HomeMy WebLinkAboutStaff Report Transmittal of Quarterly Report for the Library Bond OversightDate:
To:
Subject:
MEMORANDUM
November 16,2010
HONORABLE CITY COUNCIL FINANCE COMMITTEE
TRANSMITTAL OF QUARTERLY REPORT FOR THE LIBRARY
BOND OVERSIGHT COMMITTEE
On March 16, 2009, Council established a citizen oversight committee for expenditure of the
----M-ecrsure-N-b-on-d-fuu-ds-(eMR:ti6--:09}:-lhe-ttlJrary Bond-Oversignt-eommittee-(tBOCr
meets quarterly with Public Works, Library, Community Services and Administrative
Services staff to review the fund expenditures for the proj ect. Attached for your review is the
first quarterly report from the LBOe.
ATTACHMENTS:
A. Library Bond Oversight Committee Quarterly Report (with Attachments)
LA"-Ll~'fnf
Director of Administrative Services
Department
MI
Ac
TO: FINANCE COMMITTEE
FROM: LIBRARY BOND OVERSIGHT COMMITTEE
DATE: NOVEMBER 16, 2010
SUBJECT: LIBRARY BOND OVERSIGHT COMMITTEE QUARTERLY REPORT
BACKGROUND
The Library Bond Oversight Committee has met quarterly for the past year during which
time we have reviewed actual and planned expenditures on the multiple library projects
approved by Measure N, worked with ASD staff to establish financial reports for the
committee, met with bond counsel to 'better understand the laws and regulations governing
"bondable" expenditures, met with the project management firm hired by the city to oversee
all library projects, and met with the City Auditor to review roles and responsibilities of the
multiple parties involved in oversight of the library bonds.
REPORT
This report is the first quarterly report of the Library Bond Oversight Committee, as
mandated in Resolution No. 8906, CMR 176:09.
The first $58.5M traunch of Measure N bonds were sold in June 2010. The first expenditure
of those funds was to repay $4.2M to the city's infrastructure reserve for funds expended on
approved library projects in advance of the bonds being sold.
On the basis of reports provided by ASD, the Library Bond Oversight Committee finds that
all expenditures of bond proceeds through July 21,2010 have been consistent with Measure
N (Ordinance No. 4996), or in the case of the Mitchell Park temporary library, separate
approval by the City Council.
ATTACHMENTS
Attachment A: CMR 176:09
Attachment B: Minutes of Library Bond Oversight Committee meeting on July 27,
2010
Attachment C: Library Bond Oversight Committee Quarterly Financial Report as of July
21,2010
SUBMITTED:
John Melton
Chair
A I I AL;HMt:N I A
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 constiuct and complete a new Mitcheil 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. Staffs
CMR 176:09 Page 1 of3
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 sliaIr reviewquafterlYfinanciiC reports prepareaby-Ciiy--U
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. Comrtlittee 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 he covered
within the project budget.
POLICY IMPLICATIONS
__ ~T'-"ch"",e,--"fI~onnation_of a Library Hond_Citizen Oversight -Committee as recommendedjn-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: --~~~t=-==""-------~ANN
Manag en Fellow
KELLY MORARIU
Interim Deputy City Manager
CITY MANAGER APPROVAL:
CMR 176:09 Page 3 of3
·<
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 QUALIFffiD 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,.-D-VDs,.-and.other..materials;..an ..... d _______________ _
. "-'-WHERE"AS~'in a 2UOTrepoit,-UieCi(y :Atmilor (JeferiIifuea'ttia'rpalo Atto'1ibl'artes
are in the poorest condition when comllared to libraries_in ten_.S..urrounding.eommunities;_and__ __ __ _ __ . _____ n
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
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 "A Resolution of the Council of the City of
-----PalO--Alto-Detennining.-..That-the-Public-Inter,est-and-Necessity-Demand-the-Constmction-andu.------,------
Completion of a New Mitchell Park Library and Community Center and the Renovation of Main
-ari.dDoWiifOWiiLd5ranesand flieiI-FIriancmgTlifouglfUieIssuance oIGenerru 0611gaftOn -Bonas"~-----
____ (the "Resolution"}; and ____ ~ _________________________ _
WHEREAS, in order to provide for the issuance by the City of its general obligation
bonds to finance 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,
CALIEORNIA,:dQeS:Oi'dain as::ful~.
, 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 libr:uy collections, add new children's and group
program areas, replace outdated lightmg, 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 Pur.pose of Bonds. The object and purpose of incurring
the indebtedness is to finance 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 ($76,000,000). 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--$16'ooo'ooo-Will-be-paid-for--ftom-other-funds-o£the--City.~------
-SECTION ;t ... Piiiicipar Aiiiount of Bonds. The amount of the ·principal of me
-------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
seciited~withotit:jniority~by tbe:taxing:power:ofthe: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.
--------,S~E~Cl1:d:!()!:l-N!!::i!-1-lt:!;,.------Canvmlsing-Electi.on-Retums.-The-Board-o-t"--Supet.visors-is-he:reby.---
authorized to canvass the returns of said City Bond Election. -.. _----..... __ .... . .. --_ .. -.--.. .. . .. _. .... .. -
-----~!SiU:E~Cdl'~IO~N~I~2.-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 "LIBRARY
FACILITY, COLLECTIONS, SPACE, SAFETY IMPROVEMENT BOND" (the "Measurej:
a)::==:Xhe:specific purpose::of:the:bonds is to build:a:neW:MitebeJJ Parlc:JibtatY-:d::==:
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.
In addition to those required measures, the City shall create a citizen's oversight
committee to monitor the projects and report to the City Council.
SECTION 14. Estimated Tax Rate. At this time, the best estimate from official
sources of the tax rate required to be levied to fund the bond issue is $27 per $100,000 of
assessed value.
SECTION 15. Reimbursement for Election Costs. That the City of Palo Alto
recognizes that additional costs will be incurred by the County by reason of this consolidation
and agrees to reimburse the County for any costs.
SECTION 16. Ballot Form and Content. That the ballots to be used at the
election shall be in form and content as required by law.
-------~SE~CI1!=±1&1Q~N~~d.7 •. A9tioDs.-and-Materials-Necessary--for-.Conducting-E1ectioIl.-That
the City Clerk is authorized, instructed and directed to have the Santa Clara County Election
.. I>ij)iirtiiient prOcure-ana ffiiniSK -any -aner-iU officiir 6itlQfS~ no1iCeS~--ptiiileO matreranll lit
-------------------supplies,-equipment-and-paraphemalia that-maybe necessary-inorderto-properly-and-Iawfully -
conduct the election. The City Manager is authorized to make changes to the ballot language as
required by the County Clerk and/or Registrar of Voters.
SECTION 18. Election Polls. That the polls for the election shall be open at 7:00
o'clock a.m. of the day of the election and shall remain open continuously from that time until
8:00 o'clock p.m. of the same day when the polls shall be closed, except as provided in Section
14401 of the Elections Code of the State of California ..
SECTION 19. Ballot Arguments. Pursuant to Elections Code Section 10403,
August 8, 2008 is be the deadline for submission to the Board of Supervisors by a local agency
the ordinance or resolution requesting consolidation with the statewide election and any
resolution or ordinance placing a measure on the November 4, 2008 ballot. Pursuant to Elections
Code Section 9286 et. seq., August 13, 2008 at 5 p.m. shall be the deadline for submission of
arguments in favor of, and arguments against, any local measures on the ballot. If more than one
8iiUDient:for-andtm::againSt-isiecei¥ed;:thC:prioi:ities::eStablished by-Bleeti<ms emie -Section 9287
shall control.
SECTION 20. Rebuttal Arguments. The provisions of Elections Code Section
9285 shall control the submission of any rebuttal arguments. The deadline for filing rebuttal
arguments shall be August 20, 2008 at 5 p.m.
SECTION 21. Impartial Analysis. The City Council directs the City Clerk to
transmit a copy of the measure to the City Attorney, who shall prepare an impartial analysis of
the measure showing the effect of the measure on the existing law and the operation of the
measure. The impartial analysis shall be filed by the date set by the City Clerk for the filing of
primary arguments.
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 tw~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:,--------------------------------
-AB"SENT: -
------_ .. _-------------
ABSTENTIONS:
APPROVED AS TO FORM: APPROVED:
~~/ :citYOi'll~
Tax Rate Statement In Conneetion 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 finance 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 offiling 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 sal~ 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) of
assessed valuation in fiscal year 2009-10.
----~2!:--. ---'The-best~ate-of-the-highest-tax-rate-tbat-would-be-required-to-fund-this-bond-issue,-hased--
on estimated assessed valuations available at the time of filing this statement, is $0.02874 per $100 ($28.74
per SIoo,ooo) o"'lassesSedvalWition 10 fiScal yearllJU9-IO~ .h ... _h_. ..... .....--.. .
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 ftling 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. Itt 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 Citts projections. and are not binding .upon the City •. The .date.s of sale and
the amount of bOndS soIa at any given (lMe Will-bcrdetennined bytheetty1msed\Jn'thlrneettfor-constntction
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: Au~ 5 .2008
Mayor
City of Palo Alto
/
A I I AL;HMt.N I ~
Library Bond Oversight Committee meeting minutes 7/27/2010
Library Bond Oversight Committee meeting minutes
. July 27, 2010
i h floor conference room, City Hall
4:00 p.m. -5:30 p.m.
Committee: John Melton, James Schmidt, Alice Smith, Dena Mossar, (present)
Sandra Hirsh (absent)
Staff: Karen Bengard, Tarun Narayan, Joe Saccio, Carol Kittrell, Lynda Brouchoud,
Houman Bussina
Call to Order: 4:01pm --quorum present
Approval of Minutes -April 27, 2010 --approved unanimously
Agenda Review & Revisions Reverse items 6 & 7
Unfinished Business:
1) Construction Bid Outcomes (Karen Bengard)
a. DowIitoWn Li15raryptoject·· . __ ..
i. Award of Construction Contract for the was June 28th
ii. $2.5M to WL Butler (eng. est. $3.3M)
iii. Pre-construction meeting scheduled
b. Mitchell Park Library & Community Center
1. Protest by 2nd bidder -will delay award -process time needed
11. Tentative Council date: September 13 th
2) Timing of Library Bond Projects (Karen Bengard)
a. Downtown Library tenant improvements have started.
b. Mitchell Park L&CC demolition date has yet to be determined.
c. Sites for Temporary Main Library are being explored.
3) Outcome of Bond Issue (Joe Saccio)
a. AAA rating on first issue for $58.5 million
b. Interest rate received was 4.2% vs. 5.4% that had been anticipated
c. immediately reimbursed Infrastructure Reserve $4.2M for costs incurred after
March 2, 2009
d. Estimated amount of$21.1M will be available for carry forward (to be used
on subsequent projects) [and other small capital contracts related to these
libraries]
e. Treasury will go to Council on August 2nd with staff report requesting
authorization to place GO Bond property assessments on the County roll
Library Bond Oversight Committee meeting minutes 7/27/2010
4) (had been item #5) Anticipated Tax Bill (Tarun/Joe)
a. Anticipated tax bill will be $17.11 / hundred thousand dollars of secured
assessed property value. The amount is less than that projected in Measure N
Bond initiative. This is all good news.
5) (had been item #4) Draft Financial Report (Tarun)
a. Reimbursement of previous costs allows $4.2M to go back to Infrastructure
Reserve.
b. Staff Travel & Meeting costs associated with project have been deleted from
project and transferred to operating expense given City Auditor and
Committee input
c. Next draft financial report will roll up previous data.
d. Library Marketing Advertisement for a community meeting ($600) was
expensive, but necessary to meet requirements of public outreach.
6) (had been item #7) Update from Auditor's office (Lynda Brouchoud)
a. Prospective analysis -allows departments to put recommendations into
practice at the front-end.
15. Comparing regulatory requirements and intemaTprocesses-wilroe empnasisof-
the auditor's work.
c. Draft report recommends:
i. formalizing processes to ensure compliance with regulations.
ii. Determining guidelines for eligibility for bond proceeds.
1. Staff has done a lot of work on this.
d. Staff costs can be included as bond eligible. According to staff, policy
assumption was to exclude those costs since they are typically excluded from
Capital Improvement Projects -auditors are waiting for staff to confirm.
1. Permissible, but bond counsel says ok.
11. Policy would need to be reviewed with Council. Not including staff
costs decreases the amount of bonds needed. Staff costs were not
included in original bond estimates.
e. Actual processing of bond proceeds
1. Perception and ambiguity of eligibility -not including staff travel &
meetings.
11. Good effort by staff on delineating bond vs. non-bond items,
development of written procedures can help clarify any remaining
items.
111. Annual audit of bond funds -required by bond measure
f. Copy of external financial audit report needs to come to this committee
i. Possible discussion of report at future meeting
ii. External financial audit report issued about December
g. Different rules for GO bonds than revenue bonds
1. yes, GO only for capital costs
11. more rules & more reporting necessary
111. IRS considers GO bonds as a subsidy of municipal government
\
Library Bond Oversight Committee meeting minutes 7/27/2010
h. FFE exclusion because of definition of bond eligibility for only capital costs
1. GO bonds are tax-exempt
7) Annual Report to City Council
a. Part of charge was to give report to Council
b. review budget
c. review quarterly report from ASD
d. may review external audit
e. advisory only
f. not review design & construction issues
g. quarterly report to Finance Committee on proposed expenses
h. Check what Clerk posts to Council
1. Should be minutes with report
11. Standard cover letter refer to CMR 176:09
ACTION:
111. First report after bond issuance
IV. Stamp minutes as DRAFT
b. Draft minutes reviewed by Chair
--------cc=-.-AtiacliASDfeport .. ----.
d. Chair writes cover letter
e. Committee has not noted any discrepancies
f. Cite authority body for formation
g. All agree
8) Next meeting will elect new officers
4:57 pm Meeting adjorned
summarize changes
I
ATTACHMENT C
City of Palo Alto
Library Bond Oversight Committee Quarterly Financial Report
As of July 21, 2010
Library Projects Summary
Description of Activity Budget Expenses Commitments
Project Budget $ 73,322,156 $ -$ -
Engineering, Architectural, and Publishing (Reproduction) Costs -3,959,595 236,628
Construction Costs ---
Contract Contingency -126,054 63,836
Other Contract Services -95,975 25,700
City (Inter-department) Service Charge -231,245 -
Miscellaneous Cost -6,598 369,213
Total $ 73,322,156 $ 4,419,466 $ 695,377
2010 Bond
Issuance
Deposit to Project Fund 58,500,000
Cost of Issuance (estimated) 223,198
Underwriter's Discount 348,010
Total Bond Proceeds 59,071,207.65
True Interest Cost
------------------~-----------~~21% ~~~------------------
Downtown Library Summary IPE-0900S)
Description of Activity Budget Expenses Commitments
Project Budget $ 3,940,607 $ -$ -
Engineering, Architectural, and Publishing (Reproduction) Costs -418,563 16,714
Construction Costs ---
Contract Contingency -19,140 29,970
Other Contract Services -2,225 25,700
City (Inter-department) Service Charge -43,990 -
Miscellaneous Cost -3,158 ~
Total $ 3,940,607 $ 487,077 $ 72,384
Kttmalnlng
Balance
$ 73,322,156
(4,196,223)
-
(189,890)
(121,675)
(231,245)
(375,811 )
$ 68,207,313
----~~--~~ -~~ -
Remaining
Balance
$ 3,940,607
(435,277)
-
(49,110)
(27,925)
(43,990)
(3,158)
$ 3,381,146
Above budget excludes: (1) $0.3 milfion in interior finishes, furnishings, and technology, and (2) $0.3 million in bond issuance cost.
Mitchell Park Library and Community Center Summary IPE-0900Sl
Remaining
Description of Activity Budget Expenses Commitments Balance
Project Budget $ 50,417,683 $ -$ -$ 50,417,683
Engineering, Architectur.al, and Publishing (Reproduction) Costs -3,101,748 136,496 (3,238,244)
Construction Costs ----
Contract Contingency -104,373 28,327 (132,700)
Other Contract Services -93,750 -(93,750)
City (Inter-department) Service Charge -176,008 -(176,008)
Miscellaneous Cost -3,315 369,213 (372,528)
Total $ 50,417,683 $ 3,479,194 $ 534,036 $ 46,404,454
Above budget excludes $2.6 million in interior finishes, furnishings, and technology and $0.6 million in temporary facilities
I 7/27/20103:23 PM
City of Palo Alto
Library Bond Oversight Committee Quarterly Financial Report
As of July 21, 2010
\IIain Library Summary (PE-11000)
Description of Activity Budget Expenses Commitments
)roject Budget $ 18,300,000 $ · $ ·
:ngineering, Architectural, Advertising Costs · · ·
~onstruction Costs · · ·
~ontract Contingency · · ·
)ther Contract Services · · ·
~ity (Inter-department) Service Charge · · ·
Vliscellaneous Cost · · ·
Total $ 18,300,000 $ · $ ·
o,bove budget excludes $1.4 million in interior finishes, furnishings, and technology
Temporary Facility Summary (PE-09010)
,
Description of Activity Budget ~enses Commitments
::>roject Budget $ 663,866 $ · $ ·
::ngineering, ArChitectural, and Publishing (Reproduction) Costs · 439,283 83,418
::::onstruction Costs · · ·
::::ontract Contingency · 2,541 5,539
:Jther Contract Services · · ·
::::ity (Inter-department) Service Charge · 11,247 ·
Miscellaneous Cost · 125 ·
Total $ 663,866 $ 453,195 $ 88,958
Remaining
Balance
$ 18,300,000
-
·
·
-
·
-
$ 18,300,000
Remaining
Balance
$ 663,866
(522,701)
·
(8,080)
·
(11,247)
(125)
$ 121,713
2... 7/27/20103:23 PM
Downtown Library Activity Details (PE-09005)
As of July 21,2010
Payment
Date
'roject Budget
FY 2008-09
FY 2009-10
Sub-total -Project Budget
Payee
:ngineering, Architectural, and Publishing (Reproduction) Costs
Description
03/10109 Group 4 Architecture Research Architectural
03/10109 Group 4 Architecture Research Architectural
04/01/09 Group 4 Architecture Research Architectural
05/01/09 Group 4 Architecture Research Architectural
06/01/09 Group 4 Architecture Research Architectural
07/01/09 Group 4 Architecture Research Architectural
0710 lID 9 Group 4 Architecture Research Architectural
07101/09 West Coast Code Consultants, Inc. Plan Check
08/01/09 Group 4 Architecture Research Architectural
08/01/09 Group 4 Architecture Research Architectural
08/03/09 Group 4 Architecture Research Architectural
09/01/09 Group 4 Architecture Research Architectural
09/01/09 Group 4 Architecture Research Architectural
10101/09 Group 4 Architecture Research Architectural
10/01/09 Group 4 Architecture Research Architectural
11/01/09 Group 4 Architecture Research Architectural
12/01/09 Group 4 Architecture Research Architectural
12/02109--Group "-Architectore-Research--Architectural -
12/02/09 Group 4 Architecture Research Architectural
12/12/09 Turner Construction Company Construction Management Services
01/01/10 Group 4 Architecture Research Architectural
01/15/10 Protect Consulting and Engineering Hazardous Material Testing
01/20/10 Turner Construction Company Construction Management Services
02/01/10 Group 4 Architecture Research Architectural
02/12/10 Turner Construction Company Construction Management Services
03/08/10 Turner Construction Company Move to Mitchell Library Project
02/17/10 Group 4 Architecture Research Architectural
03/05/10 West Coast Code Consultants, Inc. Plan Check
04/01/10 Group 4 Architecture Research Architectural
04/01/10 Group 4 Architecture Research Architectural
05/04/10 Group 4 Architecture Architectural
Budget
78,162.00
3,862,445.00
3,940,607.00
05/18/10 Libramation Disassemble Self-Check Machine @ CT
05/25/10 Peninsula Digital Imaging. Reproduction Services
05/25/10 Peninsula Digital Imaging Reproduction Services
06/01/10 Moovers, Inc. Moving Services
06/15/10 Turner Construction Company Construction Management Services
04/22/2010 Statel Access Display Group -Cal Card Purchase -16090468
State Board of Equalization Sales Use Tax
06/29/10 Group 4 Architecture Research Architectural
07/13/10 Group 4 Architecture Research Architectural
06/08/10 Peninsula Digital Imaging Reproduction Services
07/13/10 Peninsula Digital Imaging Reproduction Services
Movers, Inc. Moving Services
Hazardous Material Testing
Architectural
Expenses
4,420.00
4,420.00
13,255.75
17,676.60
8,838.30
836.26
30,934.05
515.00
122,779.38
3,520.00
1,768.91
2,799.97
68,364.64
1,299.71
22,788.22
247.92
3,521.99
A,950.00
14,850.00
11,715.50
550.00
1,200.00
2,320.00
11,397.50
1,362.00
(1,362.00)
517.50
2,985.00
14,656.00
69.29
11,390.56
360.00
2,967.94
5,169.54
17,112.00
1,953.00
2,400.00
222.00
519.52
337.42
548.59
2,385.39
Commitments
10,813.00
5,210.00
496.52
194.50
Remaining
Balance
3,940,607.00
Protect Consulting and Engineering
Group 4 Architecture Research
Turner Construction Company
Libramation
Sub-total -Engineering and Architectural Costs
Construction Management Services
Disassemble Self-Check Machine @ CT --~----------~41~8~,5~6~3~.4~5----~1~6,~71~4~.0~2-(435,277.47)
Construction Costs
Sub-total -Construction Cost
Contract Contingency
06/29/10 Group 4 Architecture
06/29/10 Group 4 Architecture
06/29/10 Group 4 Architecture
Protect Consulting and Engineering
Asbestos Management Group of CA, Inc.
Metroplex Lighting & Electrical
Movers, Inc.
Group 4 Architecture Research
Hazardous Material Testing
Hazardous Material Testing
Display Boards
Moving Services
Architectural
-3
8,964.60
4,199.05
5,976.40
990.00
3,855.00
170.00
4,113.00
17,859.95
7/27/20103:24 PM
Downtown Library Activity Details (PE-09005)
As of July 21, 2010
Payment
Date Payee
West Coast Code Consultants, Inc.
Turner Construction Company
Sub-total -Contract Contingency
::lther Contract Services
09/17/09 Protect Consulting and Engineering
10/10/09 Protect Consulting and Engineering
Asbestos Management Group of CA, Inc.
Sub-total -Other Contract Services
::ity (Inter-department) Service Charge
.10/28/09 City of Palo Alto -Planning
04/06/10 City of Palo Alto -Planning
05/04/10 City of Palo Alto -Planning
07/01/10 City of Palo Alto -Planning
07/15/10 City of Palo Alto -Planning
Sub-total -City (Inter-department) Service Charge
Miscellaneous Cost
04/06/10 City of Palo Alto Utilities
05/18/10 Metroplex Lighting & Electric
SUb-total -Miscellaneous Cost
Description Budget
Plan Check
Construction Management Services
Hazardous Material Testing
Hazardous Material Testing
Hazardous Material Testing
Plan Checking
Plan Checking
Building Permit
Building Permit
Building Permit
Utility Service
Display Boards
Expenses Commitments
. Remaining
Balance
350.00
2,632.00
19,140.05 29,969.95 (49,110.00)
2,025.00
200.00
25,700.00
2,225.00 25,700.00 (27,925.00)
18,209.05
436.00
85.00
23,865.12
1,395.00
43,990.17 (43,990.17)
2,023.00
1,135.00
3,158.00 (3,158.00)
Grant Total $ 3,940,607.00 $ 487,076.67 $ 72,383.97 $ 3,381,146.36
7/27/20103:24 PM
Mitchell Park Library and Community Center Activity Details (PE-09006)
As of July 21, 2010
Payment
Date
'roject Budget
FY 2009-10
SUb-total -Project Budget
Payee
::ngineering, Architectural, and Publishing (Reproduction) Costs
03/10109 Group 4 Architecture Research
04/01/09 Group 4 Architecture Research
04/01/09 Group 4 Architecture Research
05/01/09 Group 4 Architecture Research
05/01/09 Group 4 Architecture Research
06/02/09 Group 4 Architecture Research
06/01/09 Group 4 Architecture Research
06/01/09 Group 4 Architecture Research
07/01/09 Group 4 Architecture Research
07/01/09 Group 4 Architecture Research
07/01/09 Group 4 Architecture Research
07/01/09 West Coast Code Consultants, Inc.
08/01/09 Group 4 Architecture Research
08/01/09 Group 4 Architecture Research
08/03/09 Group 4 Architecture Research
09/01/09 Group 4 Architecture Research
09/01/09 Group 4 Architecture Research
10101/09 Group 4 Architecture Research
10101/09 Group 4 Architecture Research
10101/09 Groull4 Architecture Research
11/01/09 GroUP4Architecture Research
11/01/09 Group 4 Architecture Research
11/01/09 Group 4 Architecture Research
12/01/09 Group 4 Architecture Research
12/01/09 Group 4 Architecture Research
12/22/09 Turner Construction Company
12/25/09 FedEx
01/01/10 Group 4 Architecture Research
02/01/10 Group 4 Architecture Research
01/20/10 Turner Construction Company
03/08/10 Turner Construction Company
02/12/10 Turner Construction Company
03/01/10 Group 4 Architecture Research
03/01/10 Group 4 Architecture Research
03/01/10 Group 4 Architecture Research
02/17/10 Group 4 Architecture Research
04/01/10 Group 4 Architecture Research
01/15/10 Protect Consulting and Engineering
05/18/10 Group 4 Architecture
05/18/10 Group 4 Architecture
05/25/10 Group 4 Architecture
05/25/10 Group 4 Architecture
06/08/10 Group 4 Architecture
06/08/10 Turner Construction Company
06/08/10 Group 4 Architecture
07/13/10 Moovers, Inc.
03/31/10 Palo Allo Weekly
06/08/10 Peninsula Digital Imaging
Group 4 Architecture Research
West Coast Code Consultants, Inc.
Turner Construction Company
Protect Consulting and Engineering
Palo Alto Weekly
Movers, Inc.
Sub-total -Engineering Costs
Construction Costs
Sub-total -Construction Costs
Contract Contingency
05/25/10 Group 4 Architecture Research
05/25/10 Group 4 Architecture Research
06/08/10 Group 4 Architecture Research
03/19/09 Group 4 Architecture Research
Sub-total -Contract Contingency
Description
Architectural
Architectural
Architectural
Architectural
Architectural
Architectural
Architectural
Architectural
Architectural
Architectural
Architectural
Plan Check
Architectural
Architectural
Architectural
Architectural
Architectural
Architectural
Architectural
Architectural
Architectural
Architectural
Architectural
Architectural
Architectural
Construction Management Services
Mailing
Architectural
Architectural
Construction Management Services
Construction Management Services
Construction Management Services
Architectural
Architectural
Architectural
Architeciural
Architectural
Asbestos & Lead Consulting
Architectural
Architectural
Architectural
Architectural
Architectural
Construction Management Services
Architectural
Moving Services
Library Meeting Advertisement
Reproduction Services
Architectural
Plan Check
Construction Management Services
Hazardous Material Testing
Advertising
Moving Services
Architectural
Architectural
Architectural
Architectural
Budget
$ 50,417,683.00 $
50,417,683.00
Expenses
42,27250
'126,818.70
341.18
1,040.55
169,091.20
14,500.00
126,848.40
737.40
5,870.04
7,500.00
126,788.40
4,780.30
126,818.41
5,000.00
2,211.62
126,818.39
1,033.79 .
9,330.49
15,000.00
564,796.83
8,000.00
3,052.87
564,796.77
188,307.58
9,375.91
47,448.69
160.40
188,252.57
188,236.65
18,982.00
1,362.00
11,724.00
5,000.00
94,132.81
1,348.58
21,402.13
94,132.79
1,200.00
6,500.00
60,174.80
654.90
1,593.35
10,000.00
28,502.00
45,131.10
24,044.50
600.00
33.21
3,101,747.81
19,443.87
83,068.47
1,860.79
104,373.13
Commitments
$
80,638.29
26,819.70
635.31
7,95000
600.00
19,852.50
136,49580
28,326.87
28,32687
Remaining
Balance
50,417,683.00
(3,238,243.61 )
(1 32,700 00)
7/27/20103:24 PM
Mitchell Park library and Community Center Activity Details (PE·09006)
As of July 21, 2010
Payment Remaining
Date Payee Description Budget Expenses Commitments Balance
)ther Contract Services
01/05/10 Bruce Beasley Sculpture 90,000.00
01/12/10 First American Title Insurance Company Title Report Search Fees 500.00
03/16/10 County of Santa Clara County Health Permit Fee 3,250.00
Sub-total -Other Contract Services 93,75000 (93,750.00)
;ity (Inter-depa rtment) Service Charge
08/13/09 City of Palo Alto -Planning Architectural Review Board 6,079.00
01/13/10 City of Palo Alto -Planning Plan Checking 165,391.77
04/06/10 City of Palo Alto -Planning Architectural Review Board 4,037.00
01/25/10 City of Palo Alto -Planning Transfer to General Fund (5,636.12)
10/08/09 City of Palo Alto -Planning Architectural Review Board 5,636.12
07/01/10 City of Palo Alto -Planning 500.00
Sub-total -City (Inter-department) Service Charge 176,007.77 (176,007.77)
Miscellaneous Cost
01/05/10 Office Max (Charged on"City Credit Card) Office Supplies 245.89
~ Karen BeAgare, Senier i'ngineer Travel ane Meetings ;W.QQ
~ Karen BeAgare, Senier i'n~ineer Tra'lel ane Meetings ~Ug
~ l:lel)Fa .la6(1)6, EA!:Iineer Tra'lel ans Meetings e.QQ
~ H~ng Ng~yeR, Engineer Tra'lel ans Meetings 2Q.OO
06/14/10 City of Palo Alto -Stores (Inventory) Stores Inventory Sales 2.74
06/14/10 City of Palo Alto -Stores (Inventory) Stores Inventory Sales 4.30
06/14/1~ Ci\)l2f Palo Alto -Stores (Inventory) Stores Inventory Sales 10.00
06/14/10 -City cif Palo AltO -Stores(liiven-torY) . Stores Inventory Sales 17.83
06/14/10 City of Palo Alto -Stores (Inventory) Stores Inventory Sales 20.70
06/14/10 City of Palo Alto -Stores (Inventory) Stores Inventory Sales 137.10
06/14/10 City of Palo Alto -Stores (Inventory) Stores Inventory Sales 214.77
06/14/10 City of Palo Alto -Stores (Inventory) Stores Inventory Sales 500.14
06/14/10 City of Palo Alto -Stores (Inventory) Stores Inventory Sales 891.44
06/14/10 City of Palo Alto -Stores (Inventory) Stores Inventory Sales 1,034.87
07/14/10 Federal Express Mailing Services 177.87
Group 4 Architecture Research Architectural 167,300.00
West Coast Code Consultants, Inc. Plan Check 3,160.00
Turner Construction Company Construction Management Services 10,729.00
Protect Consulting and Engineering Hazardous Material Testing 1,375.00
Movers, Inc. Moving Services 6,649.00
Bruce Beasley Sculpture 180,000.00
Sub-total -Miscellaneous Cost 3,314.84 369,213.00 (372,527.84)
Grant Total $ 50,417,683.00 $ 3,479,193.55 $ 534,035.67 $ 46,404,453.78
1127/2010324 PM
Main Library Activity Details (PE-11 000)
As of July 21,2010
Payment
Date
)roject Budget
Additional Budget Estimate
Sub-total -Project Budget
Payee
:ngineering, Architectural, Advertising Costs
Sub-total -Engineering and Architectural Costs
:;onstruction Costs
Sub-total -Construction Costs
:ontract Contingency
Sub-total -Contract Contingency
Other Contract Services
Sub-total -Other Contract Services
City (Inter-department) Service Charge
Sub-total -City (Inter-department) Service Charge
Miscellaneous Cost
SUb-total -Miscellaneous Cost
Grant Total
Budget Expenses
18,300,000
18,300,000
18,300,000
7
Commitments
Remaining
Balance
18,300,000
18,300,000
7127120103:24 PM
Temporary Facility -Library Activity Details (PE-09010)
As of July 21, 2010
Payment
Date
'roject Budget
FY 2009-10
Sub-total -Project Budget
Payee
:ngineering, Architectural, and Publishing (Reproduction) Costs·
05/01/09 Group 4 Architecture Research
06/01/09 Group 4 Architecture Research
07/01/09 Group 4 Architecture Research
08/03/09 Group 4 Architecture Research
08/03/09 Group 4 Architecture Research
08/12/09 Protect Consulting and Engineering
09/01/09 Group 4 Architecture Research
09/01/09 Group 4 Architecture Research
10/01/09 Group 4 Architecture Research
10101/09 Group 4 Architecture Research
10108/09 Protect Consulting and Engineering
10/30109 Peninsula Digital Imaging
11/01/09 Group 4 Architecture Research
11/01/09 Group 4 Architecture Research
11/06/09 Consolidated Engineering Laboratories
11/13/09 Peninsula Digitallmagtng
12/01/09 Group 4 Architecture Research
12/01/09 Group 4 Architecture Research
01/15/10 Central Valley Environmental
01/26/10 Group 4 Architecture Research
01/31/10 Protect Consulting and Engineering
02/01/10 Group 4 Architecture Research
02/28/10 Johnstone Moyer, Inc.
03/05/10 West Coast Code Consultants, Inc.
03/22/10 --Pivot Interiors ~-. ~~-----
03/31/10 Johnstone Moyer, Inc.
04/01/10 Group 4 Architecture Research
04/02/10 Pivot Interiors
04/05/10 West Corporation
05/04/10 Group 4 Architecture Research
06/08/10 Group 4 Architecture Research
06/08/10 Group 4 Architecture Research
07/13/10 Group 4 Architecture Planning & Research
04/22/2010 State Home Depot -Cal Card Purchase
05/11/10 F roke Library Sales
06/29/10 Johnstone Moyer, Inc.
07/06/10 Ross McDonald Company, Inc.
07/06/10 Home Depot
07/20/10 West Corporation
10/20109 Peninsula Digital Imaging
05/01/09 BPS Reprographics Services
02/09/10 Peninsula Digital Imaging
Group 4 Architecture Research
Johnstone Moyer, Inc.
Ross McDonald Company, Inc.
Pivot Interiors
Description
Architectural
Architectural
Architectural
Architectural
Architectural
Hazardous Material Testing
Architectural
Architectural
Architectural
Architectural
Hazardous Material Testing
Reproduction Services
Architectural
Architectural
$
Soils and Materials Testing Services
Reproduction Services
Architectural
Architectural
Temp. Library Abatement Project
Architectural
Asbestos & Lead Services
Architectural
Temp. Library Improvements
Plan Check Services
Technical Design Services
Temp. Library Improvements
Architectural
Technical Design Services
Security Access Card and Security
Architectural
Architectural
Architectural
Architectural
Supplies
Downtown Library Desk
Temp. Library Improvements
Temp. Library Shelving
Supplies
Budget
663,866.00
663,866.00
Temp. Lib. -.Security Access Card & Alarm
Reproduction Services
Reproduction Services
Reproduction Services
Architectural
Construction Service
Temp. Library Shelving
Modular Furniture
Expenses
6,880.00
3,252.50
2,555.00
220.42
2,568.00
1,755.00
13,980.50
591.65
64,980.00
1,010.92
1,200.00
2,193.00
14,388.00
274.61
376.00
957.76
4,720.00
886.82
10,360.00
4,720.00
4,550.00
397.10
69,042.50
7,700.00
2,600.00
55,788.75
2,929.80
742.50
13,305.60
2,516.73
8,056.95
6,103.75
4,862.05
31.65
3,609.41
83,440.35
32,167.00
39.04
1,838.40
944.11
17.33
730.17
Commitments
18,464.20
53,311.40
6,740.00
2,682.50
$
Remaining
Balance
663,866.00
West Corporation
Sub-total -Engineering and Architectural Costs
2,220.00
439,283.37 83,418.10 (522,701.47)
Security Access Card and Security ________ ---,-:-::--::-:-::-:::::-__ -::-::'-:-:..:.:.:::.:-.
Construction Costs
Sub-total -Construction Costs
Contract Contingency
09/17/09 Protect Consulting and Engineering
03/05/10 Group 4 Architecture Research
05/04/10 Group 4 Architecture Research
Group 4 Architecture Research
Pivot Interiors
Sub-total -Contract Contingency
Other Contract Services
Sub-total -Other Contract Services
City (Inter-department) Service Charge
09/09/09 City of Palo Alto -Planning
04/06/10 City of Palo Alto -Planning
02/04/10 City of Palo Alto -Planning
04/06/10 City of Palo Alto -Planning
05/21/10 City of Palo Alto -Planning
SUb-total -City (Inter-department) Service Charge
Hazardous Material Testing
Architectural
Architectural
Architectural
Modular Furniture
Plan Checking
Plan Checking
Plan Checking
Plan Checking
MP Shelving Anchoring Permit
.. ..,
120.00
54.28
2,366.27
2,540.55
3,597.29
1,422.00
5,936.32
200.00
9100
11,246.61
4,759.45
780.00
5,539.45 (8,080.00)
(11,24661)
1/2112010324 PM
Payment
Date
Miscellaneous Cost
Payee
07/19/10 Petty Cash Reimb. to Hung Nguyen
07/19/10 Petty Cash Reimb. to Hung Nguyen
05/04/10 FedEx
Sub-total -Miscellaneous Cost
Grant Total
Temporary Facility· Library Activity Details (PE·09010)
As of July 21, 2010
Description
Fire Extinguisher Signs
4 Chain Cables and Locks
Mailing Services
Budget Expenses
1501·
91.72
18.08
124.81
Commitments
Remaining
Balance
(124.81)
$ 663,866.00 $ 453,195.34 $ 88,957.55 $ 121,713.11
7127/20103·24 PM