HomeMy WebLinkAbout1996-12-03 City Council (6)City of Polo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
ATTENTION: FINANCE COMMITTEE
FROM:CITY MANAGER DEPARTMENT: ADMINISTRATIVE
SERVICES
AGENDA DATE: DECEMBER 3, 1996 CMR:471:96
SUBJECT:1995-96 YEAR-END CAPITAL IMPROVEMENT PROJECTS
STATUS MATRIX
REQUEST
This is an informational report and no Council action is required.
EXECUTIVE SUMMARY
This report provides the Finance Committee with information on the status of the City’s
Capital Improvement Program (CIP) projects as of the end of fiscal year 1995-96. In the
attached matrix, all City departments have submitted information on their projects and
commented on any issues which might cause a change in the scope or timing of the projects.
Information in this report will keep Council abreast of progress on all open CIP projects and
on those projects which have been completed during the fiscal year.
Earlier this year, Council received two Midyear CIP Status Reports (CMR:174:96 and
CMR:251:96). The format of this new Year-end Report reflects input received from Council
on both Midyear CIP reports. The attached matrix categorizes CIP’s into minor projects
(projects which can be completed within a one-year period) and multi-year projects (projects
which have multi-year budgets and/or complex implementation schedules with identifiable
phases). Information in the project status portion of the matrix has been changed to identify
the phase the project is in at the end of the fiscal year. Information on phases will give
Council a better perspective on how much progress has been made on a project. Three
distinct phases have been utilized, as follows:
CMR:471:96 Page 1 of 3
Phase:
Pre-Design
Design
Construction
May Include:
o Preparation of feasibility study
o Development of a master plan
o Definition of project scope
o Preparation of Environmental Impact Report
o Hiring a design consultant
o Completion of project design
o Soliciting bids or proposals
o Acquisition of major equipment
o Installation
o Implementation of a project (e.g., computer application)
A comments section has also been added to the matrix to inform Council of the reasons for
substantial project delays or changes in the scope or cost of a project.
In the attached matrix, projects are listed by department for the General Fund and by Fund
for the Enterprise and Internal Service Funds. Within each department or fund, the projects
are ordered by project number, which includes the year of Council approval (year of approval
is shown by the second two digits of 5-digit project numbers or the first two digits of 4-digit
project numbers). Staff has also incorporated information on the total or accumulated
budget for projects, the remaining budget as of the beginning of the fiscal year, and the fiscal
year expenditures, including commitments (encumbrances). While a project’s accumulated
budget is provided as a reference point, information on the project’s budget balance and on
expenditures during the fiscal year is detailed to provide another measurement of a project’s
status. It is important to note that the total or accumulated budget was not readily available
for a number of multi-year Enterprise Fund projects.
The attached report does not include "continuous" projects. These projects, such as water
meter replacement, have no definitive beginning or end dates and receive ongoing funding
to reflect continuing replacement cycles or commitments. Staff, however, plans to provide
Council with information on any "continuous" project where no progress has been made
during the year. During fiscal year 1995-96, progress was made on all of the City’s
"continuous" projects; a listing of these projects is provided for Council’s reference
(Attachment A).
All completed CIP’s will be closed and the remaining balances transferred to the Budget
Stabilization Reserve for General Fund projects; and for Utility Fund projects, to the
appropriate Rate Stabilization Reserves.
CMR:471:96 Page 2 of 3
ATTACHMENT:
Attachment A: List of Continuous Projects
PREPARED BY:Linda Craig, Senior Financial Analyst
Melissa Cavallo, Assistant Director, Administrative Services
DEPARTMENT HEAD APPROVAL:
Emil?) Harrison
Deputy City Manager,
Administrative Services
CITY MANAGER APPROVAL:
CC: n/a
Fleming
Manager
CMR:471:96 Page 3 of 3
ATTACHMENT A
List of Continuous Projects
Administrative Services
18614 Financial Database Upgrade
19618 GIS Application
19711 City Network Improvements
Community Services
19415 Park Facilities Improvements
18617 Art in PuNic Places
Public Works
18903
18971/
18670/
19610
19101
19309
General Fund
Sidewalk Improvements
Street Improvements (Utility Users Tax)
Street Improvements (Street Improvement Fund)
Street Improvements (General Fund)
Tank Investigation and Remova!
ADA Compliance
Storm Drainage Fund
8870 Collection System Improvements
Utilities
8928
8930
8931
8938
8944
9354
Electric Fund
Underground Improvements, customer design and connection services
Traffic Signals
Communications System Improvements
Substation Protection Improvements
Substation Facility Improvements
Street Light Replacements
8013
8014
8015
8016
Water Fund
Water System Extensions
Sen, ice & Hydrant Replacements
Water Meters
Water Main Replacements
8020
9173
Wastewater Collection
Sewer System Extension
Sewer System Rehabilitation and Augmentation
8017
8018
8019
Gas Fund
Gas System Extensions
Gas Main Replacements
Gas Meters & Regulators
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