HomeMy WebLinkAboutStaff Report 2652 City of Palo Alto (ID # 2652)
City Council Staff Report
Report Type: Action ItemsMeeting Date: 4/16/2012
April 16, 2012 Page 1 of 6
(ID # 2652)
Summary Title: FY2012 Midyear BAO
Title: Finance Committee Recommendation Regarding Adoption of Budget
Amendment Ordinance Amending the Budget for Fiscal Year 2012 to Adjust
Budgeted Revenues and Expenditures in Accordance with the Recommendations
in the Midyear Report
From: City Manager
Lead Department: Administrative Services
Recommendation
Staff and the Finance Committee recommend that Council:
1) Adopt Budget Amendment Ordinance, (Attachment A) which includes:
a) Proposed midyear adjustments to the Fiscal Year 2012 Budget for the General Fund,
Enterprise Funds, Special Revenue Funds, Internal Service Funds, and Capital
Improvement Fund (Exhibit 1)
b) Fiscal Year 2012 Midyear CIP Adjustments (Exhibit 2)
c) Amendments to the Fiscal Year 2012 Table of Organization (Exhibit 3)
d) Establishment of the Special Revenue Fund for Stanford University Medical Center
Development Agreement payments
2) Adopt Resolution (Attachment B) amending the 2010-2011 Compensation Plan for
Management and Professional adopted by Resolution No. 9156 to change the titles of four
positions and to add one new position
Executive Summary
The documents attached summarize changes to the City’s financial position and outline changes
to the Fiscal Year 2012 Adopted Budget necessary during the normal course of business. Where
possible, budget changes are held until the midyear report is presented to Council in an effort
to consolidate information and streamline the Budget Amendment Ordinance (BAO) process.
Staff summarizes the recommended changes to the Fiscal Year 2012 Adopted Budget as part of
the normal course of business through December 31, 2011.
With the exception of the change to the retiree medical actuarial required contribution (ARC)
assumptions that impact the holding of certain assumptions constant, the Finance Committee
recommends going forward with the midyear adjustments as listed in Attachment 2. The
Committee also recommends suspending drawing from reserves to fund the ARC in FY 2012
until the Committee can review the financial balance in the General Fund near the fiscal year
April 16, 2012 Page 2 of 6
(ID # 2652)
end timeframe in April or May. The annual ARC payment is normally sent every July. The
updated actuary study is scheduled to be reviewed separately by the City Council on April 16,
2012.
Committee Review and Recommendation
On February 28, 2012, the Finance Committee reviewed the Fiscal Year 2012 Adjusted Budget-
Second Quarter Financial Results, Midyear Amendments and Capital Improvement Program
Status. The mid-year report reviewed by the Finance Committee is attached (Attachment C).
The Committee recommends changes to the assumptions used in the City’s most recent retiree
health benefits actuarial study, discussed below. Accordingly, the proposed BAO (Attachment
A) and related exhibits have been updated for this report.
The Committee requested that a number of items be incorporated into staff’s future quarterly
financial status reports. The Finance Committee has directed staff to use clear terminology
when referring to the City’s budget gap. It was noted that if a particular fund has adequate
reserves, that use of the term “deficit” should be avoided when referring to a fund’s budget
shortfall. Distinction between “deficit” and “budget gap” will be noted in future staff reports
and presentations.
In addition to using clear terminology in staff reports and presentations, the Committee
requested more meaningful descriptions for CIP activity. Staff will keep note of this when
compiling future project status reports and describing CIP budget adjustments.
Finally, the Committee requested a summary of fund balances be incorporated into the CMR
text. This summary is shown in Table 2 in the Citywide Reserve Balances section of this report.
Retiree Health Benefits
The Finance Committee reviewed the City’s latest retiree medical actuarial required
contribution (ARC) on February 28, 2012 (CMR:2578). The retiree medical recommendation and
discussion will be presented to Council on April 16 (CMR:2655). The Committee recommended
holding certain assumptions constant between the last and most recent valuation. These
assumptions include methodologies for amortization, asset smoothing, and actuarial load.
Holding these assumptions constant results in a $0.9 million citywide cost avoidance in the
midyear budget, of which the General Fund portion is $0.6 million. Table 1 shows the cost
avoidance across the City’s major fund groups.
April 16, 2012 Page 3 of 6
(ID # 2652)
Previous Cost
Assumptions Revised Avoidance
General Fund $9,406 $8,776 $630
Capital 220 205 15
Enterprise 3,426 3,196 230
Internal Service 355 332 23
Citywide $13,407 $12,509 $898
Table 1: Retiree Medical ARC Cost Avoidance
Chart 1 shows the FY 2012 midyear increase in ARC over the City’s major fund groups. These
figures include the $0.9 million cost avoidance that result from holding the above assumptions
constant with the previous actuarial study.
General Fund
Table 2 summarizes major revenue and expenditure adjustments in the General Fund. These
figures incorporate the cost savings of the retiree medical ARC as previously discussed. Staff
recommends a $2.3 million Budget Stabilization Reserve (BSR) draw as a result of not obtaining
the full $3.4 million in Public Safety concessions that was built into the FY 2012 adopted budget.
The second contributor of the midyear shortfall is the $1.7 million increase in retiree medical
ARC.
April 16, 2012 Page 4 of 6
(ID # 2652)
Table 2: Fiscal Year 2012 Proposed Midyear Adjustments
Proposed Midyear Adjustments
Revenue Increases $1,731
Department Expense Requests $441
Replenish Contingency Account 150
Council Directed or Obligated Expense
San Francisquito Flood Control Study $25
Development Center - 2nd floor rent 125
Retiree Medical OPEB 1,700
1,850
Public Safety Concessions
Included in Adopted Budget 3,413
Negotiated Concessions (IAFF)(1,042)
Concessions Not Achieved 2,371
Reduce loan to Refuse Fund (625)
4,187
Midyear Gap (2,455)
Adopted Budget Surplus 144
Proposed Midyear Budget Stabilization Reserve (BSR) Draw ($2,311)
Citywide Reserve Balances
The Committee requested a summary of the General Fund Budget Stabilization Reserve (BSR)
and the Enterprise Rate Stabilization Reserves (RSR).
April 16, 2012 Page 5 of 6
(ID # 2652)
General Fund BSR $27,770
Electric Fund
Supply RSR 54,678
Distribution RSR 11,573
$66,251
Fiber Optics Fund RSR $10,130
Gas Fund
Supply RSR 1,688
Distribution RSR 17,001
$18,689
Wastewater Collection Fund RSR $6,593
Water Fund RSR $12,716
Refuse Fund RSR ($4,478)*
Storm Drainage Fund RSR $1,721
Wastewater Treatment Fund RSR $7,213
Airport Fund RSR ($295)**
Table 3: Midyear Reserve Balance
* Refuse Fund RSR: total fund balance is negative due to $6.1 million landfill post-closure
liability accounting entry requirement.
** Airport Fund RSR: the General Fund will loan funds to the Airport Fund to continue airport
transition from County.
Resource Impact
Adoption of the attached ordinance will allow for adjustments to the FY 2012 budget, along
with amendments to the Table of Organization and General Fund CIP projects. With the
approval of this ordinance, the projected ending balance of the General Fund BSR is $27.8
million. There is a decrease of $2.3 million to the BSR balance which results in a BSR level of
18.97 percent of adopted expenditures. If Council decides not to send the additional $1.7
million retiree medical ARC, the BSR draw will decrease to $0.6 million. With the inclusion of
Information Technology midyear requests, the Technology Fund reserve is decreased by $0.8
million, which lowers the Technology Fund reserve to $0.7 million.
Staff has made revenue and expense estimates for the remainder of the year but results could
vary and have further impacts to the BSR. Workers’ comp, general liability, and overtime costs
are areas of continued concern. Staff is monitoring these costs citywide and in the General
Fund.
April 16, 2012 Page 6 of 6
(ID # 2652)
The Capital Fund Infrastructure Reserve (IR) is projected to end with a balance of $4.5 million,
an increase of $1.5 million. The ending RSR for all Enterprise Funds increased by $17 million.
Policy Implications
These recommendations are consistent with existing City policies.
Environmental Review
This is not a project under Section 21065 for purposes of the California Environmental Quality
Act (CEQA).
Attachments:
Attachment A - Budget Amendment Ordinance (PDF)
Attachment A, Exhibit 1 - Midyear Financial Reports and Proposed Budget Adjustments
(PDF)
Attachment A, Exhibit 2 - Midyear CIP Adjustments (PDF)
Attachment A, Exhibit 2A - Guardrail Repair (PDF)
Attachment A, Exhibit 2B - In-Ground Lifts (PDF)
Attachment A, Exhibit 3 - Amendments to Table of Organization (PDF)
Attachment B - Resolution of the Council of the City of Palo Alto Amending the 2010-2011
Compensation Plan for Management and Professional Adopted by Resolution No. 9156
(PDF)
Attachment C - Midyear CMR #2371 to Finance Committee (PDF)
Prepared By: Sherry Nikzat, Senior Financial Anlyst
Department Head: Lalo Perez, Director
City Manager Approval: ____________________________________
James Keene, City Manager
Page 1 of 4
Attachment A
ORDINANCE NO. XXXX
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR THE FISCAL YEAR 2012 TO
ADJUST BUDGETED REVENUES AND EXPENDITURES IN
ACCORDANCE WITH THE RECOMMENDATIONS IN THE
MIDYEAR REPORT
The City Council of the City of Palo Alto does ordain as
follows:
SECTION 1. The City Council of the City of Palo Alto finds
and determines as follows:
A. Pursuant to the provisions of Section 12 of Article III
of the Charter of the City of Palo Alto, the Council on June 20,
2011 did adopt a budget for fiscal year 2012, including a Table
of Organization describing the staffing for each department; and
B. After reviewing the current budgeted revenues and
expenditures for fiscal year 2012, adjustments to the budget are
recommended to more accurately reflect year-end projections; and
C. Various staffing adjustments require an amendment to
the Table of Organization including the title change from Chief
Budget Officer to Director, Office of Management and Budget;
title change from Budget Officer to Principal Financial Analyst;
add 1.0 Full-Time Equivalent (FTE) Senior Financial Analyst; add
1.0 FTE Development Center Manager; add 3.0 FTE Development
Center Project Coordinator III; add 1.0 FTE Development Services
Director; add 1.0 FTE Plans Examiner; add 1.0 FTE Information
Technology Security Manager; and
D. On July 11, 2011 (CMR #1858), the Council adopted
Ordinance 5124 approving a Development Agreement between the
City of Palo Alto and Stanford Hospital and Clinics, Lucile
Salter Packard Children’s Hospital at Stanford, and the Board of
Trustees of the Leland Stanford Junior University (“Stanford
Development Agreement”); and
E. City Council authorization is needed to establish a
Stanford Development Agreement Special Revenue Fund, and to
amend the fiscal year 2012 budget to plan for revenue associated
with and appropriate funds in accordance with the Stanford
Development Agreement; and
F. City Council authorization is needed to amend the fiscal
year 2012 budget as hereinafter set forth.
SECTION 2. The General Fund Budget Stabilization Reserve is
hereby decreased by the sum of Two Million Nine Hundred Forty
Two Dollars ($2,311,000), as described in Exhibit 1. As a result
Page 2 of 4
of this change, the Budget Stabilization Reserve will change to
$27,770,000.
SECTION 3. The Capital Fund Infrastructure Reserve is
hereby increased by the sum of One Million Four Hundred Fifty
Six Thousand Dollars ($1,471,000), as described in Exhibit 1. As
a result of this change, the Infrastructure Reserve will change
to $4,486,000.
SECTION 4. The Supply Rate Stabilization Reserve in the
Electric Fund is hereby increased by the sum of Four Million
Nine Hundred Thirty Thousand Dollars ($4,936,000) as described
in Exhibit 1.
SECTION 5. The Distribution Rate Stabilization Reserve in
the Electric Fund is hereby increased by the sum of Two Million
Two Hundred Sixty Six Thousand Dollars ($2,337,000) as described
in Exhibit 1.
SECTION 6. The Rate Stabilization Reserve in the Fiber
Optics Fund is hereby increased by the sum of Eleven Thousand
Dollars ($11,000) as described in Exhibit 1.
SECTION 7. The Supply Rate Stabilization Reserve in the Gas
Fund is hereby decreased by the sum of Seven Million One Hundred
Three Thousand Dollars ($7,100,000) as described in Exhibit 1.
SECTION 8. The Distribution Rate Stabilization Reserve in
the Gas Fund is hereby increased by the sum of Nine Million Five
Hundred Eighty One Thousand Dollars ($9,605,000) as described in
Exhibit 1.
SECTION 9. The Rate Stabilization Reserve in the Wastewater
Collection Fund is hereby increased by the sum of One Million
Nine Hundred Seventy Two Thousand Dollars ($1,986,000) as
described in Exhibit 1.
SECTION 10. The Rate Stabilization Reserve in the Water
Fund is hereby increased by the sum of Five Million Four Hundred
Fifty Six Thousand Dollars ($5,485,000) as described in Exhibit
1.
SECTION 11. The Rate Stabilization Reserve in the Refuse
Fund is hereby increased by the sum of Four Hundred Eighty Five
Thousand Dollars ($512,000) as described in Exhibit 1.
SECTION 12. The Rate Stabilization Reserve in the Storm
Drainage Fund is hereby decreased by the sum of Seventeen
Thousand Dollars ($10,000) as described in Exhibit 1.
SECTION 13. The Rate Stabilization Reserve in the
Wastewater Treatment Fund is hereby decreased by the sum of
Three Hundred Twenty Seven Dollars ($278,000) as described in
Exhibit 1.
Page 3 of 4
SECTION 14. The reserve balance in the Airport Fund is
hereby decreased by the sum of One Hundred Seventy Seven
Thousand Dollars ($177,000) as described in Exhibit 1.
SECTION 15. Adjustments to other funds are made as shown
in Exhibit 1. These changes impact Special Revenue, Internal
Service, and Other Funds Reserves as indicated in Exhibit 1.
SECTION 16: The Stanford Development Agreement Special
Revenue fund is hereby established to account for all financial
transactions relating to the Stanford Development Agreement.
SECTION 17: The Fund Balance in the Stanford Development
Agreement Fund is hereby increased by the sum of Twenty One
Million One Hundred Ninety Five Thousand Three Hundred Dollars
($21,195,000) as described in Exhibit 1.
SECTION 18. Adjustments to decrease or increase amounts
allocated to various Capital Improvement Projects are made as
shown in Exhibit 2. These changes impact the General Fund
Budget Stabilization Reserve and the Infrastructure Reserve and
are reflected in the adjustments as shown in Exhibit 1.
SECTION 19. The Table of Organization is hereby amended to
reflect the changes shown in Exhibit 3, which is attached hereto
and incorporated herein by reference. These changes impact
Reserves and are accounted for in the changes shown in Exhibit
1.
SECTION 20. As specified in Section 2.28.080 of the Palo
Alto Municipal Code, a two-thirds vote of the City Council is
required to adopt this ordinance.
SECTION 21. The Council of the City of Palo Alto hereby
finds that this midyear adjustment is not a project under
Section 21065 of the California Environmental Quality Act and,
therefore, no environmental impact assessment is necessary.
Capital improvement projects described in this ordinance will be
assessed individually as appropriate.
INTRODUCED:
PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
Page 4 of 4
____________________________ ____________________________
City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
____________________________ ____________________________
Sr. Asst. City Attorney City Manager
____________________________
Director of Admin. Services
Attachment A, Exhibit 1
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR FINANCIAL REPORT
GENERAL FUND
(in thousands)
BUDGET ACTUALS (as of December 31, 2011)
Adopted Adjusted Midyear Midyear Pre % Midyr
Categories Budget Budget Budget Changes Encumbr Encumbr Actual Budget
Revenues & Other Sources
Sales Tax 20,246 20,246 21,594 1,348 ‐ ‐ 7,755 36%
Property Tax 26,052 26,052 25,989 (63) ‐ ‐ 9,376 36%
Transient Occupancy Tax 8,204 8,204 8,674 470 ‐ ‐ 4,123 48%
Utility Users Tax 10,859 10,859 10,677 (182) ‐ ‐ 5,455 51%
Documentary Transfer Tax 4,269 4,269 4,769 500 ‐ ‐ 1,927 40%
Motor Vehicle Tax, Penalties, Fines 2,330 2,330 2,156 (174) ‐ ‐ 1,054 49%
Charges for Services 21,841 22,737 22,576 (161) ‐ ‐ 9,592 42%
Permits & Licenses 5,778 6,399 6,479 80 ‐ ‐ 3,341 52%
Return on Investment 1,318 1,318 974 (344) ‐ ‐ 618 63%
Rental Income 13,914 13,914 13,914 ‐ ‐ 6,998 50%
From Other Agencies 155 155 174 19 ‐ ‐ 37 21%
Charges To Other Funds 10,505 10,505 10,505 ‐ ‐ 5,224 50%
Other Revenues (1) 1,427 1,943 2,136 193 ‐ ‐ 21,687 1015%
Total Revenues (2) 126,898 128,931 130,617 1,686 ‐ ‐ 77,187 59%
Operating Transfers‐In 19,606 19,606 19,651 45 ‐ ‐ 9,512 48%
Encumbrances and Reappropriation 3,887 3,887 ‐ ‐ ‐
From Infrastructure Reserve ‐ ‐
Total Sources of Funds 146,504 152,424 154,155 1,731 ‐ ‐ 86,699 58%
Expenditures & Other Uses
City Attorney 2,355 3,009 3,016 7 ‐ 593 1,329 64%
City Auditor 1,006 1,140 1,110 (30) ‐ 55 524 52%
City Clerk 1,479 1,492 1,518 26 ‐ 10 829 55%
City Council 319 328 423 95 ‐ 1 160 38%
City Manager 2,512 2,718 2,681 (37) 94 54 1,275 53%
Administrative Services 6,514 6,694 7,057 363 69 162 3,245 49%
Community Services 20,711 21,176 21,578 402 69 2,383 10,316 59%
Fire 29,780 30,154 29,980 (174) 110 390 14,695 51%
Human Resources 2,919 3,013 3,050 37 1 112 1,323 47%
Library 6,944 7,672 7,815 143 25 350 3,356 48%
Planning and Community Environment 10,021 12,218 12,479 261 430 889 4,731 48%
Police 31,918 32,192 33,011 819 20 676 16,311 52%
Public Works 13,007 13,984 14,419 435 146 1,032 6,306 52%
Non‐Departmental 5,038 4,841 7,307 2,466 ‐ ‐ 4,416 60%
Total Expenditures 134,523 140,631 145,442 4,811 964 6,707 68,816 53%
Operating Transfers‐Out 11,837 13,087 12,462 (625) ‐ ‐ 5,914 47%
Total Uses of Funds 146,360 153,718 157,904 4,186 964 6,707 74,730 52%
Net Surplus/(Deficit) 144 (1,295) (3,750) (2,455)
Budget Amendments Authorized by Council:
ATT ‐ Add'l legal counsel 185 185
NON‐DEPT ‐ Loan to Refuse Fund 1,250 1,250
LIB ‐ Foundation donation (3)‐ ‐
PCE Development Center 4 4
Total Augmentations Authorized by Council ‐ 1,439 1,439 ‐
Net Surplus/(Deficit) After BAOs 144 144 (2,311) (2,455)
Proposed Midyear Drawdown 2,311 2,942
Net Surplus/(Deficit) After BSR Drawdown 144 144 0 487
BSR Balance 31,520 30,081 27,770
BSR % of Total Use of Funds 21.54% 20.55% 18.97%
(1) Actual includes payment of $20.8 million from Stanford University Medical Center (SUMC) Development Agreement.
(2) Total revenues excluding SUMC are $56.4 million.
(3) $500,000 donation and expenditures nets to zero (see BAO 5137)
Page 1 4/8/2012
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 109,963 109,963 111,033 1,070 - - 59,452 54%
Interest Income 4,014 4,014 4,014 - - - 1,937 48%
Other Income 11,230 11,230 10,843 (387) - - 3,725 34%
Reapprop/Encumbrances - 15,493 15,493 - - - 0%
Total Sources 125,207 140,700 141,383 683 - - 65,114 52%**
Uses of Funds
Utility Purchases 69,846 69,964 63,754 (6,210) 25 83 29,555 47%
Salaries & Benefits 11,079 11,083 11,181 98 - - 5,321 48%
Contract Services 4,306 5,747 5,747 - 77 2,834 1,320 74%
Supplies and Materials 811 843 843 - - 64 321 46%
Facility and Equipment Purchases 75 75 75 - - - - 0%
General Expenses 4,070 4,799 6,746 1,947 286 942 1,292 37%
Rent and Leases 3,939 3,939 3,939 - - - 1,921 49%
Allocated Charges 8,344 8,344 8,378 34 - - 3,664 44%
Debt Service 8,966 8,966 8,966 - - - 4,431 49%
Subtotal 111,436 113,760 109,629 (4,131) 388 3,923 47,825 48%
Equity Transfer 11,587 11,587 11,587 - - - 5,793 50%
Operating Transfers Out 299 298 298 - - - 150 50%
Capital Improvement Program 8,685 22,404 19,945 (2,459) 4,083 1,844 4,863 54%
Total Uses 132,007 148,049 141,459 (6,590) 4,471 5,767 58,631 49%
Net To (From) Reserves (6,800) (7,349) (76) 7,273
Beginning Reserves 111,971 127,069 127,069 -
Projected Ending Reserves 105,171 119,720 126,993 7,273
** Excludes encumbrances and reappropriation
BUDGET (as of 12-31-11)
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
ELECTRIC FUND
(in thousands of dollars)
Page 2 4/8/2012
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 2,609 2,609 2,609 - - - 1,507 58%
Interest Income 310 310 310 - - - 169 55%
Other Income 740 740 740 -
Reapprop/Encumbrances 805 805 -
Total Sources 3,659 4,464 4,464 - - - 1,676 46%**
Uses of Funds
Salaries & Benefits 928 928 915 (13) - - 403 44%
Contract Services 158 242 242 - - 97 53 62%
Supplies and Materials 18 18 18 - - - - 0%
General Expenses 25 25 25 - - - - 0%
Rent and Leases 27 27 27 - - - 14 51%
Allocated Charges 405 405 407 2 - - 187 46%
Subtotal 1,561 1,645 1,634 (11) - 97 656 46%
Operating Transfers Out 9 9 9 - - - 5 51%
Capital Improvement Program 500 1,221 1,221 - - 300 104 33%
Total Uses 2,070 2,875 2,864 (11) - 397 765 41%
Net To (From) Reserves 1,589 1,589 1,600 11
Beginning Reserves 10,406 11,130 11,130
Projected Ending Reserves 11,995 12,719 12,730 11
** Excludes encumbrances and reappropriation
BUDGET (as of 12-31-11)
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
FIBER OPTICS FUND
(in thousands of dollars)
Page 3 4/8/2012
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 42,013 42,013 42,013 - - - 17,059 41%
Interest Income 948 948 948 - - - 441 47%
Other Income 1,871 1,871 1,790 (81) - - 250 14%
Reapprop/Encumbrances 16,848 16,848 - - - - -
Total Sources 44,832 61,680 61,599 (81) - - 17,751 40%**
Uses of Funds
Utility Purchases 19,397 19,397 18,497 (900) 1,351 6,440 5,508 72%
Salaries & Benefits 4,635 4,635 4,633 (2) - - 2,104 45%
Contract Services 4,850 5,333 5,333 - 36 4,313 495 91%
Supplies and Materials 465 497 497 - - 142 206 70%
Facility and Equipment Purchases 63 63 63 - - 28 8 57%
General Expenses 914 966 966 - 245 192 231 69%
Rent and Leases 341 340 340 - - - 156 46%
Allocated Charges 3,910 3,910 4,046 136 - - 1,688 42%
Debt Service 948 948 948 - - - 21 2%
Subtotal 35,523 36,089 35,323 (766) 1,631 11,114 10,418 66%
Equity Transfer 6,006 6,006 6,006 - - - 3,003 50%
Operating Transfers Out 170 170 170 - - - 102 60%
Capital Improvement Program 7,821 24,153 22,335 (1,818) 119 5,120 2,483 35%
Total Uses 49,520 66,418 63,834 (2,584) 1,750 16,234 16,006 53%
Net To (From) Reserves (4,688) (4,738) (2,235) 2,503
Beginning Reserves 15,215 17,188 17,188 -
Projected Ending Reserves 10,527 12,450 14,953 2,503
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
GAS FUND
(in thousands of dollars)
BUDGET (as of 12-31-11)
** Excludes encumbrances and reappropriation
Page 4 4/8/2012
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 14,485 14,485 14,485 - - - 7,391 51%
Interest Income 480 480 480 - - - 228 47%
Other Income 904 904 904 - - - 650 72%
Reapprop/Encumbrances 10,224 10,224 - - - -
Total Sources 15,869 26,093 26,093 - - - 8,268 52%**
Uses of Funds
Utility Purchases 7,954 7,954 7,954 - - - 3,977 50%
Salaries & Benefits 2,074 2,074 2,081 7 - - 989 48%
Contract Services 178 241 241 - - 153 50 84%
Supplies and Materials 222 245 245 - - 104 139 99%
Facility and Equipment Purchases 1 1 1 - - 1 - 138%
General Expenses 78 78 78 - - - 23 30%
Rent and Leases 202 202 202 - - - 71 35%
Allocated Charges 1,958 1,956 1,815 (141) - - 640 35%
Debt Service 129 129 129 - - - - 0%
Subtotal 12,796 12,880 12,746 (134) - 258 5,888 48%
Operating Transfers Out 88 88 88 - - - 61 69%
Capital Improvement Program 4,274 14,414 12,562 (1,852) 682 874 1,435 24%
Total Uses 17,158 27,382 25,396 (1,986) 682 1,133 7,384 36%
Net To (From) Reserves (1,289) (1,289) 697 1,986
Beginning Reserves 6,850 6,896 6,896 -
Projected Ending Reserves 5,561 5,607 7,593 1,986
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
WASTEWATER COLLECTION FUND
(in thousands of dollars)
BUDGET (as of 12-31-11)
** Excludes encumbrances and reappropriation
Page 5 4/8/2012
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 29,366 29,366 29,366 - - - 16,349 56%
Interest Income 971 971 971 - - - 122 13%
Other Income 2,859 2,859 2,859 - - - 1,180 41%
Reapprop/Encumbrances 42,128 42,128 - -
Total Sources 33,196 75,324 75,324 - - - 17,651 53%**
Uses of Funds
Utility Purchases 15,774 15,774 15,774 - - 8,665 6,739 98%
Salaries & Benefits 5,339 5,339 5,335 (4) - - 2,711 51%
Contract Services 740 959 959 - 11 451 175 66%
Supplies and Materials 461 481 481 - - 146 312 95%
Facility and Equipment Purchases 8 8 8 - - 1 1 21%
General Expense 435 457 457 - - 11 141 33%
Rents and Leases 2,896 2,895 2,895 - 640 - 1,119 61%
Allocated Charges 3,116 3,116 3,130 14 - - 1,188 38%
Debt Service 3,338 3,338 3,338 - - - 737 22%
Subtotal 32,107 32,367 32,377 10 651 9,274 13,123 71%
Equity Transfer - - - - - - - -
Operating Transfers Out 104 104 104 - - - 52 50%
Capital Improvement Program 4,369 46,261 40,766 (5,495) 5,218 22,655 2,467 66%
Total Uses 36,580 78,732 73,247 (5,485) 5,868 31,929 15,642 68%
Net To (From) Reserves (3,384) (3,408) 2,077 5,485
Beginning Reserves 19,496 11,639 11,639 -
Projected Ending Reserves 16,112 8,231 13,716 5,485
** Excludes encumbrances and reappropriation
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
WATER FUND
(in thousands of dollars)
BUDGET (as of 12-31-11)
Page 6 4/8/2012
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 23,947 26,134 26,134 - - - 13,319 51%
Interest Income 301 301 301 - - - 112 37%
Other Income 3,952 5,202 4,710 (492) - - 2,105 45%
Reapprop/Encumbrances 3,656 3,656 -
Total Sources 28,200 35,293 34,801 (492) - - 15,536 50%**
Uses of Funds
GreenWaste Hauling Contract 13,000 12,807 12,807 - - 6 5,054 40%
Salaries and Benefits 4,060 3,938 4,003 65 - - 1,919 48%
Contract Services 6,058 7,054 7,187 133 310 1,359 2,770 62%
Supplies and Materials 141 142 142 - - 8 29 26%
Facility and Equipment Purchases 10 10 10 - - - - 0%
General Expenses 227 229 229 - - 4 577 254%
Rents and Leases 4,298 4,300 4,300 - - 10 2,144 50%
Allocated Charges 3,255 3,254 3,254 - - - 1,662 51%
Debt Service 623 623 623 - 0%
Subtotal 31,672 32,357 32,555 198 310 1,387 14,155 49%
Operating Transfers Out 74 74 74 - - - 37 50%
Capital Improvement Program 6,246 8,902 7,701 (1,201) 275 324 417 13%
Total Uses 37,992 41,333 40,330 (1,003) 585 1,711 14,610 41%
Net (From) Landfill Closure Liab (6,100) (6,100) (6,100) -
Net To (From) Reserves (3,692) 60 571 511
Beginning Reserves (4,627) (4,384) (4,384) -
Projected Ending Reserves (8,319) (4,324) (3,813) 511
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
REFUSE FUND
(in thousands of dollars)
BUDGET (as of 12-31-11)
** Excludes encumbrances and reappropriation
Page 7 4/8/2012
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 5,536 5,536 5,536 - - - 2,890 52%
Interest Income 148 148 148 - - - 82 55%
Other Income 130 130 130 - - - 1 1%
Reapprop/Encumbrances 3,398 3,398 - -
Total Sources 5,814 9,212 9,212 - - - 2,972 51%**
Uses of Funds
Salaries and Benefits 1,005 1,005 1,070 65 - - 442 41%
Contract Services 373 434 434 - 89 63 193 79%
Supplies and Materials 103 109 109 - - 15 36 47%
Facility and Equipment Purchases 8 8 8 - - - 2 30%
General Expenses 15 486 486 - - - 213 44%
Rents and Leases 6 6 6 - - - - 0%
Allocated Charges 606 606 606 - - - 260 43%
Debt Service 950 950 950 - - - - 0%
Subtotal 3,066 3,604 3,669 65 89 78 1,146 36%
Operating Transfers Out 18 18 18 - - - 9 51%
Capital Improvement Program 2,639 5,499 5,444 (55) 87 582 1,303 36%
Total Uses 5,723 9,121 9,131 10 176 660 2,458 36%
Net Surplus (Deficit) 91 91 81 (10)
Beginning Reserves 245 1,640 1,640 -
Projected Ending Reserves 336 1,731 1,721 (10)
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
STORM DRAINAGE FUND
(in thousands of dollars)
BUDGET (as of 12-31-11)
** Excludes encumbrances and reappropriation
Page 8 4/8/2012
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 12,566 12,566 12,566 - - - 10,270 82%
Interest Income 499 499 499 - - - 220 44%
Other Income 8,016 8,016 8,016 - - - 71 1%
Reapprop/Encumbrances 10,499 10,499 -
Total Sources 21,081 31,580 31,580 - - - 10,561 50%**
Uses of Funds
Salaries and Benefits 9,509 9,509 9,787 278 - - 4,386 45%
Contract Services 1,877 2,734 2,734 - 167 1,489 512 79%
Supplies and Materials 1,422 1,645 1,645 - 53 435 716 73%
Facility and Equipment Purchases 10 10 10 - - - - 0%
General Expenses 411 411 411 - - - 193 47%
Rents and Leases - - - - - - - 0%
Allocated Charges 4,709 4,709 4,709 - - - 2,441 52%
Debt Service 818 818 818 - - - - 0%
Subtotal 18,756 19,836 20,114 278 220 1,925 8,248 52%
Operating Transfers Out 105 105 105 - - - 53 50%
Capital Improvement Program 56 9,475 9,475 - 963 1,566 484 32%
Total Uses 18,917 29,416 29,694 278 1,183 3,490 8,785 45%
Net To (From) Reserves 2,164 2,164 1,886 (278)
Beginning Reserves 3,401 5,327 5,327 -
Projected Ending Reserves 5,565 7,491 7,213 (278)
** Excludes encumbrances and reappropriation
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
WASTEWATER TREATMENT FUND
(in thousands of dollars)
BUDGET (as of 12-31-11)
Page 9 4/8/2012
Attachment A, Exhibit 1
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales - - - - - - - 0%
Interest Income - - - - - - - 0%
Other Income - - - - - - - 0%
Reapprop/Encumbrances - - -
Total Sources - - - - - - - 0%**
Uses of Funds
Salaries and Benefits - - - - - - - 0%
Contract Services - - 177 177 - - - 0%
Supplies and Materials - - - - - - - 0%
Facility and Equipment Purchases - - - - - - - 0%
General Expenses - - - - - - - 0%
Rents and Leases - - - - - - - 0%
Allocated Charges - - - - - - - 0%
Debt Service - - - - - - - 0%
Subtotal - - 177 177 - - - 0%
Operating Transfers Out - - - - - - - 0%
Capital Improvement Program - - - - - - - 0%
Total Uses - - 177 177 - - - 0%
Net To (From) Reserves - - (177) (177)
Beginning Reserves (118) (118) (118) -
Projected Ending Reserves (118) (118) (295) (177)
** Excludes encumbrances and reappropriation
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
AIRPORT FUND
(in thousands of dollars)
BUDGET (as of 12-31-11)
Page 10 4/8/2012
Attachment A, Exhibit 1
General Fund Midyear Detail Changes
Fiscal Year 2012
Dept.
Cost
Center
Comm
Item Category Description Expense Revenue Totals
FY 2012 Adopted Budget ‐ Contribution to BSR 144,339
NON Loan to Refuse Fund (repaid in FY 2013) 1,250,000 (1,250,000)
ATT Add'l outside council binding arbitration 185,000 (185,000)
PCE Various ‐ Economic Development Blue Print 1,520,426 1,516,000 (4,426)
LIB Donation from Library Foundation 515,000 515,000 ‐
Year‐to‐Date Draw from BSR (1,439,426)
Change to BSR Before Proposed Midyear Budget
BSR Beginning Balance 31,520,339
Year‐to‐Date BSR Draw (1,439,426)
BSR Balance Before Proposed Midyear Adjustments 30,080,913
Above/(below) 15% guideline 8,126,913
Above/(below) 18.5% guideline 3,004,313
Percent of Adopted Expenditures 20.55%
Revenue Changes
NON 10200000 18xxx Sales Taxes Sales Tax increase 1,348,000
NON 10200000 11xxx Property Tax Property Tax decrease (63,000)
NON 10200000 11850
Transient Occupancy
Tax TOT increase 470,000
NON 10300000 118xx Utility Users Tax UUT decrease (182,000)
NON 10200000 11800
Documentary Transfer
Tax Doc Trans Tax increase 500,000
NON 1020000 11090 Other Taxes and Fines Vehicle License Fee reduction (174,000)
NON 10200000 16010 Return on Investments Interest Income decrease (344,000)
CSD 80020810 13420 Charges for Services Additional ticket sales revenue 30,000
CSD 80020810 13480 Charges for Services Class registration revenue due to increased activity 15,000
CSD 80060710 13500 Charges for Services Reduced Golf revenues (75,000)
CSD 80020115 18010 Other Revenue
Donations for Children's studio programs from Palo Alto Arts
Center Foundation to reimburse temp salaries 29,800
FIR/PD Various 12520 Charges for Services Stanford Fire FY 2011 budget to actual charges ‐ increase 153,486
FIR 75xxxxxx 12520 Charges for Services Stanford Fire Revenue loss due to IAFF concessions (315,726)
FIR 75030008 13090 Charges for Services Paramedic Service Fee 100,000
PWD 50040006 19390 Permits and Licenses Increase in GF street cut fee revenue 50,400
Subtotal Various Revenues 1,542,960
Expense Changes
Contingency Reimbursements
NON 10200000 37020 General Expense Council Contingency reimbursement for High Speed Rail 125,000
NON 10200000 37070 General Expense
Replenish Innovation Contingency Fund for November 2011
election costs 24,733
Subtotal ‐ Contingency Reimbursements 149,733 ‐
Council Directed or Obligated Expense
CSD 80060710 31990 Contract Services San Francisquito flood control 25,000
NON Various 3037x Salary & Benefits Increase in retiree medical OPEB cost 1,700,000
FIR Various Various Salary & Benefits Negotiated IAFF Salary & Benefits reduction (1,042,000)
PCE 60030001 34990 Rents & Leases
Second floor Development Center rent ‐ reimbursement to
PCE 125,100
Subtotal ‐ Council Directed or Obligated Expense 808,100 ‐
Department Requests
Page 11 4/8/2012
Attachment A, Exhibit 1
General Fund Midyear Detail Changes
Fiscal Year 2012
Dept.
Cost
Center
Comm
Item Category Description Expense Revenue Totals
City Clerk's Office
CLK 12030005 31210 Contract Services Minutes transcription 7,000
CLK 12010001 32080 Supplies and Materials Records storage for historical documents 4,500
Subtotal ‐ City Clerk 11,500 ‐
City Manager's Office
CMO 11010001 30010 Salary & Benefits 0.5 FTE Management Analyst moved to IT (30,374)
Subtotal ‐ City Manager (30,374) ‐
Administrative Services Department
ASD Various 30030 Salary & Benefits
Temps, reclassifications, one additional Senior Financial
Analyst, FTE shifted from IT 77,371
ASD 40010001 31990 Contract Services Add'l funding Development Impact Fee, budget book 28,420
ASD 40010001 31290 Contract Services
CalCard replacement project. Funded by transfer from the
Technology Fund. 24,900 24,900
ASD 40060002 35600 Facilities & Equipment Computer for budget book production 3,810
Subtotal ‐ Administrative Services 134,501 24,900
Community Services Department
CSD 80010001 30010 Salary & Benefits Reclass 1.0 FTE Mgr, Arts to Asst Director 25,828
CSD 80020115 30030 Salary & Benefits
Temp salaries for children's studio classes offset by donations
from Palo Alto Arts Council Foundation 8,200 8,200
80020414 31080 Contract Services Community funded concerts, expenses offset by donations 2,000 2,000
CSD 80020112 31990 Contract Services Exhibitions ‐ costs offset by Arts Council donations 7,051 7,051
CSD 80040003 31990 Contract Services
Downtown Streets Team, reimbursed by Downtown Parking
Permit Fund 20,000 20,000
CSD Various Various Various
Dance in Schools and Children's Theater, fully funded by
donations, PAUSD 89,730 89,730
CSD 80020810 33480 General Expense
Reduction in special event expenses with corresponding
reduction in revenues (64,888) (69,000)
Subtotal ‐ Community Services 87,921 57,981
Fire Department
FIR 75030004 30030 Salary & Benefits
Temporary assistance with inspections, more than fully
reimbursed by increased revenue 10,000 30,000
FIR 75040002 32990 Supplies & Materials Student materials for JFA, offset by revenue 8,000 8,000
Subtotal ‐ Fire 18,000 38,000
Library Department
LIB 84010001 31990 Contract Services Strategic plan development from previous grant funds 6,300
LIB 84010001 32010 Supplies & Materials
Supplies funded by Eureka! grant, Friends of the Public
Library donation, Gordon Biersch donation 12,400 12,400
Subtotal ‐ Library 18,700 12,400
Planning and Community Environment Dept
PCE 60030002 31990 Contract Services BMI Digital image scanning 31,350
Subtotal ‐ Planning & Community Environment 31,350 ‐
Police Department
POL 70020002 30030 Salary & Benefits Reimbursable expenses for Urban Shield 43,838 43,838
POL Various Various
Communications Until Leader training hosted by PAPD and
reimbursed 11,061 11,061
Page 12 4/8/2012
Attachment A, Exhibit 1
General Fund Midyear Detail Changes
Fiscal Year 2012
Dept.
Cost
Center
Comm
Item Category Description Expense Revenue Totals
Subtotal ‐ Police 54,899 54,899
Public Works Department
PWD Various 30010 Salary & Benefits
Reallocate 1.1 FTE from Enterprise and Other Funds to the
General Fund 30,189
PWD 50020305 31270 Contract services Canopy contract 44,500
PWD 50040005 31990 Contract services IBRC editor/consultant and related expenses 15,000
PWD 50020120 32310 Supplies and Materials Asphalt and pothole supplies 25,000
Subtotal ‐ Public Works 114,689 ‐
Non‐Departmental
NON 10200000 30010 Salaries & Benefits
Reduction of placeholder ‐ Public Safety concessions not
achieved 3,412,539
NON 10200000 40550 Transfer Out Reduce loan to Refuse Fund (625,000)
Subtotal ‐ Non‐Departmental 2,787,539 ‐
Subtotal ‐ Midyear Decision Items 3,228,725 188,180
SUBTOTAL ‐ EXPENSE AND REVENUE 4,186,558 1,731,140
NET GENERAL FUND MIDYEAR ADJUSTMENTS (2,455,418)
SURPLUS ‐ ADOPTED BUDGET 144,373
PROPOSED MIDYEAR BSR DRAW (2,311,045)
Change to BSR After Proposed Midyear Budget
BSR Balance 30,080,913
Proposed Midyear BSR Draw (2,311,045)
Revised BSR Balance 27,769,868
Above/(below) 15% guideline 5,815,868
Above/(below) 18.5% guideline 693,268
Percent of Adopted Expenditures 18.97%
Page 13 4/8/2012
Attachment A, Exhibit 1
Enterprise Funds Midyear Detail Changes
Fiscal Year 2012
Dept. Cost Center
Comm
Item Category Description Expense Revenue
Electric Fund
Operating Budget
Utilities 20000030 17800 Net Sales Surplus Energy Rev 1,070,000
Utilities 20040102 18870 Other Revenue Reduce revenue CVP O&M Loan Repay (387,000)
Utilities 20040105 33115 General Expense
Carryforward unused amount for Energy Financing
program from FY 2011 1,800,000
Utilities 20040104 33120 General Expense
Carryforward unused amount for Energy Financing
program from FY 2011 200,000
Utilities 20040102 33150 General Expense
Decrease in joint agency debt service with NCPA due to
lower than expected costs (53,000)
Utilities 20040102 36090 Utility Purchase
Lower than expected costs, deferred payments for Crazy
Horse and San Joaquin projects (6,210,000)
Utilities Various 39100 Allocated Charges Allocation for organizational assessment 33,906
Utilities Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 98,000
Total Operating Budget (4,131,094) 683,000
Capital Budget
Utilities 20020201 38790 Project Expense
Decrease CIP EL‐89028 Electric Customer Connections
due to revised estimates (1,000,000)
Utilities 20020202 38790 Project Expense
To close CIP EL‐08002 E. Meadow/Alma/Loma 4/12kV
Conversion and to return balance to reserve (414,014)
Utilities 20020202 38790 Project Expense
Decrease CIP EL‐11008 Rebuild Underground District 19
due to reduction in project scope (400,000)
Utilities 20020202 38790 Project Expense
Decrease CIP EL‐89038 Substation Protection
Improvements due to revised estimates (300,000)
Utilities 20020202 38790 Project Expense
To close CIP EL‐04014 Automated Meter Reading System
and to return balance to reserve (255,194)
Utilities 20020403 38790 Project Expense
Decrease CIP EL‐89031 Communications System
Improvements due to revised estimates (200,000)
Utilities 20020202 38790 Project Expense
Decrease CIP EL‐89044 Substation Facility Improvements
due to revised estimates (200,000)
Utilities 20020202 38790 Project Expense
Decrease CIP EL‐11002 St. Francis Oregon 4/12kV
Conversion which is being deferred six years due to other
high priority projects (50,000)
Utilities 20020202 38790 Project Expense
Decrease CIP EL‐11000 Seale/Waverley 4/12kV
Conversion which is being deferred six years due to other
high priority projects (40,000)
Utilities 20020202 38790 Project Expense
Increase CIP EL‐11004 Hewlett Subdivision Rebuild Los
Trancos due to higher than original cost estimates 400,000
Total Capital Budget (2,459,208) ‐
Net Electric Fund Midyear Adjustments (6,590,302) 683,000
RESERVE IMPACT ‐ ELECTRIC SUPPLY RSR 4,936,028
RESERVE IMPACT ‐ ELECTRIC DISTRIBUTION RSR 2,337,274
Fiber Optics Fund
Operating Budget
Utilities 20000081 39100 Allocated Charges Allocation for organizational assessment 2,094
Utilities Various 3037X Salary & Benefits Decrease in retiree medical OPEB cost (13,000)
Net Fiber Optics Fund Midyear Adjustments (10,906) ‐
RESERVE IMPACT ‐ FIBER OPTICS RSR 10,906
Page 14 4/8/2012
Attachment A, Exhibit 1
Enterprise Funds Midyear Detail Changes
Fiscal Year 2012
Dept. Cost Center
Comm
Item Category Description Expense Revenue
Gas Fund
Operating Budget
Utilities 20040202 36040 Utility Purchase Reduction due to lower than budgeted market prices. (1,300,000)
Utilities 20040202 36070 Utility Purchase
Increase due to higher than budgeted expected PG&E
Pipeline safety charge 400,000
Utilities 20000051 39100 Allocated Charges Allocation for organizational assessment 15,935
Utilities 20000050
20XXX/4
0XXX
Operating Transfer
In/Out
Transfer from gas supply rate stabilization to gas
distribution rate stabilization reserve to align with
guidelines 8,000,000 8,000,000
Utilities 20000040 19620
Charges to Other
Funds
Decrease in sales to Vehicle Fund and decrease in
commodity (80,532) (80,532)
Utilities 20020802 39390 Allocated Charges
Increase street cut fees for gas main replacement
projects scheduled to be completed by Q4 200,400
Utilities Various 3037X Salary & Benefits Increase in retiree medical OPEB cost (2,000)
Total Operating Budget 7,233,803 7,919,468
Capital Budget
Utilities 20020802 38790 Project Expense
Decrease CIP GS‐03009 System Extensions‐
Unreimbursed due to revised estimates (480,000)
Utilities 20020802 38790 Project Expense
Close CIP GS‐05002 Gas Main Replacement ‐ Project 15
and to return balance to reserve (111,216)
Utilities 20020802 38790 Project Expense
Close CIP GS‐06001 Gas Main Replacement ‐ Project 16
and to return balance to reserve (49,716)
Utilities 20020802 38790 Project Expense
Decrease CIP GS‐11002 Gas System Improvements due
to revised estimates (100,000)
Utilities 20020801 38790 Project Expense
Decrease CIP GS‐80017 Gas System Extensions due to
revised estimates (935,000)
Utilities 20020802 38790 Project Expense
Decrease CIP GS‐80019 Gas Meters and Regulators due
to revised estimates (142,159)
Total Capital Budget (1,818,091) ‐
Net Gas Fund Midyear Adjustments 5,415,712 7,919,468
RESERVE IMPACT ‐ GAS SUPPLY RSR (7,100,922)
RESERVE IMPACT ‐ GAS DISTRIBUTION RSR 9,604,678
Wastewater Collection Fund
Operating Budget
Utilities 20000071 39100 Allocated Charges Allocation for organizational assessment 8,848
Utilities 20021202 39390 Allocated Charges
Reduce street cut fees due to delays in wastewater
collection rehabilitation projects. (150,000)
Utilities Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 7,000
Total Operating Budget (134,152) ‐
Capital Budget
Utilities 20021202 38780 Project Expense
Close CIP WC‐02002 Wastewater Collection System
Rehab/Aug. Project 15 and to return balance to reserve (55,760)
Utilities 20021202 38780 Project Expense
Close CIP WC‐04002 Wastewater Collection System
Rehab/Aug. Project 17 and to return balance to reserve (150,000)
Utilities 20021202 38780 Project Expense
Decrease CIP WC‐05003 Wastewater Collection System
Rehab/Aug. Project 18 due to revised estimates (173,183)
Page 15 4/8/2012
Attachment A, Exhibit 1
Enterprise Funds Midyear Detail Changes
Fiscal Year 2012
Dept. Cost Center
Comm
Item Category Description Expense Revenue
Utilities 20021202 38780 Project Expense
Close CIP WC‐06003 Wastewater Collection System
Rehab/Aug. Project 19 and to return balance to reserve (137,637)
Utilities 20021202 38780 Project Expense
Decrease CIP WC‐15002 Wastewater System
Improvements due to revised estimates (275,000)
Utilities 20021201 38780 Project Expense
Decrease CIP WC‐80020 Sewer System Extensions due to
revised estimates (625,000)
Utilities 20021202 38780 Project Expense
Decrease CIP WC‐99013 Sewer Lateral/Manhole
Rehab/Replacement due to revised estimates (435,000)
Total Capital Budget (1,851,580) ‐
Net Wastewater Collection Fund Midyear Adjustments (1,985,732) ‐
RESERVE IMPACT ‐ WASTEWATER COLLECTION RSR 1,985,732
Water Fund
Operating Budget
Utilities 20000061 39100 Allocated Charges Allocation for organizational assessment 14,217
Utilities Various 3037X Salary & Benefits Increase in retiree medical OPEB cost (4,000)
Total Operating Budget 10,217 ‐
Capital Budget
Utilities 20021002 38790 Project Expense
Decrease CIP WS‐07000 Water Regulation System
Improvements due to revised estimates (600,000)
Utilities 20021002 38790 Project Expense
Decrease CIP WS‐08002 Emergency Water Supply
Project due to revised estimates (3,200,000)
Utilities 20021002 38790 Project Expense
Decrease CIP WS‐11003 Water Distribution System
Improvements due to revised estimates (130,000)
Utilities 20021002 38790 Project Expense
Decrease CIP WS‐11004 Water Supply System
Improvements due to revised estimates (125,000)
Utilities 20021001 38790 Project Expense
Decrease CIP WS‐80013 Water System Extensions due to
revised estimates (300,000)
Utilities 20021002 38790 Project Expense
Decrease CIP WS‐80014 Water Service Hydrant
Replacement due to revised estimates (500,000)
Utilities 20021002 38790 Project Expense
Decrease CIP WS‐80015 Water Meters due to revised
estimates (640,000)
Net Water Fund Midyear Adjustments (5,495,000) ‐
Net Water Fund Midyear Adjustments (5,484,783) ‐
RESERVE IMPACT ‐ WATER RSR 5,484,783
Refuse Fund
Operating Budget
PWD 50050101 30010 Salary & Benefits Reduce 1.0 FTE Admin Assoc. II (24,765)
PWD 50050101 30010 Salary & Benefits Reduce 0.5 FTE Asst. Dir. Public Works (28,826)
PWD Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 118,000
PWD 50050411 31260 Contract services
Increase ‐ IMPEC. Reimbursed by Univ. Ave. Parking
Fund. 63,280 63,280
PWD 50050411 31270 Contract services
Increase Downtown Streets Team Univ. Ave. Parking
Fund 69,888 69,888
PWD 50050001 20110 Transfer In Decrease loan from General Fund (625,000)
Total Operating Budget 197,576 (491,832)
Capital Budget
Page 16 4/8/2012
Attachment A, Exhibit 1
Enterprise Funds Midyear Detail Changes
Fiscal Year 2012
Dept. Cost Center
Comm
Item Category Description Expense Revenue
PWD 50050201 38790 JL Project Expense
Reduce CIP RF‐07001 due to permanent closure of the
Recycling Center, return to Refuse Fund.(879,473)
PWD 50050201 38790 JL Project Expense
Close CIP RF‐09003. New receptacles not preferred,
return to Refuse Fund.(321,843)
Total Capital Budget (1,201,316) ‐
Net Refuse Fund Midyear Adjustments (1,003,740) (491,832)
RESERVE IMPACT ‐ REFUSE FUND RSR 511,908
Storm Drainage Fund
Operating Budget
PWD 50070320 30010 Salary & Benefits Decrease 0.05 FTE Admin Associate II (1,238)
PWD 50070320 30010 Salary & Benefits Decrease 0.05 FTE Management Analyst (1,725)
PWD 50070320 30010 Salary & Benefits Increase 0.05 FTE Asst. Dir. Public Works 2,883
PWD Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 65,000
Total Operating Budget 64,920 ‐
Capital Budget
PWD 50070201 38790 Project Expense
Close CIP SD‐08101 Alma Street Storm Drain
Improvements, return balance to reserve (55,117)
Total Capital Budget (55,117) ‐
Net Storm Drainage Fund Midyear Adjustments 9,803 ‐
RESERVE IMPACT ‐ STORM DRAINAGE RSR (9,803)
Wastewater Treatment Fund
Operating Budget
PWD Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 278,000
Total Operating Budget 278,000 ‐
Net Wastewater Treatment Fund Midyear Adjustments 278,000 ‐
RESERVE IMPACT ‐ STORM DRAINAGE RSR (278,000)
Airport Fund
PWD 53000000 30010 Salary & Benefits City staff oversight 1,433
PWD 53000000 31010 Contract Services Contract for legal services 25,000
PWD 53000000 31990 Contract Services Contracts for groundwater sampling and monitoring 151,001
Net Airport Fund Midyear Adjustments 177,434 ‐
RESERVE IMPACT ‐ AIRPORT FUND (177,434)
Utilities Administration
Admin 20000002 19100
Charges to Other
Funds
Increase in Utilities administration reimbursement from
Utilities Funds 75,000
Admin 20010001 31990 Contract Services Increase for Utilities Organizational Assessment 75,000
Admin Various 3037X Salary & Benefits Decrease in retiree medical OPEB cost (4,000) (4,000)
Net Utilities Administration Fund Midyear Adjustments 71,000 71,000
RESERVE IMPACT ‐
Page 17 4/8/2012
Attachment A, Exhibit 1
Internal Service Funds Midyear Detail Changes
Fiscal Year 2012
Dept. Cost Center
Comm
Item Category Description Expense Revenue
Technology Fund
Operating Budget
IT 30010003 30010 Salary & Benefits
CIO salary, decrease in 0.32 ASD FTE, add 1.0 FTE
Information Technology Security Manager, move
0.5 FTE from CMO 185,425
IT 30040003 31230 Contract Services Additional Licenses for Utilities 123,050
IT 30040003 31230 Contract Services Non‐emergency notification system 10,000
IT 30040002 31230 Contract Services City's internet/intranet design 80,000
IT 30040003 31230 Contract Services Questica purchase 85,000
IT 30040003 31230 Contract Services Employee Selection ‐ Neoga 10,000
IT 30030003 31290 Contract Services Computer room UPS 2,400
IT 30050002 31290 Contract Services
Panaya ‐ Automates the applying of SAP service
packs. 65,000
IT 30040003 31290 Contract Services Internet connectivity 21,335
IT 30040003 31290 Contract Services Utility Blackboard Software License 55,000
IT 30030003 31290 Contract Services SAP Backend 13,000
IT 30040003 31290 Contract Services Minute Traq software maintenance 11,040
IT 30040003 31290 Contract Services Move Geodessy TE‐02015 maint. from CIP 45,000
IT 30010003 31990 Contract services Recruitment costs 25,000
IT 30010002 33060 General Expense Subscription professional services 7,600
IT 30030002 35040 Facilities & Equipment Universal Power Supply repair 32,760
IT 30030002 35040 Facilities & Equipment Increase wireless connectivity at City locations 81,000
IT Various 3037X Salary & Benefits Increase in retiree medical OPEB cost (13,000)
IT 30050002 40xxx Transfer Out
CAL‐Card maintenance support, transferred to ASD
budget (24,900)
Total Operating Budget 814,710 ‐
Capital Budget
IT 30060002 38790 Project Expense
Close CIP TE‐00021 New Phone System, transfer to
CIP TE‐00010 Telephone System Replacement (174,285)
IT 30060002 38790 Project Expense
Increase CIP TE‐00010 to include transfer from TE‐
00021 174,285
IT 30060002 38790 Project Expense
Close CIP TE‐01006 Enterprise Backup Solutions,
transfer the amount to CIP TE‐01012 IT Disaster
Recovery (68,626)
IT 30060002 38790 Project Expense
Increase CIP TE‐01012 to include transfer from TE‐
01006 68,626
IT 30060003 38790 Project Expense
Close CIP TE‐8000 Library Technology Plan, return
balance to reserves (18,766)
IT 30060003 38790 Project Expense
Close CIP TE‐08002 Electronic Patient Care Report
and return balance to reserves (35,055)
Total Capital Budget (53,821) ‐
Net Technology Fund Midyear Adjustments 760,889 ‐
RESERVE IMPACT (760,889)
Vehicle Replacement Fund
Operating Budget
PWD 50471003 30010 Salary & Benefits
Reallocate 0.50 FTE to Vehicle Replacement from
other funds 23,037
PWD 50080303 31250 Contract Services
Repairs of hoist, generators, equipment. CARB
permit renewals, tire work, accident repairs.100,000
PWD 50080301 32060 Supplies & Materials Asset Works Fleet Training.10,000
PWD 50080302 34050 Rents & Leases Rental expenses due to increasing repairs 25,000
Page 18 4/8/2012
Attachment A, Exhibit 1
Internal Service Funds Midyear Detail Changes
Fiscal Year 2012
PWD 50080310 39620 Allocated Charges
Compressed natural gas sales decreased due to
fleet reduction.(80,532)
PWD Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 18,000
Total Operating Budget 95,505 ‐
Capital Budget
PWD 50080401 38790 Project Expense
Establish CIP VR‐12001 Replacement of In‐Ground
Vehicle Lifts at Municipal Services Center 50,000
PWD 50080402 38790 Project Expense
Increase VR‐07002 Diesel Truck Engine Emissions
Retrofit for vehicle #4410‐leaf packer truck used in
street sweeping.50,000
PWD 50080402 38790 Project Expense
Increase VR‐11000 Vehicle Replacements for the
replacement of vehicle #8790‐Utilities rodding
truck.175,000
Total Capital Budget 275,000 ‐
Net Vehicle Replacement Fund Midyear Adjustments 370,505 ‐
RESERVE IMPACT (370,505)
Printing & Mailing Fund
Operating Budget
ASD Various Various Salary & Benefits Decrease in retiree medical OPEB cost (28,000)
Net Printing & Mailing Fund Midyear Adjustments (28,000) ‐
RESERVE IMPACT 28,000
General Benefits Fund
Operating Budget
NON 68700000 Various Salary & Benefits Net benefits savings from IAFF concessions (143,000) (143,000)
Net General Benefits Fund Midyear Adjustments (143,000) (143,000)
RESERVE IMPACT ‐
Retiree Medical Fund
Operating Budget
NON 69400000 Various Salary & Benefits Increase in retiree medical OPEB cost 3,176,000 3,176,000
Net Retiree Medical Fund Midyear Adjustments 3,176,000 3,176,000
RESERVE IMPACT ‐
Page 19 4/8/2012
Attachment A, Exhibit 1
Special Revenue Funds Midyear Detail Changes
FY 2012
Dept.Cost Center
Comm
Item Category Description Expense Revenue
Law Enforcement Services Fund
POL 70248003 15370 From Other Agencies COPS grant 104,944
POL 70248003 35070 Facilities & Equipment COPS funded grant materials (104,944)
Net Midyear Adjustments (104,944) 104,944
NET LAW ENFORCEMENT SERVICES MIDYEAR ADJUSTMENT -
University Avenue Parking Permit Revenue Fund
NON 23600000 40xxx Operating Transfer Out
Downtown Streets Team,
increased cleaning 133,168
NON 23600000 40xxx Operating Transfer Out
Downtown Streets Team charged
to CSD, reimbursed by Downtown
Parking Permit Fund 20,000
Net Midyear Adjustments 153,168 -
NET UNIVERSITY AVENUE PARKING PERMITS MIDYEAR ADJUSTMENT 153,168
Housing in-lieu Residential Fund
PCE 602330002 33460 General Expense
Transfer In from Housing in-lieu
Commercial to cover housing
loans 600,000 600,000
Net Midyear Adjustments 600,000 600,000
NET HOUSING IN-LIEU RESIDENTIAL MIDYEAR ADJUSTMENT -
Housing in-lieu Commercial Fund
NON 23400000 40xxx Transfer Out
Transfer funds to residential
housing in-lieu to cover housing
loans 600,000
Net Midyear Adjustments 600,000 -
NET HOUSING IN-LIEU COMMERCIAL MIDYEAR ADJUSTMENT -
Stanford Department Agreement Fund
NON 80260010 18110 Other Revenue Community Health & Safety 4,000,000
NON 26000000 18110 Other Revenue Operating Deficit 2,417,000
NON 60260010 18110 Other Revenue Intermodel Transit 2,250,000
NON 60260020 18110 Other Revenue Quarry Road Improvements 400,000
NON 60260030 18110 Other Revenue
Neighborhoods & Communities &
Affordable Housing 7,733,333
NON 60260040 18110 Other Revenue Climate Change 4,000,000
NON 26000000 18110 Return on Investment Interest income 459,984
NON 80260010 30030 Salary & Benefits Project Safety Net coordinator 45,000
NON 80260010 32070 General Expense
Supplies associated with Project
Safety Net 20,000
Net Midyear Adjustments 65,000 21,260,317
NET STANFORD UNIVERSITY MEDICAL CENTER MIDYEAR ADJUSTMENT 21,195,317
Page 20 4/8/2012
Attachment A, Exhibit 1
General Fund CIP
Detail Midyear Changes Fiscal Year 2012
Dept.Cost Center
Comm
Item Category Description Expense Revenue
General Fund Capital Improvement Fund
ASD 404710002 38790 Project Expense
Reduce CIP AS-10001 Sustainability, return to
Infrastructure Reserve (300,000)
PCE 60471005 38790 Project Expense
Close CIP PL-06002 Comprehensive Parking Signage Plan
and return balance to reserves. This project was replaced
with PL-12000 Transportation and Parking Improvements.(423,687)
PCE 60471006 38790 Project Expense
Close CIP PL-11004 Alma Street- Traffic Improvement,
return balance to reserves. This was part of a partnership
project with Caltrain to provide improvements along the rail
corridor. Caltrain will use grant-funds initially set aside for
this project to implement preemption improvements instead
of intersection improvements. Therefore, project should be
closed.(699,000)
PCE 60471001 38790 Project Expense
Close CIP PL-98013 School Commute Safety
Improvements and return balance to reserves. This project
was replaced with PL-00026 Safe Routes to School.(102,488)
PWD 50471011 18020 Contract Services
CIP PE-86070 Street Maint. Program for structural
engineering to investigate guardrail damage. Costs
reimbursed by motorist's insurance.10,000 10,000
PWD 50471010 31040 Contract Services
NEW Alma Street/University Avenue Bridge Guardrail
Repair - PE-12009 Repair of guardrail due to vehicular
accident Alma & University 110,000 110,000
PWD 50471003 30010 Salary & Benefits
Reallocate 0.05 FTE from Capital to various PW Funds.
Nets to an budget increase due to level of job classification 446
Various Various 3037X Salary & Benefits Increase in OPEB retiree medical ARC 54,000
(1,350,729) 120,000
NET CIP MIDYEAR ADJUSTMENTS 1,470,729
SUBTOTAL - EXPENSE AND REVENUE
Page 21 4/8/2012
Attachment A, Exhibit 2
Project Funding
Title Number Revenue Expense Source Comments
ADDITIONAL APPROPRIATIONS
Street Maintenance PE-86070 $ 10,000 $ 10,000 Property damage revenue For structural engineering consultant services to
investigate the extent of the damage to the guardrail
on the University Ave. overpass at Alma that was
damaged by intoxicated driver. Costs to be
reimbursed by driver's insurance.
Alma Street/University Avenue Bridge Guardrail
Repair (New Project) ( Exhibit B-1)
PE-12009 $ 110,000 $ 110,000 Property damage revenue To repair the guardrail on the University Ave.
overpass at Alma that was damaged by intoxicated
driver. Costs to be reimbursed by driver's
insurance.
Total $ 110,000 $ 110,000
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Alma Street- Traffic Signal Improvements PL-11004 $ (699,000) Infrastructure Reserve To close project and return balance to reserve
School Commute Safety Improvements PL-98013 $ (102,488) Infrastructure Reserve To close project and return balance to reserve
Comprehensive Parking Signage Plan PL-06002 $ (423,687) Infrastructure Reserve To close project and return balance to reserve
Sustainability Contingency AS-10001 $ (300,000) Infrastructure Reserve To reduce appropriation due to lower expected
activity
Total $ (1,525,175)
TOTAL GENERAL FUND CIP MID-YEAR
ADJUSTMENTS
$ 110,000 $ (1,415,175)
ADDITIONAL APPROPRIATIONS
Hewlett Subdivision Rebuild Los Trancos EL-11004 $ 400,000 Electric Fund RSR The final design to rebuild the electric system in the
Hewlett Subdivision (in the western foothills) came
in at a higher cost. A large part of the cost will be
turning it into a loop configuration, requiring a
several hundred foot bore, plus utility switches.
Total $ - $ 400,000
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Electric Customer Connections EL-89028 $ (1,000,000) Electric Fund Distribution
RSR
Decrease due to revised estimates
E. Meadow/Alma/Loma 4/12kV Conversion EL-08002 $ (414,014) Electric Fund Distribution
RSR
To close project and return balance to reserve
Rebuild Underground District 19 EL-11008 $ (400,000) Electric Fund Distribution
RSR
Decrease due to reduction in project scope
Substation Protection Improvements EL-89038 $ (300,000) Electric Fund Distribution
RSR
Decrease due to revised estimates
Automated Meter Reading System EL-04014 $ (255,194) Electric Fund Distribution
RSR
To close project and return balance to reserve
Communications System Improvements EL-89031 $ (200,000) Electric Fund Distribution
RSR
Decrease due to revised estimates
Substation Facility Improvements EL-89044 $ (200,000) Electric Fund Distribution
RSR
Decrease due to revised estimates
St. Francis Oregon 4/12kV Conversion EL-11002 $ (50,000) Electric Fund Distribution
RSR
Project has been deferred out six years due to other
high priority projects
Seale/Waverley 4/12kV Conversion EL-11000 $ (40,000) Electric Fund Distribution
RSR
Project has been deferred out six years due to other
high priority projects
Total $ - $ (2,859,208)
FY 2012 CIP Mid-Year Adjustments
CAPITAL PROJECT FUND
ELECTRIC FUND
Page 1 of 3 4/8/2012
Attachment A, Exhibit 2
Project Funding
Title Number Revenue Expense Source Comments
FY 2012 CIP Mid-Year Adjustments
TOTAL ELECTRIC FUND CIP MID-YEAR
ADJUSTMENTS
$ - $ (2,459,208)
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
System Extensions- Unreimbursed GS-03009 $ (480,000) Gas Fund Distribution RSR Decrease due to revised estimates
Gas Main Replacement - Project 15 GS-05002 $ (111,216) Gas Fund Distribution RSR To close project and return balance to reserve
Gas Main Replacement - Project 16 GS-06001 $ (49,716) Gas Fund Distribution RSR To close project and return balance to reserve
Gas System Improvements GS-11002 $ (100,000) Gas Fund Distribution RSR Decrease due to revised estimates
Gas System Extensions GS-80017 $ (935,000) Gas Fund Distribution RSR Decrease due to revised estimates
Gas Meters and Regulators GS-80019 $ (142,159) Gas Fund Distribution RSR Decrease due to revised estimates
TOTAL GAS FUND CIP MID-YEAR
ADJUSTMENTS
-$ (1,818,091)$
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Water Regulation System Improvements WS-07000 $ (600,000) Water Fund Distribution
RSR
Decrease due to revised estimates
Emergency Water Supply Project WS-08002 $ (3,200,000) Utility Revenue Bonds Decrease due to revised estimates
Water Distribution System Improvements WS-11003 $ (130,000) Water Fund Distribution
RSR
Decrease due to revised estimates
Water Supply System Improvements WS-11004 $ (125,000) Water Fund Distribution
RSR
Decrease due to revised estimates
Water System Extensions WS-80013 $ (300,000) Water Fund Distribution
RSR
Decrease due to revised estimates
Water Service Hydrant Replacement WS-80014 $ (500,000) Water Fund Distribution
RSR
Decrease due to revised estimates
Water Meters WS-80015 $ (640,000) Water Fund Distribution
RSR
Decrease due to revised estimates
TOTAL WATER FUND CIP MID-YEAR
ADJUSTMENTS
(5,495,000)$
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Wastewater Collection System Rehab/Aug. Project
15
WC-02002 $ (55,760) Wastewater Collection Fund
RSR
To close project and return balance to reserve
Wastewater Collection System Rehab/Aug. Project
17
WC-04002 $ (150,000) Wastewater Collection Fund
RSR
To close project and return balance to reserve
Wastewater Collection System Rehab/Aug. Project
18
WC-05003 $ (173,183) Wastewater Collection Fund
RSR
Decrease due to revised estimates
Wastewater Collection System Rehab/Aug. Project
19
WC-06003 $ (137,637) Wastewater Collection Fund
RSR
To close project and return balance to reserve
Wastewater System Improvements WC-15002 $ (275,000) Wastewater Collection Fund
RSR
Decrease due to revised estimates
Sewer System Extensions WC-80020 $ (625,000) Wastewater Collection Fund
RSR
Decrease due to revised estimates
Sewer Lateral/Manhole Rehab/Replacement WC-99013 $ (435,000) Wastewater Collection Fund
RSR
Decrease due to revised estimates
TOTAL WASTEWATER COLLECTION FUND CIP
MID-YEAR ADJUSTMENTS
-$ (1,851,580)$
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
GAS FUND
WATER FUND
WASTEWATER COLLECTION FUND
REFUSE FUND
Page 2 of 3 4/8/2012
Attachment A, Exhibit 2
Project Funding
Title Number Revenue Expense Source Comments
FY 2012 CIP Mid-Year Adjustments
Relocation of Landfill Facilities RF-07001 $ (879,473) Storm Drainage Fund RSR To reduce project scope due to permanent closure
of Recycling Center
Recycling in Business Districts RF-09003 $ (321,843) Storm Drainage Fund RSR To close project and return balance to reserve;
receptacles under consideration not preferable
TOTAL REFUSE FUND CIP MID-YEAR
ADJUSTMENTS
-$ (1,201,316)$
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Alma Street Storm Drainage Improvement SD-08101 $ (55,117) Storm Drainage Fund RSR To close project and return balance to reserve
TOTAL STORM DRAINAGE FUND CIP MID-YEAR
ADJUSTMENTS
-$ (55,117)$
ADDITIONAL APPROPRIATIONS
Replacement of In-Ground Vehicle Lifts at the
Municipal Services Center (New Project) (Exhibit
B-2)
VR-12001 $ 50,000 Vehicle Replacement Fund Replacement of seven in-ground vehicle lifts at
Municipal Services Center
Diesel Truck Engine Emissions Retrofit VR-07002 $ 50,000 Vehicle Replacement Fund Retrofit of vehicle #4410- leaf packer truck used in
street sweeping; diesel particulate filter required to
meet regulations of California Air Resources Board
Scheduled Vehicle and Equipment Replacements VR-11000 $ 175,000 Vehicle Replacement Fund Replacement of vehicle #8790- Utilities rodding
truck
TOTAL VEHICLE REPLACEMENT FUND CIP MID-
YEAR ADJUSTMENTS
275,000$
TRANSFERS/REDUCTION IN
APPROPRIATIONS/TO CLOSE PROJECTS
New Phone System TE-00021 (174,285)$ Technology Fund and
various Enterprise Funds
To close project and transfer appropriation to TE-
00010 (Telephone System Replacement)
Telephone System Replacement TE-00010 174,285$ Technology Fund and
various Enterprise Funds
Transfer from TE-00021 (New Phone System)
Enterprise Backup Solution TE-01006 (68,626)$ Technology Fund and
various Enterprise Funds
To close project and transfer appropriation to TE-
01012 (IT Disaster Recovery)
IT Disaster Recovery TE-01012 68,626$ Technology Fund and
various Enterprise Funds
Transfer from TE-01006 (Enterprise Backup
Solution)
Library Technology Plan TE-08000 (18,766)$ Technology Fund and
various Enterprise Funds
To close project and return balance to reserves
Electronic Patient Care TE-08002 (35,055)$ Technology Fund and
various Enterprise Funds
To close project and return balance to reserves
TOTAL TECHNOLOGY FUND CIP MID-YEAR
ADJUSTMENTS
(53,821)$
VEHICLE REPLACEMENT FUND
TECHNOLOGY FUND
STORM DRAINAGE FUND
Page 3 of 3 4/8/2012
City of Palo Alto Capital Budget FY 2012
PO-12001Curb and Gutter Repairs
ALMA STREET/UNIVERSITY AVENUE BRIDGE
GUARDRAIL REPAIR (PE-12009)- NEW
CIP FACTS:
• New
• Project Status: Design
• Timeline: FY 2012
• Managing Department: Public Works
• Comprehensive Plan: None
• Potential Board/Commission Review: none
IMPACT ANALYSIS:
• Environmental: Exempt from CEQA under Sec-
tion 15302.
• Design Elements: The replacment guardrail will
match the appearance and functionality of the
existing guardrail.
• Operating: None
Description: This project will repair a portion of the guardrail on the
Alma street/University Avenue bridge that was damaged during a
vehicular accident at the site in early 2011. The replacement guardrail
will match the appearance and functionality of the existing guardrail.
Justification: The guardrail must be replaced for public health and
safety reasons in order to prevent vehicles from falling off the roadway
down a vertical drop-off onto a street and sidewalk area below.
Supplemental Information: A structural engineering consultant is
currently designing the guardrail repairs to ensure that the
replacement guardrail will restore the level of protection provided by
the original installation.
FUTURE FINANCIAL REQUIREMENTS
FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 Total Funding
Pre-Design Costs
Design Costs
Construction Costs $110,000 $110,000
Other
Total Budget Request $110,000 $110,000
Revenues:
Source of Funds:Infrastructure Reserve
Exhibit B-1
City of Palo Alto Capital Budget FY 2012
VR-15000Scheduled Vehicle and Equipment Replacements
EVALUATION AND REPLACEMENT OF IN-GROUND
VEHICLE LIFTS AT THE MUNICIPAL SERVICES
CENTER (VR-12001)/&8
FUTURE FINANCIAL REQUIREMENTS
FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 Total Funding
Pre-Design Costs
Design Costs
Construction Costs
Other $50,000 $350,000 $400,000
Total Budget Request $50,000 $350,000 $400,000
Revenues:
Source of Funds:Vehicle Replacement Fund
CIP FACTS:
• New
• Project Status: Other
• Timeline: FY 201-201
• Overall Project Completion: 0%
• Percent Spent: 0.00%
• Managing Department: Public Works
• Comprehensive Plan: Policy N-26, Program N-41
• Potential Board/Commission Review: None
IMPACT ANALYSIS:
• Environmental: This project is categorically
exempt from CEQA under section 15301.
• Design Elements: None
• Operating: This project XJMMHFOFSBUF POHPJOH
NBJOUFnance costs.
• Telecommunications: None
Description: This project will involve the evaluation and possible
replacement of seven (7) in-ground vehicle lifts at the Municipal
Services Center (MSC) Vehicle Maintenance Facility.
Justification: The seven in-ground vehicle lifts at the MSC Vehicle
Maintenance Facility are between 25 and 35 years old. Major
components such as the lift cylinders and in-ground oil piping are
beginning to deteriorate. in addition, the pits in which the lift
mechanisms are located are cracking, which is allowing a large amount
of groundwater infiltration. The groundwater is being contamination
with oil from the leaking hoists which must be processed as hazardous
waste.
Supplemental Information: This project will be conducted in two
phases. In the first phase, staff will contract with a vehicle maintenance
facility design firm to evaluate our vehicle lift requirements. The
design firm will work with staff to determine if the existing lifts can be
overhauled and restored to efficient and environmentally sound
operation, or if they should be replaced. If a determination is made
that the lifts should be replaced, the design firm will make
reommendations regarding appropriate replacements. Vehicle lifting
technology has improved greatly since the original hoists were
installed. If the lifts were replaced, they could be replaced by electric
versions which would pose no potential for environmental
contamination. The second phase of this project would involve the
demolition of the existing lifts, and the purchase and installation of
new lifts.
PRIOR YEARS
PY Budget $0
PY Actuals as of 12/31/2010 0
Exhibit B-2
Attachment A, Exhibit 3
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
GENERAL FUND
City Manager
Administrative Assistant 1.00 1.00 ‐ 1.00
Administrative Associate I 1.50 0.50 ‐ 0.50
Administrative Associate II ‐ ‐ ‐ ‐
Administrative Associate III ‐ 1.00 ‐ 1.00
Management Analyst (1)0.50 0.50 (0.50) ‐
Assistant City Manager/Chief Operating Officer 1.00 1.00 ‐ 1.00
Assistant to City Manager 1.50 1.55 ‐ 1.55
City Manager 1.00 1.00 ‐ 1.00
Communications Manager 1.00 1.00 ‐ 1.00
Deputy City Manager 0.50 0.50 ‐ 0.50
Executive Assistant to the City Manager 1.00 1.00 ‐ 1.00
Manager, Communications ‐ ‐ ‐ ‐
Manager, Economic Devlpmt & Redevlpmt ‐ 1.00 ‐ 1.00
Senior Management Analyst ‐ ‐ ‐ ‐
Total City Manager 9.00 10.05 (0.50) 9.55
Footnote:
(1) Reallocate 0.50 FTE Management Analyst from City Manager's Office to Technology Fund
Administrative Services Department
Accountant 2.00 2.00 ‐ 2.00
Accounting Specialist 7.00 7.00 ‐ 7.00
Accounting Specialist ‐ Lead 5.00 5.00 ‐ 5.00
Administrative Assistant (4)0.93 0.93 0.07 1.00
Administrative Associate III ‐ 1.00 ‐ 1.00
Assistant Director, Administrative Services (5)0.60 1.50 0.10 1.60
Assistant Storekeeper ‐ ‐ ‐ ‐
Business Analyst ‐ ‐ ‐ ‐
Buyer 1.95 1.95 ‐ 1.95
Director, Office of Management and Budget (1)‐ 1.00 ‐ 1.00
Contracts Administrator 1.40 1.40 ‐ 1.40
Deputy Director, Administrative Services 0.80 ‐ ‐ ‐
Director, ASD/Chief Financial Officer (6)0.50 0.50 0.15 0.65
Table of Organization
Page 1 of 11 4/8/2012
Attachment A, Exhibit 3
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Graphic Designer 1.00 ‐ ‐ ‐
Manager, Accounting 1.00 1.00 ‐ 1.00
Manager, Budget 1.00 ‐ ‐ ‐
Manager, Purchasing/Contract Administrator 1.00 1.00 ‐ 1.00
Manager, Real Property 1.00 1.00 ‐ 1.00
Payroll Analyst 2.00 2.00 ‐ 2.00
Principal Financial Analyst (2)‐ 1.00 ‐ 1.00
Real Property Analyst ‐ ‐ ‐ ‐
Real Property Agent ‐ ‐ ‐ ‐
Senior Accountant 3.00 3.00 ‐ 3.00
Senior Business Analyst ‐ ‐ ‐ ‐
Senior Financial Analyst (3)5.81 4.91 1.00 5.91
Senior Buyer ‐ ‐ ‐ ‐
Staff Secretary ‐ ‐ ‐ ‐
Storekeeper ‐ ‐ ‐ ‐
Storekeeper ‐ Lead 1.00 1.00 ‐ 1.00
Warehouse Supervisor 0.50 0.50 ‐ 0.50
Total Administrative Services 37.49 37.69 1.32 39.01
Footnote:
(1) Title change from Chief Budget Officer to Director, Office of Management and Budget
(2) Title change from Budget Officer to Principal Financial Analyst
(3) Add 1.00 FTE Senior Financial Analyst
(4) Reallocate 0.07 FTE Administrative Assistant from Information Technology Fund
(5) Reallocate 0.10 FTE Assistant Director, Administrative Services from Technology Fund
(6) Reallocate 0.15 FTE Director, Administrative Services from Technology Fund
Community Services Department
Administrative Assistant 1.00 1.00 ‐ 1.00
Administrative Associate I ‐ ‐ ‐ ‐
Administrative Associate III 0.75 0.75 ‐ 0.75
Administrator Special Events ‐ ‐ ‐ ‐
Arts and Culture Division Manager 1.00 1.00 ‐ 1.00
Assistant Director CSD (1)‐ ‐ 1.00 1.00
Building Serviceperson 2.00 2.00 ‐ 2.00
Building Serviceperson ‐ Lead 2.00 2.00 ‐ 2.00
Page 2 of 11 4/8/2012
Attachment A, Exhibit 3
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Community Services Senior Program Manager 1.00 1.00 ‐ 1.00
Community Services Superintendent 1.00 1.00 ‐ 1.00
Coordinator, Child Care ‐ ‐ ‐ ‐
Coordinator, Recreation Programs 4.50 4.00 ‐ 4.00
Cubberley Center and Human Svc Div Mgr ‐ ‐ ‐ ‐
Director, Community Services 1.00 1.00 ‐ 1.00
Division Manager, Golf & Parks ‐ ‐ ‐ ‐
Division Manager, Recreation & Golf 1.00 1.00 ‐ 1.00
Division Manager, Rec and Youth Sciences ‐ ‐ ‐ ‐
Golf Course Equipment Mechanic ‐ ‐ ‐ ‐
Golf Course Maintenance Person ‐ ‐ ‐ ‐
Inspector, Field Services 2.00 2.00 ‐ 2.00
Jr. Museum & Zoo Lead Educator 2.25 2.25 ‐ 2.25
Jr. Museum & Zoo Lead Instructor ‐ ‐ ‐ ‐
Management Assistant 1.00 1.00 ‐ 1.00
Manager, Arts (1)2.00 2.00 (1.00) 1.00
Open Space and Parks Division Manager 1.00 1.00 ‐ 1.00
Park Maintenance Lead 1.00 1.00 ‐ 1.00
Park Maintenance Person 6.00 6.00 ‐ 6.00
Park Ranger 5.00 5.00 ‐ 5.00
Parks and Open Space Assistant ‐ ‐ ‐ ‐
Parks Crew ‐ Lead 2.00 2.00 ‐ 2.00
Producer Arts/Science Programs 12.00 12.00 ‐ 12.00
Program Assistant I 7.50 7.50 ‐ 7.50
Program Assistant II 3.00 3.00 ‐ 3.00
Senior Management Analyst 1.00 1.00 ‐ 1.00
Senior Ranger ‐ ‐ ‐ ‐
Sprinkler System Repairer 4.00 4.00 ‐ 4.00
Superintendent, Parks 1.00 1.00 ‐ 1.00
Supervisor, Open Space 2.00 2.00 ‐ 2.00
Supervisor, Parks 1.00 1.00 ‐ 1.00
Supervisor, Recreation Program 4.00 4.00 ‐ 4.00
Theater Specialist 1.00 1.00 ‐ 1.00
Volunteer Coordinator 0.50 0.50 ‐ 0.50
Total Community Services 74.50 74.00 ‐ 74.00
Page 3 of 11 4/8/2012
Attachment A, Exhibit 3
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Footnote:
(1) Reclass 1.00 FTE Manager, Arts to Assistant Director CSD
Planning and Community Environment Department
Administrative Assistant 1.00 1.00 ‐ 1.00
Administrative Associate I 1.00 1.50 ‐ 1.50
Administrative Associate II 3.80 3.80 ‐ 3.80
Administrative Associate III 1.00 1.00 ‐ 1.00
Administrator, Planning & Comm Envir 1.00 1.00 ‐ 1.00
Assistant Building Official 1.00 1.00 ‐ 1.00
Assistant Director, Planning & Comm Envir ‐ 1.00 ‐ 1.00
Assistant Engineer ‐ ‐ ‐ ‐
Assistant to City Manager 0.05 ‐ ‐ ‐
Associate Engineer 1.00 1.00 ‐ 1.00
Building Inspector 4.00 4.00 ‐ 4.00
Building Inspector Specialist 1.00 1.00 ‐ 1.00
Building/Planning Technician 2.00 2.00 ‐ 2.00
Chief Building Official 1.00 1.00 ‐ 1.00
Chief Planning and Transportation Official 1.00 ‐ ‐ ‐
Chief Transportation Officer ‐ ‐ ‐ ‐
Chief Transportation Official 1.00 1.00 ‐ 1.00
City Traffic Engineer ‐ ‐ ‐ ‐
Code Enforcement Officer 2.00 2.00 ‐ 2.00
Coordinator, Transp Sys Mgmt 0.50 0.50 ‐ 0.50
Deputy City Manager 0.50 0.50 ‐ 0.50
Development Center Manager (1)‐ ‐ 1.00 1.00
Development Center Project Coordinator III (4)‐ ‐ 3.00 3.00
Development Services Director (2)‐ ‐ 1.00 1.00
Director, Planning and Comm Envir 1.00 1.00 ‐ 1.00
Engineer 1.00 1.00 ‐ 1.00
Engineering Technician II 1.00 1.00 ‐ 1.00
Manager, Economic Resources ‐ ‐ ‐ ‐
Manager, Economic Devlpmt & Redevlpmt 1.00 ‐ ‐ ‐
Manager, Planning 2.00 2.00 ‐ 2.00
Managing Arborist ‐ ‐ ‐ ‐
Permit Specialist ‐ ‐ ‐ ‐
Planner 5.75 5.75 ‐ 5.75
Page 4 of 11 4/8/2012
Attachment A, Exhibit 3
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Plan Checking Engineer 2.00 2.00 ‐ 2.00
Plans Examiner (3)‐ ‐ 1.00 1.00
Planning Arborist 1.00 ‐ ‐ ‐
Project Engineer 1.00 1.00 ‐ 1.00
Senior Planner 5.00 5.00 ‐ 5.00
Supervisor, Building Inspection 1.00 1.00 ‐ 1.00
Transportation Manager ‐ ‐ ‐ ‐
Transportation Project Manager ‐ ‐ ‐ ‐
Total Planning and Community Environment 44.60 43.05 6.00 49.05
Footnote:
(1) Add 1.00 FTE Development Center Manager
(2) Add 1.00 FTE Development Services Director
(3) Add 1.00 FTE Plans Examiner
(4) Add 3.00 FTE Development Project Coordinator III
Public Works Department
Accountant 0.02 0.02 ‐ 0.02
Accounting Specialist 0.04 0.04 ‐ 0.04
Administrative Assistant 1.00 1.00 ‐ 1.00
Administrative Associate I 1.70 0.70 ‐ 0.70
Administrative Associate II (1)1.80 1.80 1.05 2.85
Administrative Associate III ‐ ‐ ‐ ‐
Assistant Director Public Works (5)1.10 1.10 0.20 1.30
Associate Engineer 0.10 0.10 ‐ 0.10
Building Serviceperson 1.00 1.00 ‐ 1.00
Building Serviceperson ‐ Lead 2.00 2.00 ‐ 2.00
Coordinator, Public Works Projects ‐ ‐ ‐ ‐
Deputy Director, Public Works Operations ‐ ‐ ‐ ‐
Director, Public Works/City Engineer 1.00 1.00 ‐ 1.00
Electrician 1.00 1.00 ‐ 1.00
Engineer 0.30 0.30 ‐ 0.30
Engineering Technician III 3.30 3.30 ‐ 3.30
Equipment Operator 3.46 3.46 ‐ 3.46
Equipment Parts Technician ‐ ‐ ‐ ‐
Page 5 of 11 4/8/2012
Attachment A, Exhibit 3
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Facilities Assistant ‐ ‐ ‐ ‐
Facilities Carpenter 1.00 1.00 ‐ 1.00
Facilities Electrician ‐ ‐ ‐ ‐
Facilities Maintenance ‐ Lead 2.00 2.00 ‐ 2.00
Facilities Mechanic 6.00 6.00 ‐ 6.00
Facilities Painter 2.00 2.00 ‐ 2.00
Heavy Equipment Operator 1.90 1.90 ‐ 1.90
Heavy Equipment Operator ‐ Lead 0.85 0.85 ‐ 0.85
Inspector, Field Services 1.00 1.00 ‐ 1.00
Instrument Electrician ‐ ‐ ‐ ‐
Management Analyst (2)‐ 0.55 (0.15) 0.40
Manager, Facilities Maintenance 0.80 ‐ ‐ ‐
Manager, Maintenance Operations 0.12 1.72 ‐ 1.72
Managing Arborist 1.00 ‐ ‐ ‐
Planning Arborist ‐ 1.00 ‐ 1.00
Project Engineer 0.20 0.20 ‐ 0.20
Project Manager 1.75 0.75 ‐ 0.75
Senior Accountant 0.02 0.02 ‐ 0.02
Senior Engineer (3)0.20 0.20 0.90 1.10
Senior Financial Analyst 0.16 0.16 ‐ 0.16
Senior Management Analyst 0.90 0.90 ‐ 0.90
Senior Project Manager (4)1.00 1.00 (0.90) 0.10
Superintendent, Public Works Operations 0.60 ‐ ‐ ‐
Supervising Project Engineer ‐ ‐ ‐ ‐
Supervisor, Building Services ‐ ‐ ‐ ‐
Supervisor, Facilities Management 1.95 ‐ ‐ ‐
Supervisor, Inspec/Surveying, Public Works 0.80 0.80 ‐ 0.80
Surveying Assistant 0.78 0.78 ‐ 0.78
Surveyor, Public Works 0.78 0.78 ‐ 0.78
Traffic Control Maintainer ‐ Lead 1.00 1.00 ‐ 1.00
Traffic Control Maintenance I 1.94 1.94 ‐ 1.94
Traffic Control Maintenance II 2.00 2.00 ‐ 2.00
Tree Maintenance Assistant ‐ ‐ ‐ ‐
Tree Maintenance Specialist 2.00 2.00 ‐ 2.00
Tree Trimmer/Line Clearer 7.00 7.00 ‐ 7.00
Tree Trimmer/Line Clearer Assistant ‐ ‐ ‐ ‐
Tree Trimmer/Line Clearer ‐ Lead 1.00 1.00 ‐ 1.00
Page 6 of 11 4/8/2012
Attachment A, Exhibit 3
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Urban Forester ‐ 1.00 ‐ 1.00
Total Public Works 58.57 56.37 1.10 57.47
Footnote:
(2) Reallocate 0.15 FTE Management Analyst to Vehicle Replacement Fund
(3) Reallocate 0.90 FTE Senior Engineer from Capital Fund
(4) Reallocate 0.90 Senior Project Manager to Capital Fund
(5) Reallocate 0.20 FTE Assistant Director Public Works from Enterprise Funds ‐ Public Works
ENTERPRISE FUNDS
Public Works Department
Refuse, Storm Drainage and Wastewater Treatment
Accountant 0.23 0.23 ‐ 0.23
Accounting Specialist 0.46 0.46 ‐ 0.46
Administrative Associate II (1)3.20 3.20 (1.05) 2.15
Administrator, Refuse 1.00 1.00 ‐ 1.00
Assistant Director, Public Works (2), (3)0.75 0.75 (0.45) 0.30
Assistant Director, Environmental Services ‐ 1.00 ‐ 1.00
Assistant Plant Manager ‐ 1.00 ‐ 1.00
Assistant to City Manager 0.10 0.10 ‐ 0.10
Asst Manager, Water Quality Control Plant 1.00 1.00 ‐ 1.00
Associate Engineer 3.30 3.30 ‐ 3.30
Associate Planner 1.00 1.00 ‐ 1.00
Business Analyst 1.13 0.13 ‐ 0.13
Buyer 1.00 1.00 ‐ 1.00
Chemist 3.00 3.00 ‐ 3.00
Coordinator Environmental Protection ‐ ‐ ‐ ‐
Coordinator, PW Projects ‐ 1.00 ‐ 1.00
Coordinator Recycling ‐ ‐ ‐ ‐
Coordinator Zero Waste 2.00 2.00 ‐ 2.00
Deputy Fire Chief/Fire Marshal 0.08 0.08 ‐ 0.08
Electrician 3.00 3.00 ‐ 3.00
Electrician ‐ Lead 2.00 2.00 ‐ 2.00
(1) Reallocate 1.05 FTE Administrative Associate II from Enterprise Fund ‐ Public Works ‐ 0.05 FTE from Storm Drainage Fund
and 1.0 FTE from Refuse Fund
Page 7 of 11 4/8/2012
Attachment A, Exhibit 3
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Engineer 1.00 1.00 ‐ 1.00
Engineering Technician I ‐ ‐ ‐ ‐
Engineering Technician III 1.40 1.40 ‐ 1.40
Environmental Specialist 2.00 2.00 ‐ 2.00
Equipment Operator 0.54 0.54 ‐ 0.54
Executive Assistant 2.00 ‐ ‐ ‐
Hazardous Materials Inspector 0.04 0.04 ‐ 0.04
Hazardous Materials Specialist ‐ ‐ ‐ ‐
Heavy Equipment Operator 5.90 5.90 ‐ 5.90
Heavy Equipment Operator ‐ Lead 3.15 3.15 ‐ 3.15
Industrial Waste Assistant Inspector 1.00 1.00 ‐ 1.00
Industrial Waste Inspector 1.00 1.00 ‐ 1.00
Industrial Waste Investigator 2.00 2.00 ‐ 2.00
Laboratory Tech, Water Quality Control Plant 2.50 2.50 ‐ 2.50
Landfill Technician 1.00 ‐ ‐ ‐
Maintenance Mechanic 7.00 7.00 ‐ 7.00
Management Analyst (4)‐ 1.20 (0.05) 1.15
Manager, Environmental Compliance 1.00 ‐ ‐ ‐
Manager, Environmental Control Program 3.00 3.00 ‐ 3.00
Manager, Laboratory Services 1.00 1.00 ‐ 1.00
Manager, Maintenance Operations 1.38 1.38 ‐ 1.38
Manager, Solid Waste 1.00 1.00 ‐ 1.00
Manager, Water Quality Control Plant 1.00 1.00 ‐ 1.00
Program Assistant I 2.00 2.00 ‐ 2.00
Program Assistant II 1.00 1.00 ‐ 1.00
Program Analyst ‐ ‐ ‐ ‐
Project Engineer 2.00 2.00 ‐ 2.00
Refuse Disposal Attendant 4.00 4.00 ‐ 4.00
Senior Accountant 0.23 0.23 ‐ 0.23
Senior Chemist 1.00 1.00 ‐ 1.00
Senior Engineer 2.75 2.25 ‐ 2.25
Senior Financial Analyst 0.16 0.16 ‐ 0.16
Senior Industrial Waste Inspector ‐ ‐ ‐ ‐
Senior Management Analyst 0.10 0.10 ‐ 0.10
Senior Mechanic, Water Quality Control 1.00 1.00 ‐ 1.00
Senior Operator, Water Quality Control 6.00 6.00 ‐ 6.00
Senior Technologist 0.13 1.13 ‐ 1.13
Page 8 of 11 4/8/2012
Attachment A, Exhibit 3
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Storekeeper 1.00 1.00 ‐ 1.00
Street Maintenance Assistant 2.00 2.00 ‐ 2.00
Street Sweeper Operator 7.00 7.00 ‐ 7.00
Street Sweeper Operator ‐ Lead ‐ ‐ ‐ ‐
Superintendent, Public Works Operations 0.20 ‐ ‐ ‐
Supervisor, Public Works 1.00 1.00 ‐ 1.00
Supervisor, Water Quality Control Operations 5.00 3.00 ‐ 3.00
Surveying Assistant 0.11 0.11 ‐ 0.11
Surveyor, Public Works 0.11 0.11 ‐ 0.11
Technologist ‐ ‐ ‐ ‐
Traffic Control Maintenance I 0.06 0.06 ‐ 0.06
Truck Driver ‐ ‐ ‐ ‐
Water Quality Control Plant Operator I ‐ ‐ ‐ ‐
Water Quality Control Plant Operator II 16.00 17.00 ‐ 17.00
Water Quality Control Plant Operator Trainee ‐ ‐ ‐ ‐
Watershed Protection Mgr ‐ 1.00 ‐ 1.00
Total Public Works ‐ Enterprise 115.01 114.51 (1.55) 112.96
Footnote:
(4) Reallocate 0.05 FTE Management Analyst from Storm Drainage Fund to Vehicle Replacement Fund
OTHER FUNDS
Vehicle Replacement Fund
Administrative Associate III 1.00 1.00 ‐ 1.00
Assistant Director, Public Works (1)‐ ‐ 0.25 0.25
Assistant Fleet Manager 1.00 1.00 ‐ 1.00
Equipment Maintenance Service Person 2.00 2.00 ‐ 2.00
Fleet Manager 1.00 1.00 ‐ 1.00
Fleet Services Coordinator 2.00 2.00 ‐ 2.00
Management Analyst (2)‐ ‐ 0.25 0.25
Mobile Service Technician 1.00 1.00 ‐ 1.00
(1) Reallocate 1.05 FTE Administrative Associate II from Storm Drainage Fund (0.05 FTE) and Refuse Fund (1.0 FTE) to the
General Fund.
(2) Reallocate 0.5 FTE Assistant Director Public Works from Refuse Fund to Vehicle Replacement Fund (0.25) and to the
General Fund (0.2 FTE)
(3) Reallocate 0.05 FTE Assistant Director Public Works from Refuse Fund to Storm Drainage Fund. Nets with Note (2) above.
Page 9 of 11 4/8/2012
Attachment A, Exhibit 3
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Motor Equipment Mechanic I ‐ ‐ ‐ ‐
Motor Equipment Mechanic II 7.00 7.00 ‐ 7.00
Motor Equipment Mechanic ‐ Lead ‐ ‐ ‐ ‐
Project Engineer ‐ ‐ ‐ ‐
Senior Engineer ‐ ‐ ‐ ‐
Senior Financial Analyst 0.08 0.08 ‐ 0.08
Senior Fleet Services Coordinator 1.00 1.00 ‐ 1.00
Total Vehicle Replacement 16.08 16.08 0.50 16.58
Footnote:
(1) Reallocate 0.25 FTE Assistant Director Public Works from Enterprise Funds ‐ Public Works
Capital
Administrative Associate I 0.80 0.80 ‐ 0.80
Administrative Associate III 1.00 1.00 ‐ 1.00
Assistant Director, Public Works 0.15 0.15 0.15
Associate Engineer 0.60 0.60 ‐ 0.60
Cement Finisher 3.00 3.00 ‐ 3.00
Cement Finisher ‐ Lead 1.00 1.00 ‐ 1.00
Contracts Administrator 0.60 0.60 ‐ 0.60
Engineer 2.70 2.70 ‐ 2.70
Engineering Technician III 2.30 2.30 ‐ 2.30
Heavy Equipment Operator 0.20 0.20 ‐ 0.20
Management Analyst (1)1.00 1.25 (0.05) 1.20
Manager, Facilities Maintenance 0.20 ‐ ‐ ‐
Manager, Maintenance Operations 0.50 0.90 ‐ 0.90
Landscape Architect Park Planner 1.00 1.00 ‐ 1.00
Program Assistant I 1.00 1.00 ‐ 1.00
Project Engineer 3.80 3.80 ‐ 3.80
Project Manager 0.50 0.50 ‐ 0.50
Senior Engineer (3)2.05 2.55 (0.90) 1.65
Senior Financial Analyst 0.60 0.60 ‐ 0.60
Senior Project Manager (2)‐ ‐ 0.90 0.90
Superintendent, Public Works Operations 0.20 ‐ ‐ ‐
(2) Reallocate 0.25 FTE Management Analyst from General Fund (0.15 FTE), Storm Drainage Fund (0.05 FTE) and Capital (0.05
FTE)
Page 10 of 11 4/8/2012
Attachment A, Exhibit 3
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Supervisor, Facilities Management 0.05 ‐ ‐ ‐
Supervisor, Inspection/Surv Public Works 0.20 0.20 ‐ 0.20
Surveying Assistant 0.11 0.11 ‐ 0.11
Surveyor, Public Works 0.11 0.11 ‐ 0.11
Total Capital 23.67 24.37 (0.05) 24.32
Footnote:
(1) Reallocate 0.05 FTE Management Analyst to Vehicle Replacement Fund
(2) Reallocate 0.9 FTE Senior Project Manager from General Fund
(3) Reallocate 0.9 FTE Senior Engineer to General Fund
Technology
Administrative Assistant (1)0.07 1.07 (0.07) 1.00
Administrative Associate II 1.00 ‐ ‐ ‐
Administrative Associate III 0.04 ‐ ‐ ‐
Assistant Director, Administrative Services (2)0.40 0.40 (0.10) 0.30
Business Analyst 0.90 1.00 ‐ 1.00
Dir of Information Technology/Chief Info Officer 1.00 1.00 ‐ 1.00
Desktop Technician 5.00 5.00 ‐ 5.00
Director, Administrative Services (3)0.35 0.35 (0.15) 0.20
Management Analyst (4)‐ 0.50 0.50 1.00
Manager, Information Technology 3.00 3.00 ‐ 3.00
Information Technology Security Manager (5)‐ ‐ 1.00 1.00
Senior Business Analyst 1.80 2.00 ‐ 2.00
Senior Technologist 13.00 13.00 ‐ 13.00
Senior Financial Analyst 0.09 0.09 ‐ 0.09
Technologist 4.00 3.00 ‐ 3.00
Total Technology 30.65 30.41 1.18 31.59
Footnote:
(1) Reallocate 0.07 FTE Administrative Assistant from Information Technology Fund to General Fund‐ASD
(2) Reallocate 0.10 FTE Assistant Director, Administrative Services from Technology Fund to General Fund‐ASD
(3) Reallocate 0.15 FTE Director, Administrative Services from Technology Fund to General Fund‐ASD
(4) Reallocate 0.5 FTE Management Analyst from General Fund‐City Manager's Office
(5) Add 1.0 FTE Security Manager
Page 11 of 11 4/8/2012
Attachment B
** NOT YET APPROVED **
1
Resolution No. ______
Resolution of the Council of the City of Palo Alto
Amending the 2010-2011 Compensation Plan for
Management and Professional Adopted by
Resolution No. 9156 to Change the Titles of Four Positions
and to Add One New Position
The Council of the City of Palo Alto does RESOLVE as follows:
SECTION 1. Pursuant to the provisions of Section 12 of Article III of the
Charter of the City of Palo Alto, the 2010-2011 Compensation Plan for Management and
Professional Personnel, adopted by Resolution No. 9156, is hereby amended to change the titles
of four positions and add one new position, as set forth in Exhibit “A”, attached hereto and
incorporated herein by reference, effective with the pay period including February 28, 2012.
SECTION 2. The Director of Administrative Services is authorized to
implement the amended Compensation Plan as set forth in Section 1.
SECTION 3. The Council finds that this is not a project under the California
Environmental Quality Act and, therefore, no environmental impact assessment is necessary. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: ___________________________ ______________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: ___________________________ ______________________________ Sr. Deputy City Attorney City Manager _____________________________ Director of Administrative Services ____________________________ Director of Human Resources
Attachment B
** NOT YET APPROVED **
2
EXHIBIT A
Management/Professional Compensation Plan Changes – Effective February 28, 2012
Job
Code
Classification Title Grade
Code
Control
Point
Approx.
Annual
Hourly
49
Director, Office of Management and
Budget
(title and compensation change from Chief Budget
Officer)
TBD 12,624 151,488 72.83
2003 Principal Financial Analyst
(title change from Budget Officer) 35 8,989 107,869 51.86
126 Assistant Director, Community Services
(title change from Arts & Culture Division Manager) TBD 12,112 145,350 69.88
107
Assistant City Manager / Chief Operating
Officer
(title change from Assistant City Manager / Chief
Operations Officer)
14 16,619 199,430 95.88
TBD Information Technology Security Manager
(new position) TBD 10,348 124,176 59.70
City of Palo Alto (ID # 2371)
Finance Committee Staff Report
Report Type: Meeting Date: 2/28/2012
February 28, 2012 Page 1 of 37
(ID # 2371)
Summary Title: FY 2012 Midyer BAO
Title: Finance Committee Recommendation Regarding Adoption of Budget
Amendment Ordinance Amending the Budget for Fiscal Year 2012 to Adjust
Budgeted Revenues and Expenditures in Accordance with the
Recommendations in the Midyear Report
From: City Manager
Lead Department: Administrative Services
Recommendation
Staff recommends the Finance Committee recommend to the City Council
adoption of:
1)Budget Amendment Ordinance (BAO) (Attachment 1) which includes:
a)Proposed midyear adjustments to the Fiscal Year 2012 Budget for the
General Fund, Enterprise Funds, Special Revenue Funds, Internal Service
Funds, and Capital Improvement Projects Fund (Exhibit A)
b)Fiscal Year 2012 Midyear CIP Adjustments (Exhibit B)
c)Amendments to the Fiscal Year 2012 Table of Organization (Exhibit C)
d)Establishment of Special Revenue Fund for Stanford University Medical
Center Development Agreement payments
2)Resolution of the Council of the City of Palo Alto Amending the 2010-2011
Compensation Plan for Management and Professional Adopted by Resolution
No. 9156 to Change the Titles of Four Positions and Add One New Position
(Attachment 6)
The following are attached as informational items; no action is required on these
items:
1)General Fund Capital Improvement Program Project Expenditures for Fiscal
February 28, 2012 Page 2 of 37
(ID # 2371)
Years 2008-2012 (Attachment 2)
2)Fiscal Year 2012 Midyear Capital Improvement Program Projects Status report
(Attachment 3)
3)Continuous Capital Projects Expenditures for Fiscal Years 2008-2012
(Attachment 4)
4)Graph depicting General Fund Transfers to Infrastructure Reserve for Fiscal
Years 2008-2017 (Attachment 5)
5)Police and Fire Departments Overtime Analysis for Fiscal Years 2007 - 2011
with Fiscal Year 2012 Data through January 12, 2012 (Attachment 7)
Executive Summary
The documents attached summarize and outline changes to the City’s Fiscal Year
2012 budget. As revenues and expenditures may vary from the original budget
plan, changes become necessary. These require amendments to department
budgets which Council must review and deny or approve.
Midyear adjustments result in a $2.9 million drawdown from the Budget
Stabilization Reserve (BSR). It reflects midyear revenue increase of $1.7 million
and a $4.8 million increase in expenses. Subsequent to the FY 2012 budget
adoption, Council has approved BAOs totaling $1.4 million from the BSR. The BSR
balance after proposed midyear adjustments will be $27.1 million, or 18.54
percent of adopted expenditures. This falls within the City’s General Fund Reserve
Policy of a minimum of 15 percent and maximum of 20 percent of General Fund
operating expenditures.
Background
This report summarizes changes to the Fiscal Year 2012 Adopted Budget resulting
from financial activity through December 31, 2011. Where possible, budget
changes are held until the midyear report is presented to Council in an effort to
consolidate information and streamline the BAO process. This report is organized
by fund with a primary focus on major changes in the General Fund. Financial
results and midyear changes for the Enterprise, Internal Service, and Special
Revenue Funds are also included in this report. Adjustments, as well as all fund
summaries, are included in Attachment 1, Exhibit A. The Midyear CIP Program
Project Status report (Attachment 3) provides the Finance Committee with
information on the status of the City’s CIP projects as of December 31, 2011.
February 28, 2012 Page 3 of 37
(ID # 2371)
Discussion
Retiree Health Benefits
In January 2012, staff presented to Council an updated retiree medical actuarial
study with valuation dates as of January 1 and June 30, 2011 (CMR #2432). The
actuarial study results are required by Governmental Accounting Standards Board
(GASB) Statement no. 45, Accounting and Financial Reporting by Employers for
Post-Employment Benefits Other Than Pensions.
The updated study results, presented to City Council in January 2012, increases
the City’s retiree medical actuarial required contribution (ARC) to $13.4 million, a
39 percent increase between the 2009 and 2011 actuarial studies. Included in the
revised ARC is an assumed savings of $0.1 million resulting from recent
concessions with the International Fire Fighters Association (IAFF). Details for the
cost increase and actuarial assumptions can be found in CMR’s #2432, #2345, and
#2180.
Citywide, $10.2 million is budgeted in FY 2012 towards the City’s ARC. As a result
of the 2011 study, the midyear budget impact is $3.2 million. The General Fund
budget impact is $2.3 million, or a 32 percent increase. The following chart
depicts the ARC increase by fund type.
General Fund
February 28, 2012 Page 4 of 37
(ID # 2371)
Midyear Financial Report
The second quarter shows positive revenue results for the General Fund. The
discussion under General Fund Revenue provides detail of the $1.7 million of
revenue improvements; a 3.8 percent combined increase in Sales, Property,
Transient Occupancy, and Documentary Transfer Taxes.
Table 1 summarizes major revenue and expenditure adjustments in the General
Fund. Detail for these changes can be found in Attachment 1, Exhibit A.
Table 1: Fiscal Year 2012 Proposed Midyear Adjustments
Proposed Midyear Adjustments
Revenue Increases $1,731
Department Expense Requests $441
Replenish Contingency Account 150
Council Directed or Obligated Expense
San Francisquito Flood Control Study $25
Development Center - 2nd floor rent 125
Retiree Medical ARC 2,330
2,480
Public Safety Concessions
Included in Adopted Budget 3,413
Negotiated Concessions (IAFF)(1,042)
Concessions Not Achieved 2,371
Reduce loan to Refuse Fund (625)
4,817
Midyear Gap (3,085)
Adopted Budget Surplus 144
Proposed Midyear BSR Draw ($2,941)
The General Fund closed FY 2011 with a BSR balance of $31.4 million or 21.4% of
FY 2012 Adopted Budget expenditures (CMR #2285). At midyear, a $1.7 million
revenue improvement is expected, which is offset by a $4.8 million expense
increase. As listed in Table 1, the expense increase includes $0.4 million in
department requests, $0.2 million to replenish contingent accounts, $2.5 million
in Council directed or obligated expense, $2.3 million to bridge the budget offset
February 28, 2012 Page 5 of 37
(ID # 2371)
included in the adopted budget related to unrealized Public Safety concessions,
and a $0.6 million reduction in the loan to the Refuse Fund.
Staff proposes a $2.9 million BSR draw to close the midyear deficit. The main
drivers of the midyear deficit are the $2.3 million increase in retiree medical ARC
and concessions not achieved from the City’s Public Safety labor groups, totaling
$2.4 million. The FY 2012 Adopted Budget included an offset totaling $3.4 million
for Public Safety Concessions to be achieved in Fall 2011. Staff successfully
negotiated $1.04 million in concessions from the International Fire Fighters’
Association (IAFF) (CMR #2191) and has provided the Finance Committee with an
update of the FY 2012 budget in Fall 2011 (CMR #2104). As of midyear, the
remaining balance of Public Safety concessions is $2.4 million and it is highly
unlikely that the Police Officers Association concessions will be achieved by this
fiscal year end.
The net impact of the proposed midyear changes, including staff’s proposed BSR
draw, results in a projected year-end BSR balance of $27.1 million, or 18.54
percent of the FY 2012 Adopted Budget. The graphic below illustrates the midyear
impact of budget increases proposed at midyear.
Had staff achieved the full Public Safety Concessions of $3.4 million and was not
obligated to fund an additional $2.3 million of OPEB retiree medical ARC, the
General Fund would not need to draw from the BSR at midyear. Instead, there
February 28, 2012 Page 6 of 37
(ID # 2371)
would be a midyear contribution of $1.8 million to the BSR, resulting in a $31.7
million BSR balance, or 21.7 percent of the FY 2012 Adopted Budget.
General Fund Revenue
Sales Tax
FY 2012 sales tax revenue is estimated at $21.6 million, an increase of $1.4 million
above the Adopted FY 2012 budget. The increase is due to stronger sales tax
performance in the third calendar year quarter and indications of strong retail
sales in the fourth quarter. Projected target is in line with Sales Tax Consultant’s
estimate.
Property Tax
FY 2012 property tax revenue is projected at $25.9 million, $63 thousand below
the Adopted FY 2012 budget, and represents a $0.3 million or 1.2 percent
increase over FY 2011 actual receipts. Palo Alto Unified School District (PAUSD) is
using a 2% growth assumption for the next five years. The City uses the Santa
Clara of County’s forecast which takes into consideration property tax billings,
assessment appeals resolution, and reassessments due to ownership change
and/or new construction. The FY 2012 midyear decline is attributed to the Santa
Clara of County increasing the property tax collection administrative fee by
approximately 20 percent from the prior year due to costs associated with a new
Tax Collection and Apportionment system. Property tax revenue changes tend to
lag behind those in more economically sensitive revenue sources such as sales
and TOT. The full impact of recent rise in median home-sales in Palo Alto will be
reflected in the FY 2013 property tax revenues.
Transient Occupancy Tax (TOT)
The FY 2012 TOT revenues are projected to reach $8.7 million, an increase of
$0.47 million from the Adopted FY 2012 budget and $0.59 million above FY 2011
revenues. With strong receipts from existing establishments, the TOT rebounded
in FY 2011 after two years of declines, with a 17.8 percent increase over the prior
year’s actual receipts. The first six months of FY 2012 receipts were 22.7 percent
higher than the prior year for the same period.
Utility Users’ Tax (UUT)
UUT revenues are expected to be $10.7 million, $0.18 million or 1.7 percent
below Adopted FY 2012 budget. Utility-generated UUT revenues are 1.4 percent
higher than those in FY 2011, while telephone-generated revenues are expected
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to be 9.5 percent lower. The decline in land lines as well as changes in the billing
practices of the providers is the main driver for the drop in telephone-generated
UUT revenue. Since Federal law prohibits cities from imposing UUT on internet
service and carriers typically bundle service plans, it makes it difficult to segregate
taxable and non-taxable services. In addition, the popularity of data plans and the
introduction of 4G service have resulted in a shift of billing plans. This results in
lower UUT tax on cell phone service.
Documentary Transfer Tax
FY 2012 revenues are projected at $4.8 million, $0.5 million or 11.7 percent above
Adopted FY 2012 budget and $0.4 million or 7.7 percent below FY 2011 revenues.
This revenue source is challenging to forecast accurately, since it is highly
dependent on sales volume and the mix of commercial and residential property
sales. For example, in FY 2011, 17 large transactions, or 1.9 percent of all
transactions, accounted for two-thirds of the $1.5 million growth. The FY 2012
forecast is based on recent revenue trends and the real estate market outlook.
Motor Vehicle Tax, Penalties, and Fines
Vehicle-in-Lieu Fee (VLF) is projected to be $0.2 million lower than the adopted
budget. As part of FY 2012 state budget adoption, Senate Bill 89 eliminated the
allocation of VLF to cities and counties. According to the League of California
Cities, we should expect zero VLF revenue in subsequent years unless there is a
change in the law. The elimination of VLF revenue results in a 7.5 percent
decrease in Other Taxes and Fines.
Charges for Services
Total proposed midyear changes in this category total a net revenue decrease of
$0.2 million. Prior to midyear, revenue in this category was increased $0.9 million
as part of the Development Center Blue Print Process (CMR #2364). This revenue
improvement was offset with additional costs in the Center Development. The
midyear report includes another $0.1 million increases in activity at the Center
Development.
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Midyear changes also include a net $99 thousand revenue decrease in the
Community Services Department due to:
$30 thousand increase in ticket sales revenue
$15 thousand increase due to increased class registrations
$75 thousand decrease in golf green fee revenue
$69 thousand decrease in special event revenue. In previous years, funding
was collected from Children’s Theatre members for special events and
travel. The department section below notes loss of this revenue results in a
budget reduction in the department.
The City is reimbursed for Fire Services provided to Stanford University. Although
the Public Safety Departments (Police and Fire) will be recovering $0.2 million in
FY 2011 year end charges from Stanford, the City expects a $0.3 million decline in
revenue from Stanford due to salary and benefits from International Association
of Fire Fighters (IAFF) concessions (CMR #2191). The net change to Charges for
Services resulting from the Stanford Fire contract is a $0.1 million decrease.
Finally, staff projects an additional $0.1 million in paramedic service fees to align
this year’s budget with historical trends over the previous three fiscal years.
Permits and Licenses
The year-to-date revenue increase in this category is $0.7 million, of which an $80
thousand increase is proposed in the midyear budget.
As noted in the Development Center Blue Print Process staff report (CMR #2364),
a robust level of development activity has resulted in increased Permits and
Licenses revenue. Due to this increased activity, the budget for Permit and License
revenue was increased $0.6 million in December as part of the implementation of
the Development Center Blueprint Process.
In line with increased development activity, staff recommends a midyear revenue
increase of $50 thousand in street cut fees. In addition, the Fire Department
anticipates a $30 thousand revenue improvement for Hazardous Materials
permits.
Return on Investment
As higher yielding maturing investments continue to be reinvested in a historically
low interest rate environment, interest income levels are expected to continue
the declining trend of the past three years. General Fund FY 2012 interest income
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is projected to be $1.0 million, a decline of $0.34 million below the Adopted FY
2012 budget.
From Other Agencies
Staff proposes a $19 thousand revenue increase at midyear. Community Services
received $7 thousand in donations from the Arts Council to support exhibits and
the Library Department received $12 thousand in various grants and donations.
Other Revenue
The City has received various donations to support General Fund programs,
resulting in a midyear increase of $0.2 million. The corresponding budget
augmentations are listed in the department sections below:
Community Services Department
o $30 thousand from the Palo Alto Arts Center Foundation to support
operations of the Center Art
o $8 thousand from the Palo Alto Arts Council to support hourly staff
o $2 thousand in various donations to support community concerts
o $80 thousand from the Friends of the Children’s Theater to support
the Children’s Theatre
o $10 thousand from the School District Unified Palo Alto to support
the Dance in Schools program
Fire Department
o $8 thousand reimbursement from the City of San Mateo for
participation in student Academy Fire Joint. The department is
requesting a budget augmentation as noted in the department
section below.
Police Department
o $44 thousand reimbursement for participation in the Urban Shield
exercise
o $11 thousand reimbursement for hosting the Communications Until
Leader training program
Prior to midyear, the City received a donation from the Palo Alto Library
Foundation. A BAO was approved by Council in December 2011 (CMR #2258). The
donation was for $0.5 million and was used to purchase and process books, DVDs
and other library collection materials for the new Mitchell Park Library.
Operating Transfers In
The General Fund will receive reimbursements from the following funds for
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providing certain services:
Technology Fund: $25 thousand to the Administrative Services Department
for CalCard maintenance and support
University Avenue Parking District: $20 thousand to the Community Service
Department for work with the Downtown Streets Team
General Fund Expense
Overtime Analysis
Administrative Services has used 74 percent of its annual overtime budget,
compared to 33 percent the same time prior year. Overtime usage was driven by
the Accounting and Revenue Collections Divisions, primarily as a result of covering
for staff vacancies, vacations, and extra staff hours needed for the annual external
audit process. Second, the FLSA designation of the Accountant job classification
has moved from exempt to non-exempt, therefore earning overtime pay. The
department will review its overtime budget and assess during the next budget
process.
The Fire Department has used 90 percent of its annual overtime budget,
compared to 113 percent the same time prior year. Currently, there are 28 shift
personnel positions that require backfill ($0.83 million) due to 20 vacancies in the
Fire Department, seven additional employees working temporary assignments
and one employee on disability. As a result of recent negotiations with IAFF, the
department is submitting a proposal to the Policy and Services Committee in
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March to make operational changes that will result in an estimated savings of
$1.8 million in overtime. It is expected that these cost saving changes will take
effect in FY 2013. Part of the proposal is to staff Medic 2 with staff that is not on
overtime and to brown out Engine 2. In addition, the Fire Department has
recently hired seven new employees that will alleviate some of the overtime
created by vacancies.
Additional overtime factors include Medic 1 staffing ($0.11 million), vacation
leave ($0.16 million), and sick leave ($0.08 million). Stanford Football Standby
created 210 hours of overtime, resulting in approximately $15 thousand in
overtime costs. This expense is reimbursed through the Stanford Fire agreement
at a rate of 30.3 percent and reported as department revenue.
The Police Department has used 87 percent of its annual overtime budget,
compared to 75 percent the same time prior year. The main factors contributing
to overtime were staffing shortages due to disability leave, vacancies in patrol and
the 9-1-1 dispatch center, and providing traffic control at numerous special events
(Stanford football and soccer games, Echelon Bike Challenge). The Department
has filled the vacancies in the dispatch center in mid-December. The Department
receives partial reimbursement from Stanford (16 percent) and the Utilities
Department (approximately 8.2 percent) for dispatch services, and from
neighboring cities for animal control and care services. Traffic control services at
Stanford football games and other events are partially offset by reimbursements
from the University and other organizations. Last quarter, under reimbursable
Federal grants from Homeland Security, the Department participated in Urban
Shield ’11, an exercise to assess law enforcement’s ability to effectively manage
large-scale natural and man-made incidents.
The Public Works Department has used 81 percent of its annual overtime budget,
compared to 83 percent the same time the prior year. Overtime decreased from
last year due to a legal determination in the spring removing some employees
from Fair Labor Standards Act (FLSA) non-exempt status, department
reorganization, and the filling of vacant positions. Overtime this fiscal year has
primarily been in the Facilities and Trees work groups during summer months.
Factors affecting overtime costs were: retirements; facilities and tree projects
inaccessible during normal business hours; vacant facilities positions; emergency
tree removal; and, increased projects in the summer, like Pardee Park Eucalyptus
February 28, 2012 Page 12 of 37
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tree removal and Greer Park plantings, scheduled on weekends to include
community participation.
Contingency Accounts
The City Council, City Manager, and City Attorney Offices have contingency
accounts. A non-departmental Innovation Contingency was created in Fiscal Year
2012. The changes and balances in those accounts are discussed below.
City Council Contingency
The midyear report includes a replenishment of $0.13 million to this account
related to expenses for legislative advocacy services for the High Speed Rail.
Council approved a staff report (CMR #2395) in December, 2011 to fund the
contract with the Council Contingency Fund to be replenished at midyear. In
addition, an amount of $2,460 will be charged to the Council Contingency budget
to reimburse the costs of the iPads purchased for Council members. The
summary of changes to the Council Contingency account is shown below:
February 28, 2012 Page 13 of 37
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Table 2: City Council Contingency Account
Date Description Amount
7/1/2011 City Council's Contingency Beg. Balance $250,000
7/1/2011
Human Services Resource Allocation Process
(HSRAP) Admin funds, as directed by Finance
Committee 5/12/11 and adopted by Council
6/20/11.(27,761)
7/1/2011
Funding for RFP for combined Palo Alto Gran
Fondo, Echelon Challenge Relay, and Taste of Palo
Alto event authorized by Council on 5/16/11.
(40,000)
12/19/20
11
Legislative Advocacy Services for High Speed Rail (125,000)
2/22/201
2
iPads for City Council (2,460)
Total Amount Used (195,221)
Midyear reimbursement 125,000
Council Contingency Balance after midyear
reimbursement $179,779
City Manager Contingency
The account had a beginning balance of $0.25 million in FY 2012, and has a
balance of $0.24 million as of this report. Funding has been used for:
$10 thousand to cover a portion of the funding for the RFP for combined
Palo Alto Gran Fondo, Echelon Challenge Relay, and Taste of Palo Alto
event. This was approved by Council on May 16, 2011.
City Attorney Contingency
The account had a beginning balance of $0.125 million in FY 2012, and retains the
same balance as of this report.
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Innovation Contingency
An innovation contingency was created as part of the FY 2012 budget to provide
seed money for developing ideas to improve efficiencies in City services. The
beginning balance of the contingency was $0.1 million. Year-to-date, staff has
used the Innovation Contingency for the following:
$30 thousand for labor negotiations support
$25 thousand for November 2011 election costs which staff is requesting to
replenish at midyear.
Department Budget Adjustments
The General Fund department text refers to details of budget augmentations
included in the midyear report. As previously noted, the General Fund portion of
the retiree medical ARC is $2.3 million which is allocated to the General Fund
departments as follows:
This section describes the augmentations to department budgets recommended
in the midyear report.
City Clerk’s Office
The City Clerk is requesting $12 thousand to cover historical records storage and
minute transcription.
City Manager’s Office
The City Manager’s Office is transferring 0.5 FTE Management Analyst to the IT
February 28, 2012 Page 15 of 37
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Department resulting in a $30 thousand decrease in salaries and benefits.
Administrative Services
The department is requesting a $0.1 million augmentation, of which $25
thousand is reimbursed by the Technology Fund.
$77 thousand for temporary salaries, reclassification of a Chief Budget
Officer to Director, Office of Management and Budget (OMB), addition of
1.0 FTE Senior Financial Analyst for OMB, and reallocation of
administrative support related partial FTE from the Technology Fund to the
General Fund.
$28 thousand for additional funding for two contracts: the Development
Impact Fee Study; and the budget book assembly contract.
$25 thousand for the CalCard replacement project. ASD is now managing
this project; the project was originally budgeted in the Technology Fund.
$4 thousand in technology purchases, including hardware and software, to
support graphic applications to publish various financial and budgetary
documents.
Community Services Department (CSD)
The Community Services Department is requesting a net $0.1 million thousand
budget augmentation. Of this additional expense, $25 thousand is Council
directed, $106 thousand is funded by donations, and $20 thousand is reimbursed
by the Parking District. The department’s proposal includes:
$25 thousand for contract/consulting funding to assist staff in evaluating
financial impacts of the San Francisquito Creek Flood Control Project. This
cost was directed by Council in December 2011 (CMR #2355).
$26 thousand to reclassify 1 FTE Manager, Arts to Assistant Director of CSD;
as a result of a reorganization more administrative duties have been shifted
to this position.
$8 thousand for hourly staff to conduct children’s studio classes. This
additional expense is funded by a donation from the Palo Alto Arts Council
Foundation.
$2 thousand for community funded concerts. Funding for the concerts is
provided by various donations.
$7 thousand for exhibits, funded by donations by the Arts Council
$20 thousand related to work with the Downtown Streets Team. This cost is
reimbursed by University Avenue Parking District Fund.
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$80 thousand augmentation to support the Children’s Theatre. These costs
are fully offset by donations and contribution from the Friends of the
Children’s Theatre.
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$10 thousand augmentation to support the Dance in Schools Program. This
additional cost is offset by donations from the School District Unified Palo
Alto.
$65 thousand reduction in special events and travel due to lack of funding
from participants of the Children’s Theatre.
Fire
Negotiations with IAFF resulted in a $1.04 million savings in salary and benefits
(CMR #2191). As noted in Charges for Services revenue, these savings will reduce
Stanford fire services billing by $0.3 million resulting from reduced salary and
benefit expense. The department proposes the following budget augmentations:
$10 thousand in temporary salary for assistance with fire inspections. This
request is offset by $30 thousand in anticipated Hazardous Material permit
revenue. This results in a net $20 thousand to General Fund.
$8 thousand increase for Joint Fire Academy student materials and supplies
for the Academy Fire Joint. This cost is fully offset by a reimbursement from
the City of San Mateo.
Library
The Library Department is requesting a $19 thousand budget augmentation of
which $12 thousand is reimbursed by grants and donations. The remaining $7
thousand is for the development of department’s strategic plan which is funded
by a State Grant that was received in prior fiscal year.
Planning and Community Environment
The Development Center Blue Print Process Plan (CMR #2364), increased the
department’s budget by $1.2 million. Year-to-date budget augmentations for this
department total $1.4 million, of which $0.16 million is requested at midyear.
$31 thousand to continue the digital image scanning of plans.
$0.13 million for rental costs of the second floor of the Center
Development, as approved by Council in December 2011 (CMR 2389).
Police
The Police Department requests a $55 thousand budget augmentation which is
fully offset by reimbursements by other agencies for Urban Shield exercises ($44
thousand) and Communication Unit Leader training ($11 thousand).
Public Works
Public Works is requesting $0.11 million to cover additional expenses:
February 28, 2012 Page 18 of 37
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$30 thousand for the reallocation of 1.1 FTE from Enterprise Funds to the
General Fund. An analysis of these positions determined that these
positions are properly charged to the General Fund.
$45 thousand for the Canopy contract that has been previously covered by
the Utilities Department. Going forward, Public Works will be covering this
portion of the contract since Utilities department is not receiving any direct
benefit.
$15 thousand to cover expenses for the Infrastructure Blue Ribbon
Commission’s (IBRC) consultant.
$25 thousand for supplies for asphalt and pothole repairs. To improve
conditions and extend the life of streets, Public Works has adopted a
preventive maintenance program by fixing minor street problems before
they become problematic. This results in the need for more materials.
Operating Transfers Out
In FY2012, Council approved a $1.3 million loan from the General Fund to the
Refuse Fund (CMR #1937). Staff proposes a reduction of $625 thousand for this
loan as Refuse Fund is performing financially better than expected.
Enterprise Funds
The Fiscal Year 2012 Midyear Budget Summaries (Attachment 1, Exhibit A)
provide a financial update of the Enterprise Funds at midyear. The details of
changes related to the Enterprise Fund Capital Improvement Program are also
discussed later in this report. City’s Enterprise Funds midyear adjustments are
discussed below.
Electric Fund
Net reserve addition: $7.2 million
OPEB ARC Impact: $0.2 million
Electric commodity purchases are reduced by $6.21 million due to lower than
expected costs and the deferral of $2.85 million to FY 2013 for pre-payment of
interconnection costs related to renewable energy sources.
Electric Fund revenues are projected to be higher by $1.07 million due to surplus
energy revenues. The increase is a result of last year’s heavy rains. Higher river
flows led to more water available for power generation by the City’s hydroelectric
resources. During some months and times of day, because of the additional
February 28, 2012 Page 19 of 37
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power from hydro sources, the City had more power available than was required
to serve its customers, and the excess was sold to other energy providers through
the California Independent System Operator’s day-ahead and real-time markets,
as well as through bilateral contracts with energy marketers.
A $2.0 million amount is added for the Energy Efficiency Financing Program. This
amount was inadvertently not carry forward to FY 2012 budget. Approved by
Council in December, 2009, the Energy Efficiency Financing Program encourages
small commercial customers to install energy efficient equipment.
An additional $0.4 million will be added to CIP project EL-11004 to cover capital
expenditures for the rebuild of the underground electric distribution system in
the Hewlett subdivision along Los Trancos Road. The project was originally
approved for $0.4 million as part of the FY 2011 Capital Budget. The final design
to rebuild the system has come in at a higher cost. The system is now over 40
years old, and the project will configure the system into a loop, requiring a several
hundred foot bore, plus utility switches.
Various capital projects within the Electric Fund are either reduced due to revised
estimates, or are completed and closed (see Attachment 1, Exhibit B). As a result,
$2.86 million is returned to Electric Fund reserves.
Gas Fund
Net reserve addition: $2.5 million
OPEB ARC Impact: $24 thousand
Street cut fee expense for Gas Main Replacement Project 18 is increased by $0.2
million based on revised estimates. This project is scheduled for completion by
the fourth quarter of FY 2012.
Gas commodity purchases are reduced by $1.3 million due to lower than
expected market prices. Gas commodity transmission expenses are increased by
$0.4 million due to higher than anticipated PG&E pipeline safety charges.
Various capital projects within the Gas Fund are either reduced due to revised
estimates, or are completed and closed (see Attachment 1, Exhibit B). As a result,
$1.82 million is returned to Gas Fund reserves.
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Also in the Gas Fund, $8.0 million is moved from the Gas Supply Stabilization
Reserve to the Gas Distribution Stabilization Reserve to align balances with
reserve guidelines. The reserve balances are out of alignment because gas
distribution costs have increased and gas supply costs have decreased, while no
overall rate change has been needed for the last two fiscal years.
Wastewater Collection Fund
Net reserve addition: $2.0 million
OPEB ARC Impact: $21 thousand
Street cut fee expense is decreased by $0.15 million due to delays in wastewater
collection system rehabilitation projects. Various capital projects within the
Wastewater Collection Fund are either reduced due to revised estimates, or are
completed and closed (see Attachment 1, Exhibit B). As a result, $1.85 million is
returned to Wastewater Collection Fund reserves.
Water Fund
Net reserve addition: $5.5 million
OPEB ARC Impact: $25 thousand
Various capital projects within the Water Fund are reduced due to revised
estimates (see Attachment 1, Exhibit B). As a result, $5.5 million is returned to
Water Fund reserves.
Refuse Fund
Net reserve addition: $1.1 million
OPEB ARC Impact: $0.1 million
CIP expense is reduced by $1.2 million due to the closure of landfill site and the
closing of the Recycling in Business Districts CIP. A total net $80 thousand in the
operating budget is due to reimbursable contract increases and reallocation of
FTEs to General Fund.
Storm Drainage Fund
Net reserve reduction: $17 thousand
OPEB ARC Impact: $72 thousand
February 28, 2012 Page 21 of 37
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The Storm Drainage Fund is proposing budget decrease of $72 due to the
reallocation of staff time. Based on a review by Public Works, it was determined
that staff allocations should be updated to correctly reflect the areas in which
staff time is dedicated.
The capital program decreased $55 thousand due to closure of the Alma Street
Storm Drain Improvement Project.
Wastewater Treatment Fund
Net reserve reduction: $0.3 million
OPEB ARC Impact: $0.3 million
There was no other revenue or expense adjustment in midyear.
Airport Fund
Net reserve reduction: $0.18 million
OPEB ARC Impact: $0
Salaries and contract services expense of $0.18 million from FY 2011 are added
back to the FY 2012 budget. This appropriates the remaining balance of the loan
from the General Fund to the Airport Fund, resulting in no impact to the General
Fund. It includes budgeting for contracted legal services and groundwater
monitoring as well as minimal city staff services.
Contract services expense is increased by $75 thousand for an organizational
assessment of the Utilities Department and a $4 thousand decrease retiree OPEB
costs. Expenses within the Utilities Administration Fund are reimbursed by the
Electric, Gas, Water, Wastewater Collection, and Fiber Optics Funds.
Internal Service Funds
Information Technology
Information Technology became a department at the beginning of this fiscal year.
As the year progressed, the department hired a Chief Information Officer and
transitioned out of Administrative Services. The midyear request includes costs
associated with that change and the accumulation of unexpected costs borne by
the department so far this year. These costs of $0.8 million include:
$185 thousand for Salaries and Benefit changes. This sum is derived from
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reduced support needed from Administrative Services, the reallocation of
0.5 FTE from the City Manager’s office back to Information Technology, the
addition of an IT Information Security Manager, and increased budget to
reflect the salary and benefits of the Chief Information Officer.
$0.12 million for additional licensing for Utilities.
$0.4 million for contract services to cover applications purchases,
connectivity projects, maintenance of the MinuteTraq software used for
preparation and review of City Council and Commission reports, and
recruitment costs borne earlier in the year.
$33 thousand for emergency repair of the Universal Power Supply.
$81 thousand to increase internet connectivity at City locations.
Vehicle Replacement Fund
The Vehicle Replacement Fund requests a budget increase of $104 thousand.
Budget adjustments are noted below:
$10 thousand for training on the Asset Works Fleet software application
$25 thousand for increased rental expenses while fleet repair is underway
$0.1 million for various equipment repairs and costs
A reduction of $80 thousand in compressed natural gas charges due to a
reduced fleet
$23 thousand due to reallocation of 0.50 FTE from other funds
$26 thousand increase in retiree OPEB costs
General Benefits Fund
As a result of IAFF concessions, the General Benefits Fund is budget reduced by
$143 thousand at midyear.
Special Revenue Funds
COPS Grants
The Citizens Options for Public Safety (COPS) funding is provided through the
state, and can often be mistaken for the federal grant funding of the same title.
This funding has been in place since 1997 as part of the California State Budget
Act, and is intended to fill the need for additional resources at the local level to
ensure public safety. A percentage of the funds are allocated to counties and
cities, based upon population, for law enforcement services. Funds must
supplement existing services and cannot be used to supplant any existing funds.
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Each county is required to continue the operation of a Supplemental Law
Enforcement Services Fund (SLESF) to receive the State funds and the county’s
Supplemental Law Enforcement Oversight Committee (SLEOC) must approve each
agency’s proposal for the use of the funds. Prior to sending the proposal to the
SLEOC, the bill requires that each city approve the Police Department’s request
for expenditure of funds. Each city is also required to deposit the funds into a
separate SLESF so that these funds are not intermingled with General Fund
dollars. The funds must be expended within two years after receipt. The City of
Palo Alto is currently in compliance with all of these requirements.
In FY 2012, the City has received an allocation of $0.1 million in COPS grant
funding. CMR #2320 outlined the following uses for this funding: property and
evidence room storage improvements, traffic accident reconstruction equipment
and software, replacement two-way crisis communication system, replacement
less lethal launchers, infrared radar binoculars, portable radio transmitter, and
digital cameras. The associated budget adjustments are included in the midyear
report.
University Avenue Downtown Parking District Fund
Transfers out from the fund are requested to reimburse other funds for the
following:
$70 thousand charged to the Refuse Fund for the Downtown Streets Team
contract for downtown debris cleanup
$63 thousand charged to the Refuse Fund for garage steam cleaning
services
$20 thousand to cover costs charged to the Community Services
Department for the Downtown Streets Team counseling services.
Housing in-Lieu Funds
A transfer of $0.6 million is being requested from the Commercial Housing in-Lieu
Fund to the Residential Housing in-Lieu Fund. The transfer will allow Residential
Housing in-Lieu funds to be used to cover an appropriate portion of the Council-
approved $1.5 million loan to 801 Alma Family Housing L.P. for new construction
(CMR #1352). This will free up Residential Housing in-Lieu Fund money to fund
the City’s annual commitment to the Housing Trust Fund of Santa Clara County
and other residential housing activities.
February 28, 2012 Page 24 of 37
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Stanford Development Agreement Special Revenue Fund
In July 2011, Council adopted an ordinance (Number 5124) to approve a
development agreement between the City and Stanford Hospital and Clinics,
Lucile Salter Packard Children’s Hospital at Stanford, and the Board of Trustees of
the University Junior Stanford Leland. The City is required to maintain separate
accounts for each activity related to this agreement. Staff proposes to set-up a
Stanford Development Agreement Special Revenue Fund to account for the
following areas:
Community Health and Safety Program
Climate Change
Fund Operating Deficit
Infrastructure, Sustainable Neighborhoods and Communities, and
Affordable Housing
Intermodal Transit
Opticom Systems
Quarry Road
The special revenue fund will offer a reporting mechanism for activities related to
the use of the dollars as required by the development agreement. A new section
will be added to the FY 2013 budget that will show planned activity and fund
balance.
In FY 2012, $21 million in funding from Stanford was deposited in the General
Fund. The attached BAO (Attachment 1, Exhibit A) includes a transfer of $21
million from the General Fund to the new special revenue fund. Future funding
will be deposited directly into the special revenue fund. Staff will schedule
meetings with Council to obtain policy directions on the use of funds.
Capital Improvement Program
Adjustments to the City’s 2012 Capital Improvement Plan are noted in Exhibit A,
with specific project adjustments described in Exhibit B. All of the 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. It should be noted that the midyear report does
not include any recommendations to implement recommendations proposed by
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the Infrastructure Blue Ribbon Commission (IBRC). Highlights of CIP changes are
as follows:
General Fund
Alma Street/University Avenue Bridge Guardrail Repair - CIP PE-12009
This is a new project with funding of $0.11 million. The purpose of the project is
to repair a portion of the guardrail on the Alma Street/University Avenue bridge
that was damaged during a vehicular accident at University Avenue overpass at
Alma Street. The damage was caused by an intoxicated driver. The replacement
guardrail will match the appearance and functionality of the existing guardrail.
Costs are to be reimbursed by the driver's insurance. (See Attachment 1, Exhibit
B-1)
Alma Street – Traffic Signal Improvements - PL-11004
Reduce funding by $0.7 million and close project. This project was originally
established as part of a partnership project with Caltrain to provide
improvements along the rail corridor. However, Caltrain will be taking the grant
funds initially set aside for this project to implement preemption improvements
instead of intersection improvements. Therefore, this project will be closed. The
funds will be returned to the Infrastructure Reserve.
School Commute Safety Improvements - PL-98013
Reduce funding by $0.10 million and close project. This project was replaced with
CIP PL-00026 Safe Routes to School. The funds will be returned to the
Infrastructure Reserve.
Comprehensive Parking Signage Plan - PL-06002
Reduce funding by $0.42 million and close project. This project was replaced with
CIP PL-12000 Transportation and Parking Improvements. The funds will be
returned to the Infrastructure Reserve.
Sustainability Contingency- AS-10001
Reduce funding by $0.3 million due to lower than expected activity. The project
was originally approved for $0.4 million as part of the FY 2010 Capital Budget.
The project provides funding for elements of General Fund CIP projects which
support the City’s sustainability policy. The appropriation set aside for this
project has not been utilized. The funds will be returned to the Infrastructure
Reserve, with $0.1 million remaining in the project.
February 28, 2012 Page 26 of 37
(ID # 2371)
Enterprise Funds
Electric Fund
Hewlett Subdivision Rebuild Los Trancos Road- CIP EL-11004
Increase funding by $0.4 million for the rebuild of the underground electric
distribution system in the Hewlett subdivision along Los Trancos Road. The
project was originally approved for $0.4 million as part of the FY 2011 Capital
Budget. The final design to rebuild the system has come in at a higher cost. The
system is now over 40 years old, and the project will configure the system into a
loop, requiring a several hundred foot bore, plus utility switches. The $0.4 million
funding will come from the Electric Fund Distribution Rate Stabilization Reserve
(RSR)
Electric Customer Connections - EL-89028
Reduce funding by $1.0 million due to revised estimates. This amount will be
returned to the Electric Fund Distribution RSR.
E. Meadow/Alma/Loma 4/12kV Conversion - EL-08002
Reduce funding by $0.41 million to close the project and return the balance to the
Electric Fund Distribution RSR.
Rebuild Underground District 19 - EL-11008
Reduce funding by $0.4 million due to reduction in project scope. This amount will
be returned to the Electric Fund Distribution RSR.
Substation Protection Improvements - EL-89038
Reduce funding by $0.3 million due to revised estimates. This amount will be
returned to the Electric Fund Distribution RSR.
Automated Meter Reading System - EL-04014
Reduce funding by $0.26 million to close the project and return the balance to the
Electric Fund Distribution RSR.
Communications System Improvements - EL-89031
Reduce funding by $0.2 million due to revised estimates. This amount will be
returned to the Electric Fund Distribution RSR.
February 28, 2012 Page 27 of 37
(ID # 2371)
Substation Facility Improvements -
EL-89044
Reduce funding by $0.2 million due to revised estimates. This amount will be
returned to the Electric Fund Distribution RSR.
St. Francis/Oregon 4/12kV Conversion - EL-11002
Reduce funding by $50 thousand due to deferral of project for six years in light of
other high priority projects. This amount will be returned to the Electric Fund
Distribution RSR.
Seale/Waverley 4/12kV Conversion - EL-11000
Reduce funding by $40 thousand due to deferral of project for six years in light of
other high priority projects. This amount will be returned to the Electric Fund
Distribution RSR.
Gas Fund
System Extensions-Unreimbursed - GS-03009
Reduce funding by $0.48 million due to revised estimates. This amount will be
returned to the Gas Fund Distribution RSR.
Gas Main Replacement-Project 15 - GS-05002
Reduce funding by $0.11 million to close the project and return the balance to the
Gas Fund Distribution RSR.
Gas Main Replacement-Project 16 - GS-06001
Reduce funding by $50 thousand to close the project and return the balance to
the Gas Fund Distribution RSR.
Gas System Improvements - GS-11002
Reduce funding by $0.1 million due to revised estimates. This amount will be
returned to the Gas Fund Distribution RSR.
Gas System Extensions - GS-80017
Reduce funding by $0.94 million due to revised estimates. This amount will be
returned to the Gas Fund Distribution RSR.
Gas Meters and Regulators - GS-80019
Reduce funding by $0.14 million due to revised estimates. This amount will be
returned to the Gas Fund Distribution RSR.
February 28, 2012 Page 28 of 37
(ID # 2371)
Wastewater Collection Fund
Wastewater Collection System Rehab/Aug. Project 15 – WC-02002
Reduce funding by $56 thousand to close the project and return the balance to
the Wastewater Collection Fund RSR.
Wastewater Collection System Rehab/Aug. Project 17 – WC-04002
Reduce funding by $0.15 million to close the project and return the balance to the
Wastewater Collection Fund RSR.
Wastewater Collection System Rehab/Aug. Project 18 – WC-05003
Reduce funding by $0.17 million due to revised estimates. This amount will be
returned to the Wastewater Collection Fund RSR.
Wastewater Collection System Rehab/Aug. Project 19 – WC-06003
Reduce funding by $0.14 million to close the project and return the balance to the
Wastewater Collection Fund RSR.
Wastewater System Improvements – WC-15002
Reduce funding by $0.28 million due to revised estimates. This amount will be
returned to the Wastewater Collection Fund RSR.
Sewer System Extensions – WC-80020
Reduce funding by $0.62 million due to revised estimates. This amount will be
returned to the Wastewater Collection Fund RSR.
Sewer Lateral/Manhole Rehab/Replacement – WC-99013
Reduce funding by $0.44 million due to revised estimates. This amount will be
returned to the Wastewater Collection Fund RSR.
Water Fund
Water Regulation System Improvements – WS-07000
Reduce funding by $0.6 million due to revised estimates. This amount will be
returned to the Water Fund RSR.
Emergency Water Supply Project – WS-08002
Reduce funding by $3.2 million due to revised estimates. This amount will be
returned to the Water Fund RSR, and then be used in FY 2013 for CIP WS-09000
Seismic Water Tank Valve.
February 28, 2012 Page 29 of 37
(ID # 2371)
Water Distribution System Improvements – WS-11003
Reduce funding by $0.13 million due to revised estimates. This amount will be
returned to the Water Fund RSR.
Water Supply System Improvements – WS-11004
Reduce funding by $0.12 million due to revised estimates. This amount will be
returned to the Water Fund RSR.
Water System Extensions – WS-80013
Reduce funding by $0.3 million due to revised estimates. This amount will be
returned to the Water Fund RSR.
Water Service Hydrant Replacement – WS-80014
Reduce funding by $0.5 million due to revised estimates. This amount will be
returned to the Water Fund RSR.
Water Meters – WS-80015
Reduce funding by $0.64 million due to revised estimates. This amount will be
returned to the Water Fund RSR.
Refuse Fund
Relocation of Landfill Facilities – RF-07001
Reduce funding by $0.88 million due to reduction in project scope. This amount
will be returned to the Refuse Fund RSR.
Recycling in Business Districts – RF-09003
Reduce funding by $0.32 million due to a lack of financial resources in the Refuse
Fund and a determination that new receptacles under consideration were not
preferable to those currently in use. This amount will be returned to the Refuse
Fund RSR.
Storm Drainage Fund
Alma Street Storm Drain Improvements – SD-08101
Reduce funding by $55 thousand to close the project and return the balance to
the Storm Drainage Fund RSR.
February 28, 2012 Page 30 of 37
(ID # 2371)
Internal Service Funds
Vehicle Replacement and Maintenance Fund
Replacement of In-Ground Vehicle Lifts at the Municipal Services Center- CIP VR-
12001
This is a new project with funding of $50 thousand. The seven in-ground vehicle
lifts at the Municipal Services Center are between 25 and 35 years old. While
staff has been able to keep the lifts in safe operating condition through
maintenance, major components such as the lift cylinders and in-ground oil piping
are beginning to deteriorate. In addition, the pits in which the lift mechanisms
are located are cracking, which is allowing a large amount of groundwater
infiltration. This infiltration requires frequent pumping and since the
groundwater is contaminated with oil from the leaking hoists, the water must be
processed as hazardous waste. (Vehicle Replacement and Maintenance Fund:
$50 thousand reserve funding.) (See Attachment 1, Exhibit B-2)
Diesel Truck Engine Emissions Retrofit- CIP VR-07002
Increase funding by $50 thousand for the retrofit of vehicle 4410- leaf packer
truck used in street sweeping. The California Air Resources Board requires the
installation of best available control technology, also known as diesel particulate
filters, on medium duty and heavy duty diesel-powered vehicles. (Vehicle
Replacement and Maintenance Fund: $50 thousand reserve funding.)
Scheduled Vehicle and Equipment Replacements - VR-11000
Increase funding by $0.18 million for replacement of Utilities rodding truck-
vehicle #8790. This rodding truck is for cleaning/cutting small diameter roots in
sanitary sewer laterals. The purchase will include all ancillary equipment required
to access mains and to cut and retrieve roots that cause expensive backups. Due
to the large population of trees in Palo Alto, roots in the sanitary sewer system is
a widespread problem. Regular hydro flushing of mains will not eliminate or rid
the mains of roots, which if allowed to continue to grow, will eventually choke off
flow in the main and cause backups into homes and businesses. This new rodding
truck will facilitate the removal of roots and thereby backups in the system.
(Vehicle Replacement and Maintenance Fund: $0.18 million reserve funding.)
February 28, 2012 Page 31 of 37
(ID # 2371)
Technology Fund
New Phone System – TE-00021
Reduce funding by $0.17 million to close the project and transfer the amount to
CIP TE-00010 Telephone System Replacement.
Enterprise Backup Solution – TE-01006
Reduce funding by $69 thousand to close the project and transfer the amount to
CIP TE-01012 IT Disaster Recovery.
Library Technology Plan – TE-08000
Reduce funding by $19 thousand to close the project and return the balance to
the Technology Fund reserve.
Electronic Patient Care Report – TE-08002
Reduce funding by $35 thousand to close the project and return the balance to
the Technology Fund reserve.
Fiscal Year 2012 Midyear Capital Improvement Program Projects Status Report
This report provides the Finance Committee with information on the status of the
City’s Capital Improvement Program (CIP) projects as of December 31, 2011. The
following graph summarizes all General Fund projects by project category and
provides five years of actual expenditures. Information about individual projects
within each project category is provided in Attachment 2.
February 28, 2012 Page 32 of 37
(ID # 2371)
In the attached matrix (Attachment 3), the City departments have submitted
information on their projects and commented on any issues that might cause a
change in the scope or timing of the projects. The report is intended to update
Council on the progress of all CIP projects opened at the beginning of FY 2012,
and on those that were added or completed during the fiscal year.
The matrix categorizes CIP projects into minor projects (projects that can be
completed within a one-year period) and multi-year projects (projects that have
multi-year budgets and/or complex implementation schedules with identifiable
phases). The project status portion of the matrix identifies the phase of the
project as of December 31, 2011 and illustrates how much progress was made.
February 28, 2012 Page 33 of 37
(ID # 2371)
Three distinct phases are utilized, as follows:
Phase Activities
Pre-Design Preparation of a feasibility study; Development
of a master plan; Definition of a project scope;
or Preparation of an Environmental Impact
Report
Design Hiring a design consultant; Completion of
project design; Soliciting bids or proposals
Construction Acquisition of major equipment; Installation;
Implementation of a project
In the attached matrix (Attachment 3), projects are listed by department for the
General Fund and by fund for the Enterprise and Internal Service Funds. The
matrix also includes information on the total budget of the project from
inception; available budget as of the beginning of the fiscal year; fiscal year
expenditures, contingencies, and encumbrances through December 31st;
remaining balance in the project budget as of midyear; and the percentage of
completion for the project.
The matrix does not include “continuous” projects. These projects, such as water
meter replacement, have no definitive beginning or end dates and receive
ongoing funding to reflect continuing replacement cycles or commitments.
Continuous projects are listed by responsible department and fund and include
five years of actual expenditures including the current fiscal year through
December 31, 2011 (Attachment 4).
Table of Organization Changes
The proposed adjustments to the Table of Organization (Exhibit C) include the
following:
General Fund
City Manager’s Office
o Reallocate 0.5 FTE Management Analyst to the Technology Fund
Administrative Services Department
February 28, 2012 Page 34 of 37
(ID # 2371)
o Title change from Chief Budget Officer to Director, Office of
Management and Budget
o Title change from Budget Officer to Principal Financial Analyst
o Add 1.00 FTE Senior Financial Analyst
o Reallocate 0.07 FTE Administrative Assistant from Technology Fund
o Reallocate 0.1 FTE Assistant Director, Administrative Services from
Technology Fund
o Reallocate 0.15 FTE Director, Administrative Services from
Technology Fund
Community Services Department
o Reclassify 1.0 FTE Manager, Arts to Assistant Director, CSD
Planning and Community Environment (see Development Center Blue Print
CMR #2364)
o Add 1.0 Center Development FTE Manager
o Add 3.0 Center Development FTE Project Coordinator III
o Add 1.0 FTE Development Services Director
o Add 1.0 FTE Plans Examiner
Public Works Department
o Reallocate 1.0 FTE Administrative Associate II from Refuse Fund
o Reallocate 0.05 FTE Administrative Associate II from Storm Drain
Fund
o Reallocate 0.2 FTE Assistant Director from Refuse Fund
o Reallocate 0.9 FTE Senior Engineer from Capital Fund
o Reallocate 0.15 FTE Management Analyst to Vehicle Replacement
Fund
o Reallocate 0.9 FTE Senior Project Manager to Capital Fund
Enterprise Funds
Public Works
o Reallocate 1.05 FTE Administrative Associate II from the Storm
Drainage Fund (0.05 FTE) and Refuse Fund (1.0 FTE) to the General
Fund
o Reallocate 0.5 FTE Assistant Director from Refuse Fund to Vehicle
Replacement (0.25 FTE) and the General Fund (0.2 FTE)
o Reallocate 0.05 FTE Assistant Director from Refuse Fund to Storm
Drainage Fund
February 28, 2012 Page 35 of 37
(ID # 2371)
o Reallocate 0.05 FTE Management Analyst form the Storm Drainage
Fund to the Vehicle Replacement Fund
Other Funds
Vehicle Replacement Fund
o Reallocate 0.25 FTE Assistant Director from Refuse Fund
o Reallocate 0.25 FTE Management Analyst from General Fund (0.15
FTE), Storm Drainage Fund (0.05 FTE), and Capital (0.05 FTE)
Capital Fund
o Reallocate 0.05 FTE Management Analyst to Vehicle Replacement
Fund
o Reallocate 0.9 FTE Senior Project Manager from General Fund
o Reallocate 0.9 FTE Senior Engineer to General Fund
Technology Fund
o Reallocate 0.07 FTE Administrative Assistant to General Fund-ASD
o Reallocate 0.10 FTE Assistant Director, Administrative Services to
General Fund-ASD
o Reallocate 0.15 FTE Director, Administrative Services to General
Fund-ASD
o Reallocate 0.50 FTE Management Analyst from General Fund-City
Manager’s Office
o Add 1.00 FTE Information Technology Security Manager
Resource Impact
Adoption of the attached ordinance will allow for adjustments to the Fiscal Year
2012 budget, along with amendments to the Table of Organization, and General
Fund CIP projects. With the approval of this ordinance, the projected ending
balance of the General Fund Budget Stabilization Reserve is $27.1 million. There
is a decrease of $2.9 million to the BSR balance which results in a BSR level of
18.54 percent of adopted expenditures. With the inclusion of Information
Technology midyear requests, the Technology Fund reserve is decreased by $0.8
million.
Staff has made revenue and expense estimates for the remainder of the year but
results could vary and have further impacts to the BSR. Workers’ comp, general
liability, and overtime costs are areas of continued concern; staff is continually
monitoring these costs citywide and in the General Fund.
February 28, 2012 Page 36 of 37
(ID # 2371)
The Capital Fund Infrastructure Reserve is projected to end with a balance of $4.5
million, an increase of $1.5 million. The projected ending Rate Stabilization
Reserve total for all Enterprise funds increases by $17.0 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 1 - Budget Amendment Ordinance (PDF)
-:Attachment 1, Exhibit A - Midyear Financial Reports and Proposed Budget Adjustments
(PDF)
-:Attachment 1, Exhibit B - Midyear CIP Adjustments (PDF)
-:Attachment 1, Exhibit B-1 - Guardrail Repair (PDF)
-:Attachment 1, Exhibit B-2 - In-Ground Lifts (PDF)
-:Attachment 1, Exhibit C - Amendments to Table of Organization (PDF)
-:Attachment 2 - General Fund Capital Improvement Program Project Expenditures for
Fiscal Years 2008-2012 (PDF)
-:Attachment 3 - Fiscal Year 2012 Mid-Year Capital Improvement Program Projects Status
(PDF)
-:Attachment 4 - Continuous Capital Projects Expenditures for Fiscal Years 2008-2012
(PDF)
-:Attachment 5 - General Fund Transfers to Infrastructure Reserve for Fiscal Years 2008-
2017 (PDF)
-:Attachment 6 - Resolution of the Council of the City of Palo Alto Amending the 2010-
2011 Compensation Plan for Management and Professional Adopted by Resolution No.
9156 (PDF)
-:Attachment 7 - Public Safety Overtime Analysis for Fiscal Years 2007-2011 with Fiscal
Year 2012 Data through December 31, 2011 (PDF)
Prepared By:Sherry Nikzat, Senior Financial Anlyst
Department Head:Lalo Perez, Director
City Manager Approval: ____________________________________
February 28, 2012 Page 37 of 37
(ID # 2371)
James Keene, City Manager
Page 1 of 4
Attachment 1
ORDINANCE NO. XXXX
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR THE FISCAL YEAR 2012 TO
ADJUST BUDGETED REVENUES AND EXPENDITURES IN
ACCORDANCE WITH THE RECOMMENDATIONS IN THE
MIDYEAR REPORT
The City Council of the City of Palo Alto does ordain as
follows:
SECTION 1. The City Council of the City of Palo Alto finds
and determines as follows:
A. Pursuant to the provisions of Section 12 of Article III
of the Charter of the City of Palo Alto, the Council on June 20,
2011 did adopt a budget for fiscal year 2012, including a Table
of Organization describing the staffing for each department; and
B. After reviewing the current budgeted revenues and
expenditures for fiscal year 2012, adjustments to the budget are
recommended to more accurately reflect year-end projections; and
C. Various staffing adjustments require an amendment to
the Table of Organization including the title change from Chief
Budget Officer to Director, Office of Management and Budget;
title change from Budget Officer to Principal Financial Analyst;
add 1.0 Full-Time Equivalent (FTE) Senior Financial Analyst; add
1.0 FTE Development Center Manager; add 3.0 FTE Development
Center Project Coordinator III; add 1.0 FTE Development Services
Director; add 1.0 FTE Plans Examiner; add 1.0 FTE Information
Technology Security Manager; and
D. On July 11, 2011 (CMR #1858), the Council adopted
Ordinance 5124 approving a Development Agreement between the
City of Palo Alto and Stanford Hospital and Clinics, Lucile
Salter Packard Children’s Hospital at Stanford, and the Board of
Trustees of the Leland Stanford Junior University (“Stanford
Development Agreement”); and
E. City Council authorization is needed to establish a
Stanford Development Agreement Special Revenue Fund, and to
amend the fiscal year 2012 budget to plan for revenue associated
with and appropriate funds in accordance with the Stanford
Development Agreement; and
F. City Council authorization is needed to amend the fiscal
year 2012 budget as hereinafter set forth.
SECTION 2. The General Fund Budget Stabilization Reserve is
hereby decreased by the sum of Two Million Nine Hundred Forty
Two Dollars ($2,942,000), as described in Exhibit A. As a result
Page 2 of 4
of this change, the Budget Stabilization Reserve will change to
$27,139,000.
SECTION 3. The Capital Fund Infrastructure Reserve is
hereby increased by the sum of One Million Four Hundred Fifty
Six Thousand Dollars ($1,456,000), as described in Exhibit A. As
a result of this change, the Infrastructure Reserve will change
to $4,501,000.
SECTION 4. The Supply Rate Stabilization Reserve in the
Electric Fund is hereby increased by the sum of Four Million
Nine Hundred Thirty Thousand Dollars ($4,930,000) as described
in Exhibit A.
SECTION 5. The Distribution Rate Stabilization Reserve in
the Electric Fund is hereby increased by the sum of Two Million
Two Hundred Sixty Six Thousand Dollars ($2,266,000) as described
in Exhibit A.
SECTION 6. The Rate Stabilization Reserve in the Fiber
Optics Fund is hereby increased by the sum of Eleven Thousand
Dollars ($11,000) as described in Exhibit A.
SECTION 7. The Supply Rate Stabilization Reserve in the Gas
Fund is hereby decreased by the sum of Seven Million One Hundred
Three Thousand Dollars ($7,103,000) as described in Exhibit A.
SECTION 8. The Distribution Rate Stabilization Reserve in
the Gas Fund is hereby increased by the sum of Nine Million Five
Hundred Eighty One Thousand Dollars ($9,581,000) as described in
Exhibit A.
SECTION 9. The Rate Stabilization Reserve in the Wastewater
Collection Fund is hereby increased by the sum of One Million
Nine Hundred Seventy Two Thousand Dollars ($1,972,000) as
described in Exhibit A.
SECTION 10. The Rate Stabilization Reserve in the Water
Fund is hereby increased by the sum of Five Million Four Hundred
Fifty Six Thousand Dollars ($5,456,000) as described in Exhibit
A.
SECTION 11. The Rate Stabilization Reserve in the Refuse
Fund is hereby increased by the sum of Four Hundred Eighty Five
Thousand Dollars ($485,000) as described in Exhibit A.
SECTION 12. The Rate Stabilization Reserve in the Storm
Drainage Fund is hereby decreased by the sum of Seventeen
Thousand Dollars ($17,000) as described in Exhibit A.
SECTION 13. The Rate Stabilization Reserve in the
Wastewater Treatment Fund is hereby decreased by the sum of
Three Hundred Twenty Seven Dollars ($327,000) as described in
Exhibit A.
Page 3 of 4
SECTION 14. The reserve balance in the Airport Fund is
hereby decreased by the sum of One Hundred Seventy Seven
Thousand Dollars ($177,000) as described in Exhibit A.
SECTION 15. Adjustments to other funds are made as shown
in Exhibit A. These changes impact Special Revenue, Internal
Service, and Other Funds Reserves as indicated in Exhibit A.
SECTION 16: The Stanford Development Agreement Special
Revenue fund is hereby established to account for all financial
transactions relating to the Stanford Development Agreement.
SECTION 17: The Fund Balance in the Stanford Development
Agreement Fund is hereby increased by the sum of Twenty One
Million One Hundred Ninety Five Thousand Three Hundred Dollars
($21,195,000) as described in Exhibit A.
SECTION 18. Adjustments to decrease or increase amounts
allocated to various Capital Improvement Projects are made as
shown in Exhibit B. These changes impact the General Fund
Budget Stabilization Reserve and the Infrastructure Reserve and
are reflected in the adjustments as shown in Exhibit A.
SECTION 19. The Table of Organization is hereby amended to
reflect the changes shown in Exhibit C, which is attached hereto
and incorporated herein by reference. These changes impact
Reserves and are accounted for in the changes shown in Exhibit
A.
SECTION 20. As specified in Section 2.28.080 of the Palo
Alto Municipal Code, a two-thirds vote of the City Council is
required to adopt this ordinance.
SECTION 21. The Council of the City of Palo Alto hereby
finds that this midyear adjustment is not a project under
Section 21065 of the California Environmental Quality Act and,
therefore, no environmental impact assessment is necessary.
Capital improvement projects described in this ordinance will be
assessed individually as appropriate.
INTRODUCED:
PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
Page 4 of 4
____________________________ ____________________________
City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
____________________________ ____________________________
Sr. Asst. City Attorney City Manager
____________________________
Director of Admin. Services
Attachment 1, Exhibit A
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR FINANCIAL REPORT
GENERAL FUND
(in thousands)
BUDGET ACTUALS (as of December 31, 2011)
Adopted Adjusted Midyear Midyear Pre % Midyr
Categories Budget Budget Budget Changes Encumbr Encumbr Actual Budget
Revenues & Other Sources
Sales Tax 20,246 20,246 21,594 1,348 ‐ ‐ 7,755 36%
Property Tax 26,052 26,052 25,989 (63) ‐ ‐ 9,376 36%
Transient Occupancy Tax 8,204 8,204 8,674 470 ‐ ‐ 4,123 48%
Utility Users Tax 10,859 10,859 10,677 (182) ‐ ‐ 5,455 51%
Documentary Transfer Tax 4,269 4,269 4,769 500 ‐ ‐ 1,927 40%
Motor Vehicle Tax, Penalties, Fines 2,330 2,330 2,156 (174) ‐ ‐ 1,054 49%
Charges for Services 21,841 22,737 22,576 (161) ‐ ‐ 9,592 42%
Permits & Licenses 5,778 6,399 6,479 80 ‐ ‐ 3,341 52%
Return on Investment 1,318 1,318 974 (344) ‐ ‐ 618 63%
Rental Income 13,914 13,914 13,914 ‐ ‐ 6,998 50%
From Other Agencies 155 155 174 19 ‐ ‐ 37 21%
Charges To Other Funds 10,505 10,505 10,505 ‐ ‐ 5,224 50%
Other Revenues (1) 1,427 1,943 2,136 193 ‐ ‐ 21,687 1015%
Total Revenues (2) 126,898 128,931 130,617 1,686 ‐ ‐ 77,187 59%
Operating Transfers‐In 19,606 19,606 19,651 45 ‐ ‐ 9,512 48%
Encumbrances and Reappropriation 3,887 3,887 ‐ ‐ ‐
From Infrastructure Reserve ‐ ‐
Total Sources of Funds 146,504 152,424 154,155 1,731 ‐ ‐ 86,699 58%
Expenditures & Other Uses
City Attorney 2,355 3,009 3,026 17 ‐ 593 1,329 64%
City Auditor 1,006 1,140 1,110 (30) ‐ 55 524 52%
City Clerk 1,479 1,492 1,524 32 ‐ 10 829 55%
City Council 319 328 433 105 ‐ 1 160 37%
City Manager 2,512 2,718 2,691 (27) 94 54 1,275 53%
Administrative Services 6,514 6,694 7,099 405 69 162 3,245 49%
Community Services 20,711 21,176 21,642 466 69 2,383 10,316 59%
Fire 29,780 30,154 30,148 (6) 110 390 14,695 50%
Human Resources 2,919 3,013 3,065 52 1 112 1,323 47%
Library 6,944 7,672 7,846 174 25 350 3,356 48%
Planning and Community Environment 10,021 12,218 12,519 301 430 889 4,731 48%
Police 31,918 32,192 33,188 996 20 676 16,311 51%
Public Works 13,007 13,984 14,477 493 146 1,032 6,306 52%
Non‐Departmental 5,038 4,841 7,307 2,466 ‐ ‐ 4,416 60%
Total Expenditures 134,523 140,631 146,073 5,442 964 6,707 68,816 52%
Operating Transfers‐Out 11,837 13,087 12,462 (625) ‐ ‐ 5,914 47%
Total Uses of Funds 146,360 153,718 158,535 4,817 964 6,707 74,730 52%
Net Surplus/(Deficit) 144 (1,295) (4,381) (3,086)
Budget Amendments Authorized by Council:
ATT ‐ Add'l legal counsel 185 185
NON‐DEPT ‐ Loan to Refuse Fund 1,250 1,250
LIB ‐ Foundation donation (3)‐ ‐
PCE Development Center 4 4
Total Augmentations Authorized by Council ‐ 1,439 1,439 ‐
Net Surplus/(Deficit) After BAOs 144 144 (2,942) (3,086)
Proposed Midyear Drawdown 2,942 2,942
Net Surplus/(Deficit) After BSR Drawdown 144 144 0 (144)
BSR Balance 31,520 30,081 27,139
BSR % of Total Use of Funds 21.54% 20.55% 18.54%
(1) Actual includes payment of $20.8 million from Stanford University Medical Center (SUMC) Development Agreement.
(2) Total revenues excluding SUMC are $56.4 million.
(3) $500,000 donation and expenditures nets to zero (see BAO 5137)
Page 1 2/21/2012
Attachment 1, Exhibit A
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 109,963 109,963 111,033 1,070 - - 59,452 54%
Interest Income 4,014 4,014 4,014 - - - 1,937 48%
Other Income 11,230 11,230 10,843 (387) - - 3,725 34%
Reapprop/Encumbrances - 15,493 15,493 - - - 0%
Total Sources 125,207 140,700 141,383 683 - - 65,114 52%**
Uses of Funds
Utility Purchases 69,846 69,964 63,754 (6,210) 25 83 29,555 47%
Salaries & Benefits 11,079 11,083 11,259 176 - - 5,321 47%
Contract Services 4,306 5,747 5,747 - 77 2,834 1,320 74%
Supplies and Materials 811 843 843 - - 64 321 46%
Facility and Equipment Purchases 75 75 75 - - - - 0%
General Expenses 4,070 4,799 6,746 1,947 286 942 1,292 37%
Rent and Leases 3,939 3,939 3,939 - - - 1,921 49%
Allocated Charges 8,344 8,344 8,378 34 - - 3,664 44%
Debt Service 8,966 8,966 8,966 - - - 4,431 49%
Subtotal 111,436 113,760 109,707 (4,053) 388 3,923 47,825 48%
Equity Transfer 11,587 11,587 11,587 - - - 5,793 50%
Operating Transfers Out 299 298 298 - - - 150 50%
Capital Improvement Program 8,685 22,404 19,945 (2,459) 4,083 1,844 4,863 54%
Total Uses 132,007 148,049 141,537 (6,512) 4,471 5,767 58,631 49%
Net To (From) Reserves (6,800) (7,349) (154) 7,195
Beginning Reserves 111,971 127,069 127,069 -
Projected Ending Reserves 105,171 119,720 126,915 7,195
** Excludes encumbrances and reappropriation
BUDGET (as of 12-31-11)
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
ELECTRIC FUND
(in thousands of dollars)
Page 2 2/21/2012
Attachment 1, Exhibit A
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 2,609 2,609 2,609 - - - 1,507 58%
Interest Income 310 310 310 - - - 169 55%
Other Income 740 740 740 -
Reapprop/Encumbrances 805 805 -
Total Sources 3,659 4,464 4,464 - - - 1,676 46%**
Uses of Funds
Salaries & Benefits 928 928 915 (13) - - 403 44%
Contract Services 158 242 242 - - 97 53 62%
Supplies and Materials 18 18 18 - - - - 0%
General Expenses 25 25 25 - - - - 0%
Rent and Leases 27 27 27 - - - 14 51%
Allocated Charges 405 405 407 2 - - 187 46%
Subtotal 1,561 1,645 1,634 (11) - 97 656 46%
Operating Transfers Out 9 9 9 - - - 5 51%
Capital Improvement Program 500 1,221 1,221 - - 300 104 33%
Total Uses 2,070 2,875 2,864 (11) - 397 765 41%
Net To (From) Reserves 1,589 1,589 1,600 11
Beginning Reserves 10,406 11,130 11,130
Projected Ending Reserves 11,995 12,719 12,730 11
** Excludes encumbrances and reappropriation
BUDGET (as of 12-31-11)
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
FIBER OPTICS FUND
(in thousands of dollars)
Page 3 2/21/2012
Attachment 1, Exhibit A
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 42,013 42,013 42,013 - - - 17,059 41%
Interest Income 948 948 948 - - - 441 47%
Other Income 1,871 1,871 1,790 (81) - - 250 14%
Reapprop/Encumbrances 16,848 16,848 - - - - -
Total Sources 44,832 61,680 61,599 (81) - - 17,751 40%**
Uses of Funds
Utility Purchases 19,397 19,397 18,497 (900) 1,351 6,440 5,508 72%
Salaries & Benefits 4,635 4,635 4,659 24 - - 2,104 45%
Contract Services 4,850 5,333 5,333 - 36 4,313 495 91%
Supplies and Materials 465 497 497 - - 142 206 70%
Facility and Equipment Purchases 63 63 63 - - 28 8 57%
General Expenses 914 966 966 - 245 192 231 69%
Rent and Leases 341 340 340 - - - 156 46%
Allocated Charges 3,910 3,910 4,046 136 - - 1,688 42%
Debt Service 948 948 948 - - - 21 2%
Subtotal 35,523 36,089 35,349 (740) 1,631 11,114 10,418 66%
Equity Transfer 6,006 6,006 6,006 - - - 3,003 50%
Operating Transfers Out 170 170 170 - - - 102 60%
Capital Improvement Program 7,821 24,153 22,335 (1,818) 119 5,120 2,483 35%
Total Uses 49,520 66,418 63,860 (2,558) 1,750 16,234 16,006 53%
Net To (From) Reserves (4,688) (4,738) (2,261) 2,477
Beginning Reserves 15,215 17,188 17,188 -
Projected Ending Reserves 10,527 12,450 14,927 2,477
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
GAS FUND
(in thousands of dollars)
BUDGET (as of 12-31-11)
** Excludes encumbrances and reappropriation
Page 4 2/21/2012
Attachment 1, Exhibit A
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 14,485 14,485 14,485 - - - 7,391 51%
Interest Income 480 480 480 - - - 228 47%
Other Income 904 904 904 - - - 650 72%
Reapprop/Encumbrances 10,224 10,224 - - - -
Total Sources 15,869 26,093 26,093 - - - 8,268 52%**
Uses of Funds
Utility Purchases 7,954 7,954 7,954 - - - 3,977 50%
Salaries & Benefits 2,074 2,074 2,095 21 - - 989 47%
Contract Services 178 241 241 - - 153 50 84%
Supplies and Materials 222 245 245 - - 104 139 99%
Facility and Equipment Purchases 1 1 1 - - 1 - 138%
General Expenses 78 78 78 - - - 23 30%
Rent and Leases 202 202 202 - - - 71 35%
Allocated Charges 1,958 1,956 1,815 (141) - - 640 35%
Debt Service 129 129 129 - - - - 0%
Subtotal 12,796 12,880 12,760 (120) - 258 5,888 48%
Operating Transfers Out 88 88 88 - - - 61 69%
Capital Improvement Program 4,274 14,414 12,562 (1,852) 682 874 1,435 24%
Total Uses 17,158 27,382 25,410 (1,972) 682 1,133 7,384 36%
Net To (From) Reserves (1,289) (1,289) 683 1,972
Beginning Reserves 6,850 6,896 6,896 -
Projected Ending Reserves 5,561 5,607 7,579 1,972
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
WASTEWATER COLLECTION FUND
(in thousands of dollars)
BUDGET (as of 12-31-11)
** Excludes encumbrances and reappropriation
Page 5 2/21/2012
Attachment 1, Exhibit A
ACTUALS
Adopted Adjusted Midyear Midyear Pre-% of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 29,366 29,366 29,366 - - - 16,349 56%
Interest Income 971 971 971 - - - 122 13%
Other Income 2,859 2,859 2,859 - - - 1,180 41%
Reapprop/Encumbrances 42,128 42,128 - -
Total Sources 33,196 75,324 75,324 - - - 17,651 53%**
Uses of Funds
Utility Purchases 15,774 15,774 15,774 - - 8,665 6,739 98%
Salaries & Benefits 5,339 5,339 5,364 25 - - 2,711 51%
Contract Services 740 959 959 - 11 451 175 66%
Supplies and Materials 461 481 481 - - 146 312 95%
Facility and Equipment Purchases 8 8 8 - - 1 1 21%
General Expense 435 457 457 - - 11 141 33%
Rents and Leases 2,896 2,895 2,895 - 640 - 1,119 61%
Allocated Charges 3,116 3,116 3,130 14 - - 1,188 38%
Debt Service 3,338 3,338 3,338 - - - 737 22%
Subtotal 32,107 32,367 32,406 39 651 9,274 13,123 71%
Equity Transfer - - - - - - - -
Operating Transfers Out 104 104 104 - - - 52 50%
Capital Improvement Program 4,369 46,261 40,766 (5,495) 5,218 22,655 2,467 66%
Total Uses 36,580 78,732 73,276 (5,456) 5,868 31,929 15,642 68%
Net To (From) Reserves (3,384) (3,408) 2,048 5,456
Beginning Reserves 19,496 11,639 11,639 -
Projected Ending Reserves 16,112 8,231 13,687 5,456
** Excludes encumbrances and reappropriation
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
WATER FUND
(in thousands of dollars)
BUDGET (as of 12-31-11)
Page 6 3/13/2012
Attachment 1, Exhibit A
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 23,947 26,134 26,134 - - - 13,319 51%
Interest Income 301 301 301 - - - 112 37%
Other Income 3,952 5,202 4,710 (492) - - 2,105 45%
Reapprop/Encumbrances 3,656 3,656 -
Total Sources 28,200 35,293 34,801 (492) - - 15,536 50%**
Uses of Funds
GreenWaste Hauling Contract 13,000 12,807 12,807 - - 6 5,054 40%
Salaries and Benefits 4,060 3,938 4,030 92 - - 1,919 48%
Contract Services 6,058 7,054 7,187 133 310 1,359 2,770 62%
Supplies and Materials 141 142 142 - - 8 29 26%
Facility and Equipment Purchases 10 10 10 - - - - 0%
General Expenses 227 229 229 - - 4 577 254%
Rents and Leases 4,298 4,300 4,300 - - 10 2,144 50%
Allocated Charges 3,255 3,254 3,254 - - - 1,662 51%
Debt Service 623 623 623 - 0%
Subtotal 31,672 32,357 32,582 225 310 1,387 14,155 49%
Operating Transfers Out 74 74 74 - - - 37 50%
Capital Improvement Program 6,246 8,902 7,701 (1,201) 275 324 417 13%
Total Uses 37,992 41,333 40,357 (976) 585 1,711 14,610 41%
Net (From) Landfill Closure Liab (6,100) (6,100) (6,100) -
Net To (From) Reserves (3,692) 60 544 484
Beginning Reserves (4,627) (4,384) (4,384) -
Projected Ending Reserves (8,319) (4,324) (3,840) 484
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
REFUSE FUND
(in thousands of dollars)
BUDGET (as of 12-31-11)
** Excludes encumbrances and reappropriation
Page 7 2/21/2012
Attachment 1, Exhibit A
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 5,536 5,536 5,536 - - - 2,890 52%
Interest Income 148 148 148 - - - 82 55%
Other Income 130 130 130 - - - 1 1%
Reapprop/Encumbrances 3,398 3,398 - -
Total Sources 5,814 9,212 9,212 - - - 2,972 51%**
Uses of Funds
Salaries and Benefits 1,005 1,005 1,077 72 - - 442 41%
Contract Services 373 434 434 - 89 63 193 79%
Supplies and Materials 103 109 109 - - 15 36 47%
Facility and Equipment Purchases 8 8 8 - - - 2 30%
General Expenses 15 486 486 - - - 213 44%
Rents and Leases 6 6 6 - - - - 0%
Allocated Charges 606 606 606 - - - 260 43%
Debt Service 950 950 950 - - - - 0%
Subtotal 3,066 3,604 3,676 72 89 78 1,146 36%
Operating Transfers Out 18 18 18 - - - 9 51%
Capital Improvement Program 2,639 5,499 5,444 (55) 87 582 1,303 36%
Total Uses 5,723 9,121 9,138 17 176 660 2,458 36%
Net Surplus (Deficit) 91 91 74 (17)
Beginning Reserves 245 1,640 1,640 -
Projected Ending Reserves 336 1,731 1,714 (17)
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
STORM DRAINAGE FUND
(in thousands of dollars)
BUDGET (as of 12-31-11)
** Excludes encumbrances and reappropriation
Page 8 2/21/2012
Attachment 1, Exhibit A
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales 12,566 12,566 12,566 - - - 10,270 82%
Interest Income 499 499 499 - - - 220 44%
Other Income 8,016 8,016 8,016 - - - 71 1%
Reapprop/Encumbrances 10,499 10,499 -
Total Sources 21,081 31,580 31,580 - - - 10,561 50%**
Uses of Funds
Salaries and Benefits 9,509 9,509 9,836 327 - - 4,386 45%
Contract Services 1,877 2,734 2,734 - 167 1,489 512 79%
Supplies and Materials 1,422 1,645 1,645 - 53 435 716 73%
Facility and Equipment Purchases 10 10 10 - - - - 0%
General Expenses 411 411 411 - - - 193 47%
Rents and Leases - - - - - - - 0%
Allocated Charges 4,709 4,709 4,709 - - - 2,441 52%
Debt Service 818 818 818 - - - - 0%
Subtotal 18,756 19,836 20,163 327 220 1,925 8,248 52%
Operating Transfers Out 105 105 105 - - - 53 50%
Capital Improvement Program 56 9,475 9,475 - 963 1,566 484 32%
Total Uses 18,917 29,416 29,743 327 1,183 3,490 8,785 45%
Net To (From) Reserves 2,164 2,164 1,837 (327)
Beginning Reserves 3,401 5,327 5,327 -
Projected Ending Reserves 5,565 7,491 7,164 (327)
** Excludes encumbrances and reappropriation
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
WASTEWATER TREATMENT FUND
(in thousands of dollars)
BUDGET (as of 12-31-11)
Page 9 2/21/2012
Attachment 1, Exhibit A
ACTUALS
Adopted Adjusted Midyear Midyear Pre- % of
Budget Budget Budget Changes Encumbr Encumbr Actual Midyear Budget
Sources of Funds
Net Sales - - - - - - - 0%
Interest Income - - - - - - - 0%
Other Income - - - - - - - 0%
Reapprop/Encumbrances - - -
Total Sources - - - - - - - 0%**
Uses of Funds
Salaries and Benefits - - - - - - - 0%
Contract Services - - 177 177 - - - 0%
Supplies and Materials - - - - - - - 0%
Facility and Equipment Purchases - - - - - - - 0%
General Expenses - - - - - - - 0%
Rents and Leases - - - - - - - 0%
Allocated Charges - - - - - - - 0%
Debt Service - - - - - - - 0%
Subtotal - - 177 177 - - - 0%
Operating Transfers Out - - - - - - - 0%
Capital Improvement Program - - - - - - - 0%
Total Uses - - 177 177 - - - 0%
Net To (From) Reserves - - (177) (177)
Beginning Reserves (118) (118) (118) -
Projected Ending Reserves (118) (118) (295) (177)
** Excludes encumbrances and reappropriation
CITY OF PALO ALTO
FISCAL YEAR 2012 MIDYEAR BUDGET SUMMARY
AIRPORT FUND
(in thousands of dollars)
BUDGET (as of 12-31-11)
Page 10 2/21/2012
Attachment 1, Exhibit A
General Fund Midyear Detail Changes
Fiscal Year 2012
Dept.
Cost
Center
Comm
Item Category Description Expense Revenue Totals
FY 2012 Adopted Budget ‐ Contribution to BSR 144,339
NON Loan to Refuse Fund (repaid in FY 2013) 1,250,000 (1,250,000)
ATT Add'l outside council binding arbitration 185,000 (185,000)
PCE Various ‐ Economic Development Blue Print 1,520,426 1,516,000 (4,426)
LIB Donation from Library Foundation 515,000 515,000 ‐
Year‐to‐Date Draw from BSR (1,439,426)
Change to BSR Before Proposed Midyear Budget
BSR Beginning Balance 31,520,339
Year‐to‐Date BSR Draw (1,439,426)
BSR Balance Before Proposed Midyear Adjustments 30,080,913
Above/(below) 15% guideline 8,126,913
Above/(below) 18.5% guideline 3,004,313
Percent of Adopted Expenditures 20.55%
Revenue Changes
NON 10200000 18xxx Sales Taxes Sales Tax increase 1,348,000
NON 10200000 11xxx Property Tax Property Tax decrease (63,000)
NON 10200000 11850
Transient Occupancy
Tax TOT increase 470,000
NON 10300000 118xx Utility Users Tax UUT decrease (182,000)
NON 10200000 11800
Documentary Transfer
Tax Doc Trans Tax increase 500,000
NON 1020000 11090 Other Taxes and Fines Vehicle License Fee reduction (174,000)
NON 10200000 16010 Return on Investments Interest Income decrease (344,000)
CSD 80020810 13420 Charges for Services Additional ticket sales revenue 30,000
CSD 80020810 13480 Charges for Services Class registration revenue due to increased activity 15,000
CSD 80060710 13500 Charges for Services Reduced Golf revenues (75,000)
CSD 80020115 18010 Other Revenue
Donations for Children's studio programs from Palo Alto Arts
Center Foundation to reimburse temp salaries 29,800
FIR/PD Various 12520 Charges for Services Stanford Fire FY 2011 budget to actual charges ‐ increase 153,486
FIR 75xxxxxx 12520 Charges for Services Stanford Fire Revenue loss due to IAFF concessions (315,726)
FIR 75030008 13090 Charges for Services Paramedic Service Fee 100,000
PWD 50040006 19390 Permits and Licenses Increase in GF street cut fee revenue 50,400
Subtotal Various Revenues 1,542,960
Expense Changes
Contingency Reimbursements
NON 10200000 37020 General Expense Council Contingency reimbursement for High Speed Rail 125,000
NON 10200000 37070 General Expense
Replenish Innovation Contingency Fund for November 2011
election costs 24,733
Subtotal ‐ Contingency Reimbursements 149,733 ‐
Council Directed or Obligated Expense
CSD 80060710 31990 Contract Services San Francisquito flood control 25,000
NON Various 3037x Salary & Benefits Increase in retiree medical OPEB cost 2,330,000
FIR Various Various Salary & Benefits Negotiated IAFF Salary & Benefits reduction (1,042,000)
PCE 60030001 34990 Rents & Leases
Second floor Development Center rent ‐ reimbursement to
PCE 125,100
Subtotal ‐ Council Directed or Obligated Expense 1,438,100 ‐
Department Requests
Page 11 3/14/2012
Attachment 1, Exhibit A
General Fund Midyear Detail Changes
Fiscal Year 2012
Dept.
Cost
Center
Comm
Item Category Description Expense Revenue Totals
City Clerk's Office
CLK 12030005 31210 Contract Services Minutes transcription 7,000
CLK 12010001 32080 Supplies and Materials Records storage for historical documents 4,500
Subtotal ‐ City Clerk 11,500 ‐
City Manager's Office
CMO 11010001 30010 Salary & Benefits 0.5 FTE Management Analyst moved to IT (30,374)
Subtotal ‐ City Manager (30,374) ‐
Administrative Services Department
ASD Various 30030 Salary & Benefits
Temps, reclassifications, one additional Senior Financial
Analyst, FTE shifted from IT 77,371
ASD 40010001 31990 Contract Services Add'l funding Development Impact Fee, budget book 28,420
ASD 40010001 31290 Contract Services
CalCard replacement project. Funded by transfer from the
Technology Fund. 24,900 24,900
ASD 40060002 35600 Facilities & Equipment Computer for budget book production 3,810
Subtotal ‐ Administrative Services 134,501 24,900
Community Services Department
CSD 80010001 30010 Salary & Benefits Reclass 1.0 FTE Mgr, Arts to Asst Director 25,828
CSD 80020115 30030 Salary & Benefits
Temp salaries for children's studio classes offset by donations
from Palo Alto Arts Council Foundation 8,200 8,200
80020414 31080 Contract Services Community funded concerts, expenses offset by donations 2,000 2,000
CSD 80020112 31990 Contract Services Exhibitions ‐ costs offset by Arts Council donations 7,051 7,051
CSD 80040003 31990 Contract Services
Downtown Streets Team, reimbursed by Downtown Parking
Permit Fund 20,000 20,000
CSD Various Various Various
Dance in Schools and Children's Theater, fully funded by
donations, PAUSD 89,730 89,730
CSD 80020810 33480 General Expense
Reduction in special event expenses with corresponding
reduction in revenues (64,888) (69,000)
Subtotal ‐ Community Services 87,921 57,981
Fire Department
FIR 75030004 30030 Salary & Benefits
Temporary assistance with inspections, more than fully
reimbursed by increased revenue 10,000 30,000
FIR 75040002 32990 Supplies & Materials Student materials for JFA, offset by revenue 8,000 8,000
Subtotal ‐ Fire 18,000 38,000
Library Department
LIB 84010001 31990 Contract Services Strategic plan development from previous grant funds 6,300
LIB 84010001 32010 Supplies & Materials
Supplies funded by Eureka! grant, Friends of the Public
Library donation, Gordon Biersch donation 12,400 12,400
Subtotal ‐ Library 18,700 12,400
Planning and Community Environment Dept
PCE 60030002 31990 Contract Services BMI Digital image scanning 31,350
Subtotal ‐ Planning & Community Environment 31,350 ‐
Police Department
POL 70020002 30030 Salary & Benefits Reimbursable expenses for Urban Shield 43,838 43,838
POL Various Various
Communications Until Leader training hosted by PAPD and
reimbursed 11,061 11,061
Page 12 3/14/2012
Attachment 1, Exhibit A
General Fund Midyear Detail Changes
Fiscal Year 2012
Dept.
Cost
Center
Comm
Item Category Description Expense Revenue Totals
Subtotal ‐ Police 54,899 54,899
Public Works Department
PWD Various 30010 Salary & Benefits
Reallocate 1.1 FTE from Enterprise and Other Funds to the
General Fund 30,189
PWD 50020305 31270 Contract services Canopy contract 44,500
PWD 50040005 31990 Contract services IBRC editor/consultant and related expenses 15,000
PWD 50020120 32310 Supplies and Materials Asphalt and pothole supplies 25,000
Subtotal ‐ Public Works 114,689 ‐
Non‐Departmental
NON 10200000 30010 Salaries & Benefits
Reduction of placeholder ‐ Public Safety concessions not
achieved 3,412,539
NON 10200000 40550 Transfer Out Reduce loan to Refuse Fund (625,000)
Subtotal ‐ Non‐Departmental 2,787,539 ‐
Subtotal ‐ Midyear Decision Items 3,228,725 188,180
SUBTOTAL ‐ EXPENSE AND REVENUE 4,816,558 1,731,140
NET GENERAL FUND MIDYEAR ADJUSTMENTS (3,085,418)
SURPLUS ‐ ADOPTED BUDGET 144,373
PROPOSED MIDYEAR BSR DRAW (2,941,045)
Change to BSR After Proposed Midyear Budget
BSR Balance 30,080,913
Proposed Midyear BSR Draw (2,941,045)
Revised BSR Balance 27,139,868
Above/(below) 15% guideline 5,185,868
Above/(below) 18.5% guideline 63,268
Percent of Adopted Expenditures 18.54%
Page 13 3/14/2012
Attachment 1, Exhibit A
Enterprise Funds Midyear Detail Changes
Fiscal Year 2012
Dept. Cost Center
Comm
Item Category Description Expense Revenue
Electric Fund
Operating Budget
Utilities 20000030 17800 Net Sales Surplus Energy Rev 1,070,000
Utilities 20040102 18870 Other Revenue Reduce revenue CVP O&M Loan Repay (387,000)
Utilities 20040105 33115 General Expense
Carryforward unused amount for Energy Financing
program from FY 2011 1,800,000
Utilities 20040104 33120 General Expense
Carryforward unused amount for Energy Financing
program from FY 2011 200,000
Utilities 20040102 33150 General Expense
Decrease in joint agency debt service with NCPA due to
lower than expected costs (53,000)
Utilities 20040102 36090 Utility Purchase
Lower than expected costs, deferred payments for Crazy
Horse and San Joaquin projects (6,210,000)
Utilities Various 39100 Allocated Charges Allocation for organizational assessment 33,906
Utilities Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 176,000
Total Operating Budget (4,053,094) 683,000
Capital Budget
Utilities 20020201 38790 Project Expense
Decrease CIP EL‐89028 Electric Customer Connections
due to revised estimates (1,000,000)
Utilities 20020202 38790 Project Expense
To close CIP EL‐08002 E. Meadow/Alma/Loma 4/12kV
Conversion and to return balance to reserve (414,014)
Utilities 20020202 38790 Project Expense
Decrease CIP EL‐11008 Rebuild Underground District 19
due to reduction in project scope (400,000)
Utilities 20020202 38790 Project Expense
Decrease CIP EL‐89038 Substation Protection
Improvements due to revised estimates (300,000)
Utilities 20020202 38790 Project Expense
To close CIP EL‐04014 Automated Meter Reading System
and to return balance to reserve (255,194)
Utilities 20020403 38790 Project Expense
Decrease CIP EL‐89031 Communications System
Improvements due to revised estimates (200,000)
Utilities 20020202 38790 Project Expense
Decrease CIP EL‐89044 Substation Facility Improvements
due to revised estimates (200,000)
Utilities 20020202 38790 Project Expense
Decrease CIP EL‐11002 St. Francis Oregon 4/12kV
Conversion which is being deferred six years due to other
high priority projects (50,000)
Utilities 20020202 38790 Project Expense
Decrease CIP EL‐11000 Seale/Waverley 4/12kV
Conversion which is being deferred six years due to other
high priority projects (40,000)
Utilities 20020202 38790 Project Expense
Increase CIP EL‐11004 Hewlett Subdivision Rebuild Los
Trancos due to higher than original cost estimates 400,000
Total Capital Budget (2,459,208) ‐
Net Electric Fund Midyear Adjustments (6,512,302) 683,000
RESERVE IMPACT ‐ ELECTRIC SUPPLY RSR 4,929,788
RESERVE IMPACT ‐ ELECTRIC DISTRIBUTION RSR 2,265,514
Fiber Optics Fund
Operating Budget
Utilities 20000081 39100 Allocated Charges Allocation for organizational assessment 2,094
Utilities Various 3037X Salary & Benefits Decrease in retiree medical OPEB cost (13,000)
Net Fiber Optics Fund Midyear Adjustments (10,906) ‐
RESERVE IMPACT ‐ FIBER OPTICS RSR 10,906
Page 14 3/14/2012
Attachment 1, Exhibit A
Enterprise Funds Midyear Detail Changes
Fiscal Year 2012
Dept. Cost Center
Comm
Item Category Description Expense Revenue
Gas Fund
Operating Budget
Utilities 20040202 36040 Utility Purchase Reduction due to lower than budgeted market prices. (1,300,000)
Utilities 20040202 36070 Utility Purchase
Increase due to higher than budgeted expected PG&E
Pipeline safety charge 400,000
Utilities 20000051 39100 Allocated Charges Allocation for organizational assessment 15,935
Utilities 20000050
20XXX/4
0XXX
Operating Transfer
In/Out
Transfer from gas supply rate stabilization to gas
distribution rate stabilization reserve to align with
guidelines 8,000,000 8,000,000
Utilities 20000040 19620
Charges to Other
Funds
Decrease in sales to Vehicle Fund and decrease in
commodity (80,532) (80,532)
Utilities 20020802 39390 Allocated Charges
Increase street cut fees for gas main replacement
projects scheduled to be completed by Q4 200,400
Utilities Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 24,000
Total Operating Budget 7,259,803 7,919,468
Capital Budget
Utilities 20020802 38790 Project Expense
Decrease CIP GS‐03009 System Extensions‐
Unreimbursed due to revised estimates (480,000)
Utilities 20020802 38790 Project Expense
Close CIP GS‐05002 Gas Main Replacement ‐ Project 15
and to return balance to reserve (111,216)
Utilities 20020802 38790 Project Expense
Close CIP GS‐06001 Gas Main Replacement ‐ Project 16
and to return balance to reserve (49,716)
Utilities 20020802 38790 Project Expense
Decrease CIP GS‐11002 Gas System Improvements due
to revised estimates (100,000)
Utilities 20020801 38790 Project Expense
Decrease CIP GS‐80017 Gas System Extensions due to
revised estimates (935,000)
Utilities 20020802 38790 Project Expense
Decrease CIP GS‐80019 Gas Meters and Regulators due
to revised estimates (142,159)
Total Capital Budget (1,818,091) ‐
Net Gas Fund Midyear Adjustments 5,441,712 7,919,468
RESERVE IMPACT ‐ GAS SUPPLY RSR (7,103,002)
RESERVE IMPACT ‐ GAS DISTRIBUTION RSR 9,580,758
Wastewater Collection Fund
Operating Budget
Utilities 20000071 39100 Allocated Charges Allocation for organizational assessment 8,848
Utilities 20021202 39390 Allocated Charges
Reduce street cut fees due to delays in wastewater
collection rehabilitation projects. (150,000)
Utilities Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 21,000
Total Operating Budget (120,152) ‐
Capital Budget
Utilities 20021202 38780 Project Expense
Close CIP WC‐02002 Wastewater Collection System
Rehab/Aug. Project 15 and to return balance to reserve (55,760)
Utilities 20021202 38780 Project Expense
Close CIP WC‐04002 Wastewater Collection System
Rehab/Aug. Project 17 and to return balance to reserve (150,000)
Utilities 20021202 38780 Project Expense
Decrease CIP WC‐05003 Wastewater Collection System
Rehab/Aug. Project 18 due to revised estimates (173,183)
Page 15 3/14/2012
Attachment 1, Exhibit A
Enterprise Funds Midyear Detail Changes
Fiscal Year 2012
Dept. Cost Center
Comm
Item Category Description Expense Revenue
Utilities 20021202 38780 Project Expense
Close CIP WC‐06003 Wastewater Collection System
Rehab/Aug. Project 19 and to return balance to reserve (137,637)
Utilities 20021202 38780 Project Expense
Decrease CIP WC‐15002 Wastewater System
Improvements due to revised estimates (275,000)
Utilities 20021201 38780 Project Expense
Decrease CIP WC‐80020 Sewer System Extensions due to
revised estimates (625,000)
Utilities 20021202 38780 Project Expense
Decrease CIP WC‐99013 Sewer Lateral/Manhole
Rehab/Replacement due to revised estimates (435,000)
Total Capital Budget (1,851,580) ‐
Net Wastewater Collection Fund Midyear Adjustments (1,971,732) ‐
RESERVE IMPACT ‐ WASTEWATER COLLECTION RSR 1,971,732
Water Fund
Operating Budget
Utilities 20000061 39100 Allocated Charges Allocation for organizational assessment 14,217
Utilities Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 25,000
Total Operating Budget 39,217 ‐
Capital Budget
Utilities 20021002 38790 Project Expense
Decrease CIP WS‐07000 Water Regulation System
Improvements due to revised estimates (600,000)
Utilities 20021002 38790 Project Expense
Decrease CIP WS‐08002 Emergency Water Supply
Project due to revised estimates (3,200,000)
Utilities 20021002 38790 Project Expense
Decrease CIP WS‐11003 Water Distribution System
Improvements due to revised estimates (130,000)
Utilities 20021002 38790 Project Expense
Decrease CIP WS‐11004 Water Supply System
Improvements due to revised estimates (125,000)
Utilities 20021001 38790 Project Expense
Decrease CIP WS‐80013 Water System Extensions due to
revised estimates (300,000)
Utilities 20021002 38790 Project Expense
Decrease CIP WS‐80014 Water Service Hydrant
Replacement due to revised estimates (500,000)
Utilities 20021002 38790 Project Expense
Decrease CIP WS‐80015 Water Meters due to revised
estimates (640,000)
Net Water Fund Midyear Adjustments (5,495,000) ‐
Net Water Fund Midyear Adjustments (5,455,783) ‐
RESERVE IMPACT ‐ WATER RSR 5,455,783
Refuse Fund
Operating Budget
PWD 50050101 30010 Salary & Benefits Reduce 1.0 FTE Admin Assoc. II (24,765)
PWD 50050101 30010 Salary & Benefits Reduce 0.5 FTE Asst. Dir. Public Works (28,826)
PWD Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 145,000
PWD 50050411 31260 Contract services
Increase ‐ IMPEC. Reimbursed by Univ. Ave. Parking
Fund. 63,280 63,280
PWD 50050411 31270 Contract services
Increase Downtown Streets Team Univ. Ave. Parking
Fund 69,888 69,888
PWD 50050001 20110 Transfer In Decrease loan from General Fund (625,000)
Total Operating Budget 224,576 (491,832)
Capital Budget
Page 16 3/14/2012
Attachment 1, Exhibit A
Enterprise Funds Midyear Detail Changes
Fiscal Year 2012
Dept. Cost Center
Comm
Item Category Description Expense Revenue
PWD 50050201 38790 JL Project Expense
Reduce CIP RF‐07001 due to permanent closure of the
Recycling Center, return to Refuse Fund.(879,473)
PWD 50050201 38790 JL Project Expense
Close CIP RF‐09003. New receptacles not preferred,
return to Refuse Fund.(321,843)
Total Capital Budget (1,201,316) ‐
Net Refuse Fund Midyear Adjustments (976,740) (491,832)
RESERVE IMPACT ‐ REFUSE FUND RSR 484,908
Storm Drainage Fund
Operating Budget
PWD 50070320 30010 Salary & Benefits Decrease 0.05 FTE Admin Associate II (1,238)
PWD 50070320 30010 Salary & Benefits Decrease 0.05 FTE Management Analyst (1,725)
PWD 50070320 30010 Salary & Benefits Increase 0.05 FTE Asst. Dir. Public Works 2,883
PWD Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 72,000
Total Operating Budget 71,920 ‐
Capital Budget
PWD 50070201 38790 Project Expense
Close CIP SD‐08101 Alma Street Storm Drain
Improvements, return balance to reserve (55,117)
Total Capital Budget (55,117) ‐
Net Storm Drainage Fund Midyear Adjustments 16,803 ‐
RESERVE IMPACT ‐ STORM DRAINAGE RSR (16,803)
Wastewater Treatment Fund
Operating Budget
PWD Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 327,000
Total Operating Budget 327,000 ‐
Net Wastewater Treatment Fund Midyear Adjustments 327,000 ‐
RESERVE IMPACT ‐ STORM DRAINAGE RSR (327,000)
Airport Fund
PWD 53000000 30010 Salary & Benefits City staff oversight 1,433
PWD 53000000 31010 Contract Services Contract for legal services 25,000
PWD 53000000 31990 Contract Services Contracts for groundwater sampling and monitoring 151,001
Net Airport Fund Midyear Adjustments 177,434 ‐
RESERVE IMPACT ‐ AIRPORT FUND (177,434)
Utilities Administration
Admin 20000002 19100
Charges to Other
Funds
Increase in Utilities administration reimbursement from
Utilities Funds 75,000
Admin 20010001 31990 Contract Services Increase for Utilities Organizational Assessment 75,000
Admin Various 3037X Salary & Benefits Decrease in retiree medical OPEB cost (4,000) (4,000)
Net Utilities Administration Fund Midyear Adjustments 71,000 71,000
RESERVE IMPACT ‐
Page 17 3/14/2012
Attachment 1, Exhibit A
Internal Service Funds Midyear Detail Changes
Fiscal Year 2012
Dept. Cost Center
Comm
Item Category Description Expense Revenue
Technology Fund
Operating Budget
IT 30010003 30010 Salary & Benefits
CIO salary, decrease in 0.32 ASD FTE, add 1.0 FTE
Information Technology Security Manager, move
0.5 FTE from CMO 185,425
IT 30040003 31230 Contract Services Additional Licenses for Utilities 123,050
IT 30040003 31230 Contract Services Non‐emergency notification system 10,000
IT 30040002 31230 Contract Services City's internet/intranet design 80,000
IT 30040003 31230 Contract Services Questica purchase 85,000
IT 30040003 31230 Contract Services Employee Selection ‐ Neoga 10,000
IT 30030003 31290 Contract Services Computer room UPS 2,400
IT 30050002 31290 Contract Services
Panaya ‐ Automates the applying of SAP service
packs. 65,000
IT 30040003 31290 Contract Services Internet connectivity 21,335
IT 30040003 31290 Contract Services Utility Blackboard Software License 55,000
IT 30030003 31290 Contract Services SAP Backend 13,000
IT 30040003 31290 Contract Services Minute Traq software maintenance 11,040
IT 30040003 31290 Contract Services Move Geodessy TE‐02015 maint. from CIP 45,000
IT 30010003 31990 Contract services Recruitment costs 25,000
IT 30010002 33060 General Expense Subscription professional services 7,600
IT 30030002 35040 Facilities & Equipment Universal Power Supply repair 32,760
IT 30030002 35040 Facilities & Equipment Increase wireless connectivity at City locations 81,000
IT Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 2,000
IT 30050002 40xxx Transfer Out
CAL‐Card maintenance support, transferred to ASD
budget (24,900)
Total Operating Budget 829,710 ‐
Capital Budget
IT 30060002 38790 Project Expense
Close CIP TE‐00021 New Phone System, transfer to
CIP TE‐00010 Telephone System Replacement (174,285)
IT 30060002 38790 Project Expense
Increase CIP TE‐00010 to include transfer from TE‐
00021 174,285
IT 30060002 38790 Project Expense
Close CIP TE‐01006 Enterprise Backup Solutions,
transfer the amount to CIP TE‐01012 IT Disaster
Recovery (68,626)
IT 30060002 38790 Project Expense
Increase CIP TE‐01012 to include transfer from TE‐
01006 68,626
IT 30060003 38790 Project Expense
Close CIP TE‐8000 Library Technology Plan, return
balance to reserves (18,766)
IT 30060003 38790 Project Expense
Close CIP TE‐08002 Electronic Patient Care Report
and return balance to reserves (35,055)
Total Capital Budget (53,821) ‐
Net Technology Fund Midyear Adjustments 775,889 ‐
RESERVE IMPACT (775,889)
Vehicle Replacement Fund
Operating Budget
PWD 50471003 30010 Salary & Benefits
Reallocate 0.50 FTE to Vehicle Replacement from
other funds 23,037
PWD 50080303 31250 Contract Services
Repairs of hoist, generators, equipment. CARB
permit renewals, tire work, accident repairs.100,000
PWD 50080301 32060 Supplies & Materials Asset Works Fleet Training.10,000
PWD 50080302 34050 Rents & Leases Rental expenses due to increasing repairs 25,000
Page 18 3/14/2012
Attachment 1, Exhibit A
Internal Service Funds Midyear Detail Changes
Fiscal Year 2012
PWD 50080310 39620 Allocated Charges
Compressed natural gas sales decreased due to
fleet reduction.(80,532)
PWD Various 3037X Salary & Benefits Increase in retiree medical OPEB cost 26,000
Total Operating Budget 103,505 ‐
Capital Budget
PWD 50080401 38790 Project Expense
Establish CIP VR‐12001 Replacement of In‐Ground
Vehicle Lifts at Municipal Services Center 50,000
PWD 50080402 38790 Project Expense
Increase VR‐07002 Diesel Truck Engine Emissions
Retrofit for vehicle #4410‐leaf packer truck used in
street sweeping.50,000
PWD 50080402 38790 Project Expense
Increase VR‐11000 Vehicle Replacements for the
replacement of vehicle #8790‐Utilities rodding
truck.175,000
Total Capital Budget 275,000 ‐
Net Vehicle Replacement Fund Midyear Adjustments 378,505 ‐
RESERVE IMPACT (378,505)
Printing & Mailing Fund
Operating Budget
ASD Various Various Salary & Benefits Decrease in retiree medical OPEB cost (28,000)
Net Printing & Mailing Fund Midyear Adjustments (28,000) ‐
RESERVE IMPACT 28,000
General Benefits Fund
Operating Budget
NON 68700000 Various Salary & Benefits Net benefits savings from IAFF concessions (143,000) (143,000)
Net General Benefits Fund Midyear Adjustments (143,000) (143,000)
RESERVE IMPACT ‐
Retiree Medical Fund
Operating Budget
NON 69400000 Various Salary & Benefits Increase in retiree medical OPEB cost 3,176,000 3,176,000
Net Retiree Medical Fund Midyear Adjustments 3,176,000 3,176,000
RESERVE IMPACT ‐
Page 19 3/14/2012
Attachment 1, Exhibit A
Special Revenue Funds Midyear Detail Changes
FY 2012
Dept.Cost Center
Comm
Item Category Description Expense Revenue
Law Enforcement Services Fund
POL 70248003 15370 From Other Agencies COPS grant 104,944
POL 70248003 35070 Facilities & Equipment COPS funded grant materials (104,944)
Net Midyear Adjustments (104,944) 104,944
NET LAW ENFORCEMENT SERVICES MIDYEAR ADJUSTMENT -
University Avenue Parking Permit Revenue Fund
NON 23600000 40xxx Operating Transfer Out
Downtown Streets Team,
increased cleaning 133,168
NON 23600000 40xxx Operating Transfer Out
Downtown Streets Team charged
to CSD, reimbursed by Downtown
Parking Permit Fund 20,000
Net Midyear Adjustments 153,168 -
NET UNIVERSITY AVENUE PARKING PERMITS MIDYEAR ADJUSTMENT 153,168
Housing in-lieu Residential Fund
PCE 602330002 33460 General Expense
Transfer In from Housing in-lieu
Commercial to cover housing
loans 600,000 600,000
Net Midyear Adjustments 600,000 600,000
NET HOUSING IN-LIEU RESIDENTIAL MIDYEAR ADJUSTMENT -
Housing in-lieu Commercial Fund
NON 23400000 40xxx Transfer Out
Transfer funds to residential
housing in-lieu to cover housing
loans 600,000
Net Midyear Adjustments 600,000 -
NET HOUSING IN-LIEU COMMERCIAL MIDYEAR ADJUSTMENT -
Stanford Department Agreement Fund
NON 80260010 18110 Other Revenue Community Health & Safety 4,000,000
NON 26000000 18110 Other Revenue Operating Deficit 2,417,000
NON 60260010 18110 Other Revenue Intermodel Transit 2,250,000
NON 60260020 18110 Other Revenue Quarry Road Improvements 400,000
NON 60260030 18110 Other Revenue
Neighborhoods & Communities &
Affordable Housing 7,733,333
NON 60260040 18110 Other Revenue Climate Change 4,000,000
NON 26000000 18110 Return on Investment Interest income 459,984
NON 80260010 30030 Salary & Benefits Project Safety Net coordinator 45,000
NON 80260010 32070 General Expense
Supplies associated with Project
Safety Net 20,000
Net Midyear Adjustments 65,000 21,260,317
NET STANFORD UNIVERSITY MEDICAL CENTER MIDYEAR ADJUSTMENT 21,195,317
Page 20 2/21/2012
Attachment 1, Exhibit A
General Fund CIP
Detail Midyear Changes Fiscal Year 2012
Dept.Cost Center
Comm
Item Category Description Expense Revenue
General Fund Capital Improvement Fund
ASD 404710002 38790 Project Expense
Reduce CIP AS-10001 Sustainability, return to
Infrastructure Reserve (300,000)
PCE 60471005 38790 Project Expense
Close CIP PL-06002 Comprehensive Parking Signage Plan
and return balance to reserves. This project was replaced
with PL-12000 Transportation and Parking Improvements.(423,687)
PCE 60471006 38790 Project Expense
Close CIP PL-11004 Alma Street- Traffic Improvement,
return balance to reserves. This was part of a partnership
project with Caltrain to provide improvements along the rail
corridor. Caltrain will use grant-funds initially set aside for
this project to implement preemption improvements instead
of intersection improvements. Therefore, project should be
closed.(699,000)
PCE 60471001 38790 Project Expense
Close CIP PL-98013 School Commute Safety
Improvements and return balance to reserves. This project
was replaced with PL-00026 Safe Routes to School.(102,488)
PWD 50471011 18020 Contract Services
CIP PE-86070 Street Maint. Program for structural
engineering to investigate guardrail damage. Costs
reimbursed by motorist's insurance.10,000 10,000
PWD 50471010 31040 Contract Services
NEW Alma Street/University Avenue Bridge Guardrail
Repair - PE-12009 Repair of guardrail due to vehicular
accident Alma & University 110,000 110,000
PWD 50471003 30010 Salary & Benefits
Reallocate 0.05 FTE from Capital to various PW Funds.
Nets to an budget increase due to level of job classification 446
Various Various 3037X Salary & Benefits Increase in OPEB retiree medical ARC 69,000
(1,335,729) 120,000
NET CIP MIDYEAR ADJUSTMENTS 1,455,729
SUBTOTAL - EXPENSE AND REVENUE
Page 21 2/21/2012
Attachment 1, Exhibit B
Project Funding
Title Number Revenue Expense Source Comments
ADDITIONAL APPROPRIATIONS
Street Maintenance PE-86070 $ 10,000 $ 10,000 Property damage revenue For structural engineering consultant services to
investigate the extent of the damage to the guardrail
on the University Ave. overpass at Alma that was
damaged by intoxicated driver. Costs to be
reimbursed by driver's insurance.
Alma Street/University Avenue Bridge Guardrail
Repair (New Project) ( Exhibit B-1)
PE-12009 $ 110,000 $ 110,000 Property damage revenue To repair the guardrail on the University Ave.
overpass at Alma that was damaged by intoxicated
driver. Costs to be reimbursed by driver's
insurance.
Total $ 110,000 $ 110,000
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Alma Street- Traffic Signal Improvements PL-11004 $ (699,000) Infrastructure Reserve To close project and return balance to reserve
School Commute Safety Improvements PL-98013 $ (102,488) Infrastructure Reserve To close project and return balance to reserve
Comprehensive Parking Signage Plan PL-06002 $ (423,687) Infrastructure Reserve To close project and return balance to reserve
Sustainability Contingency AS-10001 $ (300,000) Infrastructure Reserve To reduce appropriation due to lower expected
activity
Total $ (1,525,175)
TOTAL GENERAL FUND CIP MID-YEAR
ADJUSTMENTS
$ 110,000 $ (1,415,175)
ADDITIONAL APPROPRIATIONS
Hewlett Subdivision Rebuild Los Trancos EL-11004 $ 400,000 Electric Fund RSR The final design to rebuild the electric system in the
Hewlett Subdivision (in the western foothills) came
in at a higher cost. A large part of the cost will be
turning it into a loop configuration, requiring a
several hundred foot bore, plus utility switches.
Total $ - $ 400,000
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Electric Customer Connections EL-89028 $ (1,000,000) Electric Fund Distribution
RSR
Decrease due to revised estimates
E. Meadow/Alma/Loma 4/12kV Conversion EL-08002 $ (414,014) Electric Fund Distribution
RSR
To close project and return balance to reserve
Rebuild Underground District 19 EL-11008 $ (400,000) Electric Fund Distribution
RSR
Decrease due to reduction in project scope
Substation Protection Improvements EL-89038 $ (300,000) Electric Fund Distribution
RSR
Decrease due to revised estimates
Automated Meter Reading System EL-04014 $ (255,194) Electric Fund Distribution
RSR
To close project and return balance to reserve
Communications System Improvements EL-89031 $ (200,000) Electric Fund Distribution
RSR
Decrease due to revised estimates
Substation Facility Improvements EL-89044 $ (200,000) Electric Fund Distribution
RSR
Decrease due to revised estimates
St. Francis Oregon 4/12kV Conversion EL-11002 $ (50,000) Electric Fund Distribution
RSR
Project has been deferred out six years due to other
high priority projects
Seale/Waverley 4/12kV Conversion EL-11000 $ (40,000) Electric Fund Distribution
RSR
Project has been deferred out six years due to other
high priority projects
Total $ - $ (2,859,208)
FY 2012 CIP Mid-Year Adjustments
CAPITAL PROJECT FUND
ELECTRIC FUND
Page 1 of 3 2/21/2012
Attachment 1, Exhibit B
Project Funding
Title Number Revenue Expense Source Comments
FY 2012 CIP Mid-Year Adjustments
TOTAL ELECTRIC FUND CIP MID-YEAR
ADJUSTMENTS
$ - $ (2,459,208)
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
System Extensions- Unreimbursed GS-03009 $ (480,000) Gas Fund Distribution RSR Decrease due to revised estimates
Gas Main Replacement - Project 15 GS-05002 $ (111,216) Gas Fund Distribution RSR To close project and return balance to reserve
Gas Main Replacement - Project 16 GS-06001 $ (49,716) Gas Fund Distribution RSR To close project and return balance to reserve
Gas System Improvements GS-11002 $ (100,000) Gas Fund Distribution RSR Decrease due to revised estimates
Gas System Extensions GS-80017 $ (935,000) Gas Fund Distribution RSR Decrease due to revised estimates
Gas Meters and Regulators GS-80019 $ (142,159) Gas Fund Distribution RSR Decrease due to revised estimates
TOTAL GAS FUND CIP MID-YEAR
ADJUSTMENTS
-$ (1,818,091)$
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Water Regulation System Improvements WS-07000 $ (600,000) Water Fund Distribution
RSR
Decrease due to revised estimates
Emergency Water Supply Project WS-08002 $ (3,200,000) Utility Revenue Bonds Decrease due to revised estimates
Water Distribution System Improvements WS-11003 $ (130,000) Water Fund Distribution
RSR
Decrease due to revised estimates
Water Supply System Improvements WS-11004 $ (125,000) Water Fund Distribution
RSR
Decrease due to revised estimates
Water System Extensions WS-80013 $ (300,000) Water Fund Distribution
RSR
Decrease due to revised estimates
Water Service Hydrant Replacement WS-80014 $ (500,000) Water Fund Distribution
RSR
Decrease due to revised estimates
Water Meters WS-80015 $ (640,000) Water Fund Distribution
RSR
Decrease due to revised estimates
TOTAL WATER FUND CIP MID-YEAR
ADJUSTMENTS
(5,495,000)$
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Wastewater Collection System Rehab/Aug. Project
15
WC-02002 $ (55,760) Wastewater Collection Fund
RSR
To close project and return balance to reserve
Wastewater Collection System Rehab/Aug. Project
17
WC-04002 $ (150,000) Wastewater Collection Fund
RSR
To close project and return balance to reserve
Wastewater Collection System Rehab/Aug. Project
18
WC-05003 $ (173,183) Wastewater Collection Fund
RSR
Decrease due to revised estimates
Wastewater Collection System Rehab/Aug. Project
19
WC-06003 $ (137,637) Wastewater Collection Fund
RSR
To close project and return balance to reserve
Wastewater System Improvements WC-15002 $ (275,000) Wastewater Collection Fund
RSR
Decrease due to revised estimates
Sewer System Extensions WC-80020 $ (625,000) Wastewater Collection Fund
RSR
Decrease due to revised estimates
Sewer Lateral/Manhole Rehab/Replacement WC-99013 $ (435,000) Wastewater Collection Fund
RSR
Decrease due to revised estimates
TOTAL WASTEWATER COLLECTION FUND CIP
MID-YEAR ADJUSTMENTS
-$ (1,851,580)$
GAS FUND
WATER FUND
WASTEWATER COLLECTION FUND
Page 2 of 3 2/21/2012
Attachment 1, Exhibit B
Project Funding
Title Number Revenue Expense Source Comments
FY 2012 CIP Mid-Year Adjustments
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Relocation of Landfill Facilities RF-07001 $ (879,473) Storm Drainage Fund RSR To reduce project scope due to permanent closure
of Recycling Center
Recycling in Business Districts RF-09003 $ (321,843) Storm Drainage Fund RSR To close project and return balance to reserve;
receptacles under consideration not preferable
TOTAL REFUSE FUND CIP MID-YEAR
ADJUSTMENTS
-$ (1,201,316)$
REDUCTION IN APPROPRIATIONS/TO
CLOSE PROJECTS
Alma Street Storm Drainage Improvement SD-08101 $ (55,117) Storm Drainage Fund RSR To close project and return balance to reserve
TOTAL STORM DRAINAGE FUND CIP MID-YEAR
ADJUSTMENTS
-$ (55,117)$
ADDITIONAL APPROPRIATIONS
Replacement of In-Ground Vehicle Lifts at the
Municipal Services Center (New Project) (Exhibit
B-2)
VR-12001 $ 50,000 Vehicle Replacement Fund Replacement of seven in-ground vehicle lifts at
Municipal Services Center
Diesel Truck Engine Emissions Retrofit VR-07002 $ 50,000 Vehicle Replacement Fund Retrofit of vehicle #4410- leaf packer truck used in
street sweeping; diesel particulate filter required to
meet regulations of California Air Resources Board
Scheduled Vehicle and Equipment Replacements VR-11000 $ 175,000 Vehicle Replacement Fund Replacement of vehicle #8790- Utilities rodding
truck
TOTAL VEHICLE REPLACEMENT FUND CIP MID-
YEAR ADJUSTMENTS
275,000$
TRANSFERS/REDUCTION IN
APPROPRIATIONS/TO CLOSE PROJECTS
New Phone System TE-00021 (174,285)$ Technology Fund and
various Enterprise Funds
To close project and transfer appropriation to TE-
00010 (Telephone System Replacement)
Telephone System Replacement TE-00010 174,285$ Technology Fund and
various Enterprise Funds
Transfer from TE-00021 (New Phone System)
Enterprise Backup Solution TE-01006 (68,626)$ Technology Fund and
various Enterprise Funds
To close project and transfer appropriation to TE-
01012 (IT Disaster Recovery)
IT Disaster Recovery TE-01012 68,626$ Technology Fund and
various Enterprise Funds
Transfer from TE-01006 (Enterprise Backup
Solution)
Library Technology Plan TE-08000 (18,766)$ Technology Fund and
various Enterprise Funds
To close project and return balance to reserves
Electronic Patient Care TE-08002 (35,055)$ Technology Fund and
various Enterprise Funds
To close project and return balance to reserves
TOTAL TECHNOLOGY FUND CIP MID-YEAR
ADJUSTMENTS
(53,821)$
VEHICLE REPLACEMENT FUND
TECHNOLOGY FUND
STORM DRAINAGE FUND
REFUSE FUND
Page 3 of 3 2/21/2012
City of Palo Alto Capital Budget FY 2012
PO-12001Curb and Gutter Repairs
ALMA STREET/UNIVERSITY AVENUE BRIDGE
GUARDRAIL REPAIR (PE-12009)- NEW
CIP FACTS:
• New
• Project Status: Design
• Timeline: FY 2012
• Managing Department: Public Works
• Comprehensive Plan: None
• Potential Board/Commission Review: none
IMPACT ANALYSIS:
• Environmental: Exempt from CEQA under Sec-
tion 15302.
• Design Elements: The replacment guardrail will
match the appearance and functionality of the
existing guardrail.
• Operating: None
Description: This project will repair a portion of the guardrail on the
Alma street/University Avenue bridge that was damaged during a
vehicular accident at the site in early 2011. The replacement guardrail
will match the appearance and functionality of the existing guardrail.
Justification: The guardrail must be replaced for public health and
safety reasons in order to prevent vehicles from falling off the roadway
down a vertical drop-off onto a street and sidewalk area below.
Supplemental Information: A structural engineering consultant is
currently designing the guardrail repairs to ensure that the
replacement guardrail will restore the level of protection provided by
the original installation.
FUTURE FINANCIAL REQUIREMENTS
FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 Total Funding
Pre-Design Costs
Design Costs
Construction Costs $110,000 $110,000
Other
Total Budget Request $110,000 $110,000
Revenues:
Source of Funds:Infrastructure Reserve
Exhibit B-1
City of Palo Alto Capital Budget FY 2012
VR-15000Scheduled Vehicle and Equipment Replacements
EVALUATION AND REPLACEMENT OF IN-GROUND
VEHICLE LIFTS AT THE MUNICIPAL SERVICES
CENTER (VR-12001)/&8
FUTURE FINANCIAL REQUIREMENTS
FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 Total Funding
Pre-Design Costs
Design Costs
Construction Costs
Other $50,000 $350,000 $400,000
Total Budget Request $50,000 $350,000 $400,000
Revenues:
Source of Funds:Vehicle Replacement Fund
CIP FACTS:
• New
• Project Status: Other
• Timeline: FY 201-201
• Overall Project Completion: 0%
• Percent Spent: 0.00%
• Managing Department: Public Works
• Comprehensive Plan: Policy N-26, Program N-41
• Potential Board/Commission Review: None
IMPACT ANALYSIS:
• Environmental: This project is categorically
exempt from CEQA under section 15301.
• Design Elements: None
• Operating: This project XJMMHFOFSBUF POHPJOH
NBJOUFnance costs.
• Telecommunications: None
Description: This project will involve the evaluation and possible
replacement of seven (7) in-ground vehicle lifts at the Municipal
Services Center (MSC) Vehicle Maintenance Facility.
Justification: The seven in-ground vehicle lifts at the MSC Vehicle
Maintenance Facility are between 25 and 35 years old. Major
components such as the lift cylinders and in-ground oil piping are
beginning to deteriorate. in addition, the pits in which the lift
mechanisms are located are cracking, which is allowing a large amount
of groundwater infiltration. The groundwater is being contamination
with oil from the leaking hoists which must be processed as hazardous
waste.
Supplemental Information: This project will be conducted in two
phases. In the first phase, staff will contract with a vehicle maintenance
facility design firm to evaluate our vehicle lift requirements. The
design firm will work with staff to determine if the existing lifts can be
overhauled and restored to efficient and environmentally sound
operation, or if they should be replaced. If a determination is made
that the lifts should be replaced, the design firm will make
reommendations regarding appropriate replacements. Vehicle lifting
technology has improved greatly since the original hoists were
installed. If the lifts were replaced, they could be replaced by electric
versions which would pose no potential for environmental
contamination. The second phase of this project would involve the
demolition of the existing lifts, and the purchase and installation of
new lifts.
PRIOR YEARS
PY Budget $0
PY Actuals as of 12/31/2010 0
Exhibit B-2
Attachment 1, Exhibit C
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
GENERAL FUND
City Manager
Administrative Assistant 1.00 1.00 ‐ 1.00
Administrative Associate I 1.50 0.50 ‐ 0.50
Administrative Associate II ‐ ‐ ‐ ‐
Administrative Associate III ‐ 1.00 ‐ 1.00
Management Analyst (1)0.50 0.50 (0.50) ‐
Assistant City Manager/Chief Operating Officer 1.00 1.00 ‐ 1.00
Assistant to City Manager 1.50 1.55 ‐ 1.55
City Manager 1.00 1.00 ‐ 1.00
Communications Manager 1.00 1.00 ‐ 1.00
Deputy City Manager 0.50 0.50 ‐ 0.50
Executive Assistant to the City Manager 1.00 1.00 ‐ 1.00
Manager, Communications ‐ ‐ ‐ ‐
Manager, Economic Devlpmt & Redevlpmt ‐ 1.00 ‐ 1.00
Senior Management Analyst ‐ ‐ ‐ ‐
Total City Manager 9.00 10.05 (0.50) 9.55
Footnote:
(1) Reallocate 0.50 FTE Management Analyst from City Manager's Office to Technology Fund
Administrative Services Department
Accountant 2.00 2.00 ‐ 2.00
Accounting Specialist 7.00 7.00 ‐ 7.00
Accounting Specialist ‐ Lead 5.00 5.00 ‐ 5.00
Administrative Assistant (4)0.93 0.93 0.07 1.00
Administrative Associate III ‐ 1.00 ‐ 1.00
Assistant Director, Administrative Services (5)0.60 1.50 0.10 1.60
Assistant Storekeeper ‐ ‐ ‐ ‐
Business Analyst ‐ ‐ ‐ ‐
Buyer 1.95 1.95 ‐ 1.95
Director, Office of Management and Budget (1)‐ 1.00 ‐ 1.00
Contracts Administrator 1.40 1.40 ‐ 1.40
Deputy Director, Administrative Services 0.80 ‐ ‐ ‐
Director, ASD/Chief Financial Officer (6)0.50 0.50 0.15 0.65
Table of Organization
Page 1 of 11 2/16/2012
Attachment 1, Exhibit C
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Graphic Designer 1.00 ‐ ‐ ‐
Manager, Accounting 1.00 1.00 ‐ 1.00
Manager, Budget 1.00 ‐ ‐ ‐
Manager, Purchasing/Contract Administrator 1.00 1.00 ‐ 1.00
Manager, Real Property 1.00 1.00 ‐ 1.00
Payroll Analyst 2.00 2.00 ‐ 2.00
Principal Financial Analyst (2)‐ 1.00 ‐ 1.00
Real Property Analyst ‐ ‐ ‐ ‐
Real Property Agent ‐ ‐ ‐ ‐
Senior Accountant 3.00 3.00 ‐ 3.00
Senior Business Analyst ‐ ‐ ‐ ‐
Senior Financial Analyst (3)5.81 4.91 1.00 5.91
Senior Buyer ‐ ‐ ‐ ‐
Staff Secretary ‐ ‐ ‐ ‐
Storekeeper ‐ ‐ ‐ ‐
Storekeeper ‐ Lead 1.00 1.00 ‐ 1.00
Warehouse Supervisor 0.50 0.50 ‐ 0.50
Total Administrative Services 37.49 37.69 1.32 39.01
Footnote:
(1) Title change from Chief Budget Officer to Director, Office of Management and Budget
(2) Title change from Budget Officer to Principal Financial Analyst
(3) Add 1.00 FTE Senior Financial Analyst
(4) Reallocate 0.07 FTE Administrative Assistant from Information Technology Fund
(5) Reallocate 0.10 FTE Assistant Director, Administrative Services from Technology Fund
(6) Reallocate 0.15 FTE Director, Administrative Services from Technology Fund
Community Services Department
Administrative Assistant 1.00 1.00 ‐ 1.00
Administrative Associate I ‐ ‐ ‐ ‐
Administrative Associate III 0.75 0.75 ‐ 0.75
Administrator Special Events ‐ ‐ ‐ ‐
Arts and Culture Division Manager 1.00 1.00 ‐ 1.00
Assistant Director CSD (1)‐ ‐ 1.00 1.00
Building Serviceperson 2.00 2.00 ‐ 2.00
Building Serviceperson ‐ Lead 2.00 2.00 ‐ 2.00
Page 2 of 11 2/16/2012
Attachment 1, Exhibit C
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Community Services Senior Program Manager 1.00 1.00 ‐ 1.00
Community Services Superintendent 1.00 1.00 ‐ 1.00
Coordinator, Child Care ‐ ‐ ‐ ‐
Coordinator, Recreation Programs 4.50 4.00 ‐ 4.00
Cubberley Center and Human Svc Div Mgr ‐ ‐ ‐ ‐
Director, Community Services 1.00 1.00 ‐ 1.00
Division Manager, Golf & Parks ‐ ‐ ‐ ‐
Division Manager, Recreation & Golf 1.00 1.00 ‐ 1.00
Division Manager, Rec and Youth Sciences ‐ ‐ ‐ ‐
Golf Course Equipment Mechanic ‐ ‐ ‐ ‐
Golf Course Maintenance Person ‐ ‐ ‐ ‐
Inspector, Field Services 2.00 2.00 ‐ 2.00
Jr. Museum & Zoo Lead Educator 2.25 2.25 ‐ 2.25
Jr. Museum & Zoo Lead Instructor ‐ ‐ ‐ ‐
Management Assistant 1.00 1.00 ‐ 1.00
Manager, Arts (1)2.00 2.00 (1.00) 1.00
Open Space and Parks Division Manager 1.00 1.00 ‐ 1.00
Park Maintenance Lead 1.00 1.00 ‐ 1.00
Park Maintenance Person 6.00 6.00 ‐ 6.00
Park Ranger 5.00 5.00 ‐ 5.00
Parks and Open Space Assistant ‐ ‐ ‐ ‐
Parks Crew ‐ Lead 2.00 2.00 ‐ 2.00
Producer Arts/Science Programs 12.00 12.00 ‐ 12.00
Program Assistant I 7.50 7.50 ‐ 7.50
Program Assistant II 3.00 3.00 ‐ 3.00
Senior Management Analyst 1.00 1.00 ‐ 1.00
Senior Ranger ‐ ‐ ‐ ‐
Sprinkler System Repairer 4.00 4.00 ‐ 4.00
Superintendent, Parks 1.00 1.00 ‐ 1.00
Supervisor, Open Space 2.00 2.00 ‐ 2.00
Supervisor, Parks 1.00 1.00 ‐ 1.00
Supervisor, Recreation Program 4.00 4.00 ‐ 4.00
Theater Specialist 1.00 1.00 ‐ 1.00
Volunteer Coordinator 0.50 0.50 ‐ 0.50
Total Community Services 74.50 74.00 ‐ 74.00
Page 3 of 11 2/16/2012
Attachment 1, Exhibit C
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Footnote:
(1) Reclass 1.00 FTE Manager, Arts to Assistant Director CSD
Planning and Community Environment Department
Administrative Assistant 1.00 1.00 ‐ 1.00
Administrative Associate I 1.00 1.50 ‐ 1.50
Administrative Associate II 3.80 3.80 ‐ 3.80
Administrative Associate III 1.00 1.00 ‐ 1.00
Administrator, Planning & Comm Envir 1.00 1.00 ‐ 1.00
Assistant Building Official 1.00 1.00 ‐ 1.00
Assistant Director, Planning & Comm Envir ‐ 1.00 ‐ 1.00
Assistant Engineer ‐ ‐ ‐ ‐
Assistant to City Manager 0.05 ‐ ‐ ‐
Associate Engineer 1.00 1.00 ‐ 1.00
Building Inspector 4.00 4.00 ‐ 4.00
Building Inspector Specialist 1.00 1.00 ‐ 1.00
Building/Planning Technician 2.00 2.00 ‐ 2.00
Chief Building Official 1.00 1.00 ‐ 1.00
Chief Planning and Transportation Official 1.00 ‐ ‐ ‐
Chief Transportation Officer ‐ ‐ ‐ ‐
Chief Transportation Official 1.00 1.00 ‐ 1.00
City Traffic Engineer ‐ ‐ ‐ ‐
Code Enforcement Officer 2.00 2.00 ‐ 2.00
Coordinator, Transp Sys Mgmt 0.50 0.50 ‐ 0.50
Deputy City Manager 0.50 0.50 ‐ 0.50
Development Center Manager (1)‐ ‐ 1.00 1.00
Development Center Project Coordinator III (4)‐ ‐ 3.00 3.00
Development Services Director (2)‐ ‐ 1.00 1.00
Director, Planning and Comm Envir 1.00 1.00 ‐ 1.00
Engineer 1.00 1.00 ‐ 1.00
Engineering Technician II 1.00 1.00 ‐ 1.00
Manager, Economic Resources ‐ ‐ ‐ ‐
Manager, Economic Devlpmt & Redevlpmt 1.00 ‐ ‐ ‐
Manager, Planning 2.00 2.00 ‐ 2.00
Managing Arborist ‐ ‐ ‐ ‐
Permit Specialist ‐ ‐ ‐ ‐
Planner 5.75 5.75 ‐ 5.75
Page 4 of 11 2/16/2012
Attachment 1, Exhibit C
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Plan Checking Engineer 2.00 2.00 ‐ 2.00
Plans Examiner (3)‐ ‐ 1.00 1.00
Planning Arborist 1.00 ‐ ‐ ‐
Project Engineer 1.00 1.00 ‐ 1.00
Senior Planner 5.00 5.00 ‐ 5.00
Supervisor, Building Inspection 1.00 1.00 ‐ 1.00
Transportation Manager ‐ ‐ ‐ ‐
Transportation Project Manager ‐ ‐ ‐ ‐
Total Planning and Community Environment 44.60 43.05 6.00 49.05
Footnote:
(1) Add 1.00 FTE Development Center Manager
(2) Add 1.00 FTE Development Services Director
(3) Add 1.00 FTE Plans Examiner
(4) Add 3.00 FTE Development Project Coordinator III
Public Works Department
Accountant 0.02 0.02 ‐ 0.02
Accounting Specialist 0.04 0.04 ‐ 0.04
Administrative Assistant 1.00 1.00 ‐ 1.00
Administrative Associate I 1.70 0.70 ‐ 0.70
Administrative Associate II (1)1.80 1.80 1.05 2.85
Administrative Associate III ‐ ‐ ‐ ‐
Assistant Director Public Works (5)1.10 1.10 0.20 1.30
Associate Engineer 0.10 0.10 ‐ 0.10
Building Serviceperson 1.00 1.00 ‐ 1.00
Building Serviceperson ‐ Lead 2.00 2.00 ‐ 2.00
Coordinator, Public Works Projects ‐ ‐ ‐ ‐
Deputy Director, Public Works Operations ‐ ‐ ‐ ‐
Director, Public Works/City Engineer 1.00 1.00 ‐ 1.00
Electrician 1.00 1.00 ‐ 1.00
Engineer 0.30 0.30 ‐ 0.30
Engineering Technician III 3.30 3.30 ‐ 3.30
Equipment Operator 3.46 3.46 ‐ 3.46
Equipment Parts Technician ‐ ‐ ‐ ‐
Page 5 of 11 2/16/2012
Attachment 1, Exhibit C
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Facilities Assistant ‐ ‐ ‐ ‐
Facilities Carpenter 1.00 1.00 ‐ 1.00
Facilities Electrician ‐ ‐ ‐ ‐
Facilities Maintenance ‐ Lead 2.00 2.00 ‐ 2.00
Facilities Mechanic 6.00 6.00 ‐ 6.00
Facilities Painter 2.00 2.00 ‐ 2.00
Heavy Equipment Operator 1.90 1.90 ‐ 1.90
Heavy Equipment Operator ‐ Lead 0.85 0.85 ‐ 0.85
Inspector, Field Services 1.00 1.00 ‐ 1.00
Instrument Electrician ‐ ‐ ‐ ‐
Management Analyst (2)‐ 0.55 (0.15) 0.40
Manager, Facilities Maintenance 0.80 ‐ ‐ ‐
Manager, Maintenance Operations 0.12 1.72 ‐ 1.72
Managing Arborist 1.00 ‐ ‐ ‐
Planning Arborist ‐ 1.00 ‐ 1.00
Project Engineer 0.20 0.20 ‐ 0.20
Project Manager 1.75 0.75 ‐ 0.75
Senior Accountant 0.02 0.02 ‐ 0.02
Senior Engineer (3)0.20 0.20 0.90 1.10
Senior Financial Analyst 0.16 0.16 ‐ 0.16
Senior Management Analyst 0.90 0.90 ‐ 0.90
Senior Project Manager (4)1.00 1.00 (0.90) 0.10
Superintendent, Public Works Operations 0.60 ‐ ‐ ‐
Supervising Project Engineer ‐ ‐ ‐ ‐
Supervisor, Building Services ‐ ‐ ‐ ‐
Supervisor, Facilities Management 1.95 ‐ ‐ ‐
Supervisor, Inspec/Surveying, Public Works 0.80 0.80 ‐ 0.80
Surveying Assistant 0.78 0.78 ‐ 0.78
Surveyor, Public Works 0.78 0.78 ‐ 0.78
Traffic Control Maintainer ‐ Lead 1.00 1.00 ‐ 1.00
Traffic Control Maintenance I 1.94 1.94 ‐ 1.94
Traffic Control Maintenance II 2.00 2.00 ‐ 2.00
Tree Maintenance Assistant ‐ ‐ ‐ ‐
Tree Maintenance Specialist 2.00 2.00 ‐ 2.00
Tree Trimmer/Line Clearer 7.00 7.00 ‐ 7.00
Tree Trimmer/Line Clearer Assistant ‐ ‐ ‐ ‐
Tree Trimmer/Line Clearer ‐ Lead 1.00 1.00 ‐ 1.00
Page 6 of 11 2/16/2012
Attachment 1, Exhibit C
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Urban Forester ‐ 1.00 ‐ 1.00
Total Public Works 58.57 56.37 1.10 57.47
Footnote:
(2) Reallocate 0.15 FTE Management Analyst to Vehicle Replacement Fund
(3) Reallocate 0.90 FTE Senior Engineer from Capital Fund
(4) Reallocate 0.90 Senior Project Manager to Capital Fund
(5) Reallocate 0.20 FTE Assistant Director Public Works from Enterprise Funds ‐ Public Works
ENTERPRISE FUNDS
Public Works Department
Refuse, Storm Drainage and Wastewater Treatment
Accountant 0.23 0.23 ‐ 0.23
Accounting Specialist 0.46 0.46 ‐ 0.46
Administrative Associate II (1)3.20 3.20 (1.05) 2.15
Administrator, Refuse 1.00 1.00 ‐ 1.00
Assistant Director, Public Works (2), (3)0.75 0.75 (0.45) 0.30
Assistant Director, Environmental Services ‐ 1.00 ‐ 1.00
Assistant Plant Manager ‐ 1.00 ‐ 1.00
Assistant to City Manager 0.10 0.10 ‐ 0.10
Asst Manager, Water Quality Control Plant 1.00 1.00 ‐ 1.00
Associate Engineer 3.30 3.30 ‐ 3.30
Associate Planner 1.00 1.00 ‐ 1.00
Business Analyst 1.13 0.13 ‐ 0.13
Buyer 1.00 1.00 ‐ 1.00
Chemist 3.00 3.00 ‐ 3.00
Coordinator Environmental Protection ‐ ‐ ‐ ‐
Coordinator, PW Projects ‐ 1.00 ‐ 1.00
Coordinator Recycling ‐ ‐ ‐ ‐
Coordinator Zero Waste 2.00 2.00 ‐ 2.00
Deputy Fire Chief/Fire Marshal 0.08 0.08 ‐ 0.08
Electrician 3.00 3.00 ‐ 3.00
Electrician ‐ Lead 2.00 2.00 ‐ 2.00
(1) Reallocate 1.05 FTE Administrative Associate II from Enterprise Fund ‐ Public Works ‐ 0.05 FTE from Storm Drainage Fund
and 1.0 FTE from Refuse Fund
Page 7 of 11 2/16/2012
Attachment 1, Exhibit C
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Engineer 1.00 1.00 ‐ 1.00
Engineering Technician I ‐ ‐ ‐ ‐
Engineering Technician III 1.40 1.40 ‐ 1.40
Environmental Specialist 2.00 2.00 ‐ 2.00
Equipment Operator 0.54 0.54 ‐ 0.54
Executive Assistant 2.00 ‐ ‐ ‐
Hazardous Materials Inspector 0.04 0.04 ‐ 0.04
Hazardous Materials Specialist ‐ ‐ ‐ ‐
Heavy Equipment Operator 5.90 5.90 ‐ 5.90
Heavy Equipment Operator ‐ Lead 3.15 3.15 ‐ 3.15
Industrial Waste Assistant Inspector 1.00 1.00 ‐ 1.00
Industrial Waste Inspector 1.00 1.00 ‐ 1.00
Industrial Waste Investigator 2.00 2.00 ‐ 2.00
Laboratory Tech, Water Quality Control Plant 2.50 2.50 ‐ 2.50
Landfill Technician 1.00 ‐ ‐ ‐
Maintenance Mechanic 7.00 7.00 ‐ 7.00
Management Analyst (4)‐ 1.20 (0.05) 1.15
Manager, Environmental Compliance 1.00 ‐ ‐ ‐
Manager, Environmental Control Program 3.00 3.00 ‐ 3.00
Manager, Laboratory Services 1.00 1.00 ‐ 1.00
Manager, Maintenance Operations 1.38 1.38 ‐ 1.38
Manager, Solid Waste 1.00 1.00 ‐ 1.00
Manager, Water Quality Control Plant 1.00 1.00 ‐ 1.00
Program Assistant I 2.00 2.00 ‐ 2.00
Program Assistant II 1.00 1.00 ‐ 1.00
Program Analyst ‐ ‐ ‐ ‐
Project Engineer 2.00 2.00 ‐ 2.00
Refuse Disposal Attendant 4.00 4.00 ‐ 4.00
Senior Accountant 0.23 0.23 ‐ 0.23
Senior Chemist 1.00 1.00 ‐ 1.00
Senior Engineer 2.75 2.25 ‐ 2.25
Senior Financial Analyst 0.16 0.16 ‐ 0.16
Senior Industrial Waste Inspector ‐ ‐ ‐ ‐
Senior Management Analyst 0.10 0.10 ‐ 0.10
Senior Mechanic, Water Quality Control 1.00 1.00 ‐ 1.00
Senior Operator, Water Quality Control 6.00 6.00 ‐ 6.00
Senior Technologist 0.13 1.13 ‐ 1.13
Page 8 of 11 2/16/2012
Attachment 1, Exhibit C
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Storekeeper 1.00 1.00 ‐ 1.00
Street Maintenance Assistant 2.00 2.00 ‐ 2.00
Street Sweeper Operator 7.00 7.00 ‐ 7.00
Street Sweeper Operator ‐ Lead ‐ ‐ ‐ ‐
Superintendent, Public Works Operations 0.20 ‐ ‐ ‐
Supervisor, Public Works 1.00 1.00 ‐ 1.00
Supervisor, Water Quality Control Operations 5.00 3.00 ‐ 3.00
Surveying Assistant 0.11 0.11 ‐ 0.11
Surveyor, Public Works 0.11 0.11 ‐ 0.11
Technologist ‐ ‐ ‐ ‐
Traffic Control Maintenance I 0.06 0.06 ‐ 0.06
Truck Driver ‐ ‐ ‐ ‐
Water Quality Control Plant Operator I ‐ ‐ ‐ ‐
Water Quality Control Plant Operator II 16.00 17.00 ‐ 17.00
Water Quality Control Plant Operator Trainee ‐ ‐ ‐ ‐
Watershed Protection Mgr ‐ 1.00 ‐ 1.00
Total Public Works ‐ Enterprise 115.01 114.51 (1.55) 112.96
Footnote:
(4) Reallocate 0.05 FTE Management Analyst from Storm Drainage Fund to Vehicle Replacement Fund
OTHER FUNDS
Vehicle Replacement Fund
Administrative Associate III 1.00 1.00 ‐ 1.00
Assistant Director, Public Works (1)‐ ‐ 0.25 0.25
Assistant Fleet Manager 1.00 1.00 ‐ 1.00
Equipment Maintenance Service Person 2.00 2.00 ‐ 2.00
Fleet Manager 1.00 1.00 ‐ 1.00
Fleet Services Coordinator 2.00 2.00 ‐ 2.00
Management Analyst (2)‐ ‐ 0.25 0.25
Mobile Service Technician 1.00 1.00 ‐ 1.00
(1) Reallocate 1.05 FTE Administrative Associate II from Storm Drainage Fund (0.05 FTE) and Refuse Fund (1.0 FTE) to the
General Fund.
(2) Reallocate 0.5 FTE Assistant Director Public Works from Refuse Fund to Vehicle Replacement Fund (0.25) and to the
General Fund (0.2 FTE)
(3) Reallocate 0.05 FTE Assistant Director Public Works from Refuse Fund to Storm Drainage Fund. Nets with Note (2) above.
Page 9 of 11 2/16/2012
Attachment 1, Exhibit C
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Motor Equipment Mechanic I ‐ ‐ ‐ ‐
Motor Equipment Mechanic II 7.00 7.00 ‐ 7.00
Motor Equipment Mechanic ‐ Lead ‐ ‐ ‐ ‐
Project Engineer ‐ ‐ ‐ ‐
Senior Engineer ‐ ‐ ‐ ‐
Senior Financial Analyst 0.08 0.08 ‐ 0.08
Senior Fleet Services Coordinator 1.00 1.00 ‐ 1.00
Total Vehicle Replacement 16.08 16.08 0.50 16.58
Footnote:
(1) Reallocate 0.25 FTE Assistant Director Public Works from Enterprise Funds ‐ Public Works
Capital
Administrative Associate I 0.80 0.80 ‐ 0.80
Administrative Associate III 1.00 1.00 ‐ 1.00
Assistant Director, Public Works 0.15 0.15 0.15
Associate Engineer 0.60 0.60 ‐ 0.60
Cement Finisher 3.00 3.00 ‐ 3.00
Cement Finisher ‐ Lead 1.00 1.00 ‐ 1.00
Contracts Administrator 0.60 0.60 ‐ 0.60
Engineer 2.70 2.70 ‐ 2.70
Engineering Technician III 2.30 2.30 ‐ 2.30
Heavy Equipment Operator 0.20 0.20 ‐ 0.20
Management Analyst (1)1.00 1.25 (0.05) 1.20
Manager, Facilities Maintenance 0.20 ‐ ‐ ‐
Manager, Maintenance Operations 0.50 0.90 ‐ 0.90
Landscape Architect Park Planner 1.00 1.00 ‐ 1.00
Program Assistant I 1.00 1.00 ‐ 1.00
Project Engineer 3.80 3.80 ‐ 3.80
Project Manager 0.50 0.50 ‐ 0.50
Senior Engineer (3)2.05 2.55 (0.90) 1.65
Senior Financial Analyst 0.60 0.60 ‐ 0.60
Senior Project Manager (2)‐ ‐ 0.90 0.90
Superintendent, Public Works Operations 0.20 ‐ ‐ ‐
(2) Reallocate 0.25 FTE Management Analyst from General Fund (0.15 FTE), Storm Drainage Fund (0.05 FTE) and Capital (0.05
FTE)
Page 10 of 11 2/16/2012
Attachment 1, Exhibit C
FY 2011
Adjusted
Budget
FY 2012
Adopted
Budget
FY 2012 Mid‐
Year Budget
Change
FY 2012
Adjusted
Budget
Table of Organization
Supervisor, Facilities Management 0.05 ‐ ‐ ‐
Supervisor, Inspection/Surv Public Works 0.20 0.20 ‐ 0.20
Surveying Assistant 0.11 0.11 ‐ 0.11
Surveyor, Public Works 0.11 0.11 ‐ 0.11
Total Capital 23.67 24.37 (0.05) 24.32
Footnote:
(1) Reallocate 0.05 FTE Management Analyst to Vehicle Replacement Fund
(2) Reallocate 0.9 FTE Senior Project Manager from General Fund
(3) Reallocate 0.9 FTE Senior Engineer to General Fund
Technology
Administrative Assistant (1)0.07 1.07 (0.07) 1.00
Administrative Associate II 1.00 ‐ ‐ ‐
Administrative Associate III 0.04 ‐ ‐ ‐
Assistant Director, Administrative Services (2)0.40 0.40 (0.10) 0.30
Business Analyst 0.90 1.00 ‐ 1.00
Dir of Information Technology/Chief Info Officer 1.00 1.00 ‐ 1.00
Desktop Technician 5.00 5.00 ‐ 5.00
Director, Administrative Services (3)0.35 0.35 (0.15) 0.20
Management Analyst (4)‐ 0.50 0.50 1.00
Manager, Information Technology 3.00 3.00 ‐ 3.00
Information Technology Security Manager (5)‐ ‐ 1.00 1.00
Senior Business Analyst 1.80 2.00 ‐ 2.00
Senior Technologist 13.00 13.00 ‐ 13.00
Senior Financial Analyst 0.09 0.09 ‐ 0.09
Technologist 4.00 3.00 ‐ 3.00
Total Technology 30.65 30.41 1.18 31.59
Footnote:
(1) Reallocate 0.07 FTE Administrative Assistant from Information Technology Fund to General Fund‐ASD
(2) Reallocate 0.10 FTE Assistant Director, Administrative Services from Technology Fund to General Fund‐ASD
(3) Reallocate 0.15 FTE Director, Administrative Services from Technology Fund to General Fund‐ASD
(4) Reallocate 0.5 FTE Management Analyst from General Fund‐City Manager's Office
(5) Add 1.0 FTE Security Manager
Page 11 of 11 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
AC-09001 Children's Theatre
Replacement and Expansion
Buildings
and
Facilities
AC-09002 Community Theatre Sound
System Replacement
Buildings
and
Facilities
CA-01014 Community Services Facilities
Lighting Enhancements
Buildings
and
Facilities
$30,760 $3,663
CC-09001 Dimmer Replacement and
Lighting System
Buildings
and
Facilities
$995 $7,611 $1,395
CC-10000 Replacement of Cubberley
Gym B Bleachers
Buildings
and
Facilities
6,739 29,495
CC-11000 Cubberley Gym Activity Room Buildings
and
Facilities
58,041
FD-08001 Fire Station #6 Improvements Buildings
and
Facilities
8,061 48,110 271
OS-07003 Foothills Park Maintenance
Building Rehabilitation
Buildings
and
Facilities
30,442 249,933
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
Page 1 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PE-04010 Children's Library
Improvements & Expansion
Buildings
and
Facilities
813,189 58,561
PE-04011 Cambridge Parking Structure
Improvements
Buildings
and
Facilities
287,034
PE-04012 Mitchell Park Library &
Community Center
Improvements
Buildings
and
Facilities
1,162,429 179,071 123
PE-04014 Animal Shelter Expansion &
Renovation
Buildings
and
Facilities
144,610 762,057 61,539
PE-05002 Main Library Space
Reconfiguration
Buildings
and
Facilities
34,838
PE-05010 College Terrace Library
Improvements
Buildings
and
Facilities
273,077 337,154 1,545,763 846,020 90
PE-06001 San Antonio Bridge Structural
Repairs & Maintenance
Buildings
and
Facilities
2,338 494 82,782
PE-08005 Municipal Service Center
Resurfacing
Buildings
and
Facilities
11,323 752,021 326,898
Page 2 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PE-09003 City Facility Parking Lot
Maintenance
Buildings
and
Facilities
51,098
PE-09005 Downtown Library
Improvements
Buildings
and
Facilities
78,162 562,707 3,133,576 539,403
PE-09006 Mitchell Park Library &
Community Center
(New Construction)
Buildings
and
Facilities
509,024 3,278,486 10,381,000 9,361,780
PE-09010 Library & Community Center
Temporary Facilities
Buildings
and
Facilities
28,866 518,623 110,020 168
PE-10002 Ventura Community Center
and Park
Buildings
and
Facilities
13,283 5,103
PE-11000 Main Library New
Construction and
Improvements
Buildings
and
Facilities
792,913 673,519
PE-11012 Temporary Main Library Buildings
and
Facilities
36,960
PE-89004 Yacht Harbor Improvements Buildings
and
Facilities
7,080 21,584
Page 3 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PE-98020 Public Safety Building Buildings
and
Facilities
1,093,208 1,000,414 175,289 30,910 1,192
PE-95030 Downtown Parking Structure Buildings
and
Facilities
91,576 155 469
PF-00006 Roofing Replacement Buildings
and
Facilities
256,831 21,073 251,344 104,617 187,673
PF-01002 Civic Center Infrastructure
Improvements
Buildings
and
Facilities
106,643 4,915,782 1,344,006 3,803,962 1,395,044
PF-01003 Building Systems
Improvements
Buildings
and
Facilities
34,304 114,152 36,098 74,876 6,920
PF-01004 Fire Station Improvements Buildings
and
Facilities
232,168 575,700 237,018 394
PF-01005 Lucie Stern Community Center
Improvements
Buildings
and
Facilities
980
PF-02022 Facility Interior Finishes Buildings
and
Facilities
65,797 47,116 11,076 23,874 229,944
Page 4 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PF-04000 Security System Improvements Buildings
and
Facilities
5,983 8,903 3,581
PF-04001 General Building Study Buildings
and
Facilities
170,312
PF-04010 Cubberley Mechanical &
Electrical Upgrades
Buildings
and
Facilities
165,456 5,218 9,369
PF-05002 Municipal Service Center
Renovation
Buildings
and
Facilities
18,316 12,057 3,530 12,176
PF-05003 Foothills Park Interpretive
Center Improvements
Buildings
and
Facilities
1,290 12,897 115,911
PF-06002 Ventura Buildings'
Improvements
Buildings
and
Facilities
PF-06003 Cubberley Community Center
Fire Alarm System
Buildings
and
Facilities
648,988 70,949
PF-06004 Cubberley Restroom
Renovation
Buildings
and
Facilities
27,422 2,666
Page 5 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PF-07000 Art Center Electrical &
Mechanical Upgrades
Buildings
and
Facilities
52,063 132,737 234,143 543,877 1,509,937
PF-07001 ADA Compliance - Cubberley
Community Center
Buildings
and
Facilities
37,815 13,512 205,388
PF-07003 Children's Theatre Fire/Life
Safety Upgrade
Buildings
and
Facilities
32,980 7,592 6,150 60
PF-07011 Roth Building Maintenance Buildings
and
Facilities
17,909 1,931 3,729
PF-08000 Art Center Kiln Hood
Replacement
Buildings
and
Facilities
10,076 60,654 14,570
PF-09000 Children's Theatre
Improvements
Buildings
and
Facilities
PF-09002 Lucie Stern Community Center
and Theatre Exterior Paint
Buildings
and
Facilities
4,510 90,816
PF-10000 Civic Center Chiller Drive
Replacement
Buildings
and
Facilities
72,380
Page 6 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PF-10001 Rinconada Pool Plaster Buildings
and
Facilities
117,756
PF-10002 Lot "J" Cowper/Webster
Structural Repairs
Buildings
and
Facilities
23,682 15,260 25,776
PF-12005 Council Conference Room
Renovations
Buildings
and
Facilities
600
PF-93009 ADA Compliance Buildings
and
Facilities
49,955 121,617 235,410 9,994 167,537
Total Buildings and
Facilities
$5,888,480 $10,082,066 $9,311,891 $20,250,843 $14,313,047
AC-86017 Art in Public Places Land
and
Land
Improvements
$64,410 $21,556 $17,256 $77,956 $5,371
AS-08000 Acquisition of Los Altos
Treatment Plant
Land
and
Land
Improvements
2,590,061 2,306,958 2,252,250
AS-09000 City of Palo Alto Municipal
Airport Transition Project
Land
and
Land
Improvements
39,075 67,775 4,050
Page 7 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PE-09004 Los Altos Treatment Plant
Master Plan Study
Land
and
Land
Improvements
135,905 15,468 16,278
Total Land and Land
Improvements
$2,654,471 $2,503,494 $2,352,749 $98,284 $5,371
AS-10001 Sustainability Contingency Miscellaneous
FD-09001 Fire Apparatus Equipment
Replacement
Miscellaneous $48,352 $261,283
FD-09002 Jaws of Life Hurst Tool
Replacement
Miscellaneous 60,905
FD-12000 ALS EKG Monitor
Replacement
Miscellaneous
LB-11000 Furniture & Technology for
Measure N Project
Miscellaneous $28,124 $174,931
LB-94018 Library Automation Service Miscellaneous $5,026 732
Page 8 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PE-12002 Tree Wells - University
Avenue Irrigation
Miscellaneous 7,472
PD-04010 Fire Portable Radio
Replacement
Miscellaneous 112,526
PD-07001 SWAT Van Replacement Miscellaneous 203,193
PD-08000 Crime Scene Evidence
Collection Vehicle
Miscellaneous 174,201 6,039
PD-93012 Fire Communications
Computer Systems
Miscellaneous 6,812
PD-99013 Police Records
Management
System
Miscellaneous 31,307
PF-12004 Citywide Backflow Preventer
Installations
Miscellaneous
PL-02023 Master Schematic Design Miscellaneous 2,090
Page 9 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PO-10002 Downtown Tree Grates Miscellaneous 29,879 8,136
PO-12002 LATP Site Development
Preparation & Security
Miscellaneous 8,636
Total Miscellaneous $360,954 $109,989 $291,162 $210,461 $197,078
FD-05000 Sixteen (16) ALS Monitors Non-Infrastructure
Management
Plan
$214,734 $62,650 $434
PD-07000 Mobile Command Vehicle Non-Infrastructure
Management
Plan
695,337
PE-05001 Photovoltaic Design and
Installations
Non-Infrastructure
Management
Plan
2,184,597 325,978 $6,448
PE-07011 Library Service Model
Analysis
Non-Infrastructure
Management
Plan
1,478
PG-08001 Golf Course Driving Range
Turf & Netting
Non-Infrastructure
Management
Plan
511,921
Page 10 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PL-05002 Charleston/Arastradero
Corridor Plan
Non-Infrastructure
Management
Plan
32,076 193,613 26,988
PL-06001 Adobe Creek Bicycle Bridge
Replacement
Non-Infrastructure
Management
Plan
4,184
PL-06002 Comprehensive Parking
Signage Plan
Non-Infrastructure
Management
Plan
43,470 3,843
PL-06005 Installation of Ticket Machines Non-Infrastructure
Management
Plan
33,994 2,250
Total Non-Infrastructure
Management Plan
$2,977,322 $440,010 $6,448 $889,384 $30,831
AC-10000 Junior Museum & Zoo New
Bobcat Habitat
Parks
and
Open Space
$101,790 $23,210
AC-12001 Junior Museum & Zoo
Perimeter Fence and Footpath
Parks
and
Open Space
OS-00001 Open Space Trails and
Amenities
Parks
and
Open Space
$257,594 $123,193 97,766 47,473 105,498
Page 11 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
OS-00002 Open Space Lakes & Ponds
Maintenance
Parks
and
Open Space
41,462 35,909 63,263 54,097 4,460
OS-07000 Foothills Park Road
Improvements
Parks
and
Open Space
225,000 25,000 150,000
OS-07002 Foothills Park Interpretive
Center & Open Space
Maintenance Yard Parking
Parks
and
Open Space
258,253 2,302
OS-09001 Off-Road Pathway Resurfacing
and Repair
Parks
and
Open Space
25,463 24,719 22
OS-09002 Baylands Emergency Access
Levee Repair
Parks
and
Open Space
PE-00110 College Terrace Park
Improvements
Parks
and
Open Space
97,998 154,927 522
PE-05300 Arastradero Preserve Gateway Parks
and
Open Space
1,519 9,156
PE-06004 Bowden Park Improvements Parks
and
Open Space
876
Page 12 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PE-06005 University Avenue Gateway
Landscaping Improvements
Parks
and
Open Space
27,324 166,612 6,709 1,479 197
PE-06007 Park Restroom Installation Parks
and
Open Space
13,042 41,134 100,096 224,048 30,589
PE-06008 Johnson Park Improvements Parks
and
Open Space
8,648
PE-07002 Hoover Park Improvements Parks
and
Open Space
696,240 67,053
PE-07003 Ramos Park Improvements Parks
and
Open Space
458,628
PE-07005 California Avenue
Improvements
Parks
and
Open Space
64,985 49,900 465,324 53,810
PE-07006 Boulware Park Improvements Parks
and
Open Space
298,717 3,799
PE-07007 Cubberley Turf Renovation Parks
and
Open Space
190,950 969,963 131
Page 13 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PE-07009 Baylands Athletic Center
Fencing, Dugout & Trailhead
Parking
Parks
and
Open Space
241,891 46,164
PE-08002 Peers Park Improvements Parks
and
Open Space
250,622 301,383
PE-08004 Lytton Plaza Renovation Parks
and
Open Space
23,530 725,733 2,545 10,375
PE-09002 Greer Park Phase IV Parks
and
Open Space
1,134 168,231 515,091 925,076 139,115
PE-12003 Rinconada Park Master Plan &
Design
Parks
and
Open Space
11,410
PE-12012 Eleanor Pardee Park
Improvements
Parks
and
Open Space
4,818
PE-12013 Magical Bridge Playground Parks
and
Open Space
4,871
PE-98003 Mitchell Park Facilities Parks
and
Open Space
196,655 24,962
Page 14 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PF-12001 Parks and PWD Trees Work
Space Improvements
Parks
and
Open Space
384
PG-00010 Park Facilities Improvements Parks
and
Open Space
1,361
PG-04010 Stanford/Palo Alto Community
Playing Field
Parks
and
Open Space
2,050 869
PG-06001 Tennis and Basketball Court
Resurfacing
Parks
and
Open Space
46,881 107,117 100,159 77,512 51,843
PG-06003 Benches, Signage, Fencing,
Walkways, and Perimeter
Landscaping
Parks
and
Open Space
76,788 85,766 73,480 118,366 23,894
PG-07000 Heritage Park Playground Parks
and
Open Space
243,546
PG-07700 Golf Course Irrigation Pump,
Motors & Control Panel
Replacement
Parks
and
Open Space
63,315
PG-09002 Park and Open Space
Emergency Repairs
Parks
and
Open Space
73,190 50,883 147,651 27,822
Page 15 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PG-09003 Park Maintenance Shop
Remodel
Parks
and
Open Space
402 2,858 55,414 2,244
PG-11000 Hopkins Park Improvements Parks
and
Open Space
PG-11001 Cogswell Plaza Improvements Parks
and
Open Space
PG-11002 Monroe Park Improvements Parks
and
Open Space
PG-11003 Scott Park Improvements Parks
and
Open Space
PG-12001 Stanford / Palo Alto Playing
Field Netting
Parks
and
Open Space
PG-12002 Golf Course Tree Maintenance Parks
and
Open Space
PG-12004 Sarah Wallis Park
Improvements
Parks
and
Open Space
Page 16 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PG-12005 Relocate Power Poles for
Soccer Field
Parks
and
Open Space
PG-12006 Magical Bridge Playground Parks
and
Open Space
5,082
PG-98001 School Site Irrigation Parks
and
Open Space
57,268 4,596 161,399
Total Parks and Open
Space
$3,630,436 $1,732,969 $3,459,755 $1,730,681 $572,755
PE-00104 San Antonio Road Median
Improvements
Streets
and
Sidewalks
$153,112 $743,106 $239,404 $142,556 $55,166
PE-00105 Embarcadero Road Median
Improvements
Streets
and
Sidewalks
1,191
PE-01013 El Camino Median Landscape Streets
and
Sidewalks
73,655 4,525
PE-06006 Alma Street Landscape
Improvements
Streets
and
Sidewalks
16,576 40,901 26,371
Page 17 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PE-10006 Bridge Rail, Abutment, and
Deck Repair
Streets
and
Sidewalks
167,062
PE-11011 Highway 101 Pedestrian /
Bicycle Overcrossing
Streets
and
Sidewalks
36,385 194,020 38,743
PE-12011 Newell Road Bridge / San
Francisquito Creek Bridge
Replacement
Streets
and
Sidewalks
10,310
PE-86070 Street Improvements (Street
Improvement Fund)
Streets
and
Sidewalks
3,368,496 3,702,381 3,658,566 5,110,791 2,082,717
PL-00026 Safe Routes to School Streets
and
Sidewalks
105,802 30,000 20,750 82,450
PL-04010 Bicycle Transportation Plan
Implementation Project
Streets
and
Sidewalks
44,483 30,000 80,862 80,091
PL-05003 College Terrace Traffic
Calming
Streets
and
Sidewalks
17,088 545
PL-05030 Traffic Signal Upgrades Streets
and
Sidewalks
35,908 39,983 279,590 183,141 144,935
Page 18 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PL-07002 El Camino Real/ Stanford
Intersection
Streets
and
Sidewalks
2,490 4,790 247,112 389,853
PL-11001 Dinah SummerHill
Pedestrian/Bicycle Path
Streets
and
Sidewalks
96,211
PL-11002 California Avenue Transit Hub
Corridor
Streets
and
Sidewalks
141
PL-11003 Palo Alto Traffic Signal
Central System
Streets
and
Sidewalks
35,528
PL-11004 Alma Street Traffic Signal
Improvements
Streets
and
Sidewalks
PL-12000 Transporation and Parking
Improvements
Streets
and
Sidewalks
2,600
PL-98013 School Commute Safety
Improvements (SIF)
Streets
and
Sidewalks
2,490 6,170
PO-05054 Street lights Improvements Streets
and
Sidewalks
11,814 15,970 40,430 159,070 34,239
Page 19 of 20 2/16/2012
Attachment 2
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures
Number Title Category
General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2008-2012
PO-11000 Sign Reflectivity Upgrade Streets
and
Sidewalks
PO-11001 Thermoplastic Lane Marking
and Striping
Streets
and
Sidewalks
29,639 33,252
PO-12000 Wilkie Way Bridge Deck
Replacement
Streets
and
Sidewalks
PO-12001 Curb and Gutter Repairs Streets
and
Sidewalks
PO-12003 Foothills Fire Management Streets
and
Sidewalks
PO-89003 Sidewalk Improvements Streets
and
Sidewalks
2,030,796 1,675,527 1,341,916 1,211,917 482,272
Total Streets and Sidewalks $5,858,921 $6,227,373 $5,855,059 $7,421,556 $3,532,980
Page 20 of 20 2/16/2012
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
AS-09000 City of Palo
Alto
Municipal
Airport
Transition
Project
Land and Land
Improvements
$130,000 $19,100 $0 $0 $0 $5,000 $14,100 N/A Ongoing This CIP will be moved to the
Airport Fund once these funds
have been used.
AS-08000 Acquisition of
Los Altos
Treatment
Plant
Land and Land
Improvements
$7,223,394 $74,124 $0 $0 $0 $0 $74,124 100% Complete Remaining balance to be
returned to Infrastructure
Reserve. Balance was carried
forward to FY 2012. At mid-
year it should be closed out.
AS-10001 Sustainability
Contingency
Miscellaneous $400,000 $400,000 $0 $0 $0 $0 $400,000 0% Pre-Design TBD No projects have been
identified to date that require
contingency funds. The funds
are available for capital projects
where additional funds would
allow the effort to be completed
in a more sustainable fashion.
Of the $400,000 remaining
balance, $300,000 will be
returned to Infrastructure
Reserve.
MULTI-YEAR PROJECTS
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
ADMINISTRATIVE SERVICES DEPARTMENT
MINOR PROJECTS
Page 1 of 33
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
AC-09001 Children's Theatre
Replacement and
Expansion
Buildings
and
Facilities
$100,000 $100,000 $0 $0 $0 $0 $100,000 0% Pre-Design Jun 12 Needs assessment has been
completed. Staff preparing
Requests for Proposal.
AC-09002 Community Theater
Sound System
Replacement
Buildings
and
Facilities
$200,000 $200,000 $0 $0 $0 $0 $200,000 0% Pre-Design Jun 12 Needs assessment has been
completed. Staff preparing
Requests for Proposal.
AC-12001 Junior Museum &
Zoo Perimeter Fence
and Footpath
Parks
and
Open Space
$50,000 $50,000 $0 $0 $0 $0 $50,000 0% Pre-Design Sep 12 Staff to complete design and
then project to go out to bid.
CC-09001 Dimmer
Replacement and
Lighting System
Buildings
and
Facilities
$152,821 $144,215 $1,395 $0 $0 $9,815 $133,005 13% Design Dec 12 Project has been delayed as it
will now be a design-and-build
contract.
CC-10000 Replacement of
Cubberley Gym B
Bleachers
Buildings
and
Facilities
$36,234 $29,495 $29,495 $0 $0 $0 $0 100% Complete Project completed and to be
closed.
CC-11000 Cubberley Gym
Activity Room
Buildings
and
Facilities
$63,398 $5,357 $0 $0 $0 $0 $5,357 100% Complete Project completed and to be
closed. Remaining balance to
be returned to Infrastructure
Reserve at mid year.
OS-09002 Baylands Emergency
Access Levee Repair
Parks
and
Open Space
$175,000 $175,000 $0 $0 $0 $0 $175,000 0% Pre-Design Dec 12 Survey work for levee done by
Public Works Engineering.
Tentative construction in 2012
in conjunction with JPA
project.
PG-09003 Park Maintenance
Shop Remodel
Parks
and
Open Space
$159,096 $100,423 $2,244 $0 $0 $1 $98,178 38% Design TBD Since there is common shared
space, this project will now be
designed and constructed in-
house by Public Works
Facilities Management in
conjunction with the Tree
Division.
PG-11000 Hopkins Park
Improvements
Parks
and
Open Space
$95,000 $95,000 $0 $0 $0 $0 $95,000 0% Design TBD Staff in initial planning and
development of scope of
contract.
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
COMMUNITY SERVICES DEPARTMENT
MINOR PROJECTS
Page 2 of 33
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
COMMUNITY SERVICES DEPARTMENT
PG-11001 Cogswell Plaza
Improvements
Parks
and
Open Space
$150,000 $150,000 $0 $0 $0 $5,000 $145,000 3% Design Oct 12 Staff in initial planning and
development of scope of
contract.
PG-11002 Monroe Park
Improvements
Parks
and
Open Space
$250,000 $250,000 $0 $0 $0 $0 $250,000 0% Pre-Design TBD Staff in initial planning and
development of scope of
contract.
PG-11003 Scott Park
Improvements
Parks
and
Open Space
$100,000 $100,000 $0 $0 $0 $0 $100,000 0% Design TBD Staff in initial planning and
development of scope of
contract.
PG-12001 Stanford / Palo Alto
Playing Field
Netting
Parks
and
Open Space
$50,000 $50,000 $0 $0 $0 $0 $50,000 0% Design TBD Staff in initial planning and
development of scope of
contract.
PG-12002 Golf Course Tree
Maintenance
Parks
and
Open Space
$75,000 $75,000 $0 $0 $0 $0 $75,000 0% Design TBD Staff in initial planning and
development of scope of
contract.
PG-12004 Sarah Wallis Park
Improvements
Parks
and
Open Space
$65,000 $65,000 $0 $0 $0 $0 $65,000 0% Pre-Design TBD Staff in initial planning and
development of scope of
contract.
PG-12005 Relocate Power
Poles for Soccer
Field
Parks
and
Open Space
$100,000 $100,000 $0 $0 $0 $0 $100,000 0% Design TBD Project on hold pending staff
land evaluation.
PG-12006 Magical Bridge
Playground
Parks
and
Open Space
$1,300,000 $1,300,000 $5,082 $0 $0 $0 $1,294,918 0% Design TBD Contractor selected. Staff in
initial planning and
development of scope of
contract. Project to be taken
over by Public Works (PE-
12013).
OS-00001 Open Space Trails &
Amenities
Parks
and
Open Space
$2,025,720 $333,014 $105,498 $0 $0 $17,300 $210,216 Ongoing Various trail improvements at
Arastradero, Foothills Park,
and Baylands. Three-year
contract has been awarded.
MINOR PROJECTS
Page 3 of 33
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
COMMUNITY SERVICES DEPARTMENT
OS-00002 Open Space Lakes &
Ponds Maintenance
Parks
and
Open Space
$442,183 $35,694 $4,460 $0 $0 $0 $31,234 Ongoing Three year contract has been
awarded. Overage due to
unforeseen work at Boronda
Lake and future work to be
adjusted and scaled back to
cover costs of unforeseen
maintenance.
OS-07000 Foothills Park Road
Improvements
Parks
and
Open Space
$525,000 $275,000 $150,000 $0 $0 $0 $125,000 Ongoing Work will now be done in-
house by Public Works
Engineering or combined with
their paving contracts. This is
anticipated to result in future
cost savings to address current
overage.
OS-09001 Off-Road Pathway
Resurfacing and
Repair
Parks
and
Open Space
$180,668 $130,486 $22 $0 $0 $3,845 $126,619 30% Ongoing Work will now be done in-
house by Public Works
Engineering or combined with
their paving contracts.
Construction scheduled for
Spring/Summer of 2012.
PG-06001 Tennis & Basketball
Court Resurfacing
Parks
and
Open Space
$526,443 $55,939 $51,843 $0 $0 $0 $4,096 99% Ongoing Cubberley Community Center
Tennis courts 1-6 completed
Nov 11.
PG-06003 Benches, Signage,
Fencing, Walkways,
and Perimeter
Landscaping
Parks
and
Open Space
$675,668 $215,112 $23,894 $0 $0 $17,651 $173,567 74% Ongoing Projects Completed in FY
2011 - Site Amenities:
Refinished benches at 9/11
Memorial Grove. Greer Park.
Signage: 9/11 Memorial
Grove. Design for Directional
signage (Lucie Stern) Surface
Repairs: 9/11 Memorial Grove
DG pathway repairs. Fence
Repairs: Hopkins Tennis court
fence, Hale Well Site fence.
MULTI-YEAR PROJECTS
MULTI-YEAR PROJECTS
Page 4 of 33
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
COMMUNITY SERVICES DEPARTMENT
PG-09002 Park and Open
Space Emergency
Repairs
Parks
and
Open Space
$357,761 $86,037 $27,822 $0 $0 $12,817 $45,398 Ongoing Projects completed in FY
2011: Bol Park double bay
swing and new powder-coated
metal structure replacement of
rotting wooden structure. El
Camino Park: Repair of
chainlink fence. Briones Park:
Rubber surface repair to
playground. Hoover Park:
Fence repair at tennis courts.
Rinconada & Weisshaar Park:
Tennis court tripping hazard
surface repairs. Stanford Palo
Alto Playing Fields: Artificial
turf repairs.
Page 5 of 33
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FD-12000 ALS EKG
Monitor
Replacement
Miscellaneous $180,000 $180,000 $0 $0 $0 $0 $180,000 0% Ongoing Jun 12 The Fire Department is doing
in-house evaluation of
various on-loan models as
part of the City bid process
policy & procedure.
MINOR PROJECTS
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
FIRE DEPARTMENT
Page 6 of 33
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
LB-11000 Furniture &
Technology for
Library Measure
N Project
Miscellaneous $4,800,000 $4,771,876 $174,931 $0 $0 $413 $4,596,532 4% Ongoing Mar 15 Project activity is being
coordinated with the
construction schedule of the
remaining two facility
projects: Mitchell Park
Library & Community
Center, and Main Library.
MULTI-YEAR PROJECTS
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
LIBRARY SERVICES DEPARTMENT
Page 7 of 33
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
PL-05002 Charleston/
Arastradero
Corridor Plan
Non-
Infrastructure
Management
Plan
$1,211,890 $237,493 $26,988 $0 $0 $1,501 $209,004 83% Construction Jun 12 Installation of the Arastradero Road
Trial Restriping Project between El
Camino Real and Gunn High School
was completed in Sep 10. Additional
improvements including traffic signal
modification at Coulombe Drive and
installation of enhanced pedestrian
crosswalk at Clemo Drive were delayed
into 2011 and improvements in response
to community input were added
including installation of speed signs at
Hubbart Street and minor restriping
corrections. Council approved an
extension of the trial restriping project
through Jun 12 due to Gunn High
School modifying their bell schedule for
the 2011-12 school year. Monitoring of
project is ongoing.
PL-05003 College Terrace
Traffic Calming
Streets
and
Sidewalks
$217,484 $74,055 $0 $0 $0 $1 $74,054 66% Complete Mar 12 A second phase traffic calming project
on and along College Avenue, including
median island chokers and traffic circles
at Yale Street, have received positive
support from the community. The
community voted in support of
permanent retention of the traffic
calming treatments and Council
approved the retention.
PL-06005 Installation of
Ticket Machines
Non-
Infrastructure
Management
Plan
$94,900 $38,578 $0 $0 $0 $0 $38,578 Ongoing Installation of the initial ticket machines
is complete and revenues from the
machine show active use by the
community. Additional ticket machines
were requested by the Chamber and staff
is considering alternative locations.
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT
MINOR PROJECTS
Page 8 of 33
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT
PL-07002 El Camino Real/
Stanford
Intersection
Streets
and
Sidewalks
$1,872,003 $1,635,581 $389,853 $0 $0 $171,521 $1,074,207 43% Construction Feb 12 Construction of the El Camino Real &
Stanford Avenue intersection
improvements was completed in Oct 11.
Final punchlist improvements requested
by Caltrans will be complete by Feb 12.
PL-11001 Dinah SummerHill
Pedestrian Bicycle
Path
Streets
and
Sidewalks
$300,000 $300,000 $96,211 $0 $0 $104,835 $98,954 67% Design Dec 12 This project is funded by the
Summerhill Homes project and the City
is responsible for the design and
construction of a trail path to connect
Wilkie Way with their development. A
preliminary design is complete and staff
will begin the community outreach
process in Mar 12.
PL-00026 Local and
Neighborhood
Collector Street
Traffic Calming
Program (SIF)
("Safe Routes To
Schools")
Streets
and
Sidewalks
$1,167,000 $627,752 $82,450 $0 $0 $0 $545,302 Ongoing This ongoing CIP implements traffic
calming improvements along Residential
Arterial Streets and also funds the
development of Safe Routes to School
Programs and Projects at schools.
PL-04010 Bicycle and
Pedestrian
Transportation
Plan
Implementation
Project
Streets
and
Sidewalks
$341,149 $171,804 $80,091 $0 $0 $29,518 $62,195 Ongoing This ongoing CIP implements project
recommendations from the City's Bike
Transportation Plan. Active projects
include an update of the Bike
Transportation Plan and include a new
Pedestrian section. Other active projects
include bike rack deployments, bike
route signage deployment, and the
design of bike boulevard facilities.
MINOR PROJECTS
MULTI-YEAR PROJECTS
Page 9 of 33
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT
PL-06002 Comprehensive
Parking Signage
Plan
Non-
Infrastructure
Management
Plan
$475,000 $427,530 $3,843 $0 $0 $0 $423,687 Complete The installation of color zone signage
was completed in 2008. Current
projects include hiring of a new Parking
Manager to identify parking
improvement strategies. This CIP will
be closed eventually and remaining
funds transferred to a new CIP entitled
Transportation and Parking
Improvements.
PL-11002 California Avenue
Transit Hub
Corridor
Streets
and
Sidewalks
$1,725,200 $1,725,200 $141 $0 $0 $0 $1,725,059 0% Design Jun 13 Staff hired RBF Consulting to manage
the design phase of the project. Design
will continue through Summer 2012
with Bid/Award in Fall 2012.
PL-11003 Palo Alto Traffic
Signal Central
System
Streets
and
Sidewalks
$400,000 $364,472 $0 $0 $0 $0 $364,472 9% Design Dec 12 Staff is in the process of completing the
necessary Caltrans Local Assistance
documents to authorize the expenditure
of funds for the project.
PL-11004 Alma Street Traffic
Signal
Improvements
Streets
and
Sidewalks
$699,000 $699,000 $0 $0 $0 $5,000 $694,000 1% Pending N/A Staff is recommending the closure of
this CIP as part of the mid-year CIP
budget process. Grants allocated for the
project by Caltrain are no longer
available.
PL-12000 Transportation and
Parking
Improvements
Streets
and
Sidewalks
$750,000 $750,000 $2,600 $0 $0 $85,600 $661,800 12% Ongoing N/A This CIP funds miscellaneous parking
programs, studies and transportation
projects.
PL-98013 School Commute
Safety
Improvements
(SIF)
Streets
and
Sidewalks
$150,000 $102,489 $0 $0 $0 $1 $102,488 100% Complete This CIP will be closed and funds
transferred to a new CIP entitled Safe
Routes to School (PL-00026) that is
partially grant-funded.
MULTI-YEAR PROJECTS
Page 10 of 33
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
PE-06005 University Avenue Gateway
Landscaping Improvements
Parks
and
Open Space
$240,480 $4,212 $197 $0 $0 $1 $4,014 98% Complete Mar 12 Remaining balance to be used on
irrigation repairs.
PE-07005 California Avenue Improvements Parks
and
Open Space
$754,305 $40,285 $0 $0 $0 $34,570 $5,715 99% Planning is the lead division in
the designing phase with separate
project number. Technically
closed.
PE-08004 Lytton Plaza Renovation Parks
and
Open Space
$793,142 $43,879 $10,375 $0 $0 $0 $33,504 96% Construction Jun 12 CSD is still working with the
Friends of Lytton Plaza on open
items. (Upgrade on sight FFE)
PE-09002 Greer Park Phase IV Parks
and
Open Space
$2,032,251 $222,718 $41,073 $0 $98,042 $9,384 $74,219 96% Construction Jun 12 Keep open during Warranty
Phase. Still waiting for the final
as-built drawing.
PE-11011 Highway 101 Pedestrian/Bicycle
Overcrossing
Streets
and
Sidewalks
$499,806 $269,401 $31,863 $0 $6,880 $1,036 $229,622 54% Design Jun 13 Ongoing. Staff presented the
feasibility study to Council.
Council directed staff to explore
design competition. Staff is going
back to Council to amend design
contract for next phase of the
project.
PE-12002 Tree Wells - University Avenue
Irrigation
Miscellaneous $100,000 $100,000 $7,472 $0 $0 $0 $92,528 7% Design Mar 12 Design (90%) phase is near
completion. Construction
expected to begin in mid March.
PE-12003 Rinconada Park Master Plan &
Design
Parks
and
Open Space
$150,000 $150,000 $11,410 $0 $0 $0 $138,590 8% Design Jan 13 Design to begin spring 2012.
PE-12004 Municipal Services Center
Facilities Study
Miscellaneous $100,000 $100,000 $0 $0 $0 $0 $100,000 0% On hold for further IBRC
recommendations.
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
PUBLIC WORKS DEPARTMENT
MINOR PROJECTS
Page 11 of 33
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
PUBLIC WORKS DEPARTMENT
PE-12013 Magical Bridge Playground Parks
and
Open Space
$0 $0 $4,871 $0 $0 $0 ($4,871)Design Mar 12 Design to begin spring 2012.
Project assumed from CSD.
Budget of $1,300,000 will be
moved from the CSD project (PG-
12006) to this project at mid-year.
PF-04000 Security System Improvements Buildings
and
Facilities
$275,000 $59,768 $0 $0 $0 $1 $59,767 78% Construction Dec 12 Work will be completed by Dec
2012 pending staff resources.
PF-06004 Cubberley Restroom Renovation Buildings
and
Facilities
$327,422 $300,000 $2,666 $0 $0 $1 $297,333 9% Pre-Design Dec 12 Work will be completed by Dec
12 pending staff resources.
Design is 85% complete.
PF-07003 Children's Theatre Fire/Life
Safety Upgrade
Buildings
and
Facilities
$278,549 $231,580 $60 $0 $0 $0 $231,520 17% Design Project will be completed in FY
2012.
PF-07011 Roth Building Maintenance Buildings
and
Facilities
$424,395 $259,781 $0 $0 $0 $0 $259,781 39% Ongoing Oct 12 All initial work completed.
Ongoing work is for maintenance
and repairs.
PF-10002 Lot "J" Cowper/Webster
Structural Repairs
Buildings
and
Facilities
$582,299 $543,356 $25,776 $0 $0 $20,954 $496,626 15% Design Oct 12 Status: ARB Design Review
PF-12001 Parks and PWD Trees Work
Space Improvements
Parks
and
Open Space
$375,000 $375,000 $384 $0 $0 $0 $374,616 0% Design Dec 12 Work will be completed by Dec
12 pending staff resources.
Design completed.
PF-12004 Citywide Backflow Preventer
Installations
Miscellaneous $250,000 $250,000 $0 $0 $0 $0 $250,000 0% Design Jun 12 Currently identifying meters that
still need backflows installed.
PF-12005 Council Conference Room
Renovations
Buildings
and
Facilities
$125,000 $125,000 $600 $0 $0 $0 $124,400 0% Design Aug 12 Staff held consultant interviews.
Council's award of contract
expected in Mar 12.
PO-10002 Downtown Tree Grates Miscellaneous $300,000 $261,985 $0 $0 $0 $0 $261,985 13% Construction Dec 15 Ongoing. Project is being done in
conjunction with PO-89003 and
tree replacement schedule.
MINOR PROJECTS
Page 12 of 33
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
PUBLIC WORKS DEPARTMENT
PO-12000 Wilkie Way Bridge Deck
Replacement
Streets
and
Sidewalks
$50,000 $50,000 $0 $0 $0 $0 $50,000 0% Design Jun 12 Replacement deck tiles are being
evaluated for suitability.
PO-12001 Curb and Gutter Repairs Streets
and
Sidewalks
$250,000 $250,000 $0 $0 $0 $0 $250,000 0% Construction Sep 12 Contract awarded on December
5, 2011. Notice to Proceed on
January 23, 2012.
PO-12002 LATP Site Development
Preparation & Security
Miscellaneous $250,000 $250,000 $8,636 $0 $0 $0 $241,364 3% Design Nov 12 Preparing scope of work for
demo, remediation, and wetland
permitting work. Security fence
repaired via minor contract.
PO-12003 Foothills Fire Management Streets
and
Sidewalks
$200,000 $200,000 $0 $0 $0 $12,265 $187,735 6% Ongoing Jun 17 Initial clearing to 30 feet is being
handled this spring. Ongoing
maintenance will be needed.
PE-00104 San Antonio Road Median
Improvements
Streets
and
Sidewalks
$2,195,007 $730,391 $55,166 $0 $0 $817,869 ($142,644)Construction Nov 12 Project is currently in Phase II:
Tree removal/replacement,
landscaping improvements,
contaminated soil removal, street
lights conduit replacement. A
Budget Amendment Ordinance
was submitted to Council in Oct
11 to increase funding for this
project by $205,400 for FY 2012.
Funds will come from
Infrastructure Reserve.
PE-05010 College Terrace Library
Improvements
Buildings
and
Facilities
$3,723,874 $220,505 $90 $0 $0 $9,773 $210,642 94% Construction Jun 12 Construction began FY 2010.
PWE staff is still working with
Library staff on open items.
PE-06006 Alma Street Landscape
Improvements
Streets
and
Sidewalks
$131,934 $18,841 $0 $0 $0 $1 $18,840 86% Construction Jun 12 Replanting of plants in progress.
PE-06007 Park Restroom Installation Parks
and
Open Space
$927,029 $548,710 $30,589 $0 $0 $14,224 $503,897 46% Design Jul 12 Annual Restroom CIP - Briones
Park Restroom design phase.
MULTI-YEAR PROJECTS
Page 13 of 33
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
PUBLIC WORKS DEPARTMENT
PE-09003 City Facility Parking Lot
Maintenance
Buildings
and
Facilities
$430,000 $430,000 $51,098 $0 $0 $248,902 $130,000 70% Ongoing This is an annual project.
Funding will be used for repaving
the Cubberley Parking lot.
PE-09005 Downtown Library Improvements Buildings
and
Facilities
$5,524,772 $1,750,326 $488,537 $0 $50,866 $245,312 $965,611 83% Construction Sep 12 Construction will be completed in
FY 2012 but project should
remain open until warranty period
is over.
PE-09006 Mitchell Park Library &
Community Center
(New Construction)
Buildings
and
Facilities
$49,743,741 $35,575,231 $8,957,675 $0 $404,012 $15,721,688 $10,491,856 79% Construction Aug 12 Construction began Jun 10.
Project is 60% complete.
PE-09010 Library & Community Center
Temporary Facilities
Buildings
and
Facilities
$792,770 $135,261 $168 $0 $0 $25,772 $109,321 86% Construction Dec 14 After final invoices are received,
project should remain open until
warranty period is over.
Demobilization when Main
Library has opened.
PE-10002 Ventura Community Center and
Park
Buildings
and
Facilities
$371,913 $358,630 $5,103 $0 $0 $0 $353,527 5% Design Apr 12 Project is in the design phase and
is 60% completed.
PE-11000 Main Library New Construction
and Improvements
Buildings
and
Facilities
$18,076,718 $17,283,805 $673,519 $0 $0 $574,711 $16,035,575 11% Design Jul 12 Currently have completed 60% of
design phase. Construction
expected to begin Jul 12.
PE-11012 Temporary Main Library Buildings
and
Facilities
$500,000 $500,000 $36,960 $0 $0 $351,432 $111,608 78% Construction Sep 12 Construction will begin in FY
2012.
PE-12011 Newell Road Bridge / San
Francisquito Creek Bridge
Replacement
Streets
and
Sidewalks
$360,000 $360,000 $10,310 $0 $0 $0 $349,690 3% Design Mar 12 Received proposal from
consultants, awaiting Caltrans
approval for an increase in grant
funding.
PE-12012 Eleanor Pardee Park
Improvements
Parks
and
Open Space
$674,000 $674,000 $4,818 $0 $0 $0 $669,182 1% Design Apr 12 Design will be completed in Apr
12.
MULTI-YEAR PROJECTS
Page 14 of 33
Attachment 3
Total
Budget FY 2012 FY 2012 FY 2012 FY 2012 FY 2012 Estimated
Project Project Project From Available Expenditures Labor Contingencies Encumbrances Remaining Percent Project Completion
Number Title Category Inception Budget Adjustments Balance Complete Status Date Comments
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
GENERAL FUND
PUBLIC WORKS DEPARTMENT
PE-98020 Public Safety Building Buildings
and
Facilities
$4,291,838 $101,703 $1,192 $0 $0 $2 $100,509 98% Design TBD Project currently on hold.
PF-01002 Civic Center Infrastructure
Improvements
Buildings
and
Facilities
$15,970,506 $2,558,882 $1,390,008 $0 $5,036 $974,931 $188,907 99% Construction May 12 Roof improvements finished.
Civic Center Improvements are in
the punch-list stage.
PF-04010 Cubberley Mechanical &
Electrical Upgrades
Buildings
and
Facilities
$1,614,695 $36,562 $0 $0 $0 $0 $36,562 98% Design TBD Project on hold due to staff
vacancy and lack of capital funds.
Construction phase to be
rescheduled for a later fiscal year.
PF-05002 Municipal Service Center
Renovation
Buildings
and
Facilities
$873,251 $681,764 $0 $0 $0 $0 $681,764 22% Design Jun 13 Project on hold per City Manager.
PF-05003 Foothills Park Interpretive Center
Improvements
Buildings
and
Facilities
$342,289 $208,611 $114,082 $0 $1,829 $31,885 $60,815 82% Construction Dec 12 Roof complete. HVAC,
electrical, and lighting efficiency
remaining.
PF-06002 Ventura Buildings Improvements Buildings
and
Facilities
$90,000 $90,000 $0 $0 $0 $0 $90,000 0% Pre-Design TBD Developing scope of work.
PF-07000 Art Center Electrical &
Mechanical Upgrades
Buildings
and
Facilities
$8,145,197 $7,182,377 $1,479,542 $0 $30,395 $5,248,878 $423,562 95% Construction May 12 Currently under construction.
PF-09000 Children's Theater Improvements Buildings
and
Facilities
$200,000 $200,000 $0 $0 $0 $0 $200,000 0% Pre-Design TBD Project has not started.
PO-11000 Sign Reflectivity Upgrade Streets
and
Sidewalks
$150,000 $150,000 $0 $0 $0 $0 $150,000 0% Pre-Design Dec 17 Contract award for inventory and
initial assessment is tentatively
scheduled for January 23, 2012.
PO-11001 Thermoplastic Lane Marking &
Striping
Streets
and
Sidewalks
$350,000 $320,361 $33,252 $0 $0 $97,000 $190,109 46% Ongoing Jun 17 Initial backlog was done in
conjunction with PE-86070. First
annual contract completed in Sep
11.
MULTI-YEAR PROJECTS
Page 15 of 33
Attachment 3
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
TECHNOLOGY FUND
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 Labor FY 2012 FY 2012 Remaining Percent Project Completion Comments
INTERNAL SERVICE FUND
INFORMATION TECHNOLOGY DEPARTMENT
TE-01006 Enterprise
Backup Solution
Minor $70,000 $68,627 $0 $0 $0 $1 $68,626 2% Complete This project is identified as a
possible additional funding
source for the Telephone System
Replacement Project.
TE-01012 IT Disaster
Recovery Plan
Minor $510,000 $509,711 $0 $0 $0 $1 $509,710 0% Construction Jun 12 A draft disaster recovery plan has
been completed. Planning SAP
Windows server backup strategy.
TE-05003 Internet Site
Upgrade
Minor $240,000 $42,262 $0 $0 $0 $0 $42,262 82% Construction Jun 12 The portion of the contract
dealing with the intranet will be
finalized after the revision to the
Internet.
TE-07002 Police Auto-
Citation System
Minor $125,000 $67,191 $0 $0 $0 $0 $67,191 46% Construction Dec 11 System is up and running.
Remaining budget will be used to
finalize additional hardware
needs.
TE-08000 Library
Technology Plan
Minor $75,000 $18,766 $0 $0 $0 $0 $18,766 75% Complete This project is identified as a
possible additional funding
source for the Telephone System
Replacement Project.
TE-08003 Fire Radio
Communications
Equipment
Minor $102,000 $7,179 $0 $0 $0 $0 $7,179 93% Complete This project is identified as a
possible additional funding
source for the Telephone System
Replacement Project.
TE-08004 Fire Mobile Data
Computer
Minor $250,000 $69,199 $0 $0 $0 $1 $69,198 72% Complete This project is identified as a
possible additional funding
source for the Telephone System
Replacement Project.
TE-09000 Public Safety
Computer-Aided
Dispatch
Replacement
Minor $1,300,000 $1,300,000 $0 $0 $0 $0 $1,300,000 0% Pre-design Dec 12 Contract is under negotiations.
TE-11001 Library Computer
System Software
Minor $350,000 $350,000 $0 $0 $0 $0 $350,000 0% Pre-design Dec 12 Currently developing
requirements.
TE-11002 Police Mobile In-
Car Video System
Replacement
Minor $310,000 $310,000 $0 $0 $0 $0 $310,000 0% Pre-design Jun 12 Currently developing
requirements.
MINOR PROJECTS
Page 16 of 33
Attachment 3
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
TECHNOLOGY FUND
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 Labor FY 2012 FY 2012 Remaining Percent Project Completion Comments
INTERNAL SERVICE FUND
INFORMATION TECHNOLOGY DEPARTMENT
TE-11003 Recurring Credit
Card Payment
Minor $150,000 $150,000 $0 $0 $0 $0 $150,000 0% Pre-design Jun 13 Currently developing
requirements.
TE-95016 Permit
Information
Tracking System
Multi-Year $980,050 $176,648 $0 $0 $0 $84,631 $92,017 91% Construction Jun 13 Accela Customer Access and
possibly additional module
implementation.
TE-02013 Institutional
Network (I-Net)
Multi-Year $1,000,000 $604,122 $19,500 $0 $0 $5,350 $579,272 42% Construction Jun 13 All major facilities in the City
have been connected via fiber
optic cable. This CIP needs to be
kept open until all phases have
been complete. Fiber Optic Cable
is just one phase.
TE-07006 SAP Continuous
Improvement
Project
Multi-Year $8,898,680 $95,694 $0 $0 $0 $0 $95,694 99% Complete This project is identified as a
possible additional funding
source for the Telephone System
Replacement Project.
TE-99010 Acquisition of
New Computers
Multi-Year $362,350 $217,599 $32,784 $0 $0 $0 $184,815 49% Construction Jun 13 This is an ongoing project for the
acquisition of new computers.
TE-00010 /
TE-00021
Telephone
System
Replacement
Multi-Year $2,646,587 $2,616,598 $46,465 $0 $0 $2,116,954 $453,179 83% Pre-design Jul 12 Project Management vendor
selected. Preparing to go out to
bid for cabling, networking, and
phone system.
TE-02015 Citywide GIS
Data,
Infrastructure and
Applications
Multi-Year $2,228,954 $390,207 $62,688 $0 $0 $117,016 $210,503 91% Construction Dec 12 Performing application upgrade
and modifications.
TE-05000 Radio
Infrastructure
Replacement
Multi-Year $2,565,980 $1,948,160 $141,842 $0 $0 $75,383 $1,730,935 33% Pre-design Dec 16 This is a County-wide project.
Awaiting project initiation from
County.
MULTI-YEAR PROJECTS
Page 17 of 33
Attachment 3
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
TECHNOLOGY FUND
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 Labor FY 2012 FY 2012 Remaining Percent Project Completion Comments
INTERNAL SERVICE FUND
INFORMATION TECHNOLOGY DEPARTMENT
TE-06001 Library Radio
Frequency
Identification
(RFID)
Implementation
Multi-Year $595,000 $467,607 $59,164 $0 $0 $62,248 $346,195 42% Construction Nov 13 The intent is to carry this funding
over to FY 2012, add funding,
and utilize for implementation per
the upcoming Library Technology
Plan. RFID implementation is
being coordinated with the
Library Construction /Remodeling
Projects.
TE-07000 Enterprise
Application
Infrastructure
Upgrade
Multi-Year $2,297,000 $554,000 $0 $0 $0 $41,408 $512,592 78% Construction Jun 12 $250K needs to be reserved for
Application Maintenance Fund to
pay for the Sierra contract.
TE-08002 Electric Patient
Care Report
Multi-Year $85,000 $35,057 $0 $0 $0 $2 $35,055 59% Complete This project is identified as a
possible additional funding
source for the Telephone System
Replacement Project.
TE-10000 Collections
Software
Multi-Year $111,800 $105,908 $71,365 $0 $0 $7,643 $26,900 76% Complete
TE-10001 Utility Customer
Billing System
Multi-Year $500,000 $500,000 $0 $0 $0 $0 $500,000 0% Pre-design Jul 12 Currently developing
requirements.
TE-11005 Implementation
of Restructured
Tiered Rates on
Bills
Multi-Year $200,000 $200,000 $0 $0 $0 $0 $200,000 0% Pre-design Jul 13 Currently developing
requirements.
TE-12001 Development
Center Blueprint
Multi-Year $935,600 $935,600 $0 $0 $0 $0 $935,600 0% Pre-design Dec 12 Currently developing
requirements.
MULTI-YEAR PROJECTS
Page 18 of 33
Attachment 3
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 Labor FY 2012 FY 2012 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Adjustments* Contingencies Encumbrances Balance Complete Status Date Comments
VR-01001 MSC Fuel Storage
Tank /Svc Island
Replacement
Minor $2,609,597 $111,195 $23,355 $0 $0 $15,073 $72,767 97% Complete Project is complete and
will be closed. Funds will
be returned to funding
source.
VR-06801 Replace City-Wide
Fuel Transaction and
Inventory
Management System
Minor $285,000 $136,062 $25,884 $0 $0 $57,666 $52,512 82% Ongoing Feb 12 System has been installed
at two sites; site
preparation in progress at
remaining sites.
VR-07001 Automated Motor
Pool Reservation and
Vehicle Key
Management System
Minor $125,000 $98,398 $0 $0 $0 $86,946 $11,452 91% Ongoing Mar 12 Installations in progress
at MSC-C, Civic Center
and Elwell Court.
VR-09000 Vehicle Replacement Minor $2,575,000 $474,712 $0 $0 $0 $278,039 $196,673 92% Ongoing Feb 12 Awaiting delivery of one
vehicle. Delivery has
been delayed due to
quality control issues.
VR-11000 Vehicle Replacement Minor $826,569 $651,217 $459,985 $0 $0 $358,766 ($167,534) 120% Ongoing Jun 12 Awaiting purchase and
delivery of several
vehicles.
VR-04010 Vehicle Maintenance
Facility Upgrades
Multi-Year $561,733 $262,860 $0 $0 $0 $4 $262,856 53% Ongoing Jun 12 Ongoing, specifications
need to be written for
next phase of upgrades.
VR-07002 Diesel Truck Engine
Emissions Retrofits
Multi-Year $796,488 $247,279 $0 $0 $0 $194,700 $52,579 93% Ongoing Jan 12 Ongoing, retrofits in
progress.
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
INTERNAL SERVICE FUND
VEHICLE REPLACEMENT AND MAINTENANCE FUND
PUBLIC WORKS DEPARTMENT
MINOR PROJECTS
MULTI-YEAR PROJECTS
Page 19 of 33
Attachment 3
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 Labor FY 2012 FY 2012 Remaining Percent Project Completion
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
INTERNAL SERVICE FUND
VEHICLE REPLACEMENT AND MAINTENANCE FUND
PUBLIC WORKS DEPARTMENT
VR-92006 Fuel Tank
Storage/Upgrade
Multi-Year $236,182 $149,519 $9,019 $0 $0 $147,108 ($6,608) 103% Design Mar 12 This is a design-build
project.
MULTI-YEAR PROJECTS
Page 20 of 33
Attachment 3
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 FY 2012 FY 2012 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
EL-04010 Foothills System Rebuild Minor $850,064 $102,802 $0 $0 $0 $102,802 88% Pre-design Dec 12 Some preliminary design and scoping
work has been done. No additional work at
this time due to understaffed situation.
EL-09004 W. Charleston/Wilkie Way to
South City Limit 4/12 kV
Conversion
Minor $507,556 $96,324 $4,429 $0 $0 $91,895 82% Design Jun 12 Out to Bid for construction in Mar 12.
EL-10008 Advanced Metering
Infrastructure System
Minor $310,911 $255,545 $352 $0 $0 $255,193 18% Pre-design Ongoing Phase 1 of 3 completed.
EL-11001 Torreya Court Rebuild Minor $100,397 $96,025 $2,956 $0 $0 $93,069 7% Design Jun 12 Design completed. Contract documents
being drawn up.
EL-11004 Hewlett Subdivision Rebuild
Los Trancos
Minor $400,970 $390,297 $25,238 $0 $2,358 $362,701 10% Design Jun 12 Design completed. Contract documents
being drawn up.
EL-11006 Rebuild UG District 18 Minor $350,147 $348,531 $6,086 $0 $0 $342,445 2% Dec 12 No work started due to staff vacancies.
EL-11016 Electric Vehicle Charging
Infrastructure
Minor $135,083 $135,083 $17,696 $0 $1,851 $115,536 14% Design Dec 12 Work in progress.
EL-12002 Hanover 22 - Transformer
Replacement
Minor $1,000,000 $1,000,000 $0 $0 $800,000 $200,000 80% Design Jun 13 Transformer specification completed.
Procurement and detailed installation
design next.
MULTI-YEAR PROJECTS
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
ENTERPRISE FUND
MINOR PROJECTS
ELECTRIC FUND
UTILITIES DEPARTMENT
Page 21 of 33
Attachment 3
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 FY 2012 FY 2012 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
ENTERPRISE FUND
ELECTRIC FUND
UTILITIES DEPARTMENT
EL-02010 SCADA System Upgrades Multi-Year $912,213 $243,023 $0 $0 $0 $243,023 73% Design and
Construction
Ongoing This project involves upgrading the
Supervisory Control & Data Acquisitions
(SCADA) Portal and Master computer
software and operating systems .
EL-04012 Utility Site Security
Improvements
Multi-Year $908,854 $518,614 $8,790 $0 $184,406 $325,418 50% Design &
Construction
Dec 12 Construction completed at Colorado
Substation and Boranda Reservoir. Design
completed for Corte Madera
Booster/Reservoir, Quarry Booster, and
Boronda Booster.
EL-04014 Automated Meter Reading
System
Multi-Year $1,334,099 $296,157 $0 $0 $2 $296,155 78% Complete Pilot is completed, except for ongoing
maintenance of installed system. Staff is
analyzing installation and will use
information during Smart Grid Feasibility
Study (EL-10008).
EL-05000 El Camino Underground
Rebuild
Multi-Year $1,620,339 $185,671 $17,429 $0 $0 $168,242 90% Design and
Construction
Jun 12 Portions of this project have been
completed in conjunction with new
business in the area of El Camino Real
between Charleston and San Antonio
roads. Construction Estimate package in
progress.
EL-11008 Rebuild UG District 19 Multi-Year $561,061 $507,130 $0 $0 $0 $507,130 10% Design Sep 12 Substructure installation completed. Cable
design in progress.
EL-06000 Park Blvd. 4/12kV Conversion Multi-Year $386,579 $9,973 $0 $0 $0 $9,973 97% Construction Mar 12 Final construction phase in progress.
EL-06001 230 KV Electric Intertie Multi-Year $503,109 $95,955 $9,070 $0 $0 $86,885 83% Pre-design Ongoing Stanford Utilities has expressed interest in
Stanford Linear Accelerator Center
(SLAC) - Quarry Road Substation 60kV
tie. Preliminary power flow and feasibility
study complete, interconnection at Quarry
Substation appears feasible. Working with
Stanford and DOE to encourage SLAC
participation in this project.
Page 22 of 33
Attachment 3
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 FY 2012 FY 2012 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
ENTERPRISE FUND
ELECTRIC FUND
UTILITIES DEPARTMENT
EL-06002 Underground District 45 Multi-Year $3,607,743 $309,393 $68,500 $0 $2 $240,891 60% Construction Mar 12 Line construction and Customer
connections in progress.
EL-06003 Utility Control Center
Upgrades
Multi-Year $500,000 $7,989 $0 $0 $0 $7,989 98% Pre-design Ongoing Ergonomic and visual improvements for
performance to operator environment.
EL-08000 E. Charleston 4/12kV
Conversion
Multi-Year $653,255 $592,650 $50,032 $0 $7,740 $534,878 18% Design Mar 12 In design.
EL-08002 E. Meadow/Alma/Loma
4/12kV Conversion
Multi-Year $1,171,079 $414,014 $0 $0 $0 $414,014 65% Complete Project will be closed at mid-year and
balance returned to reserves.
EL-09000 Middlefield Underground
Rebuild
Multi-Year $625,786 $625,786 $87 $0 $0 $625,699 0% Design Jun 12 Engineering design completed. Estimating
in progress.
EL-09002 Middlefield/Colorado 4/12 kV
Conversion
Multi-Year $323,313 $59,485 $19,485 $0 $0 $40,000 88% Design Jun 12 Design completed. Contract documents
being drawn up.
EL-09003 Rebuild UG District 17
(Downtown)
Multi-Year $1,225,238 $756,457 $4,825 $0 $0 $751,632 60% Construction Jun 12 Substructure complete. Line construction
begins Jun 12.
MULTI-YEAR PROJECTS
Page 23 of 33
Attachment 3
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 FY 2012 FY 2012 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
ENTERPRISE FUND
ELECTRIC FUND
UTILITIES DEPARTMENT
EL-10006 Rebuild UG District 24 Multi-Year $1,344,620 $1,017,856 $38,134 $0 $0 $979,722 27% Design Jun 12 Substructure installation complete.
Electrical design work in progress.
EL-10009 Street Light System
Conversion Project
Multi-Year $2,204,162 $1,735,240 $6,990 $0 $1,289,858 $438,392 80% Ongoing Dec 12 In procurement phase.
EL-11000 Seale/Waverley 4/12 kV
Conversion
Multi-Year $40,000 $40,000 $0 $0 $0 $40,000 0% Jun 13 No work started due to staff vacancies.
EL-11002 St. Francis/Oregon/Amarillo
/Louis 4/12 kV Conversion
Multi-Year $50,000 $50,000 $0 $0 $0 $50,000 0% Jun 13 No work started due to staff vacancies.
EL-11003 Rebuild UG District 15 Multi-Year $80,348 $76,522 $2,280 $0 $2,012 $72,230 10% Jun 13 No work started due to staff vacancies.
EL-11007 Rebuild Greenhouse Condo
Area
Multi-Year $501,091 $486,665 $53,090 $0 $10,121 $423,454 15% Construction Jul 12 Construction in progress.
EL-11010 UG District 47 - Middlefield,
Homer Avenue, Webster Street
and Addison Avenue
Multi-Year $1,651,331 $1,636,686 $4,276 $0 $0 $1,632,410 1% Design Dec 13 Preliminary design work started .
EL-11014 Smart Grid Technology
Installation
Multi-Year $500,000 $500,000 $0 $0 $0 $500,000 0% Design Jan 17 Pilot Project: Design in progress.
Implemenetation upon feedback by
Council.
EL-11015 Reconductor 60kV Overhead
Transmission System with
ACCR conductor
Multi-Year $1,151,535 $1,134,655 $72,261 $0 $1,000,001 $62,393 95% Design Jun 14 Engineering and estimating in progress.
Phase 2 and half of phase 3 out to Bid.
MULTI-YEAR PROJECTS
Page 24 of 33
Attachment 3
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 FY 2012 FY 2012 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
ENTERPRISE FUND
ELECTRIC FUND
UTILITIES DEPARTMENT
EL-12001 UG District 46 - Charleston/El
Camino Real
Multi-Year $150,000 $150,000 $47,019 $0 $0 $102,981 31% Pre-design TBD
Page 25 of 33
Attachment 3FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 FY 2012 FY 2012 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
GS-08000 Gas Station 2 Rebuild Minor $207,007 $203,584 $74,186 $0 $0 $129,398 95% Construction Jun 12 Regulator installed and operational.
Completing record drawings.
GS-09000 Gas Station 1 Rebuild Minor $201,000 $200,485 $74,186 $0 $0 $126,299 75% Design Jun 12 Design effort ongoing. Unit to ship by
May 12.
GS-10000 Gas Station 3 Rebuild Minor $207,007 $206,931 $0 $0 $205,000 $1,931 10% Design May 12 Design effort ongoing. Unit to ship by
Apr 12.
GS-10002 General Shop Tooling Minor $66,129 $13,195 $0 $0 $9,605 $3,590 100% Complete Equipment purchased and installed.
GS-10003 Cathodic Current Interrupters Minor $300,007 $299,931 $0 $0 $287,065 $12,866 25% Construction Apr 12 Installation should be complete by Apr
12.
GS-10004 Automating Test Station Minor $100,000 $100,000 $0 $0 $18,019 $81,981 25% Construction Apr 12 Installation should be complete by Apr
12.
GS-11001 Gas Station 4 Rebuild Minor $337,000 $337,000 $122,667 $0 $0 $214,333 10% Design Apr 12 Design effort ongoing. Unit to ship by
Feb 12.
ENTERPRISE FUND
MINOR PROJECTS
GAS FUND
UTILITIES DEPARTMENT
Page 26 of 33
Attachment 3FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 FY 2012 FY 2012 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
ENTERPRISE FUND
GAS FUND
UTILITIES DEPARTMENT
GS-01019 Global Positioning System Multi-Year $381,062 $118,248 $23,852 $0 $14,724 $79,672 79% Construction Jun 12 Integrating field data into mapping
system. Defining additional equipment
needs.
GS-08011 GMR - Project 18 Multi-Year $5,983,874 $4,795,301 $345,216 $120,293 $24,760 $4,305,032 25% Construction Jun 12 Ongoing construction. Project estimated
completion in Jun 12.
GS-09002 GMR - Project 19 Multi-Year $6,285,168 $6,234,703 $565,506 $0 $953,052 $4,716,145 25% Design Jul 13 Remaining portion of GMR 19 to be
combined with GMR 20. Combined
project design phase completion
scheduled for May 12.
GS-10001 GMR - Project 20 Multi-Year $6,614,014 $6,613,863 $0 $0 $0 $6,613,863 0% Design Jul 13 Design phase started Dec 11 and
includes portions of GMR 19 to create a
combined project GMR 19 and 20.
Project out to Bid Jul 12.
GS-11000 GMR - Project 21 Multi-Year $457,000 $457,000 $0 $0 $0 $457,000 0% Design Jul 13 Design phase started Dec 11 and will be
included portions of GMR 19 to create a
combined project GMR 19, 20 and 21.
Project out to Bid Jul 12.
GS-11002 Gas System Improvements Multi-Year $395,000 $378,500 $1,470 $0 $46,668 $330,362 16% Ongoing This project addresses ongoing capital
system improvements.
GS-12001 GMR - Project 22 Multi-Year $468,000 $468,000 $0 $0 $0 $468,000 0% Design Jun 14 Construction funds to be delayed until
FY 2014.
MULTI-YEAR PROJECTS
Page 27 of 33
Attachment 3
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 FY 2012 FY 2012 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
WS-09000 Seismic Water Tank Valve Minor $3,500,000 $3,478,715 $0 $0 $0 $3,478,715 1% Construction Jul 15 Final report completed in Nov 10.
Construction to start Jan 12.
WS-11001 Vacuum Excavation
Equipment
Minor $275,000 $275,000 $0 $0 $0 $275,000 0% Pre-Design Jul 12 Working with fleet to create
specification.
WS-07000 Water Regulation Station
Improvements
Multi-Year $1,070,000 $959,579 $0 $0 $0 $959,579 10% Construction Jul 15 Construction to start Jan 12.
WS-07001 Water Recycling Facilities Multi-Year $1,100,152 $704,583 $91,555 $0 $3,903 $609,125 45% Pre-Design Jun 16 Preparing Environmental Impact
Report (EIR). Construction to be
completed in 2016.
WS-07004 Water System Portable
Emergency Generators
Multi-Year $466,000 $208,833 $0 $0 $1 $208,832 55% Construction May 12 Quotes received exceeding available
funds. Staff considering options.
WS-08001 Water Reservoir Coating
Improvements
Multi-Year $2,050,491 $1,871,089 $0 $0 $0 $1,871,089 9% Construction Jul 15 Construction to start Jan 12.
WS-08002 Emergency Water Supply
Project
Multi-Year $40,440,049 $29,114,787 $1,403,692 $515,250 $15,499,337 $11,696,508 71% Construction Dec 12 El Camino reservoir construction
underway. Mayfield pump station
construction underway.
WS-08017 WMR - Project 22 Multi-Year $3,164,469 $154,770 $0 $0 $0 $154,770 95% Complete
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
MULTI-YEAR PROJECTS
ENTERPRISE FUND
MINOR PROJECTS
WATER FUND
UTILITIES DEPARTMENT
Page 28 of 33
Attachment 3
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 FY 2012 FY 2012 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
ENTERPRISE FUND
WATER FUND
UTILITIES DEPARTMENT
WS-09001 WMR - Project 23 Multi-Year $3,120,999 $2,136,145 $56,055 $0 $2,085,290 ($5,200) 0% Construction Dec 12 Design completed Dec 11.
Construction to start Mar 12.
Negative balance due to over-
encumbrance of $95K but has been
corrected as of Jan 12.
WS-10001 WMR - Project 24 Multi-Year $3,253,142 $3,127,551 $39,740 $0 $3,098,415 ($10,604) 0% Construction Dec 12 Design completed Dec 11.
Construction to start Mar 12.
Negative balance due to over-
encumbrance of $50K but has been
corrected as of Jan 12.
WS-11000 WMR - Project 25 Multi-Year $292,000 $292,000 $0 $0 $0 $292,000 100% Design Mar 14 Project construction to start Jul 13 and
will be combined with WMR 26.
WS-11003 Water Distribution System
Improvements
Multi-Year $410,623 $359,771 $9,909 $0 $11,667 $338,195 18% Ongoing TBD This project addresses ongoing capital
distribution system improvements.
WS-11004 Water System Supply
Improvements
Multi-Year $406,993 $396,069 $52,103 $0 $7,245 $336,721 17% Ongoing TBD This project addresses ongoing capital
supply system improvements.
WS-12001 WMR - Project 26 Multi-Year $305,000 $305,000 $0 $0 $0 $305,000 0% Pre-Design Mar 14 Project design to start Jul 12 and will
be combined with WMR 25.
MULTI-YEAR PROJECTS
Page 29 of 33
Attachment 3FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 FY 2012 FY 2012 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
WC-09002 Root Treatment, Sediment and
Dewatering Container
Minor $60,064 $59,636 $0 $0 $0 $59,636 1% Pre-design N/A Changing conditions no longer
allow for this container and this
project should be cancelled.
WC-11000 WC Reh/Aug. Prj 24 Multi-Year $3,119,500 $3,119,500 $0 $0 $0 $3,119,500 0% Pre-design Sep 13 This project will also include the
WC Reh/Aug Prj 25 and the design
effort will start May 12 with
construction complete by Sep 13.
WC-12001 WC Reh/Aug. Prj 25 Multi-Year $300,000 $300,000 $0 $0 $0 $300,000 0% Pre-design Jun 14 This project will also include the
WC Reh/Aug Prj 26 and the design
effort will start Sep 12 with
construction complete by Jun 14.
WC-12002 WW Lateral Pipe Bursting
Machine
Multi-Year $33,000 $33,000 $25,426 $0 $0 $7,574 100% Complete Equipment purchased. Project to be
closed at year-end.
WC-15002 Wastewater System
Improvements
Multi-Year $408,315 $383,198 $52,328 $0 $6,667 $324,203 21% Ongoing TBD This project addresses ongoing
capital system improvements.
MULTI-YEAR PROJECTS
ENTERPRISE FUND
WASTEWATER COLLECTION FUND
UTILITIES DEPARTMENT
MINOR PROJECTS
Page 30 of 33
Attachment 3
ENTERPRISE FUND
REFUSE FUND
PUBLIC WORKS DEPARTMENT
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 FY 2012 FY 2012 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
RF-09003 Recycling in Business District Minor $325,000 $325,000 $3,156 $0 $0 $321,844 5% Project cancelled.
RF-09004 LATP Site Development Preparation Minor $200,000 $23,421 $2,072 $0 $20,817 $532 100% Complete Consultant's environmental risk assessment
for cleanup of site was approved by
regulatory agency for Areas A and B.
Existing funds in balance will be released.
RF-10002 Flare Relocation Project Minor $700,000 $621,207 $14,001 $0 $27,099 $580,107 17% Construction Sep 12 Design and permitting is 100% complete.
Bids received in November exceeded
available budget, so a re-Bid is planned in
Spring 2012 along with allocation of
additional funding.
RF-07001 Relocation of Landfill Facilities Multi-Year $1,500,291 $1,156,174 $29,927 $0 $49,686 $1,076,561 28% Design Feb 13 The relocation of the Recycling Center has
been cancelled. Improvements to the
permanent Household Hazardous Waste
(HHW) facility at the end of Embarcadero
Way on the wastewater treatment plant
property are proceeding. Final design and
California Environmental Quality Act
(CEQA) review for the project is now in
progress.
RF-10003 Drying Beds, Material Storage and
Transfer Area
Multi-Year $122,700 $75,000 $21,969 $0 $2,197 $50,834 59% Construction Nov 12 Additional material storage bunkers have
been constructed at the MSC. Drying beds
currently located on the 10 acres that was
subject to Measure E are to be relocated
inside the RWQCP.
RF-11001 Landfill Closure Multi-Year $6,700,000 $6,645,199 $363,929 $523 $499,154 $5,781,593 14% Construction Jan 13 Construction is nearly complete for the
undergrounding of environmental control
systems in the closed sections of the
landfill and installing the remaining gas
and leachate wells required by permit. A
design contract for the Phase IIC cap and
closure will be awarded soon with the
additional funds scheduled for FY 2012.
FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
MULTI-YEAR PROJECTS
MINOR PROJECTS
Page 31 of 33
Attachment 3FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 FY 2012 FY 2012 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
SD-08101 Alma Street Storm Drain
Improvements
Minor $803,622 $55,117 $0 $0 $1 $55,116 100% Closed Project has been closed and balance
returned to reserves at mid-year.
SD-06102 San Francisquito Creek Storm
Water Pump Station
Multi-Year $6,384,088 $76,360 $20,733 $0 $27,111 $28,516 100% Complete Jun 19 Required mitigation monitoring for 10
years (through FY 2019) is the only
remaining task.
SD-06104 Connect Clara Drive Storm Drains
to Matadero Pump Station
Multi-Year $953,480 $1 $0 $0 $0 $1 0% Design May 14 Project design is being performed by in-
house staff. New construction funding
has been programmed for FY 2014.
SD-10101 Southgate Neighborhood Storm
Drain Improvements
Multi-Year $143,000 $143,000 $14,194 $0 $140,000 ($11,194) 100% Design May 13 Project will be in design phase in 2012
and construction phase in Summer
2013. Project is not over expended.
Negative balance is due to staff salaries
charges for which additional budget will
be added at year-end.
SD-11101 Channing Avenue/Lincoln Avenue
Storm Drain Improvements
Multi-Year $3,700,526 $3,126,737 $1,082,007 $0 $398,486 $1,646,244 56% Design May 12 Phase 1 complete. Phase 2 in design.
Construction scheduled for Summer
2012.
ENTERPRISE FUND
STORM DRAINAGE FUND
PUBLIC WORKS DEPARTMENT
MULTI-YEAR PROJECTS
MINOR PROJECTS
Page 32 of 33
Attachment 3FY 2012 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS
Total
Budget FY 2012 Budget Estimated
Project Project Project From Available FY 2012 FY 2012 FY 2012 Remaining Percent Project Completion
Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments
WQ-10001 Plant Master Plan Minor $981,266 $616,383 $307,582 $0 $265,088 $43,713 96% Pre-Design Jun 12 Project on schedule. Stakeholder meetings
commenced. Alternatives being developed.
WQ-04011 Facility Condition Assessment
and Retrofit
Multi-Year $4,300,000 $2,543,961 $28,444 $0 $933,852 $1,581,665 0% Design Jun 12 Ongoing retrofit projects.
WQ-06014 Disinfection Facility Improvement
Program
Multi-Year $20,469,469 $2,623,085 $359,901 $1,518 $699,625 $1,562,041 99% Complete Jun 12 Project complete. Startup complete. Warranty
phase of project
ENTERPRISE FUND
WASTEWATER TREATMENT FUND
PUBLIC WORKS DEPARTMENT
MULTI-YEAR PROJECTS
MINOR PROJECTS
Page 33 of 33
Attachment 4
Project Category Department/Fund Project Title FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Community Services :
Land & Land Improvements AC-86017 Art in Public Places $64,410 $21,556 $17,256 $77,956 $5,371
Planning & Community Environment :
Streets & Sidewalks PL-05030 Traffic Signal Upgrades 35,908 39,983 278,187 183,141 144,936
Public Works - General Fund :
Streets & Sidewalks PE-86070
Street Improvements (Street Improvement
Fund)3,368,496 3,702,381 3,323,063 4,710,791 2,082,717
Building & Facilities PF-00006 Roofing Replacement 256,831 21,073 227,495 104,617 187,673
Building & Facilities PF-01003 Building Systems Improvements 34,304 114,152 36,053 74,876 6,920
Building & Facilities PF-02022 Facility Interior Finishes 65,797 47,116 11,076 23,874 229,944
Building & Facilities PF-93009 ADA Compliance 49,955 121,617 216,133 9,994 167,537
Streets & Sidewalks PO-05054 Street lights Improvements 11,814 15,970 32,976 159,070 34,239
Streets & Sidewalks PO-89003 Sidewalk Improvements 2,030,796 1,675,527 952,503 1,611,917 482,272
Public Works - Storm Drainage Fund :
SD-06101 Storm Drain System Replacement 675,832 445,582 81,878 488,793 242,488
Public Works - Wastewater Treatment Fund :
WQ-80021 RWQCP Plant Equipment Replacement 1,156,156 2,544,261 403,293 66,916 236,987
WQ-80022 RWQCP System Flow Metering 0 56,245 0 28,468 0
Electric Fund :
EL-02011 Electric Utility GIS 83,546 39,414 188,231 321,713 108,072
EL-06005 Fiber Optics Ring System Improvements 112,435 58,124 5,531 0 0
EL-06006
Fiber Optics Customer Design and
Connection Services 134,498 195,808 17,203 0 0
EL-89028 Electric Customer Connections 1,982,607 1,467,233 1,702,232 1,882,242 633,194
EL-89031 Communications System Improvements $50,458 $21,784 $0 $3,501 $0
EL-89038 Substation Protection Improvements 423,904 94,411 133,185 129,086 59,646
EL-89044 Substation Facility Improvements 7,147 93,735 3,133 148,871 74,247
EL-98003
Electric Distribution System Reconstruction
and Improvements 2,260,973 1,265,486 1,330,082 1,608,521 1,034,407
Fiber Optics Fund :
FO-10000 Fiber Optic Customer Connections 0 0 68,373 88,061 8,627
FO-10001 Fiber Optic Network System Improvements 0 0 34,614 327,736 21,676
Continuous Capital Projects
Five Years of Expenditures for Fiscal Years 2008-2012
Page 1 of 2 2/16/2012
Attachment 4
Project Category Department/Fund Project Title FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
Continuous Capital Projects
Five Years of Expenditures for Fiscal Years 2008-2012
Gas Fund :
GS-02013
GS-03007 Directional Boring Equipment 63 59,410 0 162 20,160
GS-03002
GS-04003
GS-05002 Gas Main Replacements 433,894 38,121 87,706 86,159 31,556
GS-03008
Polyethylene Fusion Equipment
Replacement 0 35,650 0 444 0
GS-03009 System Extensions-Unreimbursed 115 12,000 4,005 7,718 0
GS-06001 Gas Main Replacements, GMR-Project 16 2,256,296 2,423,677 89,180 127,056 0
GS-07002 Gas Main Replacements, GMR-Project 17 614,485 912,018 3,681,252 211,515 90,945
GS-80017 Gas System Extensions 609,566 356,666 347,412 471,001 119,788
GS-80019 Gas Meters and Regulators 272,386 244,129 313,598 294,191 87,457
Wastewater Collection Fund:
WC-02002
WC-03003
WC-04002
Sewer System Rehabilitation and
Augmentation, Project 15,16 and 17 1,394,506 8,840 27,141 122,870 19,968
WC-05003
WC-06003
WC-07004
Sewer System Rehabilitation and
Augmentation, Project 18,19 and 20 1,378,862 2,154,931 1,761,725 94,468 39,229
WC-08012
WC-09001
WC-10002
Sewer System Rehabilitation and
Augmentation, Project 21,22 and 23 126 285,858 543,313 1,928,374 419,207
WC-80020 Sewer System Extensions 561,620 370,253 251,152 224,066 30,792
WC-99013 Sewer Manhole Rehabilitation 116,173 48,227 168,722 378,841 148,433
Water Fund :
WS-02003 Water Main Replacements, Project 16 4,629 19,695 0 0 0
WS-02014 Water-Gas Wastewater utilities GIS Data 0 33 204,583 289,694 18,966
WS-06002 Water Main Replacements, Project 20 1,830,359 93,554 349 10,821 0
WS-07003 Water Main Replacements, Project 21 57,923 226,559 1,383,427 1,432,826 0
WS-80013 Water System Extensions 400,152 295,194 285,945 258,968 111,615
WS-80014 Service and Hydrant Replacements 58,212 104,951 43,538 44,232 9,344
WS-80015 Water Meters 127,109 14,712 2,298 0 0
Page 2 of 2 2/16/2012
Attachment 5
Amount
Transferred
to
Infrastructure
Amount
Returned
to General
Fund
Net
Amount
Fiscal Year $(000) $(000) $(000)
2008 $11,807 $117 $11,690
2009 $14,648 a $14,648
2010 $9,900 $3,243 $6,657
2011 $9,857 $9,857
2012 $10,978 $10,978
2013 $10,978 $10,978
2014 $11,334 $11,334
2015 $11,788 $11,788
2016 $12,288 $12,288
2017 $12,818 $12,818
Total $116,396 $3,360 $113,036
Notes: a. Includes funding for the Public Safety Building $3,437K
Sources:
FY 2008 through FY 2012 are actual amounts
FY 2013 through FY 2017 based on Long Range Financial Forecast
$11,690
$14,648
$6,657
$9,857
$10,978 $10,978 $11,334 $11,788$12,288
$12,818
$5,000
$7,000
$9,000
$11,000
$13,000
$15,000
2008 2009 2010 2011 2012 2013 2014 2015 2016 2017
$0
0
0
Fiscal Year
General Fund Transfers to Infrastructure Reserve for
Fiscal Years 2008-2017
Page 1 of 1 2/16/2012
Attachment 6
** NOT YET APPROVED **
1
Resolution No. ______
Resolution of the Council of the City of Palo Alto
Amending the 2010-2011 Compensation Plan for
Management and Professional Adopted by
Resolution No. 9156 to Change the Titles of Four Positions
and to Add One New Position
The Council of the City of Palo Alto does RESOLVE as follows:
SECTION 1. Pursuant to the provisions of Section 12 of Article III of the
Charter of the City of Palo Alto, the 2010-2011 Compensation Plan for Management and
Professional Personnel, adopted by Resolution No. 9156, is hereby amended to change the titles
of four positions and add one new position, as set forth in Exhibit “A”, attached hereto and
incorporated herein by reference, effective with the pay period including February 28, 2012.
SECTION 2. The Director of Administrative Services is authorized to
implement the amended Compensation Plan as set forth in Section 1.
SECTION 3. The Council finds that this is not a project under the California
Environmental Quality Act and, therefore, no environmental impact assessment is necessary. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: ___________________________ ______________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: ___________________________ ______________________________ Sr. Deputy City Attorney City Manager _____________________________ Director of Administrative Services ____________________________ Director of Human Resources
Attachment 6
** NOT YET APPROVED **
2
EXHIBIT A
Management/Professional Compensation Plan Changes – Effective February 28, 2012
Job
Code
Classification Title Grade
Code
Control
Point
Approx.
Annual
Hourly
49
Director, Office of Management and
Budget
(title and compensation change from Chief Budget
Officer)
TBD 12,624 151,488 72.83
2003 Principal Financial Analyst
(title change from Budget Officer) 35 8,989 107,869 51.86
126 Assistant Director, Community Services
(title change from Arts & Culture Division Manager) TBD 12,112 145,350 69.88
107
Assistant City Manager / Chief Operating
Officer
(title change from Assistant City Manager / Chief
Operations Officer)
14 16,619 199,430 95.88
TBD Information Technology Security Manager
(new position) TBD 10,348 124,176 59.70
Attachment 7
Public Safety Departments
Overtime Analysis for Fiscal Years 2007 through 2012
thru 12/31
2007 2008 2009 2010 2011 2012
POLICE DEPARTMENT
Overtime Expense
Original Budget $1,015,620 $1,036,815 $999,900 $999,900 $967,900 $967,900
Current Budget 1,074,399 1,071,005 1,016,900 1,071,662 1,224,349 967,900
Net Overtime Cost - see below 1,025,718 1,096,894 886,568 932,960 314,790 188,976
Remaining Budget $48,681 ($25,889) $130,332 $138,702 $909,559 $778,924
Overtime Net Cost
Actual Expense $1,785,657 $2,009,542 $1,665,842 $1,466,226 $1,454,999 $846,238
Less Reimbursements
Stanford Communications 39,342 65,079 42,160 58,070 58,157 28,509
Utilities Communications Reimbursement 22,130 36,607 23,715 33,242 36,348 17,818
Local Agencies (A)36,457 41,770 37,413 33,930 31,230 15,337
State Grants (B)63,344 4,672 10,998 22,306 70,816 -
Police Service Fees 43,218 67,390 53,812 42,085 80,350 78,808
Other 12,447 18,157 15,982 3,830 32,517 35,235
Total Reimbursements 216,938 233,675 184,080 193,463 309,417 175,707
Less Department Vacancies 543,001 678,973 595,194 339,803 830,792 481,555
Net Overtime Cost $1,025,718 $1,096,894 $886,568 $932,960 $314,790 $188,976
Department Vacancies (number of days)2,280 2,766 2,402 1,368 3,222 1,885
FIRE DEPARTMENT
Overtime Expense
Original Budget $1,032,674 $892,674 $1,017,674 $1,017,674 $1,017,674 $2,265,074
Current Budget 1,032,674 996,674 1,353,058 1,017,674 1,627,674 2,265,074
Net Overtime Cost - see below 737,768 863,442 416,610 1,334,452 776,226 862,676
Remaining Budget $294,906 $133,232 $936,448 ($316,778) $851,448 $1,402,398
Overtime Net Cost
Actual Expense $1,860,757 $1,744,076 $1,591,261 $2,675,515 $2,237,356 $2,037,172
Less Reimbursements
Stanford Fire Services (D)563,809 528,455 482,152 810,681 677,919 617,263
Cal-Fire/FEMA (Strike Teams) 85,531 140,224 453,619 64,760
State Homeland Security
Grant Program (SHSGP) (C)40,897 10,164 4,342 10,647 5,968 11,722
Urban Area Security Initiative (UASI) 1,150 11158
Fire Service Fees 55,055 29,688
Other 2,100 2,300
Total Reimbursements 690,237 679,993 940,113 886,088 752,200 660,973
Less Department Vacancies 432,752 200,641 234,538 454,975 708,930 513,523
Net Overtime Cost $737,768 $863,442 $416,610 $1,334,452 $776,226 $862,676
Department Vacancies (number of days)1,740 810 780 1,455 2,280 1,702
NOTES:
(A)Includes Animal Services contract with Los Altos, Mountain View and Los Altos Hills.
(B)State Office of Traffic Safety and ABC grants.
(C) Included in the SHSGP and UASI reimbursements is a small amount of per diem reimbursement.
Reimbursement from U.S. Department of Homeland Security for HazMat Continuing Challenge Training Conference (Sep 2009)
(D)Stanford reimburses 30.3% of Fire expenditures.
Page 1 of 1 2/16/2012
Attachment D
FINANCE COMMITTEE
DRAFT EXCERPT
Special Meeting
February 28, 2012
Finance Committee Recommendation Regarding Adoption of Budget Amendment
Ordinance Amending the Budget for Fiscal Year 2012 to Adjust Budgeted
Revenues and Expenditures in Accordance with the Recommendations in the
Midyear Report.
Director, Office of Management and Budget, Rob Braulik gave a brief presentation
indicating the net gap for FY12 at Mid-Year was just over $3 million dollars. The
revenue increases were highlighted on pages 166 and 167 of the Staff Report. The
expense increases were highlighted on page 197, which is Attachment 1, Exhibit A of
the report. The second slide referred to proposed adjustments.
Chair Shepherd stated that the real Actuarial Required Contribution (ARC) should be
a little under $2 million. She recommended that the Council go with those numbers
with the understanding that the changes would be made.
Mr. Braulik, continuing with the presentation, stated that the department requests
at Mid-Year totaled just over $400,000, as indicated on pages 172 to 174 of the
report. He explained that there were three departments with larger increases as a
component of the $400,000. The Administrative Services Department (ASD) had a
new position. The Community Service Department (CSD) had a position
reclassification and minor revenue decreases. Public Works had reallocations of
positions and new asphalt materials that needed to be purchased. He stated a
reduction to the Refuse Fund was highlighted on page 197 and Attachment 1. The
original loan put into the FY12 budget was $1.25 million. The Public Works
Department identified that it did not need the entire $1.25 million, but would ask for
half of it and may not need the $625,000 either. Public Works requested that it
remain a position in the budget for FY12 until June 30th. He said that the Retiree
ARC General Fund impact was $2.3 million and was a substantial reason for the Mid-
Year adjustment.
Mr. Braulik said that Council directed contingency replenishment of about $300,000
was highlighted on page 207. A majority of increases mid-year changes were
because of the Retiree Medical ARC and the Public Safety Group Concessions, which
have yet to be achieved. The unachieved concessions were from the Police
Department, as the Council reached agreement with the Fire Department
previously. Prior to that action, the proposal was for approximately $3 million He
said that the Retiree ARC went up $2.3 million and the revenues increased $1.7
million, therefore the ARC increase alone took up the entire revenue increase.
Director of Administrative Services, Lalo Perez said expenditures increased more
than the revenues. He stated the California Public Employees Retirement System
(CalPERS) communicated to all agencies in the program via a circular letter dated
February 17, 2012 that the Pension and Healthcare Benefit Committee would have a
meeting on March 13, 2012 to consider changes to the actual economic exemptions
for the program. Specifically, the Healthcare Benefit Committee indicated it would
revisit the real discount rate. Currently that rate is at 4.75% and inflation is 3%, for a
total of a 7.75% rate of return assumption. The third component was the wage
inflation. He stated the Pension and Healthcare Benefit Committee would
reconsider the position or assumption of the three pieces. Inflation was 3% and last
reviewed in 2004. The real wage inflation assumption was currently at .25% and last
reviewed in 1998. The real discount rate assumption was last reviewed in March
2010. He voiced a concern that a quarter of a percent decrease in the real discount
rate and the price inflation rate combined with a quarter percent increase in the
wage inflation was projected to have an increase in the CalPERS contribution for the
employer rate in the miscellaneous plan group of 4 to 5% of payroll. For the Public
Safety Group it would be7 to 8%. He said it is unclear if this is a firm
recommendation or just a review, but it would have to go from a committee to the
board.
Mr. Keene asked if those were the changes the Health Care Benefit Committee was
recommending.
Mr. Perez said they were the recommendations Staff would make to the board for
their consideration.
Mr. Keene asked for confirmation that the recommended changes were for a
quarter percent change in each of those three measures.
Mr. Perez indicated that was correct. He said that he had questions he planned to
ask the Chief Actuary for CalPERS as the changes were significant; with the
preliminary numbers between $3 and $5 million for the City of Palo Alto. He said he
asked John Bartel of Bartel and Associates, LLC, the City’s Actuarial firm, if he had
heard about the changes under consideration. Mr. Bartel told him he had and that
they are also considering removing the smoothing. He reminded the Committee
that the 2008 losses were smoothed over approximately three years allowing for a
lower payment. With respect to healthcare, he said for forecasting purposes they
used 10%. He expressed concern about the commercial property taxes but was
hopeful for improvement. He stated that in a short amount of time the City would
have a better idea of how successful the holiday season sales had been. The
projected increases in the water rates would be available from San Francisco on
March 6, 2012; and they may be a 20% increase. These increase could have an
impact on the golf course and parks going forward. He stated the City had not
increased money for infrastructure, which was a pending discussion.
Mr. Braulik said the Enterprise Funds had a Retiree ARC impact of $.8 million which
was shown on page 163 of the Staff Report. He stated that on page 203 of the
Capital Improvement Plan (CIP) portion of the Staff Report there were two
adjustments; the closure of the recycling center and with the elimination of the
business district receptacles program. He discussed $1.8 million and $200,000 that
would carry forward for the Energy Financing Program related to the Electric Fund
and listed on page 210. He explained General Fund revenues were tracked at 59% of
total revenues and without Stanford they were tracking about 42%. Additionally
General Fund expenses were tracked at about 52% of total expenditures so they
were right in line with projections. The General Fund CIP projects listed in the
packets were almost exclusively close outs with the exception of the new Alma
Street Avenue Bridge guardrail. ASD and Human Resources Staff worked with the
insurer of the motorist who hit the guardrail to get that completely funded by
insurance money. He stated that on page 217, there was almost $1.5 million based
on close outs and adjustments going back to the infrastructure reserve listed on that
page. He indicated he would not go into depth on reallocations as there was a
listing on the back of the document.
Mr. Perez recommended starting with the General Fund. He said that Table 1, the
Retiree Medical ARC showed $2.3 million; it was $1.7 million as a result of the
Finance Committee assumption changes that reduced $6.3 million from the prior
number. The Mid-Year draw was $2,941. He asked the Committee to approve
$441,000 in department expense requests and replenish the Contingency Account.
He said it appeared that the Public Safety Group concessions were not going to be
met for the year.
Mr. Keene asked if he meant the full Public Safety Group concessions.
Mr. Perez said that was correct. The Firefighters contribution of $1 million was
included for the fiscal year. He said that if the full Public Safety Group concessions
of $2.371 were made, the budget would be balanced, but that has not happened.
He asked the Committee to consider a drawdown of reserves of $2.3 million.
Vice Mayor Scharff asked what would happen if the ARC payment was made the
following year. He requested confirmation that if there had been the Public Safety
Group concessions there would not be a budget shortage. He said that it seemed
they were taking money out of the BSR which was a non-committed reserve and
putting it in a committed reserve. This a policy decision on $1.7 million. He asked if
deferring the payment one year would have any effect on the City’s bond rating.
Mr. Perez said from a finance perspective he would not be concerned if the transfer
was postponed for one year, but would be concerned if it was in multiple years. He
said that he asked Mr. Bartel about an agency not making its contributions and
having immediate issues and Mr. Bartel had not heard of that. The rating agencies
were favorable to those addressing their ARC and reflect that in the results.
Mr. Keene said he wanted to demonstrate dedication to good planning and
consistency and make the ARC contribution. Drawing from the reserve would not go
below the reserve policies and the ARC contribution was on behalf of all the
employees in the General fund so it would send a signal to them that there was a
deferral for a year against an obligation that ultimately the City wanted to make.
Vice Mayor Scharff said he was looking at the Long Range Financial Forecast and he
believed the discussions were related as there are deficits for the foreseeable future
on those issues. He disagreed with the alternative scenario and believed that for
infrastructure to catch up and keep up it must be in the budget. It was a policy
decision to not fund infrastructure or to fully fund the ARC this year. This was a
longer discussion that must include revenue. He stated he was concerned about
using the BSR, which was a flexible account, to put $1.7 million into the ARC.
Committing too early and funding the ARC now meant there were big choices to
make on the Long Range Financial Forecast and infrastructure needs. Limiting
options was imprudent.
Chair Shepherd confirmed that sending the money over to CalPERS was irrevocable.
She stated that it stayed with the City and could not be disposed of.
Mr. Perez stated that was correct. He said that the monies were sent to CalPERS by
July each year. The Committee could tell them to come back closer to year-end to
make the call on sending the money. Once the money was sent, it would be
irrevocable.
Council Member Price said although it was conceivable that they could defer the
payment, she questioned if they would be opening themselves to potential
challenge by employees.
Mr. Perez clarified that the required retiree medical premiums would be paid. He
said the rest was not due yet which was why not funding it for a year was not a
problem. It would be funded moving forward.
Council Member Price questioned if the employees would be notified of the City’s
decision.
Mr. Perez said yes.
Mr. Keene said employees would not be told each individual situation but they
would be told the facts. He said the reason to call this out was to more tightly draw
the connection between hidden cost increases to benefits and wages.
Council Member Burt asked about the Document Transfer Tax.
Mr. Braulik said it was on packet page 207. There was an increase of $500,000
shown.
Assistant Director, Administrative Services, Joe Saccio explained the scale hid the
actual increases so what Mr. Braulik referred to a moment ago was the appropriate
document to look at. He said the sales were there, but the difference between what
was in the Adopted Budget and in the Mid-Year was not apparent because of the
scale.
Council Member Burt asked which of the sets of bars included the Document
Transfer Tax.
Mr. Saccio said they are not there.
Council Member Burt asked how much the Document Transfer Tax was projected to
be for the year.
Mr. Saccio stated it was increased from $4,269,000 to $4,769,000.
Council Member Burt said that historically the Document Transfer Tax had been
more variable than many other income categories and compared to the Motor
Vehicle Tax, it was both a larger absolute dollar amount and a more variable one.
He stated it should be tracked more closely.
Mr. Perez said the City Manager had asked him about the Document Transfer Tax
before the presentation started and agreed it should be tracked more closely.
Council Member Burt confirmed it increased from $4.2 to $4.7 million.
Mr. Saccio said that was correct.
Council Member Burt recalled that when the Committee last had this discussion they
discussed trend lines. He said similarly to the Transient Occupancy Tax (TOT), there
were market forces that make changes understandable and predicable to some
degree. He wanted to make sure the numbers were being analyzed in a meaningful
way. He said the Committee discussed this subject and its volatility two years ago.
He indicated it concerned him that the Committee was not monitoring it the way he
felt they should. He requested an explanation of the non-departmental increase
from $4.8 million on the Adjusted Budget to $7.3 at Mid-Year.
Mr. Braulik stated that the difference was the Public Safety Group concessions yet to
be achieved.
Council Member Burt questioned why the Public Safety Group concessions were not
labeled departmental.
Mr. Perez said they were used as placeholders as the negotiations were still in the
preliminary stages.
Council Member Burt said the CIP additional handout contained information that
addressed items he wanted a better understanding of. In Attachment 1, Exhibit B,
pages 218 – 220, under “comments” there were good explanations that helped the
Committee understand what had happened. The new handout appears to have
meaningful explanations such as “the project hasn’t started.” Without the new
information, he said he did not understand what had caused most of the CIP
changes.
Chair Shepherd pointed out that they were looking at the General Fund, not the CIP
changes.
Council Member Burt said that if the CIP’s that were for the General Fund CIP were a
different discussion he could wait.
Chair Shepherd suggested they continue the conversation on the General Fund,
versus CIP’s. She said there was a request to use the BSR. She said that she wanted
to stay on the current discussion to avoid confusion.
Council Member Burt requested an explanation regarding how changes in the CIP
expenditures for the year affects the General Fund.
Mr. Perez said there could be an increase from the General Fund Operating Budget
side if a project exceeded budget and required an additional contribution which was
then attributed to the General Fund.
Council Member Burt said that in a strict accounting sense using money from the
BSR to balance the budget creates a deficit. He voiced concern that the public
would feel mislead if there was a deficit that the Committee called a balanced
budget.
Mr. Perez thought that was an excellent point. He agreed the City would not want
to operate in a negative position and fund it from the reserves. He stated that he
had gone on the record pushing the organization to stay within the guidelines of the
Council for the reserve which was 15% to 20% of the operating budget with an
18.5% target. He explained that the last fiscal year had better than expected
revenues. There was a significant increase in large properties changing hands and
that attributed to a significant increase in Document Transfer Tax. He explained that
last year he suggested to the Committee that it consider leaving the excess money in
the reserve in anticipation of it being needed in this fiscal year if all the Public Safety
Group concessions were not achieved. He said that this was not a normal operating
mode; this was a unique situation that must be made to work. He agreed with
Council Member Burt that the City should not “live off the savings account.”
Council Member Burt stated that the Committee must communicate in clear terms.
With respect to Council Member Scharff’s proposal regarding the ARC he believed
there were a number of benefits and risks. He praised Council Member Scharff’s
points about the issue of discretion, but indicated he was tending to not favor
leaving it in the BSR for the reasons the City Manager articulated. He said that the
massive cost increases must be identified when they happen and categorized
correctly even though the consequence could be having less latitude.
Chair Shepherd expressed concern over what kind of deficit the City really had. She
said that a loan to the Refuse Fund was not an expense and that there was a smaller
current year deficit than normal because half of that loan was brought in. She
pointed out that the numbers worked out to almost exactly the concessions
requested of the Public Safety workers. She stressed the importance of community
understanding that there was a thoughtful process behind the budget. She said the
Committee must identify its methods and the reason for the deficit. She stated that
next year the deficit would increase because of the Infrastructure Blue Ribbon
Commission (IBRC) material and the work CalPERS was doing on healthcare and
pensions. She said decisions and increases on healthcare and pensions could be
game changers for the City of Palo Alto. She expressed interest in bookmarking
some of these items, such as the concept of not paying the ARC this year. She
suggested putting it up for discussion at a later time and giving more thought to the
changes to be made to the employee funds. Further, she wanted to understand the
opinions of the State Government and the League of California Cities on the issue.
Mr. Keene confirmed that if the Committee ended up without a majority vote on an
item it would go into what they would call the parking lot so that it can be discussed
at a later point. He said Mr. Perez had mentioned earlier that there was still the
time to make a decision on the ARC. He said the Committee took a chance by
counting on receiving the approximately $4 million between the revenues and
expenditures with the cost savings from the Public Safety Group concessions. He
said that Chair Shepherd pointed out that the $2.3 million from the Police Public
Safety Group was the amount of the current gap. He said that since the recession
began there have been significant cost increases. The City has paid essentially 100%
of the estimated 50% or higher healthcare cost increase to employees, which was a
hidden cost. He said they had the same issue with pension cost increases, which
could be about the 7 – 8%. He expressed concern about the close to 50% increases
in employer pension costs since the recession began. He stated these items were
outside the realm of awareness of the employees despite their significance. He
recommended maintaining the City’s strong financial management, but indicated he
understood the alternative.
Vice Mayor Scharff said Mr. Bartel’s information was based on a series of
assumptions and was a snapshot. He gave the example that going to 90/10 pay on
medical would save $40 million. He stated that going with 15/85 would mean there
would be no new ARC payment. He said that at 13% there would probably not be an
increase in the ARC payment and that going to 20% would save another $14 million.
He stated that at $1.7 million, it would not be bad fiscal management not to pay
because it was a snapshot. He said that the current system was unsustainable with
possible $5 million increases in pension and the over 50% increase in medical
retirement during the recession. He said these items have dominated the budget
and that was why the Long Range Financial Forecast showed deficits. He understood
that the employees felt like they were not getting raises. He called it the “worst of
both worlds” as employees were not being compensated more and did not
recognize the huge increases because nothing felt any different. He said this was a
huge conundrum that must be dealt with over time and that there must be a
strategy. He stated the Committee needed to go to the full Council before making a
decision on the ARC payment. He questioned if it was going into the parking lot, or if
a Motion would be made at a 2 – 2 vote.
Chair Shepherd said the Committee could accept the report without any direction
regarding funding the ARC. She said that it must be clear to the community that if a
value added tax was needed to pay for infrastructure the tax would be exclusively
for infrastructure. She stressed the need for creating a methodology for paying for
pension, medical, retiree, and other items while leaving room in the budget for
infrastructure.
Mr. Keene encouraged the Committee to make a recommendation on the General Fund
portion of the Mid-Year. He said there were a number of other items that they needed
the Committee’s recommendation on to take forward to the Council. He suggested the
Committee make a Motion with one of the alternatives.
MOTION: Vice Mayor Scharff moved, seconded by Council Member Shepherd to
recommend to the City Council to adopt the Budget Amendment Ordinance (BAO)
for the proposed midyear adjustments to the Fiscal Year 2012 Budget for the
General Fund without making the BSR transfer to the ARC.
Vice Mayor Scharff stated it was important to retain flexibility and that he did not
see an advantage to taking money out of one contingency fund and putting it in
another fund. If it was being paid from the budget rather than being removed from
reserves he would feel differently. Paying from the reserves was not a sound fiscal
practice to balance the budget. The budget was not balanced as the $4.3 million in
concessions had not been achieved. As there was no consequence to the City in
delaying the contribution, flexibility should be maintained. He stated this was not a
long term solution, but there were budget decisions to be made about how to move
forward in the future. Paying the ARC would limit the options in a way that was not
useful.
Chair Shepherd said her biggest concern was how a discount rate was selected by
the vote of a board. She considered paying the ARC as the possibility that with a
50% confidence rate with they would be able to succeed with their investments.
Because there were funds in the BSR, the City would not be out of balance on
anything. She stated she wanted the full Council to have a conversation about these
items so that there was a clear path going forward. The conversation may include
discussing limiting the services provided or running them more effectively and
efficiently.
Mr. Keene clarified that he did not believe that the Motion as stated represented
bad fiscal management for the City. His concern was to stand with the set financial
management policies and have some explicit Council decisions that related to the
policy framework. The budget discussion for Fiscal Year 2013 had competing needs
and if the ARC contribution was suspended the amount of time would need to be
discussed. The recommendation would be to pay the missed year back and keep
pace with the ARC. He indicated that $2.3 million could be very helpful to the
Council the following year’s budget was discussed.
Council Member Price stated she would not support the Motion as stated. It was
important to look at the context and what other cities did. They also needed to
understand the implications and the defensibility of not funding the ARC. She stated
the BSR was for this type of action. The preparation of the budget and the way it
was described to the community had improved over the years. She believed the
community would understand why the reserve would be used in this manner. She
asked for an explanation of the adjustments proposed in terms of reclassification
and adjustments within ASD.
Mr. Perez explained they added a Senior Financial Analyst position in response to
requests by Council, IBRC, PTC, and others. The changes and requests for further
exploration of revenues had been challenging with the resources his department
had. The Senior Financial Analyst was a resource he requested so he could also
accommodate some f the needs for the labor negotiations. He anticipated the City
budget would have a deficit for the next three or four years, particularly with the
addition of the IBRC recommendations. The changes were starting with the
Operating Budget this year and would continue with the Capital Budget next year.
He stated Staff understood the need to continue to learn and to provide the
information in a format that was understandable.
Council Member Price said she had questions regarding the Cost of Services Study
and overtime costs.
Mr. Perez said it was appropriate to discuss those items with the Long Range
Financial Forecast.
Council Member Burt requested clarification on the Motion.
Mr. Perez stated they had tentatively scheduled this to go to Council on April 9,
2012. If the Committee wanted to incorporate a motion to include a delay in
payment to CalPERS, there was time to return at a later date in the process.
Council Member Burt requested clarification of the date.
Mr. Perez said it would be April9, 2012. The Council and Staff would have to select a
date in early June to have the discussion.
Mr. Keene said it needed to be with budget wrap up with the Council.
Council Member Burt asked that if it came to the Council and the Committee had
not made a final decision on transferring funds to the ARC for FY12, it would go back
to the Finance Committee for the final decision.
Mr. Keene restated that the Motion was to forward the recommendations on the
General Fund Budget with the exception of the recommendation to fund the ARC
from the BSR. He said if the Motion passed, it would go to the Council for
consideration and the Council then had the option to consider different alternatives.
He acknowledged it was possible that the Council could agree with the Motion not
transfer money from the BSR to the ARC this year. He said this could be amended or
reconsidered during the budget process even if the Council did approve it.
Council Member Burt said that was what the prior discussion was about. Later the
Committee would have additional information on the CalPERS action and some
additional visibility before having to make the final decision on the Fiscal Year 2012
budget which was whether or not to transfer the ARC from the BSR. He said that if
the recommendation to Council was to approve the Budget Amendment Ordinance
and not make the transfer to the ARC from the BSR immediately, but return the
matter for discussion to the Finance Committee prior to closure of Fiscal Year 2012
he would support it.
Mr. Perez suggested May to the Finance Committee to allow time to return to the
Council in June.
Council Member Burt requested the May time line be incorporated into the Motion.
INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND
SECONDER TO during the budget discussion with the FC there would be a discussion
with the FC in the May timeframe for determination to transfer the BSR to the ARC.
Council Member Price clarified that further discussion of this item would take place
at a later date.
Mr. Perez agreed. He said that he was bringing the City Attorney into the discussion
to review the labor agreements and to determine if there was any commitment that
would not be met as a result of the delayed funding.
Mr. Keene stated that they would ensure any decisions made by the Council would
be in compliance. Some of the questions could be answered in time for the Council
Meeting. The Motion would adopt the General Fund recommendations and
suspend the ARC payment gap with the transfer from the BSR with the
understanding that during the budget discussions that begin in May the Finance
Committee would revisit the issue in the context of the whole budget. The
Committee may not make the decision until June because of how the sessions fall,
but Staff would bring it to the Committee in May because that was when budget
discussions begin.
City Attorney, Molly Stump stated that there were no issues with respect to the
commitments that have been made to employees and retirees, as those benefits
that have been promised would be paid. What the Committee was contemplating
was suspending the prefunding activity that it has engaged in for a number of years
for this particular one year period of time.
Chair Shepherd asked Mr. Perez to confirm that this was the Mid-Year adjustment
for which they have had a third party review. The City was making the ARC
payment; it was just not making this change in the ARC adjustment.
Mr. Perez stated the City was not making the full ARC payment based on the
Finance Committee potential recommendation.
Chair Shepherd stated the $1.7 million plus of the ARC payment was being held back
currently.
Mr. Perez stated this had been done in the past.
Ms. Stump clarified that the requirement under the law was to complete and adopt
the study as the Committee had done, and the amounts need to be publicly
reported. The amounts do not have to be fully funded as the funding was a policy
decision for the Council.
Council Member Burt stated it was important to clarify that context. What the
Committee was discussing was to not immediately fund the change in the actuarial
method. What occurred was that when the City went from using one actuary to
another the new actuary recommended a significant increase in the funding. The
Finance Committee was not immediately implementing that increase, but was
accepting the recommendation.
Mr. Perez indicated that was a fair characterization.
MOTION AS AMENDED PASSED: 4-0
Chair Shepherd announced the Committee would move on to FY12 Mid-Year CIP
adjustments.
Mr. Braulik stated there were two new CIP adjustments, as identified in Exhibit B1
and B2, pages 221 - 222 of the packet. One was the Alma Street University
replacement which would be paid for by insurance funds and the second was the
replacement of in-ground vehicle lifts at the Municipal Services Center (MSC), to be
paid for through the vehicle replacement fund. The remaining CIP’s for the
Enterprise Funds were identified on page 218 – 220 of the packet. He stated they
would work on the descriptions to ensure they would be better in the future. Most
items were close outs.
Chair Shepherd clarified that close outs meant the project was completed and the
budget was not spent.
Council Member Burt asked where the reserve balances for the two different CIP’s
was listed.
Mr. Braulik stated they were not listed.
Council Member Burt said that when he totaled the adjustments on the General
Fund it showed that they expended about $4.3 million less than budgeted and in the
Enterprise Funds the number was around $10 million. He stated those were
significant numbers and questioned why expenditures were so much less than
budgeted. He also questioned what was happening on a trend standpoint.
Mr. Perez stated the reserve balances after the changes were about $4.5 million
dollars in the Infrastructure Reserve General Fund.
Council Member Burt asked if without this adjustment it would have been just about
zeroed out.
Mr. Perez stated that they have been trending approximately $20 million for the
General Fund Infrastructure.
Council Member Burt clarified that was $20 million expenditure and $20 million
budgeted.
Mr. Perez stated that was correct. It was a combination of budgeted amounts and
carryovers, so it was convoluted because some projects were completed over
multiple years. The trend had been consistent because the transfer amount had
been consistent. No positions had been added. If infrastructure funding were
increased it would probably create a capacity issue.
Council Member Burt stated that was acceptable and directed attention to page
218, Attachment 1, Exhibit B to discuss the $4.3 million budgeted but not spent. He
said that he had added the Electric Fund portion so the numbers were actually less
on the General Fund and more on the Enterprise Fund. He said it was $1.4 million
on the General Fund and almost $13 million on the Enterprise Fund. He asked if the
Committee was discussing the Enterprise Fund in this item as well as the General
Fund as they were both aspects of the CIP.
Mr. Perez stated the Enterprise Fund could be included in the discussion or broken
up.
Senior Management Analyst, Utilities Department, David Yuan said they asked all
the project managers to scrutinize their CIP budgets this year. He stated that as
Director Perez mentioned some projects were continuous and had been
accumulating. The managers were asked to only budget what they could accomplish
this year and release the rest back into the reserves.
Council Member Burt confirmed that Mr. Yuan meant Fiscal Year 2012.
Mr. Yuan said that was correct but that some of these budgets would come back in
subsequent years.
Council Member Burt stated that it was his recollection that this was a typical
occurrence to have budgeted amounts that were not expended in the CIP.
Mr. Yuan agreed and said they were trying to keep it more accurate on a year to
year basis.
Council Member Price questioned the “Sustainability Contingency” AS1001, listed on
page 218. She said that sustainability was a Council priority and requested
clarification as to why there was a $.3 million reduction due to “lower than expected
activity.”
Mr. Perez explained that the Council approved a contingency fund they could tap
into as long as it met the criteria of sustainability. This reduction did not mean that
they were not spending on sustainability it simply meant that they did not need the
extra funds for unexpected expenses given there were only a few months left in the
fiscal year.
MOTION: Council Member Price moved, seconded by Council Member Burt to
recommend to the Council to adopt the Budget Amendment Ordinance (BAO) which
includes Capital Improvement Projects Fund and Fiscal Year 2012 Midyear CIP
Adjustments.
MOTION PASSED: 4-0
Mr. Keene said that there were a number of funds listed on 1A. He indicated Chair
Shepherd took action on the General Fund Operating Budget, and on the CIP’s
Project Fund and then on Item B on the CIP Mid-Year adjustments. He indicated
that he believed there was still action on the Enterprise Funds, the Special Revenue
Funds and the Internal Service Funds.
Council Member Burt asked about the $13 million budgeted and not expended as
listed on pages 218 – 220.
Mr. Keene said they had just discussed the General Fund and the Capital Projects
Fund, which were at the top of page 218. He said they had also discussed the
Electric, Gas, Water, Wastewater on the next page.
Mr. Keene stated he wanted to look at the Enterprise Fund CIP adjustments for
2012, which were on pages 218 and 219. He noted there were many reductions and
questioned why the funds were returned in February.
Mr. Yuan said the managers of the projects were asked to scrutinize and release
whatever budget they could not use by the end of the fiscal year and add it into the
budget for subsequent years.
Council Member Burt asked if this was a one-time event.
Mr. Yuan said that it was.
Chair Shepherd indicated she had a question regarding the Refuse Fund and the
returned $879,000. She said the comments indicated this was a reduction in project
scope due to permanent closure of the Recycling Center. She questioned if this was
because the Recycling Center was not being relocated.
Mr. Yuan stated that the reduction was related to capital and not related to the
loan.
Director of Public Works, Mike Sartor said Council Member Shepherd was correct.
This was because there was money scheduled to relocate the Recycling Center and
they were directed to close it so they no longer needed the funds.
Chair Shepherd stated that she noticed the Electric Fund item of $400,000. She said
it appeared that they under budgeted the project by half and asked if it was the
design rebuild for the Hewlett substation in the foothills.
Mr. Yuan stated it was and explained the project had a change in scope because
they had to do some configuration to do a primary back tie to the subdivision. This
expanded the scope from what was originally planned.
MOTION: Vice Mayor Scharff moved, seconded by Council Member Shepherd to
recommend to the City Council to adopt the Budget Amendment Ordinance (BAO)
proposed midyear adjustments to the Fiscal Year 2012 Budget for the enterprise
funds, capital improvements.
MOTION PASSED: 4-0
Chair Shepherd instructed the Committee to refer to packet page number 198, page
2 of Attachment 1, and look at the Mid-Year adjustments for the Electric Fund and
Fiber Optics Fund.
Mr. Keene suggested the Committee do this by an exception basis. He said it would
be appropriate to move all three of the Enterprise Funds, Special Revenue Funds,
and Internal Service Funds as one motion or all of the Enterprise Funds together
unless there was an exception. He said that the Committee could also go through
each page and make a motion.
Chair Shepherd stated this was for their actual budgets for operations as opposed to
the Capital Improvements.
MOTION: Vice Mayor Scharff moved, seconded by Council Member Price to
recommend to the City Council to adopt the Budget Amendment Ordinance (BAO)
proposed midyear adjustments to the Fiscal Year 2012 Budget for the enterprise
funds, special revenue funds, Internal service Funds.
MOTION PASSED: 4-0
Chair Shepherd said these were the organizational changes as outlined in Exhibit C,
Amendments to the FY12.
Mr. Keene stated that the Committee had essentially already made these changes by
approving the changes in the Operating Budgets of the different funds.
MOTION: Council Member Burt moved, seconded by Council Member Price to
recommend to the City Council to adopt the Budget Amendment Ordinance (BAO)
proposed midyear adjustments to the midyear adjustments to the Fiscal Year 2012
Budget Organization changes.
MOTION PASSED: 4-0
Chair Shepherd said the next item was the establishment of revenue for the
Stanford Development Agreement.
Mr. Perez explained Staff was trying to segregate it and have it in a dedicated fund
so it was easily tracked and visible. He explained the funds were broken down into
the categories they were placed in so they would report within those categories
what was called internal orders for Staff to track time. He explained it was a time
tracking activity which would report the amount that was allocated versus what was
spent. Staff would then return to the City Council to get policy direction or establish
parameters on the use of the funds at a later date.
MOTION: Council Member Price moved, seconded by Council Member Shepherd to
recommend to the City Council to adopt the Budget Amendment Ordinance (BAO)
for the Establishment of Special Revenue Fund for Stanford University Medical
Center Development Agreement payments.
Council Member Price stated this made sense procedurally and that they were
grateful for the discussions with Stanford and the stakeholders involved in the
development of this agreement.
Chair Shepherd asked Staff to explain the status of the collection of the funds. She
said she had heard that some of the funds have trickled in and some have come in
big chunks.
Mr. Perez said that was correct and that the Council had given some direction
already, Project Safety Net for example. He said that there would be a couple of
other items that would come in front of the City Council. He has spoken with Steve
Emslie the Deputy City Manager regarding timing. Staff anticipated it would be after
the budget process.
Mr. Keene stated that when the report returns to Council it would actually include
the amounts received to date under the development agreement.
Mr. Perez said the second payment was expected in approximately July after the
permits were pulled.
Chair Shepherd wanted to know how flexible the funds were. She said these were
specifically proscribed monies that were for categorical improvements to our
community which cannot be transferred to other ideas of what we want to spend or
pay toward deficits. She asked for confirmation that the funds were specific for
what their use and purpose was in the development agreement.
Mr. Keene said that they were, but there was varying degrees of specificity amongst
the different categories in the development agreement. Council had some
discretion within each of the categories as to how the funds were spent. There was
some language that indicated how the City would consult with Stanford, but the
Council really had the authority within these areas as specified to make the
decisions. He gave the example of the Sustainability Fund.
Chair Shepherd said she wanted to make sure the community was clear that this was
for specific agendas and not for expanding other programs.
Council Member Price questioned if this would come back to the City Council for
direction and policy decisions that had to be made. She assumed that some
percentage of the money was administrative, but asked if there would be a Staff
report on the discretionary items after the budget adoption.
Mr. Keene said there would be. Staff’s view was they would not expend any of this
money until Council made decisions as to how the money would be spent. To date
the Project Safety Net funding was the only decision the Council has explicitly made
regarding the allocation of the funds. These were one time monies that the City was
receiving so the Council has always expressed that it wanted to be sure to invest the
money in such a way that leverages as much long term benefit to the City as
possible. Even when the Council made decisions on Project Safety Net it was very
clear to talk about how it wanted to use the funding to jumpstart something that
could leverage receipt of other monies to keep it going on its own.
Council Member Price recalled that in the case of Project Safety Net the item first
went to Policy and Services then to Finance then it went to the City Council. She
asked if this was what they anticipate doing or if it would depend on the nature of
the item.
Mr. Keene stated it would vary with the item. Staff may bring a small item directly
to the City Council shortly.
Chair Shepherd said this was not a BSR fund. This was actual CIP’s that go into the
community to support the extra people entering the community that the hospital
was going to be serving. She called for a vote.
MOTION PASSED: 4-0
Chair Shepherd said the next item was a Resolution by the Council of the City of Palo
Alto to amend compensation plans for the Management and Professional group.
There were four positions and one added position that require changes in language.
Mr. Keene said the Committee had again essentially dealt with this in its prior
decisions or the issue was just a title change with no budget or funding change. He
said they separately adopt this Management Professional Compensation Plan and
need the Committee to make the amendment. The information was listed on page
262.
Council Member Scharff requested an explanation of each change and of what
the budget impacted.
Mr. Keene stated there was an increase in this that was included in the budget from
the position of Chief Budget Officer. It had been renamed and the salary was
increased because they had not been able to attract and keep candidates in this
position over the past couple of years. It needed to be treated as an assistant
director position.
Council Member Scharff asked what the grade code meant.
Mr. Perez said that they were tied into the compensation tables.
Council Member Scharff asked about the control point and noted that the City had
not hired for the position yet.
Mr. Keene said Mr. Braulik was in a contract position.
Council Member Scharff asked if the City would hire out for this position.
Mr. Keene said that the position needs to be filled.
Council Member Scharff asked if the City was creating a new position of
Director of Office of Management and Budget and hiring outside for that position.
Mr. Keene stated that he was not saying they were going out, but that they need to
have this position. Mr. Braulik was on contract and he was filling this position
currently.
Council Member Scharff confirmed that it would be a permanent position.
Mr. Keene said that was correct.
Council Member Scharff said his understanding of the control point was that you can
pay 20% over or 20% under.
Mr. Keene said it was 25% under and 20% over. However, anything over essentially
requires the City Manager’s approval.
Council Member Scharff asked how the control point was set.
Mr. Keene first, positions were ranked vertically in the organization based upon a
number of factors such as complexity of work and responsibility. That provided the
relationship of one position to the next and created the spacing instruction. There
were many formulas used in personnel practices but the main principle was equal
pay for equal work based on the level of work. That set the value of the job in the
organization. Jobs were also surveyed in the marketplace.
Council Member Scharff questioned the title change of the Principal Financial
Analyst.
Mr. Perez stated the title change was due to additional responsibilities added to the
position. The Director of OMB would focus on more city wide processes and the
Principal Financial Analyst would focus on the operations.
Council Member Scharff asked what the previous control point was for the Budget
Officer.
Mr. Perez stated it was roughly $9,000 less, so about $98,000.
Council Member Scharff asked what the thought process was behind the Assistant
Director of Community Services title change.
Mr. Keene said there had been a Parks Division, a Recreation Division, and there was
a vacant position of Arts and Culture Division Manager. Staff felt there were capable
managers in the Arts and Culture area. Eliminating the Division Manager and having
an Assistant Director of the whole Community Services area was a better decision.
He said that he was sure there was a slight pay increase from the Division Manager
to the Assistant Director. The next item had no salary change it was just adding
/Chief Operating Officer to the Assistant City Manager slot.
Council Member Scharff asked what that title change meant.
Mr. Keene said that he assigned direct oversight to the Assistant City Manager
necessitating a title change. Additionally they were renaming a number of positions
with more corporate language. He said that they added Chief Financial Officer to
the title Director of Administrative Services as it was clearer to the public in a
community like Palo Alto what these roles were if corporate language was used.
MOTION: Council Member Shepherd moved, seconded by Vice Mayor Scharff
Resolution of the Council of the City of Palo Alto Amending the 2010-2011
Compensation Plan for Management and Professional Adopted by Resolution No.
9156 to Change the Titles of Four Positions and Add One New Position.
MOTION PASSED: 4-0