HomeMy WebLinkAboutStaff Report 6756
City of Palo Alto (ID # 6756)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 4/11/2016
City of Palo Alto Page 1
Summary Title: Fiscal Year 2016 Midyear Budget Review and Budget
Amendment
Title: Finance Committee Recommends Adoption of a Budget Amendment
for Fiscal Year 2016 to Adjust Budgeted Revenues and Expenditures in
Accordance With the Recommendations in the FY 2016 Midyear Budget
Review Report
From: City Manager
Lead Department: Administrative Services
Recommendation
Finance Committee and staff recommend that the City Council approve adoption of the
FY 2016 Mid-year Budget Amendment which includes:
1) Proposed amendments to the Fiscal Year 2016 Budget Appropriation Ordinance for the
General Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds, and
Capital Improvement Projects Fund (Attachment A, Exhibit 1)
2) Proposed amendments to the Fiscal Year 2016 Budget Appropriation Ordinance Capital
Improvement Project (Attachment A, Exhibit 2)
3) Proposed amendments to the Fiscal Year 2016 Table of Organization:
a) Reclassify 2.0 Buyers to 2.0 Senior Buyers in the Administrative Services
Department; and
b) Eliminate two 0.5 Account Specialists (part-time benefited) and add 1.0 Account
Specialist (full time) in the Administrative Services Department.
Executive Summary
Annually, in March, staff presents to the Finance Committee the status of revenues and
expenditures for major funds and Capital Improvement Program as of December 31 of the
current fiscal year. As part of that status report, staff also brings forward recommendations to
adjust the annual adopted budget. Adjustments to the City’s budget may become necessary as
revenues and expenditures may vary from the original budget plan. The attached documents
summarize and outline changes to the City’s FY 2016 Adopted Budget as recommended for
approval unanimously by the Finance Committee at the March 2, 2016 Finance Committee
meeting (Attachment A, Exhibit 1 and Exhibit 2).
City of Palo Alto Page 2
The attached Finance Committee report (Attachment A and Attachment C) includes
recommended budget adjustments that are generally grouped into four types of transactions:
- New requests: These requests are ones that require additional funding to address a
very limited number of program needs. These adjustments are brought forward ahead
of the annual budget process because the need either cannot or should not wait until
later in the year.
- Reimbursements and Grants: These actions, which typically have a net-zero impact,
adjust grants, reimbursements, and fee revenue and expenditure estimates to align with
current year end projected levels as appropriate.
- Previous Council Direction: These requests execute previous direction authorized by
the City Council.
- Technical Clean-ups: These actions are recommended to adjust the budget levels to
align with current anticipated year end revenue or expenditure levels or to realign
funding among departments and funds based on updated needs.
These actions require amendments to department budgets which the Finance Committee
reviews and responds to staff’s recommendation for approval.
Overall, with the adjustments recommended in this report, the General Fund and all other
funds are on track to end the fiscal year within budgeted levels. Including recommendations
contained in this report, the General Fund is projected to generate a one-time budget surplus
of approximately $3.1 million as a result of excess revenues and additional expenditure with
recommended revised budgeted estimates in this report. Additional expenditure savings may
result by year end and will be monitored and brought forward for City Council consideration as
necessary. Based on the actions recommended in this report, the Budget Stabilization Reserve
is projected at $37.0 million, or 19.9 percent of adopted expenditures. This level is $2.6 million
above the target level of 18.5 percent of total operating expenditures. As part of the
development of the FY 2017 Proposed Budget (late April/early May) as well as closing of the FY
2016 budget (November/December), staff will bring forward recommendations for use of any
FY 2016 projected budget surplus.
The FY 2016 Midyear Budget review report includes recommendations to adjust projected
budgets for the City’s 2016 Capital Improvement Plan (CIP) for various funds. The majority
actions recommend closing out existing projects and transferring the remaining balances to the
appropriate fund. Further, additional funding is requested in order to start design work or
complete an existing project.
This report also includes proposed Full Time Equivalent (FTE) adjustments to the Table of
Organization, including:
1) A recommendation to reclassify two 1.0 FTE Buyer positions to two 1.0 FTE Senior
Buyer positions to more accurately align the position classification with the duties
currently being performed.
2) A recommendation to convert two part-time benefited 0.5 FTE Account Specialist
City of Palo Alto Page 3
positions to a full-time 1.0 FTE Account Specialist position. This full time position
will support Neighborhood Parking Programs, including the Residential Parking
Permit Program (RPP), College Terrace, and Crescent Park.
There is no net cost in Fiscal Year 2016 for these position changes, and they will be factored
into the development of the Fiscal Year 2017 budget.
As is customary, the attached Finance Committee report provides an overtime analysis for the
Fire and Police departments. As of January 31, 2016, the Fire Department expended $1.5
million or 110.1 percent of its FY 2016 Adopted overtime budget, which is similar to the $1.5
million expended for the same period in FY 2015. This is largely attributable to having the same
number of vacancies (approximately 10) in FY 2016 and FY 2015. Also, during the first half of
Fiscal Year 2016 the Fire Department had six personnel on workers’ compensation paid leave
which is slightly more than half the number of positions on workers’ compensation paid leave
(10) for the entire Fiscal Year 2015. After adjusting for reimbursement for overtime from
Stanford University and vacancies being backfilled with overtime, the net overtime cost is
approximately $418,000. As of January 31, 2016, the Police Department expended $1.1 million
or 72.1 percent of its annual overtime budget, which is slightly more than the $1.0 million
expended during the same period in FY 2015. The higher level of overtime expenditures is
attributable to having a few longer term vacancies in FY 2016 (approximately six vacancies of
longer than six months) compared to FY 2015 (approximately five vacancies of longer than six
months through the same time period). Also, during the first half of Fiscal Year 2016 the Police
Department had seven personnel on workers’ compensation paid leave which is almost half the
number of positions on workers’ compensation paid leave (16) for the entire Fiscal Year 2015.
Finance Committee Discussion
As part of the review of this report, staff responded to several questions from the Finance
Committee as captured in the attached minutes (Attachment C). Questions raised were related
to the status of Project Safety Net and the program’s funding needs as well as the University
Avenue Parking District related to the recently released Audit of Parking Funds. The Committee
also discussed Transit Occupancy Tax (TOT) revenues and asked whether the City is approaching
a saturation point for growth of revenue from that source or if administering TOT creates a staff
impact or expenditure need.
After conclusion of discussions, the Finance Committee recommended unanimously (4-0) for
the Council to approve the Midyear Budget Review report and the recommended amendments
to the Fiscal Year 2016 budget.
Revision to Midyear Report Post-Finance Committee Meeting
After the March 1, 2016 Finance Committee, staff identified that two figures presented in the
report and attachments were transposed. In the Special Revenue & Agency and Trust Funds
section of the report, the California Avenue Parking District Fund and the University Avenue
Parking District Fund are recommended to reimburse the Refuse Fund for the street sweeping
City of Palo Alto Page 4
contract the City provides services for the geographic areas contained within those two parking
districts. The correct amounts are $62,755 to the Refuse Fund from the California Avenue
Parking District Fund, and $38,552 to the Refuse Fund from the University Avenue Parking
District Fund. Attachment A, Exhibit 1 – Proposed Fiscal Year 2016 Midyear Budget
Adjustments has been updated to reflection this correction.
In addition, staff has been developing the Fiscal Year 2017 Proposed Budget, reviewing
department requests for resources, existing resources, and financial feasibility to meet
demands. As a result, it has been determined that staff no longer recommends the
reclassification of 1.0 Management Analyst to 1.0 Senior Management Analyst (0.6 in the Public
Works Department and 0.4 in the Planning Community Environment Department). Rather, it is
anticipated that this position, at the Management Analyst level, will be recommended to be
realigned to meet service delivery needs as part of the FY2017 Proposed Operating Budget.
Resource Impact
Adoption of the proposed amendments to the Fiscal Year 2016 Budget Appropriation
Ordinance will allow for adjustments to the FY 2016 budget, along with amendments to the
Table of Organization, and General Fund CIP projects. With the approval of this amendment,
the projected ending balance of the General Fund Budget Stabilization Reserve is projected at
$37.0 million.
The projected ending Rate Stabilization Reserve total for all Enterprise funds decreases by $3.8
million.
Policy Implications
These recommendations are consistent with existing City policies.
Environmental Assessment
This is not a project under Section 21065 for purposes of the California Environmental Quality
Act (CEQA).
Attachments:
Attachment A, Exhibit 1 - Proposed Fiscal Year 2016 MidYear Budget Adjustments
(PDF)
Attachment A, Exhibit 2 - Fiscal Year 2016 MidYear CIP Adjustments (PDF)
Attachment B - Finance Committee March 1, 2016 Fiscal Year 2016 MidYear Budget
Review Memorandum (CMR #6420) (PDF)
Attachment C - 3.1.16 FCM Transcript Midyear Only (PDF)
ATTACHMENT A, EXHIBIT 1
3/18/2016
General Fund 2016
Category Amount Description
NON-DEPARTMENTAL
Documentary Transfer Tax 200,000 This action increases the Documentary Transfer Tax by $0.2 million, from $6.9 million to $7.1 million
to reflect current tracking levels. Through mid-January 2016, Documentary Transfer Tax receipts are
running 9.6 percent above the prior year tracking. This revenue source is sensitive to upward and
downward movements in the real estate market as well as the mix of commercial and residential
transactions in any one year.
Operating Transfers-In 552,000 This action increases the Fiscal Year 2016 Equity Transfer from the Gas Fund to the General Fund in
the amount of $0.6 million to reflect current capital assets in the Gas Fund per the Fiscal Year 2015
Comprehensive Annual Financial Report.
Property Tax 900,000 This action increases the estimate for Property Tax receipts by $0.9 million to an estimated $36.0
million in Fiscal Year 2016. The increase is due to excess funds from the Educational Revenue
Augmentation Fund (ERAF). This is the second year in which the County expects additional ERAF
monies. This year end estimate for Property Taxes is based on information received from quarterly
meetings with the Santa Clara County Assessor’s Office and includes appeals on record with the
Assessor’s Office, additions to the roll, and movements in assessed values.
Sales Tax 800,000 This action increases the estimate for Sales Tax revenues by $0.8 million to an estimated $28.4 million
in Fiscal Year 2016. This change is due to stronger sales tax performance in the 3rd calendar year
quarter. In this quarter, sectors showing strength include: furniture/appliance, food markets,
restaurants, and construction. Apparel stores, electronic equipment, and business services declined
in the 3rd quarter. Other major sectors, such as department stores and new car sales, displayed
modest growth.
Transient Occupancy Tax 3,200,000 This action increases the estimate for Transient Occupant Tax (TOT) by $3.2 million, from $18.8
million to $22.0 million based on actual receipts to date. This increase is attributable to the dramatic
improvement in room rates and the City’s newest hotels (Hilton Garden Inn and Homewood Suites by
Hilton) performing way above expectation. During the first five months of the fiscal year, TOT
receipts have trended above expected levels. In this period, average occupancy and daily room rates
were 79.5 percent and $253, respectively. While occupancy percentage has slightly declined due to
the addition of new hotel rooms, daily room rates have increased 11.2 percent over the prior year. In
addition, the City began collecting TOT revenue from Airbnb rentals starting in January 2015. Of this
increase, $2.3 million is dedicated for infrastructure spending (attributable to new hotels and the
voter approved TOT rate increase from 12.0 to 14.0 percent that took effect on January 1, 2016)
which is reflected in a transfer from the General Fund to the Capital Improvement Fund. A net
increase in the General Fund of $0.9 million will result from this action.
Utility Users Tax (700,000) This action decreases the Utility Users Tax collections by $0.7 million, from $11.2 million to $10.5
million to reflect current receipt levels and the factors outlined below. The City’s utility tax revenue is
based on a 5.0 percent tax on electric, water, and gas and 4.75 percent on telephone usage. Gas
usage has been lower due to a warmer than expected winter and gas prices have been low due to an
abundant gas supply. Water usage is down as a consequence of drought conservation efforts.
Although the telephone UUT rate was reduced from 5.0 percent to 4.75 percent in a ballot measure,
receipts have been higher than expected.
Source Changes 4,952,000
Contingent Account (19,327) This action decreases the Planning Transportation Contingency in the General Fund to offset a
recommended transfer to the Capital Improvement Fund to reimburse the Residential Preferential
Parking project (PL-150003) for a portion of expenses incurred for the installation of new residential
parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking
District.
Operating Transfers-Out 1,000,000 This action establishes a transfer of $1.0 million to the Technology Fund for the Radio Infrastructure
Replacement Project (TE-05000) as approved in CMR #6251 Close Fiscal Year 2015 Budget and
Approve 2015 CAFR (November 11, 2015).
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
ATTACHMENT A, EXHIBIT 1
3/18/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
NON-DEPARTMENTAL
Operating Transfers-Out 233,662 This action establishes a transfer of $233,662 from the General Fund to the Storm Drainage Fund to
reimburse the Storm Drain Replacement and Rehabilitation project (SD-06101) for expenses incurred
related to the construction of a sandbag barrier along the San Francisquito Creek downstream of
Highway 101. In preparation for the 2015-2016 El Niño storm season, the City and other member
agencies of the San Francisquito Creek Joint Powers Authority (JPA) concluded that it was prudent to
construct a temporary sandbag flood barrier in order to provide enhanced flood protection for local
businesses. As this expense was not anticipated during preparation of the Fiscal Year 2016 budget,
funds were not appropriated for this purpose. As an interim measure, available funding was used in
the Storm Drain Replacement and Rehabilitation project for this purpose; however, since storm drain
CIP funding is restricted to projects identified in the 2005 storm drainage fee ballot measure (which
does not include this project), additional funding in the amount of $233,662 is needed to reimburse
the project for this expense.
Operating Transfers-Out 40,223 This action provides a one-time transfer in the amount of $40,223 from the General Fund to the
Refuse Fund to reimburse expenses incurred for the City’s compost program. The City currently
charges the Refuse Fund for janitorial work related to the compost program; however, the use of the
Refuse Fund is restricted per Proposition 218. As a result, this action reimburses the Refuse Fund for
expenses incurred.
Operating Transfers-Out 19,327 This action establishes a transfer of $19,327 from the General Fund to the Capital Improvement Fund
to reimburse the Residential Preferential Parking project (PL-150003) for a portion of expenses
incurred for the installation of new residential parking permit and street sweeping signage installed
in the Downtown Residential Preferred Parking District. A corresponding decrease in the Planning
Transportation Contingency in the General Fund is recommended as well to offset this action. An
additional $15,810 is recommended to be transferred from the Refuse Fund elsewhere in this report.
Salary & Benefits (255,392) This action reduces the salary reserve by $255,392 to partially offset the recommended reduction in
revenue from Stanford for Fire Services elsewhere in this report. The Fiscal Year 2016 Adopted
Operating Budget revenue estimate assumed additional revenue based on estimated salary increases
for International Association of Fire Fighters (IAFF) employees that are currently in negotiations with
the City. These estimated salary increases were budgeted in the general fund salary reserve, not in
the department.
Transfer to Infrastructure 6,000,000 This action establishes a transfer of $6.0 million to the Capital Improvement Fund as approved in
CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). This
funding will be assumed in the development of the Fiscal Year 2017 Capital Budget.
Transfer to Infrastructure 2,297,000 This action increases the transfer to the Capital Improvement Fund in the amount of $2.3 million
from $5.4 million to $7.7 million to reflect current estimated Transient Occupant Tax (TOT) receipts in
fiscal year 2016. This transfer reflects the portion of TOT attributable to new hotels and the voter
approved TOT rate increase from 12.0 to 14.0 percent that took effect on January 1, 2016 which have
been dedicated to the infrastructure plan.
Transfer to Infrastructure 1,000,000 This action establishes a transfer of $1.0 million to the Capital Improvement Fund to establish a Roth
Building Reserve for future use as approved in CMR #6251 Close Fiscal Year 2015 Budget and
Approve 2015 CAFR (November 11, 2015). In CMR #5879 Palo Alto Historical Museum Option To
Lease for the Roth Building (June 29, 2015) and after several presentations to City Council requesting
public funding, on December 15, 2014, City Council passed a motion instructing staff to identify $1.0
million to fund rehabilitation costs for the Roth building.
Use Changes 10,315,493
(5,363,493) Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
3/18/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
CITY ATTORNEY
Salary & Benefits (22,748) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (22,748)
22,748
CITY AUDITOR
Contract Services 70,000 This action increases the contract services budget by $70,000 for the external financial auditor.
Interim work is typically performed in April-June (approximately 40-50% of the contract amount),
while the rest of the work is done after July 1st of each year. Budgeted funds are not properly
aligned with the timing of the work, therefore, this action corrects this and aligns costs for work
Salary & Benefits (5,430) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 64,570
(64,570)
CITY CLERK
Salary & Benefits (12,622) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (12,622)
12,622
CITY COUNCIL
Salary & Benefits (13,062) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (13,062)
13,062
CITY MANAGER
Contingent Account 51,000 This action increases the City Manager's Office contingency budget by $51,000 to reimburse
expenditures incurred by the startup of the Contract Compliance program and minimum wage
monitoring, including the $20,000 San Jose Minimum Wage contract.
Salary & Benefits (19,666) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 31,334
(31,334)
Net Changes To (From) Reserves
Net Changes To (From) Reserves
Net Changes To (From) Reserves
Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
3/18/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
ADMINISTRATIVE SERVICES
General Expense 45,000 This action increases the Administrative Services training budget to provide funding for the Global
Software Training - SAP ease of use software training.
General Expense 15,000 This action increases the Revenue Collections division of Administrative Services expenditure budget
by $15,000 to provide funding for the replacement of the safe. The current safe as reached the end
of useful life and the vendor has indicated the safe is no longer repairable.
General Expense 15,000 This action increases the Administrative Services contractual budget to ensure sufficient funding for
the OpenGov contract renewal. An ongoing increase in the Administrative Services budget will be
assessed as part of the development of the Fiscal Year 2017 budget.
Salary & Benefits 50,880 This action increases the temporary salaries budget in the Purchasing Division to fund contract
administration work. It is anticipated that additional one-time funding will be requested to continue
this support in the fiscal year 2017 budget as well.
Salary & Benefits (84,241) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 41,639
(41,639)
COMMUNITY SERVICES
Charges for Services 25,000 This action increases Charges for Services revenue from the Friends of the Junior Museum and Zoo
(FJMZ) to support Santa Clara School District Title 1 schools. This action is offset by a corresponding
increase in expenditures. A separate action to include the second and third years of the contract will
be included as part of the development of the Fiscal Year 2017 Operating Budget.
Charges for Services 15,000 This action increases the Charges for Services revenue from Palo Alto Unified School District, offset by
a corresponding increase in expenditures. The City now has a contract in place to provide
performances to the school district for the next three years, and this will be factored into the
development of the Fiscal Year 2017 Operating Budget.
Charges for Services 10,000 This action increases Charges for Services revenue from the Friends of the Junior Museum and Zoo
(FJMZ) to support a field trip for schools in San Mateo County to visit Google. This action is offset by a
corresponding increase to expenses below.
Charges for Services (20,000) This action decreases Charges for Services revenue from the Vocal Lessons program budget, offset by
a corresponding decrease in expenses. The City will continue to provide a Vocal Lessons program,
however, in lieu of directly contracting for the ballroom dancing instructors and collecting the fees
for the program, the City will rent the facility to the vocal lessons instructors and participants will pay
the instructors directly.
Charges for Services (23,000) This action decreases Charges for Services revenue from the Ballroom Dancing program budget,
offset by a corresponding decrease in expenses. The City will continue to provide a Ballroom Dancing
program, however, in lieu of directly contracting for the ballroom dancing instructors and collecting
the fees for the program, the City will rent the facility to the ballroom dancing instructors and
participants will pay the instructors directly.
Other Revenues 45,000 This action increases Other Revenues for funds received from the Friends of the Palo Alto Children's
Theatre (FOPACT) to provide operational support for Children's Theatre activities. This action is offset
by a corresponding increase in expenses.
Other Revenues 15,000 This action increases Other Revenues for funds received from the Friends of the Junior Museum and
Zoo (FJMZ) to support the fabrication of a new exhibit. This is offset by a corresponding increase to
expenses below.
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
3/18/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
COMMUNITY SERVICES
Other Revenues 9,500 This action increases Other Revenues for the Palo Alto Art Center Budget to acknowledge funding
that the City has received from Silicon Valley Creates for general operating support of the Palo Alto
Art Center, offset by a corresponding expenditure increase.
Other Revenues 9,000 This action increases revenue the City has received from the Institute of Museum and Library Services
(IMLS) due to a one-time budget augmentation of grant funds offset by a corresponding expenditure
increase. The funds will be used to offset costs of engaging a consultant to design family discovery
kits for the Art Center galleries. The balance of the grant award ($16,000) will be incorporated into
the development of the Fiscal Year 2017 Operating Budget for the creation, fabrication, and
distribution of the kits.
Source Changes 85,500
Contract Services 45,000 This action increases the Contract Services budget to appropriate additional funding for general
operational expenses associated with the Palo Alto Children's Theatre, offset by a corresponding
revenue increase.
Contract Services 15,000 This action increases the Contract Services budget, offset by a corresponding increase in revenues,
for Palo Alto Unified School District performances. The City now has a contract in place to provide
performances to the school district for the next three years, and this will be factored into the
development of the Fiscal Year 2017 Operating Budget.
Contract Services 9,000 This action increases expenses, offset by a corresponding increase to revenue, to appropriate one-
time funding that the City has received from the Institute of Museum and Library Services (IMLS).
The funds will be used to offset costs of engaging a consultant to design family discovery kits for the
Art Center galleries. The balance of the grant award ($16,000) will be incorporated into the
development of the Fiscal Year 2017 Operating Budget for the creation, fabrication, and distribution
of the kits themselves.
Contract Services (20,000) This action decreases Contract Services expenses from the Vocal lessons program budget, offset by a
corresponding decrease in revenues The City will continue to provide a Ballroom Dancing program,
however, in lieu of directly contracting for the ballroom dancing instructors and collecting the fees
for the program, the City will rent the facility to the vocal lessons instructors and participants will pay
the instructors directly.
Contract Services (23,000) This action decreases Contract Services expenses from the Ballroom Dancing program budget, , offset
by a corresponding decrease in revenues The City will continue to provide a Ballroom Dancing
program, however, in lieu of directly contracting for the ballroom dancing instructors and collecting
the fees for the program, the City will rent the facility to the ballroom dancing instructors and
participants will pay the instructors directly.
General Expense 28,000 On June 2, 2014, the Council approved the FY 2015 Teen Programs using the net revenue collected
from the Bryant Street Garage. This action restores $28,000 to the Community Services Department
budget from the Library Department. The funding was transferred to the Library to support the
continuation of the MakeX program as part of the FY 2016 Adopted Budget, but is now
recommended to be transferred back.
General Expense 9,500 This action increases expenses for the Palo Alto Art Center budget, offset by a corresponding increase
in revenues, to appropriate funding that the City has received from Silicon Valley Creates for general
operating support of the Palo Alto Art Center.
Salary & Benefits 25,000 This action increases Salaries and Benefits expenses to support Santa Clara School District Title 1
schools. This action is offset by a corresponding increase in revenues. A separate action to include the
second and third years of the contract will be included as part of the development of the Fiscal Year
2017 Operating Budget.
Salary & Benefits 10,000 This action increases Salaries and Benefits, offset by corresponding revenue from the Friends of the
Junior Museum and Zoo (FJMZ), to support a field trip for schools in San Mateo County to visit
Google.
Salary & Benefits (148,963) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
ATTACHMENT A, EXHIBIT 1
3/18/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
COMMUNITY SERVICES
Supplies & Material 15,000 This action increases supplies and materials by $15,000, offset by a corresponding increase in
revenues, to appropriate funding received from the Friends of the Junior Museum and Zoo (FJMZ) to
support the fabrication of a new exhibit at the Junior Museum and Zoo.
Use Changes (35,463)
120,963
DEVELOPMENT SERVICES
Charges for Services 80,000 This action increases Charges for Services revenues by $80,000 to provide resources related to the
Mayfield Development Project, offset by a corresponding increase in expenses. This action represents
estimated costs associated with the project in FY 2016. Anticipated revenues and expenses
associated with the Mayfield Project will be incorporated into the development of the FY 2017
Operating Budget.
Source Changes 80,000
Contract Services 80,000 This action increases the Contract Services expense budget, offset by a corresponding increase to
revenues, by $80,000 to provide necessary resources related to the Mayfield Development Project.
This action represents estimated costs associated with the project in FY 2016. Anticipated revenues
and expenses associated with the Mayfield Project will be incorporated into the development of the
FY 2017 Operating Budget.
Salary & Benefits (59,351) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 20,649
59,351
FIRE
Charges for Services (269,000) This action is a technical correction to remove revenue for plan check permits from the Fire
Department. The revenue for this activity is budgeted and collected in the Development Services
Department; however, the budget for this revenue was inadvertently not removed from the Fire
Department when the Development Services Department was created as part of the Fiscal Year 2015
Budget.
Charges for Services (380,499) This action decreases the estimated revenue from Stanford in the amount of $380,499 primarily due
to the alignment of the budgeted revenue with the third amendment to the Stanford Fire Services
contract that was approved by Council on January 25, 2016 ($255,392). Additional revenue was
assumed in the Fiscal Year 2016 budget based on estimated salary increases for International
Association of Fire Fighters (IAFF) employees that are currently in negotiations with the City. These
salary increases were budgeted in the general fund salary reserve, not in the department, so a
corresponding reduction to the salary reserve of $255,392 elsewhere in this report will offset the
revenue reduction.
In addition, this action further decreases revenue from Stanford by $125,107 due to a variance
between the budgeted and actual costs of providing Fire Services to the University for Fiscal Year
2015. The primary contributor to the variance was lower employee service costs due to a large
number of vacancies in the department in Fiscal Year 2015.
From Other Agencies 176,884 This action increases revenue from the California Office of Emergency Services for reimbursement for
emergency fire services provided on overtime as part of mutual aid for Strike Teams that responded
to wildfires burning throughout California during the summer of 2015.
Source Changes (472,615)
Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
3/18/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
FIRE
Contract Services 15,000 This action increases funding for training to fund the administrative costs associated with sending the
six Firefighter employees that are anticipated to be hired in Fiscal Year 2016 to a Joint Fire Academy
taught by the Sunnyvale Public Safety Department. As with past practice, due to the infrequency of
hiring new sworn fire employees, no funding was assumed for academy costs for new employees as
part of the Fiscal Year 2016 Budget.
Salary & Benefits 176,884 This action increases overtime funding for reimbursement from the California Office of Emergency
Services for emergency fire services provided as part of mutual aid for Strike Teams that responded
to wildfires burning throughout California during the summer of 2015.
Salary & Benefits (359,578) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Supplies & Material 51,000 This action increases funding for Uniforms and Personal Protective Equipment (PPE) to fund the
outfitting of six new sworn Firefighter employees that will begin work with the City in February 2016
by attending a Joint Fire Academy taught by the Sunnyvale Public Safety Department. PPE includes
the employees' daily uniforms as well as turnouts, helmets, boots, gloves, and various other safety
equipment needed to effectively put out both structure and wild-land fires. The Department's Fiscal
Year 2015 budget includes funding for PPE repair and replacement for existing employees; however,
as with past practice due to the infrequency of hiring new sworn fire employees, no funding was
assumed for PPE purchases for new employees as part of the Fiscal Year 2016 Budget.
Supplies & Material 20,000 This action increases funding for Uniforms to fund the replacement of the Fire Department's six
hazardous materials (HazMat) protective suits that are past their current useful life. The current
HazMat suits are 8-9 years old, but the manufacturer recommends a 5 year useful life for these suits,
and recommends suits that are between 5-10 years to be used for training purposes. Outfitting the
City's HazMat personnel with current standards will allow them to partner with other agencies for
annual testing processes and allow PAFD to begin mitigating higher level hazardous material disasters
while awaiting regional teams.
Supplies & Material 16,500 This action increases funding for tools and equipment to fund the replacement of hoses and nozzles
on all fire engines and fire trucks in the fleet. The National Fire Protection Agency (NFPA) requires
the first two lines at a structure fire to flow at least 300 gallons per minute (GPM). After testing, it was
discovered that PAFD's lines only flow an average of 90 GPM, and that to get the appropriate
pressure with the current hardware, PAFD would have to pump the hose lines at a pressure that
would not be safe to manage for a single firefighter. In order to safely get to the appropriate GPM
and a flow that is manageable, PAFD will replace the current fog nozzles with open smooth bore
nozzles and the current hoses with updated hoses that allow more GPM with fewer pounds per
square inch (PSI). In addition, this action will fund a hose bed modification to install a metal divider
on all fire engines and fire trucks in the fleet to reduce the risk of injury and allow firefighters to
deliver water faster and more consistently.
Use Changes (80,194)
(392,421)
HUMAN RESOURCES
Salary & Benefits (30,086) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (30,086)
30,086 Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
3/18/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
LIBRARY
Other Revenues 11,500 This action increases grant revenue for Building Up the Bikes, a grant project from the Pacific Library
Partnership. These funds will be offset by a corresponding expenditure increase to install two bike
repair stations, produce safe routes to Libraries maps, and offset costs of a bike trailer. A separate
action to recognize and appropriate the balance of the grant ($1,000) for supplies, education, and
outreach in Fiscal Year 2017 will be brought forward as part of the development of the Fiscal Year
2017 Operating Budget.
Source Changes 11,500
General Expense 11,500 This action increases expenses for Building Up the Bikes, a grant project from the Pacific Library
Partnership. These funds will be offset by a corresponding revenue increase to install two bike repair
stations, produce safe routes to Libraries maps, and offset costs of a bike trailer. A separate action to
recognize and appropriate the balance of the grant ($1,000) for supplies, education, and outreach in
Fiscal Year 2017 will be brought forward as part of the development of the Fiscal Year 2017 Operating
Budget.
General Expense (28,000) On June 2, 2014, the Council approved the FY 2015 Teen Programs using the net revenue collected
from the Bryant Street Garage. This action restores $28,000 to the Community Services Department
budget from the Library Department. The funding was transferred to the Library to support the
continuation of the MakeX program as part of the FY 2016 Adopted Budget, but is now
recommended to be transferred back.
Salary & Benefits (68,391) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (84,891)
96,391
PLANNING & COMMUNITY ENVIRONMENT
Other Revenue (265,000) This action reduces Other Revenue by $265,000 to reflect that the City is deferring a Master Plan for
the area around Fry's Electronics until after a broader vision for the surrounding neighborhood is
adopted. As such, the grant from the Valley Transit Authority (VTA) to perform the work will not be
obtained. This action is offset by a reduction to expenses.
Source Changes (265,000)
Contract Services 35,000 This action provides $35,000 for the administration and completion of a commute survey to inform
the creation of a Transportation Management Association (TMA). Recommendations related to the
creation of the TMA are anticipated to be brought to City Council in Spring 2016. As part of the
development of the FY 2015 Operating Budget, $150,000 was set aside to examine the development
of a Transportation Management Association. The FY 2016 Operating Budget included funding for
year-two of the development of the TMA, as well as an additional $100,000 for various TMA pilot
programs and start-up costs.
Contract Services (300,000) This action reduces contract services by $300,000 to reflect the deferral of a Master Plan for the area
around Fry's Electronics until after a broader vision for the surrounding neighborhood is adopted.
Accordingly, the grant from the Valley Transit Authority (VTA) to perform the work will not be
obtained. This action is partially offset by a corresponding reduction to revenues.
Salary & Benefits (48,523) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (313,523)
48,523
Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
3/18/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
POLICE
From Other Agencies 16,005 This action increases revenue from other agencies for reimbursement from the California
Commission of the Peace Officer Standard and Training (POST) to reimburse the City for POST
certified training courses attended by various Police Department staff.
Charges for Services 8,692 This action increases revenue from Stanford for the Fiscal Year 2015 Year-End Adjustment due to a
variance between the budgeted and actual costs of providing Public Safety Communication Services
to the University.
Source Changes 24,697
Contract Services 16,005 This action increases funding for training for reimbursement from the California commission of the
Peace Officer Standard and Training (POST) to reimburse the City for POST certified training courses
attended by various Police Department staff.
Salary & Benefits (404,051) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (388,046)
412,743
PUBLIC WORKS
Salary & Benefits (141,681) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Supplies & Material 10,000 This action provides $10,000 in one-time funding for additional expenses incurred related to the
watering needs of the City’s urban forest. Due to extreme drought conditions, an extra water truck
and driver were needed to water established trees that were in failure. As a result, Urban Forestry
reallocated tree planting funds for the additional rental.
Use Changes (131,681)
131,681
Total General Fund Changes to BSR (4,945,287)
Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
3/18/2016
CAPITAL FUND 2016
Category Amount Description
Other Revenues 50,000 This action recognizes a $50,000 donation, with a commensurate increase in project expenditures for the
Art Center Auditorium, Audio, Visual, and Furnishings project (AC-14000), from the Palo Alto Art Center
Foundation for additional expenses incurred during construction.
Transfer from the
Refuse Fund
15,810 This action transfers $15,810 from the Refuse Fund to the Capital Improvement Fund to reimburse the
Residential Preferential Parking project (PL-150003) for expenses incurred for the installation of new
residential parking permit and street sweeping signage installed in the Downtown Residential Preferred
Parking District.
Transfer from the
General Fund
19,327 This action transfers $19,327 from the Planning Transportation Contingency in the General Fund to the
Capital Improvement Fund to reimburse the Residential Preferential Parking project (PL-150003) for
expenses incurred for the installation of new residential parking permit and street sweeping signage
installed in the Downtown Residential Preferred Parking District.
Transfer from the
Refuse Fund
25,000 This action recognizes a transfer from the Refuse Fund to the Capital Improvement Fund for the Art in
Public Places contribution associated with the Landfill Closure (RF-11001). A corresponding increase in
the Art in Public Places project budget is recommended as outlined in Attachment A Exhibit 2.
Transfer from the
General Fund
1,000,000 This action recognizes a transfer of $1.0 million from the General Fund to establish a Roth Building
Reserve for future use as approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR
(November 11, 2015). In CMR #5879 Palo Alto Historical Museum Option To Lease for the Roth Building
(June 29, 2015) and after several presentations to City Council requesting public funding, on December
15, 2014, City Council passed a motion instructing staff to identify $1.0 million to fund rehabilitation
costs for the Roth building.
Transfer from the
General Fund
6,000,000 This action increases the estimated transfer from the Budget Stabilization Reserve in the General Fund in
fiscal year 2016 by $6.0 million as approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve
2015 CAFR (November 11, 2015).
Transfer from the
General Fund
2,297,000 This action increases the estimated transfer from the General Fund to the Capital Improvement Fund in
the amount of $2.3 million from $5.4 million to $7.7 million to reflect current estimated Transient
Occupant Tax (TOT) receipts in fiscal year 2016. A corresponding increase in TOT receipts and transfers
out of the General Fund are recommended elsewhere in this report.
From Other Agencies 1,677 This actions recognizes revenue from Stanford's Fiscal Year 2015 portion of the Fire Station 1
Improvements CIP (PF-14002).
Source Changes 9,408,814
CIP 175,937 This action increases appropriated expenditures in various capital projects as outlined in Attachment A,
Exhibit 2.
Transfer to the
University Ave Parking
Assessment Agency
Fund
1,790,295 This action established a $1.8 million transfer from the Capital Improvement Fund to the University Ave
Parking Assessment Agency Fund as recommended in the Auditor's review of the City's parking funds. In
Fiscal Year 2016, the City Auditor’s Office concluded an audit of the City’s parking funds. As a result of
their investigation, the City Auditor’s Office determined that $1,790,295 should be transferred from the
Capital Improvement Fund Infrastructure Reserve to the University Ave Parking Assessment Agency Fund
to reimburse the fund for initial project expenses incurred for the 528 High Street and 445 Bryant Street
garages. According to the Auditor’s report, after the assessment district was formed and issued special
assessment bonds, the City deducted the initial project expenses from the bond proceeds but did not
transfer those expenses, totaling $1,790,295, back to the University Avenue Parking In-Lieu Fund.
Use Changes 1,966,232
7,442,582 Net Changes To (From) Reserves
CAPITAL IMPROVEMENT FUND
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
CAPITAL FUND
ATTACHMENT A, EXHIBIT 1
3/18/2016
Enterprise Funds 2016
Category Amount Description
AIRPORT FUND
Source Changes -
Salary and Benefits (1,761) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (1,761)
Net Changes To (From) Reserves 1,761
Fund Balancing Entries
1,761 Change in Fund Balance
1,761
ELECTRIC FUND
Net Sales (2,533,307) This action decreases the estimate for surplus energy revenue by approximately $2.5 million as a
result of lower than expected hydroelectric generation due to dry weather conditions. Lower hydro-
electric power generation led to lower sales of surplus electric energy in the market.
Other Income (465,770) The City is one of several Western customers who assists the Western Area Power Administration and
Bureau of Reclamation by providing payment of certain charges one month in advance, which allows
those agencies to commit those funds to major capital projects under Federal appropriations rules.
These advance payments are offset by bill discounts one month later. The charges and credits exactly
offset each other, and therefore have no budget impact. However, this is a contractual program, and
the City will be in default of its contractual obligations if it fails to provide the payments. The capital
projects approved for funding under this program decreased from what was projected in the original
FY 2016 budget. This credit reduction is offset by a corresponding reduction in expenditures.
Other Income 3,445 This action recognizes the transfer of $3,445 from the Information Technology Fund which is
reimbursing the Electric Fund for the rental of office space at the Utility Engineering Building.
Currently a Senior Technologist responsible for Geographic Information Systems is using a limited
amount of office space. The ongoing implication of this usage will be included as part of the
development of the Fiscal Year 2017 Operating Budget.
Source Changes (2,995,632)
CIP 419,713 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
Operating Transfers Out (46,309) The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa Clara
County to communicate with one another. Palo Alto and other municipalities will also use the system
for local government radio communication (Public Works, Utilities, etc.). This action reimburses the
Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in
other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas
Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley
Regional Communications System for Utilities and Stanford University which were not specifically
included in the Fiscal Year 2016 Capital budget.
Salary and Benefits (241,276) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget. ($218,377 Operating and $22,899
Supply)
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
Total Airport Fund
ENTERPRISE FUNDS
ATTACHMENT A, EXHIBIT 1
3/18/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
ELECTRIC FUND
Utility Purchases (88,076) This actions decreases utility purchase by $88,076. Drought conditions reduced FY 2015 water
allocations of water customers, which Western power customers then had to pay, increasing their
cost. Transmission access rates are also much higher than originally budgeted. Offsetting this are
reduced costs due to delayed start dates for solar projects, and reduced output from landfill gas plant
due to planned maintenance outages in FY 2016. This output was replaced with market purchases,
where prices are lower than projected at budget and at lower prices than contract rates. Dry hydro
and delayed solar projects also resulted in greatly reducing budgeted surplus energy revenue.
Utility Purchases (465,770) This action is the corresponding offset of charges related to the Western Area Power Administration
advance payment program. The capital projects approved for funding under this program decreased
from what was projected in the original FY 2016 budget. The reduction in charges is offset by an
equal reduction in credits (revenue).
Use Changes (421,718)
Net Changes To (From) Reserves (2,573,914)
Fund Balancing Entries
(2,573,914)Change in Fund Balance
Total Electric Fund (2,573,914)
FIBER OPTICS FUND
Source Changes -
Contract Services 25,000 This action increases the amount budgeted to contract services in the Fiber Optics Fund to engage a
consultant to build front-end Fiber module to Engineering's utility system distribution database. The
current Fiber database is in Access and outdated.
Legal Support 45,000 This action increases the amount budgeted to legal services in the Fiber Optics Fund, programming an
additional $45,000 for legal support to provide outside counsel and industry expertise to support
Google Fiber and city-owned Fiber-to-the-Premise (FTTP) network initiatives. The increased funding
needs are anticipated to continue in FY 2017 and budget actions will be brought forward as
appropriate.
Use Changes 70,000
Net Changes To (From) Reserves (70,000)
Fund Balancing Entries
(70,000)Change in Fund Balance
Total Fiber Optics Fund (70,000)
GAS FUND
Other Income 250,000 This action recognizes $250,000 in additional revenue from customer connections, to the Gas System,
Customer Connections project (GS-80017) due to increased new construction in Palo Alto and
demands for additional customer connections.
Source Changes
250,000
CIP 250,000 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
ATTACHMENT A, EXHIBIT 1
3/18/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
GAS FUND
Contract Services 33,000 This action increase Contract Services costs in the Gas Fund to pay for that Fund's portion of
increased costs for hauling away construction spoils. These costs have increased for three reasons:
first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low rate.
Second, the number of water and sewer new service installations have substantially increased due to
fire code requirements and a utility requirement that sewer lines be replaced when a home is
replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new
water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer
funds.
Operating Transfers Out 552,000 This action is a technical correction to adjust the amount of the FY 2016 Equity Transfer from the Gas
Fund to the General Fund. This correction reflects current capital assets in the Gas Fund, per the
FY2015 CAFR.
Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa Clara
County to communicate with one another. Palo Alto and other municipalities will also use the system
for local government radio communication (Public Works, Utilities, etc.). This action reimburses the
Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in
other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas
Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley
Regional Communications System for Utilities and Stanford University which were not specifically
included in the Fiscal Year 2016 Capital budget.
Operating Transfers Out 4,986 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the
Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle
Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement
and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under
project VR-15000.
Salary and Benefits (93,340) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget. ($87,481 Operating and $5,859
Supply)
Use Changes 792,955
Net Changes To (From) Reserves (542,955)
Fund Balancing Entries
(542,955)Change in Fund Balance
Total Gas Fund (542,955)
Operating Transfer-In 214,725 This action recognizes a transfer of $214,725 from the Vehicle Fund from the salvage value of City
street sweepers sold as result of the outsourcing of street sweeping services in Fiscal Year 2015. The
proceeds from this transaction are being transferred from the Vehicle Fund to the Refuse Fund
reserves.
Operating Transfer-In 101,307 This action recognizes transfers of $38,552 and $62,755 from University Ave Parking District and
California Avenue Parking District, respectively, to fund the districts proportional share of the street
sweeping contract. In Fiscal Year 2015, the City outsourced citywide street sweeping services which
also impacted the California Avenue and University Avenue parking districts. Because street sweeping
services are provided in the parking districts, a portion of the street sweeping contract should be
funded by the districts. These contract amounts were not budgeted in Fiscal Year 2016 and the
Refuse Fund has been carrying the cost of the contract. This actions reimburses the Refuse Fund.
The ongoing implications of this change in service delivery model will be factored into the
development of the FY 2017 Operating Budget for each of these funds.
REFUSE FUND
ATTACHMENT A, EXHIBIT 1
3/18/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
Operating Transfer-In 40,223 This action provides a one-time transfer in the amount of $40,223 from the General Fund to the
Refuse Fund to reimburse expenses incurred for the City’s compost program. The City currently
charges the Refuse Fund for janitorial work related to the compost program; however, the use of the
Refuse Fund is restricted per Proposition 218. As a result, this action reimburses the Refuse Fund for
expenses incurred.
Source Changes 356,255
Contract Services 222,022 This action appropriates $222,022 to correct for an inadvertent error in the final adoption of the
Fiscal Year 2016 Operating Budget. On 23 March 2015, City Council approved CMR # 5558 to provide
for a Fiscal Year 2015 budget amendment in the amount of $387,000 for one-time funding for the
purchase of kitchen buckets and outreach materials. Due to a clerical error, $222,022 of the funding
was not appropriated to fiscal year 2016 for this activity; this actions corrects for that.
Contract Services 173,105 This action provides additional one-time funding in the amount of $173,105 for the annual
reconciliation of Fiscal Year 2015 expenses incurred for solid waste. Due to the robust economy, in
Fiscal Year 2015, an additional 2,300 tons of municipal solid waste tons were processed at the SMART
station and delivered to the Kirby Landfill.
Contract Services 165,434 This action provides additional one-time funding in the amount of $165,434 for the GreenWaste
contract for expenses invoiced to the City related to CPI increases in rent at the Geng Road facility.
GreenWaste incurred annual CPI adjustments to their Geng Road facility but did not pass-through
these expenses to the City as required by Section 7.09 of the agreement.
Contract Services 101,307 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the
California Avenue and University Avenue parking districts. Because street sweeping services are
provided in the parking districts, a portion of the street sweeping contract should be funded by the
districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has
been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund
from University Ave Parking District and California Avenue Parking District, respectively, to fund the
districts proportional share of the street sweeping contract.
Operating Transfers Out 25,000 This action establishes a transfer from the Refuse Fund to the Capital Improvement Fund for the Art
in Public Places contribution associated with the CIP RF-11001 (Landfill Closure). A corresponding
increase in the Art in Public Places project budget is recommended as outlined in Attachment A,
Exhibit 2.
Operating Transfers Out 15,810 This action transfers $15,810 from the Refuse Fund to the Capital Improvement Fund to reimburse
the Residential Preferential Parking project PL-15003 for expenses incurred for the installation of new
residential parking permit and street sweeping signage installed in the Downtown Residential
Preferred Parking District.
Salary and Benefits (56,797) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 645,881
Net Changes To (From) Reserves (289,626)
Fund Balancing Entries
(289,626)Change in Fund Balance
Total Refuse Fund (289,626)
REFUSE FUND
ATTACHMENT A, EXHIBIT 1
3/18/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
Grant Revenue 120,000 In Fiscal Year 2014, the City was awarded a $120,000 grant from the California Department of Water
Resources (DWR) to implement a flood early warning system for the San Francisquito Creek
watershed. The grant funded a system of rainfall and stream gauges, telemetry equipment and a
web interface that provides early warning to local residents of impending flooding on San
Francisquito Creek. The grant requires the City front the initial expenses for the project and then
request reimbursement from the DWR. Funding for this project was not budgeted in Fiscal Year 2016
and this action will recognize the $120,000 in additional revenue from the state offset by a
commensurate increase in expenditures.
Operating Transfer-In 233,662 This action recognizes a transfer of $233,662 from the General Fund to the Storm Drainage fund to
reimburse the Storm Drain Replacement and Rehabilitation project (SD-06101) for expenses incurred
related to the construction of sandbag barrier along the San Francisquito Creek downstream of
Highway 101. In preparation for the 2015-16 El Niño storm season, the City and other member
agencies of the San Francisquito Creek Joint Powers Authority (JPA) concluded that it was prudent to
construct a temporary sandbag flood barrier in order to provide enhanced flood protection for local
businesses. As this expense was not anticipated during preparation of the Fiscal Year 2016 budget,
funds were not appropriated for this purpose. As an interim measure, available funding was used in
the Storm Drain Replacement and Rehabilitation project for this purpose; however, since storm drain
CIP funding is restricted to projects identified in the 2005 storm drainage fee ballot measure (which
does not include this project), additional funding in the amount of $233,662 is needed to reimburse
the project for this expense.
Source Changes 353,662
CIP 241,833 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
Contract Services 120,000 In Fiscal Year 2014, the City was awarded a $120,000 grant from the California Department of Water
Resources (DWR) to implement a flood early warning system for the San Francisquito Creek
watershed. The grant funded a system of rainfall and stream gauges, telemetry equipment and a
web interface that provides early warning to local residents of impending flooding on San
Francisquito Creek. The grant requires the City front the initial expenses for the project and then
request reimbursement from the DWR. Funding for this project was not budgeted in Fiscal Year 2016
and this action will recognize the $120,000 in additional revenue from the state offset by a
commensurate increase in expenditures.
Salary and Benefits (9,910) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 351,923
Net Changes To (From) Reserves 1,739
Fund Balancing Entries
1,739 Change in Fund Balance
Total Storm Drainage Fund 1,739
STORM DRAINAGE FUND
ATTACHMENT A, EXHIBIT 1
3/18/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
Source Changes -
Contract Services 33,000 This action increase Contract Services costs in the Wastewater Collection Fund to pay for that Fund's
portion of increased costs for hauling away construction spoils. These costs have increased for three
reasons: first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low
rate. Second, the number of water and sewer new service installations have substantially increased
due to fire code requirements and a utility requirement that sewer lines be replaced when a home is
replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new
water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer
funds.
Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa Clara
County to communicate with one another. Palo Alto and other municipalities will also use the system
for local government radio communication (Public Works, Utilities, etc.). This action reimburses the
Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in
other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas
Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley
Regional Communications System for Utilities and Stanford University which were not specifically
included in the Fiscal Year 2016 Capital budget.
Salary and Benefits (21,427) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 57,882
Net Changes To (From) Reserves (57,882)
Fund Balancing Entries
(57,882)Change in Fund Balance
Total Wastewater Collection Fund (57,882)
Source Changes -
Operating Transfers Out 11,597 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the
Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle
Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement
and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under
project VR-15000.
Salary and Benefits (128,123) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (116,526)
Net Changes To (From) Reserves 116,526
Fund Balancing Entries
116,526 Change in Fund Balance
Total Wastewater Treatment Fund 116,526
WASTEWATER TREATMENT FUND
WASTEWATER COLLECTION FUND
ATTACHMENT A, EXHIBIT 1
3/18/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
WATER FUND 7
Net Sales (2,144,842) This action decreases the budgeted revenue estimates by $2.1 million to align with year end
projected collections due to drought effects as water use has declined across residential, commercial,
industrial and internal (City) customers. This year, a total of $37.3 million is anticipated by year end,
down from the adopted level of $39.4 million. These revenue decreases are largely offset by
corresponding decrease in water purchases and rates are projected to increase over the next few
years to stabilize the fund.
Other Income 217,000 This action recognizes $217,000 in additional revenue from customer connections, to the Water
System, Customer Connections project (WS-80013) due to increased new construction in Palo Alto
and demands for additional customer connections.
Source Changes (1,927,842)
CIP 217,000 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
Commodity Purchases (1,898,396) This action decreases expenditures in water commodity purchases, reflecting the decreased
consumption from customers due to drought regulations and conservation efforts.
Contract Services 85,000 This action increase Contract Services costs in the Water Fund to establish a regular testing and
calibration of large water meters program. AWWA recommends that these meters be tested and
calibrated once per year. The last round of testing and calibration was completed at the end of FY
2014, so these meters are nearly overdue for annual testing. It is anticipated that this annual test will
be and ongoing cost and therefore will be factored in the development of the FY 2017 Operating
Budget.
Contract Services 33,000 This action increase Contract Services costs in the Water Fund to pay for that Fund's portion of
increased costs for hauling away construction spoils. These costs have increased for three reasons:
first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low rate.
Second, the number of water and sewer new service installations have substantially increased due to
fire code requirements and a utility requirement that sewer lines be replaced when a home is
replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new
water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer
funds.
Operating Transfers Out 9,883 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the
Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle
Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement
and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under
project VR-15000.
Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa Clara
County to communicate with one another. Palo Alto and other municipalities will also use the system
for local government radio communication (Public Works, Utilities, etc.). This action reimburses the
Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in
other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas
Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley
Regional Communications System for Utilities and Stanford University which were not specifically
included in the Fiscal Year 2016 Capital budget.
Salary and Benefits (44,762) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (1,551,966)
Net Changes To (From) Reserves (375,876)
Fund Balancing Entries
(375,876)Change in Fund Balance
Total Water Fund (375,876)
ATTACHMENT A, EXHIBIT 1
3/18/2016
Other Funds 2016
Category Description
UNIVERSITY AVENUE PARKING ASSESSMENT AGENCY FUND
Operating Transfers In 1,790,295 This action recognizes a $1.8 million transfer from the Capital Improvement Fund to the University
Ave Parking Assessment Agency Fund as recommended in the Auditor's review of the City's parking
funds. In Fiscal Year 2016, the City Auditor’s Office concluded an audit of the City’s parking funds. As
a result of their investigation, the City Auditor’s Office determined that $1.8 million should be
transferred from the Capital Improvement Fund Infrastructure Reserve to the University Ave Parking
Assessment Agency Fund to reimburse the fund for initial project expenses incurred for the 528 High
Street and 445 Bryant Street garages. According to the Auditor’s report, after the assessment district
was formed and issued special assessment bonds, the City deducted the initial project expenses from
the bond proceeds but did not transfer those expenses, totaling $1.8 million, back to the University
Avenue ParkingAssessment AgencyFund.
Source Changes 1,790,295
1,790,295
Operating Transfers
Out
62,755 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the
California Avenue and University Avenue parking districts. Because street sweeping services are
provided in the parking districts, a portion of the street sweeping contract should be funded by the
districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has
been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund
from University Ave Parking District and California Avenue Parking District, respectively, to fund the
districts proportional share of the street sweeping contract.
Use Changes 62,755
(62,755)
Operating Transfers
Out
38,552 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the
California Avenue and University Avenue parking districts. Because street sweeping services are
provided in the parking districts, a portion of the street sweeping contract should be funded by the
districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has
been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund
from University Ave Parking District and California Avenue Parking District, respectively, to fund the
districts proportional share of the street sweeping contract.
Use Changes 38,552
(38,552)
Operating Transfer In 26,466 This action recognizes transfers of $26,466 ( $9,883 from the Water Fund, $4,986 from the Gas Fund,
and $11,597 from the Wastewater Treatment Fund) to partially offset the replacement and
acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under project VR-
15000.
TRUST & AGENCY FUNDS
INTERNAL SERVICE FUNDS
Net Changes To (From) Reserves
SPECIAL REVENUE FUNDS
CALIFORNIA AVENUE PARKING DISTRICT FUND
Net Changes To (From) Reserves
UNIVERSITY AVENUE PARKING DISTRICT FUND
Net Changes To (From) Reserves
VEHICLE REPLACEMENT FUND
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
Amount
ATTACHMENT A, EXHIBIT 1
3/18/2016
Other Funds 2016
Category Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
Amount
Other Income 214,725 This action recognizes $214,725 in revenue in the Vehicle Fund from the salvage value of City street
sweepers sold as result of the outsourcing of street sweeping services in Fiscal Year 2015. The
proceeds from this transaction are being transferred from the Vehicle Fund to the Refuse Fund
reserves.
Source Changes 241,191
Operating Transfer
Out
214,725 This action budgets a $214,725 transfer from the Vehicle Fund to the Refuse Fund. Surplus receipts
from the salvage value of City street sweepers sold as result of the outsourcing of street sweeping
services in Fiscal Year 2015 are being transferred back to the Refuse Fund.
CIP 127,624 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
Contract Services 80,000 This action provides $80,000 in one-time funding for a consultant study to review the City's Vehicle
Replacement Allocation methodology.
Salary and Benefits (13,649) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 408,700
(167,509)
From Other Agencies 80,292 Stanford's Fiscal Year 2015 portion of the Radio Infrastructure Replacement CIP (TE-05000) $12,543
and Computer Aided Dispatch Replacement CIP (TE-09000) $67,749
Operating Transfers-
In
1,000,000 This action transfers $1,000,000, representing the unfunded General Fund portion of the Silicon
Valley Regional Interoperability Authority's (SVRIA) project, to the Technology Fund. As discussed in
the Close of the Fiscal Year 2015 Report (CMR 6512), $1,000,000 was to be held in reserve in the
General Fund and subsequently transferred to the Technology Fund.
Operating Transfers-
In
185,235 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa
Clara County to communicate with one another. Palo Alto and other municipalities will also use the
system for local government radio communication (Public Works, Utilities, etc.). This action
reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as
follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund;
$46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with
the Silicon Valley Regional Communications System for Utilities and Stanford University which were
not specifically included in the Fiscal Year 2016 Capital budget.
Other Income 83,037 As discussed above, this action reimburses the Radio Infrastructure project (TE-05000) in the amount
of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309
from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund,
for costs associated with the Silicon Valley Regional Communications System for Utilities and
Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget.
Source Changes 1,348,564
CIP 1,268,272 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
INTERNAL SERVICE FUNDS
VEHICLE REPLACEMENT FUND
Net Changes To (From) Reserves
INFORMATION TECHNOLOGY FUND
ATTACHMENT A, EXHIBIT 1
3/18/2016
Other Funds 2016
Category Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
Amount
Operating Transfer
Out
3,445 This action transfers $3,443 from the Information Technology Fund to the Electric Fund to provide
funding for the rental of a cubicle at the Utility Engineering Building for use by the Senior
Technologist responsible for Geographic Information Systems. A separate action to establish this
transfer on an ongoing basis will be brought forward as part of the development of the Fiscal Year
2017 Operating Budget.
Salary and Benefits (46,694) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 1,225,023
123,541
Salary and Benefits (9,393) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (9,393)
9,393
Net Changes To (From) Reserves
PRINT AND MAIL FUND
Net Changes To (From) Reserves
INTERNAL SERVICE FUNDS
INFORMATION TECHNOLOGY FUND
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
PROJECT COMPLETIONS
Hopkins Park Improvements (Formerly Pe-07001)PG-11000 -$ -$ Infrastructure
Reserve
Project Completed
Children's Theatre Replacement And Expansion AC-09001 -$ -$ Infrastructure
Reserve
Project Completed
New Sound System For Lucie Stern Community
Theatre
AC-09002 -$ -$ Infrastructure
Reserve
Project Completed
Dimmer Replacement And Lighting System CC-09001 -$ -$ Infrastructure
Reserve
Project Completed
Rinconada Park Improvements PE-08001 -$ -$ Infrastructure
Reserve
Project Completed
Scott Park Improvements (Formerly PC-11004)PG-11003 -$ (1,429)$ Infrastructure
Reserve
Removes remaining funding due to completion of the
project
Cubberley Roof Replacement PF-14000 -$ (1,442)$ Infrastructure
Reserve
Removes remaining funding. Work will continue in the
Cubbereley Capital Improvement Fund project CB-
16002.
Golf Course Tree Maintenance PG-12002 -$ (6,818)$ Infrastructure
Reserve
Removes remaining funding due to completion of the
project
Eleanor Pardee Park Improvements PE-12012 -$ (22,084)$ Infrastructure
Reserve
Removes remaining funding due to completion of the
project
Subtotal - Project Completions -$ (31,773)$
ADDITIONAL APPROPRIATIONS
Art in Public Places Project AC-86017 $ 25,000 $ 25,000 Operating
Transfers-In
This action transfers $25,000 from the Refuse Fund
to the Capital Improvement Fund for the Art in
Public Places contribution associated with the CIP
RF-11001 (Landfill Closure). This was one of the last
projects under the legacy Public Art program,
wherein eligible Public Art costs were transferred at
the conclusion of the project. Current practice is to
budget eligible Public Art funding directly to the Art
in Public Places project.
Art in Public Places Project AC-86017 $ - $ 38,000 Infrastructure
Reserve
This action transfers $30,000 from CIP PG-12006
(Magical Bridge Playground Project) and $8,000
from PE-13016 (El Camino Park Restoration) to AC-
86017 (Art in Public Places) for eligible Public Art
costs. These were two of the last projects under the
legacy Public Art program, wherein eligible Public
Art costs were transferred at the conclusion of the
project. Current practice is to budget eligible Public
Art funding directly to the Art in Public Places
project.
FY 2016 CIP Mid-Year Adjustments
CAPITAL PROJECT FUND
1 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
Residential Preferential Parking PL-15003 $ 35,137 $ 35,137 Operating
Transfers-In
This action transfers $15,810 from the Refuse Fund
and $19,327 from the Planning Transportation
Contingency in the General Fund to the Capital
Improvement Fund to reimburse Residential
Preferential Parking project PL-15003 for expenses
incurred for the installation of new residential
parking permit and street sweeping signage
installed in the Downtown Residential Preferred
Parking District.
Art Center Auditorium Audio, Visual, and
Furnishings
AC-14000 $ 50,000 $ 50,000 Other Revenue This action recognizes a $50,000 donation, with a
commensurate increase in project expenditures for
the Art Center Auditorium Audio, Visual, and
Furnishings project (AC-14000) from the Palo Alto
Art Center Foundation for additional expenses
incurred during construction.
Building System Improvements PF-01003 $ - $ 100,000 Infrastructure
Reserve
This action provides $100,000 to the Building
Systems Improvement Project (PF-01003) to correct
a technical error that occurred during the Fiscal
Year 2015 budget reappropriations process.
Funding was inadvertantly removed from the
project.
Security System Improvements PF-04000 $ - $ 31,778 Infrastructure
Reserve
This action provides $31,778 to the Security
Systems Improvement Project (PF-04000) to correct
a technical error that occurred during the Fiscal
Year 2015 budget reappropriations process.
Funding was inadvertantly removed from the
project.
Salaries and Benefits - Capital Improvement Fund
CIP Projects
AS-10000 $ - $ (34,205)Infrastructure
Reserve
This action is a technical correction to remove costs
in all funds associated with the Implied Subsidy for
Retiree Healthcare that was inadvertently budgeted
as part of the allocation for retirement healthcare
costs to Departments in the Fiscal Year 2016
Budget.
Magical Bridge Playground Project PE-12013 $ - $ (30,000)Infrastructure
Reserve
This action transfers $30,000 from CIP PG-12006
(Magical Bridge Playground Project) to AC-86017
(Art in Public Places) for eligible Public Art costs.
This was one of the last projects under the legacy
Public Art program, wherein eligible Public Art costs
were transferred at the conclusion of the project.
Current practice is to budget eligible Public Art
funding directly to the Art in Public Places project.
CAPITAL PROJECT FUND
2 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
El Camino Park Restoration Project PE-13016 $ - $ (8,000)Infrastructure
Reserve
This action transfers $8,000 from PE-13016 (El
Camino Park Restoration) to AC-86017 (Art in Public
Places) for eligible Public Art costs. This was one of
the last projects under the legacy Public Art
program, wherein eligible Public Art costs were
transferred at the conclusion of the project. Current
practice is to budget eligible Public Art funding
directly to the Art in Public Places project.
Subtotal - Additional Appropriations 85,137$ 207,710$
TOTAL GENERAL FUND CIP MID-YEAR
ADJUSTMENTS
$ 85,137 $ 175,937
PROJECT COMPLETIONS
El Camino Underground EL-05000 -$ (25,124)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
UG District 45 EL-06002 -$ (59,271)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
E. Charleston 4/12kV EL-08000 -$ (60,861)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
AMR/AMI – Feasibility EL-10008 -$ 115$ Electric Fund
Reserve
Additional funding of $115 is needed to close this
project.
Rebuild Greenhouse EL-11007 -$ (26,118)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
Rebuild UG Dist 12 EL-12000 -$ (9,028)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
Subtotal - Project Completions -$ (180,287)$
ELECTRIC FUND
CAPITAL PROJECT FUND
3 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
ADDITIONAL APPROPRIATIONS
Substation Improvements EL-89044 $ 200,000 Electric Reserve This action provides $200,000 in additional funding from
the Electric Fund reserve to the Substation Facility
Improvements project (EL-89044) to address two major
causes of equipment failure that include adding an air
conditioning or insulation additions to ten (10) metal-
clad substation buildings and replace melted remote
terminal units (RTU) in several substations. There are
ten (10) metal-clad buildings in the Palo Alto system.
The existing fan-run, air-moving system cut into the
walls do not provide sufficient temperature regulation
and facility temperatures have exceeded the
microprocessor and IC based manufacturer’s equipment
ratings with the fans on full-blast which have resulted in
equipment failures. Although the equipment ratings
have risen, so have the air conditioning requirements as
the newer equipment runs at higher operating
temperatures in each iteration of the evolution of
microprocessor development. There is also a safety
concern as the substations crews need to work in there
also and they have had to delay work because of the
high temperatures.
Underground District 47-Middlefield, Homer,
Webster, Addison
EL-11010 $ 400,000 Electric Reserve This action provides $400,000 in additional funding from
the Electric Fund reserve to the Underground District 47
– Middlefield, Homer, Webster, Addision (EL-11010)
project for the undergrounding of the existing overhead
distribution system. The substructure contract bid for
this project resulted in higher than anticipated costs and
as a result the remaining electrical portion has yet to be
completed and will require an additional $400,000. The
additional funds are required for the installation of
electrical facilities and purchase of equipment.
Subtotal - Additional Appropriations -$ 600,000$
TOTAL ELECTRIC FUND CIP MID-YEAR
ADJUSTMENTS
$ - $ 419,713
ELECTRIC FUND
4 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
ADDITIONAL APPROPRIATIONS
Gas System, Customer Connections GS-80017 $ 250,000 $ 250,000 Connection
Charges
This action provides $250,000 in additional funding from
the Gas Fund reserve, offset by the recognition of
$350,000 in additional revenue from customer
connections, to the Gas System, Customer Connections
project (GS-80017) due to increased new construction in
Palo Alto and demands for additional customer
connections.
Subtotal - Additional Appropriations 250,000$ 250,000$
TOTAL GAS FUND CIP MID-YEAR
ADJUSTMENTS
$ 250,000 $ 250,000
ADDITIONAL APPROPRIATIONS
Landfill Closure RF-11001 $ - $ (25,000)Refuse Fund
Reserve
This action transfers $25,000 from the Refuse Fund
to the Capital Improvement Fund for the Art in
Public Places contribution associated with the CIP
RF-11001 (Landfill Closure). This was one of the last
projects under the legacy Public Art program,
wherein eligible Public Art costs were transferred at
the conclusion of the project. Current practice is to
budget eligible Public Art funding directly to the Art
in Public Places project.
Subtotal - Additional Appropriations -$ (25,000)$
TOTAL REFUSE FUND CIP MID-YEAR
ADJUSTMENTS
$ - $ (25,000)
PROJECT COMPLETIONS
Storm Drain Master Plan Update SD-15008 $ - $ 8,171 Storm Drainage
Reserve
This action adds $8,171 from the Strom Drainage
Reserve to the Storm Drain Master Plan Update
project (SD-15008) to correct a technical error in
order to provide funding for expenses charged to
the project after it was closed.
Subtotal - Project Completions -$ 8,171$
GAS FUND
STORM DRAINAGE FUND
REFUSE FUND
5 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
ADDITIONAL APPROPRIATIONS
Storm Drainage System Replacement and
Rehabilitation
SD-06101 $ 233,662 $ 233,662 Storm Drainage
Reserve
This action transfers $233,662 from the General
Fund to the Storm Drainage to reimburse the Storm
Drain Replacement and Rehabilitation project (SD-
06101) for expenses incurred related to the
construction of sandbag barrier along the San
Francisquito Creek downstream of Highway 101.
However, since storm drain CIP funding is restricted
to projects identified in the 2005 storm drainage fee
ballot measure (which does not include this
project), additional funding in the amount of
$233,662 is needed to reimburse the project for this
expense. Additional details can be found in the
Enterprise Funds transactions for the Storm
Drainage Fund Operating Transfers In, outlined in
Attachment A, Exhibit 1.
Subtotal - Additional Appropriations 233,662$ 233,662$
TOTAL STORM DRAINAGE FUND CIP MID-
YEAR ADJUSTMENTS
$ 233,662 $ 241,833
ADDITIONAL APPROPRIATIONS
Radio Infrastructure Replacement TE-05000 $ 1,000,000 $ 1,000,000 Technology Fund
Reserve
This action appropriates $1,000,000 that was held
in the Budget Stabilization Reserve through FY 2015
(see CMR 6215) for the City's unfunded General
Fund portion of the Silicon Valley Regional
Interoperability Authority's (SVRIA) Radio
Infrastructure project (TE-05000) to move towards
a county-wide 700 Mhz radio communications
system.
TECHNOLOGY FUND
STORM DRAINAGE FUND
6 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
Radio Infrastructure Replacement TE-05000 $ 268,272 $ 268,272 Technology Fund
Reserve
The City of Palo Alto has been participating in a
multi-year project with all the Joint Powers
Authority members in the Silicon Valley Regional
Interoperability Authority (SVRIA) to fund and
construct a county-wide radio communications
system that will permit all public safety officers
across Santa Clara County to communicate with one
another. Palo Alto and other municipalities will also
use the system for local government radio
communication (Public Works, Utilities, etc.). This
action reimburses the Radio Infrastructure project
(TE-05000) in the amount of $268,272, distributed
as follows: $83,037 in other revenue; $46,309 from
the Water Fund; $46,309 from the Electric Fund;
$46,309 from the Gas Fund, and $46,309 from
Wastewater Collection Fund, for costs associated
with the Silicon Valley Regional Communications
System for Utilities and Stanford University which
were not specifically included in the Fiscal Year
2016 Capital budget.
Subtotal - Additional Appropriations 1,268,272$ 1,268,272$
TOTAL TECHNOLOGY FUND CIP MID-YEAR
ADJUSTMENTS
$ 1,268,272 $ 1,268,272
ADDITIONAL APPROPRIATIONS
Scheduled Vehicle and Equipment Replacement -
Fiscal Year 2015
VR-15000 $ 26,466 $ 127,624 Vehicle Fund
Reserve
This action transfers $9,883 from the Water Fund,
$4,986 from the Gas Fund, and $11,597 from the
Wastewater Treatment Fund, for a total of $26,466,
and draws $101,158 from the Vehicle Replacement
Fund Reserve for a total project expenditure
increase of $127,624 for the replacement and
acquisition of additional vehicles not included in
Fiscal Year 2015 replacement cycle under project VR-
15000.
Subtotal - Additional Appropriations 26,466$ 127,624$
TOTAL VEHICLE REPLACEMENT FUND CIP MID-
YEAR ADJUSTMENTS
$ 26,466 $ 127,624
VEHICLE REPLACEMENT FUND
TECHNOLOGY FUND
7 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
ADDITIONAL APPROPRIATIONS
Water System Customer Connections WS-80013 $ 217,000 $ 217,000 Connection
Charges
This action provides $217,000 in additional funding
from the Water Fund reserve, offset by the
recognition of $217,000 in additional revenue from
customer connections, to the Water System,
Customer Connections project (WS-80013) due to
increased new construction in Palo Alto and
demands for additional customer connections.
Water Regulation Station Improvements WS-07000 -$ $ 786,375 Water Reserve On June 29, 2015, the City Council approved CMR#
5634, authorizing a budget amendment increasing
the Water Regulation System Improvements project
(WS-07000) in the amount of $786,375, offset by
reductions to the Water Reservoir Coating
Improvements project (WS-08001) in the amount of
$393,188 and the Seismic Water System Upgrades
project (WS-09000) in the amount of $393,187,
with no impact to the reserve levels in the Water
Fund. Due to a technical error, this adjustment
never occurred. As a result, this action provides the
funding necessary to complete the seismic retrofits
as outlined in CMR# 5634. The corresponding
reductions in reserves are recommended below.
Water Reservoir Coating Improvements WS-08001 -$ $ (393,188)Water Reserve This action reflects the reduction in the Water
Reservoir Coating Improvements project (WS-
08001) in the amount of $393,188, as discussed
above in the Water Regulation Station
Improvements adjustment.
Seismic Water System Upgrades WS-09000 $ - $ (393,187)Water Reserve This action reflects the reduction in the Seismic
Water System Upgrades project (WS-09000) in the
amount of $393,187 , as discussed above in the
Water Regulation Station Improvements
adjustment.
Subtotal - Additional Appropriations 217,000$ 217,000$
TOTAL WATER FUND CIP MID-YEAR
ADJUSTMENTS
$ 217,000 $ 217,000
WATER FUND
8 2/19/2016
(ID # 6420)City of Palo Alto
Finance Committee Staff Report
Report Type: Action Items Meeting Date: 3/1/2016
City of Palo Alto Page 1
Summary Title: Fiscal Year 2016 Midyear Budget Review
Title: Finance Committee Review and Recommendation to the City Council
Regarding Adoption of a Budget Amendment for Fiscal Year 2016 to Adjust
Budgeted Revenues and Expenditures in Accordance with the
Recommendations in the FY 2016 Midyear Budget Review Report
From: City Manager
Lead Department: Administrative Services
Recommendation
Staff recommends that the Finance Committee recommend to the City Council adoption of the
FY 2016 Mid-year Budget Amendment which includes:
1)Proposed amendments to the Fiscal Year 2016 Budget Appropriation Ordinance for the
General Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds, and
Capital Improvement Projects Fund (Attachment A, Exhibit 1)
2)Proposed amendments to the Fiscal Year 2016 Budget Appropriation Ordinance Capital
Improvement Project (Attachment A, Exhibit 2)
3)Proposed amendments to the Fiscal Year 2016 Table of Organization:
a)Reclassify 2.0 Buyers to 2.0 Senior Buyers in the Administrative Services
Department;
b)Reclassify 1.0 Management Analyst to 1.0 Senior Management Analyst, 0.6 in the
Public Works Department and 0.4 in the Planning Community Environment
Department; and
c)Eliminate two 0.5 Account Specialists (part-time benefited) and add 1.0 Account
Specialist (full time) in the Administrative Services Department.
Motions
Motion to recommend to the City Council to adopt the FY 2016 Mid-year Budget Amendment
for the proposed mid-year adjustments to the FY 2016 budget for the General Fund, Capital
Improvement Projects Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds as
identified in Attachment A, Attachment B, and related exhibits.
Executive Summary
Annually, in March, staff presents to the Finance Committee the status of revenues and
#2
City of Palo Alto Page 2
expenditures for major funds and Capital Improvement Program as of December 31 of the
current fiscal year. As part of that status report, staff also brings forward recommendations to
adjust the annual adopted budget. Adjustments to the City’s budget may become necessary as
revenues and expenditures may vary from the original budget plan. The attached documents
summarize and outline changes to the City’s FY 2016 Adopted Budget. In this report,
recommended budget adjustments are generally grouped into four types of transactions:
- New requests: These requests are ones that require additional funding to address a
very limited number of program needs. These adjustments are brought forward ahead
of the annual budget process because the need either cannot or should not wait until
later in the year.
- Reimbursements and Grants: These actions, which typically have a net-zero impact,
adjust grants, reimbursements, and fee revenue and expenditure estimates to align with
current year end projected levels as appropriate.
- Previous Council Direction: These requests execute previous direction authorized by
the City Council.
- Technical Clean-ups: These actions are recommended to adjust the budget levels to
align with current anticipated year end revenue or expenditure levels or to realign
funding among departments and funds based on updated needs.
These actions require amendments to department budgets which the Finance Committee
reviews and responds to staff’s recommendation for approval.
Overall, with the adjustments recommended in this report, the General Fund and all other
funds are on track to end the fiscal year within budgeted levels. Including recommendations
contained in this report, the General Fund is projected to generate a one-time budget surplus
of approximately $3.1 million as a result of excess revenues and additional expenditure with
recommended revised budgeted estimates in this report. Additional expenditure savings may
result by year end and will be monitored and brought forward for City Council consideration as
necessary. Based on the actions recommended in this report, the Budget Stabilization Reserve
is projected at $37.0 million, or 19.9 percent of adopted expenditures. This level is $2.6 million
above the target level of 18.5 percent of total operating expenditures. As part of the
development of the FY 2017 Proposed Budget (late April/early May) as well as closing of the FY
2016 budget (November/December), staff will bring forward recommendations for use of any
FY 2016 projected budget surplus.
The FY 2016 Mid-year Budget Review report includes recommendations to adjust project
budgets for the City’s 2016 Capital Improvement Plan (CIP) for various funds. The majority of
the actions recommend closing out existing projects and transferring the remaining balances to
the appropriate fund.
Background
This report summarizes proposed changes to the FY 2016 Budget and reports financial activity
through December 31, 2015. Where possible, budget change recommendations are brought
City of Palo Alto Page 3
forward for City Council consideration as part of the approval of the FY 2016 Mid-year Budget
Review report to consolidate requests and streamline the Budget Appropriation Ordinance.
This report is organized by fund with a primary focus on major changes in the General Fund.
Mid-year changes for the Enterprise, Internal Service, and Special Revenue Funds are also
included in this report. Adjustments are detailed in Attachment A and related exhibits.
Discussion
The following pages provide an overview of the FY 2016 mid-year fund status for the General
Fund and Enterprise Funds and recommended budget adjustments as they pertain to the City’s
FY 2016 Operating and Capital budget.
Operating Budget
Under this section of the report, citywide changes to the FY 2016 Adopted Operating Budget
are described for the General Fund, Enterprise Funds, Internal Service Funds, and Special
Revenue Funds.
General Fund
After six months experience in the current fiscal year, overall, the General Fund is tracking
within budgeted levels and is anticipated to end the year with a one-time budget surplus of
approximately $3.1 million as a result of excess revenues and additional expenditure with
recommended revised budgeted estimates in this report. Excess revenues above current
budgeted levels receipts for Property Tax, Sales Tax, and Transient Occupancy Tax receipts
offset with lower than expected receipts for Utility Users Tax. Additional expenditure savings
may result by year end primarily due to estimated vacancy savings based on staffing levels
through December 2015 and will be monitored during the remainder of the year. Should the
organization track with savings, staff will bring forward recommendations to use any fiscal year
2016 projected budget surplus as part of the development of the Fiscal Year 2017 Proposed
Budget (late April/early May) as well as closing of the Fiscal Year 2016 Budget (November/
December).
As described in more detail below and detailed in Attachment A, Exhibit 1, staff recommends
various adjustments to the Fiscal Year 2016 General Fund Budget related to new requests,
reimbursements, grants, previous Council direction, or technical clean-ups.
At previous City Council discussions, items for further discussion have arisen. Historically, the
City set aside $2.0 million from the Stanford Funds for Project Safety Net related costs. The City
Manager was asked to explore the use of General Fund dollars for those elements of Project
Safety that were public safety in nature, TrackWatch and fencing costs. It is estimated that
through FY 2016, approximately $1.5 million in funding will be expended for TrackWatch and
other means restriction. Therefore, should the Council wish, a motion to reduce the General
Fund Budget Stabilization Reserve (BSR) to reimburse these historic costs could be made,
reducing the BSR to approximately $35.5 million or 19.1 percent, $1.1 million above the target
level of 18.5%. Ongoing funding of TrackWatch costs are anticipated to be discussed further as
City of Palo Alto Page 4
part of the FY 2017 budget process.
General Fund Revenue
The chart below compares the Fiscal Year 2016 Adopted Budget revenue estimates for all
revenue categories with the FY 2016 Mid-year Budget Review projections. As depicted in the
chart, the majority of revenue categories are trending upwards offset by a decrease in the
Utility User Tax receipts. Overall, staff is projecting General Fund revenues will finish the year
$4.4 million or 2.7% above original budgeted projections. A detailed discussion by revenue
category follows.
Major Tax Revenue Estimate Adjustments
Sales Tax
Sales Tax receipts are anticipated to end the year at $28.4 million, an increase of $0.8 million
above the FY 2016 Adopted Budget. This change is due to stronger sales tax performance in the
3rd calendar year quarter receipts which reflects activity through September 2015. In this
quarter, sectors showing strength include: furniture/appliance, food markets, restaurants, and
construction. Apparel stores, electronic equipment, and business services declined in the 3rd
quarter. Other major sectors, such as department stores and new car sales, displayed modest
growth. A recommended increase in the budget estimate for FY 2016 is included in this report
to align with current tracking.
Property Tax
Property Tax receipts are anticipated to end the year at $36.0 million, $0.9 million above the FY
2016 Adopted Budget estimate of $35.1 million. The increase is due to excess funds from the
City of Palo Alto Page 5
Educational Revenue Augmentation Fund (ERAF). This is the second year in which the County
expects additional ERAF monies. This year end estimate is also based on information received
from quarterly meetings with the Santa Clara County Assessor’s Office and adjusts for appeals
on record with the Assessor’s Office, additions to the roll, and movements in assessed values. A
recommended increase in the budget estimate for FY 2016 is included in this report to align
with current tracking.
Transient Occupancy Tax (TOT)
Overall, Transient Occupant Tax (TOT) receipts are anticipated to exceed the FY 2016 Adopted
Budget levels by $3.2 million, from $18.8 million to $22.0 million based on actual receipts to
date. This increase is attributable to the dramatic improvement in room rates and the City’s
newest hotels (Hilton Garden Inn and Homewood Suites by Hilton) performing way above
expectation. During the first five months of the fiscal year, TOT receipts have trended above
expected levels. In this period, average occupancy and daily room rates were 79.5 percent and
$253, respectively. While occupancy percentage has slightly declined due to the addition of
new hotel rooms, daily room rates have increased 11.2 percent over the prior year. In addition,
the City began collecting TOT revenue from Airbnb rentals starting in January 2015.
Of this increase, $2.3 million is dedicated for infrastructure spending (attributable to new hotels
and the voter approved TOT rate increase from 12 to 14 percent that took effect on January 1,
2016) which is reflected in a transfer from the General Fund to the Capital Improvement Fund.
A net increase in the General Fund of $0.9 million will result. A recommended increase in the
budget estimate for FY 2016 is included in this report to align with current tracking.
Documentary Transfer Tax
Documentary Transfer Tax collections are anticipated to end the year at $ 7.1 million, a $0.2
million increase over the FY 2016 Adopted Budget estimate of $6.9 million. Through mid-
January 2016, Documentary Transfer Tax receipts are running 9.6 percent above the same prior
year period. As this revenue source is sensitive to upward and downward movements in the
real estate market as well as the mix of commercial and residential transactions in any one year
collections will continue to be monitored closely. A small increase in the budget estimate for FY
2016 is included in this report to align with current tracking.
Utility Users’ Tax (UUT)
The City’s Utility Users Tax revenue is based on a 5 percent tax on electric, water, gas and 4.75
percent on telephone usage. Overall receipts are tracking to end the year at $10.5 million, $0.7
million below FY 2016 Adopted Budget levels of $11.2 million. Gas usage has been lower due to
a warmer than expected winter and gas prices have been low due to an abundant gas supply.
Water usage is down as a consequence of drought conservation efforts. Although the
telephone UUT rate was reduced from 5.0 percent to 4.75 percent in a ballot measure, receipts
have been higher than expected. A recommendation to reduce the FY 2016 budgeted estimate
by $700,000 is recommended in this report to align with the current lower tracking levels.
City of Palo Alto Page 6
Other General Fund Revenues:
Charges for Services
The FY 2016 Adopted Budget revenue estimate for this revenue category is $25.4 million.
However, it has been revised down approximately $0.6 million throughout the fiscal year
through previously approved adjustments by the City Council. This report includes
recommendations to decrease the current FY 2016 budgeted revenue estimate further by
approximately $0.6 million, the majority of which is due to a reduction in anticipated revenue
from Stanford in the amount of $380,499. This reduction is due to two factors 1) the third
amendment to the Stanford Fire Services contract that was approved by Council on January 25,
2016 ($255,392) and 2) the variance between the budgeted and actual costs of providing Fire
Services to the University for FY 2015 ($125,107). Additional details on these adjustments can
be found in Attachment A, Exhibit 1. Additionally, the report requests a technical correction to
remove revenue for plan check permits from the Fire Department ($269,000). The revenue for
this activity is budgeted and collected in the Development Services Department; however, the
budget for this revenue was inadvertently not removed from the Fire Department when the
Development Services Department was created wasinas part of the Fiscal Year 2015 Budget.
From Other Agencies
The FY 2016 Adopted Budget revenue estimate projected $0.4 million in revenues from other
Agencies. A $0.2 million revenue increase is recommended in this category primarily to
recognize the reimbursement from the State of California Office of Emergency Services for
emergency fire services provided on overtime as part of mutual aid for Strike Teams responding
to wildfires burning across the state during the summer of 2015. This revenue increase is offset
by a corresponding increase to the Fire Department’s overtime expense appropriation as
discussed elsewhere in this report. Additional reimbursement from the California commission
of the Peace Officer Standard and Training (POST) is also recognized ($16,000) to reimburse the
City for POST certified training courses attended by various Police Department staff.
Other Revenue
The FY 2016 Adopted Budget assumes $1.6 million in other revenue. This report recommends
decreasing this amount by $0.2 million for grants and reimbursements. This decrease reflects
the removal of $0.3 million due to the deferral of a Master Plan for the area around Fry’s
Electronics until a broader vision for the surrounding neighborhood is adopted. This reduction
in revenues is offset by a reduction in expenditures in the Planning and Community
Environment Department discussed elsewhere. The Other Revenue category reduction is
partially offset by the recognition of new grants reimbursements such as $45,000 from the
Friends of the Palo Alto Children’s Theatre for theater programs and $15,000 from the Friends
of the Junior Museum and Zoo for a new exhibit.
Operating Transfers In
Overall transfers of $18.6 million are anticipated to end the year at budgeted levels. However,
included in this report is an adjustment to align the FY 2016 General Fund Equity Transfer from
City of Palo Alto Page 7
Utilities to reflect current capital assets in the Gas Fund per the FY 2015 Comprehensive Annual
Financial Report (CAFR). The General Fund will receive an additional $552,000 transfer from
the Gas Fund.
General Fund Expense
General Fund Expenditures are generally tracking to remain within budgeted expenditures
through the end of the fiscal year. Included in this report are a number of recommended
adjustments that grouped, as discussed above, new requests, reimbursements and grants,
previous Council direction, and technical adjustments. Below outlines a few of the significant
recommended changes in each of these categories. Additional retails of each recommended
adjustment can be found in Attachment A, Exhibit 1.
New Requests: These requests are ones that require additional funding to address a very
limited number of program needs. These adjustments are brought forward ahead of the annual
budget process because the need either cannot or should not wait until later in the year.
- Repayment of Storm Drainage Fund: A transfer of $0.2 million from the General Fund to
the Storm Drainage Fund to reimburse the Storm Drain Replacement and Rehabilitation
project (SD-06101) for expenses incurred related to the construction of a sandbag
barrier along the San Francisquito Creek downstream of Highway 101 is recommended.
In preparation for the 2015-2016 El Niño storm season, the City and other member
agencies of the San Francisquito Creek Joint Powers Authority (JPA) concluded that it
was prudent to construct a temporary sandbag flood barrier in order to provide
enhanced flood protection for local businesses.
- Administrative Services City-Wide Support: approximately $0.1 million additional funding
primarily for temporary staffing assisting with the Purchasing Division and city-wide
training support for SAP.
- Fire Department New Hires: Approximately $66,000 in additional funds will ensure that
training ($15,000) and Uniforms and Personal Protective Equipment ($51,000) are
funded with the anticipated hire of six new firefighters by year end.
- Fire Department Supplies and Materials: Approximately $36,000 in additional funds will
provide for the replacement of six hazardous materials protective suits that are past
their current useful life as well as the tools and equipment to replace hoses and nozzles
on all fire engines to ensure they are in compliance with the National Fire Protection
Agency regulations.
- Commute Survey: Additional funding of $35,000 is recommended for the administration
and completion of a commute survey to inform the creation of a Transportation
Management Association (TMA).
Reimbursements and Grants: These actions, which typically have a net-zero impact, adjust
grants, reimbursements, and fee revenue and expenditure estimates to align with current year
end projected levels as appropriate. Recommended adjustments include:
- Public Safety Reimbursements: Costs of $0.2 million associated with Strike team
deployments ($177,000) and POST training ($16,000) are recommended to be
City of Palo Alto Page 8
appropriated in the Fire overtime and Police contractual services departmental budgets
respectively.
- Community Services Department Grants and Fee Program Adjustments: Approximately a
net increase of $0.09 million to align program expenditures with anticipated revenues as
well as recognition of various grants and contributions for programs such as the Palo
Alto Children’s Theater ($45,000) and support of various school districts including Palo
Alto Unified School District and Santa Clara School District Title 1 schools ($40,000).
- Mayfield Development Project: This recommends the appropriation of $0.08 million to
provide resources necessary for the Mayfield Development Project. It is anticipated that
additional contributions will be recognized and appropriated as part of the FY 2017
budget process as well.
Previous Council Direction: These requests execute previous direction authorized by the City
Council. The largest of these is a recommended $8.0 million planned reduction to the General
Fund Budget Stabilization Reserve. The appropriation of transfers in the amount of $8.0 million
from the General Fund Budget Stabilization Reserve to various funds and approved in CMR
#6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). As part of
that report, transfers to the Capital Improvement Fund ($7.0 million) and the Technology Fund
($1.0 million) were approved. Additional recommended adjustments include the
replenishment of the City Manager's Office Contingency Account ($51,000) for funds
temporarily reallocated to the Administrative Services Department to hire a compliance
contractor and establish a minimum wage program (approved by the City Council on August 24,
2015)
Technical Clean-ups: These actions are recommended to adjust the budget levels to align with
current anticipated year end revenue or expenditure levels or to realign funding among
departments and funds based on updated needs.
The most significant action recommended is the removal of the implied subsidy from
departmental budgets throughout the City ($2.1 million all funds, $1.4 million General Fund).
There is a new requirement which dictates that government agencies must recognize the true
cost of medical health care by active and retirees. The health care premiums are the same
regardless of age or active status with the exception of medicare premiums. The new
requirement is intended to recognize that as people age their medical cost increase. Therefore,
an actuarial calculation must be completed to recognize the higher cost of medical for retirees,
which is reduced from active employees health care costs. The net impact is zero since the
retiree medical is increased and offset by decreasing active employee cost also known as
implied subsidy.
During the development of the FY16 Adopted Budget, the Implied Subsidy for Retiree
Healthcare was inadvertently budgeted as part of the allocation for retirement healthcare cost
as well as active employee healthcare rates in Departmental budgets. These actions, which can
be found throughout Attachment A, Exhibit 1, correct for this by recognizing the expenditure
City of Palo Alto Page 9
savings and reducing departmental budgets.
Additional transactions include:
- Annual Financial Audit: This allocates an additional $70,000 for the external financial
auditor to properly align budgeted funds with the timing of the work being completed.
- MakeX Program Reallocation: Actions to transfer $28,000 from the Library Department
to the Community Services Department (CSD) are recommended to support the
continuation of the MakeX program under the leadership of CSD.
Budget Stabilization Reserve
The General Fund began FY 2016, after the closing out of the FY 2015 budget, with a $36.8
million Budget Stabilization Reserve (BSR) balance which was 19.8 percent of the operating
budget expenditures. Included in this figure were assumed transfers and allocations of funds
for certain purposes to allocate out the remaining FY 2015 surplus of $13.6 million as outlined
and approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November
11, 2015). Subsequent to the FY 2016 budget adoption, Council has approved BAOs totaling
$2.8 million which reduced the BSR to $33.9 million at the time of the printing of this report
(February 2016). These actions dropped the BSR balance below the approved level of 18.5
percent to 18.2 percent or $0.4 million below the targeted level.
Included in this FY 2016 Mid-Year Budget Review are the necessary budgetary transactions in
the amount of $8.0 million in transfers from the General Fund BSR as approved by the City
Council in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11,
2015). This draw on the General Fund BSR was already factored into the figures cited in the
paragraph above. Once adjusting for these transactions, this Mid-Year Budget Review
recommends a net addition to the BSR of $3.1 million. This reflects the combined implications
of better than expected revenue income of $4.4 million partially offset by an increase in
expenditures of $1.4 million. These changes result in a projected General Fund BSR balance of
$37.0 million, or 19.9 percent of FY 2016 Adopted expenditures. This is $2.6 million above the
target level of 18.5 percent of total operating expenditures.
City of Palo Alto Page 10
FY 2016 Budget Stabilization Reserve Summary
($’s in 000’s)
BSR Balance , June 30, 2015 $ 48,198
Actions Approved in CMR #6251
- FY 2016 Adopted Budget (Ordinance 5329) (2,123)
- Potentially establish a Pension Trust Fund (retained in BSR) (1,305)
FY 2016 Budget Appropriation Ordinance Amendments (various CMR’s) (2,855)
FY 2016 Mid-Year Budget Review Recommended Adjustments
Actions Approved in CMR #6251, transaction executed in FY2016 Mid-Year Budget
- Transfer to Capital Improvement Fund: Roth Building Historical Rehabilitation
Reserve (CMR #5879)
(1,000)
- Transfer to Capital Improvement Fund Infrastructure Reserve (6,000)
- Transfer to Technology Fund: Radio Replacements (1,000)
Various other Adjustments as outlined in Attachment A, Exhibit 1
(excess revenues $4.4 million offset by increased expenditures $1.4 million)
3,055
BSR Projected Balance, June 30, 2016* $ 36,970
19.91%
* This figure assumes a draw on the General Fund BSR of $1.3 million for the potential establishment of a Pension
Trust Fund upon Council direction/approval as outlined in CMR #6251 Close Fiscal Year 2015 Budget and Approve
2015 CAFR. Should those funds remain in the General Fund BSR and not be used to establish a Pension Trust Fund,
the revised BSR level would be $38.3 million or 20.6 percent of FY 2016 Adopted expenditures. This is $3.9 million
above the target level of 18.5 percent of total operating expenditures.
As part of the development of the FY 2017 Proposed Budget (late April/early May) as well as
closing of the FY 2016 budget (November/December), staff will bring forward
recommendations for use of the FY 2017 projected budget surplus.
Overtime Analysis
The Public Safety Overtime Analysis Fiscal Year 2014 - Fiscal Year 2016 (Attachment B)
compares the net overtime cost for the Fire and Police departments for FY 2014, FY 2015 and
the first seven months of FY 2016. Net overtime cost represents the Public Safety departments’
modified overtime budgets offset with revenue received to fund overtime along with vacancy
savings that are being covered by overtime expenditures. Overtime expenditures for each
department are discussed in further detail below.
Fire Department
As of January 31, 2016, the Fire Department expended $1.5 million or 110.1 percent of its FY
2016 Adopted overtime budget, which is similar to the $1.5 million expended for the same
period in FY 2015. This is largely attributable to having the same number of vacancies
(approximately 10) in FY 2016 and FY 2015. Also, during the first half of Fiscal Year 2016 the
Fire Department had six personnel on workers’ compensation paid leave which is slightly more
than half the number of positions on workers’ compensation paid leave (10) for the entire Fiscal
Year 2015. After adjusting for reimbursement for overtime from Stanford University and
vacancies being backfilled with overtime, the net overtime cost is approximately $418,000.
City of Palo Alto Page 11
Staff vacancies and workers' compensation disabilities are the major reasons for the high level
of overtime spending. The remaining use of overtime is related to succession planning, sick
leave, vacation, other leaves (military, bereavement, jury duty), special events (Stanford
Football, Senior Games and Earthquake’s Soccer), seasonal fire station coverage and multiple
mutual aid responses (Strike Teams) to wild land fires and fire station cover assignments
throughout the State during the summer of 2015. To reimburse the City for its participation in
these Strike Teams, the California Office of Emergency Services has approved a reimbursement
to the City for these mutual aid services, in the amount of approximately $177,000 in revenue
from other agencies and a corresponding increase to the Fire Department’s overtime
appropriation are recommended elsewhere in this report. It should be noted that Stanford
reimbursed 30.3 percent of Fire Service expenses through Fiscal Year 2015, including overtime;
however, in Fiscal Year 2016, the City and Stanford renegotiated a one year extension to the
current fire services contract. As outlined in CMR #6505 Stanford Fire Agreement 3rd
Amendment, the Third Amendment provides for continuation of fire services for one year at a
fixed fee of $6.5 million, while allowing the time needed to facilitate negotiation of financial
terms for a new long term agreement. Approximately $500,000 of the total $6.5 million is
assumed for reimbursement of fire services overtime. This extension expires October 8, 2016.
Overall, the Department is tracking slightly over budget in salary and benefits expenditures,
largely due to the high overtime expenses. Staff will continue to monitor overtime
expenditures to ensure the Department will remain within budget by the end of FY 2016.
Police Department
As of January 31, 2016, the Police Department expended $1.1 million or 72.1 percent of its
annual overtime budget, which is slightly more than the $1.0 million expended during the same
period in FY 2015. The higher level of overtime expenditures is attributable to having a few
longer term vacancies in FY 2016 (approximately six vacancies of longer than six months)
compared to FY 2015 (approximately five vacancies of longer than six months through the same
time period). Also, during the first half of Fiscal Year 2016 the Police Department had seven
personnel on workers’ compensation paid leave which is almost half the number of positions
on workers’ compensation paid leave (16) for the entire Fiscal Year 2015.
After adjusting for overtime reimbursements from Stanford and the Utilities Department for
dispatch services, and from neighboring cities for animal control and care services and
vacancies backfilled with overtime, the net overtime cost is approximately $501,000. Traffic
control services at Stanford football games and other events are partially offset by
reimbursements from the University and other organizations. Although, the Department is
tracking over its overtime budget, overall the Department is tracking under budget in salary and
benefits expenditures largely due to vacancy savings being more than the overtime overage.
Staff will continue to monitor overtime expenditures to ensure the Department will come
within budget by the end of FY 2016.
City of Palo Alto Page 12
Enterprise Funds
While most of the Enterprise Fund mid-year adjustments actions are net zero changes, revenue
and expenditures offsets, and budgetary cleanup items, notable mid-year adjustments to the
City’s Electric, Gas, and Water Enterprise Funds operating budgets are discussed below.
The mid-year transactions for the other Enterprise Funds: Fiber Optics, Refuse, Storm Drainage,
Utilities Administration, Wastewater Collection, and Wastewater Treatment reflect small
allocated expenses for the Sustainability Dashboard software and the return of closed out CIP
funding. Detail on those funds and all of the Enterprise Fund mid-year adjustments are
presented in greater detail in Attachment A, Exhibit 1. Staff recommendations related to the
Enterprise Fund Capital Improvement Program are discussed later in this report and additional
details can be found in Attachment A, Exhibit 2.
Electric Fund
A net reserve reduction of $2.6 million is recommended primarily due to the drought and
updated revenue projections as summarized below:
Electric customer sales revenue is recommended to be decreased by $2.5M to reflect
the latest revenue projection. There are lower sales of surplus electric energy in the
market due to lower hydroelectric power generation.
The City is one of several Western customers who assist the Western Area Power
Administration and Bureau of Reclamation by providing payment of certain charges one
month in advance, which allows those agencies to commit those funds to major capital
projects under Federal appropriations rules. These advance payments are offset by bill
discounts one month later. The charges and credits of $466,000 exactly offset each
other, and therefore have no budget impact.
Additional capital project costs of $420,000 reflect the net impact of project
completions and additional project funding. Additional details can be found in
Attachment A, Exhibit 2 or below in the Capital Program section of this report.
Gas Fund
Net reserve use in the amount of $0.5 million is recommended due to an increase of $552,000
in the FY 2016 Equity Transfer from the Gas Fun to the General Fund accounts for the majority
of this impact on the reserve. This correction reflects current capital assets in the Gas Fund per
the FY 2015 Comprehensive Annual Financial Report (CAFR). In addition, as a result of
increased new construction in Palo Alto and demands for additional customer connections,
additional revenue from customer connections and Gas System Customer Connections project
costs have increased ($250,000). Additional details can be found in Attachment A, Exhibit 2 or
below in the Capital Program section of this report.
City of Palo Alto Page 13
Storm Drainage Fund
There are no net changes proposed for the Storm Drainage Fund; however, there are a few
recommended adjustments to note:
Recognizing $120,000 in grant revenue from the California Department of Water
Resources offset by a commensurate increase in expenditures to implement an early
warning system for the San Francisquito Creek watershed.
A transfer of $233,662 from the General Fund to the Storm Drainage Fund to reimburse
the Storm Drain Replacement and Rehabilitation project (SD-06101) for expenses
incurred related to the construction of a sandbag barrier along the San Francisquito
Creek downstream of Highway 101. In preparation for the 2015-16 El Niño storm
season, the City and other member agencies of the San Francisquito Creek Joint Powers
Authority (JPA) concluded that it was prudent to construct a temporary sandbag flood
barrier in order to provide enhanced flood protection for local businesses. Additional
details can be found in Attachment A, Exhibit 2 or below in the Capital Program section
of this report.
Wastewater Collection Fund
Net reserve use in the amount of approximately $58,000 reflects the net impact of two
recommended adjustments partially offset by a reduction in personal services due to the
removal of the implied subsidy duplicate funding:
A transfer from the Waste Water Collection Fund to the Technology Fund of
approximately $46,000 to reimburse the Radio Infrastructure project (TE-05000) for
costs associated with the Silicon Valley Regional Communications System for Utilities
and Stanford University which were not specifically included in the Fiscal Year 2016
Capital budget.
An increase in contractual services to contribute a portion of increased costs for hauling
away construction spoils or $33,000.
Wastewater Treatment Fund
Net reserve increase in the amount of $116,526 adjusts for the reduction in personal services
due to the removal of the implied subsidy duplicate funding partially offset by additional costs
associated with the purchase of additional vehicles not included in the current Vehicle Fund
Replacement Project (VR-15000).
Water Fund
Net reserve decrease in the amount of $0.4 million is recommended in the report primarily due
to the drought as detailed below:
A decrease of $2.1 million to align with year-end projected collections due to drought
effects as water use has declined across residential, commercial, industrial and internal
(City) customers. This year, a total of $37.3 million is anticipated by year end, down
City of Palo Alto Page 14
from the adopted level of $39.4 million. A corresponding decrease of $1.9 million in
water commodity expenditures, reflecting the decreased consumption from customers
due to drought regulations and conservation efforts partially offsets the decline in
revenues.
An increase of $85,000 in contractual services is recommended to establish a regular
testing and calibration of large water meters program. AWWA recommends that these
meters be tested and calibrated once per year.
A transfer from the Water Fund to the Technology Fund of approximately $46,000 to
reimburse the Radio Infrastructure project (TE-05000) for costs associated with the
Silicon Valley Regional Communications System for Utilities and Stanford University
which were not specifically included in the Fiscal Year 2016 Capital budget.
As a result of increased new construction in Palo Alto and demands for additional
customer connections, additional revenue from customer connections and Water
System Customer Connections project costs have increased ($250,000). Additional
details can be found in Attachment A, Exhibit 2 or below in the Capital Program section
of this report.
An increase in contractual services to contribute a portion of increased costs for hauling
away construction spoils or $33,000.
Internal Service Funds
Information Technology
Net Reserve increases in the amount of $123,541 due to an increase in revenues of $80,292
based on the reconciliation of Stanford’s contractual costs for Capital Projects including Radios
($12,543) and Computer Aided Dispatch Replacement ($67,749) based on the Fire Safety
Services contract with Stanford University and a reduction in costs due to the removal of the
implied subsidy duplicate funding. Additional Net-zero increases in revenues and expenses of
$1.3 million associated with the Radio Infrastructure Replacement project are recommended.
Additional details can be found in Attachment A, Exhibit 2 or below in the Capital Program
section of this report.
Vehicle Replacement Fund
Net Reserve decrease of $167,509 is recommended in this report primarily to reflect the
addition of funding for Scheduled Vehicle and Equipment Replacement (VR-15000) of $127,624.
Additional adjustments include:
Contractual Service funding of $80,000 for a consultant study to review the City’s
Vehicle Replacement allocation methodology.
A net-zero adjustment to recognize $214,725 in revenue from the sale of surplus street
sweeping vehicles. The proceeds of the sale are being transferred to the Refuse Fund.
City of Palo Alto Page 15
Special Revenue & Agency and Trust Funds
California Avenue Parking District Fund
In FY 2015, the City of Palo Alto outsourced street sweeping services. The street sweeping
contract for the City provides services for the geographic areas contained within the California
Avenue Parking District as well as the University Avenue Parking District, and this action
reimburses $38,552 to the Refuse Fund to for the California Avenue Parking District’s
proportional share of the contract.
University Avenue Parking District Fund
In FY 2015, the City of Palo Alto outsourced street sweeping services. The street sweeping
contract for the City provides services for the geographic areas contained within the University
Avenue Parking District as well as the California Avenue Parking District, and this action
reimburses $62,755 to the Refuse Fund for the University Avenue Parking District’s proportional
share of the contract.
University Avenue Parking Assessment Agency Fund
As a result of the parking audit performed in FY 2016, the City Auditor’s Office determined that
$1.8 million should be transferred from the Capital Improvement Fund Infrastructure Reserve
to the University Avenue Parking Assessment Agency Fund to reimburse the fund for initial
project expenses incurred for the 528 High Street and 445 Bryant Street garages. According to
the Auditor’s report, after the assessment district was formed and issued special assessment
bonds, the City deducted the initial project expenses from the bond proceeds but did not
transfer those expenses, totaling $1,790,295, back to the U University Avenue Parking
Assessment Agency Fund. It is anticipated that these funds will be used to decrease the special
assessment bonds.
Capital Improvement Program Budget
Adjustments to the City’s 2016 Capital Improvement Plan for various projects are noted in
Attachment A, Exhibit 2, with specific project adjustments described as well. CIP changes fall
into three basic categories: 1) projects requiring additional appropriations; 2) projects having
reductions in appropriations; and 3) projects with other adjustments such as transfer of funding
between projects, closing completed projects or creating new projects. For General Fund
Capital Projects, different categories have been created, as described below. Highlights of CIP
changes by fund are as follows:
General Fund
The Infrastructure Reserve (IR) serves as the ending fund balance of the Capital Improvement
Fund and is required primarily for cash flow purposes, unforeseen urgent projects, and funding
for future projects not yet budgeted in the Capital Improvement Program. The actions
recommended as part of this report will result in an increase of $7.4 million in the IR. This
increase in the IR will be considered in the development of the 2017-2021 Proposed Capital
City of Palo Alto Page 16
Improvement Program.
The table on the following page, as well as the subsequent analysis, summarizes the various
recommendations by category. Additionally, staff is currently reviewing the funding strategies
for future years, and will incorporate adjustments into the FY 2017 capital budget process with
the intention of further increasing the IR to align funding with the assumptions of the Council
approved Infrastructure Plan.
Mid-Year Changes to the Capital Improvement Fund
Infrastructure Reserve (IR)
Impact on IR
Balance
Increase/(decrease)
Project Completions $31,773
Additional Revenues (Operating & Capital) $9,408,814
Additional Appropriations (Operating & Capital) ($1,998,005)
Total Mid-Year Change to IR $7,442,582
Project completions: $31,773 will be realized by closing nine completed projects.
Revenues and alternative funding sources: $35,137 will be realized through two transfers:
$15,810 from Refuse Fund and $19,327 from the General Fund to reimburse Residential
Preferential Parking project (PL-15003) for expenses incurred for the installation of new
residential parking permit and street sweeping signage installed in the Downtown Residential
Preferred Parking District.
A second adjustment will recognize a $50,000 donation, with a commensurate increase in
project expenditures for the Art Center Auditorium Audio, Visual, and Furnishings project (AC-
14000) from the Palo Alto Art Center Foundation for additional expenses incurred during
construction.
Technical Adjustments: Technical corrections are being made to two projects totaling
$131,778 to correct errors that occurred during the Fiscal Year 2015 Capital Budget
reappropriations process. Funding was inadvertently removed from the Building System
Improvements (PF-01003) project and the Security Systems Improvement Project (PF-04000).
Enterprise Funds
Consistent with the recommendations of the City Auditor’s Utilities Reserves Audit, the Utilities
Department is disencumbering funds for several projects as part of an ongoing effort to
improve CIP project management and budgeting for projects. This year, a few projects have
revised engineering estimates and require additional funding to be completed. Projects
requesting additional funding are listed here. All capital project funding adjustments, including
disencumbering and close-outs are shown in Attachment A, Exhibit 2. The net result of mid-year
capital adjustments to the Enterprise Funds are shown in the table below.
City of Palo Alto Page 17
Fund # of Projects Total Increase Total Revenue
Total
Reduction/Clos
ing of Projects Net
Electric 8 $600,000 $0 ($180,287) $419,713
Gas 1 $250,000 $250,000 $0 $0
Water 4 $217,000 $217,000 $0 $0
Storm Drain 1 $233,662 $233,662 $8,171 ($8,171)
Total Enterprise
Funds
14 $1,300,662 $700,662 ($172,116) $411,542
Electric Fund
EL-11010 - UG District 47
Increase funding by $400,000 to complete the undergrounding project. The substructure
contract bid for this project resulted in higher than anticipated costs and the remaining
electrical portion requires an additional $400,000 for the installation of electrical facilities and
purchase of equipment.
EL-89044 - Substation Improvements
Increase funding by $200,000 to address facility equipment failure issues related to air
conditioning and insulation that impact up to 10 metal-clad city buildings.
Gas Fund
GS-80017 – Gas Customer Connections
This action increases funding by $250,000 to address increases in new construction in Palo Alto
and demands for additional customer connections. The expense is offset by $250,000 in
additional revenues from customer connections.
Water Fund
WS-80013 – Water Customer Connections
This action increases funding by $217,000 to address increased new construction in Palo Alto
and demands for additional customer connections. The expense is offset by $217,000 in
additional revenues from customer connections.
WS-07000 – Water Regulation Station Improvements
This action increases funding by $786,375. On June 29, 2015, the City Council approved CMR#
5634, authorizing a budget amendment increasing the Water Regulation System Improvements
project (WS-07000) in the amount of $786,375, offset by reductions to the Water Reservoir
Coating Improvements project (WS-08001) in the amount of $393,188 and the Seismic Water
System Upgrades project (WS-09000) in the amount of $393,187, with no impact to the reserve
levels in the Water Fund. Due to a technical error, this adjustment never occurred. As a result,
this action provides the funding necessary to complete the seismic retrofits as outlined in CMR#
5634. The corresponding reductions in reserves are recommended below.
City of Palo Alto Page 18
Storm Drain Fund
SD-06101 – Sandbag Reimbursement
This action transfers $233,662 from the General Fund to the Storm Drainage Fund for expenses
incurred related to the construction of a sandbag barrier along the San Francisquito Creek
downstream of Highway 101.
Internal Service Funds
The Internal Service Departments have several projects disencumbering funds for several
projects as part of an ongoing effort to improve CIP project management and budgeting for
projects. The complete list of Internal Service Fund capital funding adjustments is shown in
Attachment A, Exhibit 2. The net result of mid-year capital adjustments to the Internal Service
Funds are shown in the table below.
Fund
# of
Projects Total Increase Total Revenue
Total Reduction/
Closing of Projects Net
Vehicle
Replacement
1 $127,624 $26,466 $0 ($101,158)
Technology 1 $1,268,272 $1,268,272 $0 $0
Total Internal
Service Funds
2 $1,395,896 $1,294,738 $0 ($101,158)
Table of Organization Changes
The proposed Full Time Equivalent (FTE) adjustments to the Table of Organization include the
following requests:
- Delete a 1.0 FTE Management Analyst position with 0.4 FTE funded in the General
Fund and 0.6 FTE funded in the Capital Improvement Fund
- Add a 1.0 FTE Senior Management Analyst position with 0.4 FTE funded in the
General Fund and 0.6 FTE funded in the Capital Improvement Fund
This action reclassifies a 1.0 FTE Management Analyst position to a 1.0 FTE Senior Management
Analyst position to be more commensurate with the level of work currently being performed
working on special projects.
- Delete two 1.0 FTE Buyer positions with 1.0 FTE funded in the General Fund and 1.0
FTE funded in the Wastewater Treatment Enterprise Fund
- Add two 1.0 FTE Senior Buyer positions with 1.0 FTE funded in the General Fund and
1.0 FTE funded in the Wastewater Treatment Enterprise Fund
This action reclassifies two 1.0 FTE Buyer positions to two 1.0 FTE Senior Buyer positions to
more accurately align the position classification with the duties currently being performed.
- Delete two 0.5 FTE Account Specialist (part-time benefited) positions with 0.5 FTE
funded in the General Fund and 0.5 FTE funded in the Residential Parking Permit
Programs Fund
- Add a 1.0 FTE Account Specialist (full-time) position with 0.5 FTE funded in the
City of Palo Alto Page 19
General Fund and 0.5 FTE funded in the Residential Parking Permit Programs Fund
This action converts two part-time benefited 0.5 FTE Account Specialist positions to a full-time
1.0 FTE Account Specialist position. This full time position will support Neighborhood Parking
Programs, including the Residential Parking Permit Program (RPP), College Terrace, and
Crescent Park. These programs have caused increased counter, phone, and email contacts
requesting information on how to obtain permits and information on the programs. There is
also increased citation inquiries/complaints, payment processing, scheduling of hearings, and
refunds.
There is no net cost in Fiscal Year 2016 for these position changes, and they will be factored
into the development of the Fiscal Year 2017 budget.
As an update to the total FTE count for the City, the table below shows the addition of 2.0 FTE
in Fiscal Year 2016. First was a 1.0 FTE Project Manager position with 0.4 FTE funded in the
General Fund and 0.6 FTE funded in the Capital Improvement Fund as approved by the Council
on December 14, 2015 to implement and maintain the Infrastructure Management System.
Second is a 1.0 FTE Management Analyst position funded in the General Fund as recommended
to be approved by Council on February 29, 2016 to manage and administer the Business
Registry Program.
Fiscal Year 2016 Mid-year Position Change
Summary
FY 2016
Adopted
FY 2016
Changes
FY 2016
Modified
General Fund 599.31 1.40 600.71
Enterprise Funds 351.09 0.00 351.09
Other Funds 89.70 0.60 90.30
Total 1,040.10 2.00 1,042.10
City of Palo Alto Page 20
Resource Impact
Adoption of the attached ordinance will allow for adjustments to the FY 2016 budget, along
with amendments to the Table of Organization, and General Fund CIP projects. With the
approval of this budget appropriation ordinance, the projected ending balance of the General
Fund Budget Stabilization Reserve is $37.0 million.
The projected ending Rate Stabilization Reserve total for all Enterprise funds collectively
decreases by $3.8 million. Individual fund reserve adjustments are shown in the table below.
Enterprise Fund Reserve Mid-Year
Adjustment
Airport Fund Reserve $1,761
Electric Fund Supply Rate Stabilization Reserve ($2,445,231)
Electric Fund Distribution Rate Stabilization Reserve ($128,683)
Gas Fund Distribution Rate Stabilization Reserve ($542,955)
Fiber Optic Fund Rate Stabilization Reserve ($70,000)
Refuse Fund Rate Stabilization Reserve ($289,626)
Storm Drainage Fund Rate Stabilization Reserve $1,739
Water Fund Rate Stabilization Reserve ($375,876)
Wastewater Collection Fund Rate Stabilization Reserve ($57,882)
Wastewater Treatment Fund Rate Stabilization $116,526
Total ($3,790,227)
Policy Implications
These recommendations are consistent with existing City policies.
Environmental Assessment
This is not a project under Section 21065 for purposes of the California Environmental Quality
Act (CEQA).
Attachments:
Attachment A, Exhibit 1 - Proposed Fiscal Year 2016 Midyear Adjustments (PDF)
Attachment A, Exhibit 2 - FY16 Midyear CIP Adjustments (PDF)
Attachment B - Public Safety Overtime Analysis FY 2014 - FY 2016 (PDF)
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
NON-DEPARTMENTAL
Documentary Transfer Tax 200,000 This action increases the Documentary Transfer Tax by $0.2 million, from $6.9 million to $7.1 million
to reflect current tracking levels. Through mid-January 2016, Documentary Transfer Tax receipts are
running 9.6 percent above the prior year tracking. This revenue source is sensitive to upward and
downward movements in the real estate market as well as the mix of commercial and residential
transactions in any one year.
Operating Transfers-In 552,000 This action increases the Fiscal Year 2016 Equity Transfer from the Gas Fund to the General Fund in
the amount of $0.6 million to reflect current capital assets in the Gas Fund per the Fiscal Year 2015
Comprehensive Annual Financial Report.
Property Tax 900,000 This action increases the estimate for Property Tax receipts by $0.9 million to an estimated $36.0
million in Fiscal Year 2016. The increase is due to excess funds from the Educational Revenue
Augmentation Fund (ERAF). This is the second year in which the County expects additional ERAF
monies. This year end estimate for Property Taxes is based on information received from quarterly
meetings with the Santa Clara County Assessor’s Office and includes appeals on record with the
Assessor’s Office, additions to the roll, and movements in assessed values.
Sales Tax 800,000 This action increases the estimate for Sales Tax revenues by $0.8 million to an estimated $28.4 million
in Fiscal Year 2016. This change is due to stronger sales tax performance in the 3rd calendar year
quarter. In this quarter, sectors showing strength include: furniture/appliance, food markets,
restaurants, and construction. Apparel stores, electronic equipment, and business services declined
in the 3rd quarter. Other major sectors, such as department stores and new car sales, displayed
modest growth.
Transient Occupancy Tax 3,200,000 This action increases the estimate for Transient Occupant Tax (TOT) by $3.2 million, from $18.8
million to $22.0 million based on actual receipts to date. This increase is attributable to the dramatic
improvement in room rates and the City’s newest hotels (Hilton Garden Inn and Homewood Suites by
Hilton) performing way above expectation. During the first five months of the fiscal year, TOT
receipts have trended above expected levels. In this period, average occupancy and daily room rates
were 79.5 percent and $253, respectively. While occupancy percentage has slightly declined due to
the addition of new hotel rooms, daily room rates have increased 11.2 percent over the prior year. In
addition, the City began collecting TOT revenue from Airbnb rentals starting in January 2015. Of this
increase, $2.3 million is dedicated for infrastructure spending (attributable to new hotels and the
voter approved TOT rate increase from 12.0 to 14.0 percent that took effect on January 1, 2016)
which is reflected in a transfer from the General Fund to the Capital Improvement Fund. A net
increase in the General Fund of $0.9 million will result from this action.
Utility Users Tax (700,000) This action decreases the Utility Users Tax collections by $0.7 million, from $11.2 million to $10.5
million to reflect current receipt levels and the factors outlined below. The City’s utility tax revenue is
based on a 5.0 percent tax on electric, water, and gas and 4.75 percent on telephone usage. Gas
usage has been lower due to a warmer than expected winter and gas prices have been low due to an
abundant gas supply. Water usage is down as a consequence of drought conservation efforts.
Although the telephone UUT rate was reduced from 5.0 percent to 4.75 percent in a ballot measure,
receipts have been higher than expected.
Source Changes 4,952,000
Contingent Account (19,327) This action decreases the Planning Transportation Contingency in the General Fund to offset a
recommended transfer to the Capital Improvement Fund to reimburse the Residential Preferential
Parking project (PL-150003) for a portion of expenses incurred for the installation of new residential
parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking
District.
Operating Transfers-Out 1,000,000 This action establishes a transfer of $1.0 million to the Technology Fund for the Radio Infrastructure
Replacement Project (TE-05000) as approved in CMR #6251 Close Fiscal Year 2015 Budget and
Approve 2015 CAFR (November 11, 2015).
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
NON-DEPARTMENTAL
Operating Transfers-Out 233,662 This action establishes a transfer of $233,662 from the General Fund to the Storm Drainage Fund to
reimburse the Storm Drain Replacement and Rehabilitation project (SD-06101) for expenses incurred
related to the construction of a sandbag barrier along the San Francisquito Creek downstream of
Highway 101. In preparation for the 2015-2016 El Niño storm season, the City and other member
agencies of the San Francisquito Creek Joint Powers Authority (JPA) concluded that it was prudent to
construct a temporary sandbag flood barrier in order to provide enhanced flood protection for local
businesses. As this expense was not anticipated during preparation of the Fiscal Year 2016 budget,
funds were not appropriated for this purpose. As an interim measure, available funding was used in
the Storm Drain Replacement and Rehabilitation project for this purpose; however, since storm drain
CIP funding is restricted to projects identified in the 2005 storm drainage fee ballot measure (which
does not include this project), additional funding in the amount of $233,662 is needed to reimburse
the project for this expense.
Operating Transfers-Out 40,223 This action provides a one-time transfer in the amount of $40,223 from the General Fund to the
Refuse Fund to reimburse expenses incurred for the City’s compost program. The City currently
charges the Refuse Fund for janitorial work related to the compost program; however, the use of the
Refuse Fund is restricted per Proposition 218. As a result, this action reimburses the Refuse Fund for
expenses incurred.
Operating Transfers-Out 19,327 This action establishes a transfer of $19,327 from the General Fund to the Capital Improvement Fund
to reimburse the Residential Preferential Parking project (PL-150003) for a portion of expenses
incurred for the installation of new residential parking permit and street sweeping signage installed
in the Downtown Residential Preferred Parking District. A corresponding decrease in the Planning
Transportation Contingency in the General Fund is recommended as well to offset this action. An
additional $15,810 is recommended to be transferred from the Refuse Fund elsewhere in this report.
Salary & Benefits (255,392) This action reduces the salary reserve by $255,392 to partially offset the recommended reduction in
revenue from Stanford for Fire Services elsewhere in this report. The Fiscal Year 2016 Adopted
Operating Budget revenue estimate assumed additional revenue based on estimated salary increases
for International Association of Fire Fighters (IAFF) employees that are currently in negotiations with
the City. These estimated salary increases were budgeted in the general fund salary reserve, not in
the department.
Transfer to Infrastructure 6,000,000 This action establishes a transfer of $6.0 million to the Capital Improvement Fund as approved in
CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). This
funding will be assumed in the development of the Fiscal Year 2017 Capital Budget.
Transfer to Infrastructure 2,297,000 This action increases the transfer to the Capital Improvement Fund in the amount of $2.3 million
from $5.4 million to $7.7 million to reflect current estimated Transient Occupant Tax (TOT) receipts in
fiscal year 2016. This transfer reflects the portion of TOT attributable to new hotels and the voter
approved TOT rate increase from 12.0 to 14.0 percent that took effect on January 1, 2016 which have
been dedicated to the infrastructure plan.
Transfer to Infrastructure 1,000,000 This action establishes a transfer of $1.0 million to the Capital Improvement Fund to establish a Roth
Building Reserve for future use as approved in CMR #6251 Close Fiscal Year 2015 Budget and
Approve 2015 CAFR (November 11, 2015). In CMR #5879 Palo Alto Historical Museum Option To
Lease for the Roth Building (June 29, 2015) and after several presentations to City Council requesting
public funding, on December 15, 2014, City Council passed a motion instructing staff to identify $1.0
million to fund rehabilitation costs for the Roth building.
Use Changes 10,315,493
(5,363,493) Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
CITY ATTORNEY
Salary & Benefits (22,748) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (22,748)
22,748
CITY AUDITOR
Contract Services 70,000 This action increases the contract services budget by $70,000 for the external financial auditor.
Interim work is typically performed in April-June (approximately 40-50% of the contract amount),
while the rest of the work is done after July 1st of each year. Budgeted funds are not properly
aligned with the timing of the work, therefore, this action corrects this and aligns costs for work
Salary & Benefits (5,430) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 64,570
(64,570)
CITY CLERK
Salary & Benefits (12,622) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (12,622)
12,622
CITY COUNCIL
Salary & Benefits (13,062) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (13,062)
13,062
CITY MANAGER
Contingent Account 51,000 This action increases the City Manager's Office contingency budget by $51,000 to reimburse
expenditures incurred by the startup of the Contract Compliance program and minimum wage
monitoring, including the $20,000 San Jose Minimum Wage contract.
Salary & Benefits (19,666) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 31,334
(31,334)
Net Changes To (From) Reserves
Net Changes To (From) Reserves
Net Changes To (From) Reserves
Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
ADMINISTRATIVE SERVICES
General Expense 45,000 This action increases the Administrative Services training budget to provide funding for the Global
Software Training - SAP ease of use software training.
General Expense 15,000 This action increases the Revenue Collections division of Administrative Services expenditure budget
by $15,000 to provide funding for the replacement of the safe. The current safe as reached the end
of useful life and the vendor has indicated the safe is no longer repairable.
General Expense 15,000 This action increases the Administrative Services contractual budget to ensure sufficient funding for
the OpenGov contract renewal. An ongoing increase in the Administrative Services budget will be
assessed as part of the development of the Fiscal Year 2017 budget.
Salary & Benefits 50,880 This action increases the temporary salaries budget in the Purchasing Division to fund contract
administration work. It is anticipated that additional one-time funding will be requested to continue
this support in the fiscal year 2017 budget as well.
Salary & Benefits (84,241) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 41,639
(41,639)
COMMUNITY SERVICES
Charges for Services 25,000 This action increases Charges for Services revenue from the Friends of the Junior Museum and Zoo
(FJMZ) to support Santa Clara School District Title 1 schools. This action is offset by a corresponding
increase in expenditures. A separate action to include the second and third years of the contract will
be included as part of the development of the Fiscal Year 2017 Operating Budget.
Charges for Services 15,000 This action increases the Charges for Services revenue from Palo Alto Unified School District, offset by
a corresponding increase in expenditures. The City now has a contract in place to provide
performances to the school district for the next three years, and this will be factored into the
development of the Fiscal Year 2017 Operating Budget.
Charges for Services 10,000 This action increases Charges for Services revenue from the Friends of the Junior Museum and Zoo
(FJMZ) to support a field trip for schools in San Mateo County to visit Google. This action is offset by a
corresponding increase to expenses below.
Charges for Services (20,000) This action decreases Charges for Services revenue from the Vocal Lessons program budget, offset by
a corresponding decrease in expenses. The City will continue to provide a Vocal Lessons program,
however, in lieu of directly contracting for the ballroom dancing instructors and collecting the fees
for the program, the City will rent the facility to the vocal lessons instructors and participants will pay
the instructors directly.
Charges for Services (23,000) This action decreases Charges for Services revenue from the Ballroom Dancing program budget,
offset by a corresponding decrease in expenses. The City will continue to provide a Ballroom Dancing
program, however, in lieu of directly contracting for the ballroom dancing instructors and collecting
the fees for the program, the City will rent the facility to the ballroom dancing instructors and
participants will pay the instructors directly.
Other Revenues 45,000 This action increases Other Revenues for funds received from the Friends of the Palo Alto Children's
Theatre (FOPACT) to provide operational support for Children's Theatre activities. This action is offset
by a corresponding increase in expenses.
Other Revenues 15,000 This action increases Other Revenues for funds received from the Friends of the Junior Museum and
Zoo (FJMZ) to support the fabrication of a new exhibit. This is offset by a corresponding increase to
expenses below.
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
COMMUNITY SERVICES
Other Revenues 9,500 This action increases Other Revenues for the Palo Alto Art Center Budget to acknowledge funding
that the City has received from Silicon Valley Creates for general operating support of the Palo Alto
Art Center, offset by a corresponding expenditure increase.
Other Revenues 9,000 This action increases revenue the City has received from the Institute of Museum and Library Services
(IMLS) due to a one-time budget augmentation of grant funds offset by a corresponding expenditure
increase. The funds will be used to offset costs of engaging a consultant to design family discovery
kits for the Art Center galleries. The balance of the grant award ($16,000) will be incorporated into
the development of the Fiscal Year 2017 Operating Budget for the creation, fabrication, and
distribution of the kits.
Source Changes 85,500
Contract Services 45,000 This action increases the Contract Services budget to appropriate additional funding for general
operational expenses associated with the Palo Alto Children's Theatre, offset by a corresponding
revenue increase.
Contract Services 15,000 This action increases the Contract Services budget, offset by a corresponding increase in revenues,
for Palo Alto Unified School District performances. The City now has a contract in place to provide
performances to the school district for the next three years, and this will be factored into the
development of the Fiscal Year 2017 Operating Budget.
Contract Services 9,000 This action increases expenses, offset by a corresponding increase to revenue, to appropriate one-
time funding that the City has received from the Institute of Museum and Library Services (IMLS).
The funds will be used to offset costs of engaging a consultant to design family discovery kits for the
Art Center galleries. The balance of the grant award ($16,000) will be incorporated into the
development of the Fiscal Year 2017 Operating Budget for the creation, fabrication, and distribution
of the kits themselves.
Contract Services (20,000) This action decreases Contract Services expenses from the Vocal lessons program budget, offset by a
corresponding decrease in revenues The City will continue to provide a Ballroom Dancing program,
however, in lieu of directly contracting for the ballroom dancing instructors and collecting the fees
for the program, the City will rent the facility to the vocal lessons instructors and participants will pay
the instructors directly.
Contract Services (23,000) This action decreases Contract Services expenses from the Ballroom Dancing program budget, , offset
by a corresponding decrease in revenues The City will continue to provide a Ballroom Dancing
program, however, in lieu of directly contracting for the ballroom dancing instructors and collecting
the fees for the program, the City will rent the facility to the ballroom dancing instructors and
participants will pay the instructors directly.
General Expense 28,000 On June 2, 2014, the Council approved the FY 2015 Teen Programs using the net revenue collected
from the Bryant Street Garage. This action restores $28,000 to the Community Services Department
budget from the Library Department. The funding was transferred to the Library to support the
continuation of the MakeX program as part of the FY 2016 Adopted Budget, but is now
recommended to be transferred back.
General Expense 9,500 This action increases expenses for the Palo Alto Art Center budget, offset by a corresponding increase
in revenues, to appropriate funding that the City has received from Silicon Valley Creates for general
operating support of the Palo Alto Art Center.
Salary & Benefits 25,000 This action increases Salaries and Benefits expenses to support Santa Clara School District Title 1
schools. This action is offset by a corresponding increase in revenues. A separate action to include the
second and third years of the contract will be included as part of the development of the Fiscal Year
2017 Operating Budget.
Salary & Benefits 10,000 This action increases Salaries and Benefits, offset by corresponding revenue from the Friends of the
Junior Museum and Zoo (FJMZ), to support a field trip for schools in San Mateo County to visit
Google.
Salary & Benefits (148,963) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
COMMUNITY SERVICES
Supplies & Material 15,000 This action increases supplies and materials by $15,000, offset by a corresponding increase in
revenues, to appropriate funding received from the Friends of the Junior Museum and Zoo (FJMZ) to
support the fabrication of a new exhibit at the Junior Museum and Zoo.
Use Changes (35,463)
120,963
DEVELOPMENT SERVICES
Charges for Services 80,000 This action increases Charges for Services revenues by $80,000 to provide resources related to the
Mayfield Development Project, offset by a corresponding increase in expenses. This action represents
estimated costs associated with the project in FY 2016. Anticipated revenues and expenses
associated with the Mayfield Project will be incorporated into the development of the FY 2017
Operating Budget.
Source Changes 80,000
Contract Services 80,000 This action increases the Contract Services expense budget, offset by a corresponding increase to
revenues, by $80,000 to provide necessary resources related to the Mayfield Development Project.
This action represents estimated costs associated with the project in FY 2016. Anticipated revenues
and expenses associated with the Mayfield Project will be incorporated into the development of the
FY 2017 Operating Budget.
Salary & Benefits (59,351) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 20,649
59,351
FIRE
Charges for Services (269,000) This action is a technical correction to remove revenue for plan check permits from the Fire
Department. The revenue for this activity is budgeted and collected in the Development Services
Department; however, the budget for this revenue was inadvertently not removed from the Fire
Department when the Development Services Department was created as part of the Fiscal Year 2015
Budget.
Charges for Services (380,499) This action decreases the estimated revenue from Stanford in the amount of $380,499 primarily due
to the alignment of the budgeted revenue with the third amendment to the Stanford Fire Services
contract that was approved by Council on January 25, 2016 ($255,392). Additional revenue was
assumed in the Fiscal Year 2016 budget based on estimated salary increases for International
Association of Fire Fighters (IAFF) employees that are currently in negotiations with the City. These
salary increases were budgeted in the general fund salary reserve, not in the department, so a
corresponding reduction to the salary reserve of $255,392 elsewhere in this report will offset the
revenue reduction.
In addition, this action further decreases revenue from Stanford by $125,107 due to a variance
between the budgeted and actual costs of providing Fire Services to the University for Fiscal Year
2015. The primary contributor to the variance was lower employee service costs due to a large
number of vacancies in the department in Fiscal Year 2015.
From Other Agencies 176,884 This action increases revenue from the California Office of Emergency Services for reimbursement for
emergency fire services provided on overtime as part of mutual aid for Strike Teams that responded
to wildfires burning throughout California during the summer of 2015.
Source Changes (472,615)
Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
FIRE
Contract Services 15,000 This action increases funding for training to fund the administrative costs associated with sending the
six Firefighter employees that are anticipated to be hired in Fiscal Year 2016 to a Joint Fire Academy
taught by the Sunnyvale Public Safety Department. As with past practice, due to the infrequency of
hiring new sworn fire employees, no funding was assumed for academy costs for new employees as
part of the Fiscal Year 2016 Budget.
Salary & Benefits 176,884 This action increases overtime funding for reimbursement from the California Office of Emergency
Services for emergency fire services provided as part of mutual aid for Strike Teams that responded
to wildfires burning throughout California during the summer of 2015.
Salary & Benefits (359,578) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Supplies & Material 51,000 This action increases funding for Uniforms and Personal Protective Equipment (PPE) to fund the
outfitting of six new sworn Firefighter employees that will begin work with the City in February 2016
by attending a Joint Fire Academy taught by the Sunnyvale Public Safety Department. PPE includes
the employees' daily uniforms as well as turnouts, helmets, boots, gloves, and various other safety
equipment needed to effectively put out both structure and wild-land fires. The Department's Fiscal
Year 2015 budget includes funding for PPE repair and replacement for existing employees; however,
as with past practice due to the infrequency of hiring new sworn fire employees, no funding was
assumed for PPE purchases for new employees as part of the Fiscal Year 2016 Budget.
Supplies & Material 20,000 This action increases funding for Uniforms to fund the replacement of the Fire Department's six
hazardous materials (HazMat) protective suits that are past their current useful life. The current
HazMat suits are 8-9 years old, but the manufacturer recommends a 5 year useful life for these suits,
and recommends suits that are between 5-10 years to be used for training purposes. Outfitting the
City's HazMat personnel with current standards will allow them to partner with other agencies for
annual testing processes and allow PAFD to begin mitigating higher level hazardous material disasters
while awaiting regional teams.
Supplies & Material 16,500 This action increases funding for tools and equipment to fund the replacement of hoses and nozzles
on all fire engines and fire trucks in the fleet. The National Fire Protection Agency (NFPA) requires
the first two lines at a structure fire to flow at least 300 gallons per minute (GPM). After testing, it was
discovered that PAFD's lines only flow an average of 90 GPM, and that to get the appropriate
pressure with the current hardware, PAFD would have to pump the hose lines at a pressure that
would not be safe to manage for a single firefighter. In order to safely get to the appropriate GPM
and a flow that is manageable, PAFD will replace the current fog nozzles with open smooth bore
nozzles and the current hoses with updated hoses that allow more GPM with fewer pounds per
square inch (PSI). In addition, this action will fund a hose bed modification to install a metal divider
on all fire engines and fire trucks in the fleet to reduce the risk of injury and allow firefighters to
deliver water faster and more consistently.
Use Changes (80,194)
(392,421)
HUMAN RESOURCES
Salary & Benefits (30,086) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (30,086)
30,086
Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
LIBRARY
Other Revenues 11,500 This action increases grant revenue for Building Up the Bikes, a grant project from the Pacific Library
Partnership. These funds will be offset by a corresponding expenditure increase to install two bike
repair stations, produce safe routes to Libraries maps, and offset costs of a bike trailer. A separate
action to recognize and appropriate the balance of the grant ($1,000) for supplies, education, and
outreach in Fiscal Year 2017 will be brought forward as part of the development of the Fiscal Year
2017 Operating Budget.
Source Changes 11,500
General Expense 11,500 This action increases expenses for Building Up the Bikes, a grant project from the Pacific Library
Partnership. These funds will be offset by a corresponding revenue increase to install two bike repair
stations, produce safe routes to Libraries maps, and offset costs of a bike trailer. A separate action to
recognize and appropriate the balance of the grant ($1,000) for supplies, education, and outreach in
Fiscal Year 2017 will be brought forward as part of the development of the Fiscal Year 2017 Operating
Budget.
General Expense (28,000) On June 2, 2014, the Council approved the FY 2015 Teen Programs using the net revenue collected
from the Bryant Street Garage. This action restores $28,000 to the Community Services Department
budget from the Library Department. The funding was transferred to the Library to support the
continuation of the MakeX program as part of the FY 2016 Adopted Budget, but is now
recommended to be transferred back.
Salary & Benefits (68,391) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (84,891)
96,391
PLANNING & COMMUNITY ENVIRONMENT
Other Revenue (265,000) This action reduces Other Revenue by $265,000 to reflect that the City is deferring a Master Plan for
the area around Fry's Electronics until after a broader vision for the surrounding neighborhood is
adopted. As such, the grant from the Valley Transit Authority (VTA) to perform the work will not be
obtained. This action is offset by a reduction to expenses.
Source Changes (265,000)
Contract Services 35,000 This action provides $35,000 for the administration and completion of a commute survey to inform
the creation of a Transportation Management Association (TMA). Recommendations related to the
creation of the TMA are anticipated to be brought to City Council in Spring 2016. As part of the
development of the FY 2015 Operating Budget, $150,000 was set aside to examine the development
of a Transportation Management Association. The FY 2016 Operating Budget included funding for
year-two of the development of the TMA, as well as an additional $100,000 for various TMA pilot
programs and start-up costs.
Contract Services (300,000) This action reduces contract services by $300,000 to reflect the deferral of a Master Plan for the area
around Fry's Electronics until after a broader vision for the surrounding neighborhood is adopted.
Accordingly, the grant from the Valley Transit Authority (VTA) to perform the work will not be
obtained. This action is partially offset by a corresponding reduction to revenues.
Salary & Benefits (48,523) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (313,523)
48,523
Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
POLICE
From Other Agencies 16,005 This action increases revenue from other agencies for reimbursement from the California
Commission of the Peace Officer Standard and Training (POST) to reimburse the City for POST
certified training courses attended by various Police Department staff.
Charges for Services 8,692 This action increases revenue from Stanford for the Fiscal Year 2015 Year-End Adjustment due to a
variance between the budgeted and actual costs of providing Public Safety Communication Services
to the University.
Source Changes 24,697
Contract Services 16,005 This action increases funding for training for reimbursement from the California commission of the
Peace Officer Standard and Training (POST) to reimburse the City for POST certified training courses
attended by various Police Department staff.
Salary & Benefits (404,051) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (388,046)
412,743
PUBLIC WORKS
Salary & Benefits (141,681) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Supplies & Material 10,000 This action provides $10,000 in one-time funding for additional expenses incurred related to the
watering needs of the City’s urban forest. Due to extreme drought conditions, an extra water truck
and driver were needed to water established trees that were in failure. As a result, Urban Forestry
reallocated tree planting funds for the additional rental.
Use Changes (131,681)
131,681
Total General Fund Changes to BSR (4,945,287)
Net Changes To (From) Reserves
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
General Fund 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
GENERAL FUND
Other Revenues 50,000 This action recognizes a $50,000 donation, with a commensurate increase in project expenditures for
the Art Center Auditorium, Audio, Visual, and Furnishings project (AC-14000), from the Palo Alto Art
Center Foundation for additional expenses incurred during construction.
Transfer from the Refuse
Fund
15,810 This action transfers $15,810 from the Refuse Fund to the Capital Improvement Fund to reimburse
the Residential Preferential Parking project (PL-150003) for expenses incurred for the installation of
new residential parking permit and street sweeping signage installed in the Downtown Residential
Preferred Parking District.
Transfer from the General
Fund
19,327 This action transfers $19,327 from the Planning Transportation Contingency in the General Fund to
the Capital Improvement Fund to reimburse the Residential Preferential Parking project (PL-150003)
for expenses incurred for the installation of new residential parking permit and street sweeping
signage installed in the Downtown Residential Preferred Parking District.
Transfer from the Refuse
Fund
25,000 This action recognizes a transfer from the Refuse Fund to the Capital Improvement Fund for the Art in
Public Places contribution associated with the Landfill Closure (RF-11001). A corresponding increase
in the Art in Public Places project budget is recommended as outlined in Attachment A Exhibit 2.
Transfer from the General
Fund
1,000,000 This action recognizes a transfer of $1.0 million from the General Fund to establish a Roth Building
Reserve for future use as approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015
CAFR (November 11, 2015). In CMR #5879 Palo Alto Historical Museum Option To Lease for the Roth
Building (June 29, 2015) and after several presentations to City Council requesting public funding, on
December 15, 2014, City Council passed a motion instructing staff to identify $1.0 million to fund
rehabilitation costs for the Roth building.
Transfer from the General
Fund
6,000,000 This action increases the estimated transfer from the Budget Stabilization Reserve in the General
Fund in fiscal year 2016 by $6.0 million as approved in CMR #6251 Close Fiscal Year 2015 Budget and
Approve 2015 CAFR (November 11, 2015).
Transfer from the General
Fund
2,297,000 This action increases the estimated transfer from the General Fund to the Capital Improvement Fund
in the amount of $2.3 million from $5.4 million to $7.7 million to reflect current estimated Transient
Occupant Tax (TOT) receipts in fiscal year 2016. A corresponding increase in TOT receipts and
transfers out of the General Fund are recommended elsewhere in this report.
From Other Agencies 1,677 This actions recognizes revenue from Stanford's Fiscal Year 2015 portion of the Fire Station 1
Improvements CIP (PF-14002).
Source Changes 9,408,814
CIP 175,937 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
Transfer to the University
Ave Parking Assessment
Agency Fund
1,790,295 This action established a $1.8 million transfer from the Capital Improvement Fund to the University
Ave Parking Assessment Agency Fund as recommended in the Auditor's review of the City's parking
funds. In Fiscal Year 2016, the City Auditor’s Office concluded an audit of the City’s parking funds. As
a result of their investigation, the City Auditor’s Office determined that $1,790,295 should be
transferred from the Capital Improvement Fund Infrastructure Reserve to the University Ave Parking
Assessment Agency Fund to reimburse the fund for initial project expenses incurred for the 528 High
Street and 445 Bryant Street garages. According to the Auditor’s report, after the assessment district
was formed and issued special assessment bonds, the City deducted the initial project expenses from
the bond proceeds but did not transfer those expenses, totaling $1,790,295, back to the University
Avenue Parking In-Lieu Fund.
Use Changes 1,966,232
7,442,582 Net Changes To (From) Reserves
CAPITAL IMPROVEMENT FUND
ATTACHMENT A, EXHIBIT 1
2/19/2016
Enterprise Funds 2016
Category Amount Description
AIRPORT FUND
Source Changes -
Salary and Benefits (1,761) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (1,761)
Net Changes To (From) Reserves 1,761
Fund Balancing Entries
1,761 Change in Fund Balance
1,761
ELECTRIC FUND
Net Sales (2,533,307) This action decreases the estimate for surplus energy revenue by approximately $2.5 million as a
result of lower than expected hydroelectric generation due to dry weather conditions. Lower hydro-
electric power generation led to lower sales of surplus electric energy in the market.
Other Income (465,770) The City is one of several Western customers who assists the Western Area Power Administration and
Bureau of Reclamation by providing payment of certain charges one month in advance, which allows
those agencies to commit those funds to major capital projects under Federal appropriations rules.
These advance payments are offset by bill discounts one month later. The charges and credits exactly
offset each other, and therefore have no budget impact. However, this is a contractual program, and
the City will be in default of its contractual obligations if it fails to provide the payments. The capital
projects approved for funding under this program decreased from what was projected in the original
FY 2016 budget. This credit reduction is offset by a corresponding reduction in expenditures.
Other Income 3,445 This action recognizes the transfer of $3,445 from the Information Technology Fund which is
reimbursing the Electric Fund for the rental of office space at the Utility Engineering Building.
Currently a Senior Technologist responsible for Geographic Information Systems is using a limited
amount of office space. The ongoing implication of this usage will be included as part of the
development of the Fiscal Year 2017 Operating Budget.
Source Changes (2,995,632)
CIP 419,713 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
Operating Transfers Out (46,309) The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa Clara
County to communicate with one another. Palo Alto and other municipalities will also use the system
for local government radio communication (Public Works, Utilities, etc.). This action reimburses the
Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in
other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas
Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley
Regional Communications System for Utilities and Stanford University which were not specifically
included in the Fiscal Year 2016 Capital budget.
Salary and Benefits (241,276) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget. ($218,377 Operating and $22,899
Supply)
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
Total Airport Fund
ENTERPRISE FUNDS
ATTACHMENT A, EXHIBIT 1
2/19/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
ELECTRIC FUND
Utility Purchases (88,076) This actions decreases utility purchase by $88,076. Drought conditions reduced FY 2015 water
allocations of water customers, which Western power customers then had to pay, increasing their
cost. Transmission access rates are also much higher than originally budgeted. Offsetting this are
reduced costs due to delayed start dates for solar projects, and reduced output from landfill gas plant
due to planned maintenance outages in FY 2016. This output was replaced with market purchases,
where prices are lower than projected at budget and at lower prices than contract rates. Dry hydro
and delayed solar projects also resulted in greatly reducing budgeted surplus energy revenue.
Utility Purchases (465,770) This action is the corresponding offset of charges related to the Western Area Power Administration
advance payment program. The capital projects approved for funding under this program decreased
from what was projected in the original FY 2016 budget. The reduction in charges is offset by an
equal reduction in credits (revenue).
Use Changes (421,718)
Net Changes To (From) Reserves (2,573,914)
Fund Balancing Entries
(2,573,914)Change in Fund Balance
Total Electric Fund (2,573,914)
FIBER OPTICS FUND
Source Changes -
Contract Services 25,000 This action increases the amount budgeted to contract services in the Fiber Optics Fund to engage a
consultant to build front-end Fiber module to Engineering's utility system distribution database. The
current Fiber database is in Access and outdated.
Legal Support 45,000 This action increases the amount budgeted to legal services in the Fiber Optics Fund, programming an
additional $45,000 for legal support to provide outside counsel and industry expertise to support
Google Fiber and city-owned Fiber-to-the-Premise (FTTP) network initiatives. The increased funding
needs are anticipated to continue in FY 2017 and budget actions will be brought forward as
appropriate.
Use Changes 70,000
Net Changes To (From) Reserves (70,000)
Fund Balancing Entries
(70,000)Change in Fund Balance
Total Fiber Optics Fund (70,000)
GAS FUND
Other Income 250,000 This action recognizes $250,000 in additional revenue from customer connections, to the Gas System,
Customer Connections project (GS-80017) due to increased new construction in Palo Alto and
demands for additional customer connections.
Source Changes
250,000
CIP 250,000 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
ATTACHMENT A, EXHIBIT 1
2/19/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
GAS FUND
Contract Services 33,000 This action increase Contract Services costs in the Gas Fund to pay for that Fund's portion of
increased costs for hauling away construction spoils. These costs have increased for three reasons:
first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low rate.
Second, the number of water and sewer new service installations have substantially increased due to
fire code requirements and a utility requirement that sewer lines be replaced when a home is
replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new
water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer
funds.
Operating Transfers Out 552,000 This action is a technical correction to adjust the amount of the FY 2016 Equity Transfer from the Gas
Fund to the General Fund. This correction reflects current capital assets in the Gas Fund, per the
FY2015 CAFR.
Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa Clara
County to communicate with one another. Palo Alto and other municipalities will also use the system
for local government radio communication (Public Works, Utilities, etc.). This action reimburses the
Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in
other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas
Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley
Regional Communications System for Utilities and Stanford University which were not specifically
included in the Fiscal Year 2016 Capital budget.
Operating Transfers Out 4,986 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the
Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle
Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement
and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under
project VR-15000.
Salary and Benefits (93,340) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget. ($87,481 Operating and $5,859
Supply)
Use Changes 792,955
Net Changes To (From) Reserves (542,955)
Fund Balancing Entries
(542,955)Change in Fund Balance
Total Gas Fund (542,955)
Operating Transfer-In 214,725 This action recognizes a transfer of $214,725 from the Vehicle Fund from the salvage value of City
street sweepers sold as result of the outsourcing of street sweeping services in Fiscal Year 2015. The
proceeds from this transaction are being transferred from the Vehicle Fund to the Refuse Fund
reserves.
Operating Transfer-In 101,307 This action recognizes transfers of $38,552 and $62,755 from University Ave Parking District and
California Avenue Parking District, respectively, to fund the districts proportional share of the street
sweeping contract. In Fiscal Year 2015, the City outsourced citywide street sweeping services which
also impacted the California Avenue and University Avenue parking districts. Because street sweeping
services are provided in the parking districts, a portion of the street sweeping contract should be
funded by the districts. These contract amounts were not budgeted in Fiscal Year 2016 and the
Refuse Fund has been carrying the cost of the contract. This actions reimburses the Refuse Fund.
The ongoing implications of this change in service delivery model will be factored into the
development of the FY 2017 Operating Budget for each of these funds.
REFUSE FUND
ATTACHMENT A, EXHIBIT 1
2/19/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
Operating Transfer-In 40,223 This action provides a one-time transfer in the amount of $40,223 from the General Fund to the
Refuse Fund to reimburse expenses incurred for the City’s compost program. The City currently
charges the Refuse Fund for janitorial work related to the compost program; however, the use of the
Refuse Fund is restricted per Proposition 218. As a result, this action reimburses the Refuse Fund for
expenses incurred.
Source Changes 356,255
Contract Services 222,022 This action appropriates $222,022 to correct for an inadvertent error in the final adoption of the
Fiscal Year 2016 Operating Budget. On 23 March 2015, City Council approved CMR # 5558 to provide
for a Fiscal Year 2015 budget amendment in the amount of $387,000 for one-time funding for the
purchase of kitchen buckets and outreach materials. Due to a clerical error, $222,022 of the funding
was not appropriated to fiscal year 2016 for this activity; this actions corrects for that.
Contract Services 173,105 This action provides additional one-time funding in the amount of $173,105 for the annual
reconciliation of Fiscal Year 2015 expenses incurred for solid waste. Due to the robust economy, in
Fiscal Year 2015, an additional 2,300 tons of municipal solid waste tons were processed at the SMART
station and delivered to the Kirby Landfill.
Contract Services 165,434 This action provides additional one-time funding in the amount of $165,434 for the GreenWaste
contract for expenses invoiced to the City related to CPI increases in rent at the Geng Road facility.
GreenWaste incurred annual CPI adjustments to their Geng Road facility but did not pass-through
these expenses to the City as required by Section 7.09 of the agreement.
Contract Services 101,307 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the
California Avenue and University Avenue parking districts. Because street sweeping services are
provided in the parking districts, a portion of the street sweeping contract should be funded by the
districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has
been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund
from University Ave Parking District and California Avenue Parking District, respectively, to fund the
districts proportional share of the street sweeping contract.
Operating Transfers Out 25,000 This action establishes a transfer from the Refuse Fund to the Capital Improvement Fund for the Art
in Public Places contribution associated with the CIP RF-11001 (Landfill Closure). A corresponding
increase in the Art in Public Places project budget is recommended as outlined in Attachment A,
Exhibit 2.
Operating Transfers Out 15,810 This action transfers $15,810 from the Refuse Fund to the Capital Improvement Fund to reimburse
the Residential Preferential Parking project PL-15003 for expenses incurred for the installation of new
residential parking permit and street sweeping signage installed in the Downtown Residential
Preferred Parking District.
Salary and Benefits (56,797) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 645,881
Net Changes To (From) Reserves (289,626)
Fund Balancing Entries
(289,626)Change in Fund Balance
Total Refuse Fund (289,626)
REFUSE FUND
ATTACHMENT A, EXHIBIT 1
2/19/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
Grant Revenue 120,000 In Fiscal Year 2014, the City was awarded a $120,000 grant from the California Department of Water
Resources (DWR) to implement a flood early warning system for the San Francisquito Creek
watershed. The grant funded a system of rainfall and stream gauges, telemetry equipment and a
web interface that provides early warning to local residents of impending flooding on San
Francisquito Creek. The grant requires the City front the initial expenses for the project and then
request reimbursement from the DWR. Funding for this project was not budgeted in Fiscal Year 2016
and this action will recognize the $120,000 in additional revenue from the state offset by a
commensurate increase in expenditures.
Operating Transfer-In 233,662 This action recognizes a transfer of $233,662 from the General Fund to the Storm Drainage fund to
reimburse the Storm Drain Replacement and Rehabilitation project (SD-06101) for expenses incurred
related to the construction of sandbag barrier along the San Francisquito Creek downstream of
Highway 101. In preparation for the 2015-16 El Niño storm season, the City and other member
agencies of the San Francisquito Creek Joint Powers Authority (JPA) concluded that it was prudent to
construct a temporary sandbag flood barrier in order to provide enhanced flood protection for local
businesses. As this expense was not anticipated during preparation of the Fiscal Year 2016 budget,
funds were not appropriated for this purpose. As an interim measure, available funding was used in
the Storm Drain Replacement and Rehabilitation project for this purpose; however, since storm drain
CIP funding is restricted to projects identified in the 2005 storm drainage fee ballot measure (which
does not include this project), additional funding in the amount of $233,662 is needed to reimburse
the project for this expense.
Source Changes 353,662
CIP 241,833 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
Contract Services 120,000 In Fiscal Year 2014, the City was awarded a $120,000 grant from the California Department of Water
Resources (DWR) to implement a flood early warning system for the San Francisquito Creek
watershed. The grant funded a system of rainfall and stream gauges, telemetry equipment and a
web interface that provides early warning to local residents of impending flooding on San
Francisquito Creek. The grant requires the City front the initial expenses for the project and then
request reimbursement from the DWR. Funding for this project was not budgeted in Fiscal Year 2016
and this action will recognize the $120,000 in additional revenue from the state offset by a
commensurate increase in expenditures.
Salary and Benefits (9,910) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 351,923
Net Changes To (From) Reserves 1,739
Fund Balancing Entries
1,739 Change in Fund Balance
Total Storm Drainage Fund 1,739
STORM DRAINAGE FUND
ATTACHMENT A, EXHIBIT 1
2/19/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
Source Changes -
Contract Services 33,000 This action increase Contract Services costs in the Wastewater Collection Fund to pay for that Fund's
portion of increased costs for hauling away construction spoils. These costs have increased for three
reasons: first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low
rate. Second, the number of water and sewer new service installations have substantially increased
due to fire code requirements and a utility requirement that sewer lines be replaced when a home is
replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new
water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer
funds.
Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa Clara
County to communicate with one another. Palo Alto and other municipalities will also use the system
for local government radio communication (Public Works, Utilities, etc.). This action reimburses the
Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in
other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas
Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley
Regional Communications System for Utilities and Stanford University which were not specifically
included in the Fiscal Year 2016 Capital budget.
Salary and Benefits (21,427) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 57,882
Net Changes To (From) Reserves (57,882)
Fund Balancing Entries
(57,882)Change in Fund Balance
Total Wastewater Collection Fund (57,882)
Source Changes -
Operating Transfers Out 11,597 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the
Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle
Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement
and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under
project VR-15000.
Salary and Benefits (128,123) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (116,526)
Net Changes To (From) Reserves 116,526
Fund Balancing Entries
116,526 Change in Fund Balance
Total Wastewater Treatment Fund 116,526
WASTEWATER TREATMENT FUND
WASTEWATER COLLECTION FUND
ATTACHMENT A, EXHIBIT 1
2/19/2016
Enterprise Funds 2016
Category Amount Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
ENTERPRISE FUNDS
WATER FUND 7
Net Sales (2,144,842) This action decreases the budgeted revenue estimates by $2.1 million to align with year end
projected collections due to drought effects as water use has declined across residential, commercial,
industrial and internal (City) customers. This year, a total of $37.3 million is anticipated by year end,
down from the adopted level of $39.4 million. These revenue decreases are largely offset by
corresponding decrease in water purchases and rates are projected to increase over the next few
years to stabilize the fund.
Other Income 217,000 This action recognizes $217,000 in additional revenue from customer connections, to the Water
System, Customer Connections project (WS-80013) due to increased new construction in Palo Alto
and demands for additional customer connections.
Source Changes (1,927,842)
CIP 217,000 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
Commodity Purchases (1,898,396) This action decreases expenditures in water commodity purchases, reflecting the decreased
consumption from customers due to drought regulations and conservation efforts.
Contract Services 85,000 This action increase Contract Services costs in the Water Fund to establish a regular testing and
calibration of large water meters program. AWWA recommends that these meters be tested and
calibrated once per year. The last round of testing and calibration was completed at the end of FY
2014, so these meters are nearly overdue for annual testing. It is anticipated that this annual test will
be and ongoing cost and therefore will be factored in the development of the FY 2017 Operating
Budget.
Contract Services 33,000 This action increase Contract Services costs in the Water Fund to pay for that Fund's portion of
increased costs for hauling away construction spoils. These costs have increased for three reasons:
first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low rate.
Second, the number of water and sewer new service installations have substantially increased due to
fire code requirements and a utility requirement that sewer lines be replaced when a home is
replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new
water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer
funds.
Operating Transfers Out 9,883 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the
Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle
Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement
and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under
project VR-15000.
Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa Clara
County to communicate with one another. Palo Alto and other municipalities will also use the system
for local government radio communication (Public Works, Utilities, etc.). This action reimburses the
Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in
other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas
Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley
Regional Communications System for Utilities and Stanford University which were not specifically
included in the Fiscal Year 2016 Capital budget.
Salary and Benefits (44,762) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (1,551,966)
Net Changes To (From) Reserves (375,876)
Fund Balancing Entries
(375,876)Change in Fund Balance
Total Water Fund (375,876)
ATTACHMENT A, EXHIBIT 1
2/19/2016
Other Funds 2016
Category Description
UNIVERSITY AVENUE PARKING ASSESSMENT AGENCY FUND
Operating Transfers In 1,790,295 This action recognizes a $1.8 million transfer from the Capital Improvement Fund to the University
Ave Parking Assessment Agency Fund as recommended in the Auditor's review of the City's parking
funds. In Fiscal Year 2016, the City Auditor’s Office concluded an audit of the City’s parking funds. As
a result of their investigation, the City Auditor’s Office determined that $1.8 million should be
transferred from the Capital Improvement Fund Infrastructure Reserve to the University Ave Parking
Assessment Agency Fund to reimburse the fund for initial project expenses incurred for the 528 High
Street and 445 Bryant Street garages. According to the Auditor’s report, after the assessment district
was formed and issued special assessment bonds, the City deducted the initial project expenses from
the bond proceeds but did not transfer those expenses, totaling $1.8 million, back to the University
Avenue ParkingAssessment AgencyFund.
Source Changes 1,790,295
1,790,295
Operating Transfers
Out
38,552 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the
California Avenue and University Avenue parking districts. Because street sweeping services are
provided in the parking districts, a portion of the street sweeping contract should be funded by the
districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has
been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund
from University Ave Parking District and California Avenue Parking District, respectively, to fund the
districts proportional share of the street sweeping contract.
Use Changes 38,552
(38,552)
Operating Transfers
Out
62,755 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the
California Avenue and University Avenue parking districts. Because street sweeping services are
provided in the parking districts, a portion of the street sweeping contract should be funded by the
districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has
been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund
from University Ave Parking District and California Avenue Parking District, respectively, to fund the
districts proportional share of the street sweeping contract.
Use Changes 62,755
(62,755)
Operating Transfer In 26,466 This action recognizes transfers of $26,466 ( $9,883 from the Water Fund, $4,986 from the Gas Fund,
and $11,597 from the Wastewater Treatment Fund) to partially offset the replacement and
acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under project VR-
15000.
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
Amount
VEHICLE REPLACEMENT FUND
TRUST & AGENCY FUNDS
INTERNAL SERVICE FUNDS
Net Changes To (From) Reserves
SPECIAL REVENUE FUNDS
CALIFORNIA AVENUE PARKING DISTRICT FUND
Net Changes To (From) Reserves
UNIVERSITY AVENUE PARKING DISTRICT FUND
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
Other Funds 2016
Category Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
Amount
Other Income 214,725 This action recognizes $214,725 in revenue in the Vehicle Fund from the salvage value of City street
sweepers sold as result of the outsourcing of street sweeping services in Fiscal Year 2015. The
proceeds from this transaction are being transferred from the Vehicle Fund to the Refuse Fund
reserves.
Source Changes 241,191
Operating Transfer
Out
214,725 This action budgets a $214,725 transfer from the Vehicle Fund to the Refuse Fund. Surplus receipts
from the salvage value of City street sweepers sold as result of the outsourcing of street sweeping
services in Fiscal Year 2015 are being transferred back to the Refuse Fund.
CIP 127,624 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
Contract Services 80,000 This action provides $80,000 in one-time funding for a consultant study to review the City's Vehicle
Replacement Allocation methodology.
Salary and Benefits (13,649) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 408,700
(167,509)
From Other Agencies 80,292 Stanford's Fiscal Year 2015 portion of the Radio Infrastructure Replacement CIP (TE-05000) $12,543
and Computer Aided Dispatch Replacement CIP (TE-09000) $67,749
Operating Transfers-
In
1,000,000 This action transfers $1,000,000, representing the unfunded General Fund portion of the Silicon
Valley Regional Interoperability Authority's (SVRIA) project, to the Technology Fund. As discussed in
the Close of the Fiscal Year 2015 Report (CMR 6512), $1,000,000 was to be held in reserve in the
General Fund and subsequently transferred to the Technology Fund.
Operating Transfers-
In
185,235 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority
members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a
county-wide radio communications system that will permit all public safety officers across Santa
Clara County to communicate with one another. Palo Alto and other municipalities will also use the
system for local government radio communication (Public Works, Utilities, etc.). This action
reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as
follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund;
$46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with
the Silicon Valley Regional Communications System for Utilities and Stanford University which were
not specifically included in the Fiscal Year 2016 Capital budget.
Other Income 83,037 As discussed above, this action reimburses the Radio Infrastructure project (TE-05000) in the amount
of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309
from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund,
for costs associated with the Silicon Valley Regional Communications System for Utilities and
Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget.
Source Changes 1,348,564
CIP 1,268,272 This action increases appropriated expenditures in various capital projects as outlined in Attachment
A, Exhibit 2.
INFORMATION TECHNOLOGY FUND
INTERNAL SERVICE FUNDS
VEHICLE REPLACEMENT FUND
Net Changes To (From) Reserves
ATTACHMENT A, EXHIBIT 1
2/19/2016
Other Funds 2016
Category Description
CITY OF PALO ALTO
MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET
Amount
Operating Transfer
Out
3,445 This action transfers $3,443 from the Information Technology Fund to the Electric Fund to provide
funding for the rental of a cubicle at the Utility Engineering Building for use by the Senior
Technologist responsible for Geographic Information Systems. A separate action to establish this
transfer on an ongoing basis will be brought forward as part of the development of the Fiscal Year
2017 Operating Budget.
Salary and Benefits (46,694) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes 1,225,023
123,541
Salary and Benefits (9,393) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy
for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement
healthcare costs to Departments in the Fiscal Year 2016 Budget.
Use Changes (9,393)
9,393
Net Changes To (From) Reserves
PRINT AND MAIL FUND
Net Changes To (From) Reserves
INTERNAL SERVICE FUNDS
INFORMATION TECHNOLOGY FUND
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
PROJECT COMPLETIONS
Hopkins Park Improvements (Formerly Pe-07001)PG-11000 -$ -$ Infrastructure
Reserve
Project Completed
Children's Theatre Replacement And Expansion AC-09001 -$ -$ Infrastructure
Reserve
Project Completed
New Sound System For Lucie Stern Community
Theatre
AC-09002 -$ -$ Infrastructure
Reserve
Project Completed
Dimmer Replacement And Lighting System CC-09001 -$ -$ Infrastructure
Reserve
Project Completed
Rinconada Park Improvements PE-08001 -$ -$ Infrastructure
Reserve
Project Completed
Scott Park Improvements (Formerly PC-11004)PG-11003 -$ (1,429)$ Infrastructure
Reserve
Removes remaining funding due to completion of the
project
Cubberley Roof Replacement PF-14000 -$ (1,442)$ Infrastructure
Reserve
Removes remaining funding. Work will continue in the
Cubbereley Capital Improvement Fund project CB-
16002.
Golf Course Tree Maintenance PG-12002 -$ (6,818)$ Infrastructure
Reserve
Removes remaining funding due to completion of the
project
Eleanor Pardee Park Improvements PE-12012 -$ (22,084)$ Infrastructure
Reserve
Removes remaining funding due to completion of the
project
Subtotal - Project Completions -$ (31,773)$
ADDITIONAL APPROPRIATIONS
Art in Public Places Project AC-86017 $ 25,000 $ 25,000 Operating
Transfers-In
This action transfers $25,000 from the Refuse Fund
to the Capital Improvement Fund for the Art in
Public Places contribution associated with the CIP
RF-11001 (Landfill Closure). This was one of the last
projects under the legacy Public Art program,
wherein eligible Public Art costs were transferred at
the conclusion of the project. Current practice is to
budget eligible Public Art funding directly to the Art
in Public Places project.
Art in Public Places Project AC-86017 $ - $ 38,000 Infrastructure
Reserve
This action transfers $30,000 from CIP PG-12006
(Magical Bridge Playground Project) and $8,000
from PE-13016 (El Camino Park Restoration) to AC-
86017 (Art in Public Places) for eligible Public Art
costs. These were two of the last projects under the
legacy Public Art program, wherein eligible Public
Art costs were transferred at the conclusion of the
project. Current practice is to budget eligible Public
Art funding directly to the Art in Public Places
project.
FY 2016 CIP Mid-Year Adjustments
CAPITAL PROJECT FUND
1 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
Residential Preferential Parking PL-15003 $ 35,137 $ 35,137 Operating
Transfers-In
This action transfers $15,810 from the Refuse Fund
and $19,327 from the Planning Transportation
Contingency in the General Fund to the Capital
Improvement Fund to reimburse Residential
Preferential Parking project PL-15003 for expenses
incurred for the installation of new residential
parking permit and street sweeping signage
installed in the Downtown Residential Preferred
Parking District.
Art Center Auditorium Audio, Visual, and
Furnishings
AC-14000 $ 50,000 $ 50,000 Other Revenue This action recognizes a $50,000 donation, with a
commensurate increase in project expenditures for
the Art Center Auditorium Audio, Visual, and
Furnishings project (AC-14000) from the Palo Alto
Art Center Foundation for additional expenses
incurred during construction.
Building System Improvements PF-01003 $ - $ 100,000 Infrastructure
Reserve
This action provides $100,000 to the Building
Systems Improvement Project (PF-01003) to correct
a technical error that occurred during the Fiscal
Year 2015 budget reappropriations process.
Funding was inadvertantly removed from the
project.
Security System Improvements PF-04000 $ - $ 31,778 Infrastructure
Reserve
This action provides $31,778 to the Security
Systems Improvement Project (PF-04000) to correct
a technical error that occurred during the Fiscal
Year 2015 budget reappropriations process.
Funding was inadvertantly removed from the
project.
Salaries and Benefits - Capital Improvement Fund
CIP Projects
AS-10000 $ - $ (34,205)Infrastructure
Reserve
This action is a technical correction to remove costs
in all funds associated with the Implied Subsidy for
Retiree Healthcare that was inadvertently budgeted
as part of the allocation for retirement healthcare
costs to Departments in the Fiscal Year 2016
Budget.
Magical Bridge Playground Project PE-12013 $ - $ (30,000)Infrastructure
Reserve
This action transfers $30,000 from CIP PG-12006
(Magical Bridge Playground Project) to AC-86017
(Art in Public Places) for eligible Public Art costs.
This was one of the last projects under the legacy
Public Art program, wherein eligible Public Art costs
were transferred at the conclusion of the project.
Current practice is to budget eligible Public Art
funding directly to the Art in Public Places project.
CAPITAL PROJECT FUND
2 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
El Camino Park Restoration Project PE-13016 $ - $ (8,000)Infrastructure
Reserve
This action transfers $8,000 from PE-13016 (El
Camino Park Restoration) to AC-86017 (Art in Public
Places) for eligible Public Art costs. This was one of
the last projects under the legacy Public Art
program, wherein eligible Public Art costs were
transferred at the conclusion of the project. Current
practice is to budget eligible Public Art funding
directly to the Art in Public Places project.
Subtotal - Additional Appropriations 85,137$ 207,710$
TOTAL GENERAL FUND CIP MID-YEAR
ADJUSTMENTS
$ 85,137 $ 175,937
PROJECT COMPLETIONS
El Camino Underground EL-05000 -$ (25,124)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
UG District 45 EL-06002 -$ (59,271)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
E. Charleston 4/12kV EL-08000 -$ (60,861)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
AMR/AMI – Feasibility EL-10008 -$ 115$ Electric Fund
Reserve
Additional funding of $115 is needed to close this
project.
Rebuild Greenhouse EL-11007 -$ (26,118)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
Rebuild UG Dist 12 EL-12000 -$ (9,028)$ Electric Fund
Reserve
Removes remaining funding due to completion of the
project
Subtotal - Project Completions -$ (180,287)$
ELECTRIC FUND
CAPITAL PROJECT FUND
3 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
ADDITIONAL APPROPRIATIONS
Substation Improvements EL-89044 $ 200,000 Electric Reserve This action provides $200,000 in additional funding from
the Electric Fund reserve to the Substation Facility
Improvements project (EL-89044) to address two major
causes of equipment failure that include adding an air
conditioning or insulation additions to ten (10) metal-
clad substation buildings and replace melted remote
terminal units (RTU) in several substations. There are
ten (10) metal-clad buildings in the Palo Alto system.
The existing fan-run, air-moving system cut into the
walls do not provide sufficient temperature regulation
and facility temperatures have exceeded the
microprocessor and IC based manufacturer’s equipment
ratings with the fans on full-blast which have resulted in
equipment failures. Although the equipment ratings
have risen, so have the air conditioning requirements as
the newer equipment runs at higher operating
temperatures in each iteration of the evolution of
microprocessor development. There is also a safety
concern as the substations crews need to work in there
also and they have had to delay work because of the
high temperatures.
Underground District 47-Middlefield, Homer,
Webster, Addison
EL-11010 $ 400,000 Electric Reserve This action provides $400,000 in additional funding from
the Electric Fund reserve to the Underground District 47
– Middlefield, Homer, Webster, Addision (EL-11010)
project for the undergrounding of the existing overhead
distribution system. The substructure contract bid for
this project resulted in higher than anticipated costs and
as a result the remaining electrical portion has yet to be
completed and will require an additional $400,000. The
additional funds are required for the installation of
electrical facilities and purchase of equipment.
Subtotal - Additional Appropriations -$ 600,000$
TOTAL ELECTRIC FUND CIP MID-YEAR
ADJUSTMENTS
$ - $ 419,713
ELECTRIC FUND
4 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
ADDITIONAL APPROPRIATIONS
Gas System, Customer Connections GS-80017 $ 250,000 $ 250,000 Connection
Charges
This action provides $250,000 in additional funding from
the Gas Fund reserve, offset by the recognition of
$350,000 in additional revenue from customer
connections, to the Gas System, Customer Connections
project (GS-80017) due to increased new construction in
Palo Alto and demands for additional customer
connections.
Subtotal - Additional Appropriations 250,000$ 250,000$
TOTAL GAS FUND CIP MID-YEAR
ADJUSTMENTS
$ 250,000 $ 250,000
ADDITIONAL APPROPRIATIONS
Landfill Closure RF-11001 $ - $ (25,000)Refuse Fund
Reserve
This action transfers $25,000 from the Refuse Fund
to the Capital Improvement Fund for the Art in
Public Places contribution associated with the CIP
RF-11001 (Landfill Closure). This was one of the last
projects under the legacy Public Art program,
wherein eligible Public Art costs were transferred at
the conclusion of the project. Current practice is to
budget eligible Public Art funding directly to the Art
in Public Places project.
Subtotal - Additional Appropriations -$ (25,000)$
TOTAL REFUSE FUND CIP MID-YEAR
ADJUSTMENTS
$ - $ (25,000)
PROJECT COMPLETIONS
Storm Drain Master Plan Update SD-15008 $ - $ 8,171 Storm Drainage
Reserve
This action adds $8,171 from the Strom Drainage
Reserve to the Storm Drain Master Plan Update
project (SD-15008) to correct a technical error in
order to provide funding for expenses charged to
the project after it was closed.
Subtotal - Project Completions -$ 8,171$
GAS FUND
STORM DRAINAGE FUND
REFUSE FUND
5 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
ADDITIONAL APPROPRIATIONS
Storm Drainage System Replacement and
Rehabilitation
SD-06101 $ 233,662 $ 233,662 Storm Drainage
Reserve
This action transfers $233,662 from the General
Fund to the Storm Drainage to reimburse the Storm
Drain Replacement and Rehabilitation project (SD-
06101) for expenses incurred related to the
construction of sandbag barrier along the San
Francisquito Creek downstream of Highway 101.
However, since storm drain CIP funding is restricted
to projects identified in the 2005 storm drainage fee
ballot measure (which does not include this
project), additional funding in the amount of
$233,662 is needed to reimburse the project for this
expense. Additional details can be found in the
Enterprise Funds transactions for the Storm
Drainage Fund Operating Transfers In, outlined in
Attachment A, Exhibit 1.
Subtotal - Additional Appropriations 233,662$ 233,662$
TOTAL STORM DRAINAGE FUND CIP MID-
YEAR ADJUSTMENTS
$ 233,662 $ 241,833
ADDITIONAL APPROPRIATIONS
Radio Infrastructure Replacement TE-05000 $ 1,000,000 $ 1,000,000 Technology Fund
Reserve
This action appropriates $1,000,000 that was held
in the Budget Stabilization Reserve through FY 2015
(see CMR 6215) for the City's unfunded General
Fund portion of the Silicon Valley Regional
Interoperability Authority's (SVRIA) Radio
Infrastructure project (TE-05000) to move towards
a county-wide 700 Mhz radio communications
system.
TECHNOLOGY FUND
STORM DRAINAGE FUND
6 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
Radio Infrastructure Replacement TE-05000 $ 268,272 $ 268,272 Technology Fund
Reserve
The City of Palo Alto has been participating in a
multi-year project with all the Joint Powers
Authority members in the Silicon Valley Regional
Interoperability Authority (SVRIA) to fund and
construct a county-wide radio communications
system that will permit all public safety officers
across Santa Clara County to communicate with one
another. Palo Alto and other municipalities will also
use the system for local government radio
communication (Public Works, Utilities, etc.). This
action reimburses the Radio Infrastructure project
(TE-05000) in the amount of $268,272, distributed
as follows: $83,037 in other revenue; $46,309 from
the Water Fund; $46,309 from the Electric Fund;
$46,309 from the Gas Fund, and $46,309 from
Wastewater Collection Fund, for costs associated
with the Silicon Valley Regional Communications
System for Utilities and Stanford University which
were not specifically included in the Fiscal Year
2016 Capital budget.
Subtotal - Additional Appropriations 1,268,272$ 1,268,272$
TOTAL TECHNOLOGY FUND CIP MID-YEAR
ADJUSTMENTS
$ 1,268,272 $ 1,268,272
ADDITIONAL APPROPRIATIONS
Scheduled Vehicle and Equipment Replacement -
Fiscal Year 2015
VR-15000 $ 26,466 $ 127,624 Vehicle Fund
Reserve
This action transfers $9,883 from the Water Fund,
$4,986 from the Gas Fund, and $11,597 from the
Wastewater Treatment Fund, for a total of $26,466,
and draws $101,158 from the Vehicle Replacement
Fund Reserve for a total project expenditure
increase of $127,624 for the replacement and
acquisition of additional vehicles not included in
Fiscal Year 2015 replacement cycle under project VR-
15000.
Subtotal - Additional Appropriations 26,466$ 127,624$
TOTAL VEHICLE REPLACEMENT FUND CIP MID-
YEAR ADJUSTMENTS
$ 26,466 $ 127,624
VEHICLE REPLACEMENT FUND
TECHNOLOGY FUND
7 2/19/2016
Attachment A, Exhibit 2
Title
Project
Number Revenue Expense
Funding
Source Comments
FY 2016 CIP Mid-Year Adjustments
ADDITIONAL APPROPRIATIONS
Water System Customer Connections WS-80013 $ 217,000 $ 217,000 Connection
Charges
This action provides $217,000 in additional funding
from the Water Fund reserve, offset by the
recognition of $217,000 in additional revenue from
customer connections, to the Water System,
Customer Connections project (WS-80013) due to
increased new construction in Palo Alto and
demands for additional customer connections.
Water Regulation Station Improvements WS-07000 -$ $ 786,375 Water Reserve On June 29, 2015, the City Council approved CMR#
5634, authorizing a budget amendment increasing
the Water Regulation System Improvements project
(WS-07000) in the amount of $786,375, offset by
reductions to the Water Reservoir Coating
Improvements project (WS-08001) in the amount of
$393,188 and the Seismic Water System Upgrades
project (WS-09000) in the amount of $393,187,
with no impact to the reserve levels in the Water
Fund. Due to a technical error, this adjustment
never occurred. As a result, this action provides the
funding necessary to complete the seismic retrofits
as outlined in CMR# 5634. The corresponding
reductions in reserves are recommended below.
Water Reservoir Coating Improvements WS-08001 -$ $ (393,188)Water Reserve This action reflects the reduction in the Water
Reservoir Coating Improvements project (WS-
08001) in the amount of $393,188, as discussed
above in the Water Regulation Station
Improvements adjustment.
Seismic Water System Upgrades WS-09000 $ - $ (393,187)Water Reserve This action reflects the reduction in the Seismic
Water System Upgrades project (WS-09000) in the
amount of $393,187 , as discussed above in the
Water Regulation Station Improvements
adjustment.
Subtotal - Additional Appropriations 217,000$ 217,000$
TOTAL WATER FUND CIP MID-YEAR
ADJUSTMENTS
$ 217,000 $ 217,000
WATER FUND
8 2/19/2016
Attachment B
2/19/2016
thru 1/31/16
2014 2015 2016
POLICE DEPARTMENT
Overtime Expense
Adopted Budget $1,500,000 $1,500,000 $1,500,000
Modified Budget 1,500,000 1,500,000 1,539,053
Net Overtime Cost - see below 593,565 946,558 500,774
Variance to Budget $906,435 $553,442 $1,038,279
Overtime Net Cost
Actual Expense $1,711,764 $1,893,220 $1,108,967
Less Reimbursements
Stanford Communications 54,552 62,000 33,208
Utilities Communications Reimbursement 29,845 36,614 18,204
Local Agencies (A)8,905 10,417 7,630
Police Service Fees 73,934 69,570 65,195
Total Reimbursements 167,236 178,601 124,238
Less Department Vacancies 950,963 768,061 483,956
Net Overtime Cost $593,565 $946,558 $500,774
Department Vacancies (number of days)4,251 3,223 2,192
Workers' Compensation Cases 14 16 7
Department Disabilities (number of days)776 502 173
FIRE DEPARTMENT
Overtime Expense
Original Budget $1,424,414 $1,424,414 $1,382,714
Modified Budget (B)1,750,956 1,608,710 1,382,714
Net Overtime Cost - see below 1,012,521 94,836 418,023
Variance to Budget $738,435 $1,513,874 $964,691
Overtime Net Cost
Actual Expense $2,562,549 $2,171,795 $1,522,454
Less Reimbursements
Stanford Fire Services (C)776,452 658,054 500,000
Cal-Fire/FEMA (Strike Teams)50,542 184,296 -
Total Reimbursements 826,994 842,350 500,000
Less Department Vacancies 723,034 1,234,609 604,431
Net Overtime Cost $1,012,521 $94,836 $418,023
Department Vacancies (number of days)2,618 3,712 2,171
Workers' Compensation Cases 18 10 6
Department Disabilities (number of days)489 249 94
NOTES:
(A)Includes Animal Services contract with Los Altos and Los Altos Hills.
(B)FY 2016 Does not include Strike Team Reimbursement of $176,884 recommended in this Report.
(C )Stanford reimbursed 30.3% of Fire Services through FY 2015. Of the FY 2016 total flat amount, $6.5 million, $500,000 estimated for overtime.
Public Safety Departments
Overtime Analysis for Fiscal Years 2014 through 2016
FINANCE COMMITTEE
TRANSCRIPT
Regular Meeting
Tuesday, March 1, 2016
Chairperson Filseth called the meeting to order at 6:06 P.M. in the
Community Meeting Room, 250 Hamilton Avenue, Palo Alto, California.
Present: Filseth (Chair), Holman, Schmid, Wolbach arrived at 6:10 P.M.
Absent:
Oral Communications
Agenda Items
2.Finance Committee Review and Recommendation to the City Council
Regarding Adoption of a Budget Amendment for Fiscal Year 2016 to
Adjust Budgeted Revenues and Expenditures in Accordance With the
Recommendations in the FY 2016 Midyear Budget Review Report.
Chair Filseth: Next item on the agenda is the Budget Amendment for the
mid-year budget review.
Lalo Perez, Chief Financial Officer: Thank you Chair Filseth. Lalo Perez, Chief
Financial Officer. Every year we come to you about this time, maybe a little
later this year, to report to you our mid-year status of the Budget for the
City. For the most part we concentrate on the General Fund. We have all the
funds in the report, next the presentation in your packet, with slides and I
am going to give you an overview, a highlight of what is in the packet, but
the packet is obviously all discussable and for you to review and ask us
questions. With me tonight is Kiely Nose, Budget Manager and Tarun
Narayan, who is going to talk about the revenues and then there is also
behind me Staff from all the other departments, in case you have questions
about their particular requests that are coming through. The first slide we
have a, I apologize about my voice. I am going through the downturns of a
cold. We have a projected $3.1 million one-time budget surplus in the
General Fund. A lot of that has got to do with revenues and Tarun is going
to get into the details of that in a minute here. With that recommendation of
Page 1 of 22
ATTACHMENT C
FINAL MINUTES
adjustment to the revenues and the expenses that we have projected for
you, we are going to end up with a projected reserve of $37 million, or 19.9
percent. As you may recall, the Council target is 18.5, so this is currently
about 2.6 above that target, so that is what we have projected at this point
remaining as our cushion in the Operating Budget. I do want to note, and we
are going to have another slide where we will talk about it a little bit more,
there is also, you may recall when we closed the fiscal year last year, a $1.3
million tentative hold for potential funding of the Unfunded Pension
Liabilities. That number is not in this number because we isolate it, but it is in that reserve, so the 37 is really 38.3. With that let me just go to the next
slide and have Tarun give you a quick explanation of some of our major tax
revenues.
Tarun Narayan, Manager of Treasury, Debt and Investments: Good evening
again. Just to kind of give you a really high level highlight, as indicated, the
Sales Tax is going by $0.8 million. Our performance in this revenue has been
stronger than what we had expected originally. Sectors such as restaurants,
auto sales, construction, particularly from the Stanford development, leasing
and electronic and office equipment have been doing very well. On the
Property Tax, the City was recently informed by the County that we will
receive $0.9 million from the excess ERA Funds. The excess ERA funds are
the remaining funds after the State has satisfied its K-12 school obligations,
the excess funds are then returned to local governments. This will be the
second year we received this, but it is considered a one-time receipt. We
don’t expect to be always that will be the case. On the Transient Occupancy
Tax (TOT), as noted, the TOT has been increased by $3.2 million, with $2.3
million being dedicated to the infrastructure. In the first seven months of
this year our average room rates have been up by 10.8 percent while the
occupancy has been down, so we have a couple of new, two new Hilton
Hotels, another one coming on this slide, plus the Epiphany that came in the
year before, so even without increased capacities and the occupancy has
gone slightly down, but our revenue receipts have been much higher than
we expected, particularly from the new hotels. They have kind of ramped up
much faster, due to the demand in this area than we originally expected.
That’s why of the $3.2 million, $2.3 of it is actually going to be dedicated the
infrastructure. On the Document Transfer Tax, though this revenue source is
highly dependent on property sales transactions and volume and price,
which makes it a little bit of a wild card, as I always tend to put it, it has
been up about 7 percent over last year, so we are recommending a modest
$0.2 million increase in that area. The Utility Users’ Tax, the City’s utility
revenues have been down due to such things as less water usage. It’s been
partially offset with higher telephone receipts, but the telephone is the
Page 2 of 22 Finance Committee Action Minutes March 1, 2016
FINAL MINUTES
smaller of the two in terms of the amount we received, so a decrease of
$0.7 million is being recommended. This chart merely shows what the
adopted-to-projected is and I will leave it at that.
Mr. Perez: In terms of some of the highlights of what is in here, we picked
some of the larger ones. So one of the first ones listed is the repayment to
the Storm Drain Fund of about $200,000, and that is related to a Capital
Improvement Project (CIP) with a sandbag project and the function is really
more of a General Fund function, rather than a storm drain function, so that
is why the reimbursement. In my department there is a request for about $100,000 and that is primarily for purchasing contract administrative work.
As we have increased capital projects, we have an increase in the number of
purchase requests, so with that, temporary staffing helps push the projects
along in a faster manner. The last one there that we have is for the Fire
Department. This is associated with new hires, training and uniforms for
those new Staff members. We have spoken to you about the turnover that
we have had recently, and we have had associated expense with that. In
terms of reimbursements and grants, we also have about $177,000 in
reimbursement from the State for the Strike Team. As you recall, we are
mandated by State law to respond, but we do get a reimbursement for those
expenses. The next one is associated with last year’s year-end. I spoke to
you about the $1.3 million earlier. There is also $7 million that we asked for
your approval, and you gave, at the Committee and at the Council, of which
$6 million was for infrastructure. You asked us to not label it specifically to
any project, but to be specifically identified for the $126 million plan that is
now being updated. Then the other million is for the Rock Building rehab, so
that is segregated until the Rock Building lease comes about, then those
funds will be released at that time. The last item there is $1 million for the
Technology Fund, and that’s for radio replacement. The last one is a clean-
up. We double budgeted for a particular expense. There is a new
requirement for us to account for the actual medical cost between current
and retirees, so the logic is that as we get older, we have more needs for
medical costs and when the CalPERS issues the premiums, health care
premium, there is no distinction for that. It is the same rate until you reach
Medicare age, so there is a calculation, and Mr. Bartel helps us calculate to
determine what is called an Implied Subsidy. We, unfortunately, put it in two
places so the good news is we have another $1.4 million as a result of that.
Council Member Holman: You’re just trying to make us feel good.
Mr. Perez: We goofed on the right way. The General Fund other items here
is the $1.3 million that I explained earlier. Just to remind you, on April 5 we Page 3 of 22 Finance Committee Action Minutes March 1, 2016
FINAL MINUTES
have Mr. John Bartel coming to speak to you, and this is a good opportunity
to remind you if you have any questions that you want us to send along so
he can prepare for that presentation, I would appreciate you sending them
in. We will discuss funding options at that point, so you don’t need to take
any action tonight, we just want to remind you that is there for you. Then
something that has been coming up is Project Safety Net. Our intent is not
to talk about the program tonight. That’s not on the Agenda. What we do
want to discuss with you is that there has been a discussion at Council
various times where the $1.5 million to date in the expenditures, and we can get into that particular number details, which has been funded out of the
Stanford University Medical Center Development Agreement Funds – should
that have been the case or not. I believe there have been different opinions
among the Council Members, so what we are saying to you as a Committee
is that if you want to take some action, that it could probably start here at
the Committee level with some recommendation to the Council for wider
discussion. We don’t have a recommendation as Staff for you. It is a matter
that Council members have made comments. We just noted that in there for
your consideration. In terms of Enterprise Funds, I am just going to highlight
on a couple of them. There is a lot of activity. We are going to get a lot more
information later on in the evening with items that are on the Agenda, so
that is why I am really giving you a quick highlight. In the Electric Fund
there is the net reduction of $2.6 million in reserves. It is all associated, or
mostly associated with the lower hydroelectric power generation and the
drought impacts. For the Gas Fund, there is the net use of about $500,000.
This is associated with the equity transfer and the equity transfer is
impacted by the capital assets, your capital asset growth, and that impacts
the transfer. Then there is also an increased cost due to additional customer
connections being requested. For the Water Fund, there is a net reserve
impact of about $400,000, and that’s associated with the drought impact,
and again, you will hear more about that later tonight. The last piece that I
wanted to highlight was the Capital Program. The revenues are going up by
$9.4 million. We already discussed the 7 and the 2.3, so those are the
reasons, and then the additional appropriation, as you may have read, it
went to the Policy and Services (P&S) Committee, so you may not have seen
it directly. That is the result of an Audit Review. Our City Auditor and her
Staff discovered that we had used the $1.8 I will call it, in funds from the
Parking-in-Lieu and what was supposed to happen is that the $1.8 was
supposed to have been used and then bonds on top of that to cover the
garages that were being built. When we issued the debt, we issued it with
the $1.8 included in there. So as a result, what we need to do is defease the
bonds for the $1.8 that shouldn’t have been issued, so that was discussed at
P&S. P&S agreed with the recommendation and it was sent on to Council, so
Page 4 of 22 Finance Committee Action Minutes March 1, 2016
FINAL MINUTES
this is to take care of that action. So the University Avenue Assessment
District folks will see a reduction of the $1.8, and again, similar to the
General Obligation (G-O) Bond, we are going to review both options and see
what is best for the assesses. With that we are open to questions the
Committee may have.
Chair Filseth: Since there are no public speakers, Council Members.
Anybody? Council Member Wolbach.
Council Member Wolbach: I’ll move for Staff recommendation.
Chair Filseth: Second?
Council Member Holman: Not yet.
Chair Filseth: Why don’t we come back to that after questions? If nobody
seconds it, I’ll second it.
Council Member Wolbach: I didn’t have any questions. The report was
excellent. (crosstalk)
Chair Filseth: So the $3.1 million surplus, essentially it looked to me like that
basically, all of it gets used to top up the Budget Stabilization Reserve. Is
that basically right?
Kiely Nose, Budget Manager: Correct. Right now it is recommended to go
there.
Chair Filseth: Okay, and then I think you mentioned this too, but that
includes the – in fact it is down here in the fine print somewhere – that
includes the $1.3 million set aside for the Section 115?
Mr. Perez: The1.3 is coming from the prior fiscal year surplus, so when I
showed you in the slide – if you don’t mind going back to that slide, Kiely,
the one with the … Thank you. So bullet point two there, the $37 million, the
3.1 is imbedded in that number. On top of this 37 we have the 1.3
Chair Filseth: Right.
Page 5 of 22 Finance Committee Action Minutes March 1, 2016
FINAL MINUTES
Mr. Perez: From last year.
Chair Filseth: Okay. Then the other question I wanted to ask on this revolves
around Project Safety Net and, if I understand what you said is that this
year Project Safety Net is funded by the Stanford Med Center Funds, right?
So the $37 million and the Budget Stabilization Reserve (BSR) and so forth
is independent of what we do this year with Project Safety Net because that
might come from the Stanford Fund. Is that correct?
Mr. Perez: Unless costs change, but yeah. The 1.5 is since fiscal year 12. It
is an accumulation of the expenditures from that timeframe. I don’t know if there were expenditures necessarily in 12 for this particular 1.5, but there is
a series of years, so it is a multi-year expense.
Chair Filseth: So if I understand the question you are basically bringing up
on this is, “Should we finance Project Safety Net out of the Stanford Funds,
or should we finance it out of the General Fund?” Is that basically the
question?
Mr. Perez: And that has been raised by members of the Council, so what we
felt was, you needed to have information as to where we stand on the
budget. What are your reserve balances so you can have better information
as you consider if you want to take a course of action.
Chair Filseth: So is that a question relevant to the Fiscal Year (FY) 2016
Budget, or is that something we have to consider for next year?
Mr. Perez: Some could argue that it could be a change in direction from
2016 and prior years. That you could go back to the BSR and pull it from
there and reimburse the dollars. Chances are that we could go back and
request that you use those dollars for a similar expense, given that we are
getting tighter budgets. Others could say, “Well, it seems applicable to that
expense and we just have to keep going forward.” So, there are just
different approaches that we have heard and different opinions.
Chair Filseth: Well, it seems to me like if Project Safety Net is going to be an
ongoing structural kind of thing, then probably the Stanford Fund is probably
not the right way to fund it because those were finite amounts, and so forth,
that do not get built into our cost structures, am I basically asking the right
question on it?
Page 6 of 22 Finance Committee Action Minutes March 1, 2016
FINAL MINUTES
Mr. Perez: Yeah, I think that is an excellent observation for all of us to
recognize, that the Stanford Funds are going to run out at some point and so
if we want to have something in place from a policy perspective, we need to
make some decisions. What we are trying to say is as we make those
decisions, if we want to use other funds, there are also other means and we
just wanted to make sure that you are looking at all the information as
possible. Rob has joined us too, so he may have something to add to the
comments.
Chair Filseth: So we will go to him in a second, but if we could just finish my question, to make sure I am on the right planet here. In the budget update
that you are asking us to accept, Project Safety Net is still funded for this
budget cycle out of the Stanford Funds, not out of the General Fund, and all
these numbers in that?
Mr. Perez: Can you just share with the Committee what the funding level is
at right now for 2016.
Ms. Nose: Sure. In Fiscal Year 2016 the projected costs are about $1.2
million in total, so that is both the track watch as well as the general
administration of, so all of that is currently being funded out of the Stanford
Funds, but based on current projections, your Stanford Funds are going to
be nearly zero by the end of Fiscal Year 2016, so in Fiscal Year 2017 there
will need to be a discussion and a decision on where the ongoing funding
source is going to be.
Chair Filseth: Rob do you want to weigh-in on this?
Robert de Geus, Director of Community Services: Yes. Robert de Geus,
Director of Community Services. I just wanted to point out that the $1.5
million that is discussed up there is a topic because that’s the amount that
has been spent on means restrictions specifically, so that is track security,
fencing, vegetation removal, and all of those types of things, and the
question that has come up from a couple of Council members is that the
money set aside from the Stanford Development Fund for Project Safety Net
was intended for the Project Safety Net collaborative and the coordination
and growth of the collaborative, not capital infrastructure, safety
improvements. So that is why it came up.
Chair Filseth: Council Member Holman.
Page 7 of 22 Finance Committee Action Minutes March 1, 2016
FINAL MINUTES
Council Member Holman: Yeah, just to clarify that, so 1.2 is the amount that
is being suggested for this next Fiscal Year, and that includes track watch
and Project Safety Net?
Ms. Nose: That would be the current Fiscal Year projections, so Fiscal Year
2016, yes.
Council Member Holman: And 1.5 is the means restriction only. It wasn’t
that much, I don’t think.
Mr. de Geus: Over four or five years, so since we started the Track Security
Program and it’s been ramping up because of the second cluster, over that fiveyear period we have spent $1.5 million of the $2 million for Project
Safety Net on means restrictions.
Council Member Holman: Okay, which includes the fencing.
Mr. de Geus: Fencing, vegetation removal, track security guards. As you
know, there is additional spending that may need to occur if this camera
intrusion system is successful.
Council Member Holman: Okay. I don’t and none of us are on the School
Liaison, but what are the conversations to this point in time, or do any of
you know, what the school – Cory is, I’m sorry. What are the conversations
with the School District about cost sharing and it’s not just these, there’s
other things too that we have a responsibility to our citizens and school, it
seems like there have been a lot of conversations that should kick in to help
with a number of these things.
Council Member Wolbach: I’ll actually defer to Rob first on this one.
Mr. de Geus: It is something that we have talked to the School District about
before and Caltran to help with some of the costs related to the security on
the (inaudible) line and Caltran did help with the fencing, but could they do
more? It would be great if they did. Up until now the School District has
declined to support financially on that particular program.
Council Member Holman: Is that intractable?
Council Member Wolbach: Good question.
Page 8 of 22 Finance Committee Action Minutes March 1, 2016
FINAL MINUTES
Mr. de Geus: Yeah, it is a question for the district and they care as much as
we do about the safety, it seems.
Council Member Holman: It’s not showing up financially, is it, that concern.
Chair Filseth: I assume it is a Charter discussion?
Mr. de Geus: Yes, it is, and we have a new Superintendent now, of course,
and so I am not sure that Jim has had a chance to talk with Max. I know
that previously with Kevin Skelly we had asked him a number of times.
Council Member Holman: So, do I understand the conversation hasn’t
happened with Max. He has been here, what, a year and a half or so?
Mr. de Geus: I know I haven’t had it with Max. I am not sure that Jim has.
He may have. I know they have been talking about this topic before. I’m not
sure if he specifically asked for financial support.
Council Member Holman: Lalo, do you have something to add?
Mr. Perez: No.
Council Member Holman: Okay. Corey, do you have anything to add to that.
Council Member Wolbach: I actually don’t. We have only had one meeting
since I joined the Committee and it was essentially looking at the year.
Council Member Holman: Okay, alright.
Council Member Wolbach: It is a good question.
Council Member Holman: It is, yes. I had a question also about TOT, if I
could change gears? About TOT, (crosstalk) so occupancy has dropped a
little bit, but room rates have continued to escalate, so we are still ahead of
the game on that. Is there any way of giving a prognosis about where we
are in terms of hotel generation, in terms of creating new hotels? There has
been some conversation about we give a great Floor Area Ratio (FAR)
incentive to build hotels. Do you have a crystal ball about where we are in
terms of that creation of…
Page 9 of 22 Finance Committee Action Minutes March 1, 2016
FINAL MINUTES
Tarun Narayan, Manager of Treasury, Debt and Investments: I’m afraid not.
The newer hotels are more the high-end hotels, so they are helping in terms
of our overall room rates, but in terms of, there are some that are being
discussed, but I don’t really have any information. Lalo, do you have any
information?
Mr. Perez: We know about the San Antonio and that’s not in our numbers,
potentially there, right? I don’t know beyond that. What I do, have in
conversations with my colleagues is that we are all facing the same demand
in the County. We meet every couple of months and we talk about this, that we all are getting requests for, additional hotel requests, that there is that
need, and so my suspicion would be, without any data in front of me, that is
probably what we are seeing in the numbers, because we are all building
out, but the rates keep moving up. There is a demand for the higher end as
Tarun mentioned, expanding the suites next to the Westin and there is some
expectation that there is going to be a demand for a high-end suite expense,
but it is something we obviously want to keep monitoring and watching and
these numbers. We don’t have the impacts of the Super Bowl, for example,
so we are very curious to see what that activity was and how it impacted the
numbers, not just for us but in the area.
Council Member Holman: So, not to say that we are there yet, but in talking
to your colleagues, is there any thought about when we might reach, for lack
of a better word, saturation?
Mr. Perez: You know, I think that is the area there has been concern and
that’s one of the drivers for our recommendation to only use 70 percent of
the new revenue from the new hotels than the 2 percent, because if
something does happen, with all of this building up, we want to have a
buffer, and so it is something that we discussed prior to coming onto the
Committee in the long-range financial forecast with the Committee, and that
was one area where the Committee focused and was concerned about that,
go back and revisit those numbers then when we talk to you soon here on
the long-range update as a Council we will touch on that, what adjustments
we made as a result of that, those issues.
Joe Saccio, Assistant Director of Administrative Services: I’m Joe Saccio,
Assistant Director of Administrative Services Department (ASD). Just in
case, I don’t want you to walk away thinking that occupancy has dropped
because people are not coming to Palo Alto, it is really because we have
expanded considerably the room base. That is the reason for that and at the
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FINAL MINUTES
same time, and Tarun just mentioned, the high-end hotels are getting really
good occupancy and hotel rates that are well above where they were a year
ago even, so just to clarify. As far as saturation goes, we are not seeing
what I would call the cannibalization that might go on by adding new hotels
and that other hotels are suffering. You have kind of a low-end group and
you have kind of a high-end group, and it looks like both of those groups are
doing fairly well, so…
Council Member Holman: My last question about TOT is then we are
monitoring the extended-stay revenues?
Mr. Perez: Yeah, and for those that may not know what you are referring to,
is that in our ordinance if you stay 30 days or longer, then there is no tax.
So the extended-stays are intended to be that type of stay, longer than 30
days. So we do keep an eye on that. We have some mix of that in our
portfolio, but it is a smaller number, of course, than the regular stays.
Council Member Holman: Didn’t we – a conversation for another time – but I
think we moderated that somewhat. So one question about, on the chart
that is in the packet and in your slides too, and it is on the Permits and
Licenses, and charge for services both. Charge for services, some of those
are more directly interpreted than some of the others because these also –
you know, if it is TOT or if it is a Property Tax or if it is a Sales Tax, the City
doesn’t have any impact from that? I understand this is on the income side,
but charge for services and permits and licenses as income does also have
an impact on the other side because they often require either increased Staff
because of increased activity and such, so I am always a little bit, like, how
do I look at those two numbers? So I don’t know, if you have anything to
say about that, but it is a different kind of revenue stream particularly.
Ms. Nose: It is, you’re right. They are very closely targeted or pegged for its
activity, from a staffing or contractual services perspective, and you will see
in here departments actually adjusting for that, so you will see through
Community Services Department (CSD) where they are kind of refining and
looking at their projects and their programs and services they are offering,
and realigning their revenues and expenses and you will see them have an
imbalance, so they will pull their fees down if the program is not doing as
well, and of course, an increase in the anticipated expenses to reflect that
lower activity level. Usually throughout the organization, departments are
really good at looking at, “If my activities are higher, then I am going to
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request the additional revenue and the additional resources associated with
that.”
Council Member Holman: Typically those additions are fully loaded. They are
budgeted on a fully loaded basis.
Ms. Nose: Correct.
Council Member Holman: I think that is what I had at the moment.
Chair Filseth: It is kind of interesting. You’re asking, is there a contribution
margin chart that looks like this, is basically what you are asking, right?
Council Member Holman: Yes.
Chair Filseth: Do we ever do that?
Ms. Nose: A contribution margin? I would say you are probably more talking
about like our cost recovery levels than you are (crosstalk).
Mr. Perez: What’s the Subsidy?
Ms. Nose: Yeah, what is the Subsidy? (crosstalk) During the year we try to
keep them pretty balanced, but you will see that as far as (inaudible) in the
Municipal Fees.
Chair Filseth: Council Member Schmid.
Council Member Schmid: I would like to ask a question about Slide eight, if
you could put it up there. There is a number up there, $1.8 million, but the
key word is “Parking Assessment District”. I think this is one of the first
times on my eight years on the Council that it has actually come to a Council
meeting. Parking is a profound issue for Palo Alto. We find ourselves trying
to deal with the Residential Parking Program (RPP), Transportation Demand
Management (TDM), multimodal, times, delay, Citizens’ Survey said it is
issue number one of concern of people. Here you are asking us to approve
transfer to the Parking Assessment District. I have often wondered what that
district is, and tried to figure it out. Here we have an Audit Report that deals
with parking, but it doesn’t deal with the Parking Assessment District, except
to say we owe them money. What is the Parking Assessment District and Page 12 of 22 Finance Committee Action Minutes March 1, 2016
FINAL MINUTES
what does it do? Let me talk for a minute here. In here there is also some,
we owe some money, we overcharged for parking spaces. The Parking
Assessment District is supposed to help allocate parking places to workers in
town to create a balance in the Commercial District. I think there has been a
profound failure and we are dealing with that failure, dealing with this
overflow of parking. I guess this is the first time I have seen this audit. I
guess it has gone to Policy and Services. I don’t think it came to Council, so
I haven’t seen it. This is my first look at it. I missed it, but it is extremely
important, and there are certain things missing in here, and what’s missing is, “What is the Parking Assessment District, and what does it do for us?”
Now I just took some of the places named here that we owe money to for
parking, example 240 Hamilton. They claim a right to 20, what’s called
“parking benefit units” that they do not have to provide a parking place
because they are part of the Parking Assessment District, and they feel they
have a right to 20 parking places. And every single project in the Downtown
that comes to us has a certain number of parking places that they have a
vested right to. You count up claims. They are listed here in the engineering
report that set up the Parking Assessment District, and there are 9,148
spaces they claim, so when 240 Hamilton comes and says, “Oh, I have 20,”
that is 20 out of 9,100. Now how does the Parking Assessment District have
the right to claim 9,100 spaces? Well, they did a good thing. In 2000, 2002
they put money in the Assessment District and they helped build two
downtown garages. They added 704 spaces. But when they did that, in the
report they ended up with a claim for 9,140 parking spaces, and they are
still claiming those. Every time a building goes up they claim those spaces,
and that is why we have parking in the neighborhoods. Why we need, I
notice one of the things we are asked for today is to let’s spend $35,000 on
a Commute Survey. We are not asking the Parking District to do that. We
are asking the General Fund to do that. So the question is, “What role and
responsibility does the General Fund have?” That is Item 3 on our Agenda
tonight. Who pays? How much does the business side pay? How much do
residents pay? That is an important question because we keep coming back
to the General Fund. I guess if we had an Audit of Parking Funds, I think we
ought to include the Downtown Parking Assessment District, and explain
what the relationship is between their building 704 parking spaces and they
are claiming 9,140. Now before I vote yes on this, yes on the appropriation,
maybe it makes sense, I would like an answer to what is the Downtown
Parking Assessment District and what’s the basis of their claim to 9,100
parking spaces. So, I believe that is a question.
Mr. Saccio: I think you are raising some philosophical issues which I won’t
address, but when we did that Assessment Study we were looking at how
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many spaces were provided on site versus how many spaces were required,
based on the square footage of the buildings, and for which there was no
provision or parking spaces. So the 9,000 spaces that you are referring to,
Council Member Schmid, was the total number of spaces that should have
been provided and weren’t. That was a simple, and I won’t go into the
details, a simple way and methodology that did not confer any rights. It was
a methodology used to spread the construction, design, etc. costs among
the property owners for the two new garages. It was a methodology and is
explained in …
Council Member Schmid: That was my understanding but I started to go
back through each of the applications made to the Council for new
construction, and each of them decrees, “I have 37 parking spaces paid for,
I have 144 parking spaces, I have 20 parking spaces.” And they come
directly from this list.
Mr. Saccio: It is not that methodology if someone reads the report. It is just
that. It is not a guarantee to any – let’s just say that it says there were 20
spaces that one property needed for parking. They don’t get 20 spaces over
in the garage that are identified for that specific property.
Council Member Schmid: There are not 20 spaces.
Mr. Saccio: In fact, there should be 9,000 rather than 700 that you referred
to earlier.
Council Member Schmid: Let me ask the City Auditor then, when you were
doing an audit of parking, why didn’t you raise the issue of these claims for
rights to spaces that don’t exist.
Harriet Richardson, City Auditor: We were not looking at that. We were
looking at, “Did they charge the right amount,” and as Joe mentioned, when
they charge a Parking-in-Lieu fee, that goes into a fund which is to fund
future construction of a parking space. There isn’t necessarily a parking
space reserved for them in a garage at that particular point in time. There
may not be a parking space, and this is to help fund future construction of
garage space. That’s the purpose of the Parking-in-Lieu Fund, and that is
what we were looking at was the Parking-in-Lieu Fund.
Council Member Schmid: Okay, and let me take it a step further then, 425
University came to us and they said, “We are building so much commercial Page 14 of 22 Finance Committee Action Minutes March 1, 2016
FINAL MINUTES
space, but we have 37 parking spaces by right.” We don’t have to fill that.
That ends up going into the neighborhoods. And we pass an RPP to restrict
that, but by what right to they claim 37 parking spaces and why doesn’t the
audit report help us look at that number?
Ms. Richardson: There is not a right to 37 parking spaces. They are required
to fund, build or fund a certain number of parking spaces. Those are not
guaranteed. The ones that are not part of their building that are for future
construction are not guaranteed to them for their particular business.
Council Member Schmid: Could I ask the City Attorney’s Office?
Ms. Richardson: Could I ask just one more question?
Council Member Schmid: Yeah.
Ms. Richardson: You mentioned that you haven’t seen the report yet. So
there is a gap from when we present the report to the Committee, with this
Policy and Services Committee and when the minutes are finalized, so it can
get on the agenda, so it’s expected to come on the March 14 Council
agenda.
Council Member Schmid: Okay. I guess the problem is, we are being asked
to vote tonight on a recommendation and a report that some of us have not
seen yet. City Attorney, I guess there is a question here. When a proposal
comes to the Council for new construction, and they say, “Well I have 37
spaces in the Parking Assessment District,” what is the appropriate response
of the City Council and the City Attorney to that?
Terence Howzell, Principal Attorney: The short, direct answer to your
question, Council Member Schmid, is that without a review of the Report
that you are referring to, I can’t give a definitive answer. I understand the
concern that you have identified. I can appreciate those concerns as well,
but I think, based on the information I have in front of me, I cannot give you
a definitive answer. From what I was able to gather from the comments, the
Auditor Staff does not necessarily believe that the documents indicate that
there was an entitlement to the particular spots, but it is, the In-Lieu Fees
are intended to kind of represent the costs of providing that type of parking
in the future, but my understanding just from the discussion, and again, I
would like to review the documents further, is that the documents are not
intended to provide an entitlement to a particular number of spots. Page 15 of 22 Finance Committee Action Minutes March 1, 2016
FINAL MINUTES
Council Member Schmid: Thank you. Yeah, let me just try to draw a
conclusion from that, is I would recommend that we do not approve the $1.8
million tonight because we have not yet had a full discussion of the Audit
Report that is making that recommendation, and that this parking issue is
such a profound and important issue to everything we do, that we should
wait until we have a response or answer to that.
Ms. Richardson: Can I also clarify what the $1.79 million represents for you.
So when the construction was done, there was some money that had
already been pain into the Parking-in-Lieu Fund. That money was taken out and moved to the Project Fund for construction of the garages. Then when
they issued the bonds and they started doing the deductions, they counted
those expenditures against the bonds, but they had actually already been
paid from the Parking-in-Lieu fees, so it is really reimbursing that double
counting. It is a reconciliation.
Chair Filseth: Let me make sure I understand what you and Harriet said
about this. First of all, on the issues that Greg is bringing up, I think it is
actually quite interesting because essentially what 425 University, are they
actually claiming they have these many parking spaces, or are they simply
claiming, “I have a waiver that I don’t have to build 37 parking spaces.” It’s
like we have one rule that says you have to build this many parking spaces,
but another one says you have paid so much so you don’t have to do that
and it is divorced from whether those parking spaces actually exist or not.
Council Member Schmid: If I could clarify, what the report has is it has the
number of square footage, the parking required, the number of private
spaces they have and the subtraction of that from the required becomes
what they call, “Parking Benefit”. Those are the numbers they claim when
they come to the Council that they are covered.
Council Member Wolbach: Chair Filseth, I think we are getting pretty far
afield from the item that is on our agenda.
Chair Filseth: Okay, let me come back to that. I hear where you are going,
so I am going to come back to that, okay. It seems to me, if I understand
what you and Harriet said is that the issue of the $1.8 million is maybe not
the same as the one that you are bringing up, which has to do with, do
these spaces exist or not. If I understand what you want to do from a
budget perspective, it’s that basically we issued $1.8 million in bonds more
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FINAL MINUTES
than we should have, right, and we need to pay that back because we are
not authorized to do that. Is that correct?
Mr. Perez: That is exactly it. I apologize, I thought that the report was
already in your hands, so I was very vague. Let me give it a little more
context. There was Council direction at that time to build the garages. They
asked, “How much money do we have in the Parking-in-Lieu Fund.” We said
1.8. The said, “Okay, take the 1.8, use that towards the cost of the garage
and finance the rest.” What we did is we included the $1.8 in the financing,
so we believe what the recommendation the auditor made and our belief is that money needs to be reimbursed because we have to follow the Council
directive that was given and we didn’t do that when we issued over the
amount that we needed. So all we are saying is, this has nothing to do with
the (inaudible) of the Assessment it is to follow the Council directive at that
time and issue the correct amount.
Chair Filseth: So I actually think that Council Member Schmid is opening a
really interesting issue. Most of us find a connection between the number of
parking spaces and the Parking Assessment District, In-Lieu Fees and so
forth to be rather opaque, so it actually kind of makes sense to me that
maybe this is something the Finance Committee ought to take a look at.
With that said, it seems also that I wonder if the issue of the $1.8 million
isn’t sort of independent of that. It really has to do with correcting the
financing error. Does that characterize that right?
Mr. Perez: That’s right.
Chair Filseth: Do you agree with that, since you brought it up. (crosstalk)
Council Member Schmid: I was referring, I guess, to the Audit Report and
the Audit Report also has listings of requests by specific sites for In-Lieu
Parking Fees, and it seems to be an endorsement of the current means of
calculating and collecting of the In-Lieu Fees, and I am raising the issue of is
that misplaced. (crosstalk)
Chair Filseth: Let me ask the following question, a correlating question, are
we being asked tonight to endorse the audit report?
Mr. Perez: No. The way I am looking at it, and let me see if I can help you
set this, that 1.8 was for collection of fees based on a policy that is already
done. I think what you are raising is, “What should be our current policy in Page 17 of 22 Finance Committee Action Minutes March 1, 2016
FINAL MINUTES
these cases that are coming up?” That is now. We are talking about
something that happened before and with previous Council direction, so
there are two issues, something that already happened versus what we
should be doing now, who should be paying, how should we calculate it, who
should be looking at it, what is the opinion? But that is today, not into the
previous transaction.
Chair Filseth: I understand. I think, if I can guess where Council Member
Schmid is going, it is the concern that if we simply rubber stamp the $1.8
million, then this issue goes away and disappears and nobody looks at it again for another year or two.
Council Member Schmid: I guess I want to make the point, I have been on
the Council for eight years and this is the first time I had a chance to talk
publically about the University Parking Assessment District, and it is on your
slot.
Mr. Perez: Well, from a process perspective, your City Auditor said the
report is coming to you. That’s when you get your opportunity to…
Chair Filseth: Harriet, when do we see the report?
Ms. Richardson: I’m expecting it to go to full Council on March 14. We just
got the minutes and Dennis in my office put together the Staff report today
so we should be put in Minute Traq tomorrow and adding it to the Agenda.
Chair Filseth: Is that here or…
Ms. Richardson: It would be on Consent. It has already gone to Policy and
Services, but you do have the option of pulling it for discussion. (crosstalk)
If you want me to move it to Action, it’s not on the agenda yet, it’s going to
be and then tomorrow I can go ahead and just plan now to do that.
Council Member Holman: I think you left it on Consent, it is going to get
pulled and referred to Finance anyway, so…
Chair Filseth: It seems like one option could be that Council could choose to
do that.
Council Member Holman: Could I ask just one question in follow-up on this?
Page 18 of 22 Finance Committee Action Minutes March 1, 2016
FINAL MINUTES
Chair Filseth: You still have the floor. Council Member Holman would like to
ask a question.
Council Member Schmid: I think I have had my share of time.
Chair Schmid: Council Member Holman.
Council Member Holman: Thank you to Council Member Schmid for raising
this issue. It has always been, I’d say it is more than opaque, I’d say it is
convoluted under an opaque curtain. It is very much a conundrum to a lot of
people to understand that. I guess the other question I have though, is $1.8
million, this is like, isn’t it like ten years ago? So I’m kind of like…
Ms. Richardson: The final payment was made in 2008.
Council Member Holman: So it’s only eight years ago. I guess I am a little
troubled that at one point a $1.8 million, you could call it an error, was
made and it took eight years to find it and it took an Audit to find it. So I am
a little concerned about that.
Mr. Perez: And we are too. What it is it’s a series of processes, as you well
know. In Palo Alto things don’t happen overnight. These garage discussions
started somewhere in the mid-90’s and it took a long period of time and
different people, and when you have different transitions of Staff,
unfortunately, that is what happened to us, and it wasn’t caught and the
auditor did catch it. So what we are trying to do is do the right thing based
on what the Council directive was.
Council Member Holman: I guess I will repeat something I said the other
evening, which is, and Council Member Wolbach will say it is off point, and in
a way it is, but in a way it is not, is that when the City is looking at the new
software that we are going to use for all our input, that certainly the City
Auditor be included in that, so that we can help develop systems and
training systems that don’t just rely on the same person being in place to be
able to track things, because you have been here for a long time, and you
can’t follow everything, but so I am just putting another plug in for that.
Chair Filseth: I am going to make an observation here and then turn it over
to Council Member Wolbach, who is waiting patiently over there. I noticed
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FINAL MINUTES
that 9,000 divided by 700 is 12.8, so as long as each space has 13 more
stacked on top we should be set, right.
Council Member Schmid: That’s right, 13.
Council Member Wolbach: Let me say that I do agree that this a fascinating,
important topic. I look forward to having more opportunities to discuss it
when it seems appropriate. I just want to make sure we don’t give Staff too
hard a time on a subject that they were not prepared to discuss in depth this
evening. That said, if my colleagues would like to try again to move the Staff
recommendation?
Chair Filseth: Second.
MOTION: Council Member Wolbach moved, seconded by Chair Filseth to
recommend to the City Council adoption of the FY 2016 Mid-year Budget
Amendment which includes:
1. Proposed amendments to the Fiscal Year 2016 Budget Appropriation
Ordinance for the General Fund, Enterprise Funds, Special Revenue
Funds, Internal Service Funds, and Capital Improvement Projects
Fund; and
2. Proposed amendment to the Fiscal Year 2016 Budget Appropriation
Ordinance Capital Improvement Project; and
3. Proposed amendments to the Fiscal Year 2016 Table of Organization:
a. Reclassify 2.0 Buyers to 2.0 Senior Buyers in the Administrative
Services Department; and
b. Reclassify 1.0 Management Analyst to 1.0 Senior Management
Analyst, 0.6 in the Public Works Department and 0.4 in the
Planning Community Environment; and
c. Eliminate two 0.5 Account Specialists (part-time benefited) and
add 1.0 Account Specialist (full time) in the Administrative
Services Department.
Chair: Filseth: Do you care to speak to your Motion? Page 20 of 22 Finance Committee Action Minutes March 1, 2016
FINAL MINUTES
Council Member Wolbach: Nope, I think we have had enough discussion on
this one.
Council Member Schmid: I’d like to propose an amendment that we
postpone paying the $1.8 million until we have a full discussion of the audit
for further recommendations.
Chair Filseth: Maker of the Motion does not accept the proposed
amendment, so is there a second (inaudible) do you want to offer. There
does not appear to be a second.
AMENDMENT: Council Member Schmid moved, seconded by Council Member XXX to postpone the Capital Improvement Budget adjustment to
transfer $1.79 million to the University Avenue Parking Assessment District.
Council Member Schmid: Okay.
AMENDMENT FAILED DUE TO THE LACK OF A SECOND
Chair Filseth: I’m going to ask a question, is it appropriate that this group,
back on Project Safety Net, is it appropriate that the Finance Committee
make a recommendation that going forward, starting in 2017, that the
Project Safety Net funds should come out of the regular General Fund as
opposed to the Stanford Fund, or is that something you guys don’t need
from us?
Mr. Perez: I think you could do that in the (crosstalk), I think it would be
appropriate when we would bring you the budget for it, that if you have a
different direction for us then you make that at that point because we will be
specific at that point as to what we are thinking of where the funding should
come from.
Chair Filseth: So that would be the 2017 Operating Budget kind of topic for
May?
Mr. Perez: Yeah, in May.
Chair Filseth: Okay, fair enough. Any further comments.
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Council Member Wolbach: Yes, I will just jump in here. I was also thinking
the same thing, that I want to make sure we do have a discussion about the
long-term funding of Project Safety Net. I think that is a very important
discussion and I am looking forward to having that when we discuss 2017.
Mr. Perez: Chair Filseth, if I may add, just so everybody understands, we are
not going to, if you were to move forward, the Council were to move forward
with these Motions, we are not defeasing the bonds right away. We would
have to come back to you. So we are not taking any action with this 1.8 at
this point, we are just moving it from one fund to another. I just wanted to be clear on the record what the steps were.
Chair Filseth: I see. Okay, all in favor? Motion passes unanimously. Thank
you very much.
MOTION PASSED: 4-0
Council Member Schmid: Just a clarification, I guess. We do have scheduled
for March 14 the Audit Report?
Female: At Council. (crosstalk) …she is waiting for the minutes.
Ms. Richardson: I do have the minutes today.
Female: Okay.
Page 22 of 22 Finance Committee Action Minutes March 1, 2016