above. Certain taxpayers may also be eligible to postpone payment of taxes. Property owners
should consult their own property tax bills and the County Assessor to determine their property's assessed
value and any applicable tax exemptions.
The actual tax rates and the years in which they will apply may vary from those presently estimated,
due to variations from these estimates in the timing of bond sales, the amount of bonds sold and market
interest rates at the time of each sale, and actual assessed valuations over the term of repayment of the bonds.
The estimates are based upon the City's projections and are not binding upon the City. The dates of sale and
the amount of bonds sold at any given time will be determined by the City based on the need for construction
funds and other factors. The actual interest rates at which the bonds will be sold will depend on the bond
market at the time of each sale. Actual future assessed valuation will depend upon the amount and value of
taxable property within the City as determined by the County Assessor in the annual assessment and the
equalization process.
Dated: August S . 2008
Larry Klein
Mayor
City of Palo Alto
(ID # 6420)City of Palo Alto
Finance Committee Staff Report
Report Type: Action Items Meeting Date: 3/1/2016
City of Palo Alto Page 1
Summary Title: Fiscal Year 2016 Midyear Budget Review
Title: Finance Committee Review and Recommendation to the City Council
Regarding Adoption of a Budget Amendment for Fiscal Year 2016 to Adjust
Budgeted Revenues and Expenditures in Accordance with the
Recommendations in the FY 2016 Midyear Budget Review Report
From: City Manager
Lead Department: Administrative Services
Recommendation
Staff recommends that the Finance Committee recommend to the City Council adoption of the
FY 2016 Mid-year Budget Amendment which includes:
1)Proposed amendments to the Fiscal Year 2016 Budget Appropriation Ordinance for the
General Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds, and
Capital Improvement Projects Fund (Attachment A, Exhibit 1)
2)Proposed amendments to the Fiscal Year 2016 Budget Appropriation Ordinance Capital
Improvement Project (Attachment A, Exhibit 2)
3)Proposed amendments to the Fiscal Year 2016 Table of Organization:
a)Reclassify 2.0 Buyers to 2.0 Senior Buyers in the Administrative Services
Department;
b)Reclassify 1.0 Management Analyst to 1.0 Senior Management Analyst, 0.6 in the
Public Works Department and 0.4 in the Planning Community Environment
Department; and
c)Eliminate two 0.5 Account Specialists (part-time benefited) and add 1.0 Account
Specialist (full time) in the Administrative Services Department.
Motions
Motion to recommend to the City Council to adopt the FY 2016 Mid-year Budget Amendment
for the proposed mid-year adjustments to the FY 2016 budget for the General Fund, Capital
Improvement Projects Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds as
identified in Attachment A, Attachment B, and related exhibits.
Executive Summary
Annually, in March, staff presents to the Finance Committee the status of revenues and
#2
City of Palo Alto Page 2
expenditures for major funds and Capital Improvement Program as of December 31 of the
current fiscal year. As part of that status report, staff also brings forward recommendations to
adjust the annual adopted budget. Adjustments to the City’s budget may become necessary as
revenues and expenditures may vary from the original budget plan. The attached documents
summarize and outline changes to the City’s FY 2016 Adopted Budget. In this report,
recommended budget adjustments are generally grouped into four types of transactions:
- New requests: These requests are ones that require additional funding to address a
very limited number of program needs. These adjustments are brought forward ahead
of the annual budget process because the need either cannot or should not wait until
later in the year.
- Reimbursements and Grants: These actions, which typically have a net-zero impact,
adjust grants, reimbursements, and fee revenue and expenditure estimates to align with
current year end projected levels as appropriate.
- Previous Council Direction: These requests execute previous direction authorized by
the City Council.
- Technical Clean-ups: These actions are recommended to adjust the budget levels to
align with current anticipated year end revenue or expenditure levels or to realign
funding among departments and funds based on updated needs.
These actions require amendments to department budgets which the Finance Committee
reviews and responds to staff’s recommendation for approval.
Overall, with the adjustments recommended in this report, the General Fund and all other
funds are on track to end the fiscal year within budgeted levels. Including recommendations
contained in this report, the General Fund is projected to generate a one-time budget surplus
of approximately $3.1 million as a result of excess revenues and additional expenditure with
recommended revised budgeted estimates in this report. Additional expenditure savings may
result by year end and will be monitored and brought forward for City Council consideration as
necessary. Based on the actions recommended in this report, the Budget Stabilization Reserve
is projected at $37.0 million, or 19.9 percent of adopted expenditures. This level is $2.6 million
above the target level of 18.5 percent of total operating expenditures. As part of the
development of the FY 2017 Proposed Budget (late April/early May) as well as closing of the FY
2016 budget (November/December), staff will bring forward recommendations for use of any
FY 2016 projected budget surplus.
The FY 2016 Mid-year Budget Review report includes recommendations to adjust project
budgets for the City’s 2016 Capital Improvement Plan (CIP) for various funds. The majority of
the actions recommend closing out existing projects and transferring the remaining balances to
the appropriate fund.
Background
This report summarizes proposed changes to the FY 2016 Budget and reports financial activity
through December 31, 2015. Where possible, budget change recommendations are brought
City of Palo Alto Page 3
forward for City Council consideration as part of the approval of the FY 2016 Mid-year Budget
Review report to consolidate requests and streamline the Budget Appropriation Ordinance.
This report is organized by fund with a primary focus on major changes in the General Fund.
Mid-year changes for the Enterprise, Internal Service, and Special Revenue Funds are also
included in this report. Adjustments are detailed in Attachment A and related exhibits.
Discussion
The following pages provide an overview of the FY 2016 mid-year fund status for the General
Fund and Enterprise Funds and recommended budget adjustments as they pertain to the City’s
FY 2016 Operating and Capital budget.
Operating Budget
Under this section of the report, citywide changes to the FY 2016 Adopted Operating Budget
are described for the General Fund, Enterprise Funds, Internal Service Funds, and Special
Revenue Funds.
General Fund
After six months experience in the current fiscal year, overall, the General Fund is tracking
within budgeted levels and is anticipated to end the year with a one-time budget surplus of
approximately $3.1 million as a result of excess revenues and additional expenditure with
recommended revised budgeted estimates in this report. Excess revenues above current
budgeted levels receipts for Property Tax, Sales Tax, and Transient Occupancy Tax receipts
offset with lower than expected receipts for Utility Users Tax. Additional expenditure savings
may result by year end primarily due to estimated vacancy savings based on staffing levels
through December 2015 and will be monitored during the remainder of the year. Should the
organization track with savings, staff will bring forward recommendations to use any fiscal year
2016 projected budget surplus as part of the development of the Fiscal Year 2017 Proposed
Budget (late April/early May) as well as closing of the Fiscal Year 2016 Budget (November/
December).
As described in more detail below and detailed in Attachment A, Exhibit 1, staff recommends
various adjustments to the Fiscal Year 2016 General Fund Budget related to new requests,
reimbursements, grants, previous Council direction, or technical clean-ups.
At previous City Council discussions, items for further discussion have arisen. Historically, the
City set aside $2.0 million from the Stanford Funds for Project Safety Net related costs. The City
Manager was asked to explore the use of General Fund dollars for those elements of Project
Safety that were public safety in nature, TrackWatch and fencing costs. It is estimated that
through FY 2016, approximately $1.5 million in funding will be expended for TrackWatch and
other means restriction. Therefore, should the Council wish, a motion to reduce the General
Fund Budget Stabilization Reserve (BSR) to reimburse these historic costs could be made,
reducing the BSR to approximately $35.5 million or 19.1 percent, $1.1 million above the target
level of 18.5%. Ongoing funding of TrackWatch costs are anticipated to be discussed further as
City of Palo Alto Page 4
part of the FY 2017 budget process.
General Fund Revenue
The chart below compares the Fiscal Year 2016 Adopted Budget revenue estimates for all
revenue categories with the FY 2016 Mid-year Budget Review projections. As depicted in the
chart, the majority of revenue categories are trending upwards offset by a decrease in the
Utility User Tax receipts. Overall, staff is projecting General Fund revenues will finish the year
$4.4 million or 2.7% above original budgeted projections. A detailed discussion by revenue
category follows.
Major Tax Revenue Estimate Adjustments
Sales Tax
Sales Tax receipts are anticipated to end the year at $28.4 million, an increase of $0.8 million
above the FY 2016 Adopted Budget. This change is due to stronger sales tax performance in the
3rd calendar year quarter receipts which reflects activity through September 2015. In this
quarter, sectors showing strength include: furniture/appliance, food markets, restaurants, and
construction. Apparel stores, electronic equipment, and business services declined in the 3rd
quarter. Other major sectors, such as department stores and new car sales, displayed modest
growth. A recommended increase in the budget estimate for FY 2016 is included in this report
to align with current tracking.
Property Tax
Property Tax receipts are anticipated to end the year at $36.0 million, $0.9 million above the FY
2016 Adopted Budget estimate of $35.1 million. The increase is due to excess funds from the
City of Palo Alto Page 5
Educational Revenue Augmentation Fund (ERAF). This is the second year in which the County
expects additional ERAF monies. This year end estimate is also based on information received
from quarterly meetings with the Santa Clara County Assessor’s Office and adjusts for appeals
on record with the Assessor’s Office, additions to the roll, and movements in assessed values. A
recommended increase in the budget estimate for FY 2016 is included in this report to align
with current tracking.
Transient Occupancy Tax (TOT)
Overall, Transient Occupant Tax (TOT) receipts are anticipated to exceed the FY 2016 Adopted
Budget levels by $3.2 million, from $18.8 million to $22.0 million based on actual receipts to
date. This increase is attributable to the dramatic improvement in room rates and the City’s
newest hotels (Hilton Garden Inn and Homewood Suites by Hilton) performing way above
expectation. During the first five months of the fiscal year, TOT receipts have trended above
expected levels. In this period, average occupancy and daily room rates were 79.5 percent and
$253, respectively. While occupancy percentage has slightly declined due to the addition of
new hotel rooms, daily room rates have increased 11.2 percent over the prior year. In addition,
the City began collecting TOT revenue from Airbnb rentals starting in January 2015.
Of this increase, $2.3 million is dedicated for infrastructure spending (attributable to new hotels
and the voter approved TOT rate increase from 12 to 14 percent that took effect on January 1,
2016) which is reflected in a transfer from the General Fund to the Capital Improvement Fund.
A net increase in the General Fund of $0.9 million will result. A recommended increase in the
budget estimate for FY 2016 is included in this report to align with current tracking.
Documentary Transfer Tax
Documentary Transfer Tax collections are anticipated to end the year at $ 7.1 million, a $0.2
million increase over the FY 2016 Adopted Budget estimate of $6.9 million. Through mid-
January 2016, Documentary Transfer Tax receipts are running 9.6 percent above the same prior
year period. As this revenue source is sensitive to upward and downward movements in the
real estate market as well as the mix of commercial and residential transactions in any one year
collections will continue to be monitored closely. A small increase in the budget estimate for FY
2016 is included in this report to align with current tracking.
Utility Users’ Tax (UUT)
The City’s Utility Users Tax revenue is based on a 5 percent tax on electric, water, gas and 4.75
percent on telephone usage. Overall receipts are tracking to end the year at $10.5 million, $0.7
million below FY 2016 Adopted Budget levels of $11.2 million. Gas usage has been lower due to
a warmer than expected winter and gas prices have been low due to an abundant gas supply.
Water usage is down as a consequence of drought conservation efforts. Although the
telephone UUT rate was reduced from 5.0 percent to 4.75 percent in a ballot measure, receipts
have been higher than expected. A recommendation to reduce the FY 2016 budgeted estimate
by $700,000 is recommended in this report to align with the current lower tracking levels.
City of Palo Alto Page 6
Other General Fund Revenues:
Charges for Services
The FY 2016 Adopted Budget revenue estimate for this revenue category is $25.4 million.
However, it has been revised down approximately $0.6 million throughout the fiscal year
through previously approved adjustments by the City Council. This report includes
recommendations to decrease the current FY 2016 budgeted revenue estimate further by
approximately $0.6 million, the majority of which is due to a reduction in anticipated revenue
from Stanford in the amount of $380,499. This reduction is due to two factors 1) the third
amendment to the Stanford Fire Services contract that was approved by Council on January 25,
2016 ($255,392) and 2) the variance between the budgeted and actual costs of providing Fire
Services to the University for FY 2015 ($125,107). Additional details on these adjustments can
be found in Attachment A, Exhibit 1. Additionally, the report requests a technical correction to
remove revenue for plan check permits from the Fire Department ($269,000). The revenue for
this activity is budgeted and collected in the Development Services Department; however, the
budget for this revenue was inadvertently not removed from the Fire Department when the
Development Services Department was created wasinas part of the Fiscal Year 2015 Budget.
From Other Agencies
The FY 2016 Adopted Budget revenue estimate projected $0.4 million in revenues from other
Agencies. A $0.2 million revenue increase is recommended in this category primarily to
recognize the reimbursement from the State of California Office of Emergency Services for
emergency fire services provided on overtime as part of mutual aid for Strike Teams responding
to wildfires burning across the state during the summer of 2015. This revenue increase is offset
by a corresponding increase to the Fire Department’s overtime expense appropriation as
discussed elsewhere in this report. Additional reimbursement from the California commission
of the Peace Officer Standard and Training (POST) is also recognized ($16,000) to reimburse the
City for POST certified training courses attended by various Police Department staff.
Other Revenue
The FY 2016 Adopted Budget assumes $1.6 million in other revenue. This report recommends
decreasing this amount by $0.2 million for grants and reimbursements. This decrease reflects
the removal of $0.3 million due to the deferral of a Master Plan for the area around Fry’s
Electronics until a broader vision for the surrounding neighborhood is adopted. This reduction
in revenues is offset by a reduction in expenditures in the Planning and Community
Environment Department discussed elsewhere. The Other Revenue category reduction is
partially offset by the recognition of new grants reimbursements such as $45,000 from the
Friends of the Palo Alto Children’s Theatre for theater programs and $15,000 from the Friends
of the Junior Museum and Zoo for a new exhibit.
Operating Transfers In
Overall transfers of $18.6 million are anticipated to end the year at budgeted levels. However,
included in this report is an adjustment to align the FY 2016 General Fund Equity Transfer from
City of Palo Alto Page 7
Utilities to reflect current capital assets in the Gas Fund per the FY 2015 Comprehensive Annual
Financial Report (CAFR). The General Fund will receive an additional $552,000 transfer from
the Gas Fund.
General Fund Expense
General Fund Expenditures are generally tracking to remain within budgeted expenditures
through the end of the fiscal year. Included in this report are a number of recommended
adjustments that grouped, as discussed above, new requests, reimbursements and grants,
previous Council direction, and technical adjustments. Below outlines a few of the significant
recommended changes in each of these categories. Additional retails of each recommended
adjustment can be found in Attachment A, Exhibit 1.
New Requests: These requests are ones that require additional funding to address a very
limited number of program needs. These adjustments are brought forward ahead of the annual
budget process because the need either cannot or should not wait until later in the year.
- Repayment of Storm Drainage Fund: A transfer of $0.2 million from the General Fund to
the Storm Drainage Fund to reimburse the Storm Drain Replacement and Rehabilitation
project (SD-06101) for expenses incurred related to the construction of a sandbag
barrier along the San Francisquito Creek downstream of Highway 101 is recommended.
In preparation for the 2015-2016 El Niño storm season, the City and other member
agencies of the San Francisquito Creek Joint Powers Authority (JPA) concluded that it
was prudent to construct a temporary sandbag flood barrier in order to provide
enhanced flood protection for local businesses.
- Administrative Services City-Wide Support: approximately $0.1 million additional funding
primarily for temporary staffing assisting with the Purchasing Division and city-wide
training support for SAP.
- Fire Department New Hires: Approximately $66,000 in additional funds will ensure that
training ($15,000) and Uniforms and Personal Protective Equipment ($51,000) are
funded with the anticipated hire of six new firefighters by year end.
- Fire Department Supplies and Materials: Approximately $36,000 in additional funds will
provide for the replacement of six hazardous materials protective suits that are past
their current useful life as well as the tools and equipment to replace hoses and nozzles
on all fire engines to ensure they are in compliance with the National Fire Protection
Agency regulations.
- Commute Survey: Additional funding of $35,000 is recommended for the administration
and completion of a commute survey to inform the creation of a Transportation
Management Association (TMA).
Reimbursements and Grants: These actions, which typically have a net-zero impact, adjust
grants, reimbursements, and fee revenue and expenditure estimates to align with current year
end projected levels as appropriate. Recommended adjustments include:
- Public Safety Reimbursements: Costs of $0.2 million associated with Strike team
deployments ($177,000) and POST training ($16,000) are recommended to be
City of Palo Alto Page 8
appropriated in the Fire overtime and Police contractual services departmental budgets
respectively.
- Community Services Department Grants and Fee Program Adjustments: Approximately a
net increase of $0.09 million to align program expenditures with anticipated revenues as
well as recognition of various grants and contributions for programs such as the Palo
Alto Children’s Theater ($45,000) and support of various school districts including Palo
Alto Unified School District and Santa Clara School District Title 1 schools ($40,000).
- Mayfield Development Project: This recommends the appropriation of $0.08 million to
provide resources necessary for the Mayfield Development Project. It is anticipated that
additional contributions will be recognized and appropriated as part of the FY 2017
budget process as well.
Previous Council Direction: These requests execute previous direction authorized by the City
Council. The largest of these is a recommended $8.0 million planned reduction to the General
Fund Budget Stabilization Reserve. The appropriation of transfers in the amount of $8.0 million
from the General Fund Budget Stabilization Reserve to various funds and approved in CMR
#6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). As part of
that report, transfers to the Capital Improvement Fund ($7.0 million) and the Technology Fund
($1.0 million) were approved. Additional recommended adjustments include the
replenishment of the City Manager's Office Contingency Account ($51,000) for funds
temporarily reallocated to the Administrative Services Department to hire a compliance
contractor and establish a minimum wage program (approved by the City Council on August 24,
2015)
Technical Clean-ups: These actions are recommended to adjust the budget levels to align with
current anticipated year end revenue or expenditure levels or to realign funding among
departments and funds based on updated needs.
The most significant action recommended is the removal of the implied subsidy from
departmental budgets throughout the City ($2.1 million all funds, $1.4 million General Fund).
There is a new requirement which dictates that government agencies must recognize the true
cost of medical health care by active and retirees. The health care premiums are the same
regardless of age or active status with the exception of medicare premiums. The new
requirement is intended to recognize that as people age their medical cost increase. Therefore,
an actuarial calculation must be completed to recognize the higher cost of medical for retirees,
which is reduced from active employees health care costs. The net impact is zero since the
retiree medical is increased and offset by decreasing active employee cost also known as
implied subsidy.
During the development of the FY16 Adopted Budget, the Implied Subsidy for Retiree
Healthcare was inadvertently budgeted as part of the allocation for retirement healthcare cost
as well as active employee healthcare rates in Departmental budgets. These actions, which can
be found throughout Attachment A, Exhibit 1, correct for this by recognizing the expenditure
City of Palo Alto Page 9
savings and reducing departmental budgets.
Additional transactions include:
- Annual Financial Audit: This allocates an additional $70,000 for the external financial
auditor to properly align budgeted funds with the timing of the work being completed.
- MakeX Program Reallocation: Actions to transfer $28,000 from the Library Department
to the Community Services Department (CSD) are recommended to support the
continuation of the MakeX program under the leadership of CSD.
Budget Stabilization Reserve
The General Fund began FY 2016, after the closing out of the FY 2015 budget, with a $36.8
million Budget Stabilization Reserve (BSR) balance which was 19.8 percent of the operating
budget expenditures. Included in this figure were assumed transfers and allocations of funds
for certain purposes to allocate out the remaining FY 2015 surplus of $13.6 million as outlined
and approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November
11, 2015). Subsequent to the FY 2016 budget adoption, Council has approved BAOs totaling
$2.8 million which reduced the BSR to $33.9 million at the time of the printing of this report
(February 2016). These actions dropped the BSR balance below the approved level of 18.5
percent to 18.2 percent or $0.4 million below the targeted level.
Included in this FY 2016 Mid-Year Budget Review are the necessary budgetary transactions in
the amount of $8.0 million in transfers from the General Fund BSR as approved by the City
Council in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11,
2015). This draw on the General Fund BSR was already factored into the figures cited in the
paragraph above. Once adjusting for these transactions, this Mid-Year Budget Review
recommends a net addition to the BSR of $3.1 million. This reflects the combined implications
of better than expected revenue income of $4.4 million partially offset by an increase in
expenditures of $1.4 million. These changes result in a projected General Fund BSR balance of
$37.0 million, or 19.9 percent of FY 2016 Adopted expenditures. This is $2.6 million above the
target level of 18.5 percent of total operating expenditures.
City of Palo Alto Page 10
FY 2016 Budget Stabilization Reserve Summary
($’s in 000’s)
BSR Balance , June 30, 2015 $ 48,198
Actions Approved in CMR #6251
- FY 2016 Adopted Budget (Ordinance 5329) (2,123)
- Potentially establish a Pension Trust Fund (retained in BSR) (1,305)
FY 2016 Budget Appropriation Ordinance Amendments (various CMR’s) (2,855)
FY 2016 Mid-Year Budget Review Recommended Adjustments
Actions Approved in CMR #6251, transaction executed in FY2016 Mid-Year Budget
- Transfer to Capital Improvement Fund: Roth Building Historical Rehabilitation
Reserve (CMR #5879)
(1,000)
- Transfer to Capital Improvement Fund Infrastructure Reserve (6,000)
- Transfer to Technology Fund: Radio Replacements (1,000)
Various other Adjustments as outlined in Attachment A, Exhibit 1
(excess revenues $4.4 million offset by increased expenditures $1.4 million)
3,055
BSR Projected Balance, June 30, 2016* $ 36,970
19.91%
* This figure assumes a draw on the General Fund BSR of $1.3 million for the potential establishment of a Pension
Trust Fund upon Council direction/approval as outlined in CMR #6251 Close Fiscal Year 2015 Budget and Approve
2015 CAFR. Should those funds remain in the General Fund BSR and not be used to establish a Pension Trust Fund,
the revised BSR level would be $38.3 million or 20.6 percent of FY 2016 Adopted expenditures. This is $3.9 million
above the target level of 18.5 percent of total operating expenditures.
As part of the development of the FY 2017 Proposed Budget (late April/early May) as well as
closing of the FY 2016 budget (November/December), staff will bring forward
recommendations for use of the FY 2017 projected budget surplus.
Overtime Analysis
The Public Safety Overtime Analysis Fiscal Year 2014 - Fiscal Year 2016 (Attachment B)
compares the net overtime cost for the Fire and Police departments for FY 2014, FY 2015 and
the first seven months of FY 2016. Net overtime cost represents the Public Safety departments’
modified overtime budgets offset with revenue received to fund overtime along with vacancy
savings that are being covered by overtime expenditures. Overtime expenditures for each
department are discussed in further detail below.
Fire Department
As of January 31, 2016, the Fire Department expended $1.5 million or 110.1 percent of its FY
2016 Adopted overtime budget, which is similar to the $1.5 million expended for the same
period in FY 2015. This is largely attributable to having the same number of vacancies
(approximately 10) in FY 2016 and FY 2015. Also, during the first half of Fiscal Year 2016 the
Fire Department had six personnel on workers’ compensation paid leave which is slightly more
than half the number of positions on workers’ compensation paid leave (10) for the entire Fiscal
Year 2015. After adjusting for reimbursement for overtime from Stanford University and
vacancies being backfilled with overtime, the net overtime cost is approximately $418,000.
City of Palo Alto Page 11
Staff vacancies and workers' compensation disabilities are the major reasons for the high level
of overtime spending. The remaining use of overtime is related to succession planning, sick
leave, vacation, other leaves (military, bereavement, jury duty), special events (Stanford
Football, Senior Games and Earthquake’s Soccer), seasonal fire station coverage and multiple
mutual aid responses (Strike Teams) to wild land fires and fire station cover assignments
throughout the State during the summer of 2015. To reimburse the City for its participation in
these Strike Teams, the California Office of Emergency Services has approved a reimbursement
to the City for these mutual aid services, in the amount of approximately $177,000 in revenue
from other agencies and a corresponding increase to the Fire Department’s overtime
appropriation are recommended elsewhere in this report. It should be noted that Stanford
reimbursed 30.3 percent of Fire Service expenses through Fiscal Year 2015, including overtime;
however, in Fiscal Year 2016, the City and Stanford renegotiated a one year extension to the
current fire services contract. As outlined in CMR #6505 Stanford Fire Agreement 3rd
Amendment, the Third Amendment provides for continuation of fire services for one year at a
fixed fee of $6.5 million, while allowing the time needed to facilitate negotiation of financial
terms for a new long term agreement. Approximately $500,000 of the total $6.5 million is
assumed for reimbursement of fire services overtime. This extension expires October 8, 2016.
Overall, the Department is tracking slightly over budget in salary and benefits expenditures,
largely due to the high overtime expenses. Staff will continue to monitor overtime
expenditures to ensure the Department will remain within budget by the end of FY 2016.
Police Department
As of January 31, 2016, the Police Department expended $1.1 million or 72.1 percent of its
annual overtime budget, which is slightly more than the $1.0 million expended during the same
period in FY 2015. The higher level of overtime expenditures is attributable to having a few
longer term vacancies in FY 2016 (approximately six vacancies of longer than six months)
compared to FY 2015 (approximately five vacancies of longer than six months through the same
time period). Also, during the first half of Fiscal Year 2016 the Police Department had seven
personnel on workers’ compensation paid leave which is almost half the number of positions
on workers’ compensation paid leave (16) for the entire Fiscal Year 2015.
After adjusting for overtime reimbursements from Stanford and the Utilities Department for
dispatch services, and from neighboring cities for animal control and care services and
vacancies backfilled with overtime, the net overtime cost is approximately $501,000. Traffic
control services at Stanford football games and other events are partially offset by
reimbursements from the University and other organizations. Although, the Department is
tracking over its overtime budget, overall the Department is tracking under budget in salary and
benefits expenditures largely due to vacancy savings being more than the overtime overage.
Staff will continue to monitor overtime expenditures to ensure the Department will come
within budget by the end of FY 2016.
City of Palo Alto Page 12
Enterprise Funds
While most of the Enterprise Fund mid-year adjustments actions are net zero changes, revenue
and expenditures offsets, and budgetary cleanup items, notable mid-year adjustments to the
City’s Electric, Gas, and Water Enterprise Funds operating budgets are discussed below.
The mid-year transactions for the other Enterprise Funds: Fiber Optics, Refuse, Storm Drainage,
Utilities Administration, Wastewater Collection, and Wastewater Treatment reflect small
allocated expenses for the Sustainability Dashboard software and the return of closed out CIP
funding. Detail on those funds and all of the Enterprise Fund mid-year adjustments are
presented in greater detail in Attachment A, Exhibit 1. Staff recommendations related to the
Enterprise Fund Capital Improvement Program are discussed later in this report and additional
details can be found in Attachment A, Exhibit 2.
Electric Fund
A net reserve reduction of $2.6 million is recommended primarily due to the drought and
updated revenue projections as summarized below:
Electric customer sales revenue is recommended to be decreased by $2.5M to reflect
the latest revenue projection. There are lower sales of surplus electric energy in the
market due to lower hydroelectric power generation.
The City is one of several Western customers who assist the Western Area Power
Administration and Bureau of Reclamation by providing payment of certain charges one
month in advance, which allows those agencies to commit those funds to major capital
projects under Federal appropriations rules. These advance payments are offset by bill
discounts one month later. The charges and credits of $466,000 exactly offset each
other, and therefore have no budget impact.
Additional capital project costs of $420,000 reflect the net impact of project
completions and additional project funding. Additional details can be found in
Attachment A, Exhibit 2 or below in the Capital Program section of this report.
Gas Fund
Net reserve use in the amount of $0.5 million is recommended due to an increase of $552,000
in the FY 2016 Equity Transfer from the Gas Fun to the General Fund accounts for the majority
of this impact on the reserve. This correction reflects current capital assets in the Gas Fund per
the FY 2015 Comprehensive Annual Financial Report (CAFR). In addition, as a result of
increased new construction in Palo Alto and demands for additional customer connections,
additional revenue from customer connections and Gas System Customer Connections project
costs have increased ($250,000). Additional details can be found in Attachment A, Exhibit 2 or
below in the Capital Program section of this report.
City of Palo Alto Page 13
Storm Drainage Fund
There are no net changes proposed for the Storm Drainage Fund; however, there are a few
recommended adjustments to note:
Recognizing $120,000 in grant revenue from the California Department of Water
Resources offset by a commensurate increase in expenditures to implement an early
warning system for the San Francisquito Creek watershed.
A transfer of $233,662 from the General Fund to the Storm Drainage Fund to reimburse
the Storm Drain Replacement and Rehabilitation project (SD-06101) for expenses
incurred related to the construction of a sandbag barrier along the San Francisquito
Creek downstream of Highway 101. In preparation for the 2015-16 El Niño storm
season, the City and other member agencies of the San Francisquito Creek Joint Powers
Authority (JPA) concluded that it was prudent to construct a temporary sandbag flood
barrier in order to provide enhanced flood protection for local businesses. Additional
details can be found in Attachment A, Exhibit 2 or below in the Capital Program section
of this report.
Wastewater Collection Fund
Net reserve use in the amount of approximately $58,000 reflects the net impact of two
recommended adjustments partially offset by a reduction in personal services due to the
removal of the implied subsidy duplicate funding:
A transfer from the Waste Water Collection Fund to the Technology Fund of
approximately $46,000 to reimburse the Radio Infrastructure project (TE-05000) for
costs associated with the Silicon Valley Regional Communications System for Utilities
and Stanford University which were not specifically included in the Fiscal Year 2016
Capital budget.
An increase in contractual services to contribute a portion of increased costs for hauling
away construction spoils or $33,000.
Wastewater Treatment Fund
Net reserve increase in the amount of $116,526 adjusts for the reduction in personal services
due to the removal of the implied subsidy duplicate funding partially offset by additional costs
associated with the purchase of additional vehicles not included in the current Vehicle Fund
Replacement Project (VR-15000).
Water Fund
Net reserve decrease in the amount of $0.4 million is recommended in the report primarily due
to the drought as detailed below:
A decrease of $2.1 million to align with year-end projected collections due to drought
effects as water use has declined across residential, commercial, industrial and internal
(City) customers. This year, a total of $37.3 million is anticipated by year end, down
City of Palo Alto Page 14
from the adopted level of $39.4 million. A corresponding decrease of $1.9 million in
water commodity expenditures, reflecting the decreased consumption from customers
due to drought regulations and conservation efforts partially offsets the decline in
revenues.
An increase of $85,000 in contractual services is recommended to establish a regular
testing and calibration of large water meters program. AWWA recommends that these
meters be tested and calibrated once per year.
A transfer from the Water Fund to the Technology Fund of approximately $46,000 to
reimburse the Radio Infrastructure project (TE-05000) for costs associated with the
Silicon Valley Regional Communications System for Utilities and Stanford University
which were not specifically included in the Fiscal Year 2016 Capital budget.
As a result of increased new construction in Palo Alto and demands for additional
customer connections, additional revenue from customer connections and Water
System Customer Connections project costs have increased ($250,000). Additional
details can be found in Attachment A, Exhibit 2 or below in the Capital Program section
of this report.
An increase in contractual services to contribute a portion of increased costs for hauling
away construction spoils or $33,000.
Internal Service Funds
Information Technology
Net Reserve increases in the amount of $123,541 due to an increase in revenues of $80,292
based on the reconciliation of Stanford’s contractual costs for Capital Projects including Radios
($12,543) and Computer Aided Dispatch Replacement ($67,749) based on the Fire Safety
Services contract with Stanford University and a reduction in costs due to the removal of the
implied subsidy duplicate funding. Additional Net-zero increases in revenues and expenses of
$1.3 million associated with the Radio Infrastructure Replacement project are recommended.
Additional details can be found in Attachment A, Exhibit 2 or below in the Capital Program
section of this report.
Vehicle Replacement Fund
Net Reserve decrease of $167,509 is recommended in this report primarily to reflect the
addition of funding for Scheduled Vehicle and Equipment Replacement (VR-15000) of $127,624.
Additional adjustments include:
Contractual Service funding of $80,000 for a consultant study to review the City’s
Vehicle Replacement allocation methodology.
A net-zero adjustment to recognize $214,725 in revenue from the sale of surplus street
sweeping vehicles. The proceeds of the sale are being transferred to the Refuse Fund.
City of Palo Alto Page 15
Special Revenue & Agency and Trust Funds
California Avenue Parking District Fund
In FY 2015, the City of Palo Alto outsourced street sweeping services. The street sweeping
contract for the City provides services for the geographic areas contained within the California
Avenue Parking District as well as the University Avenue Parking District, and this action
reimburses $38,552 to the Refuse Fund to for the California Avenue Parking District’s
proportional share of the contract.
University Avenue Parking District Fund
In FY 2015, the City of Palo Alto outsourced street sweeping services. The street sweeping
contract for the City provides services for the geographic areas contained within the University
Avenue Parking District as well as the California Avenue Parking District, and this action
reimburses $62,755 to the Refuse Fund for the University Avenue Parking District’s proportional
share of the contract.
University Avenue Parking Assessment Agency Fund
As a result of the parking audit performed in FY 2016, the City Auditor’s Office determined that
$1.8 million should be transferred from the Capital Improvement Fund Infrastructure Reserve
to the University Avenue Parking Assessment Agency Fund to reimburse the fund for initial
project expenses incurred for the 528 High Street and 445 Bryant Street garages. According to
the Auditor’s report, after the assessment district was formed and issued special assessment
bonds, the City deducted the initial project expenses from the bond proceeds but did not
transfer those expenses, totaling $1,790,295, back to the U University Avenue Parking
Assessment Agency Fund. It is anticipated that these funds will be used to decrease the special
assessment bonds.
Capital Improvement Program Budget
Adjustments to the City’s 2016 Capital Improvement Plan for various projects are noted in
Attachment A, Exhibit 2, with specific project adjustments described as well. CIP changes fall
into three basic categories: 1) projects requiring additional appropriations; 2) projects having
reductions in appropriations; and 3) projects with other adjustments such as transfer of funding
between projects, closing completed projects or creating new projects. For General Fund
Capital Projects, different categories have been created, as described below. Highlights of CIP
changes by fund are as follows:
General Fund
The Infrastructure Reserve (IR) serves as the ending fund balance of the Capital Improvement
Fund and is required primarily for cash flow purposes, unforeseen urgent projects, and funding
for future projects not yet budgeted in the Capital Improvement Program. The actions
recommended as part of this report will result in an increase of $7.4 million in the IR. This
increase in the IR will be considered in the development of the 2017-2021 Proposed Capital
City of Palo Alto Page 16
Improvement Program.
The table on the following page, as well as the subsequent analysis, summarizes the various
recommendations by category. Additionally, staff is currently reviewing the funding strategies
for future years, and will incorporate adjustments into the FY 2017 capital budget process with
the intention of further increasing the IR to align funding with the assumptions of the Council
approved Infrastructure Plan.
Mid-Year Changes to the Capital Improvement Fund
Infrastructure Reserve (IR)
Impact on IR
Balance
Increase/(decrease)
Project Completions $31,773
Additional Revenues (Operating & Capital) $9,408,814
Additional Appropriations (Operating & Capital) ($1,998,005)
Total Mid-Year Change to IR $7,442,582
Project completions: $31,773 will be realized by closing nine completed projects.
Revenues and alternative funding sources: $35,137 will be realized through two transfers:
$15,810 from Refuse Fund and $19,327 from the General Fund to reimburse Residential
Preferential Parking project (PL-15003) for expenses incurred for the installation of new
residential parking permit and street sweeping signage installed in the Downtown Residential
Preferred Parking District.
A second adjustment will recognize a $50,000 donation, with a commensurate increase in
project expenditures for the Art Center Auditorium Audio, Visual, and Furnishings project (AC-
14000) from the Palo Alto Art Center Foundation for additional expenses incurred during
construction.
Technical Adjustments: Technical corrections are being made to two projects totaling
$131,778 to correct errors that occurred during the Fiscal Year 2015 Capital Budget
reappropriations process. Funding was inadvertently removed from the Building System
Improvements (PF-01003) project and the Security Systems Improvement Project (PF-04000).
Enterprise Funds
Consistent with the recommendations of the City Auditor’s Utilities Reserves Audit, the Utilities
Department is disencumbering funds for several projects as part of an ongoing effort to
improve CIP project management and budgeting for projects. This year, a few projects have
revised engineering estimates and require additional funding to be completed. Projects
requesting additional funding are listed here. All capital project funding adjustments, including
disencumbering and close-outs are shown in Attachment A, Exhibit 2. The net result of mid-year
capital adjustments to the Enterprise Funds are shown in the table below.
City of Palo Alto Page 17
Fund # of Projects Total Increase Total Revenue
Total
Reduction/Clos
ing of Projects Net
Electric 8 $600,000 $0 ($180,287) $419,713
Gas 1 $250,000 $250,000 $0 $0
Water 4 $217,000 $217,000 $0 $0
Storm Drain 1 $233,662 $233,662 $8,171 ($8,171)
Total Enterprise
Funds
14 $1,300,662 $700,662 ($172,116) $411,542
Electric Fund
EL-11010 - UG District 47
Increase funding by $400,000 to complete the undergrounding project. The substructure
contract bid for this project resulted in higher than anticipated costs and the remaining
electrical portion requires an additional $400,000 for the installation of electrical facilities and
purchase of equipment.
EL-89044 - Substation Improvements
Increase funding by $200,000 to address facility equipment failure issues related to air
conditioning and insulation that impact up to 10 metal-clad city buildings.
Gas Fund
GS-80017 – Gas Customer Connections
This action increases funding by $250,000 to address increases in new construction in Palo Alto
and demands for additional customer connections. The expense is offset by $250,000 in
additional revenues from customer connections.
Water Fund
WS-80013 – Water Customer Connections
This action increases funding by $217,000 to address increased new construction in Palo Alto
and demands for additional customer connections. The expense is offset by $217,000 in
additional revenues from customer connections.
WS-07000 – Water Regulation Station Improvements
This action increases funding by $786,375. On June 29, 2015, the City Council approved CMR#
5634, authorizing a budget amendment increasing the Water Regulation System Improvements
project (WS-07000) in the amount of $786,375, offset by reductions to the Water Reservoir
Coating Improvements project (WS-08001) in the amount of $393,188 and the Seismic Water
System Upgrades project (WS-09000) in the amount of $393,187, with no impact to the reserve
levels in the Water Fund. Due to a technical error, this adjustment never occurred. As a result,
this action provides the funding necessary to complete the seismic retrofits as outlined in CMR#
5634. The corresponding reductions in reserves are recommended below.
City of Palo Alto Page 18
Storm Drain Fund
SD-06101 – Sandbag Reimbursement
This action transfers $233,662 from the General Fund to the Storm Drainage Fund for expenses
incurred related to the construction of a sandbag barrier along the San Francisquito Creek
downstream of Highway 101.
Internal Service Funds
The Internal Service Departments have several projects disencumbering funds for several
projects as part of an ongoing effort to improve CIP project management and budgeting for
projects. The complete list of Internal Service Fund capital funding adjustments is shown in
Attachment A, Exhibit 2. The net result of mid-year capital adjustments to the Internal Service
Funds are shown in the table below.
Fund
# of
Projects Total Increase Total Revenue
Total Reduction/
Closing of Projects Net
Vehicle
Replacement
1 $127,624 $26,466 $0 ($101,158)
Technology 1 $1,268,272 $1,268,272 $0 $0
Total Internal
Service Funds
2 $1,395,896 $1,294,738 $0 ($101,158)
Table of Organization Changes
The proposed Full Time Equivalent (FTE) adjustments to the Table of Organization include the
following requests:
- Delete a 1.0 FTE Management Analyst position with 0.4 FTE funded in the General
Fund and 0.6 FTE funded in the Capital Improvement Fund
- Add a 1.0 FTE Senior Management Analyst position with 0.4 FTE funded in the
General Fund and 0.6 FTE funded in the Capital Improvement Fund
This action reclassifies a 1.0 FTE Management Analyst position to a 1.0 FTE Senior Management
Analyst position to be more commensurate with the level of work currently being performed
working on special projects.
- Delete two 1.0 FTE Buyer positions with 1.0 FTE funded in the General Fund and 1.0
FTE funded in the Wastewater Treatment Enterprise Fund
- Add two 1.0 FTE Senior Buyer positions with 1.0 FTE funded in the General Fund and
1.0 FTE funded in the Wastewater Treatment Enterprise Fund
This action reclassifies two 1.0 FTE Buyer positions to two 1.0 FTE Senior Buyer positions to
more accurately align the position classification with the duties currently being performed.
- Delete two 0.5 FTE Account Specialist (part-time benefited) positions with 0.5 FTE
funded in the General Fund and 0.5 FTE funded in the Residential Parking Permit
Programs Fund
- Add a 1.0 FTE Account Specialist (full-time) position with 0.5 FTE funded in the
City of Palo Alto Page 19
General Fund and 0.5 FTE funded in the Residential Parking Permit Programs Fund
This action converts two part-time benefited 0.5 FTE Account Specialist positions to a full-time
1.0 FTE Account Specialist position. This full time position will support Neighborhood Parking
Programs, including the Residential Parking Permit Program (RPP), College Terrace, and
Crescent Park. These programs have caused increased counter, phone, and email contacts
requesting information on how to obtain permits and information on the programs. There is
also increased citation inquiries/complaints, payment processing, scheduling of hearings, and
refunds.
There is no net cost in Fiscal Year 2016 for these position changes, and they will be factored
into the development of the Fiscal Year 2017 budget.
As an update to the total FTE count for the City, the table below shows the addition of 2.0 FTE
in Fiscal Year 2016. First was a 1.0 FTE Project Manager position with 0.4 FTE funded in the
General Fund and 0.6 FTE funded in the Capital Improvement Fund as approved by the Council
on December 14, 2015 to implement and maintain the Infrastructure Management System.
Second is a 1.0 FTE Management Analyst position funded in the General Fund as recommended
to be approved by Council on February 29, 2016 to manage and administer the Business
Registry Program.
Fiscal Year 2016 Mid-year Position Change
Summary
FY 2016
Adopted
FY 2016
Changes
FY 2016
Modified
General Fund 599.31 1.40 600.71
Enterprise Funds 351.09 0.00 351.09
Other Funds 89.70 0.60 90.30
Total 1,040.10 2.00 1,042.10
City of Palo Alto Page 20
Resource Impact
Adoption of the attached ordinance will allow for adjustments to the FY 2016 budget, along
with amendments to the Table of Organization, and General Fund CIP projects. With the
approval of this budget appropriation ordinance, the projected ending balance of the General
Fund Budget Stabilization Reserve is $37.0 million.
The projected ending Rate Stabilization Reserve total for all Enterprise funds collectively
decreases by $3.8 million. Individual fund reserve adjustments are shown in the table below.
Enterprise Fund Reserve Mid-Year
Adjustment
Airport Fund Reserve $1,761
Electric Fund Supply Rate Stabilization Reserve ($2,445,231)
Electric Fund Distribution Rate Stabilization Reserve ($128,683)
Gas Fund Distribution Rate Stabilization Reserve ($542,955)
Fiber Optic Fund Rate Stabilization Reserve ($70,000)
Refuse Fund Rate Stabilization Reserve ($289,626)
Storm Drainage Fund Rate Stabilization Reserve $1,739
Water Fund Rate Stabilization Reserve ($375,876)
Wastewater Collection Fund Rate Stabilization Reserve ($57,882)
Wastewater Treatment Fund Rate Stabilization $116,526
Total ($3,790,227)
Policy Implications
These recommendations are consistent with existing City policies.
Environmental Assessment
This is not a project under Section 21065 for purposes of the California Environmental Quality
Act (CEQA).
Attachments:
Attachment A, Exhibit 1 - Proposed Fiscal Year 2016 Midyear Adjustments (PDF)
Attachment A, Exhibit 2 - FY16 Midyear CIP Adjustments (PDF)
Attachment B - Public Safety Overtime Analysis FY 2014 - FY 2016 (PDF)
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
NON-DEPARTMENTAL
Documentary Transfer Tax 200,000 This action increases the Documentary Transfer Tax by $0.2 million, from $6.9 million to $7.1 million
to reflect current tracking levels. Through mid-January 2016, Documentary Transfer Tax receipts are
running 9.6 percent above the prior year tracking. This revenue source is sensitive to upward and
downward movements in the real estate market as well as the mix of commercial and residential
transactions in any one year.
Operating Transfers-In 552,000 This action increases the Fiscal Year 2016 Equity Transfer from the Gas Fund to the General Fund in
the amount of $0.6 million to reflect current capital assets in the Gas Fund per the Fiscal Year 2015
Comprehensive Annual Financial Report.
Property Tax 900,000 This action increases the estimate for Property Tax receipts by $0.9 million to an estimated $36.0
million in Fiscal Year 2016. The increase is due to excess funds from the Educational Revenue
Augmentation Fund (ERAF). This is the second year in which the County expects additional ERAF
monies. This year end estimate for Property Taxes is based on information received from quarterly
meetings with the Santa Clara County Assessor’s Office and includes appeals on record with the
Assessor’s Office, additions to the roll, and movements in assessed values.
Sales Tax 800,000 This action increases the estimate for Sales Tax revenues by $0.8 million to an estimated $28.4 million
in Fiscal Year 2016. This change is due to stronger sales tax performance in the 3rd calendar year
quarter. In this quarter, sectors showing strength include: furniture/appliance, food markets,
restaurants, and construction. Apparel stores, electronic equipment, and business services declined
in the 3rd quarter. Other major sectors, such as department stores and new car sales, displayed
modest growth.
Transient Occupancy Tax 3,200,000 This action increases the estimate for Transient Occupant Tax (TOT) by $3.2 million, from $18.8
million to $22.0 million based on actual receipts to date. This increase is attributable to the dramatic
improvement in room rates and the City’s newest hotels (Hilton Garden Inn and Homewood Suites by
Hilton) performing way above expectation. During the first five months of the fiscal year, TOT
receipts have trended above expected levels. In this period, average occupancy and daily room rates
were 79.5 percent and $253, respectively. While occupancy percentage has slightly declined due to
the addition of new hotel rooms, daily room rates have increased 11.2 percent over the prior year. In
addition, the City began collecting TOT revenue from Airbnb rentals starting in January 2015. Of this
increase, $2.3 million is dedicated for infrastructure spending (attributable to new hotels and the
voter approved TOT rate increase from 12.0 to 14.0 percent that took effect on January 1, 2016)
which is reflected in a transfer from the General Fund to the Capital Improvement Fund. A net
increase in the General Fund of $0.9 million will result from this action.
Utility Users Tax (700,000) This action decreases the Utility Users Tax collections by $0.7 million, from $11.2 million to $10.5
million to reflect current receipt levels and the factors outlined below. The City’s utility tax revenue is
based on a 5.0 percent tax on electric, water, and gas and 4.75 percent on telephone usage. Gas
usage has been lower due to a warmer than expected winter and gas prices have been low due to an
abundant gas supply. Water usage is down as a consequence of drought conservation efforts.
Although the telephone UUT rate was reduced from 5.0 percent to 4.75 percent in a ballot measure,
receipts have been higher than expected.
Source Changes 4,952,000
Contingent Account (19,327) This action decreases the Planning Transportation Contingency in the General Fund to offset a
recommended transfer to the Capital Improvement Fund to reimburse the Residential Preferential
Parking project (PL-150003) for a portion of expenses incurred for the installation of new residential
parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking
District.
Operating Transfers-Out 1,000,000 This action establishes a transfer of $1.0 million to the Technology Fund for the Radio Infrastructure
Replacement Project (TE-05000) as approved in CMR #6251 Close Fiscal Year 2015 Budget and
Approve 2015 CAFR (November 11, 2015).
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
NON-DEPARTMENTAL
Operating Transfers-Out 233,662 This action establishes a transfer of $233,662 from the General Fund to the Storm Drainage Fund to
reimburse the Storm Drain Replacement and Rehabilitation project (SD-06101) for expenses incurred
related to the construction of a sandbag barrier along the San Francisquito Creek downstream of
Highway 101. In preparation for the 2015-2016 El Niño storm season, the City and other member
agencies of the San Francisquito Creek Joint Powers Authority (JPA) concluded that it was prudent to
construct a temporary sandbag flood barrier in order to provide enhanced flood protection for local
businesses. As this expense was not anticipated during preparation of the Fiscal Year 2016 budget,
funds were not appropriated for this purpose. As an interim measure, available funding was used in
the Storm Drain Replacement and Rehabilitation project for this purpose; however, since storm drain
CIP funding is restricted to projects identified in the 2005 storm drainage fee ballot measure (which
does not include this project), additional funding in the amount of $233,662 is needed to reimburse
the project for this expense.
Operating Transfers-Out 40,223 This action provides a one-time transfer in the amount of $40,223 from the General Fund to the
Refuse Fund to reimburse expenses incurred for the City’s compost program. The City currently
charges the Refuse Fund for janitorial work related to the compost program; however, the use of the
Refuse Fund is restricted per Proposition 218. As a result, this action reimburses the Refuse Fund for
expenses incurred.
Operating Transfers-Out 19,327 This action establishes a transfer of $19,327 from the General Fund to the Capital Improvement Fund
to reimburse the Residential Preferential Parking project (PL-150003) for a portion of expenses
incurred for the installation of new residential parking permit and street sweeping signage installed
in the Downtown Residential Preferred Parking District. A corresponding decrease in the Planning
Transportation Contingency in the General Fund is recommended as well to offset this action. An
additional $15,810 is recommended to be transferred from the Refuse Fund elsewhere in this report.
Salary & Benefits (255,392) This action reduces the salary reserve by $255,392 to partially offset the recommended reduction in
revenue from Stanford for Fire Services elsewhere in this report. The Fiscal Year 2016 Adopted
Operating Budget revenue estimate assumed additional revenue based on estimated salary increases
for International Association of Fire Fighters (IAFF) employees that are currently in negotiations with
the City. These estimated salary increases were budgeted in the general fund salary reserve, not in
the department.
Transfer to Infrastructure 6,000,000 This action establishes a transfer of $6.0 million to the Capital Improvement Fund as approved in
CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). This
funding will be assumed in the development of the Fiscal Year 2017 Capital Budget.
Transfer to Infrastructure 2,297,000 This action increases the transfer to the Capital Improvement Fund in the amount of $2.3 million
from $5.4 million to $7.7 million to reflect current estimated Transient Occupant Tax (TOT) receipts in
fiscal year 2016. This transfer reflects the portion of TOT attributable to new hotels and the voter
approved TOT rate increase from 12.0 to 14.0 percent that took effect on January 1, 2016 which have
been dedicated to the infrastructure plan.
Transfer to Infrastructure 1,000,000 This action establishes a transfer of $1.0 million to the Capital Improvement Fund to establish a Roth
Building Reserve for future use as approved in CMR #6251 Close Fiscal Year 2015 Budget and
Approve 2015 CAFR (November 11, 2015). In CMR #5879 Palo Alto Historical Museum Option To
Lease for the Roth Building (June 29, 2015) and after several presentations to City Council requesting
public funding, on December 15, 2014, City Council passed a motion instructing staff to identify $1.0
million to fund rehabilitation costs for the Roth building.
Use Changes 10,315,493
(5,363,493) Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
CITY ATTORNEY
Salary & Benefits (22,748) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (22,748)
22,748
CITY AUDITOR
Contract Services 70,000 This action increases the contract services budget by $70,000 for the external financial auditor.
Interim work is typically performed in April-June (approximately 40-50% of the contract amount),
while the rest of the work is done after July 1st of each year. Budgeted funds are not properly
aligned with the timing of the work, therefore, this action corrects this and aligns costs for work
Salary & Benefits (5,430) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 64,570
(64,570)
CITY CLERK
Salary & Benefits (12,622) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (12,622)
12,622
CITY COUNCIL
Salary & Benefits (13,062) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (13,062)
13,062
CITY MANAGER
Contingent Account 51,000 This action increases the City Manager's Office contingency budget by $51,000 to reimburse
expenditures incurred by the startup of the Contract Compliance program and minimum wage
monitoring, including the $20,000 San Jose Minimum Wage contract.
Salary & Benefits (19,666) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 31,334
(31,334)
Net Changes To (From) Reserves
Net Changes To (From) Reserves
Net Changes To (From) Reserves
Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
ADMINISTRATIVE SERVICES
General Expense 45,000 This action increases the Administrative Services training budget to provide funding for the Global
Software Training - SAP ease of use software training.
General Expense 15,000 This action increases the Revenue Collections division of Administrative Services expenditure budget
by $15,000 to provide funding for the replacement of the safe. The current safe as reached the end
of useful life and the vendor has indicated the safe is no longer repairable.
General Expense 15,000 This action increases the Administrative Services contractual budget to ensure sufficient funding for
the OpenGov contract renewal. An ongoing increase in the Administrative Services budget will be
assessed as part of the development of the Fiscal Year 2017 budget.
Salary & Benefits 50,880 This action increases the temporary salaries budget in the Purchasing Division to fund contract
administration work. It is anticipated that additional one-time funding will be requested to continue
this support in the fiscal year 2017 budget as well.
Salary & Benefits (84,241) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 41,639
(41,639)
COMMUNITY SERVICES
Charges for Services 25,000 This action increases Charges for Services revenue from the Friends of the Junior Museum and Zoo
(FJMZ) to support Santa Clara School District Title 1 schools. This action is offset by a corresponding
increase in expenditures. A separate action to include the second and third years of the contract will
be included as part of the development of the Fiscal Year 2017 Operating Budget.
Charges for Services 15,000 This action increases the Charges for Services revenue from Palo Alto Unified School District, offset by
a corresponding increase in expenditures. The City now has a contract in place to provide
performances to the school district for the next three years, and this will be factored into the
development of the Fiscal Year 2017 Operating Budget.
Charges for Services 10,000 This action increases Charges for Services revenue from the Friends of the Junior Museum and Zoo
(FJMZ) to support a field trip for schools in San Mateo County to visit Google. This action is offset by a
corresponding increase to expenses below.
Charges for Services (20,000) This action decreases Charges for Services revenue from the Vocal Lessons program budget, offset by
a corresponding decrease in expenses. The City will continue to provide a Vocal Lessons program,
however, in lieu of directly contracting for the ballroom dancing instructors and collecting the fees
for the program, the City will rent the facility to the vocal lessons instructors and participants will pay
the instructors directly.
Charges for Services (23,000) This action decreases Charges for Services revenue from the Ballroom Dancing program budget,
offset by a corresponding decrease in expenses. The City will continue to provide a Ballroom Dancing
program, however, in lieu of directly contracting for the ballroom dancing instructors and collecting
the fees for the program, the City will rent the facility to the ballroom dancing instructors and
participants will pay the instructors directly.
Other Revenues 45,000 This action increases Other Revenues for funds received from the Friends of the Palo Alto Children's
Theatre (FOPACT) to provide operational support for Children's Theatre activities. This action is offset
by a corresponding increase in expenses.
Other Revenues 15,000 This action increases Other Revenues for funds received from the Friends of the Junior Museum and
Zoo (FJMZ) to support the fabrication of a new exhibit. This is offset by a corresponding increase to
expenses below.
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
COMMUNITY SERVICES
Other Revenues 9,500 This action increases Other Revenues for the Palo Alto Art Center Budget to acknowledge funding
that the City has received from Silicon Valley Creates for general operating support of the Palo Alto
Art Center, offset by a corresponding expenditure increase.
Other Revenues 9,000 This action increases revenue the City has received from the Institute of Museum and Library Services
(IMLS) due to a one-time budget augmentation of grant funds offset by a corresponding expenditure
increase. The funds will be used to offset costs of engaging a consultant to design family discovery
kits for the Art Center galleries. The balance of the grant award ($16,000) will be incorporated into
the development of the Fiscal Year 2017 Operating Budget for the creation, fabrication, and
distribution of the kits.
Source Changes 85,500
Contract Services 45,000 This action increases the Contract Services budget to appropriate additional funding for general
operational expenses associated with the Palo Alto Children's Theatre, offset by a corresponding
revenue increase.
Contract Services 15,000 This action increases the Contract Services budget, offset by a corresponding increase in revenues,
for Palo Alto Unified School District performances. The City now has a contract in place to provide
performances to the school district for the next three years, and this will be factored into the
development of the Fiscal Year 2017 Operating Budget.
Contract Services 9,000 This action increases expenses, offset by a corresponding increase to revenue, to appropriate one-
time funding that the City has received from the Institute of Museum and Library Services (IMLS).
The funds will be used to offset costs of engaging a consultant to design family discovery kits for the
Art Center galleries. The balance of the grant award ($16,000) will be incorporated into the
development of the Fiscal Year 2017 Operating Budget for the creation, fabrication, and distribution
of the kits themselves.
Contract Services (20,000) This action decreases Contract Services expenses from the Vocal lessons program budget, offset by a
corresponding decrease in revenues The City will continue to provide a Ballroom Dancing program,
however, in lieu of directly contracting for the ballroom dancing instructors and collecting the fees
for the program, the City will rent the facility to the vocal lessons instructors and participants will pay
the instructors directly.
Contract Services (23,000) This action decreases Contract Services expenses from the Ballroom Dancing program budget, , offset
by a corresponding decrease in revenues The City will continue to provide a Ballroom Dancing
program, however, in lieu of directly contracting for the ballroom dancing instructors and collecting
the fees for the program, the City will rent the facility to the ballroom dancing instructors and
participants will pay the instructors directly.
General Expense 28,000 On June 2, 2014, the Council approved the FY 2015 Teen Programs using the net revenue collected
from the Bryant Street Garage. This action restores $28,000 to the Community Services Department
budget from the Library Department. The funding was transferred to the Library to support the
continuation of the MakeX program as part of the FY 2016 Adopted Budget, but is now
recommended to be transferred back.
General Expense 9,500 This action increases expenses for the Palo Alto Art Center budget, offset by a corresponding increase
in revenues, to appropriate funding that the City has received from Silicon Valley Creates for general
operating support of the Palo Alto Art Center.
Salary & Benefits 25,000 This action increases Salaries and Benefits expenses to support Santa Clara School District Title 1
schools. This action is offset by a corresponding increase in revenues. A separate action to include the
second and third years of the contract will be included as part of the development of the Fiscal Year
2017 Operating Budget.
Salary & Benefits 10,000 This action increases Salaries and Benefits, offset by corresponding revenue from the Friends of the
Junior Museum and Zoo (FJMZ), to support a field trip for schools in San Mateo County to visit
Google.
Salary & Benefits (148,963) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
COMMUNITY SERVICES
Supplies & Material 15,000 This action increases supplies and materials by $15,000, offset by a corresponding increase in
revenues, to appropriate funding received from the Friends of the Junior Museum and Zoo (FJMZ) to
support the fabrication of a new exhibit at the Junior Museum and Zoo.
Use Changes (35,463)
120,963
DEVELOPMENT SERVICES
Charges for Services 80,000 This action increases Charges for Services revenues by $80,000 to provide resources related to the
Mayfield Development Project, offset by a corresponding increase in expenses. This action represents
estimated costs associated with the project in FY 2016. Anticipated revenues and expenses
associated with the Mayfield Project will be incorporated into the development of the FY 2017
Operating Budget.
Source Changes 80,000
Contract Services 80,000 This action increases the Contract Services expense budget, offset by a corresponding increase to
revenues, by $80,000 to provide necessary resources related to the Mayfield Development Project.
This action represents estimated costs associated with the project in FY 2016. Anticipated revenues
and expenses associated with the Mayfield Project will be incorporated into the development of the
FY 2017 Operating Budget.
Salary & Benefits (59,351) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 20,649
59,351
FIRE
Charges for Services (269,000) This action is a technical correction to remove revenue for plan check permits from the Fire
Department. The revenue for this activity is budgeted and collected in the Development Services
Department; however, the budget for this revenue was inadvertently not removed from the Fire
Department when the Development Services Department was created as part of the Fiscal Year 2015
Budget.
Charges for Services (380,499) This action decreases the estimated revenue from Stanford in the amount of $380,499 primarily due
to the alignment of the budgeted revenue with the third amendment to the Stanford Fire Services
contract that was approved by Council on January 25, 2016 ($255,392). Additional revenue was
assumed in the Fiscal Year 2016 budget based on estimated salary increases for International
Association of Fire Fighters (IAFF) employees that are currently in negotiations with the City. These
salary increases were budgeted in the general fund salary reserve, not in the department, so a
corresponding reduction to the salary reserve of $255,392 elsewhere in this report will offset the
revenue reduction.
In addition, this action further decreases revenue from Stanford by $125,107 due to a variance
between the budgeted and actual costs of providing Fire Services to the University for Fiscal Year
2015. The primary contributor to the variance was lower employee service costs due to a large
number of vacancies in the department in Fiscal Year 2015.
From Other Agencies 176,884 This action increases revenue from the California Office of Emergency Services for reimbursement for
emergency fire services provided on overtime as part of mutual aid for Strike Teams that responded
to wildfires burning throughout California during the summer of 2015.
Source Changes (472,615)
Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
FIRE
Contract Services 15,000 This action increases funding for training to fund the administrative costs associated with sending the
six Firefighter employees that are anticipated to be hired in Fiscal Year 2016 to a Joint Fire Academy
taught by the Sunnyvale Public Safety Department. As with past practice, due to the infrequency of
hiring new sworn fire employees, no funding was assumed for academy costs for new employees as
part of the Fiscal Year 2016 Budget.
Salary & Benefits 176,884 This action increases overtime funding for reimbursement from the California Office of Emergency
Services for emergency fire services provided as part of mutual aid for Strike Teams that responded
to wildfires burning throughout California during the summer of 2015.
Salary & Benefits (359,578) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Supplies & Material 51,000 This action increases funding for Uniforms and Personal Protective Equipment (PPE) to fund the
outfitting of six new sworn Firefighter employees that will begin work with the City in February 2016
by attending a Joint Fire Academy taught by the Sunnyvale Public Safety Department. PPE includes
the employees' daily uniforms as well as turnouts, helmets, boots, gloves, and various other safety
equipment needed to effectively put out both structure and wild-land fires. The Department's Fiscal
Year 2015 budget includes funding for PPE repair and replacement for existing employees; however,
as with past practice due to the infrequency of hiring new sworn fire employees, no funding was
assumed for PPE purchases for new employees as part of the Fiscal Year 2016 Budget.
Supplies & Material 20,000 This action increases funding for Uniforms to fund the replacement of the Fire Department's six
hazardous materials (HazMat) protective suits that are past their current useful life. The current
HazMat suits are 8-9 years old, but the manufacturer recommends a 5 year useful life for these suits,
and recommends suits that are between 5-10 years to be used for training purposes. Outfitting the
City's HazMat personnel with current standards will allow them to partner with other agencies for
annual testing processes and allow PAFD to begin mitigating higher level hazardous material disasters
while awaiting regional teams.
Supplies & Material 16,500 This action increases funding for tools and equipment to fund the replacement of hoses and nozzles
on all fire engines and fire trucks in the fleet. The National Fire Protection Agency (NFPA) requires
the first two lines at a structure fire to flow at least 300 gallons per minute (GPM). After testing, it was
discovered that PAFD's lines only flow an average of 90 GPM, and that to get the appropriate
pressure with the current hardware, PAFD would have to pump the hose lines at a pressure that
would not be safe to manage for a single firefighter. In order to safely get to the appropriate GPM
and a flow that is manageable, PAFD will replace the current fog nozzles with open smooth bore
nozzles and the current hoses with updated hoses that allow more GPM with fewer pounds per
square inch (PSI). In addition, this action will fund a hose bed modification to install a metal divider
on all fire engines and fire trucks in the fleet to reduce the risk of injury and allow firefighters to
deliver water faster and more consistently.
Use Changes (80,194)
(392,421)
HUMAN RESOURCES
Salary & Benefits (30,086) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (30,086)
30,086
Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
LIBRARY
Other Revenues 11,500 This action increases grant revenue for Building Up the Bikes, a grant project from the Pacific Library
Partnership. These funds will be offset by a corresponding expenditure increase to install two bike
repair stations, produce safe routes to Libraries maps, and offset costs of a bike trailer. A separate
action to recognize and appropriate the balance of the grant ($1,000) for supplies, education, and
outreach in Fiscal Year 2017 will be brought forward as part of the development of the Fiscal Year
2017 Operating Budget.
Source Changes 11,500
General Expense 11,500 This action increases expenses for Building Up the Bikes, a grant project from the Pacific Library
Partnership. These funds will be offset by a corresponding revenue increase to install two bike repair
stations, produce safe routes to Libraries maps, and offset costs of a bike trailer. A separate action to
recognize and appropriate the balance of the grant ($1,000) for supplies, education, and outreach in
Fiscal Year 2017 will be brought forward as part of the development of the Fiscal Year 2017 Operating
Budget.
General Expense (28,000) On June 2, 2014, the Council approved the FY 2015 Teen Programs using the net revenue collected
from the Bryant Street Garage. This action restores $28,000 to the Community Services Department
budget from the Library Department. The funding was transferred to the Library to support the
continuation of the MakeX program as part of the FY 2016 Adopted Budget, but is now
recommended to be transferred back.
Salary & Benefits (68,391) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (84,891)
96,391
PLANNING & COMMUNITY ENVIRONMENT
Other Revenue (265,000) This action reduces Other Revenue by $265,000 to reflect that the City is deferring a Master Plan for
the area around Fry's Electronics until after a broader vision for the surrounding neighborhood is
adopted. As such, the grant from the Valley Transit Authority (VTA) to perform the work will not be
obtained. This action is offset by a reduction to expenses.
Source Changes (265,000)
Contract Services 35,000 This action provides $35,000 for the administration and completion of a commute survey to inform
the creation of a Transportation Management Association (TMA). Recommendations related to the
creation of the TMA are anticipated to be brought to City Council in Spring 2016. As part of the
development of the FY 2015 Operating Budget, $150,000 was set aside to examine the development
of a Transportation Management Association. The FY 2016 Operating Budget included funding for
year-two of the development of the TMA, as well as an additional $100,000 for various TMA pilot
programs and start-up costs.
Contract Services (300,000) This action reduces contract services by $300,000 to reflect the deferral of a Master Plan for the area
around Fry's Electronics until after a broader vision for the surrounding neighborhood is adopted.
Accordingly, the grant from the Valley Transit Authority (VTA) to perform the work will not be
obtained. This action is partially offset by a corresponding reduction to revenues.
Salary & Benefits (48,523) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (313,523)
48,523
Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
POLICE
From Other Agencies 16,005 This action increases revenue from other agencies for reimbursement from the California
Commission of the Peace Officer Standard and Training (POST) to reimburse the City for POST
certified training courses attended by various Police Department staff.
Charges for Services 8,692 This action increases revenue from Stanford for the Fiscal Year 2015 Year-End Adjustment due to a
variance between the budgeted and actual costs of providing Public Safety Communication Services
to the University.
Source Changes 24,697
Contract Services 16,005 This action increases funding for training for reimbursement from the California commission of the
Peace Officer Standard and Training (POST) to reimburse the City for POST certified training courses
attended by various Police Department staff.
Salary & Benefits (404,051) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (388,046)
412,743
PUBLIC WORKS
Salary & Benefits (141,681) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Supplies & Material 10,000 This action provides $10,000 in one-time funding for additional expenses incurred related to the
watering needs of the City’s urban forest. Due to extreme drought conditions, an extra water truck
and driver were needed to water established trees that were in failure. As a result, Urban Forestry
reallocated tree planting funds for the additional rental.
Use Changes (131,681)
131,681
Total General Fund Changes to BSR (4,945,287)
Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
Other Revenues 50,000 This action recognizes a $50,000 donation, with a commensurate increase in project expenditures for
the Art Center Auditorium, Audio, Visual, and Furnishings project (AC-14000), from the Palo Alto Art
Center Foundation for additional expenses incurred during construction.
Transfer from the Refuse
Fund
15,810 This action transfers $15,810 from the Refuse Fund to the Capital Improvement Fund to reimburse
the Residential Preferential Parking project (PL-150003) for expenses incurred for the installation of
new residential parking permit and street sweeping signage installed in the Downtown Residential
Preferred Parking District.
Transfer from the General
Fund
19,327 This action transfers $19,327 from the Planning Transportation Contingency in the General Fund to
the Capital Improvement Fund to reimburse the Residential Preferential Parking project (PL-150003)
for expenses incurred for the installation of new residential parking permit and street sweeping
signage installed in the Downtown Residential Preferred Parking District.
Transfer from the Refuse
Fund
25,000 This action recognizes a transfer from the Refuse Fund to the Capital Improvement Fund for the Art in
Public Places contribution associated with the Landfill Closure (RF-11001). A corresponding increase
in the Art in Public Places project budget is recommended as outlined in Attachment A Exhibit 2.
Transfer from the General
Fund
1,000,000 This action recognizes a transfer of $1.0 million from the General Fund to establish a Roth Building
Reserve for future use as approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015
CAFR (November 11, 2015). In CMR #5879 Palo Alto Historical Museum Option To Lease for the Roth
Building (June 29, 2015) and after several presentations to City Council requesting public funding, on
December 15, 2014, City Council passed a motion instructing staff to identify $1.0 million to fund
rehabilitation costs for the Roth building.
Transfer from the General
Fund
6,000,000 This action increases the estimated transfer from the Budget Stabilization Reserve in the General
Fund in fiscal year 2016 by $6.0 million as approved in CMR #6251 Close Fiscal Year 2015 Budget and
Approve 2015 CAFR (November 11, 2015).
Transfer from the General
Fund
2,297,000 This action increases the estimated transfer from the General Fund to the Capital Improvement Fund
in the amount of $2.3 million from $5.4 million to $7.7 million to reflect current estimated Transient
Occupant Tax (TOT) receipts in fiscal year 2016. A corresponding increase in TOT receipts and
transfers out of the General Fund are recommended elsewhere in this report.
From Other Agencies 1,677 This actions recognizes revenue from Stanford's Fiscal Year 2015 portion of the Fire Station 1
Improvements CIP (PF-14002).
Source Changes 9,408,814
CIP 175,937 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
Transfer to the University
Ave Parking Assessment
Agency Fund
1,790,295 This action established a $1.8 million transfer from the Capital Improvement Fund to the University
Ave Parking Assessment Agency Fund as recommended in the Auditor's review of the City's parking
funds. In Fiscal Year 2016, the City Auditor’s Office concluded an audit of the City’s parking funds. As
a result of their investigation, the City Auditor’s Office determined that $1,790,295 should be
transferred from the Capital Improvement Fund Infrastructure Reserve to the University Ave Parking
Assessment Agency Fund to reimburse the fund for initial project expenses incurred for the 528 High
Street and 445 Bryant Street garages. According to the Auditor’s report, after the assessment district
was formed and issued special assessment bonds, the City deducted the initial project expenses from
the bond proceeds but did not transfer those expenses, totaling $1,790,295, back to the University
Avenue Parking In-Lieu Fund.
Use Changes 1,966,232
7,442,582 Net Changes To (From) Reserves
CAPITAL IMPROVEMENT FUND
ATTACHMENT A, EXHIBIT 1
2/19/2016
Enterprise Funds 2016
Category Amount Description
AIRPORT FUND
Source Changes -
Salary and Benefits (1,761) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (1,761)
Net Changes To (From) Reserves 1,761
Fund Balancing Entries
1,761 Change in Fund Balance
1,761
ELECTRIC FUND
Net Sales (2,533,307) This action decreases the estimate for surplus energy revenue by approximately $2.5 million as a
result of lower than expected hydroelectric generation due to dry weather conditions. Lower hydro-
electric power generation led to lower sales of surplus electric energy in the market.
Other Income (465,770) The City is one of several Western customers who assists the Western Area Power Administration and
Bureau of Reclamation by providing payment of certain charges one month in advance, which allows
those agencies to commit those funds to major capital projects under Federal appropriations rules.
These advance payments are offset by bill discounts one month later. The charges and credits exactly
offset each other, and therefore have no budget impact. However, this is a contractual program, and
the City will be in default of its contractual obligations if it fails to provide the payments. The capital
projects approved for funding under this program decreased from what was projected in the original
FY 2016 budget. This credit reduction is offset by a corresponding reduction in expenditures.
Other Income 3,445 This action recognizes the transfer of $3,445 from the Information Technology Fund which is
reimbursing the Electric Fund for the rental of office space at the Utility Engineering Building.
Currently a Senior Technologist responsible for Geographic Information Systems is using a limited
amount of office space. The ongoing implication of this usage will be included as part of the
development of the Fiscal Year 2017 Operating Budget.
Source Changes (2,995,632)
CIP 419,713 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
Operating Transfers Out (46,309) The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa Clara
County to communicate with one another. Palo Alto and other municipalities will also use the system
for local government radio communication (Public Works, Utilities, etc.). This action reimburses the
Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in
other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas
Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley
Regional Communications System for Utilities and Stanford University which were not specifically
included in the Fiscal Year 2016 Capital budget.
Salary and Benefits (241,276) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget. ($218,377 Operating and $22,899
Supply)
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
Total Airport Fund
ENTERPRISE FUNDS
ATTACHMENT A, EXHIBIT 1
2/19/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
ELECTRIC FUND
Utility Purchases (88,076) This actions decreases utility purchase by $88,076. Drought conditions reduced FY 2015 water
allocations of water customers, which Western power customers then had to pay, increasing their
cost. Transmission access rates are also much higher than originally budgeted. Offsetting this are
reduced costs due to delayed start dates for solar projects, and reduced output from landfill gas plant
due to planned maintenance outages in FY 2016. This output was replaced with market purchases,
where prices are lower than projected at budget and at lower prices than contract rates. Dry hydro
and delayed solar projects also resulted in greatly reducing budgeted surplus energy revenue.
Utility Purchases (465,770) This action is the corresponding offset of charges related to the Western Area Power Administration
advance payment program. The capital projects approved for funding under this program decreased
from what was projected in the original FY 2016 budget. The reduction in charges is offset by an
equal reduction in credits (revenue).
Use Changes (421,718)
Net Changes To (From) Reserves (2,573,914)
Fund Balancing Entries
(2,573,914)Change in Fund Balance
Total Electric Fund (2,573,914)
FIBER OPTICS FUND
Source Changes -
Contract Services 25,000 This action increases the amount budgeted to contract services in the Fiber Optics Fund to engage a
consultant to build front-end Fiber module to Engineering's utility system distribution database. The
current Fiber database is in Access and outdated.
Legal Support 45,000 This action increases the amount budgeted to legal services in the Fiber Optics Fund, programming an
additional $45,000 for legal support to provide outside counsel and industry expertise to support
Google Fiber and city-owned Fiber-to-the-Premise (FTTP) network initiatives. The increased funding
needs are anticipated to continue in FY 2017 and budget actions will be brought forward as
appropriate.
Use Changes 70,000
Net Changes To (From) Reserves (70,000)
Fund Balancing Entries
(70,000)Change in Fund Balance
Total Fiber Optics Fund (70,000)
GAS FUND
Other Income 250,000 This action recognizes $250,000 in additional revenue from customer connections, to the Gas System,
Customer Connections project (GS-80017) due to increased new construction in Palo Alto and
demands for additional customer connections.
Source Changes
250,000
CIP 250,000 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
ATTACHMENT A, EXHIBIT 1
2/19/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
GAS FUND
Contract Services 33,000 This action increase Contract Services costs in the Gas Fund to pay for that Fund's portion of
increased costs for hauling away construction spoils. These costs have increased for three reasons:
first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low rate.
Second, the number of water and sewer new service installations have substantially increased due to
fire code requirements and a utility requirement that sewer lines be replaced when a home is
replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new
water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer
funds.
Operating Transfers Out 552,000 This action is a technical correction to adjust the amount of the FY 2016 Equity Transfer from the Gas
Fund to the General Fund. This correction reflects current capital assets in the Gas Fund, per the
FY2015 CAFR.
Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa Clara
County to communicate with one another. Palo Alto and other municipalities will also use the system
for local government radio communication (Public Works, Utilities, etc.). This action reimburses the
Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in
other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas
Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley
Regional Communications System for Utilities and Stanford University which were not specifically
included in the Fiscal Year 2016 Capital budget.
Operating Transfers Out 4,986 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the
Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle
Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement
and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under
project VR-15000.
Salary and Benefits (93,340) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget. ($87,481 Operating and $5,859
Supply)
Use Changes 792,955
Net Changes To (From) Reserves (542,955)
Fund Balancing Entries
(542,955)Change in Fund Balance
Total Gas Fund (542,955)
Operating Transfer-In 214,725 This action recognizes a transfer of $214,725 from the Vehicle Fund from the salvage value of City
street sweepers sold as result of the outsourcing of street sweeping services in Fiscal Year 2015. The
proceeds from this transaction are being transferred from the Vehicle Fund to the Refuse Fund
reserves.
Operating Transfer-In 101,307 This action recognizes transfers of $38,552 and $62,755 from University Ave Parking District and
California Avenue Parking District, respectively, to fund the districts proportional share of the street
sweeping contract. In Fiscal Year 2015, the City outsourced citywide street sweeping services which
also impacted the California Avenue and University Avenue parking districts. Because street sweeping
services are provided in the parking districts, a portion of the street sweeping contract should be
funded by the districts. These contract amounts were not budgeted in Fiscal Year 2016 and the
Refuse Fund has been carrying the cost of the contract. This actions reimburses the Refuse Fund.
The ongoing implications of this change in service delivery model will be factored into the
development of the FY 2017 Operating Budget for each of these funds.
REFUSE FUND
ATTACHMENT A, EXHIBIT 1
2/19/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
Operating Transfer-In 40,223 This action provides a one-time transfer in the amount of $40,223 from the General Fund to the
Refuse Fund to reimburse expenses incurred for the City’s compost program. The City currently
charges the Refuse Fund for janitorial work related to the compost program; however, the use of the
Refuse Fund is restricted per Proposition 218. As a result, this action reimburses the Refuse Fund for
expenses incurred.
Source Changes 356,255
Contract Services 222,022 This action appropriates $222,022 to correct for an inadvertent error in the final adoption of the
Fiscal Year 2016 Operating Budget. On 23 March 2015, City Council approved CMR # 5558 to provide
for a Fiscal Year 2015 budget amendment in the amount of $387,000 for one-time funding for the
purchase of kitchen buckets and outreach materials. Due to a clerical error, $222,022 of the funding
was not appropriated to fiscal year 2016 for this activity; this actions corrects for that.
Contract Services 173,105 This action provides additional one-time funding in the amount of $173,105 for the annual
reconciliation of Fiscal Year 2015 expenses incurred for solid waste. Due to the robust economy, in
Fiscal Year 2015, an additional 2,300 tons of municipal solid waste tons were processed at the SMART
station and delivered to the Kirby Landfill.
Contract Services 165,434 This action provides additional one-time funding in the amount of $165,434 for the GreenWaste
contract for expenses invoiced to the City related to CPI increases in rent at the Geng Road facility.
GreenWaste incurred annual CPI adjustments to their Geng Road facility but did not pass-through
these expenses to the City as required by Section 7.09 of the agreement.
Contract Services 101,307 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the
California Avenue and University Avenue parking districts. Because street sweeping services are
provided in the parking districts, a portion of the street sweeping contract should be funded by the
districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has
been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund
from University Ave Parking District and California Avenue Parking District, respectively, to fund the
districts proportional share of the street sweeping contract.
Operating Transfers Out 25,000 This action establishes a transfer from the Refuse Fund to the Capital Improvement Fund for the Art
in Public Places contribution associated with the CIP RF-11001 (Landfill Closure). A corresponding
increase in the Art in Public Places project budget is recommended as outlined in Attachment A,
Exhibit 2.
Operating Transfers Out 15,810 This action transfers $15,810 from the Refuse Fund to the Capital Improvement Fund to reimburse
the Residential Preferential Parking project PL-15003 for expenses incurred for the installation of new
residential parking permit and street sweeping signage installed in the Downtown Residential
Preferred Parking District.
Salary and Benefits (56,797) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 645,881
Net Changes To (From) Reserves (289,626)
Fund Balancing Entries
(289,626)Change in Fund Balance
Total Refuse Fund (289,626)
REFUSE FUND
ATTACHMENT A, EXHIBIT 1
2/19/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
Grant Revenue 120,000 In Fiscal Year 2014, the City was awarded a $120,000 grant from the California Department of Water
Resources (DWR) to implement a flood early warning system for the San Francisquito Creek
watershed. The grant funded a system of rainfall and stream gauges, telemetry equipment and a
web interface that provides early warning to local residents of impending flooding on San
Francisquito Creek. The grant requires the City front the initial expenses for the project and then
request reimbursement from the DWR. Funding for this project was not budgeted in Fiscal Year 2016
and this action will recognize the $120,000 in additional revenue from the state offset by a
commensurate increase in expenditures.
Operating Transfer-In 233,662 This action recognizes a transfer of $233,662 from the General Fund to the Storm Drainage fund to
reimburse the Storm Drain Replacement and Rehabilitation project (SD-06101) for expenses incurred
related to the construction of sandbag barrier along the San Francisquito Creek downstream of
Highway 101. In preparation for the 2015-16 El Niño storm season, the City and other member
agencies of the San Francisquito Creek Joint Powers Authority (JPA) concluded that it was prudent to
construct a temporary sandbag flood barrier in order to provide enhanced flood protection for local
businesses. As this expense was not anticipated during preparation of the Fiscal Year 2016 budget,
funds were not appropriated for this purpose. As an interim measure, available funding was used in
the Storm Drain Replacement and Rehabilitation project for this purpose; however, since storm drain
CIP funding is restricted to projects identified in the 2005 storm drainage fee ballot measure (which
does not include this project), additional funding in the amount of $233,662 is needed to reimburse
the project for this expense.
Source Changes 353,662
CIP 241,833 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
Contract Services 120,000 In Fiscal Year 2014, the City was awarded a $120,000 grant from the California Department of Water
Resources (DWR) to implement a flood early warning system for the San Francisquito Creek
watershed. The grant funded a system of rainfall and stream gauges, telemetry equipment and a
web interface that provides early warning to local residents of impending flooding on San
Francisquito Creek. The grant requires the City front the initial expenses for the project and then
request reimbursement from the DWR. Funding for this project was not budgeted in Fiscal Year 2016
and this action will recognize the $120,000 in additional revenue from the state offset by a
commensurate increase in expenditures.
Salary and Benefits (9,910) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 351,923
Net Changes To (From) Reserves 1,739
Fund Balancing Entries
1,739 Change in Fund Balance
Total Storm Drainage Fund 1,739
STORM DRAINAGE FUND
ATTACHMENT A, EXHIBIT 1
2/19/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
Source Changes -
Contract Services 33,000 This action increase Contract Services costs in the Wastewater Collection Fund to pay for that Fund's
portion of increased costs for hauling away construction spoils. These costs have increased for three
reasons: first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low
rate. Second, the number of water and sewer new service installations have substantially increased
due to fire code requirements and a utility requirement that sewer lines be replaced when a home is
replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new
water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer
funds.
Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa Clara
County to communicate with one another. Palo Alto and other municipalities will also use the system
for local government radio communication (Public Works, Utilities, etc.). This action reimburses the
Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in
other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas
Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley
Regional Communications System for Utilities and Stanford University which were not specifically
included in the Fiscal Year 2016 Capital budget.
Salary and Benefits (21,427) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 57,882
Net Changes To (From) Reserves (57,882)
Fund Balancing Entries
(57,882)Change in Fund Balance
Total Wastewater Collection Fund (57,882)
Source Changes -
Operating Transfers Out 11,597 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the
Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle
Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement
and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under
project VR-15000.
Salary and Benefits (128,123) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (116,526)
Net Changes To (From) Reserves 116,526
Fund Balancing Entries
116,526 Change in Fund Balance
Total Wastewater Treatment Fund 116,526
WASTEWATER TREATMENT FUND
WASTEWATER COLLECTION FUND
ATTACHMENT A, EXHIBIT 1
2/19/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
WATER FUND 7
Net Sales (2,144,842) This action decreases the budgeted revenue estimates by $2.1 million to align with year end
projected collections due to drought effects as water use has declined across residential, commercial,
industrial and internal (City) customers. This year, a total of $37.3 million is anticipated by year end,
down from the adopted level of $39.4 million. These revenue decreases are largely offset by
corresponding decrease in water purchases and rates are projected to increase over the next few
years to stabilize the fund.
Other Income 217,000 This action recognizes $217,000 in additional revenue from customer connections, to the Water
System, Customer Connections project (WS-80013) due to increased new construction in Palo Alto
and demands for additional customer connections.
Source Changes (1,927,842)
CIP 217,000 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
Commodity Purchases (1,898,396) This action decreases expenditures in water commodity purchases, reflecting the decreased
consumption from customers due to drought regulations and conservation efforts.
Contract Services 85,000 This action increase Contract Services costs in the Water Fund to establish a regular testing and
calibration of large water meters program. AWWA recommends that these meters be tested and
calibrated once per year. The last round of testing and calibration was completed at the end of FY
2014, so these meters are nearly overdue for annual testing. It is anticipated that this annual test will
be and ongoing cost and therefore will be factored in the development of the FY 2017 Operating
Budget.
Contract Services 33,000 This action increase Contract Services costs in the Water Fund to pay for that Fund's portion of
increased costs for hauling away construction spoils. These costs have increased for three reasons:
first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low rate.
Second, the number of water and sewer new service installations have substantially increased due to
fire code requirements and a utility requirement that sewer lines be replaced when a home is
replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new
water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer
funds.
Operating Transfers Out 9,883 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the
Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle
Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement
and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under
project VR-15000.
Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa Clara
County to communicate with one another. Palo Alto and other municipalities will also use the system
for local government radio communication (Public Works, Utilities, etc.). This action reimburses the
Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in
other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas
Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley
Regional Communications System for Utilities and Stanford University which were not specifically
included in the Fiscal Year 2016 Capital budget.
Salary and Benefits (44,762) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (1,551,966)
Net Changes To (From) Reserves (375,876)
Fund Balancing Entries
(375,876)Change in Fund Balance
Total Water Fund (375,876)
ATTACHMENT A, EXHIBIT 1
2/19/2016
Other Funds 2016
Category Description
UNIVERSITY AVENUE PARKING ASSESSMENT AGENCY FUND
Operating Transfers In 1,790,295 This action recognizes a $1.8 million transfer from the Capital Improvement Fund to the University
Ave Parking Assessment Agency Fund as recommended in the Auditor's review of the City's parking
funds. In Fiscal Year 2016, the City Auditor’s Office concluded an audit of the City’s parking funds. As
a result of their investigation, the City Auditor’s Office determined that $1.8 million should be
transferred from the Capital Improvement Fund Infrastructure Reserve to the University Ave Parking
Assessment Agency Fund to reimburse the fund for initial project expenses incurred for the 528 High
Street and 445 Bryant Street garages. According to the Auditor’s report, after the assessment district
was formed and issued special assessment bonds, the City deducted the initial project expenses from
the bond proceeds but did not transfer those expenses, totaling $1.8 million, back to the University
Avenue ParkingAssessment AgencyFund.
Source Changes 1,790,295
1,790,295
Operating Transfers
Out
38,552 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the
California Avenue and University Avenue parking districts. Because street sweeping services are
provided in the parking districts, a portion of the street sweeping contract should be funded by the
districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has
been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund
from University Ave Parking District and California Avenue Parking District, respectively, to fund the
districts proportional share of the street sweeping contract.
Use Changes 38,552
(38,552)
Operating Transfers
Out
62,755 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the
California Avenue and University Avenue parking districts. Because street sweeping services are
provided in the parking districts, a portion of the street sweeping contract should be funded by the
districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has
been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund
from University Ave Parking District and California Avenue Parking District, respectively, to fund the
districts proportional share of the street sweeping contract.
Use Changes 62,755
(62,755)
Operating Transfer In 26,466 This action recognizes transfers of $26,466 ( $9,883 from the Water Fund, $4,986 from the Gas Fund,
and $11,597 from the Wastewater Treatment Fund) to partially offset the replacement and
acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under project VR-
15000.
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
Amount
VEHICLE REPLACEMENT FUND
TRUST & AGENCY FUNDS
INTERNAL SERVICE FUNDS
Net Changes To (From) Reserves
SPECIAL REVENUE FUNDS
CALIFORNIA AVENUE PARKING DISTRICT FUND
Net Changes To (From) Reserves
UNIVERSITY AVENUE PARKING DISTRICT FUND
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
Other Funds 2016
Category Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
Amount
Other Income 214,725 This action recognizes $214,725 in revenue in the Vehicle Fund from the salvage value of City street
sweepers sold as result of the outsourcing of street sweeping services in Fiscal Year 2015. The
proceeds from this transaction are being transferred from the Vehicle Fund to the Refuse Fund
reserves.
Source Changes 241,191
Operating Transfer
Out
214,725 This action budgets a $214,725 transfer from the Vehicle Fund to the Refuse Fund. Surplus receipts
from the salvage value of City street sweepers sold as result of the outsourcing of street sweeping
services in Fiscal Year 2015 are being transferred back to the Refuse Fund.
CIP 127,624 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
Contract Services 80,000 This action provides $80,000 in one-time funding for a consultant study to review the City's Vehicle
Replacement Allocation methodology.
Salary and Benefits (13,649) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 408,700
(167,509)
From Other Agencies 80,292 Stanford's Fiscal Year 2015 portion of the Radio Infrastructure Replacement CIP (TE-05000) $12,543
and Computer Aided Dispatch Replacement CIP (TE-09000) $67,749
Operating Transfers-
In
1,000,000 This action transfers $1,000,000, representing the unfunded General Fund portion of the Silicon
Valley Regional Interoperability Authority's (SVRIA) project, to the Technology Fund. As discussed in
the Close of the Fiscal Year 2015 Report (CMR 6512), $1,000,000 was to be held in reserve in the
General Fund and subsequently transferred to the Technology Fund.
Operating Transfers-
In
185,235 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa
Clara County to communicate with one another. Palo Alto and other municipalities will also use the
system for local government radio communication (Public Works, Utilities, etc.). This action
reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as
follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund;
$46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with
the Silicon Valley Regional Communications System for Utilities and Stanford University which were
not specifically included in the Fiscal Year 2016 Capital budget.
Other Income 83,037 As discussed above, this action reimburses the Radio Infrastructure project (TE-05000) in the amount
of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309
from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund,
for costs associated with the Silicon Valley Regional Communications System for Utilities and
Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget.
Source Changes 1,348,564
CIP 1,268,272 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
INFORMATION TECHNOLOGY FUND
INTERNAL SERVICE FUNDS
VEHICLE REPLACEMENT FUND
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
Other Funds 2016
Category Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
Amount
Operating Transfer
Out
3,445 This action transfers $3,443 from the Information Technology Fund to the Electric Fund to provide
funding for the rental of a cubicle at the Utility Engineering Building for use by the Senior
Technologist responsible for Geographic Information Systems. A separate action to establish this
transfer on an ongoing basis will be brought forward as part of the development of the Fiscal Year
2017 Operating Budget.
Salary and Benefits (46,694) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 1,225,023
123,541
Salary and Benefits (9,393) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (9,393)
9,393
Net Changes To (From) Reserves
PRINT AND MAIL FUND
Net Changes To (From) Reserves
INTERNAL SERVICE FUNDS
INFORMATION TECHNOLOGY FUND
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
PROJECT COMPLETIONS
Hopkins Park Improvements (Formerly Pe-07001)PG-11000 -$ -$ Infrastructure
Reserve
Project Completed
Children's Theatre Replacement And Expansion AC-09001 -$ -$ Infrastructure
Reserve
Project Completed
New Sound System For Lucie Stern Community
Theatre
AC-09002 -$ -$ Infrastructure
Reserve
Project Completed
Dimmer Replacement And Lighting System CC-09001 -$ -$ Infrastructure
Reserve
Project Completed
Rinconada Park Improvements PE-08001 -$ -$ Infrastructure
Reserve
Project Completed
Scott Park Improvements (Formerly PC-11004)PG-11003 -$ (1,429)$ Infrastructure
Reserve
Removes remaining funding due to completion of the
project
Cubberley Roof Replacement PF-14000 -$ (1,442)$ Infrastructure
Reserve
Removes remaining funding. Work will continue in the
Cubbereley Capital Improvement Fund project CB-
16002.
Golf Course Tree Maintenance PG-12002 -$ (6,818)$ Infrastructure
Reserve
Removes remaining funding due to completion of the
project
Eleanor Pardee Park Improvements PE-12012 -$ (22,084)$ Infrastructure
Reserve
Removes remaining funding due to completion of the
project
Subtotal - Project Completions -$ (31,773)$
ADDITIONAL APPROPRIATIONS
Art in Public Places Project AC-86017 $ 25,000 $ 25,000 Operating
Transfers-In
This action transfers $25,000 from the Refuse Fund
to the Capital Improvement Fund for the Art in
Public Places contribution associated with the CIP
RF-11001 (Landfill Closure). This was one of the last
projects under the legacy Public Art program,
wherein eligible Public Art costs were transferred at
the conclusion of the project. Current practice is to
budget eligible Public Art funding directly to the Art
in Public Places project.
Art in Public Places Project AC-86017 $ - $ 38,000 Infrastructure
Reserve
This action transfers $30,000 from CIP PG-12006
(Magical Bridge Playground Project) and $8,000
from PE-13016 (El Camino Park Restoration) to AC-
86017 (Art in Public Places) for eligible Public Art
costs. These were two of the last projects under the
legacy Public Art program, wherein eligible Public
Art costs were transferred at the conclusion of the
project. Current practice is to budget eligible Public
Art funding directly to the Art in Public Places
project.
FY 2016 CIP Mid-Year Adjustments
CAPITAL PROJECT FUND
1 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
Residential Preferential Parking PL-15003 $ 35,137 $ 35,137 Operating
Transfers-In
This action transfers $15,810 from the Refuse Fund
and $19,327 from the Planning Transportation
Contingency in the General Fund to the Capital
Improvement Fund to reimburse Residential
Preferential Parking project PL-15003 for expenses
incurred for the installation of new residential
parking permit and street sweeping signage
installed in the Downtown Residential Preferred
Parking District.
Art Center Auditorium Audio, Visual, and
Furnishings
AC-14000 $ 50,000 $ 50,000 Other Revenue This action recognizes a $50,000 donation, with a
commensurate increase in project expenditures for
the Art Center Auditorium Audio, Visual, and
Furnishings project (AC-14000) from the Palo Alto
Art Center Foundation for additional expenses
incurred during construction.
Building System Improvements PF-01003 $ - $ 100,000 Infrastructure
Reserve
This action provides $100,000 to the Building
Systems Improvement Project (PF-01003) to correct
a technical error that occurred during the Fiscal
Year 2015 budget reappropriations process.
Funding was inadvertantly removed from the
project.
Security System Improvements PF-04000 $ - $ 31,778 Infrastructure
Reserve
This action provides $31,778 to the Security
Systems Improvement Project (PF-04000) to correct
a technical error that occurred during the Fiscal
Year 2015 budget reappropriations process.
Funding was inadvertantly removed from the
project.
Salaries and Benefits - Capital Improvement Fund
CIP Projects
AS-10000 $ - $ (34,205)Infrastructure
Reserve
This action is a technical correction to remove costs
in all funds associated with the Implied Subsidy for
Retiree Healthcare that was inadvertently budgeted
as part of the allocation for retirement healthcare
costs to Departments in the Fiscal Year 2016
Budget.
Magical Bridge Playground Project PE-12013 $ - $ (30,000)Infrastructure
Reserve
This action transfers $30,000 from CIP PG-12006
(Magical Bridge Playground Project) to AC-86017
(Art in Public Places) for eligible Public Art costs.
This was one of the last projects under the legacy
Public Art program, wherein eligible Public Art costs
were transferred at the conclusion of the project.
Current practice is to budget eligible Public Art
funding directly to the Art in Public Places project.
CAPITAL PROJECT FUND
2 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
El Camino Park Restoration Project PE-13016 $ - $ (8,000)Infrastructure
Reserve
This action transfers $8,000 from PE-13016 (El
Camino Park Restoration) to AC-86017 (Art in Public
Places) for eligible Public Art costs. This was one of
the last projects under the legacy Public Art
program, wherein eligible Public Art costs were
transferred at the conclusion of the project. Current
practice is to budget eligible Public Art funding
directly to the Art in Public Places project.
Subtotal - Additional Appropriations 85,137$ 207,710$
TOTAL GENERAL FUND CIP MID-YEAR
ADJUSTMENTS
$ 85,137 $ 175,937
PROJECT COMPLETIONS
El Camino Underground EL-05000 -$ (25,124)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
UG District 45 EL-06002 -$ (59,271)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
E. Charleston 4/12kV EL-08000 -$ (60,861)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
AMR/AMI – Feasibility EL-10008 -$ 115$ Electric Fund
Reserve
Additional funding of $115 is needed to close this
project.
Rebuild Greenhouse EL-11007 -$ (26,118)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
Rebuild UG Dist 12 EL-12000 -$ (9,028)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
Subtotal - Project Completions -$ (180,287)$
ELECTRIC FUND
CAPITAL PROJECT FUND
3 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
ADDITIONAL APPROPRIATIONS
Substation Improvements EL-89044 $ 200,000 Electric Reserve This action provides $200,000 in additional funding from
the Electric Fund reserve to the Substation Facility
Improvements project (EL-89044) to address two major
causes of equipment failure that include adding an air
conditioning or insulation additions to ten (10) metal-
clad substation buildings and replace melted remote
terminal units (RTU) in several substations. There are
ten (10) metal-clad buildings in the Palo Alto system.
The existing fan-run, air-moving system cut into the
walls do not provide sufficient temperature regulation
and facility temperatures have exceeded the
microprocessor and IC based manufacturer’s equipment
ratings with the fans on full-blast which have resulted in
equipment failures. Although the equipment ratings
have risen, so have the air conditioning requirements as
the newer equipment runs at higher operating
temperatures in each iteration of the evolution of
microprocessor development. There is also a safety
concern as the substations crews need to work in there
also and they have had to delay work because of the
high temperatures.
Underground District 47-Middlefield, Homer,
Webster, Addison
EL-11010 $ 400,000 Electric Reserve This action provides $400,000 in additional funding from
the Electric Fund reserve to the Underground District 47
– Middlefield, Homer, Webster, Addision (EL-11010)
project for the undergrounding of the existing overhead
distribution system. The substructure contract bid for
this project resulted in higher than anticipated costs and
as a result the remaining electrical portion has yet to be
completed and will require an additional $400,000. The
additional funds are required for the installation of
electrical facilities and purchase of equipment.
Subtotal - Additional Appropriations -$ 600,000$
TOTAL ELECTRIC FUND CIP MID-YEAR
ADJUSTMENTS
$ - $ 419,713
ELECTRIC FUND
4 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
ADDITIONAL APPROPRIATIONS
Gas System, Customer Connections GS-80017 $ 250,000 $ 250,000 Connection
Charges
This action provides $250,000 in additional funding from
the Gas Fund reserve, offset by the recognition of
$350,000 in additional revenue from customer
connections, to the Gas System, Customer Connections
project (GS-80017) due to increased new construction in
Palo Alto and demands for additional customer
connections.
Subtotal - Additional Appropriations 250,000$ 250,000$
TOTAL GAS FUND CIP MID-YEAR
ADJUSTMENTS
$ 250,000 $ 250,000
ADDITIONAL APPROPRIATIONS
Landfill Closure RF-11001 $ - $ (25,000)Refuse Fund
Reserve
This action transfers $25,000 from the Refuse Fund
to the Capital Improvement Fund for the Art in
Public Places contribution associated with the CIP
RF-11001 (Landfill Closure). This was one of the last
projects under the legacy Public Art program,
wherein eligible Public Art costs were transferred at
the conclusion of the project. Current practice is to
budget eligible Public Art funding directly to the Art
in Public Places project.
Subtotal - Additional Appropriations -$ (25,000)$
TOTAL REFUSE FUND CIP MID-YEAR
ADJUSTMENTS
$ - $ (25,000)
PROJECT COMPLETIONS
Storm Drain Master Plan Update SD-15008 $ - $ 8,171 Storm Drainage
Reserve
This action adds $8,171 from the Strom Drainage
Reserve to the Storm Drain Master Plan Update
project (SD-15008) to correct a technical error in
order to provide funding for expenses charged to
the project after it was closed.
Subtotal - Project Completions -$ 8,171$
GAS FUND
STORM DRAINAGE FUND
REFUSE FUND
5 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
ADDITIONAL APPROPRIATIONS
Storm Drainage System Replacement and
Rehabilitation
SD-06101 $ 233,662 $ 233,662 Storm Drainage
Reserve
This action transfers $233,662 from the General
Fund to the Storm Drainage to reimburse the Storm
Drain Replacement and Rehabilitation project (SD-
06101) for expenses incurred related to the
construction of sandbag barrier along the San
Francisquito Creek downstream of Highway 101.
However, since storm drain CIP funding is restricted
to projects identified in the 2005 storm drainage fee
ballot measure (which does not include this
project), additional funding in the amount of
$233,662 is needed to reimburse the project for this
expense. Additional details can be found in the
Enterprise Funds transactions for the Storm
Drainage Fund Operating Transfers In, outlined in
Attachment A, Exhibit 1.
Subtotal - Additional Appropriations 233,662$ 233,662$
TOTAL STORM DRAINAGE FUND CIP MID-
YEAR ADJUSTMENTS
$ 233,662 $ 241,833
ADDITIONAL APPROPRIATIONS
Radio Infrastructure Replacement TE-05000 $ 1,000,000 $ 1,000,000 Technology Fund
Reserve
This action appropriates $1,000,000 that was held
in the Budget Stabilization Reserve through FY 2015
(see CMR 6215) for the City's unfunded General
Fund portion of the Silicon Valley Regional
Interoperability Authority's (SVRIA) Radio
Infrastructure project (TE-05000) to move towards
a county-wide 700 Mhz radio communications
system.
TECHNOLOGY FUND
STORM DRAINAGE FUND
6 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
Radio Infrastructure Replacement TE-05000 $ 268,272 $ 268,272 Technology Fund
Reserve
The City of Palo Alto has been participating in a
multi-year project with all the Joint Powers
Authority members in the Silicon Valley Regional
Interoperability Authority (SVRIA) to fund and
construct a county-wide radio communications
system that will permit all public safety officers
across Santa Clara County to communicate with one
another. Palo Alto and other municipalities will also
use the system for local government radio
communication (Public Works, Utilities, etc.). This
action reimburses the Radio Infrastructure project
(TE-05000) in the amount of $268,272, distributed
as follows: $83,037 in other revenue; $46,309 from
the Water Fund; $46,309 from the Electric Fund;
$46,309 from the Gas Fund, and $46,309 from
Wastewater Collection Fund, for costs associated
with the Silicon Valley Regional Communications
System for Utilities and Stanford University which
were not specifically included in the Fiscal Year
2016 Capital budget.
Subtotal - Additional Appropriations 1,268,272$ 1,268,272$
TOTAL TECHNOLOGY FUND CIP MID-YEAR
ADJUSTMENTS
$ 1,268,272 $ 1,268,272
ADDITIONAL APPROPRIATIONS
Scheduled Vehicle and Equipment Replacement -
Fiscal Year 2015
VR-15000 $ 26,466 $ 127,624 Vehicle Fund
Reserve
This action transfers $9,883 from the Water Fund,
$4,986 from the Gas Fund, and $11,597 from the
Wastewater Treatment Fund, for a total of $26,466,
and draws $101,158 from the Vehicle Replacement
Fund Reserve for a total project expenditure
increase of $127,624 for the replacement and
acquisition of additional vehicles not included in
Fiscal Year 2015 replacement cycle under project VR-
15000.
Subtotal - Additional Appropriations 26,466$ 127,624$
TOTAL VEHICLE REPLACEMENT FUND CIP MID-
YEAR ADJUSTMENTS
$ 26,466 $ 127,624
VEHICLE REPLACEMENT FUND
TECHNOLOGY FUND
7 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
ADDITIONAL APPROPRIATIONS
Water System Customer Connections WS-80013 $ 217,000 $ 217,000 Connection
Charges
This action provides $217,000 in additional funding
from the Water Fund reserve, offset by the
recognition of $217,000 in additional revenue from
customer connections, to the Water System,
Customer Connections project (WS-80013) due to
increased new construction in Palo Alto and
demands for additional customer connections.
Water Regulation Station Improvements WS-07000 -$ $ 786,375 Water Reserve On June 29, 2015, the City Council approved CMR#
5634, authorizing a budget amendment increasing
the Water Regulation System Improvements project
(WS-07000) in the amount of $786,375, offset by
reductions to the Water Reservoir Coating
Improvements project (WS-08001) in the amount of
$393,188 and the Seismic Water System Upgrades
project (WS-09000) in the amount of $393,187,
with no impact to the reserve levels in the Water
Fund. Due to a technical error, this adjustment
never occurred. As a result, this action provides the
funding necessary to complete the seismic retrofits
as outlined in CMR# 5634. The corresponding
reductions in reserves are recommended below.
Water Reservoir Coating Improvements WS-08001 -$ $ (393,188)Water Reserve This action reflects the reduction in the Water
Reservoir Coating Improvements project (WS-
08001) in the amount of $393,188, as discussed
above in the Water Regulation Station
Improvements adjustment.
Seismic Water System Upgrades WS-09000 $ - $ (393,187)Water Reserve This action reflects the reduction in the Seismic
Water System Upgrades project (WS-09000) in the
amount of $393,187 , as discussed above in the
Water Regulation Station Improvements
adjustment.
Subtotal - Additional Appropriations 217,000$ 217,000$
TOTAL WATER FUND CIP MID-YEAR
ADJUSTMENTS
$ 217,000 $ 217,000
WATER FUND
8 2/19/2016
Attachment B
2/19/2016
thru 1/31/16
2014 2015 2016
POLICE DEPARTMENT
Overtime Expense
Adopted Budget $1,500,000 $1,500,000 $1,500,000
Modified Budget 1,500,000 1,500,000 1,539,053
Net Overtime Cost - see below 593,565 946,558 500,774
Variance to Budget $906,435 $553,442 $1,038,279
Overtime Net Cost
Actual Expense $1,711,764 $1,893,220 $1,108,967
Less Reimbursements
Stanford Communications 54,552 62,000 33,208
Utilities Communications Reimbursement 29,845 36,614 18,204
Local Agencies (A)8,905 10,417 7,630
Police Service Fees 73,934 69,570 65,195
Total Reimbursements 167,236 178,601 124,238
Less Department Vacancies 950,963 768,061 483,956
Net Overtime Cost $593,565 $946,558 $500,774
Department Vacancies (number of days)4,251 3,223 2,192
Workers' Compensation Cases 14 16 7
Department Disabilities (number of days)776 502 173
FIRE DEPARTMENT
Overtime Expense
Original Budget $1,424,414 $1,424,414 $1,382,714
Modified Budget (B)1,750,956 1,608,710 1,382,714
Net Overtime Cost - see below 1,012,521 94,836 418,023
Variance to Budget $738,435 $1,513,874 $964,691
Overtime Net Cost
Actual Expense $2,562,549 $2,171,795 $1,522,454
Less Reimbursements
Stanford Fire Services (C)776,452 658,054 500,000
Cal-Fire/FEMA (Strike Teams)50,542 184,296 -
Total Reimbursements 826,994 842,350 500,000
Less Department Vacancies 723,034 1,234,609 604,431
Net Overtime Cost $1,012,521 $94,836 $418,023
Department Vacancies (number of days)2,618 3,712 2,171
Workers' Compensation Cases 18 10 6
Department Disabilities (number of days)489 249 94
NOTES:
(A)Includes Animal Services contract with Los Altos and Los Altos Hills.
(B)FY 2016 Does not include Strike Team Reimbursement of $176,884 recommended in this Report.
(C )Stanford reimbursed 30.3% of Fire Services through FY 2015. Of the FY 2016 total flat amount, $6.5 million, $500,000 estimated for overtime.
Public Safety Departments
Overtime Analysis for Fiscal Years 2014 through 2016
City of Palo Alto (ID # 6590)
Finance Committee Staff Report
Report Type: Action Items Meeting Date: 3/1/2016
City of Palo Alto Page 1
Summary Title: Preliminary Financial Forecasts and Utilities Rate Changes
Title: Preliminary Financial Forecasts and Rate Changes for Electric, Gas,
Wastewater Collection, and Water Utilities for Fiscal Year 2017
From: City Manager
Lead Department: Utilities
Recommendation
This item is for discussion and no action is requested. Staff will use input from the Finance
Committee on its preliminary rate projections for the Electric, Gas, Wastewater Collection, and
Water utilities to finalize the Financial Plans and inform its formal recommendations on rates
adjustments.
Executive Summary
The attached presentation describes staff’s preliminary forecasts for the Electric, Gas,
Wastewater Collection, and Water Utilities. The presentation was provided to the Utilities
Advisory Commission (UAC) at its February 3, 2016 meeting.
The preliminary retail rate forecast over the next five fiscal years is shown in the table below.
The rate changes shown are approximate and are based on the system average rate. Rate
changes will be based on the cost of service methodologies established by the cost of service
studies for each utility and may differ by customer class. For example, a 10% overall rate
increase may result in a higher (or lower) rate adjustment for residential customers than for
non-residential customers.
City of Palo Alto Page 2
Preliminary Retail Rate Projections – FY 2017 through FY 2021
FY 2017 FY 2018 FY 2019 FY 2020 FY 2021
Electric Utility 10% 8% 2% 1% 1%
Gas Utility* 7% 5% 5% 5% 3%
Wastewater Collection (sewer) 9% 10% 10% 7% 5%
Water Utility 9% 9% 9% 3% 3%
Refuse 9% 8% 5% 3% 3%
Storm Drain ** 2 to 3% 2 to 3% 2 to 3% 2 to 3% 2 to 3%
Bill Change *** (%) 9% 9% 7% 5% 4%
($/mo) $23.25 $23.76 $21.32 $14.38 $14.52
* Gas rate changes are shown assuming constant commodity rates. Actual gas
commodity rates will vary monthly with wholesale market fluctuations.
** Storm drain rates increase annually by CPI; existing rates sunset in June 2017 unless
reauthorized by a majority vote of property owners.
*** Median residential bill is $245.23 as of July 1, 2015
Staff seeks input from the Finance Committee prior to finalizing the Utilities Financial Plans and
developing recommendations for rate changes that would be effective July 1, 2016. The
proposed Financial Plans and rate adjustment recommendations are currently scheduled to be
presented to the Finance Committee in April for the Water and Wastewater Collection Utilities
and in May for the Electric and Gas Utilities.
Background
Every year staff presents the UAC and Finance Committee with financial forecasts for the
Electric, Gas, Water, and Wastewater Collection Utilities and recommends any rate adjustments
required to maintain their financial health. These forecasts are memorialized in Financial Plans
that comprehensively discuss the outlook for each utility.
Commission Review
The UAC reviewed the preliminary financial forecasts at its February 3, 2016 meeting. No
recommendation was requested at that meeting, but staff sought input from Commissioners
before finalizing the Financial Plans and rate adjustment recommendations.
Commissioners acknowledged that rate increases were anticipated in last year’s Financial Plans,
but expressed concern about the level of rate increases projected for FY 2017. One
commissioner requested that staff determine the minimum level of rate increase that would be
possible while still holding all financial reserves at least at the minimum levels. Staff is in the
process of completing that analysis and will have these figures for presentation to the Finance
Committee. The draft minutes from the UAC’s February 3, 2016 meeting are provided as
Attachment B.
Next Steps
City of Palo Alto Page 3
The UAC is scheduled to review the long-term Financial Plans proposed rate adjustments for
the Water and Wastewater Collection Utilities on March 2, 2016 and the Electric and Gas Utility
on April 6, 2016.
The Finance Committee is tentatively scheduled to review the long-term Financial Plans and
proposed rate adjustments in April (for the Water and Wastewater Collection Utilities) and in
May (for the Electric and Gas Utilities). Once the Finance Committee has provided its
recommendation, notification of any recommended Water, and Wastewater Collection rate
increases and the opportunity to protest the proposed changes will be sent to customers as
required by Article XIIID of the State Constitution (added by Proposition 218). The Financial
Plans and proposed new rate schedules will be considered by the City Council with the FY 2017
budget, at which time the public hearing required by Article XIIID of the State Constitution will
be held.
Environmental Impact
The Finance Committee’s review of the preliminary financial projections does not meet the
definition of a project, pursuant to Section 21065 of the California Environmental Quality Act,
thus no environmental review is required.
Attachments:
Attachment A: Presentation to UAC - FY 2017 Preliminary Financial Projections (PDF)
Attachment B: Excerpted Draft Minutes of the February 3, 2016 UAC Meeting (PDF)
1
Preliminary Financial
Forecasts and Rate Changes
for Electric, Gas, Wastewater
Collection, and Water Utilities
Utilities Advisory Commission
February 3, 2016
ATTACHMENT A
2
Financial Forecast Summary
§Review of Financial Reserves
§Review four funds: Electric, Gas, Water and Wastewater
Collection
§Refuse rate projections included for information
§Staff projects need for Electric, Gas, Water,and
Wastewater Collection rate increases for FY 2017
§Rate increases slightly higher than projected last year
Ø The biggest driver for rate increases is the ongoing
drought
§Communication plan prepared
3
Review of the Financial Reserves
§Reserve structure changed in FY 2015 in
response to audit by City Auditor
§Reserves Management Practices:
–Part of the Council-approved Financial Plans
–Guide staff in developing rate trajectories for financial forecast
period
–Purpose of each reserve
–Minimum and Maximum reserve levels defined
4
Review of the Financial Reserves
Purpose of the Reserves:
§Operating contingencies (Operations Reserves)
§Rate stabilization (Rate Stabilization Reserves)
§Cash flow management and contingencies related to
capital improvement projects, or CIPs (CIP Reserves)
§Commitments and Reappropriations of funds budgeted
but not yet spent
–Separate Commitment and Reappropriation reserves, possibly
CIP reserve if CIP related
5
Reserves Overview
§Operations Reserves:
–Primary contingency reserve—used to manage annual variances from budget for
operational and commodity expenses
–Ta rget reserve level
•Between 90 to 105 days of expenses, depending on the fund
•Reserve should meet Target levels by the end of the forecast period
–Minimum reserve level
•60 days of expenses
•If reserve falls below minimum level, a plan to reach minimum by following
year is required. Alternative, longer term plans are allowable
–Maximum reserve levels
•Between 120 to 150 days of expenses, depending on the fund
•If reached, additional funds flow to the Unassigned Reserve
–Risk Assessment levels
•Maximum revenue variance in previous 10 years
•A 10% increase in planned CIP expenditures for a budget year
6
Reserves Overview
§Rate Stabilization Reserves:
–Intended to be empty unless one or more large rate increases
are anticipated in the forecast period. These reserves will be
drawn down to mitigate rate impacts.
§Unassigned Reserve:
–Intended to be empty unless Operations reserve reaches
maximum level. Plans for use of these funds must be provided
for in the following Financial Plan.
§CIP Reserves:
–Used to manage cash flow for capital projects and act as a
reserve for capital contingencies
–Includes Commitments, or the amount of total remaining
spending authority for existing CIP contracts
7
Preliminary Rate Projections
FY 2017 FY 2018 FY 2019 FY 2020 FY 2021
Electric Utility 10%8%2%1%1%
Gas Utility1 7%5%5%5%3%
Wastewater 9%10%10%7%5%
Water Utility 9%9%9%3%3%
Refuse 9%8%5%3%3%
Storm Drain2 2%to3%2%to3%2%to3%2%to3%2%to3%
Bill Change3 (%)9%9%7%5%4%
($/mo)$23.25 $23.76 $21.32 $14.38 $14.52
(1)Gas rate changes are shown with commodity rates held constant. Actual gas commodity
rates will vary monthly with wholesale market fluctuations
(2)Storm Drain Rates increase annually by CPI; existing rates sunset in June 2017 unless
reauthorized by a majority vote of property owners
(3) Median residential bill is $245.23 as of July 1, 2015 (does not include drought surcharge)
8
Comparison to Last Year’s
Projected Bill Changes
9
Communications Plan
Audiences -Our Customers & Other Stakeholders
§Residents
§Small Commercial
§Key Accounts & City Facilities
§Media—Radio, TV, Print, Online, Neighborhood,
Community & School Groups
§City Council
§Utilities Advisory Commission (UAC)
§Finance Committee
§City of Palo Alto Executive Leadership Team
§City of Palo Alto Staff
10
Additional Outreach Methods –
Supporting Activities & Education
§Rates Webpage—cityofpaloalto.org/RatesOverview
§Utility Bill Inserts—Va lue, Supplies, Infrastructure Benefits
Information
§Frequently Asked Questions—Web, Education for
Customers, Elected & Appointed Officials & Staff
§Press Releases & Media Alerts
§Email Blast Newsletters
§Meetings -Neighborhood, Community & Business Groups
§Videos for Web, Social Media, TV Commercials
§Social Media Posts—Twitter,Facebook, NextDoor
§Internal Memo -FAQs, Presentation, Updates for City Staff
11
Electric Utility Financial
Projections
FY 2017-FY 2023
12
FY 2017 –FY 2023 Projections
§Distribution Operations Reserves below minimum guidelines
due to cost increases
§Supply Operations Reserves low
§Last rate increase was July 2009
§Rate increase projections:
–10% in FY 2017, 8% in FY 2018
–Later years –1-2%
–COSA currently under development, may result in slightly
different increases for different rate classes
§Reserves transfers:
–$17M from hydro stabilization reserves over three years
(FY 2016 through FY 2018)
–$14.4M from supply rate stabilization reserve over two years
(FY 2016 through FY 2017)
Electric Utility
13
FY 2017 –FY 2023 Projections
§Develop hydro rate adjuster after COSA (mid FY 2017)
§Use hydro rate adjuster in case of extended drought
conditions
§Smart Grid rollout ($3M/yr starting in FY 2019):
–Forecast assumes this is part funded by Water/Gas Funds.
–Forecast assumes the remainder is funded by the Electric
Special Projects Reserve.
§Long-term cost increases over forecast period are
primarily due to new renewable projects coming
online. Drought produces short term cost impacts.
Electric Utility
14
FY 2017 –FY 2023 ProjectionsElectric Utility
15
FY 2017 –FY 2023 Supply Reserves
Electric Utility
16
Supply Operations ReserveElectric Utility
17
Supply Reserve AdequacyElectric Utility
18
FY 2017 –FY 2023 Distribution Reserves
Electric Utility
19
Distribution Operations ReserveElectric Utility
20
Projected Rate Changes
Comparison to FY 2016 Financial Plan Forecast
Electric Utility
21
Uncertainties
§How long will the drought last?
§Will second transmission line (resulting in
Transmission Access Charge savings) be built?
§Cost of Smart Grid implementation, use of
Electric Special Projects Reserve
§Increasing CIP costs
Electric Utility
22
Gas Utility Financial
Projections
FY 2017-FY 2021
23
FY 2017 –FY 2021 Projections
§FY 2017: 7% rate increase (assuming
commodity prices are flat)
–PG&E Transportation costs projected to nearly double in FY
2016
–CIP and Cross-bore costs
§FY 2018 –FY 2021 projected actions
–Ongoing 5% non-commodity increases
§Reasons for increases:
–Higher ongoing CIP costs, primarily for gas main replacement
Gas Utility
24
FY 2017 –FY 2021 ProjectionsGas Utility
25
FY 2017 –FY 2021 Reserves
Gas Utility
26
Operations Reserve Gas Utility
27
Projected Rate Changes
Comparison to FY 2016 Financial Plan Forecast
Changes in assumptions:
§Lower gas sales
Gas Utility
28
What Potential Costs aren’t
Included in the Forecast?
§Potential Revenue Loss: Long term decrease in consumption
due to fuel switching
–Solution: This is a long-term policy issue requiring comprehensive
analysis in the context of the Sustainability and Climate Action Plan
policy making process.
§Potential Cost: Changes in design of Cap-and-Trade Program
allowance allocations after 2020.
–Solution:Assume current design will continue, but if there are
changes, pass through costs to customers.
Gas Utility
29
Wa stewater Collection
Utility Financial
Projections
FY 2017-FY 2021
30
FY 2017 –FY 2021 Projections
§FY 2017 proposal: 9% rate increase
–$2.88 per month change on a residential bill
–Treatment costs greater than projected
§FY 2018 –FY 2021 projected actions
–Increases of 10% for two years, tapering down to 7% in FY
2020
–Assumes continuing increases in treatment costs,
operational costs
Wastewater Collection Utility
31
FY 2017 –FY 2021 Projections
Wastewater Collection Utility
32
FY 2016 –FY 2021 Reserves
Wastewater Collection Utility
33
Operations Reserve
Wastewater Collection Utility
34
Projected Rate Changes
Comparison to FY 2016 Financial Plan Forecast
Wastewater Collection Utility
35
Uncertainties
§Higher main replacement costs seen in water
and gas occur here as well.
–How long will it continue?
–How high can it go?
§Is current rate of main replacement optimal?
–Wastewater System Master Planning Study
planned.
Wastewater Collection Utility
36
Water Utility Financial
Projections
FY 2017-FY 2021
37
FY 2017 –FY 2021 Projections
§FY 2017 proposal: 9% overall rate increase
–Create separate commodity rate component
–Increase commodity rate to match SFPUC wholesale rate
(results in projected 9% overall rate increase)
–Do not increase revenue collected from distribution rates
–Continue drought surcharge until drought conditions cease
§FY 2018 –FY 2021 projected actions
–Distribution and commodity increases each year
–Separate commodity rate will allow pass-through of changes
to SFPUC rate, drought-related or otherwise
Water Utility
38
FY 2017 –FY 2021 ProjectionsWater Utility
39
SFPUC Wholesale Water Rates
Projected $4.47-5.00/CCF for FY 2017
Water Utility
40
FY 2017 –FY 2021 ProjectionsWater Utility
41
FY 2017 –FY 2021 ProjectionsWater Utility
42
Projected Rate Changes
Comparison to FY 2016 Financial Plan Forecast
Changes in assumptions:
§Higher purchase cost from SFPUC
§Continuing lower load, uncertain level of
recovery
Water Utility
0%
1%
2%
3%
4%
5%
6%
7%
8%
9%
10%
FY 2017 FY 2018 FY 2019 FY 2020 FY 2021
FY 2016 - FY 2023 Financial
Plan
Current Forecast
43
Uncertainties
Capital Improvement Program Uncertainty:
Prices for main replacement are currently 50%
higher than historical.
–How long will project costs remain higher.
Sales Uncertainty:How long will the drought last?
Water Utility
44
What Potential Costs aren’t Included
in the Forecast?
§Potential Revenue Loss: Drought continues, at higher or lower
levels of mandatory reduction required by SFPUC and/or State
–Solution: Impose drought rates
§Potential Cost: Seismic rehabilitation work may be required on
Foothills transmission line
–Solution:Consultant investigating a solution in which the
transmission line is not replaced, and CPAU installs a valve and hose
system (under $2M cost) to bypass earthquake breaks to do repairs
§Potential Cost: SFPUC will likely proceed with Mountain Tunnel
rehabilitation work
–Impact:Would affect commodity rates in outer years (after 2020)
and result in roughly a one time 3% rate increase.
§Potential Cost:Recycled water project
–Impact: Rate impact to be analyzed in 2016
Water Utility
45
Conclusion
46
Preliminary Rate Projections
FY 2017 FY 2018 FY 2019 FY 2020 FY 2021
Electric Utility 10%8%2%1%1%
Gas Utility1 7%5%5%5%3%
Wastewater 9%10%10%7%5%
Water Utility 9%9%9%3%3%
Refuse 9%8%5%3%3%
Storm Drain2 2%to3%2%to3%2%to3%2%to3%2%to3%
Bill Change3 (%)9%9%7%5%4%
($/mo)$23.25 $23.76 $21.32 $14.38 $14.52
(1)Gas rate changes are shown with commodity rates held constant. Actual gas commodity
rates will vary monthly with wholesale market fluctuations
(2)Storm Drain Rates increase annually by CPI; existing rates sunset in June 2017 unless
reauthorized by a majority vote of property owners
(3) Median residential bill is $245.23 as of July 1, 2015 (does not include drought surcharge)
47
Timeline for Actions
§March 2016:
–Water and Wastewater financial plans and rates to UAC
§April 2016:
–Electric and Gas financial plans and rates to UAC
–Water and Wastewater financial plans and rates to Finance
–Proposition 218 notices sent to Water and Wastewater
customers
§May 2016:
–Electric and Gas financial plans and rates to Finance
§June 2016:
–Council hearing/adoption of all rates to be effective July 1,
2016
48
Preliminary Financial
Forecasts and Rate Changes
for Electric, Gas, Wastewater
Collection, and Water Utilities
Utilities Advisory Commission
February 3, 2016
EXCERPTED DRAFT MINUTES OF THE FEBRUARY 3, 2016
UTILITIES ADVISORY COMMISSION MEETING
ITEM 4. DISCUSSION: Preliminary Financial Forecasts and Rate Changes for Electric, Gas,
Wastewater Collection and Water Utilities
Assistant Director Jane Ratchye stated that this presentation is the annual initial review of the
long-term cost drivers for each fund to give the UAC and the community an idea of the rate
adjustments that are projected to be needed this year and the next several years. She said that
the rate increases projected this year are slightly higher than projected last year and that much
of that change can be attributed to the impacts of the drought. Ratchye cautioned that these
projections are preliminary and things will change before they are finalized.
Ratchye reviewed that financial reserves that are managed for the Utilities funds and stated
that the description and purpose of each reserve is described in detail in the Reserve
Management Practices that are part of the long-term Financial Plans that are adopted by
Council. As part of the annual preparation of the financial plans, staff conducts a risk
assessment to determine the financial impact of a 10% loss of sales combined with an
unexpected additional Capital Improvement Program (CIP) expense. This risk assessment level
is generally slightly below the minimum level of the Operations Reserve for each fund.
Communications Manager Catherine Elvert explained that there is a comprehensive
communications plan that includes reaching out to all stakeholders and communicating the
value of the utility services as well as the reasons for the rate increases. She noted that many
channels will be used for the communications.
Commissioner Hall asked how the drought impacts the wastewater and gas funds. Ratchye
replied that the gas revenues have declined somewhat due to people reducing water use—
including the use of hot water. Wastewater costs have increased as the concentration of
constituents in the City sewage has increased due to the drought. In addition, some of the
wastewater revenue is based on water usage for commercial customers and that revenue has
declined while costs are fixed.
Commissioner Danaher noted that the rate increases will result in an increase of $600 over two
years for the average customers, which is not insignificant. He asked if we know the impact on
low use customers. Ratchye responded that the Financial Plan will contain the impact on
customers using different levels, but that this information isn’t available at this time. He asked
ATTACHMENT B
if there are assistance programs for low income residents. Ratchye said that the City does offer
financial assistance for electric and gas funds.
Electric Fund
Acting Rates Manager Eric Keniston said that a 10% electric rate increase is required for Fiscal
Year (FY) 2017. He said that additional information received since the preliminary projections
were developed indicate that an even higher—possibly 12%—rate increase may be required.
He said that a rate increase of 8% is projected for FY 2018. The last electric rate increase was
implemented in July 2009 and the new cost of service analysis (COSA) is pointing to a higher
increase for residential customers than for non-residential customers.
Keniston said that the primary driver for the cost increases are the drought over the last several
years, which has used up most of the available reserves, and the increasing cost of renewable
energy contracts coming on line over the forecast period as well as increasing transmission
costs. The forecast calls for completing drawing down the Supply Rate Stabilization Reserve and
Hydro Stabilization Reserve by FY 2018. With the preliminary rate projections, the supply
Operations Reserve is near the minimum level for the next several years and the Distribution
Operations Reserve is between the target and the minimum levels in FY 2017. Keniston stated
that this year’s rate increase projections of 10% and 9% for FY 2017 and FY 2018 are higher
than last year’s financial projections, which included rate increases of 6% per year for FY 2017
and FY 2018. The reason for the change is the ongoing drought conditions that have severely
limited the availability of hydroelectric resources.
Keniston said that the uncertainties for the electric fund include how long the drought will last
and CIP costs. In addition, the Electric Special Projects Reserve may be tapped for a second
transmission line and smart grid projects.
The commissioners had no questions.
Gas Fund
Keniston said that a 7% gas rate increase is planned for FY 2017 following by increases of 5%
per year for the following several years. He said that transportation costs from PG&E are
expected to double and CIP costs have increased. He noted that revenues have not covered
costs in FY 2016 and that costs are expected to remain above revenues until FY 2021 by
drawing down remaining funds in the Rate Stabilization Reserve by FY 2018. The Operations
Reserve is expected to be at the target level for this fund throughout the forecast period.
Keniston noted that the 7% rate increase for FY 2017 is exactly what was predicted last year.
However, last year rate increases of 4% per year were anticipated in FY 2018 though FY 2020
instead of the 5% per year increases projected this year. Keniston noted that the Gas fund
faces uncertainties including the extent to which sales volumes fall due to electrification. In
addition, the cost for compliance with the cap-and-trade program are unclear after 2020.
Commissioner Schwartz asked if we have a take or pay contract for gas. Keniston replied that
the City purchases all gas in the short-term markets and that gas commodity costs are passed
on to the customers every month.
Commissioner Hall noted that it will be a communications challenge to explain the actual gas
rate adjustment since commodity cost changes may make the actual rate increase seen by
customers higher or lower than the stated rate change.
Wastewater Collection Fund
Keniston said that wastewater collection (sewer) rates are expected to increase by 9% in FY
2017 and 10% per year in FY 2018 and FY 2019. He said that updated projections for
wastewater treatment costs and operations costs are higher than projected last year. Keniston
noted that after a reprieve in FY 2014 when CIP costs fell so that staff could catch up with
projects in the queue, revenues have not covered costs for several years. He said that the
Operations Reserve was at the target level in FY 2016, but is projected to fall to just above the
minimum level—but above the risk assessment level—by FY 2018. Keniston said that the 9%
rate adjustment for FY 2017 is the same as what was predicted last year. However, the rate
increases for FY 2018 and 2019 are higher than last year’s projections of 9% per year.
Commissioner Schwartz said that she heard a news report on the issue regarding concentration
of the constituents in sewage noting that this is not just an issue for Palo Alto, but many
communities are dealing with the same issue and increased costs associated with sewage
treatment.
Commissioner Hall asked when the treatment plant upgrade costs hit the sewer rates. He
noted the need to be clear in communicating with the public about the ongoing cost increases.
Commissioner Eglash asked if the additional chemicals are part of treatment costs, or
operational costs. He asked if the capital costs were for the treatment plant. Keniston explained
that the operational and capital costs are for the Utilities wastewater collection system and the
treatment cost category includes all costs that Utilities pays for treatment to the Regional
Water Quality Control Plant (RWQCP). The treatment costs at the RWQCP do include capital
and operating and maintenance costs for the operating the treatment plant.
Commissioner Ballantine warned against tying the rate increase to the drought too much since
other costs are also driving up the rates. Ratchye clarified that the difference between this year
and last year’s rate adjustment is due to the drought, but the larger reason for the increases is
due to the increasing treatment costs.
Commissioner Hall left meeting at the conclusion of the discussion of the Wastewater
Collection Fund.
Water Fund
Keniston stated that a 9% per year water rate increase is projected for FY 2017, FY 2018 and FY
2019. He indicated that staff plans to propose a small change to the rate structure by
separating out the commodity portion of the rate similar to what is done with gas rates. This
will enable the wholesale water rate from the San Francisco Public Utilities Commission (SFPUC)
to pass through to customers. For FY 2017, there is no expected increase to the distribution
components of the rate so that the entire rate increase is driven by increases in the cost of the
water from the SFPUC. Keniston remarked that the final wholesale rate is not known until quite
late in the rate development process—often as late as June—so separating the commodity part
out will make for more ratemaking certainty. Keniston expects that the drought surcharge
currently in place will need to continue.
Keniston said that water revenues were less than costs for FY 2015 and are expected to be
lower than costs until FY 2019. This has resulted in the drawdown of available reserves
including the Rate Stabilization Reserve and the Operations Reserve. Although the Operations
Reserve is expected to be above the target level in FY 2016 and FY 2017, it is expected to dip
below the target level until FY 2023.
Keniston noted that the 9% per year rate increases for FY 2017 through FY 2019 are slightly
higher than the 8% per year increases projected in last year’s financial plan. He said that the
major reason for that is the higher cost for SFPUC water and continuing lowered sales volumes.
Keniston indicated that the uncertainties for the Water Fund include CIP costs, the extent to
which sales volumes increase after the drought is over, seismic rehabilitation work that may be
required in the foothills pipeline used to access some of the City’s stored water and other
impending costs that are forecast for the SFPUC’s regional water system.
Commissioner Schwartz said that the water costs more, not that it costs the same since
customers are using less. She noted that this concept is difficult to explain, but that it is
important for the overall communication plan.
Commissioner Eglash asked if staff has any indication of what the changes to the water rates
will be and whether there would be a change to rate structure itself. Ratchye said that staff will
rely on the cost of service study completed last year, which is compliant with the cost of service
requirements of Proposition 218, and that a major adjustment to the rate structure or the
tiered rates is not anticipated. She said that the actual rate proposals for both water and
wastewater collection will be presented next month with the long-term financial plans for both
funds.
Overall
Keniston restated the overall preliminary rate projections for all funds for FY 2017: 10% electric
rate increase, 7% gas rate increase, 9% wastewater collection rate increase, and 9% water rate
increase. He said that with refuse rates increasing in FY 2017 by 9% and storm drain fees rising
by 2-3%, the overall FY 2017 bill increase for the median resident is about $23.25 per month.
Keniston stated that the UAC and the Finance Committee will review the Water and
Wastewater Collection Financial Plans and proposed rates for implementation on July 1, 2017 in
March and April, respectively. The Proposition 218 notification process for the water and
wastewater rate changes will be sent to customers in April. The Gas and Electric Financial Plans
and proposed rate adjustments will be reviewed by the UAC and Finance Committee in April
and May, respectively. Council will consider the rate proposals and Financial Plans with the
budget process in June.
Commissioner Eglash asked what the rate adjustments would be in FY 2017 if all the reserves
were limited to the minimum levels. Keniston noted that the gas rate increase could come
down a bit since there is some room in the gas reserves, but he hasn’t done that analysis yet.
Commissioner Eglash said that he sees a bit of wiggle room in gas and wastewater funds and,
since it is a large impact, it would be best to know the minimum rate increases required. He
said that the UAC may not support such a plan as that, but that having the information about
those limits would be helpful. He added that it would be helpful to know the rate trajectory if
all the financial reserves for each fund were to be at the target levels, too. This will provide
context and more information when the UAC is faced with making recommendations on rate
increases at its next two meetings.
Vice Chair Cook said that no one likes rate increases, but we want to maintain reliable and safe
utility services. He said that the City needs to balance rate increases with running the utility
well.