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Home My WebLink About2021-05-11 Finance Committee Agenda PacketFinance Committee- Budget Hearing 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 ON THE CITY’S WEBSITE Tuesday, May 11, 2021 Special Meeting 9:00 AM REVISED ***BY VIRTUAL TELECONFERENCE ONLY*** Click to Join Zoom Meeting ID: 992-2730-7235 Phone: 1(669)900-6833 Pursuant to the provisions of California Governor’s Executive Order N-29-20, issued on March 17, 2020, to prevent the spread of Covid-19, this meeting will be held by virtual teleconference only, with no physical location. The meeting will be broadcast on Midpen Media Center at https://midpenmedia.org. Members of the public who wish to participate by computer or phone can find the instructions at the end of this agenda. 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/Community Meeting 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. Public comment may be addressed to the full Finance Committee via email at City.Council@cityofpaloalto.org. Call to Order Action Items 9:00 AM 1. Fiscal Year 2022 May 4 Budget Hearing Continuation 9:30 AM 2. Infrastructure and Environment: Capital Improvement Program, Capital Fund Projects a.Capital Improvement Fund b.Cubberley Capital Improvement Plan C: 53-234 C: 235-252 LUNCH BREAK 12:00 PM- 2:00 PM 2:00 PM 3. Fiscal Year 2022 Budget Hearing Continuation 2:10 PM 4. Infrastructure and Environment: Capital Improvement Program (Continued), Enterprise Fund Projects and Internal Service Fund Projects a. Information Technology i.Technology Fund b. Public Works i.Airport Fund (Public Works) ii.Stormwater Management Fund (Public Works) C: 527-559 C: 255-278 C: 403-428 FY 2022 Proposed Capital Budget FY 2022 Transmittal Letter FY 2022 Proposed Operating Budget Presentation Public Comment Memo 2 May 11, 2021 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION ON THE CITY’S WEBSITE iii. Wastewater Treatment Fund (Public Works) iv. Vehicle Replacement Fund c. Utilities i. Electric Fund ii. Fiber Optics Fund iii. Gas Fund iv. Wastewater Collection Fund v. Water Fund C: 453-486 C: 561-586 C: 279-360 C: 361-374 C: 375-402 C: 429-452 C: 487-524 3:30 PM 5. Public Safety a. Fire b. Office of Emergency Services c. Police O:205-214 O:255-261 O:277-288 Oral Communications Members of the public may speak to any item NOT on the agenda. 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. 3 May 11, 2021 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION ON THE CITY’S WEBSITE Public Comment Instructions Members of the Public may provide public comments to virtual meetings via teleconference or by phone. 1. Spoken public comments using a computer will be accepted through the teleconference meeting. To address the Committee, click on the link below to access a Zoom-based meeting. Please read the following instructions carefully. A. You may download the Zoom client or connect to the meeting in- browser. If using your browser, make sure you are using a current, up-to-date browser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+. Certain functionality may be disabled in older browsers including Internet Explorer. B. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. C. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. D. When called, please limit your remarks to the time limit allotted. E. A timer will be shown on the computer to help keep track of your comments. 2. Spoken public comments using a smart phone will be accepted through the teleconference meeting. To address the Committee, download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below. Please follow the instructions B-E above. 3. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Committee. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. https://zoom.us/join CLICK HERE TO JOIN Meeting ID: 992-2730-7235 Phone No: 1 (669) 900-6833 FINANCE COMMITTEE MEETING _______5/11/2021_______ [X] Placed Before Meeting [ ] Received at Meeting #1 City of Palo Alto MEMORANDUM To: Finance Committee Date: May 11, 2021 SUBJECT: Agenda Item #1: Additional Information Staff would like to provide the Finance Committee additional information for the May 11 and May 12 FY 2022 Budget Hearing meetings. Information to Assist the Finance Committee During the Budget Review Process In previous years, the City Council has made a variety of requests to provide context and/or additional data points of reference to aid in budget deliberations. Staff has compiled these items to assist the Finance Committee’s review of the FY 2022 Proposed Budget documents. Capital Fund Reappropriation List City Council authorization is required for Capital funds to be carried forward from one fiscal year to the next (Palo Alto Municipal Code 2.28.090, amended September 2014). There are several opportunities for departments to request funds to be carried over from one fiscal year to the next. First, departments have the opportunity to request funds to be carried over from one year to the next through the budget process. By estimating lower than budgeted expenditures in the current year, funds not anticipated to be spent in the current year but still required for the completion of the project are reflected in the first year of the five-year CIP. The Fund Narrative for each fund indicates the total amount of reappropriations included in this budget. Additionally, as part of the year-end closing actions, anticipated to be brought forward for City Council approval in the Fall, all projects will be reviewed to determine if additional adjustments to reappropriations are required. Attachment A shows the reappropriated amounts by fund and by capital project estimated not to be spent in FY 2021. These amounts are recommended to be reappropriated to FY 2022 to continue work on the projects and keep the total project budgets intact over the five-year CIP. Vacancy Report A detailed list of full-time (benefitted) positions that are vacant throughout the City are detailed in Attachment B. This attachment includes the position title, vacancy date, and the distribution of the position allocation by fund. This list excludes positions that were identified for freezes in FY 2021 and eliminated in the FY 2022 Base Budget. DocuSign Envelope ID: CFFED89E-01B3-43A5-BC5E-2D839F2948CE City’s List of Lease Information A list of City properties that are currently being leased, including information of the lease rate, can be found in Attachment C of this memo. Service Provider Spend Report for FY 2019, FY 2020, and Year-to-Date FY 2021 Attachment D is a list of service providers where the City spent more than $1 million between FY 2019 through FY 2021 (year-to-date). Department Organization Charts As requested by the City Council, this link contains Organizational Charts displaying the divisional structure and manager to employee span of control for each City department. These charts display City Council authorized staffing levels as of May 4, 2021, and do not show staffing changes recommended in the FY 2022 Proposed Budget, as those changes have not been approved by the City Council. These charts show vacant positions as of May 4, 2021, but do not show temporarily approved staffing needs as a result of vacancies across the City. Council Member Questions Received to Date Staff has received a number of questions from Council members regarding details of the FY 2022 Proposed Operating and Capital Budgets. Responses sent to the Council members have been compiled and sent via email; these responses can be found in Attachment E. Kiely Nose Ed Shikada DocuSign Envelope ID: CFFED89E-01B3-43A5-BC5E-2D839F2948CE Attachment A: Capital Improvement Plan FY 2021 Reappropriations to FY 2022 Fund No.Project Title Proj. No. Revenue Reappropriation Adjustment Expense Reappropriation Adjustment Capital Improvement Fund Americans With Disabilities Act Compliance PF‐93009 436,626 Art In Public Spaces AC‐86017 1,287,607 Automated External Defibrillator Replacement FD‐21000 200,000 Bicycle and Pedestrian Transportation Plan Implementation PL‐04010 786,696 858,633 Boulware Park Improvements (merged with Birch Street Project PE‐19003) PE‐17005 373,893 Byxbee Park Completion PE‐18006 2,400,000 2,381,146 Charleston/Arastradero Corridor Project PE‐13011 4,600,000 Churchill Avenue Enhanced Bikeway PL‐14000 2,826,104 Churchill Avenue/Alma Street Railroad Crossing Safety Improvements PL‐20000 3,996,000 3,996,000 City Hall Space Planning PE‐19000 575,000 Civic Center Electrical Upgrade & EV Charger Installation PE‐17010 114,000 396,859 Dog Park Installation and Renovation PG‐18001 150,000 150,000 Emergency Vehicle Traffic Signal Preemption System Pilot PL‐19000 26,400 Facility Interior Finishes Replacement PF‐02022 ‐ 362,000 Fire Station 4 Replacement PE‐18004 750,000 949,999 Highway 101 Pedestrian/Bicycle Overpass Project PE‐11011 1,958,023 97,556 Library Automated Material Handling LB‐21000 170,000 170,000 Municipal Service Center Lighting, Mechanical, and Electrical Improvements PF‐16006 1,539,000 5,860,694 Park Restroom Installation PG‐19000 343,439 343,439 Performing Arts Venues Seat Replacement AC‐18000 350,000 Railroad Grade Separation and Safety Improvements PL‐17001 3,942,133 Roofing Replacement PF‐00006 120,000 Safe Routes To School PL‐00026 459,677 650,728 Water, Gas, Wastewater Office Remodel PE‐19001 654,000 714,204 Capital Improvement Fund Total 13,320,835 31,669,021 Cubberley Property Infrastructure Fund Cubberley Field Restroom CB‐17002 334,787 Cubberley Repairs CB‐17001 100,000 Cubberley Property Infrastructure Fund Total 434,787 Electric Fund 115 kV Electric Intertie EL‐06001 77,481 Capacitor Bank Installation EL‐16002 200,000 Rebuild Underground District 15 EL‐11003 25,000 Rebuild Underground District 16 EL‐13003 350,000 Rebuild Underground District 26 EL‐16000 255,000 Electric Fund Total 907,481 Wastewater Collection Fund Wastewater Collection System Rehabilitation/Augmentation Project 30 WC‐17001 130,000 Wastewater Collection Fund Total 130,000 Wastewater Treatment Fund New Laboratory And Environmental Services Building WQ‐14002 2,060,000 2,127,234 Outfall Line Construction WQ‐19000 7,700,000 7,700,000 Plant Repair, Retrofit, and Equipment Replacement WQ‐19002 5,433,959 Primary Sedimentation Tank Rehabilitation WQ‐14003 600,000 600,000 Secondary Treatment Upgrades WQ‐19001 37,555 37,555 Wastewater Treatment Fund Total 10,397,555 15,898,748 Water Fund Water Main Replacement ‐ Project 28 WS‐14001 478,485 Water Fund Total 478,485 Stormwater Management Fund Corporation Way System Upgrades and Pump Station SD‐21000 1,488,147 Storm Drainage System Replacement And Rehabilitation SD‐06101 1,596,857 Stormwater Management Fund Total 3,085,004 Technology Fund Development Center Blueprint Technology Enhancements TE‐12001 223,641 Infrastructure Management System TE‐13004 29,960 Public Safety Records Management System (RMS) Replacement TE‐21000 649,181 Radio Infrastructure Replacement TE‐05000 199,137 Technology Fund Total 1,101,919 Vehicle Replacement & Maintenance Fund Scheduled Vehicle and Equipment Replacement ‐ Fiscal Year 2019 VR‐19000 691,294 Scheduled Vehicle and Equipment Replacement ‐ Fiscal Year 2020 VR‐20000 1,523,803 Scheduled Vehicle and Equipment Replacement ‐ Fiscal Year 2021 VR‐21000 660,165 Vehicle Replacement & Maintenance Fund Total 2,875,262 DocuSign Envelope ID: CFFED89E-01B3-43A5-BC5E-2D839F2948CE City of Palo Alto Full-time Position Vacancies (as of May 2021)ATTACHMENT B Vacancy Date General Fund Enterprise Funds Other Funds Total Accountant*6/22/2018 - 1.00 - 1.00 Administrative Assistant*07/31/2020 1.00 - - 1.00 Administrative Associate II 08/01/2020 0.50 - - 0.50 Contracts Administrator*03/27/2021 0.30 0.70 - 1.00 Management Analyst 10/17/2020 1.00 - - 1.00 Offset Equip Op 10/29/2020 - - 1.00 1.00 Offset Equip Op*12/28/2019 - 0.48 0.52 1.00 Senior Accountant*04/26/2021 1.00 - - 1.00 City Attorney's OfficeAssistant City Attorney*11/14/2020 1.00 - - 1.00 Administrative Associate III 12/04/2020 1.00 - - 1.00 Assistant City Manager 03/13/2021 1.00 - - 1.00 Assistant to City Manager 10/09/2020 1.00 - - 1.00 Manager Communications*09/26/2020 1.00 - - 1.00 Administrative Assistant 01/01/2021 1.00 - - 1.00 Jr Museum & Zoo Educator 7/31/2020 0.65 - - 0.65 Prod Arts/Sci Prog - Jr. Museum & Zoo*07/01/2020 1.00 - - 1.00 Senior Management Analyst*11/07/2020 1.00 - - 1.00 Fire Cap Haz Mat EMT 12/30/2020 1.00 - - 1.00 Hazardous Materials Inspector EMT 07/03/2020 1.00 - - 1.00 Human Resources Technician 10/23/2020 0.75 - - 0.75 Librarian 12/28/2020 1.00 - - 1.00 Library Specialist 01/30/2021 1.00 - - 1.00 Library Specialist 04/12/2021 1.00 - - 1.00 Library Specialist 11/12/2020 1.00 - - 1.00 Administrative Associate III 10/09/2020 1.00 - - 1.00 Assistant Building Official*1/29/2021 1.00 - - 1.00 Assoc Planner 10/10/2020 1.00 - - 1.00 Bldg Inspector Spec*03/24/2021 1.00 - - 1.00 Principal Planner 02/24/2014 1.00 - - 1.00 Police Agent/Adv*04/10/2021 1.00 - - 1.00 Police Officer-Inter 12/05/2020 1.00 - - 1.00 Police Officer-Inter 01/06/2021 1.00 - - 1.00 Public Safety Dispatcher II*03/02/2021 1.00 - - 1.00 Administrative Assistant 10/02/2020 0.50 - 0.50 1.00 Assistant Director Public Works 11/16/2020 0.45 0.15 0.40 1.00 Assoc Engineer 03/29/2021 - 1.00 - 1.00 Cement Finisher 06/01/2020 1.00 - - 1.00 Coord Pub Wks Proj 07/01/2000 0.80 - 0.20 1.00 Electrician-Lead*10/01/2020 - 1.00 - 1.00 Equip Maint Serv Per 07/01/2020 - -1.00 1.00 Equip Operator 04/01/2021 1.00 - - 1.00 Equip Operator 08/04/2020 0.55 0.45 - 1.00 Facilities Maint-L*02/08/2021 - 1.00 - 1.00 Facilities Technician 07/01/2000 1.00 - - 1.00 Facilities Technician 2/14/2020 - 0.50 - 0.50 Heavy Equip Oper*03/18/2019 0.90 0.10 - 1.00 Heavy Equip Oper-L 02/20/2021 - 1.00 - 1.00 Management Analyst 11/6/2020 0.75 - - 0.75 Management Analyst*12/05/2020 - 1.00 - 1.00 Administrative Services City Clerk's Office City Manager's Office Community Services Fire Department Human Resources Department Library Department Planning & Development Services Police Department Public Works Department DocuSign Envelope ID: CFFED89E-01B3-43A5-BC5E-2D839F2948CE City of Palo Alto Full-time Position Vacancies (as of May 2021)ATTACHMENT B Vacancy Date General Fund Enterprise Funds Other Funds Total Manager Environmental Control Program 10/15/2020 - 1.00 - 1.00 Motor Equipment Mechanic II 05/16/2020 - -1.00 1.00 Program Assistant II 12/01/2020 - 1.00 - 1.00 Project Engineer 10/4/2020 - -1.00 1.00 Project Manager 10/23/2020 - -1.00 1.00 Traf Cont Maint I 12/28/2020 0.94 0.06 - 1.00 Traf Cont Maint Ii 08/15/2020 1.00 - - 1.00 Business Analyst 09/16/2020 - 1.00 - 1.00 Cement Finisher*04/24/2021 - 1.00 - 1.00 Elec Asst I 11/21/2020 - 1.00 - 1.00 Lineper/Cable Spl*01/18/2020 - 1.00 - 1.00 Lineper/Cable Spl*03/05/2020 - 1.00 - 1.00 Lineper/Cable Spl*07/06/2019 - 1.00 - 1.00 Lineper/Cable Spl*06/29/2019 - 1.00 - 1.00 Lineper/Cable Spl-L*06/09/2018 - 1.00 - 1.00 Lineper/Cable Spl-L*11/17/2019 - 1.00 - 1.00 Lineper/Cable Spl-L*12/26/2018 - 1.00 - 1.00 Manager, Utilities Credit & Collection 04/30/2021 - 1.00 - 1.00 Mgr Electric Oprns*9/10/2020 - 1.00 - 1.00 Mgr Util Telecomm 6/1/2020 - 1.00 - 1.00 Overhead Underground Troubleman*02/02/2019 - 1.00 - 1.00 Overhead Underground Troubleman*02/17/2018 - 1.00 - 1.00 Power Engr*02/01/2021 - 1.00 - 1.00 Program Assistant I*10/29/2020 - 1.00 - 1.00 Project Engineer 12/25/2020 - 1.00 - 1.00 Project Engineer*08/22/2020 - 1.00 - 1.00 Senior Engineer - U*12/30/2020 - 1.00 - 1.00 Sr Mech 01/05/2021 - 1.00 - 1.00 Sr. Business Analyst 7/31/2020 - 1.00 - 1.00 Street Light Traffic Signal & Fiber Tech 10/17/2020 - 1.00 - 1.00 Substation Electrician Lead*12/06/2004 - 1.00 - 1.00 Substation Electrician*06/27/2018 - 1.00 - 1.00 Sustainability Programs Administrator*04/05/2021 - 1.00 - 1.00 Util Comp Tech*10/16/2020 - 1.00 - 1.00 Util Comp Tech*01/17/2020 - 1.00 - 1.00 Util Install/Rep-L*12/24/2020 - 1.00 - 1.00 Util Syst Oper*11/20/2015 - 1.00 - 1.00 Util Syst Oper* 01/16/2014 - 1.00 - 1.00 Utilities Supervisor*12/27/2018 - 1.00 - 1.00 Utility Safety Officer 04/24/2021 - 1.00 - 1.00 37.09 43.44 6.62 87.15 Utilities Department - This list excludes positions that were frozen in FY 2021 and eliminated in the FY 2022 Base Budget -(*) indicates that the position is in the recruitment process -Italicized indicates that the position is eliminated in the FY 2022 Proposed Budget DocuSign Envelope ID: CFFED89E-01B3-43A5-BC5E-2D839F2948CE Address of Property Description of Property Start Date of Transaction End Date of Transaction Amount and Type of Consideration (i.e. gross, full service, NNN or other) per event, monthly or Yearly?Agency Paid Expenses 1 4000 Middlefield Rd, Studio F3, Palo Alto, CA 480 SF Studio at Cubberley Community Center 10/16/2014 12/31/2022 $442/month exterior maintenance, utilities 2 4000 Middlefield Rd, Studio F1, Palo Alto, CA 760 SF Studio at Cubberley Community Center 10/15/2018 10/14/2022 $782.80/Month exterior maintenance, utilities 3 4000 Middlefield Rd, Studio U2B, Palo Alto, CA 600 SF Studio at Cubberley Community Center 10/15/2018 10/14/2022 $618/Month exterior maintenance, utilities 4 4000 Middlefield Rd, Studio U5B, Palo Alto, CA 480 SF Studio at Cubberley Community Center 9/1/2018 8/31/2022 $494/Month exterior maintenance, utilities 5 4000 Middlefield Rd, Studio U2A, Palo Alto, CA 360 SF Studio at Cubberley Community Center 10/16/2018 10/15/2022 $371/Month exterior maintenance, utilities 6 4000 Middlefield Rd, Studio F7, Palo Alto, CA 1200 SF Studio at Cubberley Community Center 7/1/2018 6/30/2022 $1,104/Month exterior maintenance, utilities 7 4000 Middlefield Rd, Studio U4A, Palo Alto, CA 360 SF Studio at Cubberley Community Center 10/15/2018 10/14/2022 $331/Month exterior maintenance, utilities 8 4000 Middlefield Rd, Studio E3B, Palo Alto, CA 360 SF Studio at Cubberley Community Center 11/1/2018 10/31/2022 $331/Month exterior maintenance, utilities 9 4000 Middlefield Rd, Studio E1 , Palo Alto, CA 720 SF Studio at Cubberley Community Center 5/1/2019 12/31/2022 $741/Month exterior maintenance, utilities 10 4000 Middlefield Rd, Studio E4B, Palo Alto, CA 568 SF Studio at Cubberley Community Center 4/1/2019 12/31/2022 $568/Month exterior maintenance, utilities 11 4000 Middlefield Rd, Studio E7, Palo Alto, CA 480 SF Studio at Cubberley Community Center 11/30/2018 10/31/2022 $442/Month exterior maintenance, utilities 12 4000 Middlefield Rd, Studio U5A, Palo Alto, CA 520 SF Studio at Cubberley Community Center 10/30/2018 10/29/2022 $478/Month exterior maintenance, utilities 13 4000 Middlefield Rd, Studio U1, Palo Alto, CA 720 SF Studio at Cubberley Community Center 10/16/2018 10/15/2022 $662/Month exterior maintenance, utilities 14 4000 Middlefield Rd, Studio E4A, Palo Alto, CA 390 SF Studio at Cubberley Community Center 12/1/2018 11/30/2022 $358/Month exterior maintenance, utilities 15 4000 Middlefield Rd, Studio F6, Palo Alto, CA 430 SF Studio at Cubberley Community Center 12/10/2018 12/9/2022 $443/Month exterior maintenance, utilities 16 4000 Middlefield Rd, Studio E3A, Palo Alto, CA 435 SF Studio at Cubberley Community Center 10/15/2018 10/14/2022 $448/Month exterior maintenance, utilities 17 4000 Middlefield Rd, Studio E5A, Palo Alto, CA 880 SF Studio at Cubberley Community Center 6/1/2018 5/31/2022 $442/Month exterior maintenance, utilities 18 4000 Middlefield Rd, Studio E5B, Palo Alto, CA 480 SF Studio at Cubberley Community Center 11/1/2018 10/31/2022 $494/Month exterior maintenance, utilities 19 4000 Middlefield Rd, Studio E6A, Palo Alto, CA 360 SF Studio at Cubberley Community Center 7/1/2018 6/30/2022 $331/Month exterior maintenance, utilities 20 4000 Middlefield Rd, Studio F5A, Palo Alto, CA 390 SF Studio at Cubberley Community Center 6/1/2018 5/31/2022 $413.40/Month exterior maintenance, utilities 21 4000 Middlefield Rd, Studio F5B, Palo Alto, CA 390 SF Studio at Cubberley Community Center 8/15/2019 12/31/2022 $370.50/Month exterior maintenance, utilities 22 4000 Middlefield Rd, Room D1, Palo Alto, CA 560 SF Room at Cubberley Community Center 7/15/2020 MTM $438.23/Month exterior maintenance, utilities 23 4000 Middlefield Rd, Room X1, Palo Alto, CA 1220 SF Room at Cubberley Community Center 1/1/2017 MTM $1,180/Month exterior maintenance, utilities 24 4000 Middlefield Rd, Room K6 & V2, Palo Alto, CA 1300 SF Room at Cubberley Community Center 10/14/2015 MTM $2,700/Month exterior maintenance, utilities 25 4000 Middlefield Rd, Room L4, Palo Alto, CA 3,470 SF Room at Cubberley Community Center 1/1/2005 MTM $5,558/Month exterior maintenance, utilities 26 4000 Middlefield Rd, Room G9, Palo Alto, CA 345 SF Room at Cubberley Community Center 2/1/2017 MTM $265/Month exterior maintenance, utilities 27 4000 Middlefield Rd, Room H2/H3/H4A, Palo Alto, CA 2,496 SF Room at Cubberley Community Center 11/6/2012 MTM $2,006/Month exterior maintenance, utilities 28 4000 Middlefield Rd, Room W1/W2, Palo Alto, CA 7,200 SF Room at Cubberley Community Center 12/22/2010 MTM $0/Month exterior maintenance, utilities 29 4000 Middlefield Rd, Room L1/L2, Palo Alto, CA 3,910 SF Room at Cubberley Community Center 4/1/2004 MTM $8,047/Month exterior maintenance, utilities 30 4000 Middlefield Rd, Room FH, Palo Alto, CA 1,000 SF Room at Cubberley Community Center 10/19/2015 MTM $3,984/Month exterior maintenance, utilities 31 4000 Middlefield Rd, C Wing, Palo Alto, CA 4,440 SF Room at Cubberley Community Center 12/5/2016 MTM $15,813/Month exterior maintenance, utilities 32 4000 Middlefield Rd, Room D2, Palo Alto, CA 800 SF Room at Cubberley Community Center 7/1/2009 MTM $1,827.60/Month exterior maintenance, utilities 33 4000 Middlefield Rd, Room L5, Palo Alto, CA 1,920 SF Room at Cubberley Community Center 9/1/2005 MTM $4,068/Month exterior maintenance, utilities PROPERTY USAGE REPORT ATTACHMENT C DocuSign Envelope ID: CFFED89E-01B3-43A5-BC5E-2D839F2948CE Address of Property Description of Property Start Date of Transaction End Date of Transaction Amount and Type of Consideration (i.e. gross, full service, NNN or other) per event, monthly or Yearly?Agency Paid Expenses PROPERTY USAGE REPORT 34 4000 Middlefield Rd, Room J1, J2, J3, J4, Palo Alto, CA 4,376 SF Room at Cubberley Community Center 12/1/2016 MTM $12,219/Month exterior maintenance, utilities 35 4000 Middlefield Rd, Room H4B, Palo Alto, CA 672 SF Room at Cubberley Community Center 1/1/2005 MTM $956/Month exterior maintenance, utilities 36 4000 Middlefield Rd, Room L3, Palo Alto, CA 3,130 SF Room at Cubberley Community Center 1/1/2005 MTM $4,402/Month exterior maintenance, utilities 37 4000 Middlefield Rd, Room S,T1,T2B Palo Alto, CA 8,772 SF Room at Cubberley Community Center 8/1/2005 MTM $2,802/Month exterior maintenance, utilities 38 4000 Middlefield Rd, Room I1, Palo Alto, CA 4,440 SF Room at Cubberley Community Center 12/1/2016 MTM $6,246 /Month exterior maintenance, utilities 39 4000 Middlefield Rd, Room P, Palo Alto, CA 3,000 SF Room at Cubberley Community Center 12/1/2016 MTM $2,022/Month exterior maintenance, utilities 40 4000 Middlefield Rd, Room J7, Palo Alto, CA 939 SF Room at Cubberley Community Center 10/1/2016 MTM $2,625/Month exterior maintenance, utilities 41 4000 Middlefield Rd, Room D5, Palo Alto, CA 720 SF Room at Cubberley Community Center 11/1/2016 MTM $1,260/Month exterior maintenance, utilities 42 4000 Middlefield Rd, Room D3, Palo Alto, CA 720 SF Room at Cubberley Community Center 10/1/2016 MTM $1,316/Month exterior maintenance, utilities 43 4000 Middlefield Rd, Room D7, Palo Alto, CA 720 SF Room at Cubberley Community Center 11/1/2016 MTM $1,314/Month exterior maintenance, utilities 44 4000 Middlefield Rd, Room K5, Palo Alto, CA 1,620 SF Room at Cubberley Community Center 10/1/2016 MTM $2,413/Month exterior maintenance, utilities 45 4000 Middlefield Rd, Room J5, Palo Alto, CA 954 SF Room at Cubberley Community Center 11/1/2016 MTM $1,742/Month exterior maintenance, utilities 46 4000 Middlefield Rd, Room J6, Palo Alto, CA 1,008 SF Room at Cubberley Community Center 12/1/2016 MTM $2,165/Month exterior maintenance, utilities 47 4000 Middlefield Rd, Room H5 Palo Alto, CA 1,395 SF Room at Cubberley Community Center 7/7/2020 MTM $1,827.45/Month exterior maintenance, utilities 48 4000 Middlefield Rd, Room G5, G8, Palo Alto, CA 2,146 SF Room at Cubberley Community Center 1/1/2015 MTM $956.67/Month exterior maintenance, utilities 49 450 Bryant Street, Palo Alto, CA Office Building - 17,400 Sf 1/1/2015 1/1/2065 $1/Year roof replacement, 75% utilities 50 1711 Stanford Ave, Stanford, CA 1,440 SF Room at Lucille M. Nixon Elementary School 7/1/2016 6/30/2022 $925.31/Month exterior maintenance 51 650 Addison Avenue Palo Alto, California 960 SF Room at Addison Elementary School 7/1/2016 6/30/2022 $810.11/Month exterior maintenance 52 705 Alester Ave, Palo Alto, CA 1,920 SF Room at Duveneck Elementary School 7/1/2016 6/30/2022 $1,040.51/Month exterior maintenance 53 3024 Bryant Street, Palo Alto, CA 1,320 SF Room at El Carmelo Elementary School 7/1/2016 6/30/2022 $896.51/Month exterior maintenance 54 890 Escondido Road, Palo Alto, CA 1,440 SF Room at Escondido Elementary School 7/1/2016 6/30/2022 $925.31/Month exterior maintenance 55 1525 Middlefield Road, Palo Alto, CA 1,440 SF Room at Walter Hays Elementary School 7/1/2016 6/30/2022 $925.31/Month exterior maintenance 56 445 E. Charleston Road, Palo Alto, CA 1,440 SF Room at Hoover Elementary School 7/1/2016 6/30/2022 $925.31/Month exterior maintenance 57 800 Barron Ave, Palo Alto, CA 1,440 SF Room at Barron Park Elementary School 7/1/2016 6/30/2022 $925.31/Month exterior maintenance 58 950 Amarillo Avenue, Palo Alto, CA 960 SF Room at Ohlone Elementary School 7/1/2016 6/30/2022 $810.11/Month exterior maintenance 59 3450 Louis Road, Palo Alto, CA 960 SF Room at Palo Verde Elementary School 7/1/2016 6/30/2022 $810.11/Month exterior maintenance 60 4100 Orme Street, Palo Alto, CA 1,920 SF Room at Juana Briones Elementary School 7/1/2016 6/30/2022 $1,040.51/Month exterior maintenance 61 500 East Meadow Drive, Palo Alto, CA 1,440 SF Room at Fairmeadow Elementary School 7/1/2016 6/30/2022 $925.31/Month exterior maintenance 62 2300 Wellesley Street, Palo Alto, CA 2,000 SF Room at College Terrace Library 7/1/2016 MTM $0/Month exterior maintenance 63 3390 Ventura Court, Palo Alto, CA Former Ventura Elementary School - 21,000 SF 7/1/2016 MTM $0/Month Electrical, plumbing, HVAC, roof repair/replacement, exterior structural repairs 64 1431 Waverley Street, Palo Alto, CA Public Home & Garden Center - 2.5 Acres 8/31/2017 8/31/2038 $0/Month None 65 1120 Hopkins Ave, Palo Alto, CA 8,742 SF at Riconada Park 4/1/2011 MTM $0/Month None ATTACHMENT C DocuSign Envelope ID: CFFED89E-01B3-43A5-BC5E-2D839F2948CE Address of Property Description of Property Start Date of Transaction End Date of Transaction Amount and Type of Consideration (i.e. gross, full service, NNN or other) per event, monthly or Yearly?Agency Paid Expenses PROPERTY USAGE REPORT 66 474 Embarcadero Road, Palo Alto, CA 17,018 SF - 14,400 SF lawn, 2,022 SF Club House, 500 SF Patio, 96 SF Shed 7/1/2016 12/31/2023 $1,365/Month exterior maintenance, utilities 67 1305 Middlefield Road, Palo Alto, CA 500 SF Room at Lucie Stern Theater 7/1/2015 MTM $1,332/Month exterior maintenance, utilities 68 3700 Middlefield Road, Palo Alto, CA 1,133 SF - Café (533 SF) and Patio (600 SF) Space at Mitchell Park Library and Community Center 12/6/2014 MTM $0/Month utilities 69 351 Homer, Palo Alto, CA 94301 Office Building - 4,400 SF 1/1/2017 4/30/2043 $1/Year None 70 445 Bryant Street, Palo Alto, CA 94301 Office Building - 7,410 SF 7/1/2005 7/1/2025 $40,527.91/Month None 71 1305 Middlefield Road, Palo Alto, CA Office Building - 4,000 SF 12/8/1978 12/8/2028 $0/Month None 72 3009 Middlefield Road, Palo Alto, CA Ice Skating Facility "Winter Lodge" - 1.056 Acres 2/5/2008 MTM $0/Month None 73 2000 Geng Road, Palo Alto, CA Land - 15,000 SF 2/1/2019 1/31/2022 $10,343.78/Month None 74 1237 San Antonio Road, Palo Alto, CA Storage Area in LATP - 1.16 Acres 1/1/2017 5/30/2021 $0/Month None 75 1237 San Antonio Road, Palo Alto, CA Storage Area in LATP - 2,600 SF 3/1/2020 2/28/2022 $1,820/Month None 76 250 Hamilton Ave, Palo Alto, CA "A" Level Cafeteria/City Hall Café - 1,470 SF 1/1/2019 12/31/2021 $424.36/Month utilities 77 95 University Ave, Palo Alto, CA University Avenue Train Depot - 1,289 SF 6/20/2008 MTM $1,500/Month None 78 95 University Ave, Palo Alto, CA University Avenue Train Depot - 2.7 Acres 6/20/2008 MTM $1/Year None 79 1078 Colorado Ave, Palo Alto, CA Cell Tower at Sterling Canal - 160 SF 12/28/2000 MTM $19,742.81/Year None 80 1078 Colorado Ave, Palo Alto, CA Cell Tower at Sterling Canal - 140 SF 10/5/2005 MTM $27,731.70/Year None 81 1078 Colorado Ave, Palo Alto, CA Cell Tower at Sterling Canal - 308 SF 5/1/2018 4/30/2028 $25,461.60/Year None 82 2675 Hanover Street, Palo Alto, CA Cell Tower at Fire Station No. 2 - 574 SF 1/1/2020 12/31/2030 $87,550/Year None 83 2560 Embarcadero Rd, Palo Alto, CA Sea Scout Building - 8,7333 SF 4/1/1992 3/31/2041 $1/Year None 84 3600 Middlefield Rd, Palo Alto, CA Cell Tower at Fire Station No. 4 - 250 SF 5/8/2000 MTM 26,903.44/Year None 85 2560 Embarcadero Rd, Palo Alto, CA Foothills Park Nursery - .53 Acre 8/2/2005 MTM $0/Month None ATTACHMENT C DocuSign Envelope ID: CFFED89E-01B3-43A5-BC5E-2D839F2948CE ATTACHMENT D Largest Vendor Payments by Fiscal Year (All Funds) * Data as of May 5, 2021 Includes Check, ACH, and most related wire payments (excludes top dollar wire payments for commodity purchases and City of Sunnyvale) VENDOR NAME FY 2019 FY 2020 Year-To-Date FY 2021 Total SWINERTON BUILDERS $2,897,564 $28,101,137 $9,928,962 $40,927,664 RANGER PIPELINES $14,240,386 $5,513,417 $666,698 $20,420,502 O'Grady Paving Inc. $9,179,471 $6,401,333 $3,502,416 $19,083,219 Palo Alto Unified School District $5,266,113 $6,212,769 $2,712,760 $14,191,642 Granite Construction Co. $2,065,432 $1,434,226 $10,305,536 $13,805,194 C. OVERAA & CO. $12,455,829 $1,264,348 $0 $13,720,177 DESILVA GATES CONSTRUCTION $3,767,235 $9,478,196 $387,809 $13,633,240 Old Republic Title Company $0 $0 $10,185,070 $10,185,070 Wilton ECR. L.P. $0 $0 $8,566,840 $8,566,840 OB SPORTS GOLF MANAGEMENT LLC $2,629,000 $2,649,979 $2,070,881 $7,349,859 SWA SERVICES GROUP $1,954,407 $2,071,962 $1,810,457 $5,836,826 ANDERSON PACIFIC ENGINEERING $3,345,623 $695,142 $1,621,610 $5,662,375 ROSSDRULISCUSENBERY, ARCHITECTURE $1,412,938 $2,934,810 $626,702 $4,974,450 Authority CA Cities Excess Liability $1,180,580 $1,404,370 $2,137,630 $4,722,580 NATIONAL AUTO FLEET GROUP $1,280,047 $854,507 $2,394,306 $4,528,860 STATE WATER RESOURCES CONTROL BOARD $1,271,025 $2,392,402 $857,774 $4,521,200 4LEAF, INC. $1,729,243 $1,924,647 $657,967 $4,311,857 STRAWN CONSTRUCTION, INC. $2,915,952 $860,990 $502,783 $4,279,725 AVENIDAS INC. $3,010,299 $689,282 $423,879 $4,123,459 Nova Partners Inc. $1,247,614 $1,780,955 $727,388 $3,755,958 AECOM Technical Services Inc. $1,440,565 $948,354 $1,000,669 $3,389,589 West Coast Arborists Inc. $1,241,289 $1,280,604 $798,818 $3,320,711 Brightview Landscape Services Inc. $1,076,321 $1,111,731 $644,125 $2,832,177 MP Nexlevel of California Inc. $199,729 $1,294,813 $1,280,248 $2,774,790 Teichert Construction $0 $0 $2,716,908 $2,716,908 RMC Water and Environment (also known as Woodard & Cur $830,125 $1,026,019 $794,631 $2,650,775 R&S CONSTRUCTION MANAGEMENT INC $0 $2,600,261 $0 $2,600,261 VILA CONSTRUCTION COMPANY $2,065,025 $203,358 $0 $2,268,383 UTILITY TREE SERVICES INC $1,208,340 $872,537 $0 $2,080,877 Stoloski and Gonzalez Inc. $0 $0 $2,058,217 $2,058,217 TW Power Line Construction $0 $0 $2,046,486 $2,046,486 SIEMENS INDUSTRY INC. $689,013 $1,034,148 $0 $1,723,161 ARB Inc. $0 $831,955 $772,104 $1,604,059 VSS INTERNATIONAL, INC $0 $1,517,519 $0 $1,517,519 DALEO INC $1,483,589 $0 $0 $1,483,589 Hot Line Construction Inc. $0 $0 $1,450,624 $1,450,624 KJ WOODS CONSTRUCTION INC $1,436,187 $0 $0 $1,436,187 PALO ALTO TMA $370,000 $692,500 $372,500 $1,435,000 Precision Engineering Inc. $0 $0 $1,404,569 $1,404,569 Brown and Caldwell $0 $0 $1,341,182 $1,341,182 MEAD & HUNT $637,156 $683,633 $0 $1,320,789 FRIENDS OF PALO ALTO JR MUSEUM $311,500 $1,009,039 $0 $1,320,539 JJR CONSTRUCTION $0 $1,292,940 $0 $1,292,940 MIDPENINSULA MEDIA CENTER $506,914 $752,113 $0 $1,259,027 LEWIS & TIBBITTS INC $1,225,616 $0 $0 $1,225,616 VORTEX MARINE CONSTRUCTION, INC. $1,075,018 $27,002 $0 $1,102,020 California Air Resources Board $0 $0 $1,070,000 $1,070,000 Labyrinth Solutions $0 $0 $1,067,300 $1,067,300 TANNER PACIFIC, INC. $801,776 $237,731 $0 $1,039,506 LSI LABYRINTH SOLUTIONS $0 $1,003,270 $0 $1,003,270 GRAND TOTAL $88,446,921 $95,084,000 $78,905,846 $262,436,767 Significant Contract/Consultant Expenses FY 2019 - FY 2021 by Vendor 1 Paras, Christine From:Nose, Kiely Sent:Friday, May 7, 2021 9:08 PM To:Cormack, Alison; Filseth, Eric (Internal); Burt, Patrick Cc:Shikada, Ed; Stump, Molly; Minor, Beth; Paras, Christine Subject:Finance Committee Questions Regarding FY 2022 Budget (as of 5/7/21) Good Evening Finance Committee, Below are questions and answers that have been submitted to staff this week in regards to the FY 2022 Proposed Budget review. Thank you, Kiely 1)General Fund Revenue “From Other Agencies” seems to take a big jump relative to previous years: $6.551M vs $0.551M in FY21 (adopted). What’s the $6M difference, and is it a one‐time thing, or is it ongoing? Response: The driver of this variance is 50% of the expected $12.5 million in funding from the American Rescue Plan Act (ARPA) that the City is expected to receive over a two year period. This is explained in further detail on page 398 of the FY 2022 Proposed Operating Budget. 2)General Fund: Where is the Gas Transfer $4M/yr? Seems like there should be a ~$4M drop in here somewhere from that going away. Response: The Utility Transfer, also referenced as Equity Transfer, related to the Gas and the Electric Utilities is included in Operating Transfers In revenue category. In FY 2022, the transfer from the gas utility totals $7.4 million. The Utility Equity Transfer is calculated in accordance with a methodology approved by the City Council in June 2009 by applying a rate of return on the capital asset base of the Electric and Gas Funds. This rate of return is based on PG&E’s rate of return on equity as approved by the California Public Utilities Commission (CPUC). Currently this transfer is under review as part of an ongoing lawsuit; a reserve for utilities transfer litigation is recommended to be established as outlined in the Non‐Departmental section of the FY 2022 Proposed Operating Budget. This reserve sets aside funding to plan for the potential financial impacts of the ongoing lawsuit; further details on this reserve can be found on page 399 of the FY 2022 Proposed Operating Budget. 4)Is part of our current crunch due to FY21 coming in under plan, i.e. $188.9M instead of $196.97M? i.e. we budgeted expenses assuming the latter? Response: No, staff expect that in FY 2021 only $101,000 will be drawn from the City’s Budget Stabilization Reserve (BSR) authorized by the City Council for a contract award. Staff expect that the comparison in the question, between estimated revenues outlined in the FY 2021 Mid‐Year Budget Review (as of 12/31/20) and FY 2021 Adopted Budgeted expenses (as of 7/1/20) will be addressed through lower than budgeted expenses. Full details on the projected BSR and expected uses can be found on page 55 of the FY 2022 Proposed Operating Budget. 5)Can you send what you have about the drivers for lower property taxes in FY 2022? Response: The FY 2021 Adopted Budget assumes $52.0 million in total property tax and is expected to grow to $53.2 million, a $1.2 million increase, by year‐end which includes $3.2 million in Excess ERAF. FY 2022 general property tax is expected to remain flat and, in light of the uncertainties surrounding the continued receipt of Excess ERAF, estimated ERAF receipts have been reduced in the FY 2022 forecast by $1.0 million. Fiscal years 2018, 2019, and 2020 included receipts of $1.4 million, $2.7 million, and $3.9 million respectively, for Excess ERAF distributions from the County of Santa Clara. The full description for Property Tax trends and the City Council’s approved Base Long Range ATTACHMENT EDocuSign Envelope ID: CFFED89E-01B3-43A5-BC5E-2D839F2948CE 2 Financial Forecast used to develop the FY 2022 Proposed Budget can be found in CMR 11954 specifically in attachment B page 2 and staff’s presentation. ATTACHMENT DDocuSign Envelope ID: CFFED89E-01B3-43A5-BC5E-2D839F2948CE