HomeMy WebLinkAboutStaff Report 446-07City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
ATTENTION:FINANCE COMMITTEE
FROM:CITY MANAGER DEPARTMENT: ADMINISTRATIVE
SERVICES
DATE:
SUBJECT:
DECEMBER 11, 2007
2006-07 YEAR-END CAPITAL
PROJECTS STATUS REPORT
CMR: 446:07
IMPROVEMENT PROGRAM
This is an informational report and no Council action is required.
BACKGROUND
This report provides information on the status of the City’s Capital Improvement Program (CIP)
projects as of the end of fiscal year 2006-07. The attached matrix (Attachment A) lists all CIP
projects and current status, including any issues that might cause a change in the scope or timing of
the projects. Information in this report is intended to keep the City Council informed on the progress
of all CIP projects opened at the beginning of the 2006-07 fiscal year and on those projects that were
added or completed during the same fiscal year.
DISCUSSION
The attached matrix categorizes CIP projects into minor projects (projects which can be completed
within a one-year period) and multi-year projects (projects which have multi-year budgets and/or
complex implementation schedules with identifiable phases). The project status portion of the matrix
identifies the phase the project was in at fiscal year-end. Information on phases is intended to give
Council a perspective on how much progress was made on a project. Three distinct phases are
utilized, as follows:
CMR: 446:07 Page 1 of 3
Phase:Possible Activities:
Pre-Design
Design
Construction
o Preparation of feasibility study
o Development of a master plan
o Definition of a project scope
o Environmental Review
o Hiring a design consultant
o Completion of project design
o Soliciting bids or proposals
o Acquisition of major equipment
o Installation
o Implementation of a project
The comment section of the matrix provides Council with information clarifying the status of certain
projects.
In the attached matrix, projects are listed by department for the General Fund and by fund for the
Enterprise and Internal Service Funds. The matrix also includes information on the total budget
from inception of the project, the available budget as of the beginning of the fiscal year, the fiscal
year expenditures, the fiscal year contingencies, the fiscal year commitments (encumbrances)
through June 2007, the remaining balance in the project budget as of year-end, and the percentage of
completion for the project.
The matrix does not include "continuous" projects. These projects, such as water meter replacement,
have no definitive beginning or end dates and receive ongoing funding to reflect continuing
replacement cycles or commitments. During fiscal year 2006-07, progress was made on all of the
City’s "continuous" projects (Attachment B).
At year-end, all completed CIPs (after settlement of encumbrances) and CIPs where no activity is
planned in the near future were closed and the remaining balances transferred to the Infrastructure
Reserve for General Fund projects; to Retained Earnings for Internal Service Funds; and to the
appropriate Rate Stabilization Reserve for Utility Fund projects.
RESOURCE IMPACT
Below is a high level analysis of the Infrastructure Management Plan (IMP) budget through June 30,
2007 showing expenditures and the various stages and status of projects.
CMR: 446:07 Page 2 of 3
Total Adjusted Budget FY 2006/07
Less:
Actual expenditures as of 6/30/07
Encumbered balance as of 6/30/07
Projects that are ongoing
Projects in pre-design stage
Projects in design stage
Projects in construction stage
Projects completed with remaining balance
$38,699,413
(16,640,560)
(7,483,012)
(1,722,214)
(1,012,425)
(8,507,294)
(3,154,972)
( 178.936)
PREPARED BY:
$0
Senior Accountant
DEPARTMENT HEAD APPROVAL:
TESS ALCALDE
Staff Accountant ~/~~~;~
CARL YEAT~
Director, Administrative Services
CITY MANAGER APPROVAL:
~MILY HARRISON
Assistant City Manager
ATTACHMENTS
Attac!zrnent A: Year-end Capital Improvement Projects Status Matrix
Attachment B: List of Continuous Projects
CMR: 446:07 Page 3 of 3
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Attachment B
Water Fund
WS-80013
WS-80014
WS-80015
WS-02014
WS-02003/WS-03004
WS-05001/WS-06002
LIST OF CONTINUOUS PROJECTS
Water System Extensions
Service and Hydrant Replacements
Water Meters
Water-Gas Wastewater Utilities GIS Data
Water Main Replacements
Water Main Replacements
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