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HomeMy WebLinkAboutStaff Report 3297 City of Palo Alto (ID # 3297) City Council Staff Report Report Type: Consent Calendar Meeting Date: 4/15/2013 City of Palo Alto Page 1 Summary Title: FY 2013 Midyear BAO Title: Approval of Finance Committee Recommendation Regarding Adoption of Budget Amendment Ordinance Amending the Budget for Fiscal Year 2013 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 (Attachment A) and items added by staff subsequent to Finance Committee review. The Budget Amendment includes: a. Proposed midyear adjustments to the Fiscal Year 2013 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 (Exhibit3) 2. Adopt Resolution of the Council of the City of Palo Alto Amending the 2011-2013 Compensation Plan for Management and Professional Adopted by Resolution No. 9282 to Change the Title of Two Positions, Change the Salary for Two Positions, Salary Sheet Corrections for Three Positions, and Grade Code Correction for One Position and Eliminate One Position (Attachment B), which includes: a. Management/Professional Compensation Plan Changes (Exhibit 1) 3. Authorize usage of Council Contingency funds to purchase automated external defibrillators (AEDs), as recommended by the Finance Committee City of Palo Alto Page 2 Motion Adopt the Fiscal Year 2013 midyear Budget Amendment Ordinance and additional items proposed by staff subsequent to Finance Committee review, including the proposed midyear adjustments to the General Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds, and Capital Improvement Projects Fund; proposed midyear CIP adjustments; and amendments to the City’s Table of Organization. Adopt the resolution of the Council of the City of Palo Alto amending the 2011-2013 compensation plan for Management and Professional adopted by Resolution no. 9282. Accept and adopt the Finance Committee’s recommendation to utilize City Council Contingency Funds totaling $92,500 to purchase automated external defibrillators (AEDs) for use around City facilities and various public places. Executive Summary The documents attached summarize changes to the City’s financial position and outline changes to the Fiscal Year 2012 adopted budget. In an effort to consolidate information and streamline the Budget Amendment Ordinance (BAO) process, where possible, budget changes are held until the midyear report is presented to Council. Staff summarizes the recommended changes to the Fiscal Year 2013 adopted budget as part of the normal course of business through December 31, 2011. Staff presents to Council additional recommendations that have not yet been reviewed by the Finance Committee. These changes are listed in the Committee Review and Recommendation section of this report. Committee Review and Recommendation On March 5, 2013, the Finance Committee reviewed the Fiscal Year 2013 second quarter financial results, midyear amendments to the City’s operating budget and capital plan, and amendments to the City’s Table of Organization. The midyear report reviewed by the Finance Committee is attached (Attachment C). In addition to the items presented to the Finance Committee, staff recommends the following adjustments: General Fund o A transfer from the General Fund to the Enterprise Funds totaling $96,556 to reimburse the Enterprise Funds for litigation settlement previously approved by Council. Enterprise Funds City of Palo Alto Page 3 o Reclass 1 FTE Program Assistant I to Program Assistant II in the Wastewater Treatment Fund. This change has a $6 thousand impact to this fund and is incorporated in Attachment A, Exhibit 3. o A $0.35 million transfer from the Water Fund to the Vehicle Replacement Fund for the purchase of a hydro excavator. The midyear detail included in the report to Finance Committee listed the transfer under the Wastewater Collection Fund. The attached BAO is updated for this change. Subsequent to staff’s midyear presentation to Finance Committee, the City implemented a settlement of litigation (previously approved by Council) with a property owner that includes a waiver of all fees and permit charges on a project. The permit charges associated with Enterprise Funds total $96,556. The following will be transferred from the General Fund to the impacted Enterprise Funds to cover the cost of this settlement - $5,278 to the Gas Fund, $35,178 to the Wastewater Fund, and $56,100 to the Water Fund. As part of the Committee’s motions, the Committee recommends that Council use Council Contingency funds to purchase AEDs for use around City facilities and various public places. At the direction of the Finance Committee on March 5, 2013 staff is proposing the purchase of 37 AEDs in FY 2013; 27 are identified as Tier 1, representing the highest priority City facilities, and the remaining 10 are a second tier priority primarily because of the proximity of other AEDs in Tier 1. The suggested locations routinely have concentrated populations of the public and staff, are more isolated City facilities, or represent highly mobile deployments in the case of Police patrol cars. Accomplishing both tiers would result in the most complete coverage of City facilities. The cost estimate of Tier 1 would be approximately $67,500 and Tier 2 would be an additional $25,000 for a total of $92,500 which would include two extended warranties providing replacement and repair coverage for a total of 10 years and all necessary wall cabinets and associated supplies. The Police and Fire Departments are evaluating mechanisms to fund the on-going replacement of the AEDs, but possible sources include a special event-related fee, interdepartmental charges, or other general fund sources. Staff is proposing Fire Department personnel on light duty perform the required monthly inspections and Fire department staff will also take the lead on providing initial training to City departments with the assistance of the Human Resources Department. Tier 1 - $67,500 - 27 Units Patrol cars (8) City Hall (3) City of Palo Alto Page 4 Libraries (5) Golf Course (1) Cubberley (2) Mitchell Park Community Center (2) Lucie Stern (1) Baylands Nature Interpretative Center (1) Animal Services (1) Mayfield Park (1) Baylands Baseball Field (1) Pearson-Arastradero Preserve (1) Tier 2 - $25,000 - 10 Units City Hall (3 additional units) Art Center (1) Junior Museum and Zoo (1) Children’s Theatre (1) Community Theatre (1) Foothills Park (1) Municipal Services Center (1 additional unit) Golf Course (1 additional unit) Resource Impact Adoption of the attached ordinance will allow for adjustments to the Fiscal Year 2013 budget, amend the Table of Organization and adjust the General Fund CIP projects. Approval of this ordinance results in a $3.1 million increase to the BSR. The projected ending BSR balance is $30.2 million, or 19.8 percent of adopted expenditures. This exceeds the 18.5 percent target level of total adopted operating expenditures by 1.3 percent or $2 million . The Capital Fund Infrastructure Reserve is projected to end with a balance of $14 million, an increase of $3.5 million. The projected ending Rate Stabilization Reserve total for all Enterprise Funds increases by $14.3 million. City of Palo Alto Page 5 Attachments:  Attachment A - Midyear Budget Amendment Ordinance (DOC)  Attachment A, Exhibit 1 - Proposed Midyear Adjustments (PDF)  Attachment A, Exhibit 2 - Midyear CIP Adjustments (PDF)  Attachment A, Exhibit 2A - Cooperatively-Owned Backup Generators (COBUGs) (GS- 13003) (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 2011- 2013 Compensation Plan for Management and Professional (PDF)  Attachment C - FY 2013 Midyear BAO (staff report ID3442) (PDF)  Attachment D - Excerpt of Finance Committee Minutes (PDF) ATTACHMENT A Page 1 of 4 ORDINANCE NO. XXXX ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET FOR THE FISCAL YEAR 2013 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 18, 2012 did adopt a budget for fiscal year 2013, including a Table of Organization describing the staffing for each department; and B. After reviewing the current budgeted revenues and expenditures for Fiscal Year 2013, 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 WGW Supervisor to Utilities Supervisor, title change from Supervisor Water Transmissions to Utilities Supervisor, title change from Superintendent Parks to Community Services Superintendent, title change Manager Arts to Community Services Senior Program Manager, title change Supervisor Open Space to Community Services Manager, title change Supervisor Recreation Programs to Community Services Manager, add 0.50 FTE Performance Auditor, add 0.50 FTE Senior Librarian, add 1.0 FTE Senior Planner, add 1.0 FTE Senior Management Analyst, reclassify 1.0 FTE Senior Administrator Human Resources to Manager, Employee Relations, reclassify 1.0 FTE Program Assistant I to Program Assistant II, reduce 1.0 FTE Animal Control Officer, reduce 1.0 Animal Services Supervisor; and D. City Council authorization is needed to amend the fiscal year 2013 budget as hereinafter set forth. SECTION 2. The General Fund Budget Stabilization Reserve is hereby increased by the sum of Three Million One Hundred One ATTACHMENT A Page 2 of 4 Thousand Three Hundred Twelve Dollars ($3,101,312), as described in Exhibit 1. As a result of this change, the Budget Stabilization Reserve will change to Thirty Million Two Hundred Seventy Seven Thousand Dollars ($30,277,000). SECTION 3. The Capital Fund Infrastructure Reserve is hereby increased by the sum of Three Million Four Hundred Sixty Three Thousand Five Hundred Fifty-Seven Dollars ($3,463,557), as described in Exhibit 1. As a result of this change, the Infrastructure Reserve will change to Fourteen Million Two Hundred Forty Three Thousand Five Hundred Seventy Dollars ($14,243,570). SECTION 4. The Supply Rate Stabilization Reserve in the Electric Fund is hereby increased by the sum of Six Million Eight Hundred Ninety Six Thousand Seven Hundred Seventy Dollars ($6,896,770) as described in Exhibit 1. SECTION 5. The Distribution Rate Stabilization Reserve in the Electric Fund is hereby increased by the sum of One Million Five Hundred Sixty-Two Thousand Two Hundred Eighty-Six Dollars ($1,562,286) as described in Exhibit 1. SECTION 6. The Rate Stabilization Reserve in the Fiber Optics Fund is hereby decreased by the sum of One Thousand Seven Hundred Fifty-Seven Dollars ($1,757) as described in Exhibit 1. SECTION 7. The Supply Rate Stabilization Reserve in the Gas Fund is hereby increased by the sum of Three Hundred Fifty-Seven Thousand Three Hundred Eighty-Seven Dollars ($357,387) as described in Exhibit 1. SECTION 8. The Distribution Rate Stabilization Reserve in the Gas Fund is hereby increased by the sum of Three Hundred Sixty Thousand Four Hundred Forty-One Dollars ($365,441) as described in Exhibit 1. SECTION 9. The Rate Stabilization Reserve in the Wastewater Collection Fund is hereby increased by the sum of Five Hundred Eighteen Thousand Two Hundred Seventy-Seven Dollars ($518,277) as described in Exhibit 1. SECTION 10. The Rate Stabilization Reserve in the Water Fund is hereby increased by the sum of Four Million Five Hundred Seventy-Nine Thousand Four Hundred Twenty-Six Dollars ($4,579,426) as described in Exhibit 1. ATTACHMENT A Page 3 of 4 SECTION 11. The Rate Stabilization Reserve in the Refuse Fund is hereby decreased by the sum of Twenty Eight Thousand Nine Hundred Thirty-Six Dollars ($28,936) as described in Exhibit 1. SECTION 12. The Rate Stabilization Reserve in the Storm Drainage Fund is hereby increased by the sum of Ten Thousand Five Hundred Thirty-Eight Dollars ($10,538) as described in Exhibit 1. SECTION 13. The Rate Stabilization Reserve in the Wastewater Treatment Fund is hereby decreased by the sum of Four Thousand Five Hundred Seventy-Seven Dollars ($4,577) as described in Exhibit 1. SECTION 14. The reserve balance in the Airport Fund is hereby increased by the sum of One Thousand Dollars ($1,000) 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. 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 17. 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 18. 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 19. 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. ATTACHMENT A Page 4 of 4 INTRODUCED: PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: ____________________________ ____________________________ 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 2013 MIDYEAR FINANCIAL REPORT GENERAL FUND (in thousands) BUDGET ACTUALS (as of 12/31/12) Adopted Adjusted Midyear Midyear Pre % Midyr Categories Budget Budget Budget Changes Encumbr Encumbr Actual  Budget  Revenues & Other Sources Sales Tax 22,545        22,545      23,364            819              ‐              ‐             7,805           33% Property Tax 27,306        27,306      27,912            606              ‐              ‐             9,813           35% Transient Occupancy Tax 9,591          9,591        10,439            848              ‐              ‐             4,519           43% Utility Users Tax 10,731        10,731      10,825            94                 ‐              ‐             5,296           49% Documentary Transfer Tax 5,078          5,078        6,800              1,722           ‐              ‐             3,090           45% Other Taxes and Fines 2,058          2,058        2,058              ‐              ‐             1,086           53% Charges for Services 23,682        23,682      23,616            (66)               ‐              ‐             8,717           37% Permits & Licenses 6,614          6,614        6,693              79                 ‐              ‐             3,888           58% Return on Investment 959             959            774                  (185)             ‐              ‐             415              54% Rental Income 12,640        12,640      12,640            ‐              ‐             6,451           51% From Other Agencies 157             157            170                  13                 ‐              ‐             30               18% Charges To Other Funds 10,874        10,874      10,834            (40)               ‐              ‐             5,530           51% Other Revenues 1,188          1,188        1,244              56                 ‐              ‐             774              62% Total Revenues 133,423     133,423    137,369          3,946           ‐              ‐             57,415        42% Operating Transfers‐In 18,995        18,995        19,215              220                ‐                ‐             9,498           49% Encumbrances and Reappropriation 4,386        4,386              ‐                From Infrastructure Reserve  ‐              ‐                   ‐                ‐                Total Sources of Funds 152,418     156,804    160,970          4,166           ‐              ‐             66,912        43% Expenditures & Other Uses City Attorney 2,436          2,789        2,791              2                  70              391            1,075           55% City Auditor 965             1,009        1,020              11                 ‐             55               481              53% City Clerk 1,558          1,583        1,609              26                12              10               529              34% City Council 465             500            501                  1                   ‐             108            172              56% City Manager 2,578          3,075        3,075              ‐              192            104            1,115           46% Administrative Services 7,156          7,379        7,593              214             62              109            3,290           46% Community Services 21,893        22,412      22,496            84                130            2,507         10,405         58% Public Safety 59,914        60,790      60,711            (79)              255            908            28,351         49% Human Resources 2,982          3,024        3,035              11                 ‐             88               1,333           47% Library 6,996          7,634        7,662              28                9                691            3,096           50% Planning and Community Environment 11,111        12,170      12,294            124             201            830            4,910           48% Public Works 13,947        14,513      14,545            32                820            732            6,099           53% Non‐Departmental (1,108)         (1,223)       (346)                877              ‐              ‐             527               ‐152% Cubberly Lease 7,133          7,133        7,133              ‐               ‐              ‐             3,505           49% Total Expenditures 138,026     142,788    144,119          1,331          1,751         6,532         64,889        51% Operating Transfers‐Out 14,782        14,962        14,696              (266)               ‐                ‐             7,357           50% Total Uses of Funds 152,808     157,750    158,815          1,065          1,751         6,532         72,246        51% Net Surplus/(Deficit) (390)            (946)          2,155              3,101           Budget Amendments Authorized by Council: BAO 5163 ‐ Development Center furnishing 191            191                   BAO 5174 ‐ EKG monitors CIP (FD‐12000) 180            180                   BAO 5177 ‐ Infrastructure measure polling 90              90                     BAO 5186 ‐ Infrastructure measure outreach 95              95                     Total Augmentations Authorized by Council ‐              556            556                   ‐               Net Surplus/(Deficit) Excluding BAOs (390)            (390)          1,599              3,101           BSR Balance 27,732        27,176      30,277            3,101           BSR % of Total Use of Funds (A) 18.15% 17.78% 19.81% (A) FY 2012 closed with a $4.4 million surplus. As a result, $7.7 million was transferred to the infrastructure  reserve leaving the BSR beginning balance at $28.1 million, or 18.5 percent, to start FY 2013. 1 of 23 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 118,906 118,906 118,942 36 58,223 49% Interest Income 3,635 3,635 3,635 1,698 47% Other Income 12,718 12,718 12,981 263 3,975 31% Reapprop/Encumbrances 19,169 19,169 0% Total Sources 135,259 154,428 154,727 299 - - 63,896 47%** Uses of Funds Utility Purchases 72,991 73,054 66,193 (6,861) 100 30,711 47% Salaries & Benefits 11,522 11,520 11,486 (34) 5,300 46% Contract Services 4,389 6,481 6,481 3 2,620 1,141 58% Supplies and Materials 805 818 818 20 32 263 39% Facility and Equipment Purchases 44 44 44 0% General Expenses 4,508 6,864 6,864 1,886 1,020 974 57% Rent and Leases 3,948 3,948 3,948 1,933 49% Allocated Charges 8,779 8,778 8,778 3,183 36% Debt Service 9,486 9,485 9,485 4,595 48% Subtotal 116,472 120,992 114,097 (6,895) 1,909 3,772 48,100 47% Equity Transfer 11,768 11,768 11,768 5,884 50% Operating Transfers Out 322 322 454 132 198 44% Capital Improvement Program 10,910 25,468 24,071 (1,397) 1,660 4,808 7,164 57% Total Uses 139,472 158,550 150,390 (8,160) 3,569 8,580 61,346 49% Net To (From) Reserves (4,213) (4,122) 4,337 8,459 Beginning Reserves 126,112 128,134 128,134 - Projected Ending Reserves 121,899 124,012 132,471 8,459 ** Excludes encumbrances and reappropriation BUDGET (as of 12-31-12) CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY ELECTRIC FUND (in thousands of dollars) 2 of 23 4/10/2013 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 2,850 2,850 2,850 - 1,591 56% Interest Income 303 303 303 - 178 59% Other Income 724 724 725 1 Reapprop/Encumbrances 781 781 - Total Sources 3,877 4,658 4,659 1 - - 1,769 46%** Uses of Funds Salaries & Benefits 766 765 764 (1) 355 46% Contract Services 168 251 251 3 27 35 26% Supplies and Materials 11 11 11 7 64% General Expenses 22 22 22 1 5% Rent and Leases 28 28 28 13 46% Allocated Charges 393 393 393 166 42% Subtotal 1,388 1,470 1,469 (1) 3 27 577 41% Operating Transfers Out 2 2 6 4 1 17% Capital Improvement Program 400 1,097 1,097 - 7 92 9% Total Uses 1,790 2,569 2,572 3 3 34 670 27% Net To (From) Reserves 2,087 2,089 2,087 (2) Beginning Reserves 12,729 13,470 13,470 Projected Ending Reserves 14,816 15,559 15,557 (2) ** Excludes encumbrances and reappropriation BUDGET (as of 12-31-12) CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY FIBER OPTICS FUND (in thousands of dollars) 3 of 23 4/10/2013 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 37,016 37,016 36,555 (461) 13,445 37% Interest Income 813 813 813 408 50% Other Income 1,704 1,704 1,821 117 460 25% Reapprop/Encumbrances 19,211 19,211 - Total Sources 39,533 58,744 58,400 (344) - - 14,313 37%** Uses of Funds Utility Purchases 16,286 16,334 15,572 (762) 4,028 4,046 52% Salaries & Benefits 4,543 4,554 4,555 1 2,064 45% Contract Services 1,792 2,933 2,933 6 2,890 328 110% Supplies and Materials 472 464 464 120 123 52% Facility and Equipment Purchases 43 43 43 28 113 328% General Expenses 704 863 863 144 164 36% Rent and Leases 321 321 321 34 11% Allocated Charges 4,019 4,019 4,019 1,561 39% Debt Service 803 803 803 124 15% Subtotal 28,983 30,334 29,573 (761) 6 7,210 8,557 53% Equity Transfer 5,971 5,971 5,971 2,985 50% Operating Transfers Out 207 207 304 97 158 52% Capital Improvement Program 7,756 23,772 23,369 (403) 16,400 1,091 2,821 87% Total Uses 42,917 60,284 59,217 (1,067) 16,406 8,301 14,521 66% Net To (From) Reserves (3,384) (1,540) (817) 723 Beginning Reserves 14,929 16,992 16,992 - Projected Ending Reserves 11,545 15,452 16,175 723 CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY GAS FUND (in thousands of dollars) BUDGET (as of 12-31-12) ** Excludes encumbrances and reappropriation 4 of 23 4/10/2013 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 15,124 15,124 15,124 - 7,465 49% Interest Income 397 397 397 - 191 48% Other Income 908 908 977 69 1,088 111% Reapprop/Encumbrances 11,044 11,044 - - Total Sources 16,429 27,473 27,542 69 - - 8,744 53%** Uses of Funds Utility Purchases 8,556 8,556 8,556 4,278 50% Salaries & Benefits 2,004 2,015 2,020 5 833 41% Contract Services 280 360 360 4 145 46 54% Supplies and Materials 241 231 231 22 82 99 88% Facility and Equipment Purchases - 1 #DIV/0! General Expenses 97 97 97 47 48% Rent and Leases 176 176 176 79 45% Allocated Charges 2,126 2,126 2,126 756 36% Debt Service 129 129 129 0% Subtotal 13,609 13,690 13,695 5 26 228 6,138 47% Operating Transfers Out 147 147 233 86 127 55% Capital Improvement Program 4,354 15,298 14,758 (540) 5,476 1,745 49% Total Uses 18,110 29,135 28,686 (449) 26 5,704 8,010 48% Net To (From) Reserves (1,681) (1,662) (1,144) 518 Beginning Reserves 7,579 5,751 5,751 - Projected Ending Reserves 5,898 4,089 4,607 518 CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY WASTEWATER COLLECTION FUND (in thousands of dollars) BUDGET (as of 12-31-12) ** Excludes encumbrances and reappropriation 5 of 23 4/10/2013 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 34,446 34,446 34,446 20,481 59% Interest Income 749 749 749 327 44% Other Income 3,392 3,392 3,519 127 1,827 52% Reapprop/Encumbrances 34,139 34,139 - Total Sources 38,587 72,726 72,853 127 - - 22,635 58%** Uses of Funds Utility Purchases 15,940 15,940 15,940 7,455 8,292 99% Salaries & Benefits 5,210 5,209 5,221 12 2,670 51% Contract Services 743 1,152 1,152 4 438 110 48% Supplies and Materials 451 541 541 42 122 257 78% Facility and Equipment Purchases 11 12 12 2 1 25% General Expense 452 454 454 176 39% Rents and Leases 3,001 3,001 3,001 994 33% Allocated Charges 3,395 3,394 3,394 1,439 42% Debt Service 3,219 3,219 3,219 813 25% Subtotal 32,422 32,922 32,934 12 46 8,017 14,752 69% Equity Transfer - - - - Operating Transfers Out 1,705 1,705 2,093 388 716 42% Capital Improvement Program 6,115 32,384 27,532 (4,852) 25 12,164 6,373 57% Total Uses 40,242 67,011 62,559 (4,452) 71 20,181 21,841 63% Net To (From) Reserves (1,655) 5,715 10,294 4,579 Beginning Reserves 10,488 8,997 8,997 Projected Ending Reserves 8,833 14,712 19,291 4,579 ** Excludes encumbrances and reappropriation CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY WATER FUND (in thousands of dollars) BUDGET (as of 12-31-12) 6 of 23 4/10/2013 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 26,794 26,794 26,794 - - 13,497 50% Interest Income 209 209 209 - - 98 47% Other Income 3,372 3,522 3,585 63 - - 1,607 45% Reapprop/Encumbrances 2,083 2,083 0% Total Sources 30,375 32,608 32,671 63 - - 15,202 47%** Uses of Funds GreenWaste Hauling Contract 13,315 13,262 13,262 2 5,103 38% Salaries and Benefits 3,293 3,295 3,287 (8) 1,397 43% Contract Services 5,791 7,225 7,225 76 1,006 2,688 52% Supplies and Materials 85 85 85 8 42 59% Facility and Equipment Purchases 3 3 3 0% General Expenses 80 80 80 540 675% Rents and Leases 2,709 2,709 2,709 0% Allocated Charges 2,747 2,747 2,747 2,677 97% Debt Service 625 625 625 0% Subtotal 28,648 30,031 30,023 (8) 76 1,016 12,447 45% Operating Transfers Out 306 306 406 100 153 38% Capital Improvement Program 175 1,368 1,368 350 370 187 66% Total Uses 29,129 31,705 31,797 92 426 1,386 12,787 46% Net (From) Landfill Closure Liab - - Net To (From) Reserves 1,246 903 874 (29) Beginning Reserves (3,187) (3,410) (3,410) - Projected Ending Reserves (1,941) (2,507) (2,536) (29) CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY REFUSE FUND (in thousands of dollars) BUDGET (as of 12-31-12) ** Excludes encumbrances and reappropriation 7 of 23 4/10/2013 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 5,620 5,620 5,620 2,950 52% Interest Income 158 158 158 - 83 53% Other Income 113 113 113 - 11 10% Reapprop/Encumbrances 3,722 3,735 13 - Total Sources 5,891 9,613 9,626 13 - - 3,044 52%** Uses of Funds Salaries and Benefits 1,007 1,005 1,001 (4) 463 46% Contract Services 371 514 514 15 67 273 69% Supplies and Materials 93 93 93 17 34 55% Facility and Equipment Purchases 8 8 8 0% General Expenses 18 59 59 199 337% Rents and Leases 6 6 6 0% Allocated Charges 870 870 870 401 46% Debt Service 947 947 947 0% Subtotal 3,320 3,502 3,498 (4) 15 84 1,370 42% Operating Transfers Out 13 13 19 6 6 32% Capital Improvement Program 3,518 6,828 6,828 1,300 1,749 45% Total Uses 6,851 10,343 10,345 2 15 1,384 3,125 44% Net Surplus (Deficit) (960) (730) (719) 11 Beginning Reserves 1,667 2,726 2,726 - Projected Ending Reserves 707 1,996 2,007 11 CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY STORM DRAINAGE FUND (in thousands of dollars) BUDGET (as of 12-31-12) ** Excludes encumbrances and reappropriation 8 of 23 4/10/2013 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 13,430 13,430 13,430 - 10,910 81% Interest Income 415 415 415 - 195 47% Other Income 8,618 8,618 8,618 - 8 0% Reapprop/Encumbrances 8,042 8,042 - Total Sources 22,463 30,505 30,505 - - - 11,113 49%** Uses of Funds Salaries and Benefits 9,797 9,784 9,774 (10) 3 333 4,432 49% Contract Services 1,928 3,476 3,476 51 1,332 2,082 100% Supplies and Materials 1,422 1,830 1,830 655 36% Facility and Equipment Purchases 10 10 10 0% General Expenses 414 414 414 455 110% Rents and Leases - 0% Allocated Charges 4,642 4,642 4,642 2,456 53% Debt Service 823 823 823 0% Subtotal 19,036 20,979 20,969 (10) 54 1,665 10,080 56% Operating Transfers Out 12 12 27 15 6 22% Capital Improvement Program 2,643 8,730 8,730 - 2,616 2,898 1,472 80% Total Uses 21,691 29,721 29,726 5 2,670 4,563 11,558 63% Net To (From) Reserves 772 784 779 (5) Beginning Reserves 4,949 9,949 9,949 - Projected Ending Reserves 5,721 10,733 10,728 (5) ** Excludes encumbrances and reappropriation CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY WASTEWATER TREATMENT FUND (in thousands of dollars) BUDGET (as of 12-31-12) 9 of 23 4/10/2013 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 - - - - - - 1 0% Other Income 310 310 310 - - - 155 50% Reapprop/Encumbrances 48 48 0% Total Sources 310 358 358 - - - 156 50%** Uses of Funds Salaries and Benefits 118 93 92 (1) - - 2 2% Contract Services 75 100 100 50 47 20 117% Supplies and Materials - - - - - - - 0% Facility and Equipment Purchases - - - - - - - 0% General Expenses 1 1 1 - - - - 0% Rents and Leases - - - - - - - 0% Allocated Charges 109 109 109 - - - 54 50% Debt Service - - - - - - - 0% Subtotal 303 303 302 (1) 50 47 76 57% Operating Transfers Out - - - - - - - 0% Capital Improvement Program - - - - - - - 0% Total Uses 303 303 302 (1) 50 47 76 57% Net To (From) Reserves 7 55 56 1 Beginning Reserves - - - Projected Ending Reserves 7 55 56 1 ** Excludes encumbrances and reappropriation CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY AIRPORT FUND (in thousands of dollars) BUDGET (as of 12-31-12) 10 of 23 4/10/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description GENERAL FUND Sales Taxes 819,000$                Increased sales tax revenue Property Taxes 350,000                   Increased secured property tax revenue and supplemental Property Taxes 169,000                   Change to property tax administrative fees Property Taxes (32,000)                    Reduced revenue from airplane taxes Property Taxes 119,000                   Increased Motor Vehicle In‐lieu Fee revenue Transient Occupancy Tax 848,000                   Increased transit occupancy tax revenue Utility Users Tax 100,000 Increased revenue from telephone tax Utility Users Tax (6,000)                      Decreased non‐telephone Utility's User tax Documentary Transfer Tax 1,722,000               Increased Documentary Transfer Tax Return on Investment (185,000)                 Reduced Interest Income Charges for Services (449,339)                 Remove Development Center revenues placeholder from budget Transfer fr Other Funds 401                           Tech Fee transfer to GF for IT projects ‐ one time 3,455,062                Contract Services 449,105                   Remove negative placeholder in the FY2013 budget for PAAS reduction General Expense 428,180                   Golf Course Improvement COP refinancing ‐ capital lease Transfer to Other Funds 11,886                     SAP license increase portion not covered by Tech Fee ‐ one time Transfer to Other Funds (428,180)                 Golf Course Improvement COP refinancing additional item Transfer to Other Funds 96,556                     Transfer to Utility Funds for settlement to waive permit charges 557,547                   2,897,515$             Charges for Services $7,500 Increased revenue due to property easement revenues received but not  budgeted Other Revenue 6,585                       Increased sale of salvage revenue due to current year trends Other Revenue 7,402                       Increased revenue from Treasury admin received but not budgeted Trasfer fm Other Funds 30,000                     Revenues from parking funds to cover increased parking support expense Trasfer fm Other Funds 15,000                     Transfer funds from CIP  to cover temporary salaries to work on parking  issues 66,487                      Salary and Benefits ($1,000) Adjust Retiree Medical ARC Salary and Benefits 45,000 Temporary salaries for parking support General Expense 10,400                     Transfer of Management training budgets to departments General Expense 63,722 Bankcard service charges Contract Services 46,081 Contract services for Purchasing Division‐ help with library project Contract Services 50,000                     Contract services for Purchasing Division‐ quantitative data analysis 214,203                   (147,716)$               Net Changes To (From) Reserves Use Changes CITY OF PALO ALTO Midyear Detail Changes, Fiscal Year 2013 NON‐DEPARTMENTAL Source Changes Use Changes Net Changes To (From) Reserves ADMINISTRATIVE SERVICES Source Changes 11 of 23 4/10/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO Midyear Detail Changes, Fiscal Year 2013 CITY ATTORNEY Salary and Benefits 1,000$                     Adjust Retiree Medical ARC 1,000                       Transfer of Management training budgets to departments 2,000                       (2,000)$                     CITY AUDITOR Salary and Benefits 18,163$                  Addition of 0.50 FTE Performance Auditor Salary and Benefits (8,493) Elimination of Temp Salaries Budget General Expense 1,000 Transfer of Management training budgets to departments 10,670                     (10,670)$                  CITY CLERK Contract Services 26,000$                  Increase in contract for minutes transciption Transfer to Other Funds 20,000                    IT allocated cost for automated Form 700 system 46,000                     (46,000)$                  Salary and Benefits (1,000)$                    Adjust Retiree Medical ARC General  Expense 950                          Transfer of Management training budgets to departments (50)                            50$                            CITY COUNCIL Salary and Benefits 1,000$                     Adjust Retiree Medical ARC 1,000                       (1,000)$                    Net Changes To (From) Reserves Use Changes Use Changes Net Changes To (From) Reserves Use Changes Net Changes To (From) Reserves Use Changes Net Changes To (From) Reserves CITY MANAGER Use Changes Net Changes To (From) Reserves 12 of 23 4/10/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO Midyear Detail Changes, Fiscal Year 2013 From Other Agencies 7,920$                     Contribution from Santa Clara County Arts Other Revenue 39,765                     Donation from Friends of Palo Alto Children's Theater Source Changes 47,685                      Salary and Benefits (2,000)$                   Adjust Retiree Medical ARC Contract Services 38,000                     Increased Enjoy! Catalog costs and add summer edition Contract Services 39,765                     Contract personnel for Children's Theater Contract Services 7,920                       Art course instruction and art services for exhibits, lectures, etc. Transfer to Other Funds 2,017                       Uncollected portion of funds for turf mowers to be replaced midyear Transfer to Other Funds 30,000                     Online ticketing for Children's Theater 115,702                   (68,017)$                  From Other Agencies 5,000$                    EPA Grant Funding  Charges for Services 231,080                  Increase in Plan Check based on recent trends Source Changes 236,080                    Salary and Benefits (26,000)$                 Adjust Retiree Medical ARC Contract Services 5,000 Expenses for EPA Grant activity General Expense 15,000                    Fire Chief relocation expenses  General Expense (1,540)                     Transfer of management training funds to department budgets (7,540)                      243,620$                Salary and Benefits 3,288                       Reclass HR Assistant to HR Representative Salary and Benefits 9,131                       Reclass Sr. HR Administrator to Manager, Employee Relations Salary and Benefits (1,000)                      Adjust Retiree Medical ARC 11,419                     (11,419)$                 Other Revenue 163$                        Receipt of funds from California Pizza Kitchen donation Other Revenue 600                           Receipt of funds from Parent's Club of PA & Menlo Park Other Revenue 907 Receipt of funds from Gordon Biersch donation Source Changes 1,670                        Salary and Benefits 26,707$                   Increase Senior Librarian from .50 FTE to 1.00 FTE Supplies and Materials 163                           Expend program supplies and other purchases from California Pizza Kitchen  donation Supplies and Materials 600                           Expense of funds from Parent's Club of PA & Menlo Park Supplies and Materials 907                            Expend program supplies and other purchases from Gordon Biersch donation 28,377                     (26,707)$                 Net Changes To (From) Reserves Use Changes COMMUNITY SERVICES Use Changes Net Changes To (From) Reserves FIRE Use Changes Net Changes To (From) Reserves HUMAN RESOURCES Use Changes Net Changes To (From) Reserves LIBRARY 13 of 23 4/10/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO Midyear Detail Changes, Fiscal Year 2013 Salary and Benefits 49,112$                   Add 1.0 FTE Senior Planner Contract Services 75,000                     Replenish funds for Inspection Services used for Council‐approved wireless  study and hazmat study. 124,112                      (124,112)$               Charges for Services 144,350 Increase in Animal Services Revenue as part of Placeholder Plan approved by  Council Permits and Licenses 25,553 Increase in Animal Services Revenue as part of Placeholder Plan approved by  Council Transfer fr Other Funds 174,485$                Transfer from Animal Services Donations Fund as part of Placeholder Plan  approved by Council Source Changes 344,388                   Salary and Benefits (18,000)$                Adjust Retiree Medical ARC Salary and Benefits (7,125)                      Animal Services Temp Salaries reduction as part of Placeholder Plan  approved by Council Salary and Benefits (97,594)                    Elimination of 1.0 FTE Animal Services Supervisor and 1.0 FTE Animal Control  Officer as part of Placeholder Plan approved by Council Salary and Benefits 49,200                    Addition of 1.0 FTE Senior Administrator General Expense 1,700                      Transfer of Management training budgets to departments (71,819)                    416,207$                Reimbursements (40,000)$                 Reduced revenue for surveying services (now contracted) and inspection  services (Utilities uses their own staff). Permits 53,500                     Increase revenue to reflect actuals for street open permits Source Changes 13,500                      Salary and Benefits 2,000$                    Adjust Retiree Medical ARC Supplies and Materials (8,542)                      Remove supplies for maintenance and custodial due to Mitchell Park delayed  opening. Contract Services (52,159)                    Remove contract services for maintenance and custodial due to Mitchell Park  delayed opening. Contract Services 60,000                     Increase for engineering cost estimation work for projects for polling for  possible bond measure. General Expense 30,640                    Transfer of Management training budgets to departments 31,939                     (18,439)$                 Total General Fund Changes to BSR 3,101,312$             PLANNING & COMMUNITY Use Changes Net Changes To (From) Reserves POLICE Use Changes Net Changes To (From) Reserves PUBLIC WORKS Use Changes Net Changes To (From) Reserves 14 of 23 4/10/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO Midyear Detail Changes, Fiscal Year 2013 Other Revenue  $                  84,295 Check received from McNellis Partners for reimbursement for work related  to PE‐86070 Street Maintenance Transfer fr Other Funds 106,700                    Reimbursement to General Fund from Univ. Ave. Parking District ‐ Lot J  repairs Source Changes 190,995                    CIP 84,295$                   Adjust PE‐86070 Street Maintenance for check received CIP (100,000)                 Close AS‐10001 Sustainability Contingency CIP (15,000)                    Reduce PL‐12000 Transportation and Parking Improvements to cover  transfer to the General Fund for temporary salaries to administer parking  permit program CIP 240,000                   Increase PE‐09006 Mitchell Park Library and Community Center New  Construction for emergency sole source contract to provide construction  services at Mitchell Park library CIP 106,700                  Increase PF‐10002 for Lot J repairs Transfer to Other Funds 15,000                     Transfer to General Fund for temporary salaries to administer parking permit  program CIP (3,625,000)              Reduce LB‐11000 Furniture and Technology for Library Projects to reflect  donations actually received CIP 30,293                     Portion of cost of Bobcat purchase not previously collected through  allocations for CIP PO‐89003 General Expense (8,850)                     Transfer of management training funds to department/fund budgets Use Changes (3,272,562)              3,463,557$            Capital Fund Infrastructure ReserveNet Changes To (From) Reserves GENERAL FUND CIP  15 of 23 4/10/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description ENTERPRISE FUNDS UTILITIES ADMIN Salary and Benefits (3,280)$          Transfer of management training funds to department  budgets  Use Changes (3,280)  Net Changes To (From) Reserves $         (3,280)  Fund Balancing Entries  $         (3,280) Change in Fund Balance  Total Utilities Administration Fund $         (3,280) ELECTRIC FUND Revenue  $         35,590 Revenues from hydro resources in the ancillary services  markets have been greater than projected.  Offset by  reduced carbon allowance revenue due to lower than  anticipated auction prices. Transfer fm Other Funds 263,076         Return of funding from Technology CIPs TE‐10001 Utilities  Customer Billing System Continuous Improvements, and TE‐ 11003 Recurring Credit Card Payment  Source Changes 298,666  Salary and Benefits $       (32,000) Adjust Retiree Medical ARC Salary and Benefits (2,380)            Transfer of management training funds to department  budgets Commodity Purchases (6,860,730)    To reflect the most current forecasted electric commodity  costs.  Major contributors to the budget reduction include a  delay in the online date for one renewable energy project  and savings in transmission costs over the original budget  forecast. CIP (1,397,465)    Reduction in EL‐02010 appropriation for capital projects  due to SCADA sytem projected to come in under budget Transfer to Other Funds 132,185         Fund's portion of SAP adjustment  Use Changes (8,160,390)  Net Changes To (From) Reserves $   8,459,056   Fund Balancing Entries  $   8,459,056 Change in Fund Balance  Total Electric Fund $   8,459,056  CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET  16 of 23 4/10/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET   FIBER OPTICS FUND  Transfer fm Other Funds 837$               Return of funding from Technology CIPs TE‐10001 Utilities  Customer Billing System Continuous Improvements, and TE‐ 11003 Recurring Credit Card Payment  Source Changes 837  Salary and Benefits  $         (1,100) Transfer management training funds to department  budgets Transfer to Other Funds 3,694           Fund's portion of SAP adjustment  Use Changes $           2,594   Net Changes To (From) Reserves $         (1,757)  Fund Balancing Entries  $         (1,757) Change in Fund Balance  Total Fiber Optics Fund $         (1,757)  GAS FUND 7 Revenue  $     (461,000) Reduction in gas retail sales due lower gas supply  transportation cost. Transfer fm Other Funds 111,584         Return of funding from Technology CIPs TE‐10001 Utilities  Customer Billing System Continuous Improvements, and TE‐ 11003 Recurring Credit Card Payment  additional item Transfer fm Other Funds 5,278             Transfer from General Fund for settlement to waive permit  charges  Source Changes (344,138) Salary and Benefits $       (15,000) Adjust Retiree Medical ARC Salary and Benefits (820)              Transfer of management training funds to department  budgets Salary and Benefits 16,919          Change WGW Supervisor to Utilities Supervisor per the  Management Compensation Plan Commodity Purchases (762,000)        Increases in PG&E's local gas transmission costs are delayed  pending a  California Public Utilities Commission (CPUC)  review. CIP 315,000       New project GS‐13003 COBUG Upgrade CIP (717,915)      Reduction in appropriation for capital projects Transfer to Other Funds 58,329           Uncollected portion of funds for purchase of asphalt patch  truck Transfer to Other Funds 38,521           Fund's portion of SAP adjustment  Use Changes (1,066,966)  Net Changes To (From) Reserves $      722,828   Fund Balancing Entries  $      722,828 Change in Fund Balance  Total Gas Fund $      722,828  17 of 23 4/10/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET  Transfer fm Other Funds 34,258$         Return of funding from Technology CIPs TE‐10001 Utilities  Customer Billing System Continuous Improvements, and TE‐ 11003 Recurring Credit Card Payment  additional item  Transfer fm Other Funds 35,178           Transfer from General Fund for settlement to waive permit  charges  Source Changes 69,436  Salary and Benefits $         (5,000) Adjust Retiree Medical ARC Salary and Benefits (150)               Transfer management training funds to department  budgets Salary and Benefits 10,574          Change WGW Supervisor to Utilities Supervisor per the  Management Compensation Plan CIP (540,000)      Reduction in appropriation for capital projects Transfer to Other Funds 69,641           Uncollected portion of funds for purchase of two new  VacCon trucks Transfer to Other Funds 16,094         Fund's portion of SAP adjustment  Use Changes (448,841)  Net Changes To (From) Reserves $      518,277   Fund Balancing Entries  $      518,277 Change in Fund Balance  Total Wastewater Collection Fund $      518,277  WASTEWATER COLLECTION FUND 18 of 23 4/10/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET   WATER FUND 7 Other Revenue  $           6,965 Check received from McNellis Partners for reimbursement  for work related to WS‐11004 Water Supply Improvements Transfer from Other  Funds 64,053           Return of funding from Technology CIPs TE‐10001 Utilities  Customer Billing System Continuous Improvements, and TE‐ 11003 Recurring Credit Card Payment  additional item Transfer from Other  Funds 56,100           Transfer from General Fund for settlement to waive permit  charges  Source Changes 127,118  Salary and Benefits $         (9,000)Adjust Retiree Medical ARC Salary and Benefits (770)              Transfer of management training funds to department  budgets Salary and Benefits 21,312          Change WGW Supervisor to Utilities Supervisor per the  Management Compensation Plan CIP 6,965             Adjust WS‐11004 Water Supply Improvements for check  received CIP (4,858,545)  Reduction in appropriation for capital projects Transfer to Other Funds 350,000         For purchase of Hydro Excavator for which no replacement  costs have previously been collected. Transfer to Other Funds 37,730         Fund's portion of SAP adjustment  Use Changes     (4,452,308)  Net Changes To (From) Reserves $   4,579,426   Fund Balancing Entries  $   4,579,426 Change in Fund Balance  Total Water Fund $   4,579,426   AIRPORT FUND  Salary and Benefits  $         (1,000) Transfer management training funds to department  budgets  Use Changes $         (1,000)  Net Changes To (From) Reserves $           1,000   Fund Balancing Entries  $           1,000 Change in Fund Balance  Total Airport Fund $           1,000  19 of 23 4/10/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET   REFUSE FUND  Transfer fr Other Funds $         17,159 Close CIP TE‐11003, return funds to original sources Transfer fr Other Funds 45,860 Close CIP TE‐10001, return funds to original sources  Source Changes  $         63,019  Salary and Benefits $         (2,000) Adjust Retiree Medical ARC Salary and Benefits (5,530) Transfer management training funds to department  budgets Transfer to Other Funds 69,671  Underfunded portion for purchase of skip loader and all  terrain vehicle for landfill transportation Transfer to Other Funds 29,814 Fund's portion of SAP adjustment  Use Changes 91,955   Net Changes To (From) Reserves $       (28,936)  Fund Balancing Entries  $       (28,936) Change in Fund Balance  Total Refuse Fund $       (28,936)  STORM DRAINAGE FUND  Transfer fr Other Funds  $           3,668 Close CIP TE‐11003, return funds to original sources Transfer fr Other Funds 9,805 Close CIP TE‐10001, return funds to original sources  Source Changes 13,473  Salary and Benefits $         (1,000) Adjust Retiree Medical ARC Salary and Benefits (1,870) Transfer management training funds to department  budgets Transfer to Other Funds 5,805 Fund's portion of SAP adjustment  Use Changes 2,935   Net Changes To (From) Reserves $         10,538   Fund Balancing Entries  $         10,538 Change in Fund Balance  Total Storm Drainage Fund $         10,538  WASTEWATER TREATMENT FUND Salary and Benefits $         (3,000) Adjust Retiree Medical ARC Salary and Benefits (13,220) Transfer management training funds to department  budgets  additional item Salary and Benefits 5,873 Reclass Program Asst I to Prog Asst II Transfer to Other Funds 14,924 Fund's portion of SAP adjustment  Use Changes 4,577  Net Changes To (From) Reserves (4,577) Fund Balancing Entries (4,577) Change in Fund Balance Total Wastewater Treatment Fund (4,577) 20 of 23 4/10/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Description Transfer to Other Funds 106,700$          Reimbursing General Fund for 1/2 Lot J Structural Repairs Use Changes 106,700 (106,700)$          Transfer to Other Funds 30,000$            Transfer funds to cover the cost of temporary salaries for parking support Use Changes 30,000 (30,000)$             Transfer fm Other Funds (428,180)$          Transfer from General Fund Source Changes (428,180)             General Expense (428,180)$          Golf Course Improvement COP retired principal and interest Use Changes (428,180)             ‐$                    Transfer from Other Funds 579,951$          Revenues from other funds for purchase of underfunded vehicles 579,951            Salary and Benefits (4,000)$             Adjust Retiree Medical ARC Salary and Benefits (2,530)              Transfer management traininig funds to department budgets Contract Services 35,000               To cover a more comprehensive Fleet organizational study than originally  budgeted CIP 1,847,460        VR‐13000 vehicle purchases Transfer to Other Funds 3,731                Fund's portion of SAP adjustment  Use Changes 1,879,661         (1,299,710)$      UNIV. AVE. PARKING DISTRICT FUND Net Changes To (From) Reserves RESIDENTIAL PARKING PERMIT FUND Net Changes To (From) Reserves DEBT SERVICE FUNDS GOLF COURSE DEBT SERVICE FUND Net Changes To (From) Reserves VEHICLE REPLACEMENT FUND Source Changes Net Changes To (From) Reserves SPECIAL REVENUE FUNDS CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET  Amount 21 of 23 4/10/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Description CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET  Amount Transfer fr Other Funds 20,000$             Revenue for Form 700 automation Transfer fr Other Funds 30,000 Revenue for online Children's Theater ticketing Transfer fr Other Funds 275,729 Revenue from other funds for SAP increased licensing expense Source Changes 325,729            Salary and Benefits (3,000)$             Adjust Retiree Medical ARC Salary and Benefits (2,550) Transfer management training funds to department budgets Contract Services 333,481 Replenish cost of SAP adjustment Contract Services 79,602 SAP maintenance for additional licenses Contract Services 20,000 Automating Form 700 for FPPC filings Contract Services 75,000 Additional features for Civica, including intranet, internet, and Development  Services Contract Services 30,000 Online ticketing for Children's Theater Transfer to Other Funds 400,000 Close CIP TE‐10001 (Utility billing), return funds to sources Transfer to Other Funds 150,000 Close CIP TE‐11003 (Recurring credit card payment), return funds to sources Use Changes 1,082,533           (756,804)$          Salary and Benefits (100)$                 Transfer management training funds to department budgets Transfer to Other Funds 298 Fund's portion of SAP adjustment Use Changes 198                      198$                    Charges to Other Funds (114,000)$          Charges to other funds Source Changes (114,000)             Salary and Benefits (114,000)$          Retiree medical ARC Use Changes (114,000)             ‐$                    Grants 105,397$           Annual COPS Grant allocation  Source Changes 105,397$            Equipment 105,397$          Expense for grant funded equipment Use Changes 105,397              ‐$                    PRINTING AND MAILING Net Changes To (From) Reserves RETIREE MEDICAL Net Changes To (From) Reserves LAW ENFORCEMENT SERVICES FUND Net Changes To (From) Reserves Net Changes To (From) Reserves INFORMATION TECHNOLOGY FUND 22 of 23 4/10/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Description CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET  Amount Donation 34,486$             Anonymous donation for Volunteer Coordinator Donation 47,000 Donation from Santa Clara County Donation 92,999 Other general donations for Animal Services Source Changes 174,485$            Transfer to Other Funds 174,485$          Transfer to General Fund for Animal Services Placeholder Plan Use Changes 174,485              ‐$                    PUBLIC SERVICES DONATION FUND Net Changes To (From) Reserves 23 of 23 4/10/2013 Attachment A, Exhibit 2 Project Funding Title Number Revenue Expense Source Comments ADDITIONAL APPROPRIATIONS Street Maintenance PE-86070 $ 84,295 $ 84,295 Other revenue The City received a check in the amount of $91,260 from McNellis Partners for the median (Alma Village) for reimbursement for work that was performed by a City contractor per agreement with the private developer. The contract was funded from PE-86070 and WS-11004, the work has been completed and reimbursment was received by the City. This adjustment will reimburse those projects. Lot J Structure Repair PF-10002 $ 106,700 $ 106,700 Univ. Ave. Parking Permit Fund Reimbursement from the University Ave. Parking Permit Fund for Lot J repairs. Sidewalk Repairs PO-89003 $ 30,293 Infrastructure Reserve Portion of cost of Bobcat purchase not previously collected through allocations for CIP PO-89003 Mitchell Park Library and Community Center New Construction PE-09006 $ 240,000 Infrastructure Reserve Funding is needed for an emergency sole source contract to provide construction services at Mitchell Park library Total $ 190,995 $ 461,288 REDUCTION IN APPROPRIATIONS/TO CLOSE PROJECTS Transportation and Parking Improvements PL-12000 $ (15,000) Infrastructure Reserve Reduction to cover transfer to the General Fund for temporary salaries to administer parking permit program Furniture and Technology for Library Projects LB-11000 $ (3,625,000) Infrastructure Reserve From FY 2011 to FY 2013, $6,000,000 had been approved for this project to be funded by donations. However, $2,375,000 has been received for this project which is being reduced to reflect the amount actually received. Sustainability Contingency AS-10001 $ (100,000) Infrastructure Reserve To close project due to inactivity Total $ (3,740,000) TOTAL GENERAL FUND CIP MID-YEAR ADJUSTMENTS $ 190,995 $ (3,278,712) REDUCTION IN APPROPRIATIONS/TO CLOSE PROJECTS SCADA System Upgrade EL-02010 $ (140,000) Electric Fund Distribution RSR It is projected that this project will be completed by the end of FY 2013. The cost for upgrading of the SCADA system came in below estimated amounts and these funds are not required. The remaining funds are adequate to complete the project with a contingency for unforeseen work. Electric Utility GIS EL-02011 $ (50,000) Electric Fund Distribution RSR Original project scope is essentially completed. Funds are still required for the ongoing maintenance contract. If any additional scope for this project is identified it will be requested at a later budget process. Middlefield / Colorado 4/12 kV Conversion EL-09002 $ (40,078) Electric Fund Distribution RSR This project is completed and no additional work is planned. Close project. Reconductor 60kV OH Transmission System EL-11015 $ (400,000) Electric Fund Distribution RSR The scope of work for this project has been reduced because of the uncertainty related to the construction of the Performing Arts Center (and related buildings) and the impact this construction will have on the existing transmission line in the area. Funding to reconductor the Quarry-Hopkins transmission line will be requested at a later date when development plans for the area are more concrete. FY 2013 CIP Mid-Year Adjustments CAPITAL PROJECT FUND ELECTRIC FUND 1 of 4 3/27/2013 Attachment A, Exhibit 2 Project Funding Title Number Revenue Expense Source Comments FY 2013 CIP Mid-Year Adjustments Electric Vehicle Charging Infrastructure EL-11016 $ (117,387) Electric Fund Distribution RSR This project is completed and no additional work is planned. Close project. Hopkins Substation Rebuild EL-12003 $ (250,000) Electric Fund Distribution RSR Staff is reevaluating the need and timing of this upgrade. The work at Colorado and Hopkins Substations are somewhat related due their proximity to one another and impact to the overall area electric service master plan. Preliminary load projections indicate that this work will not be required before FY 2015. Funding for this project or any iteration of such shall be resubmitted for approval. Colorado 20/21 - Transformer Replacements EL-13005 $ (100,000) Electric Fund Distribution RSR Staff is reevaluating the need and timing of this upgrade. The work at Colorado and Hopkins Substations are somewhat related due their proximity to one another and impact to the overall area electric service master plan. Preliminary load projections indicate that this work will not be required before FY 2015. Funding for this project or any iteration of such shall be resubmitted for approval. Communications System Improvements EL-89031 $ (300,000) Electric Fund Distribution RSR This continuous improvement project for the communication system has been placed on hold due to higher priority projects and limited staffing. Total $ - $ (1,397,465) TOTAL ELECTRIC FUND CIP MID-YEAR ADJUSTMENTS $ - $ (1,397,465) ADDITIONAL APPROPRIATIONS Cooperatively-Owned Backup Generators (COBUG Upgrade)- (New Project) (Exhibit B-1) GS-13003 $ 315,000 Gas Fund Distribution RSR This project is to add emissions equipment to the Cooperatively-owned Backup Generators (COBUGs), four City-owned generators. The generators are required to comply with new Federal Environmental Protection Agency (EPA) emissions rules for internal combustion engines by October 2013. Total $ - $ 315,000 REDUCTION IN APPROPRIATIONS/TO CLOSE PROJECTS GMR - Project 18 GS-08011 $ (250,000) Gas Fund Distribution RSR The construction phase of this project is completed and a portion of the funds could be returned to the reserves. The remaining funds is needed to close out the project, including as-builting, surveying, and mapping. GMR - Project 22 GS-12001 $ (467,915) Gas Fund Distribution RSR This project has been deferred out to FY 2015. Gas main replacement projects 19B/20/21 will begin in the second half of FY 2013 and will take approximately three years to complete. Total $ - $ (717,915) TOTAL GAS FUND CIP MID-YEAR ADJUSTMENTS $ - $ (402,915) GAS FUND 2 of 4 3/27/2013 Attachment A, Exhibit 2 Project Funding Title Number Revenue Expense Source Comments FY 2013 CIP Mid-Year Adjustments ADDITIONAL APPROPRIATIONS Water Supply System Improvements WS-11004 $ 6,965 $ 6,965 Other revenue The City received a check in the amount of $91,260 from McNellis Partners for the median (Alma Village) for reimbursement for work that was performed by a City contractor per agreement with the private developer. The contract was funded from PE-86070 and WS-11004, the work has been completed and reimbursment was received by the City. This adjustment will reimburse those projects. Total $ 6,965 $ 6,965 REDUCTION IN APPROPRIATIONS/TO CLOSE PROJECTS Water Recycling Facilities WS-07001 $ (200,000) Water Fund Distribution RSR The recycled water project has experienced significant delays and remains in the environmental review process. There are sufficient funds to complete the environmental documents. Until the environmental documents are complete and the project financial plan has been approved, surplus funds are not required and are being returned. Emergency Water Supply Project WS-08002 $ (1,000,000) Utility Revenue Bonds El Camino reservoir construction is 65% complete. Mayfield Pump Station construction 75% complete. Wells rehabilitation construction 90% complete. There is sufficient budget encumbered and available to complete the remaining projects. WMR - Project 22 WS-08017 $ (141,639) Water Fund Distribution RSR This project is completed and no additional work is planned. Close project. WMR-Project 24 WS-10001 $ (200,000) Water Fund Distribution RSR Construction contract has been awarded including contingency for any unforeseen work outside of scope. Return remaining available budget. WMR-Project 25 WS-11000 $ (2,736,906) Water Fund Distribution RSR This project has been deferred out to FY 2014. Water main replacement projects 23 and 24 are scheduled to be completed in FY 2014. The BID for Project 25 is scheduled to go out in the beginning of FY 2015. WMR-Project 26 WS-12001 $ (305,000) Water Fund Distribution RSR The design phase of this project is deferred out to FY 2014 in conjunction with the delay of project 25. Vacuum Excavation Equipment WS-11001 $ (275,000) Water Fund Distribution RSR To close project; equipment will be purchased from VR-13000 Total $ - $ (4,858,545) TOTAL WATER FUND CIP MID-YEAR ADJUSTMENTS $ 6,965 $ (4,851,580) REDUCTION IN APPROPRIATIONS/TO CLOSE PROJECTS WC Reh/Aug. Prj 20 WC-07004 $ (150,000) Wastewater Collection Fund RSR The construction phase of this project is completed and a portion of the funds could be returned to the reserves. The remaining funds is needed to close out the project, including as-builting, surveying, and mapping. WC Reh/Aug. Prj 21 WC-08012 $ (80,000) Wastewater Collection Fund RSR The construction phase of this project is completed and a portion of the funds could be returned to the reserves. The remaining funds is needed to close out the project, including as-builting, surveying, and mapping. WC Reh/Aug. Prj 26 WC-13001 $ (310,000) Wastewater Collection Fund RSR The design phase of this project is deferred out to FY 2014 due to construction of projects 24 & 25 in FY 2013. TOTAL WASTEWATER COLLECTION FUND CIP MID-YEAR ADJUSTMENTS -$ (540,000)$ WATER FUND WASTEWATER COLLECTION FUND 3 of 4 3/27/2013 Attachment A, Exhibit 2 Project Funding Title Number Revenue Expense Source Comments FY 2013 CIP Mid-Year Adjustments ADDITIONAL APPROPRIATIONS Storm Drain System Replacement and Rehabilitation SD-06101 $ 8,474 $ 8,474 Revenue from Other Agencies Reimbursement from ABAG for trash capture device installation TOTAL STORM DRAINAGE FUND CIP MID- YEAR ADJUSTMENTS 8,474$ 8,474$ ADDITIONAL APPROPRIATIONS Scheduled Vehicle and Equipment Replacements VR-13000 $ 1,847,460 Vehicle Replacement Fund Due to the Fleet Audit, the City has deferred the annual equipment replacement CIP for 3 years with FY 2013 being the first year we began funding the program. There are numerous pieces of equipment that are in high need of replacement based on their age, condition, downtime and impacts to the departments. This midyear request has been reviewed and approved by the Fleet Review Committee. The purchases include two flush trucks that operate 24/7 to maintain the sewer system and respond to overflows; an asphalt patch truck; a vacuum digging truck to provide non invasive excavation around gas, water and sewer lines; two lawn mowers to address the on-going mowing requirements at city facilities and the school play fields; a bobcat used for sidewalk maintenance; a skip loader and a small 4-wheel transport vehicle that can carry 2 staff plus toolsto support post- closure activities at the landfill. TOTAL VEHICLE REPLACEMENT FUND CIP MID-YEAR ADJUSTMENTS 1,847,460$ REDUCTION IN APPROPRIATIONS/TO CLOSE PROJECTS Utilities Customer Billing System Continuous Improvements TE-10001 (400,000)$ Various Enterprise Funds The projected costs to implement the legal and legislative requirements in the Utilities billing system were less than expected as a result of either satisfying these requirements internally; using an efficient yet scaled down approach; or legislation was postponed for further clarification and development. Similarly, enhancements and functionality related work was either satisfied using our internal resources; planned work was delayed as part of a change in strategic direction; or as a result of a change in business prioritization. The remaining funds are adequate to satisfy unforeseen work. Recurring Credit Card Payment TE-11003 (150,000)$ Various Enterprise Funds This project has been placed on hold due to insufficient SAP resources and competing priorities. Also, the SAP PMO team will be requesting a city-wide payment strategy that captures many of the City’s payment requirements TOTAL TECHNOLOGY FUND CIP MID-YEAR ADJUSTMENTS (550,000)$ VEHICLE REPLACEMENT FUND TECHNOLOGY FUND STORM DRAINAGE FUND 4 of 4 3/27/2013 - 1 -City of Palo Alto Fiscal Year 201ϯ ĚŽƉƚed Budget GS-13003Cooperatively-owned Backup Generators (COBUGs)NEW COOPERATIVELY-OWNED BACKUP GENERATORS (COBUGS) (GS-13003) CIP FACTS: • Project Type: Nonrecurring • Project Stage: Pre-Design • Est. Timeline: Spring 2013-Winter 2014 • Managing Department: Utilities IMPACT ANALYSIS: • Environmental: This project is categorically exempt from CEQA under Section 15301 • Design Elements: This project may be subject to staff-level ARB review. • Operating: This project will enable continued operation of the COBUG generating units Description: This project is to add emissions equipment to the Cooperatively-owned Backup Generators (COBUGs), four City-owned generators located at the Municipal Services Center. Justification: The COBUG generators are normally only run for testing purposes, but they have been a cost effective way of fulfilling the Local Resource Adequacy requirements imposed by the California Independent System Operator (CAISO), which require the electric utility to provide a certain amount of generating capacity in transmission- constrained areas. Supplemental Information: The generators are run by internal combustion engines fueled by natural gas, and are required to comply with new Federal Environmental Protection Agency (EPA) emissions rules for internal combustion engines by October 2013. Relationship to Comprehensive Plan Primary Connection • Element: Natural Environment • Section: Air Quality • Goal: N-5 • Policy: N-26 Expenditures FY 201ϯ FY 201ϰ FY 201ϱ FY 201ϲ FY 201ϳ Total Salaries and Benefits Design Costs Construction Costs $315,000 $315,000 Other Total Budget Request $315,000 $315,000 Revenues FY 201ϯ FY 201ϰ FY 201ϱ FY 201ϲ FY 201ϳ Total Gas Fund $315,000 $315,000 Total Sources of Funds $315,000 $315,000 ATTACHMENT A, EXHIBIT 2-A Page 1 of 1 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted GENERAL FUND Administrative Services Accountant 3.00 2.00 2.00 2.00 2.00 2.00 Acct Spec 11.00 8.00 7.00 7.00 7.00 7.00 Acct Spec‐Lead 5.00 5.00 5.00 5.00 5.00 5.00 Admin Assistant 0.93 0.93 0.93 0.93 1.00 1.00 Administrative Associate III 0.96 0.96 0.00 1.00 1.00 1.00 Asst Director Adm Svcs* 0.60 0.60 0.60 1.50 1.70 0.10 1.80 Budget Officer 0.00 0.00 0.00 1.00 0.00 0.00 Business Analyst 0.10 0.10 0.00 0.00 0.00 0.00 Buyer 1.95 1.95 1.95 1.95 1.95 1.95 Chief Budget Officer 1.00 1.00 1.00 1.00 0.00 0.00 Contracts Administrator 2.00 2.00 1.40 1.40 1.40 1.40 Deputy Dir Adm Svcs 0.80 0.80 0.80 0.00 0.00 0.00 Dir Adm Svcs/Chief Financial Officer* 0.50 0.50 0.50 0.50 0.50 0.05 0.55 Director, Office of Management and Budget 0.00 0.00 0.00 0.00 1.00 1.00 Graphic Designer 1.00 1.00 1.00 0.00 0.00 0.00 Mgr Accounting 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Pur & Cntr Admin 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Real Property 1.00 1.00 1.00 1.00 1.00 1.00 Payroll Analyst 2.00 2.00 2.00 2.00 2.00 2.00 Principal Financial Analyst 0.00 0.00 0.00 0.00 1.00 1.00 Sr. Accountant 4.00 3.00 3.00 3.00 3.00 3.00 Sr. Business Analyst 0.20 0.20 0.00 0.00 0.00 0.00 Sr. Financial Analyst 7.91 6.91 5.81 4.91 6.10 6.10 Storekeeper 1.00 0.00 0.00 0.00 0.00 0.00 Storekeeper‐L 1.00 1.00 1.00 1.00 1.00 1.00 Warehouse Supv 1.00 1.00 0.50 0.50 0.50 0.50 Total Administrative Services 48.95 41.95 37.49 37.69 39.15 0.15 39.30 City Auditor Admin Assistant 1.00 1.00 1.00 1.00 1.00 1.00 City Auditor 1.00 1.00 1.00 1.00 1.00 1.00 Performance Auditor 0.00 0.00 0.00 0.00 0.00 0.50 0.50 Sr. Performance Auditor 2.00 2.00 2.00 2.00 2.00 2.00 Total City Auditor 4.00 4.00 4.00 4.00 4.00 0.50 4.50 Community Services Admin Assistant 1.00 1.00 1.00 1.00 1.00 1.00 Administrative Associate I 2.50 2.00 0.00 0.00 0.00 0.00 Administrative Associate III 0.00 0.75 0.75 0.75 0.75 0.75 Arts & Culture Div Mgr 1.00 1.00 1.00 1.00 0.00 0.00 Assistant Director CSD 0.00 0.00 0.00 0.00 1.00 1.00 Bldg Serviceperson 4.00 4.00 2.00 2.00 2.00 2.00 Bldg Serviceperson‐L 2.00 2.00 2.00 2.00 2.00 2.00 Community Services Manager* 0.00 0.00 0.00 0.00 0.00 6.00 6.00 Community Services Senior Program Manager* 1.00 1.00 1.00 1.00 1.00 2.00 3.00 Community Services Superintendent* 1.00 1.00 1.00 1.00 0.00 2.00 2.00 Coord Child Care 1.00 1.00 0.00 0.00 0.00 0.00 Coord Rec Prog 5.00 5.00 4.50 4.00 4.00 4.00 Cub Ctr & Hum Svc Div Mgr 1.00 1.00 0.00 0.00 0.00 0.00 Page 1 of 9 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted Dir Comm Svcs 1.00 1.00 1.00 1.00 1.00 1.00 Division Manager, Recreations & Golf 1.00 1.00 1.00 1.00 1.00 1.00 Golf Cor Equip Mech 1.00 1.00 0.00 0.00 0.00 0.00 Golf Cor Mt Person 5.00 4.00 0.00 0.00 0.00 0.00 Inspector, Field Svc 2.00 2.00 2.00 2.00 2.00 2.00 Junior Museum & Zoo Educator 0.00 2.25 2.25 2.25 2.25 2.25 Management Assistant 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Arts* 2.00 2.00 2.00 2.00 2.00 (2.00) 0.00 Open Spc & Parks Div Mgr 1.00 1.00 1.00 1.00 1.00 1.00 Park Maint ‐ Lead 1.00 1.00 1.00 1.00 1.00 1.00 Park Maint Person 11.00 11.00 6.00 6.00 6.00 6.00 Park Ranger 5.00 5.00 5.00 5.00 5.00 5.00 Parks/Golf Crew‐Lead 3.00 3.00 2.00 2.00 2.00 2.00 Prod Arts/Sci Prog 12.50 13.00 12.00 12.00 11.75 11.75 Program Assistant I 12.00 7.75 7.50 7.50 7.50 7.50 Program Assistant II 3.00 3.00 3.00 3.00 3.00 3.00 Senior Management Analyst 1.00 1.00 1.00 1.00 1.00 1.00 Sprinkler Sys Repr 5.00 5.00 4.00 4.00 4.00 4.00 Sr Ranger 1.00 0.00 0.00 0.00 0.00 0.00 Supt Parks* 1.00 1.00 1.00 1.00 2.00 (2.00) 0.00 Supv Open Space* 1.00 2.00 2.00 2.00 2.00 (2.00) 0.00 Supv Parks* 1.00 1.00 1.00 1.00 1.00 (1.00) 0.00 Supv Rec Prog* 4.00 4.00 4.00 4.00 4.00 (3.00) 1.00 Theater Specialist 1.00 1.00 1.00 1.00 1.00 1.00 Volunteer Coord 0.50 0.50 0.50 0.50 0.50 0.50 Total Community Services 96.50 94.25 74.50 74.00 73.75 0.00 73.75 Human Resources Sr. Administrator Human Resources 5.00 5.00 5.00 5.00 5.00 (1.00) 4.00 Admin Assistant 1.00 1.00 1.00 1.00 1.00 1.00 Assistant Director Human Resources 1.00 1.00 1.00 1.00 1.00 1.00 Dir Human Resources 1.00 1.00 1.00 1.00 1.00 1.00 Human Resources Rep 2.00 2.00 2.00 2.00 2.00 1.00 3.00 Human Rsrce Asst Cnf 4.00 5.00 5.00 5.00 5.00 (1.00) 4.00 Management Analyst 0.00 0.00 0.00 0.00 0.00 0.00 Mgr Employee Relations 1.00 0.00 0.00 0.00 0.00 1.00 1.00 Senior Management Analyst 1.00 1.00 1.00 1.00 1.00 1.00 Total Human Resources 16.00 16.00 16.00 16.00 16.00 0.00 16.00 Library Admin Assistant 1.00 1.00 1.00 1.00 1.00 1.00 Assistant Director, Library Services 1.00 1.00 1.00 1.00 1.00 1.00 Business Analyst 0.00 1.00 1.00 1.00 1.00 1.00 Coord Library Prog 3.00 1.00 1.00 1.00 1.00 1.00 Dir Libraries 1.00 1.00 1.00 1.00 1.00 1.00 Division Head, Library Services 1.00 1.00 1.00 1.00 1.00 1.00 Librarian 5.00 5.00 5.00 5.00 5.00 5.00 Library Associate 4.00 4.00 4.00 4.00 5.00 5.00 Library Asst 5.50 5.50 5.50 5.50 5.50 5.50 Library Services manager 4.00 4.00 4.00 4.00 4.00 4.00 Library Specialist 8.00 8.00 8.00 8.00 7.00 7.00 Management Assistant 1.00 1.00 1.00 1.00 1.00 1.00 Page 2 of 9 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted Sr Librarian 9.25 8.75 7.75 7.75 7.75 0.50 8.25 Total Library 43.75 42.25 41.25 41.25 41.25 0.50 41.75 Planning and Community Environment Adm Pln & Comm Envrn 1.00 1.00 1.00 1.00 1.00 1.00 Admin Assistant 1.00 1.00 1.00 1.00 1.00 1.00 Administrative Associate I 2.00 2.00 1.00 1.50 1.00 1.00 Administrative Associate II 4.80 3.80 3.80 3.80 3.80 3.80 Administrative Associate III 1.00 1.00 1.00 1.00 1.00 1.00 Arborist 1.00 0.00 0.00 0.00 0.00 0.00 Assistant Director Planning & Comm Env 1.00 0.00 0.00 1.00 1.00 1.00 Assoc Engineer 1.00 1.00 1.00 1.00 1.00 1.00 Asst Build Official 1.00 1.00 1.00 1.00 1.00 1.00 Asst To City Mgr 0.00 0.00 0.05 0.00 0.00 0.00 Bldg Inspector 4.00 4.00 4.00 4.00 4.00 4.00 Bldg Inspector Spec 3.00 2.00 1.00 1.00 1.00 1.00 Bldg/Plg Technician 3.00 3.00 2.00 2.00 2.00 2.00 Chief Bld Official 1.00 1.00 1.00 1.00 1.00 1.00 Chief Plg Official 1.00 1.00 1.00 0.00 1.00 1.00 Chief Transp Off 0.00 0.00 1.00 1.00 1.00 1.00 Code Enforcement Off 2.00 2.00 2.00 2.00 2.00 2.00 Coor Trans Sys Mgmt 0.50 0.50 0.50 0.50 0.50 0.50 Deputy City Mgr Spec Proj 0.00 0.50 0.50 0.50 0.50 0.50 Development Center Manager 0.00 0.00 0.00 0.00 1.00 1.00 Development Project Coordinator III 0.00 0.00 0.00 0.00 3.00 3.00 Development Services Director 0.00 0.00 0.00 0.00 1.00 1.00 Dir Plan/Comm Envir 1.00 1.00 1.00 1.00 1.00 1.00 Engineer 1.00 1.00 1.00 1.00 1.00 1.00 Engr Tech II 1.00 1.00 1.00 1.00 1.00 1.00 Engr Tech III 0.00 0.00 0.00 0.00 0.00 0.00 Management Anslyst* 0.00 0.00 0.00 0.00 0.00 0.50 0.50 Mgr Economic Dev 1.00 1.00 1.00 0.00 0.00 0.00 Mgr Planning 2.00 2.00 2.00 2.00 1.00 1.00 Permit Specialist 1.00 0.00 0.00 0.00 0.00 0.00 Planner 6.00 6.05 5.75 5.75 3.75 3.75 Planning Arborist 0.00 1.00 1.00 0.00 0.00 0.00 Plans Check Engr 3.00 2.00 2.00 2.00 2.00 2.00 Plans Examiner 0.00 0.00 0.00 0.00 1.00 1.00 Project Engineer 1.00 1.00 1.00 1.00 1.00 1.00 Sr Planner 6.00 6.00 5.00 5.00 6.00 1.00 7.00 Supv Bldg Inspection 1.00 1.00 1.00 1.00 1.00 1.00 Transportation Manager 1.00 1.00 0.00 0.00 0.00 0.00 Total Planning and Community Environment 53.30 48.85 44.60 43.05 47.55 1.50 49.05 Public Safety 40‐Hr Training Captain 1.00 1.00 1.00 1.00 1.00 1.00 Admin Assistant 2.00 2.00 1.00 1.00 1.00 1.00 Administrative Associate II 7.00 7.00 7.00 7.00 7.00 7.00 Animal Control Off 4.50 4.50 4.50 4.50 4.50 (1.00) 3.50 Animal Services Spec 1.00 1.00 1.00 0.00 0.00 0.00 Animal Services Spec II 1.00 1.00 1.00 2.00 2.00 2.00 Assistant Police Chief ‐ Adv 1.00 1.00 1.00 1.00 1.00 1.00 Page 3 of 9 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted Battalion Chief 56‐Hour Workweek 3.00 3.00 3.00 3.00 3.00 3.00 Business Analyst 1.00 1.00 1.00 1.00 1.00 1.00 Code Enforcement Off 1.50 1.50 1.00 1.00 1.00 1.00 Comm Tech 1.00 1.00 1.00 1.00 1.00 1.00 Community Serv Offcr 9.00 9.00 8.50 8.50 8.50 8.50 Coord Pol Tech Svcs 1.00 1.00 1.00 1.00 1.00 1.00 Court Liaison Officer 1.00 1.00 1.00 1.00 1.00 1.00 Crime Analyst 1.00 2.00 1.00 1.00 1.00 1.00 Deputy Chief/Fire Marshall 0.84 0.84 0.84 0.84 0.84 0.84 Deputy Fire Chief 2.00 2.00 2.00 2.00 2.00 2.00 Emergency Medical Svc Chief 1.00 0.00 0.00 0.00 0.00 0.00 Emergency Services Director 0.00 0.00 0.00 1.00 1.00 1.00 EMS Data Specialist 0.00 0.00 0.00 0.00 1.00 1.00 EMS Manager 1.00 1.00 1.00 1.00 1.00 1.00 Fire Apparatus Op 30.00 30.00 30.00 30.00 30.00 30.00 Fire Captain 27.00 27.00 27.00 27.00 22.00 22.00 Fire Chief 1.00 1.00 1.00 1.00 1.00 1.00 Fire Fighter 45.00 45.00 45.00 45.00 41.00 41.00 Fire Fighter Emt 3.00 0.00 0.00 0.00 0.00 0.00 Fire Inspector 3.00 3.00 3.00 3.00 4.00 4.00 GIS Specialist 0.00 0.00 0.00 0.00 1.00 1.00 Haz Mat Inspector 1.90 1.90 1.90 1.90 1.90 1.90 Haz Mat Spec 0.95 0.95 0.00 0.00 0.00 0.00 OES Coordinator 1.00 1.00 1.00 1.00 1.00 1.00 Police Agent 19.00 19.00 19.00 19.00 19.00 19.00 Police Captain‐Adv 2.00 2.00 2.00 2.00 2.00 2.00 Police Chief‐Adv 1.00 1.00 1.00 1.00 1.00 1.00 Police Lieut‐Adv 5.00 5.00 5.00 5.00 5.00 5.00 Police Officer 51.00 50.00 49.00 49.00 49.00 49.00 Police Records Specialist ‐ Lead 1.00 1.00 1.00 1.00 1.00 1.00 Police Records Specialist II 9.00 7.00 6.00 6.00 6.00 6.00 Police Sergeant 14.00 14.00 14.00 14.00 14.00 14.00 Program Assistant 0.00 0.00 0.00 0.00 1.00 1.00 Program Assistant I 1.00 0.00 0.00 0.00 0.00 0.00 Program Assistant II 1.00 1.00 1.00 1.00 1.00 1.00 Program Coordinator 0.00 1.00 0.00 0.00 0.00 0.00 Property Evid Tech 2.00 2.00 2.00 2.00 2.00 2.00 Public Safety Disp 2.00 2.00 2.00 2.00 2.00 2.00 Public Safety Dispatcher ‐ Lead 5.00 5.00 5.00 5.00 5.00 5.00 Public Safety Dispatcher II 14.00 14.00 14.00 14.00 14.00 14.00 Senior Management Analyst 1.00 1.00 1.00 1.00 1.00 1.00 2.00 Supt Animal Services 1.00 1.00 1.00 1.00 1.00 1.00 Supv Animal Svcs 1.00 1.00 1.00 1.00 1.00 (1.00) 0.00 Supv Police Service 3.00 3.00 3.00 3.00 3.00 3.00 Veterinarian 1.00 1.00 1.00 1.00 1.00 1.00 Veterinarian Tech 2.00 2.00 2.00 2.00 2.00 2.00 Volunteer Coord 1.00 0.50 0.50 0.50 0.50 0.50 Total Public Safety 290.69 284.19 277.24 278.24 273.24 (1.00) 272.24 Public Works ‐ Enterprise Funds Accountant 0.00 0.23 0.23 0.23 0.40 0.40 Acct Spec 0.00 0.46 0.46 0.46 0.45 0.45 Page 4 of 9 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted Administrative Associate I 0.00 0.00 0.00 0.00 Administrative Associate II 3.00 3.20 3.20 3.20 2.15 2.15 Administrative Associate III 0.00 0.00 0.00 0.00 Administrator, Refuse 1.00 1.00 1.00 1.00 1.00 1.00 Airport Manager 0.00 0.00 0.00 0.00 1.00 1.00 Assistant Director, Environmental Services 0.00 0.00 0.00 1.00 1.00 1.00 Assoc Engineer 3.30 3.30 3.30 3.30 3.00 3.00 Assoc Planner 1.00 1.00 1.00 1.00 1.00 1.00 Asst Dir Public Wrks 0.75 0.75 0.75 0.75 0.30 0.30 Asst Mgr WQCP 1.00 1.00 1.00 2.00 2.00 2.00 Asst To City Mgr 0.00 0.00 0.10 0.10 0.10 0.10 Business Analyst 1.13 1.13 1.13 0.13 0.00 0.00 Buyer 1.00 1.00 1.00 1.00 1.00 1.00 Chemist 3.00 3.00 3.00 3.00 3.00 3.00 Chief Sustainability Officer 0.00 0.00 0.00 0.00 Coord Pub Wks Proj 0.00 0.00 0.00 1.00 1.00 1.00 Coord Zero Waste 2.00 2.00 2.00 2.00 2.00 2.00 Deputy Chief/Fire Marshall 0.08 0.08 0.08 0.08 0.08 0.08 Electrician 3.00 3.00 3.00 3.00 3.00 3.00 Electrician‐Lead 2.00 2.00 2.00 2.00 2.00 2.00 Eng Tech I 1.00 0.00 0.00 0.00 0.00 0.00 Engineer 1.10 1.00 1.00 1.00 1.00 1.00 Engr Tech III 1.50 1.40 1.40 1.40 1.30 1.30 Environmental Spec 2.00 2.00 2.00 2.00 2.00 2.00 Equip Operator 0.54 0.54 0.54 0.54 0.54 0.54 Executive Assistant 2.00 2.00 2.00 0.00 0.00 0.00 Haz Mat Inspector 0.04 0.04 0.04 0.04 0.04 0.04 Haz Mat Spec 0.02 0.02 0.00 0.00 0.00 0.00 Heavy Equip Oper 5.90 5.90 5.90 5.90 1.90 1.90 Heavy Equip Oper‐L 3.15 3.15 3.15 3.15 2.15 2.15 Ind Waste Inspec 1.00 2.00 2.00 2.00 2.00 2.00 Ind Waste Invtgtr 2.00 2.00 2.00 2.00 2.00 2.00 Laboratory Tech WQC 2.50 2.50 2.50 2.50 2.50 2.50 Landfill Technician 1.00 1.00 1.00 0.00 1.00 1.00 Maint Mech 7.00 7.00 7.00 7.00 7.00 7.00 Management Analyst 0.00 0.00 0.00 1.20 1.20 1.20 Mgr Env Control Prog 3.00 3.00 3.00 3.00 3.00 3.00 Mgr Envrn Compliance 1.00 1.00 1.00 0.00 0.00 0.00 Mgr Lab Services 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Maint Oper 1.38 1.38 1.38 1.38 1.00 1.00 Mgr Solid Waste 1.00 1.00 1.00 1.00 1.00 1.00 Mgr WQC Plant 1.00 1.00 1.00 1.00 1.00 1.00 Program Assistant I 2.00 2.00 2.00 2.00 2.00 (1.00) 1.00 Program Assistant II 1.00 1.00 1.00 1.00 1.00 1.00 2.00 Project Engineer 2.00 2.00 2.00 2.00 2.00 2.00 Project Manager 0.00 0.00 0.00 0.00 Refuse Disp Atten 4.00 4.00 4.00 4.00 0.00 0.00 Senior Management Analyst 0.10 0.10 0.10 0.10 0.05 0.05 Sr Chemist 1.00 1.00 1.00 1.00 1.00 1.00 Sr Mech 1.00 1.00 1.00 1.00 1.00 1.00 Sr Operator WQC 6.00 6.00 6.00 6.00 6.00 6.00 Sr. Accountant 0.00 0.23 0.23 0.23 0.30 0.30 Page 5 of 9 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted Sr. Business Analyst 0.00 0.00 0.00 0.00 0.13 0.13 Sr. Engineer 2.45 2.45 2.75 2.25 1.90 1.90 Sr. Financial Analyst 0.00 0.16 0.16 0.16 0.16 0.16 Sr. Industrial Waste Investigator 0.00 0.00 0.00 0.00 Sr. Technologist 0.13 0.13 0.13 1.13 1.13 1.13 St Maint Asst 2.00 2.00 2.00 2.00 2.00 2.00 St Sweeper Op 7.00 7.00 7.00 7.00 7.00 7.00 Storekeeper 1.00 1.00 1.00 1.00 1.00 1.00 Supt PW Opns 0.20 0.20 0.20 0.00 0.00 0.00 Supv Public Works 1.00 1.00 1.00 1.00 0.00 0.00 Supv WQC Oper 5.00 5.00 5.00 3.00 3.00 3.00 Surveying Asst 0.11 0.11 0.11 0.11 0.11 0.11 Surveyor, Public Wks 0.11 0.11 0.11 0.11 0.11 0.11 Sustainability Manager 0.00 0.00 0.00 0.00 0.00 0.00 Technologist 0.00 0.00 0.00 0.00 Traf Cont Maint I 0.06 0.06 0.06 0.06 0.06 0.06 Watershed Protection Manager 0.00 0.00 0.00 1.00 1.00 1.00 WQC Plt Oper II 16.00 16.00 16.00 17.00 17.00 17.00 Total Public Works ‐ Enterprise Funds 113.55 114.63 115.01 114.51 104.06 0.00 104.06 Utilities Accountant 0.00 0.75 0.75 0.75 0.60 0.60 Acct Spec 1.00 2.50 2.50 2.50 2.55 2.55 Admin Assistant 1.00 1.00 1.00 1.00 1.00 1.00 Administrative Associate I 2.00 2.00 2.00 2.00 2.00 2.00 Administrative Associate II 7.00 7.00 7.00 7.00 7.00 7.00 Assistant Director Utilities Engineering 1.00 1.00 1.00 1.00 1.00 1.00 Assistant Director Utilities Operations 1.00 1.00 1.00 1.00 1.00 1.00 Assistant Director Utl Cust Support Svs 1.00 1.00 1.00 1.00 1.00 1.00 Assoc Res Planner 1.00 2.00 0.00 0.00 0.00 0.00 Asst Dir Ut/Res Mgmt 1.00 1.00 1.00 1.00 1.00 1.00 Asst Director Adm Svcs 0.00 0.00 0.00 0.10 0.00 0.00 Asst To City Mgr 0.00 0.00 0.35 0.35 0.35 0.35 Business Analyst 2.87 2.87 2.87 4.87 5.87 5.87 Cathodic Protection Technician Assistant 0.00 1.00 1.00 1.00 1.00 1.00 Cathodic Tech 1.00 1.00 1.00 1.00 1.00 1.00 Cement Finisher 1.00 1.00 1.00 1.00 1.00 1.00 Communications Mgr 0.00 0.00 1.00 1.00 1.00 1.00 Contracts Administrator 1.00 1.00 1.00 1.00 1.00 1.00 Coord Util Saf & Sec 1.00 1.00 1.00 1.00 1.00 1.00 Coord Utility Proj 4.00 4.00 5.00 4.00 4.00 4.00 Cust Srv Specialist‐L 1.00 2.00 2.00 2.00 2.00 2.00 Cust Svc Represent 5.00 5.00 5.00 5.00 5.00 5.00 Cust Svc Spec 2.00 2.00 2.00 2.00 2.00 2.00 Deputy Chief/Fire Marshall 0.08 0.08 0.08 0.08 0.08 0.08 Deputy Dir Adm Svcs 0.20 0.20 0.20 0.00 0.00 0.00 Dir Adm Svcs/Chief Financial Officer 0.15 0.15 0.15 0.15 0.25 0.25 Dir Utilities 1.00 1.00 1.00 1.00 1.00 1.00 Elec Asst I 5.00 5.00 5.00 5.00 4.00 4.00 Elec Undgd Inspec 2.00 2.00 2.00 2.00 2.00 2.00 Electric Project Engineer 1.00 1.00 2.00 2.00 2.00 2.00 Electric Underground Inspector ‐ Lead 1.00 1.00 1.00 1.00 1.00 1.00 Page 6 of 9 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted Electrician 14.00 14.00 14.00 14.00 14.00 14.00 Electrician‐Lead 6.00 6.00 6.00 6.00 6.00 6.00 Engineer 4.00 4.00 4.00 4.00 4.00 4.00 Engr Mgr ‐ Electric 1.00 1.00 1.00 1.00 1.00 1.00 Engr Mgr ‐ WGW 1.00 1.00 1.00 1.00 1.00 1.00 Engr Tech III 3.00 3.00 3.00 3.00 3.00 3.00 Equip Operator 2.00 1.00 1.00 1.00 1.00 1.00 Gas System Tech 2.00 1.00 2.00 2.00 2.00 2.00 Gas System Technician II 0.00 1.00 1.00 1.00 1.00 1.00 Haz Mat Inspector 0.06 0.06 0.06 0.06 0.06 0.06 Haz Mat Spec 0.03 0.03 0.00 0.00 0.00 0.00 Heavy Equip Oper 10.00 10.00 9.00 9.00 8.00 8.00 Inspector, Field Svc 4.00 4.00 4.00 4.00 5.00 5.00 Lineper/Cable Spl 11.00 11.00 11.00 11.00 11.00 11.00 Lineper/Cable Spl‐L 4.00 4.00 4.00 4.00 4.00 4.00 Maint Mech 1.00 1.00 1.00 0.00 0.00 0.00 Maintenance Mechanic‐Welding 1.00 1.00 1.00 2.00 2.00 2.00 Manager Energy Risk 1.00 1.00 1.00 0.00 0.00 0.00 Marketing Eng 1.00 1.00 1.00 1.00 1.00 1.00 Meter Reader 6.00 6.00 6.00 6.00 6.00 6.00 Meter Reader‐Lead 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Cust Svc & Meter Reading 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Electric Oprns 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Util Mkt Svcs 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Util Oprns WGW 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Util Telecomm 1.00 1.00 1.00 1.00 1.00 1.00 Offset Equip Op 0.00 0.00 0.48 0.48 0.48 0.48 OH UG Troubleman 0.00 0.00 0.00 0.00 2.00 2.00 Planner 0.00 0.00 0.30 0.30 0.30 0.30 Power Engr 2.00 2.00 3.00 3.00 3.00 3.00 Program Assistant I 3.00 3.00 3.00 3.00 3.00 3.00 Project Engineer 6.00 6.00 5.00 5.00 5.00 5.00 Project Mgr 0.75 0.75 0.75 0.75 0.75 0.75 Resource Planner 4.00 4.00 5.00 5.00 5.00 5.00 Restoration Lead 0.00 1.00 1.00 1.00 1.00 1.00 Senior Management Analyst 1.00 1.00 1.00 1.00 1.00 1.00 Sr Mech 1.00 1.00 1.00 1.00 1.00 1.00 Sr Mkt Analyst 1.00 1.00 1.00 1.00 1.00 1.00 Sr Util Field Svc Rep 1.00 1.00 1.00 1.00 1.00 1.00 Sr Water Sys Oper 2.00 2.00 2.00 2.00 2.00 2.00 Sr. Accountant 0.00 0.75 0.75 0.75 0.70 0.70 Sr. Business Analyst 1.00 1.00 2.00 2.00 2.00 2.00 Sr. Deputy City Attorney 0.00 0.00 1.00 1.00 1.00 1.00 Sr. Electric Project Engineer 4.00 4.00 4.00 4.00 4.00 4.00 Sr. Financial Analyst 0.00 0.60 1.10 1.60 1.40 1.40 Sr. Performance Auditor 0.00 0.00 1.00 1.00 1.00 1.00 Sr. Project Engineer 4.00 4.00 4.00 4.00 4.00 4.00 Sr. Resource Originator 1.00 1.00 0.00 0.00 0.00 0.00 Sr. Resource Planner 6.00 6.00 7.00 7.00 7.00 7.00 Sr. Technologist 0.87 0.87 0.87 0.87 0.87 0.87 Storekeeper 2.00 2.00 2.00 2.00 2.00 2.00 Page 7 of 9 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted Supervising Electric Project Engineer 2.00 2.00 1.00 1.00 1.00 1.00 Supervising Project Engineer 0.00 0.00 1.00 1.00 1.00 1.00 Supv Water Trans 1.00 1.00 1.00 1.00 1.00 (1.00) 0.00 Supv WGW 5.00 5.00 5.00 5.00 5.00 (5.00) 0.00 Sustainability Manager 0.00 0.00 0.00 0.00 0.00 0.00 Tree Maint Person 1.00 1.00 1.00 1.00 1.00 1.00 Util Acct Rep 3.00 3.00 3.00 4.00 4.00 4.00 Util Comp Tech 2.00 2.00 2.00 2.00 2.00 2.00 Util Comp Tech‐L 1.00 1.00 1.00 1.00 1.00 1.00 Util Credit/Col Spec 1.00 1.00 1.00 1.00 1.00 1.00 Util Engr Estimator 6.00 6.00 5.00 4.00 5.00 5.00 Util Fld Svcs Rep 7.00 5.00 5.00 5.00 5.00 5.00 Util Install/Rep 11.00 11.00 12.00 12.00 12.00 12.00 Util Install/Rep Ast 1.00 1.00 1.00 1.00 1.00 1.00 Util Install/Rep‐L 5.00 5.00 5.00 5.00 5.00 5.00 Util Locator 3.00 3.00 3.00 3.00 3.00 3.00 Utilities Supervisor 0.00 0.00 0.00 0.00 0.00 6.00 6.00 Util Syst Oper 5.00 5.00 5.00 5.00 5.00 5.00 Utilities Compliance Manager 0.00 0.00 1.00 1.00 1.00 1.00 Utilities Supervisor 5.00 5.00 5.00 5.00 5.00 5.00 Utility Key Account Rep ‐ S 3.00 3.00 3.00 3.00 3.00 3.00 Utl Install Repair Lead‐Welding Cert 2.00 2.00 2.00 2.00 2.00 2.00 Utl Install Repair‐Welding Cert 3.00 3.00 3.00 3.00 3.00 3.00 Warehouse Supv 0.00 0.00 0.50 0.50 0.50 0.50 Water Sys Oper II 5.00 4.00 4.00 4.00 4.00 4.00 Wtr Mtr Crs Cn Tec 2.00 2.00 3.00 3.00 3.00 3.00 Total Utilities 238.01 241.61 250.71 251.11 253.76 0.00 253.76 Information Technology Admin Assistant 0.07 0.07 0.07 1.07 1.00 1.00 Administrative Associate II 1.00 1.00 1.00 0.00 0.00 0.00 Administrative Associate III 0.04 0.04 0.00 0.00 0.00 0.00 Asst Director Adm Svcs* 0.40 0.40 0.40 0.40 0.30 (0.10) 0.20 Business Analyst 0.90 0.90 1.00 1.00 1.00 1.00 Chief Information Officer 1.00 1.00 1.00 1.00 1.00 1.00 Desktop Technician 5.00 5.00 5.00 5.00 5.00 5.00 Dir Adm Svcs/Chief Financial Officer* 0.35 0.35 0.35 0.35 0.25 (0.05) 0.20 Information Technology Security Manager 0.00 0.00 0.00 0.00 1.00 1.00 Management Analyst 0.00 0.00 0.50 0.50 1.00 1.00 Mgr IT 3.00 3.00 3.00 3.00 4.00 4.00 Sr. Business Analyst 1.80 1.80 2.00 2.00 2.00 2.00 Sr. Financial Analyst 0.09 0.09 0.09 0.09 0.00 0.00 Sr. Technologist 13.00 13.00 13.00 13.00 12.00 12.00 Technologist 4.00 4.00 3.00 3.00 3.00 3.00 Total Information Technology 30.65 30.65 30.41 30.41 31.55 (0.15) 31.40 Page 8 of 9 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted Special Revenue Acct Spec 0.00 0.00 0.50 0.50 0.50 0.50 Administrative Associate II 0.20 0.20 0.20 0.20 0.20 0.20 Community Serv Offcr 0.00 0.00 0.50 0.50 0.50 0.50 Management Analyst* 0.00 0.00 0.00 0.00 0.50 (0.50) 0.00 Planner 1.00 0.95 0.95 0.95 0.95 0.95 Total Special Revenue 1.20 1.15 2.15 2.15 2.65 (0.50) 2.15 * Change is to correct the Table of Organization only.  Funding was transferred in the Fiscal Year 2013 adopted budget. Page 9 of 9 *NOT YET APPROVED* 130221 sh 0140085 1 Resolution No. ____ Resolution of the Council of the City of Palo Alto Amending the 2011- 2013 Compensation Plan for Management and Professional Personnel Adopted by Resolution No. 9282 to Change the Title of Two Positions, Change the Salary for Two Positions, Correct the Salary Sheet for Three Positions, Correct the Grade Code for One Position and Eliminate One Position The Council of the City of Palo Alto RESOLVES as follows: SECTION 1. Pursuant to the provisions of Section 12 of Article III of the Charter of the City of Palo Alto, the 2011-2013 Compensation Plan for Management and Professional Personnel, adopted by Resolution No. 9282 is hereby amended to change the title of two positions, change the salary for two positions, correct the salary sheet for three positions, correct the grade code for one position and eliminate one position, as set forth in Exhibit “A”, attached hereto and incorporated herein by reference, effective with the pay period including April 8, 2013. 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: ___________________________ ______________________________ City Attorney City Manager _____________________________ Director of Administrative Services ____________________________ Chief People Officer *NOT YET APPROVED* 130221 sh 0140085 2 EXHIBIT A Management/Professional Compensation Plan Changes – Effective April 8, 2013 Job Code Classification Title Grade Code Control Point Approx. Annual Hourly 43 Supervisor, Animal Services (elimination) 47 6,836.04 82,032.45 39.44 101 Human Resources Representative (title and salary change reclass for HR Assistant) 49 6,495.05 77,940.55 37.47 45 Mgr, Employee Relations and Training (title and salary change for one Sr. HR Administrator) 31 10,249.60 122,995.23 59.13 154 Community Services Manager (salary sheet correction) 42 7,767.98 93,215.78 44.82 169 Community Services Senior Program Manager (salary sheet correction) 41 7,955.44 95,465.30 45.90 83 Community Services Superintendent (salary sheet correction) 34 9,501.54 114,018.53 54.82 146 Warehouse Supervisor (grade code correction) 47 6,836.04 82,032.45 39.44 City of Palo Alto (ID # 3442) Finance Committee Staff Report Report Type: Meeting Date: 3/5/2013 City of Palo Alto Page 1 Summary Title: FY 2013 Midyear BAO Title: Finance Committee Recommendation Regarding Adoption of Budget Amendment Ordinance Amending the Budget for Fiscal Year 2013 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 A) which includes: a) Proposed midyear adjustments to the Fiscal Year 2013 Budget for the General Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds, and Capital Improvement Projects Fund (Exhibit 1) b) Fiscal Year 2013 Midyear CIP Adjustments (Exhibit 2) c) Amendments to the Fiscal Year 2013 Table of Organization (Exhibit 3) 2) Resolution of the Council of the City of Palo Alto Amending the 2011-2013 Compensation Plan for Management and Professional Adopted by Resolution No. 9282 to Change the Title of Two Positions, Change the Salary for Two Positions, Salary Sheet Corrections for Three Positions, Grade Code Correction for One Position and Eliminate one Position (Attachment B), which includes: a) Management/Professional Compensation Plan Changes (Exhibit 1) The following are attached as informational items; no action is required on these items: 1) General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009- City of Palo Alto Page 2 2013 (Attachment C) 2) Fiscal Year 2013 Midyear Capital Improvement Program Projects Status Report (Attachment D) 3) Continuous Capital Projects Expenditures for Fiscal Years 2009-2013 (Attachment E) Motions Motion to recommend to the City Council to adopt the Budget Amendment Ordinance (BAO) for the proposed midyear adjustments to the Fiscal Year 2013 budget for the General Fund, Capital Improvement Projects Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds as listed in Attachment A. Motion to recommend to the City Council to adopt the resolution amending the 2012-2013 Compensation Plan for Management and Professional employees. Executive Summary The documents attached summarize and outline changes to the City’s Fiscal Year 2013 budget. As revenues and expenditures may vary from the original budget plan, changes become necessary. These require amendments to department budgets which the Finance Committee reviews and responds to staff’s recommendation for approval. Due to differences in preparation timelines, some minor adjustments proposed in this report are not reflected in the Long Range Financial Forecast (LRFF). The General Fund began Fiscal Year 2013 began with a $27.7 million Budget Stabilization Reserve balance which was 18.15 percent of the operating budget expenditures. Subsequent to the Fiscal Year 2013 budget adoption, Council has approved BAOs totaling $0.56 million which reduced the BSR to $27.2 million. As a result of better than expected revenue income, midyear adjustments result in a $3.2 million supplement to the General Fund BSR. The midyear budget adjustments reflect a projected $4.2 million revenue increase and a $1 million increase in expense. These changes will result in a projected $30.4 million BSR balance, or 19.88 percent of adopted expenditures. This level is above the target level of 18.5 percent of total operating expenditures. Background This report summarizes proposed changes to the Fiscal Year 2013 Adopted Budget and reports financial activity through December 31, 2012. Where possible, budget changes are held until the midyear report is presented to Council in an effort to consolidate information and City of Palo Alto Page 3 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 A, Exhibit 1. The Midyear CIP Program Project Status report (Attachment C) provides the Finance Committee with information on the status of the City’s CIP projects as of December 31, 2012. Discussion Citywide Changes Management & Professional Training Funds On September 4, 2012, Council adopted the updated Management/Professional compensation plan which reduced development funds from $1,500 to $500 for each employee. To continue addressing management development needs the reduction, $1,000/employee, was transferred to the non-salary category and will be used at the Department Head discretion. In some instances, Management/Professional staff full-time equivalents (FTEs) are split between various funds and/or departments to where the employee provides support. To allow the Department Head a more development discretion over reports in their department, the funds were reallocated to the employees “home” fund/department. Retiree Medical Fund The final actuarial study by Bartel & Associates was completed subsequent to budget adoption. The final report includes Council’s recommended changes for the study’s actuarial assumptions – specifically the amortization method, asset smoothing, and the actuarial load (see Staff Report ID#2655 and the final report under ID#3010). In total, the midyear budget reflects a $114 thousand decrease in the Citywide actuarial required contribution (ARC) towards retiree medical health benefit. Of this decrease, there is a $40 thousand decrease in the General Fund, a $67 thousand decrease in Enterprise Funds, and a $7 thousand decrease in the Internal Service Funds. For the detail of these changes, please refer to Attachment A, Exhibit 1. General Fund Midyear Financial Report In Fiscal Years 2011 and 2012, revenues have exceeded projections by 5.1 percent and 9.2 percent, respectively. The second quarter continues to show positive revenue results for the General Fund. The discussion under General Fund Revenue provides detail of the changes in revenue which net to $4.2 million of revenue improvements; a 2.9 percent combined increase in Sales, Property, Transient Occupancy, and Documentary Transfer Taxes. Detail for revenue and expense changes can be found in Attachment A, Exhibit 1. City of Palo Alto Page 4 General Fund Revenue Sales Tax Fiscal Year 2013 sales tax revenue is estimated at $23.4 million, an increase of $0.8 million above the Adopted Fiscal Year 2013 budget and the highest since Fiscal Year 2001 when actual revenue was $25.8 million. The increase is due to robust performance in the electronic equipment, apparel stores, restaurants, and service station sectors. Receipts in the first quarter of Fiscal Year 2013 are 6.7 percent above the prior year’s first quarter, supporting this forecast. Property Tax Fiscal Year 2013 property tax revenue is projected at $27.9 million, an increase of $0.6 million above the Adopted Fiscal Year 2013 budget. This represents a new high for this category, up from the previous high of $26.5 million realized in Fiscal Year 2012. The increase is attributable to better than expected receipts from unsecured property taxes and motor vehicle in-lieu fee and reduction in county administrative fee due to the California Supreme Court’s decision that Triple Flip and motor vehicle in-lieu amounts cannot be used in determining the county administrative fee in administrating the property tax collection. Transient Occupancy Tax (TOT) The Fiscal Year 2013 TOT revenues are projected to reach $10.4 million, an increase of $0.8 million or 8.8 percent above the Adopted Fiscal Year 2013 budget and $0.8 million or 8.0 percent over the prior year’s actual receipts. This represents a new high for this category; the previous highest amount was $9.4 million realized in Fiscal Year 2001, prior to a 2 percent increase in the tax. With increased business activity and visitors to Palo Alto, staff is adjusting the budget forecast upward. Average occupancy and daily rates, respectively, have surged from City of Palo Alto Page 5 79.1 percent and $165.72 per day in Fiscal Year 2012 to an average of 83.4 percent and $176.77 per day for the first five months of Fiscal Year 2013. Utility Users’ Tax (UUT) UUT revenues are expected to be $10.8 million, an increase of $0.1 million above the Fiscal Year 2013 adopted budget, just $9 thousand below the amount received in Fiscal Year 2012 and below the $11.3 million high received in Fiscal Year 2010. The forecast increase is attributable to an unexpectedly large payment from a major phone carrier and is expected to be a one-time increase. Documentary Transfer Tax Fiscal Year 2013 revenues are projected to be $6.8 million, an increase of $1.7 million over the Adopted Fiscal Year 2013 budget, of which $1.6 million is one-time. This is a record setting forecast attributable to a small number of high value commercial property sales. The previous highest receipt was $5.8 million in Fiscal Year 2007 and average receipt over the last decade was $4.8 million. Charges for Services Proposed midyear changes in this category net to a revenue decrease of $66 thousand. The main drivers of this change are $0.1 million is attributed to revenue adjustments from Animal Services (per Staff Report #3001), $8 thousand from a small increase for property easement revenue received but not budgeted, and a $0.2 million increase for Fire Department Plan Check Services. Actual revenues received for Fire Department Plan Check services in the first quarter alone account for 64 percent of the entire fiscal year’s budgeted revenue. Staff anticipates continued positive revenue trends as development activity remains strong. Permits and Licenses Proposed midyear changes in this category total a revenue increase of $79 thousand. This is due to a $53 thousand increase in Public Works’ Street Open Permits based on the current revenue trend and an increase of $26 thousand in Police Animal Services due to Council action (Staff Report #3001) authorizing a fee increase for dog licenses. Return on Investment Interest earnings for Fiscal Year 2013 is forecasted to be $0.8 million, a decrease of $0.2 million or 19.3 percent. The Federal Open Market Committee remains committed to keeping interest rates at exceptionally low levels. As higher-yielding maturing investments are re-invested in a historically low interest rate environment, General Fund interest earnings continue to steadily decline. From Other Agencies A $13 thousand revenue increase is proposed in this category. The Fire Department has received a $5 thousand grant from the State of California Environmental Protection Agency to City of Palo Alto Page 6 implement an electronic reporting system and the Community Services Department received an $8 thousand grant from the Arts Council of Silicon Valley for course instruction for studio art programs and artistic services for art exhibitions. Artistic services will include honorariums for art lectures, workshops, and contribution of art. Both of these department increases are correspondingly offset by expense augmentations as listed in this report. Charges to Other Funds A $40 thousand revenue reduction is proposed in this category to reflect the reduced revenue from Utilities for surveying and inspection services. Utilities staff now provides these services, which had been provided by Public Works staff in the past. This change reduces the reimbursement to the General Fund. Other Revenue Proposed midyear changes in this category total $56 thousand. The Community Services Department received a donation of $40 thousand from the Friends of the Children’s Theater, which will be used for contract services to include show directors, choreographers, lighting designers, set designers, and musicians. Another $2 thousand is from donations to the Library from California Pizza Kitchen, Gordon Biersch, and the Parents’ Club of Palo Alto and Menlo Park. An increase of $7 thousand is due to the sale of salvage, $7 thousand is due to increased revenue from Treasury administration. Operating Transfers In The General Fund will receive reimbursements from the following funds for providing certain services: A $0.2 million transfer from the public donations fund to support of Animal Services. This was included as part of the Animal Services Placeholder plan that was approved by Council in August 2012 (Staff Report #3001). Transfers of $15 thousand from the Capital Projects Fund (CIP project PL-12000 Transportation and Parking Improvements) and $30 thousand from the College Terrace Parking Permit Fund will be made for temporary salaries to administer the parking permit programs. City of Palo Alto Page 7 General Fund Expense Overtime Analysis The Community Services Department has expended $58 thousand, or 63 percent of the department’s overtime by the end of the second quarter, compared to 44 percent for the same period last fiscal year. The main driver of this year’s expense is department backfill for extended staff absences due to workplace injury (approximately four months). The Fire Department has expended $0.983 million in overtime as of the end of the second quarter, which accounts for 61 percent of the department’s overtime budget. This is $1.1 million less than the same period during Fiscal Year 2012. This significant reduction in overtime is a direct result of the elimination of minimum staffing requirements and the closure of Station 7. The Department implemented several operational changes in the first two quarters that have contributed to decreased overtime usage, including regular staffing of Medic 2 rather than covering with overtime. The main factors contributing to Fiscal Year 2013 overtime expenses were minimum apparatus staffing for Engine 2 while the Department evaluates the effects of flexible staffing models and staffing shortages due to vacation and sick leave. Additional overtime factors include Station 8 staffing ($0.27 million) and Stanford football and soccer games. Overtime expense exceeding budget is reimbursed through the Stanford Fire agreement at a rate of 30.3 percent and reported as department revenue. City of Palo Alto Page 8 The Planning and Community Environment Department has expended $37 thousand, or 56 percent of its annual overtime budget, compared to 42 percent the same time the prior year. Overtime usage increased from last year primarily due a higher level of participation at after- hours public meetings, particularly related to the Rail Corridor and Buena Vista Mobile Park projects. Other projects requiring additional overtime include 395 Page Mill, 101 Lytton Gateway, Edgewood, Comprehensive Plan Amendments, California Avenue Streetscape, support of the Below Market Rate and other housing programs, and attendance at Bicycle Advisory Commission meetings. The Police Department has expended $765 thousand in overtime as of the end of the second quarter, which accounts for 79 percent of the department’s overtime budget. This is $81 thousand less than the same period of Fiscal Year 2012. The main factors contributing to overtime were staffing shortages due to vacancies in patrol and the 9-1-1 dispatch center, and providing traffic control at numerous special events including Stanford football and soccer games, and increased burglary suppression efforts during the first two quarters. The Department 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. The Public Works Department has spent $84 thousand of its $113 thousand Fiscal Year 2013 overtime budget, or 75 percent, as of the end of the second quarter. Overtime primarily resulted from standby and call-out hours in Trees, Facilities, and Operations due to facilities installations, repairs, and maintenance that cannot be done during normal business hours; custodial evening training oversight; street work on California Avenue; oversight of construction projects activities at Civic Center and MSC- Building C; and response to flooding late in December. Contingency Accounts The City Council, City Manager, City Attorney, and Human Resources Offices have contingency accounts. There are also contingency accounts for Innovation and Special Events which are used at the discretion of the City Manager. The changes and balances in those accounts are discussed below. City Council Contingency The account had a beginning balance of $0.25 million in Fiscal Year 2013, and retains the same balance as of this report. City of Palo Alto Page 9 City Manager Contingency The account had a beginning balance of $0.25 million in Fiscal Year 2013, and has a balance of $0.18 million as of this report. A total of $73 thousand has been used for the following:  $25 thousand to Sponsor the Palo Alto Chamber of Commerce Leadership Program  $25 thousand for a Study on Fire Services for Stanford  $10 thousand for City Staff Appreciation Event  $8 thousand for Executive delegation to China, Shanghai & Hangzhou  $5 thousand for Employee Service awards City Attorney Contingency The account had a beginning balance of $0.25 million in Fiscal Year 2013, and retains the same balance as of this report. Human Resources Contingency The account had a beginning balance of $50 thousand in Fiscal Year 2013, and retains the same balance as of this report. Innovation Contingency The account had a beginning balance of $0.1 million in Fiscal Year 2013, and has a balance of $0.1 million as of this report. Special Events Contingency This is a new contingency in Fiscal Year 2013. The beginning balance was $50 thousand and as of midyear, $9 thousand remains in this account. A total of $41 thousand has been used for the following:  $17 thousand for the International Film Festival  $8 thousand for Bike Palo Alto  $16 thousand for the Holiday Tree and Decorations Department Budget Adjustments Staff proposes the following department budget adjustments. Salary and benefits for all position changes are prorated effective March 19, 2013. City Attorney’s Office City of Palo Alto Page 10 Staff proposes an adjustment for the retiree medical ARC and for management development funds, totaling $2 thousand. City Auditor’s Office A proposed $11 thousand augmentation is proposed for this department. This consists of $18 thousand for the addition of a 0.5 FTE Performance Auditor and $1 thousand from the transfer of management training budgets to departments. These increases are partially offset by a reduction of $8 thousand for temporary salaries. City Clerk’s Office Staff proposes a $46 thousand augmentation, which includes $26 thousand for contracted minute transcription and $20 thousand for an automated system to track Form 700 and campaign disclosure requirements. Administrative Services The Department anticipates an increase in revenue of $66 thousand due to transfers in from the parking district and CIP and the increase of revenue budgets to reflect actuals. Budget augmentations of $0.2 million are proposed, resulting in a net $0.1 million budget impact to include the following:  $1 thousand reduction of expense due to an adjustment to Medical Retiree ARC.  $45 thousand for temporary salaries to administer parking permit programs.  $10 thousand due to the transfer of management training budgets to departments.  $64 thousand for bankcard service charges for investments and banking. The final accrual payment was not processed for Fiscal Year 2012; therefore the budget is short one payment in Fiscal Year 2013.  $46 thousand for contract services in the Purchasing division for a contract worker to assist with the library project.  $50 thousand for contract services in the Purchasing division for a quantitative data analysis. Community Services Department (CSD) Staff proposes a $116 thousand augmentation, which is offset by a $48 thousand revenue increase. The net budget impact is $68 thousand, which includes:  $8 thousand grant from Santa Clara County Arts and corresponding expense for art course instruction.  $40 thousand donation from Friends of the Palo Alto Theater and corresponding expense for contract personnel for Children’s Theater.  $2 thousand reduction of expense due to an adjustment of Medical Retiree ARC.  $38 thousand to cover increasing Enjoy! Catalog production costs, as well as a Summer Camp supplement.  $2 thousand for the uncollected portion of funds for the replacement of two turf mowers. City of Palo Alto Page 11  $30 thousand for an online ticketing system for Children’s Theater which is transferred to the Tech Fund to be implemented by the Information Technology Department. Fire Proposed department changes result in a net General Fund contribution of $0.2 million, which includes:  $5 thousand increase in revenue and corresponding expense for a grant from the Environmental Protection Agency.  $231 thousand in additional revenue from Plan Check Fees due to robust activity in development services.  $15 thousand for Fire Chief relocation expenses.  $2 thousand reduction of expense due to the transfer of management training budgets to departments.  $26 thousand reduction of expense from an adjustment to Medical Retiree ARC. Human Resources The Human Resources Department proposed changes result in a $11 budget augmentation due to:  $3 thousand increase for the reclassification of 1.00 FTE Human Resource Assistant Confidential to Human Resource Representative.  $9 thousand increase for the reclassification of 1.00 FTE Sr. Human Resources Administrator to Manager, Employee Relations.  $1 thousand reduction of expense from an adjustment in Medical Retiree ARC. Library Staff proposes a net budget augmentation of $27 thousand, which includes:  $2 thousand in one-time revenue and corresponding expense due to donations from Gordon Biersch, California Pizza Kitchen, and the Parents’ Club of Palo Alto & Menlo Park.  $27 thousand to increase a Senior Librarian position from 0.5 FTE to 1 FTE. Planning and Community Environment Staff proposes a net $0.1 million augmentation that consists of:  $75 thousand to replenish contract services budget used for a wireless study and a hazmat study. Both studies were approved by Council, but budgets were not provided at that time.  $49 thousand for the addition of 1.0 FTE Senior Planner. This position was eliminated during the Fiscal Year 2013 budget process. Subsequent experience indicated that this position is necessary for the operations of PCE. City of Palo Alto Page 12 Police Police Department budget adjustments net to a General Fund contribution of $0.4 million, which is offset by the Animal Services Placeholder that was included in the General Fund Non- Departmental budget. These changes related to the placeholder are outlined in staff’s presentation of Proposed Revenue Increases and Expense Reductions for Animal Services, which was approved by Council (Staff Report #3001). The Department’s proposed changes include:  $175 thousand revenue increase from Animal Services donations.  $170 thousand additional revenue from Animal Services permits and licenses.  $105 thousand reduction in salary and benefits for Animal Services.  $49 thousand increase of expense for the addition of 1.0 FTE Senior Administrator.  $2 thousand increase of expense due to the transfer of management training budgets to departments.  $18 thousand reduction of expense due to an adjustment in Medical Retiree ARC. Public Works Staff proposes a $14 thousand revenue increase and a $32 thousand budget augmentation, resulting in an $18 thousand budget impact. Changes include:  $40 thousand decreased revenue from surveying and inspection services, which are now provided either by contractors or by Utilities staff.  $54 thousand increased revenue to reflect actual increases in revenue this year from street open permits.  $61 thousand reduction of expense for supplies, janitorial, and maintenance due to the delayed opening of Mitchell Park facilities.  $60 thousand increase for infrastructure cost estimates engineering support for possible ballot measure.  $30 thousand increase due to the transfer of management training budget to departments.  $2 thousand increase due to an adjustment of Medical Retiree ARC. Operating Transfers Out The following proposed transfers from the General Fund to other funds are as follows:  $0.43 million reduction in transfers for Golf Course Improvement refinancing of Certificates of Participation, accompanied by a corresponding increase in General Expense.  $62 thousand increase in transfers to the Technology Fund for the General Fund’s portion of SAP license increases, for automation of Form 700 Statement of Economic Interests, required to be completed by the State of California, and for implementation of online ticketing for Children’s Theater.  $2 thousand increase in transfers to the Vehicle Replacement Fund for the purchase of turf mowers. The amount of the transfer covers the gap between what has been City of Palo Alto Page 13 collected for replacement to date and the expected purchase price. Enterprise Funds The Fiscal Year 2013 Midyear Budget Summaries (Attachment A, Exhibit 1) provide a financial report of the Enterprise Funds as of midyear. The details of changes related to the Enterprise Fund Capital Improvement Program are discussed later in this report. City’s Enterprise Funds midyear adjustments are discussed below. Budget impacts for Water-Gas-Wastewater Supervisor positions and title change to Utilities Supervisor are included in this report to reflect potential budget changes and amendments to the Table of Organization. These changes will become effective when the Utilities Management and Professional Association of Palo Alto (UMPAPA) Memorandum of Agreement (MOA) is approved by Council. The Human Resources Department anticipates requesting Council approval of the MOA in a separate report once a tentative agreement is signed Electric Fund Net reserve addition: $8.5 million Retiree Medical ARC Impact: -$32 thousand Electric commodity purchases are lowered by $6.9 million to reflect the most current forecasted electric commodity costs. Major contributors to the budget reduction include a delay in the online start date for one renewable energy project and savings in transmission costs over the original budget forecast. A net revenue increase of $36 thousand is the result of 1) revenues from hydro resources in the ancillary services markets have been greater than projected; and 2) reduced carbon allowance revenue is due to lower than anticipated auction prices. A transfer of $0.3 million from the Technology Fund represents a return of funding from CIP projects TE-10001 Utilities Customer Billing System Continuous Improvements, and TE-11003 Recurring Credit Card Payment. The projected costs of TE-10001 were less than anticipated. Project TE-11003 has been postponed indefinitely due to a lack of SAP resources and competing priorities. A transfer of $0.1 million to the Technology Fund represents the Electric Fund’s share of the City’s payment to SAP for licensing charges. City of Palo Alto Page 14 Various capital projects within the Electric Fund are either reduced, or are completed and closed (see Attachment A, Exhibit 1). As a result, $1.4 million is returned to Electric Fund reserves. Fiber Optics Fund Net reserve reduction: $2 thousand A transfer of $1 thousand from the Technology Fund represents a return of funding from CIP projects TE-10001 Utilities Customer Billing System Continuous Improvements, and TE-11003 Recurring Credit Card Payment. The projected costs of TE-10001 were less than anticipated. Project TE-11003 has been postponed indefinitely due to a lack of SAP resources and competing priorities. A transfer of $4 thousand to the Technology Fund represents the Fiber Optics Fund’s share of the City’s payment to SAP for licensing charges. A reduction in salaries and benefits is due to the transfer of management training funds to department budgets. Gas Fund Net reserve addition: $0.7 million Retiree Medical ARC Impact: -$15 thousand Gas commodity purchases are lowered by $0.8 million to reflect the delay of increases in Pacific Gas and Electric’s (PG&E) local gas transmission costs. The increases of these costs are delayed pending a review by the California Public Utilities Commission (CPUC). Revenue is decreased by $461 thousand due to a reduction in gas retail sales stemming from lower gas supply transportation cost, which correspondingly results in a reduced charge to customers. A transfer of $0.1 million from the Technology Fund represents a return of funding from CIP projects TE-10001 Utilities Customer Billing System Continuous Improvements, and TE-11003 Recurring Credit Card Payment. The projected costs of TE-10001 were less than anticipated. Project TE-11003 has been postponed indefinitely due to a lack of SAP resources and competing priorities. City of Palo Alto Page 15 A transfer of $39 thousand to the Technology Fund represents the Gas Fund’s share of the City’s payment to SAP for licensing charges. A transfer of $58 thousand to the Vehicle Replacement Fund represents the funding gap between previously collected replacement costs and the purchase price of an asphalt patch truck. A reduction of $16 thousand is due to an adjustment to Retiree Medical ARC and the transfer of training funds to department budgets. An increase of $17 thousand is due to the change of Water-Gas-Wastewater (WGW) Supervisor to Utilities Supervisor per the Management Compensation Plan. A new project, COBUG upgrade, is proposed at $0.3 million. Various capital projects within the Gas Fund are either reduced, or are completed and closed (see Attachment A, Exhibit 1). As a result, $0.7 million is returned to Gas Fund reserves. Wastewater Collection Fund Net reserve addition: $0.1 million Retiree Medical Impact: -$5 thousand A transfer of $34 thousand from the Technology Fund represents a return of funding from CIP projects TE-10001 Utilities Customer Billing System Continuous Improvements, and TE-11003 Recurring Credit Card Payment. The projected costs of TE-10001 were less than anticipated. Project TE-11003 has been postponed indefinitely due to a lack of SAP resources and competing priorities. A transfer of $16 thousand to the Technology Fund represents the Wastewater Collection Fund’s share of the City’s payment to SAP for licensing charges. A transfer of $0.4 million to the Vehicle Replacement Fund represents the purchase cost of a Hydro Excavator, for which no replacement costs have been collected, and to fund the gap between previously collected replacement costs and the purchase price for two new VacCon trucks. City of Palo Alto Page 16 An increase of $11 thousand is due to the change of Water-Gas-Wastewater (WGW) Supervisor to Utilities Supervisor per the Management Compensation Plan. A reduction of $5 thousand is due to an adjustment to Retiree Medical ARC and the transfer of training funds to department budgets. Various capital projects within the Wastewater Collection Fund are either reduced, or are completed and closed (see Attachment A, Exhibit 2). As a result, $0.5 million is returned to Wastewater Collection Fund reserves. Water Fund Net reserve addition: $4.9 million Retiree Medical ARC Impact: -$9 thousand A transfer of $64 thousand from the Technology Fund represents a return of funding from CIP projects TE-10001 Utilities Customer Billing System Continuous Improvements, and TE-11003 Recurring Credit Card Payment. The projected costs of TE-10001 were less than anticipated. Project TE-11003 has been postponed indefinitely due to a lack of SAP resources and competing priorities. A transfer of $38 thousand to the Technology Fund represents the Water Fund’s share of the City’s payment to SAP for licensing charges. An increase of $21 thousand is due to the change of Water-Gas-Wastewater (WGW) Supervisor to Utilities Supervisor per the Management Compensation Plan. A reduction of $9 thousand is due to an adjustment to Retiree Medical ARC and the transfer of training funds to department budgets. Various capital projects within the Water Fund are either reduced, or are completed and closed (see Attachment A, Exhibit 2). As a result, $4.9 million is returned to Water Fund reserves. Airport Fund Net reserve addition: $1 thousand City of Palo Alto Page 17 Retiree Medical ARC Impact: -$1 thousand A reduction of $1 thousand is due to an adjustment for management development funds. Refuse Fund Net reserve reduction: $29 thousand Retiree Medical ARC Impact: -$2 thousand A transfer of $63 thousand from the Technology Fund represents a return of funding from CIP projects TE-10001 Utilities Customer Billing System Continuous Improvements, and TE-11003 Recurring Credit Card Payment. The projected costs of TE-10001 were less than anticipated. Project TE-11003 has been postponed indefinitely due to a lack of SAP resources and competing priorities. A transfer of $30 thousand to the Technology Fund represents the Refuse Fund’s share of the City’s payment to SAP for licensing charges. A transfer of $70 thousand to the Vehicle Replacement Fund is for the purchase of an all-terrain vehicle and replacement of a skip loader. $15 thousand of this transfer is for the adding an all- terrain vehicle to the fleet and $15 thousand represents the portion of the purchase price that was under-collected for replacement of the skip loader. A reduction of $8 thousand is due to an adjustment to Retiree Medical ARC and the transfer of training funds to department budgets. Storm Drainage Fund Net reserve addition: $11 thousand OPEB ARC Impact: -$1 thousand A transfer of $13 thousand from the Technology Fund represents a return of funding from CIP projects TE-10001 Utilities Customer Billing System Continuous Improvements, and TE-11003 Recurring Credit Card Payment. The projected costs of TE-10001 were less than anticipated. Project TE-11003 has been postponed indefinitely due to a lack of SAP resources and competing priorities A transfer of $6 thousand to the Technology Fund represents the Storm Drainage Fund’s share of the City’s payment to SAP for licensing charges. City of Palo Alto Page 18 Reductions of $3 thousand are due to Retiree Medical ARC adjustments and the transfer of training funds to department budgets. Wastewater Treatment Fund Net reserve addition: $1 thousand OPEB ARC Impact: -$3 thousand A transfer of $15 thousand to the Technology Fund represents the Storm Drainage Fund’s share of the City’s payment to SAP for licensing charges. Reductions of $16 thousand are due to Retiree Medical ARC adjustments and the transfer of training funds to department budgets. Internal Service Funds Information Technology The budget impact of proposed changes to the Information Technology Fund is $0.8 million. Budget adjustments are noted below:  $50 thousand revenue increase from CSD and the City Clerk departments for implementing online ticketing for Children’s Theater and automation of the Fair Political Practices Form 700. Expense increases correspondingly for the implementation of these projects is noted in the department budgets.  $0.3 million revenue increase from other funds to cover their allocated costs for additional SAP licenses.  $0.3 million expense increase for additional SAP licenses, as authorized by Council.  $80 thousand expense increase for SAP maintenance.  $75 expense increase for additional Civica features for internet, intranet, and Development Services.  $0.6 million increased transfer out for the return of funding from CIP projects TE-10001 Utilities Customer Billing System Continuous Improvements, and TE-11003 Recurring Credit Card Payment to their original funding sources. The projected costs of TE-10001 were less than anticipated. Project TE-11003 has been postponed indefinitely due to a lack of SAP resources and competing priorities  Reduced expense of $6 thousand from a medical retiree ARC adjustment and the transfer of management training budgets to departments. City of Palo Alto Page 19 Vehicle Replacement Fund Staff proposed midyear changes result in a $1.3 million draw from the Vehicle Replacement Fund reserves. Budget adjustments are noted below:  $0.6 million revenue increase from department vehicle purchases.  $35 thousand expense increase to cover the cost of the Fleet Organizational Study which was originally not fully budgeted.  $1.8 million capital expense increase purchase of vehicles (see CIP section below).  $4 thousand expense reduction due to adjustments of Medical Retiree ARC. Print and Mail Fund Proposed adjustments to this fund are minimal and net to $200 and result from the transfer of management development funds and an increase for SAP licensing.000 Special Revenue Funds Law Enforcement Services Fund 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. 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 Fiscal Year 2013, the City has received an allocation of $0.1 million in COPS grant funding. Staff Report #3391 outlined the following uses for this funding: Tactical Thermal Binoculars, Replacement Electronic Control Devices (Tasers), Two-way Authentication Equipment, Cell Phone Analyzer Equipment, Crime Prevention Software, Additional Equipment for the Designated Rifle Officer Program, a Crisis Negotiation Team Phone Console, and a Law Enforcement Personnel Training System. The associated budget adjustments are included in the midyear report. City of Palo Alto Page 20 University Avenue Parking District Transfers out from the fund of $0.1 million are to reimburse the General Fund for one-half of the repairs to Lot J. Residential Parking Permit Fund A transfer of $30 thousand is made to the General Fund to provide temporary staff for parking support services. Debt Service Funds Golf Course Debt Service Fund In August 2011, the City entered into a master lease-purchase agreement with JP Morgan Chase Bank, N.A. Proceeds, together with the COPs reserve funds, were deposited into an escrow account to redeem all of the COPs in the aggregate amount of $3.7 million. The 1998 Golf Course COPs were fully redeemed and the lease-purchase activity will reside in the General Fund. Capital Improvement Program Adjustments to the City’s 2013 Capital Improvement Plan are noted in Exhibit 1, 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 the Infrastructure Blue Ribbon Commission (IBRC). Highlights of CIP changes are as follows: General Fund Street Maintenance- CIP-PE-86070 The City received a check in the amount of $91,260 from McNellis Partners for the median (Alma Village) for reimbursement for work that was performed by a City contractor per agreement with the private developer. The contract was funded from PE-86070 and WS-11004. The work has been completed and reimbursement was received by the City. This adjustment will reimburse those projects ($84,295 for PE-86070 and $6,965 for WS-11004). City of Palo Alto Page 21 Sustainability Contingency- AS-10001 The remaining $0.1 million in the project will be returned to the Infrastructure Reserve. This project was originally intended to provide funding for elements of General Fund CIP projects which support the City’s sustainability policy. However, the appropriation set aside for this project was not utilized. Furniture and Technology for Library Projects- LB-11000 From Fiscal Year 2011 to Fiscal Year 2013, a total of $6.0 million was appropriated for purchase of furniture, equipment and technology for the Measure N library bond projects. Funding of $2.375 million for this project has been received by the Palo Alto Library Foundation. Original cost estimates for this project were initially too high. The appropriation is being reduced by $3.625 million to reflect the amount actually received. Transportation and Parking Improvements- PL-12000 Reduce funding by $0.015 million. This amount will be transferred to the General Fund to cover temporary salaries related to the administration of parking permit programs. Mitchell Park Library and Community Center New Construction- PE-09006 Increase funding by $0.24 million. The current construction contractor for the Mitchell Park Library and Community Center (MPLCC) project has failed to perform the work in an acceptable, timely and well-coordinated manner. According to the latest project schedule the facility will open a year and a half behind the original schedule due to numerous issues and impasses and Public Works is not confident the contractor will complete all or portions of the work in a timely, coordinated, cost-efficient or acceptable manner. Public Works Engineering wishes to enter into an on-call construction contract to provide task order construction services for the MPLCC project to ensure a completed project in the event the current contractor does not perform. Enterprise Funds Consistent with the recommendations of the City Auditor’s Utilities Reserves Audit, the Utilities Department is disencumbering funds for several projects as part of an ongoing effort to improve CIP project management and budgeting for projects. Electric Fund SCADA System Upgrade- EL-02010 City of Palo Alto Page 22 Reduce funding by $0.14 million. It is projected that this project will be completed by the end of Fiscal Year 2013. The cost for upgrading of the SCADA system came in below estimated amounts and these funds are not required. Electric Utility GIS- EL-02011 Reduce funding by $0.05 million. The original project scope has been essentially completed, and these funds are not required. Middlefield / Colorado 4/12 kV Conversion- EL-09002 Reduce funding by $0.04 million. The project has been completed, and these funds are not required. Reconductor 60kV OH Transmission System- EL-11015 Reduce funding by $0.4 million. The scope of work for this project has been reduced because of the uncertainty related to the construction of the Performing Arts Center (and related buildings) and the impact this construction will have on the existing transmission line in the area. Electric Vehicle Charging Infrastructure- EL-11016 Reduce funding by $0.117 million. The project has been completed, and these funds are not required. Hopkins Substation Rebuild- EL-12003 Reduce funding by $0.25 million. Staff is reevaluating the need and timing of this upgrade. The work at Colorado and Hopkins Substations are somewhat related due their proximity to one another and impact to the overall area electric service master plan. Preliminary load projections indicate that this work will not be required before Fiscal Year 2015. Funding for this project or any iteration of such shall be resubmitted for approval. Colorado 20/21 - Transformer Replacements- EL-13005 Reduce funding by $0.1 million. Staff is reevaluating the need and timing of this upgrade. The work at Colorado and Hopkins Substations are somewhat related due their proximity to one another and impact to the overall area electric service master plan. Preliminary load projections indicate that this work will not be required before Fiscal Year 2015. Funding for this project or any iteration of such shall be resubmitted for approval. City of Palo Alto Page 23 Communications System Improvements- EL-89031 Reduce funding by $0.3 million. This continuous improvement project for the communication system has been placed on hold due to higher priority projects and limited staffing. Gas Fund Cooperatively-Owned Backup Generators (COBUG Upgrade) - GS-13003 This is a new project with funding of $0.315 million added in this midyear action. This project is to add emissions equipment to the Cooperatively-owned Backup Generators (COBUGs), four City-owned generators. The generators are required to comply with new Federal Environmental Protection Agency (EPA) emissions rules for internal combustion engines by October 2013. Gas Main Replacement Project 18- GS-08011 Reduce funding by $0.25 million. The construction phase of this project has been completed and funds not required are being returned to the reserves. Gas Main Replacement Project 22- GS-12001 Reduce funding by $0.468 million. This project has been deferred to Fiscal Year 2015. Gas main replacement projects 19B/20/21 will begin in the second half of Fiscal Year 2013 and will take approximately three years to complete. Wastewater Collection Fund Wastewater Collection System Rehab/Aug. Project 20- WC-07004 Reduce funding by $0.15 million. The construction phase of this project has been completed and funds not required are being returned to the reserves. Wastewater Collection System Rehab/Aug. Project 21- WC-08012 Reduce funding by $0.08 million. The construction phase of this project has been completed and funds not required are being returned to the reserves. Wastewater Collection System Rehab/Aug. Project 26- WC-13001 Reduce funding by $0.31 million. The design phase of this project is deferred to Fiscal Year 2014 due to construction of Wastewater Collection System Rehab/Aug. projects 24 & 25 in Fiscal Year 2013. Water Fund Water Supply System Improvements- WS-11004 City of Palo Alto Page 24 The City received a check in the amount of $91,260 from McNellis Partners for the median (Alma Village) for reimbursement for work that was performed by a City contractor per agreement with the private developer. The contract was funded from PE-86070 and WS-11004. The work has been completed and reimbursement was received by the City. This adjustment will reimburse those projects ($84,295 for PE-86070 and $6,965 for WS-11004). Water Recycling Facilities- WS-07001 Reduce funding by $0.2 million. The recycled water project has experienced significant delays and remains in the environmental review process. There are sufficient funds to complete the environmental documents. Until the environmental documents are complete and the project financial plan has been approved, surplus funds are not required and are being returned. Emergency Water Supply Project- WS-08002 Reduce funding by $1.0 million. The El Camino reservoir construction is 65% complete. Mayfield Pump Station construction is 75% complete. Rehabilitation construction for existing wells is 90% complete. There is sufficient budget encumbered and available to complete the remaining projects. Water Main Replacement Project 22- WS-08017 Reduce funding by $0.142 million. This project has been completed and no additional work is planned. Remaining funds are being returned to the reserves. Water Main Replacement Project 24- WS-10001 Reduce funding by $0.2 million. The construction contract has been awarded including contingency for any unforeseen work outside of scope. Remaining funds are being returned to the reserves. Water Main Replacement Project 25- WS-11000 Reduce funding by $2.74 million. This project has been deferred to Fiscal Year 2014. Water main replacement projects 23 and 24 are scheduled to be completed in Fiscal Year 2014. The bid for Project 25 is scheduled to go out in the beginning of Fiscal Year 2015. Water Main Replacement Project 26- WS-12001 Reduce funding by $0.305 million. The design phase of this project has been deferred to Fiscal Year 2014 in conjunction with the delay of Water Main Replacement Project 25. City of Palo Alto Page 25 Vacuum Excavation Equipment- WS-11001 Reduce funding by $0.275 million. The purchase of this equipment is being included in VR- 13000 within the Vehicle Replacement Fund. Storm Drainage Fund Storm Drain System Replacement and Rehabilitation- SD-06101 The City received a reimbursement of $8,474 from the Association of Bay Area Governments (ABAG) for installation of a trash capture device. Internal Service Funds Vehicle Replacement and Maintenance Fund Scheduled Vehicle and Equipment Replacements- VR-13000 Increase funding by $1.8 million. Due to the Fleet Audit, the City has deferred the annual equipment replacement CIP for 3 years with Fiscal Year 2013 being the first year we began funding the program. There are numerous pieces of equipment that are in high need of replacement based on their age, condition, downtime and impacts to the departments. This midyear request has been reviewed and approved by the Fleet Review Committee. The purchases include two flush trucks that operate 24/7 to maintain the sewer system and respond to overflows; an asphalt patch truck; a vacuum digging truck to provide non-invasive excavation around gas, water and sewer lines; two lawn mowers to address the on-going mowing requirements at city facilities and the school play fields; a bobcat used for sidewalk maintenance; a skip loader and a small 4-wheel transport vehicle that can carry 2 staff plus tools to support post-closure activities at the landfill. Technology Fund Utilities Customer Billing System Continuous Improvements- TE-10001 Reduce funding by $0.4 million. The projected costs to implement the legal and legislative requirements in the Utilities billing system were less than expected. Funds are being returned to various Enterprise Funds which were the original funding sources. Recurring Credit Card Payment- TE-11003 Reduce funding by $0.15 million. This project has been placed on hold due to insufficient SAP resources and competing priorities. Funds are being returned to various Enterprise Funds which were the original funding sources. Fiscal Year 2013 Midyear Capital Improvement Program Projects Status Report City of Palo Alto Page 26 This report provides the Finance Committee with information on the status of the City’s Capital Improvement Program (CIP) projects as of December 31, 2012. 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 D. In the attached matrix (Attachment E), 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 Fiscal Year 2013, 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, 2012 and illustrates how much progress was made. Three distinct phases are utilized, as follows: Phase Activities Pre-Design Preparation of a feasibility study; Development of a City of Palo Alto Page 27 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 D), 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, 2012 (Attachment E). Table of Organization Changes The proposed adjustments to the Table of Organization (Attachment A, Exhibit 3) include the following: FY 2013 Midyear Position Change Fund Summary FY 2013 Adopted FY 2013 Midyear Change FY 2013 Adjusted General Fund 578.06 1.65 579.71 Enterprise Fund 357.82 0.00 357.82 Other Funds 78.47 (0.65) 77.82 Total 1014.35 1.00 1015.35 City of Palo Alto Page 28 General Fund  City Auditor’s Office o Add 0.50 FTE Performance Auditor  Administrative Services Department o Reallocate 0.10 FTE Assistant Director, Administrative Services from Other Funds - Information Technology * o Reallocate 0.05 FTE Director Adm Svcs/ Chief Financial Officer from Other Funds - Information Technology *  Community Services Department o Title change 2.00 FTE from Supt Parks to Community Services Superintendent o Title change 2.00 FTE from Mgr Arts to Community Services Senior Program Manager o Title change 2.00 FTE from Supv Open Space to Community Services Manager o Title change 1.00 FTE from Supv Parks to Community Services Manager o Title change 3.00 FTE from Supv Rec Prog to Community Services Manager  Human Resources Department o Reclassify 1.00 FTE Human Resources Asst Conf to Human Resources Representative o Reclassify 1.00 FTE Sr. Administrator Human Resources to Mgr, Employee Relations  Library Services Department o Increase Sr. Librarian from 0.50 FTE to 1.00 FTE  Planning & Community Environment Department o Add 1.00 FTE Senior Planner o Reallocate 0.50 FTE Management Analyst from Other Funds - Special Revenue Funds*  Police Department o Add 1.00 FTE Senior Management Analyst o Eliminate 0.50 FTE Animal Control Officer o Reduce Animal Control Officer from 1.00 FTE to 0.50 FTE o Eliminate 1.00 FTE Animal Services Supervisor Enterprise Funds  Utilities Department o Title change 1.00 FTE Supervisor Water Transmission to Utilities Supervisor o Title change 5.00 FTE WGW Supervisor to Utilities Supervisor Other Funds  Special Revenue Fund o Reallocate 0.50 FTE Management Analyst to General Fund – Planning & Community Environment * City of Palo Alto Page 29  Technology Fund o Reallocate 0.10 FTE Assistant Director, Administrative Services to General Fund – Administrative Services o Reallocate 0.05 FTE Director Adm Svcs/Chief Financial Officer to General Fund – Administrative Services * Change is to correct the Table of Organization only. Funding was adjusted in the Fiscal Year 2013 adopted budget. Resource Impact Adoption of the attached ordinance will allow for adjustments to the Fiscal Year 2013 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 $30.4 million. The Capital Fund Infrastructure Reserve is projected to end with a balance of $14.0 million, an increase of $3.5 million. The projected ending Rate Stabilization Reserve total for all Enterprise funds increases by $14.2 million. Policy Implications These recommendations are consistent with existing City policies. Environmental Assessment This is not a project under Section 21065 for purposes of the California Environmental Quality Act (CEQA). Attachments:  Attachment A - Midyear Budget Amendment Ordinance (BAO) (PDF)  Attachment A, Exhibit 1 - Proposed Fiscal Year 2013 Midyear Adjustments (PDF)  Attachment A, Exhibit 2 - Fiscal Year 2013 Midyear CIP Adjustments (PDF)  Attachment A, Exhibit 2-A- Cooperatively-Owned Backup Generators (GS-13003) CIP Project (PDF)  Attachment A, Exhibit 3 - Amendments to Fiscal Year 2013 Table of Organization (PDF) City of Palo Alto Page 30  Attachment B - Resolution of the Council of the City of Palo Alto Amending the 2011- 2013 Compensation Plan for Management and Professional (PDF)  Attachment C - General Fund CIP Project Expenditures For FYs 2009-2013 (PDF)  Attachment D - Fiscal Year 2013 Midyear CIP Project Status Report (PDF)  Attachment E - Continuous Capital Projects Expenditures for Fiscal Years 2009-2013 (PDF) ATTACHMENT A Page 1 of 3 ORDINANCE NO. ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET FOR THE FISCAL YEAR 2013 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 18, 2012 did adopt a budget for fiscal year 2013, including a Table of Organization describing the staffing for each department; and B. After reviewing the current budgeted revenues and expenditures for Fiscal Year 2013, 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 WGW Supervisor to Utilities Supervisor, title change from Supervisor Water Transmissions to Utilities Supervisor, title change from Superintendent Parks to Community Services Superintendent, title change Manager Arts to Community Services Senior Program Manager, title change Supervisor Open Space to Community Services Manager, title change Supervisor Recreation Programs to Community Services Manager, add 0.50 FTE Performance Auditor, add 0.50 FTE Senior Librarian, add 1.0 FTE Senior Planner, add 1.0 FTE Senior Management Analyst, reclassify 1.0 FTE Senior Administrator Human Resources to Manager, Employee Relations, reduce 1.0 FTE Animal Control Officer, reduce 1.0 Animal Services Supervisor; and D. City Council authorization is needed to amend the fiscal year 2013 budget as hereinafter set forth. SECTION 2. The General Fund Budget Stabilization Reserve is hereby increased by the sum of Three Million One Hundred Ninety- Seven Thousand Eight Hundred Sixty-Eight Dollars ($3,197,868), as described in Exhibit 1. As a result of this change, the Budget Stabilization Reserve will change to Thirty Million Three Hundred Seventy-Four Thousand Dollars ($30,374,000). SECTION 3. The Capital Fund Infrastructure Reserve is hereby increased by the sum of Three Million Four Hundred Sixty Three Thousand Five Hundred Fifty-Seven Dollars ($3,463,557), as described in Exhibit 1. As a result of this change, the Infrastructure Reserve will change to Fourteen Million Two ATTACHMENT A Page 2 of 3 Hundred Forty Three Thousand Five Hundred Seventy Dollars ($14,243,570). SECTION 4. The Supply Rate Stabilization Reserve in the Electric Fund is hereby increased by the sum of Six Million Eight Hundred Ninety Six Thousand Seven Hundred Seventy Dollars ($6,896,770) as described in Exhibit 1. SECTION 5. The Distribution Rate Stabilization Reserve in the Electric Fund is hereby increased by the sum of One Million Five Hundred Sixty-Two Thousand Two Hundred Eighty-Six Dollars ($1,562,286) as described in Exhibit 1. SECTION 6. The Rate Stabilization Reserve in the Fiber Optics Fund is hereby increased by the sum of One Thousand Seven Hundred Fifty-Seven Dollars ($1,757) as described in Exhibit 1. SECTION 7. The Supply Rate Stabilization Reserve in the Gas Fund is hereby decreased by the sum of Three Hundred Fifty-Seven Thousand Three Hundred Eighty-Seven Dollars ($357,387) as described in Exhibit 1. SECTION 8. The Distribution Rate Stabilization Reserve in the Gas Fund is hereby decreased by the sum of Three Hundred Sixty Thousand One Hundred Sixty-Three Dollars ($360,163) as described in Exhibit 1. SECTION 9. The Rate Stabilization Reserve in the Wastewater Collection Fund is hereby increased by the sum of One Hundred Thirty-Three Thousand Ninety-Nine Dollars ($133,099) as described in Exhibit 1. SECTION 10. The Rate Stabilization Reserve in the Water Fund is hereby increased by the sum of Four Million Eight Hundred Seventy-Three Thousand Three Hundred Twenty-Six Dollars ($4,873,326) as described in Exhibit 1. SECTION 11. The Rate Stabilization Reserve in the Refuse Fund is hereby decreased by the sum of Twenty Eight Thousand Nine Hundred Thirty-Six Dollars ($28,936) as described in Exhibit 1. SECTION 12. The Rate Stabilization Reserve in the Storm Drainage Fund is hereby increased by the sum of Ten Thousand Five Hundred Thirty-Eight Dollars ($10,538) as described in Exhibit 1. SECTION 13. The Rate Stabilization Reserve in the Wastewater Treatment Fund is hereby increased by the sum of One Thousand Two Hundred Ninety-Six Dollars ($1,296) as described in Exhibit 1. SECTION 14. The reserve balance in the Airport Fund is hereby increased by the sum of One Thousand Dollars ($1,000) as described in Exhibit 1. ATTACHMENT A Page 3 of 3 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. 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 17. 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 18. 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 19. 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: ____________________________ ____________________________ 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 2013 MIDYEAR FINANCIAL REPORT GENERAL FUND (in thousands) BUDGET ACTUALS (as of 12/31/12) Adopted Adjusted Midyear Midyear Pre % Midyr Categories Budget Budget Budget Changes Encumbr Encumbr Actual  Budget  Revenues & Other Sources Sales Tax 22,545        22,545      23,364            819              ‐              ‐             7,805           33% Property Tax 27,306        27,306      27,912            606              ‐              ‐             9,813           35% Transient Occupancy Tax 9,591          9,591        10,439            848              ‐              ‐             4,519           43% Utility Users Tax 10,731        10,731      10,825            94                 ‐              ‐             5,296           49% Documentary Transfer Tax 5,078          5,078        6,800              1,722           ‐              ‐             3,090           45% Other Taxes and Fines 2,058          2,058        2,058              ‐              ‐             1,086           53% Charges for Services 23,682        23,682      23,616            (66)               ‐              ‐             8,717           37% Permits & Licenses 6,614          6,614        6,693              79                 ‐              ‐             3,888           58% Return on Investment 959             959            774                  (185)             ‐              ‐             415              54% Rental Income 12,640        12,640      12,640            ‐              ‐             6,451           51% From Other Agencies 157             157            170                  13                 ‐              ‐             30               18% Charges To Other Funds 10,874        10,874      10,834            (40)               ‐              ‐             5,530           51% Other Revenues 1,188          1,188        1,244              56                 ‐              ‐             774              62% Total Revenues 133,423     133,423    137,369          3,946           ‐              ‐             57,415        42% Operating Transfers‐In 18,995        18,995        19,215              220                ‐                ‐             9,498           49% Encumbrances and Reappropriation 4,386        4,386              ‐                From Infrastructure Reserve  ‐              ‐                   ‐                ‐                Total Sources of Funds 152,418     156,804    160,970          4,166           ‐              ‐             66,912        43% Expenditures & Other Uses City Attorney 2,436          2,789        2,791              2                  70              391            1,075           55% City Auditor 965             1,009        1,020              11                 ‐             55               481              53% City Clerk 1,558          1,583        1,609              26                12              10               529              34% City Council 465             500            501                  1                   ‐             108            172              56% City Manager 2,578          3,075        3,075              ‐              192            104            1,115           46% Administrative Services 7,156          7,379        7,593              214             62              109            3,290           46% Community Services 21,893        22,412      22,496            84                130            2,507         10,405         58% Public Safety 59,914        60,790      60,711            (79)              255            908            28,351         49% Human Resources 2,982          3,024        3,035              11                 ‐             88               1,333           47% Library 6,996          7,634        7,662              28                9                691            3,096           50% Planning and Community Environment 11,111        12,170      12,294            124             201            830            4,910           48% Public Works 13,947        14,513      14,545            32                820            732            6,099           53% Non‐Departmental (1,108)         (1,223)       (346)                877              ‐              ‐             527               ‐152% Cubberly Lease 7,133          7,133        7,133              ‐               ‐              ‐             3,505           49% Total Expenditures 138,026     142,788    144,119          1,331          1,751         6,532         64,889        51% Operating Transfers‐Out 14,782        14,962        14,599              (363)               ‐                ‐             7,357           50% Total Uses of Funds 152,808     157,750    158,718          968             1,751         6,532         72,246        51% Net Surplus/(Deficit) (390)            (946)          2,252              3,198           Budget Amendments Authorized by Council: BAO 5163 ‐ Development Center furnishing 191            191                   BAO 5174 ‐ EKG monitors CIP (FD‐12000) 180            180                   BAO 5177 ‐ Infrastructure measure polling 90              90                     BAO 5186 ‐ Infrastructure measure outreach 95              95                     Total Augmentations Authorized by Council ‐              556            556                   ‐               Net Surplus/(Deficit) Excluding BAOs (390)            (390)          1,696              3,198           BSR Balance 27,732        27,176      30,374            3,198           BSR % of Total Use of Funds (A) 18.15% 17.78% 19.88% (A) FY 2012 closed with a $4.4 million surplus. As a result, $7.7 million was transferred to the infrastructure  reserve leaving the BSR beginning balance at $28.1 million, or 18.5 percent, to start FY 2013. 1 of 23 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 118,906 118,906 118,942 36 58,223 49% Interest Income 3,635 3,635 3,635 1,698 47% Other Income 12,718 12,718 12,981 263 3,975 31% Reapprop/Encumbrances 19,169 19,169 0% Total Sources 135,259 154,428 154,727 299 - - 63,896 47%** Uses of Funds Utility Purchases 72,991 73,054 66,193 (6,861) 100 30,711 47% Salaries & Benefits 11,522 11,520 11,486 (34) 5,300 46% Contract Services 4,389 6,481 6,481 3 2,620 1,141 58% Supplies and Materials 805 818 818 20 32 263 39% Facility and Equipment Purchases 44 44 44 0% General Expenses 4,508 6,864 6,864 1,886 1,020 974 57% Rent and Leases 3,948 3,948 3,948 1,933 49% Allocated Charges 8,779 8,778 8,778 3,183 36% Debt Service 9,486 9,485 9,485 4,595 48% Subtotal 116,472 120,992 114,097 (6,895) 1,909 3,772 48,100 47% Equity Transfer 11,768 11,768 11,768 5,884 50% Operating Transfers Out 322 322 454 132 198 44% Capital Improvement Program 10,910 25,468 24,071 (1,397) 1,660 4,808 7,164 57% Total Uses 139,472 158,550 150,390 (8,160) 3,569 8,580 61,346 49% Net To (From) Reserves (4,213) (4,122) 4,337 8,459 Beginning Reserves 126,112 128,134 128,134 - Projected Ending Reserves 121,899 124,012 132,471 8,459 ** Excludes encumbrances and reappropriation BUDGET (as of 12-31-12) CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY ELECTRIC FUND (in thousands of dollars) 2 of 23 2/26/2013 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 2,850 2,850 2,850 - 1,591 56% Interest Income 303 303 303 - 178 59% Other Income 724 724 725 1 Reapprop/Encumbrances 781 781 - Total Sources 3,877 4,658 4,659 1 - - 1,769 46%** Uses of Funds Salaries & Benefits 766 765 764 (1) 355 46% Contract Services 168 251 251 3 27 35 26% Supplies and Materials 11 11 11 7 64% General Expenses 22 22 22 1 5% Rent and Leases 28 28 28 13 46% Allocated Charges 393 393 393 166 42% Subtotal 1,388 1,470 1,469 (1) 3 27 577 41% Operating Transfers Out 2 2 6 4 1 17% Capital Improvement Program 400 1,097 1,097 - 7 92 9% Total Uses 1,790 2,569 2,572 3 3 34 670 27% Net To (From) Reserves 2,087 2,089 2,087 (2) Beginning Reserves 12,729 13,470 13,470 Projected Ending Reserves 14,816 15,559 15,557 (2) ** Excludes encumbrances and reappropriation BUDGET (as of 12-31-12) CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY FIBER OPTICS FUND (in thousands of dollars) 3 of 23 2/26/2013 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 37,016 37,016 36,555 (461) 13,445 37% Interest Income 813 813 813 408 50% Other Income 1,704 1,704 1,816 112 460 25% Reapprop/Encumbrances 19,211 19,211 - Total Sources 39,533 58,744 58,395 (349) - - 14,313 37%** Uses of Funds Utility Purchases 16,286 16,334 15,572 (762) 4,028 4,046 52% Salaries & Benefits 4,543 4,554 4,555 1 2,064 45% Contract Services 1,792 2,933 2,933 6 2,890 328 110% Supplies and Materials 472 464 464 120 123 52% Facility and Equipment Purchases 43 43 43 28 113 328% General Expenses 704 863 863 144 164 36% Rent and Leases 321 321 321 34 11% Allocated Charges 4,019 4,019 4,019 1,561 39% Debt Service 803 803 803 124 15% Subtotal 28,983 30,334 29,573 (761) 6 7,210 8,557 53% Equity Transfer 5,971 5,971 5,971 2,985 50% Operating Transfers Out 207 207 304 97 158 52% Capital Improvement Program 7,756 23,772 23,369 (403) 16,400 1,091 2,821 87% Total Uses 42,917 60,284 59,217 (1,067) 16,406 8,301 14,521 66% Net To (From) Reserves (3,384) (1,540) (822) 718 Beginning Reserves 14,929 16,992 16,992 - Projected Ending Reserves 11,545 15,452 16,170 718 ** Excludes encumbrances and reappropriation CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY GAS FUND (in thousands of dollars) BUDGET (as of 12-31-12) 4 of 23 2/26/2013 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 15,124 15,124 15,124 - 7,465 49% Interest Income 397 397 397 - 191 48% Other Income 908 908 942 34 1,088 115% Reapprop/Encumbrances 11,044 11,044 - - Total Sources 16,429 27,473 27,507 34 - - 8,744 53%** Uses of Funds Utility Purchases 8,556 8,556 8,556 4,278 50% Salaries & Benefits 2,004 2,015 2,020 5 833 41% Contract Services 280 360 360 4 145 46 54% Supplies and Materials 241 231 231 22 82 99 88% Facility and Equipment Purchases - 1 #DIV/0! General Expenses 97 97 97 47 48% Rent and Leases 176 176 176 79 45% Allocated Charges 2,126 2,126 2,126 756 36% Debt Service 129 129 129 0% Subtotal 13,609 13,690 13,695 5 26 228 6,138 47% Operating Transfers Out 147 147 583 436 127 22% Capital Improvement Program 4,354 15,298 14,758 (540) 5,476 1,745 49% Total Uses 18,110 29,135 29,036 (99) 26 5,704 8,010 47% Net To (From) Reserves (1,681) (1,662) (1,529) 133 Beginning Reserves 7,579 5,751 5,751 - Projected Ending Reserves 5,898 4,089 4,222 133 ** Excludes encumbrances and reappropriation CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY WASTEWATER COLLECTION FUND (in thousands of dollars) BUDGET (as of 12-31-12) 5 of 23 2/26/2013 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 34,446 34,446 34,446 20,481 59% Interest Income 749 749 749 327 44% Other Income 3,392 3,392 3,463 71 1,827 53% Reapprop/Encumbrances 34,139 34,139 - Total Sources 38,587 72,726 72,797 71 - - 22,635 59%** Uses of Funds Utility Purchases 15,940 15,940 15,940 7,455 8,292 99% Salaries & Benefits 5,210 5,209 5,221 12 2,670 51% Contract Services 743 1,152 1,152 4 438 110 48% Supplies and Materials 451 541 541 42 122 257 78% Facility and Equipment Purchases 11 12 12 2 1 25% General Expense 452 454 454 176 39% Rents and Leases 3,001 3,001 3,001 994 33% Allocated Charges 3,395 3,394 3,394 1,439 42% Debt Service 3,219 3,219 3,219 813 25% Subtotal 32,422 32,922 32,934 12 46 8,017 14,752 69% Equity Transfer - - - - Operating Transfers Out 1,705 1,705 1,743 38 716 42% Capital Improvement Program 6,115 32,384 27,532 (4,852) 25 12,164 6,373 57% Total Uses 40,242 67,011 62,209 (4,802) 71 20,181 21,841 63% Net To (From) Reserves (1,655) 5,715 10,588 4,873 Beginning Reserves 10,488 8,997 8,997 Projected Ending Reserves 8,833 14,712 19,585 4,873 ** Excludes encumbrances and reappropriation CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY WATER FUND (in thousands of dollars) BUDGET (as of 12-31-12) 6 of 23 2/26/2013 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 26,794 26,794 26,794 - - 13,497 50% Interest Income 209 209 209 - - 98 47% Other Income 3,372 3,522 3,585 63 - - 1,607 45% Reapprop/Encumbrances 2,083 2,083 0% Total Sources 30,375 32,608 32,671 63 - - 15,202 47%** Uses of Funds GreenWaste Hauling Contract 13,315 13,262 13,262 2 5,103 38% Salaries and Benefits 3,293 3,295 3,287 (8) 1,397 43% Contract Services 5,791 7,225 7,225 76 1,006 2,688 52% Supplies and Materials 85 85 85 8 42 59% Facility and Equipment Purchases 3 3 3 0% General Expenses 80 80 80 540 675% Rents and Leases 2,709 2,709 2,709 0% Allocated Charges 2,747 2,747 2,747 2,677 97% Debt Service 625 625 625 0% Subtotal 28,648 30,031 30,023 (8) 76 1,016 12,447 45% Operating Transfers Out 306 306 406 100 153 38% Capital Improvement Program 175 1,368 1,368 350 370 187 66% Total Uses 29,129 31,705 31,797 92 426 1,386 12,787 46% Net (From) Landfill Closure Liab - - Net To (From) Reserves 1,246 903 874 (29) Beginning Reserves (3,187) (3,410) (3,410) - Projected Ending Reserves (1,941) (2,507) (2,536) (29) ** Excludes encumbrances and reappropriation CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY REFUSE FUND (in thousands of dollars) BUDGET (as of 12-31-12) 7 of 23 2/26/2013 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 5,620 5,620 5,620 2,950 52% Interest Income 158 158 158 - 83 53% Other Income 113 113 113 - 11 10% Reapprop/Encumbrances 3,722 3,735 13 - Total Sources 5,891 9,613 9,626 13 - - 3,044 52%** Uses of Funds Salaries and Benefits 1,007 1,005 1,001 (4) 463 46% Contract Services 371 514 514 15 67 273 69% Supplies and Materials 93 93 93 17 34 55% Facility and Equipment Purchases 8 8 8 0% General Expenses 18 59 59 199 337% Rents and Leases 6 6 6 0% Allocated Charges 870 870 870 401 46% Debt Service 947 947 947 0% Subtotal 3,320 3,502 3,498 (4) 15 84 1,370 42% Operating Transfers Out 13 13 19 6 6 32% Capital Improvement Program 3,518 6,828 6,828 1,300 1,749 45% Total Uses 6,851 10,343 10,345 2 15 1,384 3,125 44% Net Surplus (Deficit) (960) (730) (719) 11 Beginning Reserves 1,667 2,726 2,726 - Projected Ending Reserves 707 1,996 2,007 11 ** Excludes encumbrances and reappropriation CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY STORM DRAINAGE FUND (in thousands of dollars) BUDGET (as of 12-31-12) 8 of 23 2/26/2013 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 13,430 13,430 13,430 - 10,910 81% Interest Income 415 415 415 - 195 47% Other Income 8,618 8,618 8,618 - 8 0% Reapprop/Encumbrances 8,042 8,042 - Total Sources 22,463 30,505 30,505 - - - 11,113 49%** Uses of Funds Salaries and Benefits 9,797 9,784 9,768 (16) 3 333 4,432 49% Contract Services 1,928 3,476 3,476 51 1,332 2,082 100% Supplies and Materials 1,422 1,830 1,830 655 36% Facility and Equipment Purchases 10 10 10 0% General Expenses 414 414 414 455 110% Rents and Leases - 0% Allocated Charges 4,642 4,642 4,642 2,456 53% Debt Service 823 823 823 0% Subtotal 19,036 20,979 20,963 (16) 54 1,665 10,080 56% Operating Transfers Out 12 12 27 15 6 22% Capital Improvement Program 2,643 8,730 8,730 - 2,616 2,898 1,472 80% Total Uses 21,691 29,721 29,720 (1) 2,670 4,563 11,558 63% Net To (From) Reserves 772 784 785 1 Beginning Reserves 4,949 9,949 9,949 - Projected Ending Reserves 5,721 10,733 10,734 1 ** Excludes encumbrances and reappropriation CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY WASTEWATER TREATMENT FUND (in thousands of dollars) BUDGET (as of 12-31-12) 9 of 23 2/26/2013 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 - - - - - - 1 0% Other Income 310 310 310 - - - 155 50% Reapprop/Encumbrances 48 48 0% Total Sources 310 358 358 - - - 156 50%** Uses of Funds Salaries and Benefits 118 93 92 (1) - - 2 2% Contract Services 75 100 100 50 47 20 117% Supplies and Materials - - - - - - - 0% Facility and Equipment Purchases - - - - - - - 0% General Expenses 1 1 1 - - - - 0% Rents and Leases - - - - - - - 0% Allocated Charges 109 109 109 - - - 54 50% Debt Service - - - - - - - 0% Subtotal 303 303 302 (1) 50 47 76 57% Operating Transfers Out - - - - - - - 0% Capital Improvement Program - - - - - - - 0% Total Uses 303 303 302 (1) 50 47 76 57% Net To (From) Reserves 7 55 56 1 Beginning Reserves - - - Projected Ending Reserves 7 55 56 1 ** Excludes encumbrances and reappropriation CITY OF PALO ALTO FISCAL YEAR 2013 MIDYEAR BUDGET SUMMARY AIRPORT FUND (in thousands of dollars) BUDGET (as of 12-31-12) 10 of 23 2/26/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description GENERAL FUND Sales Taxes 819,000$                Increased sales tax revenue Property Taxes 350,000                   Increased secured property tax revenue and supplemental Property Taxes 169,000                   Change to property tax administrative fees Property Taxes (32,000)                    Reduced revenue from airplane taxes Property Taxes 119,000                   Increased Motor Vehicle In‐lieu Fee revenue Other Taxes 848,000                   Increased transit occupancy tax revenue Other Taxes 1,722,000               Increased Documentary Transfer Tax Use of Money (185,000)                 Reduced Interest Income UUT ‐ telephone 100,000 Increased revenue from telephone tax UUT (6,000)                      Decreased non‐telephone Utility's User tax Charges for Services (449,339)                 Remove Development Center revenues placeholder from budget Transfer fr Other Funds 401                           Tech Fee transfer to GF for IT projects ‐ one time 3,455,062                Transfer to Other Funds 11,886$                   SAP license increase portion not covered by Tech Fee ‐ one time Transfer to Other Funds (428,180)                 Golf Course Improvement COP refinancing Contract Services 449,105 Remove negative placeholder in the FY2013 budget for PAAS reduction General Expense 428,180 Golf Course Improvement COP refinancing ‐ capital lease 460,991                   2,994,071$             Charges for Services $7,500 Increased revenue due to property easement revenues received but not  budgeted Other Revenue 6,585                       Increased sale of salvage revenue due to current year trends Other Revenue 7,402                       Increased revenue from Treasury admin received but not budgeted Trasfer fm Other Funds 30,000                     Revenues from parking funds to cover increased parking support expense Trasfer fm Other Funds 15,000                     Transfer funds from CIP  to cover temporary salaries to work on parking  issues 66,487                      Salary and Benefits ($1,000) Adjust Retiree Medical ARC Salary and Benefits 45,000 Temporary salaries for parking support General Expense 10,400                     Transfer of Management training budgets to departments General Expense 63,722 Bankcard service charges Contract Services 46,081 Contract services for Purchasing Division‐ help with library project Contract Services 50,000                     Contract services for Purchasing Division‐ quantitative data analysis 214,203                   (147,716)$                Use Changes CITY OF PALO ALTO Midyear Detail Changes, Fiscal Year 2013 NON‐DEPARTMENTAL Source Changes Use Changes Net Changes To (From) Reserves ADMINISTRATIVE SERVICES Source Changes Net Changes To (From) Reserves 11 of 23 2/26/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO Midyear Detail Changes, Fiscal Year 2013 CITY ATTORNEY Salary and Benefits 1,000$                     Adjust Retiree Medical ARC 1,000                       Transfer of Management training budgets to departments 2,000                       (2,000)$                     CITY AUDITOR Salary and Benefits 18,163$                  Addition of 0.50 FTE Performance Auditor Salary and Benefits (8,493) Elimination of Temp Salaries Budget General Expense 1,000 Transfer of Management training budgets to departments 10,670                     (10,670)$                  CITY CLERK Contract Services 26,000$                  Increase in contract for minutes transciption Transfer to Other Funds 20,000                    IT allocated cost for automated Form 700 system 46,000                     (46,000)$                  Salary and Benefits (1,000)$                    Adjust Retiree Medical ARC General  Expense 950                          Transfer of Management training budgets to departments (50)                            50$                            CITY COUNCIL Salary and Benefits 1,000$                     Adjust Retiree Medical ARC 1,000                       (1,000)$                     Use Changes Use Changes Net Changes To (From) Reserves Use Changes Net Changes To (From) Reserves Use Changes Net Changes To (From) Reserves CITY MANAGER Use Changes Net Changes To (From) Reserves Net Changes To (From) Reserves 12 of 23 2/26/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO Midyear Detail Changes, Fiscal Year 2013 From Other Agencies 7,920$                     Contribution from Santa Clara County Arts Other Revenue 39,765                     Donation from Friends of Palo Alto Children's Theater Source Changes 47,685                      Salary and Benefits (2,000)$                   Adjust Retiree Medical ARC Contract Services 38,000                     Increased Enjoy! Catalog costs and add summer edition Contract Services 39,765                     Contract personnel for Children's Theater Contract Services 7,920                       Art course instruction and art services for exhibits, lectures, etc. Transfer to Other Funds 2,017                       Uncollected portion of funds for turf mowers to be replaced midyear Transfer to Other Funds 30,000                     Online ticketing for Children's Theater 115,702                   (68,017)$                  From Other Agencies 5,000$                    EPA Grant Funding  Charges for Services 231,080                  Increase in Plan Check based on recent trends Source Changes 236,080                    Salary and Benefits (26,000)$                 Adjust Retiree Medical ARC Contract Services 5,000 Expenses for EPA Grant activity General Expense 15,000                    Fire Chief relocation expenses  General Expense (1,540)                     Transfer of management training funds to department budgets (7,540)                      243,620$                Salary and Benefits 3,288                       Reclass HR Assistant to HR Representative Salary and Benefits 9,131                       Reclass Sr. HR Administrator to Manager, Employee Relations Salary and Benefits (1,000)                      Adjust Retiree Medical ARC 11,419                     (11,419)$                 Other Revenue 163$                        Receipt of funds from California Pizza Kitchen donation Other Revenue 600                           Receipt of funds from Parent's Club of PA & Menlo Park Other Revenue 907 Receipt of funds from Gordon Biersch donation Source Changes 1,670                        Salary and Benefits 26,707$                   Increase Senior Librarian from .50 FTE to 1.00 FTE Supplies and Materials 163                           Expend program supplies and other purchases from California Pizza Kitchen  donation Supplies and Materials 600                           Expense of funds from Parent's Club of PA & Menlo Park Supplies and Materials 907                            Expend program supplies and other purchases from Gordon Biersch donation 28,377                     (26,707)$                  Use Changes COMMUNITY SERVICES Use Changes Net Changes To (From) Reserves FIRE Use Changes Net Changes To (From) Reserves HUMAN RESOURCES Use Changes Net Changes To (From) Reserves LIBRARY Net Changes To (From) Reserves 13 of 23 2/26/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO Midyear Detail Changes, Fiscal Year 2013 Salary and Benefits 49,112$                   Add 1.0 FTE Senior Planner Contract Services 75,000                     Replenish funds for Inspection Services used for Council‐approved wireless  study and hazmat study. 124,112                      (124,112)$               Charges for Services 144,350 Increase in Animal Services Revenue as part of Placeholder Plan approved by  Council Permits and Licenses 25,553 Increase in Animal Services Revenue as part of Placeholder Plan approved by  Council Transfer fr Other Funds 174,485$                Transfer from Animal Services Donations Fund as part of Placeholder Plan  approved by Council Source Changes 344,388                   Salary and Benefits (18,000)$                Adjust Retiree Medical ARC Salary and Benefits (7,125)                      Animal Services Temp Salaries reduction as part of Placeholder Plan  approved by Council Salary and Benefits (97,594)                    Elimination of 1.0 FTE Animal Services Supervisor and 1.0 FTE Animal Control  Officer as part of Placeholder Plan approved by Council Salary and Benefits 49,200                    Addition of 1.0 FTE Senior Administrator General Expense 1,700                      Transfer of Management training budgets to departments (71,819)                    416,207$                Reimbursements (40,000)$                 Reduced revenue for surveying services (now contracted) and inspection  services (Utilities uses their own staff). Permits 53,500                     Increase revenue to reflect actuals for street open permits Source Changes 13,500                      Salary and Benefits 2,000$                    Adjust Retiree Medical ARC Supplies and Materials (8,542)                      Remove supplies for maintenance and custodial due to Mitchell Park delayed  opening. Contract Services (52,159)                    Remove contract services for maintenance and custodial due to Mitchell Park  delayed opening. Contract Services 60,000                     Increase for engineering cost estimation work for projects for polling for  possible bond measure. General Expense 30,640                    Transfer of Management training budgets to departments 31,939                     (18,439)$                 Total General Fund Changes to BSR 3,197,868$             PLANNING & COMMUNITY Use Changes Net Changes To (From) Reserves POLICE Use Changes Net Changes To (From) Reserves PUBLIC WORKS Use Changes Net Changes To (From) Reserves 14 of 23 2/26/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO Midyear Detail Changes, Fiscal Year 2013 Other Revenue  $                  84,295 Check received from McNellis Partners for reimbursement for work related  to PE‐86070 Street Maintenance Transfer fr Other Funds 106,700                    Reimbursement to General Fund from Univ. Ave. Parking District ‐ Lot J  repairs Source Changes 190,995                    CIP 84,295$                   Adjust PE‐86070 Street Maintenance for check received CIP (100,000)                 Close AS‐10001 Sustainability Contingency CIP (15,000)                    Reduce PL‐12000 Transportation and Parking Improvements to cover  transfer to the General Fund for temporary salaries to administer parking  permit program CIP 240,000                   Increase PE‐09006 Mitchell Park Library and Community Center New  Construction for emergency sole source contract to provide construction  services at Mitchell Park library CIP 106,700                  Increase PF‐10002 for Lot J repairs Transfer to Other Funds 15,000                     Transfer to General Fund for temporary salaries to administer parking permit  program CIP (3,625,000)              Reduce LB‐11000 Furniture and Technology for Library Projects to reflect  donations actually received CIP 30,293                     Portion of cost of Bobcat purchase not previously collected through  allocations for CIP PO‐89003 General Expense (8,850)                     Transfer of management training funds to department/fund budgets Use Changes (3,272,562)              3,463,557$            Capital Fund Infrastructure ReserveNet Changes To (From) Reserves GENERAL FUND CIP  15 of 23 2/26/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description ENTERPRISE FUNDS UTILITIES ADMIN Salary and Benefits (3,280)$          Transfer of management training funds to department  budgets  Use Changes (3,280)  Net Changes To (From) Reserves $         (3,280)  Fund Balancing Entries  $         (3,280) Change in Fund Balance  Total Utilities Administration Fund $         (3,280) ELECTRIC FUND Revenue  $         35,590 Revenues from hydro resources in the ancillary services  markets have been greater than projected.  Offset by  reduced carbon allowance revenue due to lower than  anticipated auction prices. Transfer fm Other Funds 263,076         Return of funding from Technology CIPs TE‐10001 Utilities  Customer Billing System Continuous Improvements, and TE‐ 11003 Recurring Credit Card Payment  Source Changes 298,666  Salary and Benefits $       (32,000) Adjust Retiree Medical ARC Salary and Benefits (2,380)            Transfer of management training funds to department  budgets Commodity Purchases (6,860,730)    To reflect the most current forecasted electric commodity  costs.  Major contributors to the budget reduction include a  delay in the online date for one renewable energy project  and savings in transmission costs over the original budget  forecast. CIP (1,397,465)    Reduction in EL‐02010 appropriation for capital projects  due to SCADA sytem projected to come in under budget Transfer to Other Funds 132,185         Fund's portion of SAP adjustment  Use Changes (8,160,390)  Net Changes To (From) Reserves $   8,459,056   Fund Balancing Entries  $   8,459,056 Change in Fund Balance  Total Electric Fund $   8,459,056  CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET  16 of 23 2/26/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET   FIBER OPTICS FUND  Transfer fm Other Funds 837$               Return of funding from Technology CIPs TE‐10001 Utilities  Customer Billing System Continuous Improvements, and TE‐ 11003 Recurring Credit Card Payment  Source Changes 837  Salary and Benefits  $         (1,100) Transfer management training funds to department  budgets Transfer to Other Funds 3,694           Fund's portion of SAP adjustment  Use Changes $           2,594   Net Changes To (From) Reserves $         (1,757)  Fund Balancing Entries  $         (1,757) Change in Fund Balance  Total Fiber Optics Fund $         (1,757)  GAS FUND 7 Revenue  $     (461,000) Reduction in gas retail sales due lower gas supply  transportation cost. Transfer fm Other Funds 111,584         Return of funding from Technology CIPs TE‐10001 Utilities  Customer Billing System Continuous Improvements, and TE‐ 11003 Recurring Credit Card Payment  Source Changes (349,416) Salary and Benefits $       (15,000) Adjust Retiree Medical ARC Salary and Benefits (820)              Transfer of management training funds to department  budgets Salary and Benefits 16,919          Change WGW Supervisor to Utilities Supervisor per the  Management Compensation Plan Commodity Purchases (762,000)        Increases in PG&E's local gas transmission costs are delayed  pending a  California Public Utilities Commission (CPUC)  review. CIP 315,000       New project GS‐13003 COBUG Upgrade CIP (717,915)      Reduction in appropriation for capital projects Transfer to Other Funds 58,329           Uncollected portion of funds for purchase of asphalt patch  truck Transfer to Other Funds 38,521           Fund's portion of SAP adjustment  Use Changes (1,066,966)  Net Changes To (From) Reserves $      717,550   Fund Balancing Entries  $      717,550 Change in Fund Balance  Total Gas Fund $      717,550  17 of 23 2/26/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET  Transfer fm Other Funds 34,258$         Return of funding from Technology CIPs TE‐10001 Utilities  Customer Billing System Continuous Improvements, and TE‐ 11003 Recurring Credit Card Payment  Source Changes 34,258  Salary and Benefits $         (5,000) Adjust Retiree Medical ARC Salary and Benefits (150)               Transfer management training funds to department  budgets Salary and Benefits 10,574          Change WGW Supervisor to Utilities Supervisor per the  Management Compensation Plan CIP (540,000)      Reduction in appropriation for capital projects Transfer to Other Funds 69,641           Uncollected portion of funds for purchase of two new  VacCon trucks Transfer to Other Funds 350,000         For purchase of Hydro Excavator for which no replacement  costs have previously been collected. Transfer to Other Funds 16,094         Fund's portion of SAP adjustment  Use Changes (98,841)  Net Changes To (From) Reserves $      133,099   Fund Balancing Entries  $      133,099 Change in Fund Balance  Total Wastewater Collection Fund $      133,099  WASTEWATER COLLECTION FUND 18 of 23 2/26/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET   WATER FUND 7 Other Revenue  $           6,965 Check received from McNellis Partners for reimbursement  for work related to WS‐11004 Water Supply Improvements Transfer from Other  Funds 64,053           Return of funding from Technology CIPs TE‐10001 Utilities  Customer Billing System Continuous Improvements, and TE‐ 11003 Recurring Credit Card Payment  Source Changes 71,018  Salary and Benefits $         (9,000)Adjust Retiree Medical ARC Salary and Benefits (770)              Transfer of management training funds to department  budgets Salary and Benefits 21,312          Change WGW Supervisor to Utilities Supervisor per the  Management Compensation Plan CIP 6,965             Adjust WS‐11004 Water Supply Improvements for check  received CIP (4,858,545)  Reduction in appropriation for capital projects Transfer to Other Funds 37,730         Fund's portion of SAP adjustment  Use Changes     (4,802,308)  Net Changes To (From) Reserves $   4,873,326   Fund Balancing Entries  $   4,873,326 Change in Fund Balance  Total Water Fund $   4,873,326   AIRPORT FUND  Salary and Benefits  $         (1,000) Transfer management training funds to department  budgets  Use Changes $         (1,000)  Net Changes To (From) Reserves $         (1,000)  Fund Balancing Entries  $         (1,000) Change in Fund Balance  Total Airport Fund $         (1,000) 19 of 23 2/26/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Amount Description CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET   REFUSE FUND  Transfer fr Other Funds $         17,159 Close CIP TE‐11003, return funds to original sources Transfer fr Other Funds 45,860 Close CIP TE‐10001, return funds to original sources  Source Changes  $         63,019  Salary and Benefits $         (2,000) Adjust Retiree Medical ARC Salary and Benefits (5,530) Transfer management training funds to department  budgets Transfer to Other Funds 69,671  Underfunded portion for purchase of skip loader and all  terrain vehicle for landfill transportation Transfer to Other Funds 29,814 Fund's portion of SAP adjustment  Use Changes 91,955   Net Changes To (From) Reserves $       (28,936)  Fund Balancing Entries  $       (28,936) Change in Fund Balance  Total Refuse Fund $       (28,936)  STORM DRAINAGE FUND  Transfer fr Other Funds  $           3,668 Close CIP TE‐11003, return funds to original sources Transfer fr Other Funds 9,805 Close CIP TE‐10001, return funds to original sources  Source Changes 13,473  Salary and Benefits $         (1,000) Adjust Retiree Medical ARC Salary and Benefits (1,870) Transfer management training funds to department  budgets Transfer to Other Funds 5,805 Fund's portion of SAP adjustment  Use Changes 2,935   Net Changes To (From) Reserves $         10,538   Fund Balancing Entries  $         10,538 Change in Fund Balance  Total Storm Drainage Fund $         10,538  WASTEWATER TREATMENT FUND Salary and Benefits $         (3,000) Adjust Retiree Medical ARC Salary and Benefits (13,220) Transfer management training funds to department  budgets Transfer to Other Funds 14,924 Fund's portion of SAP adjustment  Use Changes (1,296) Net Changes To (From) Reserves 1,296  Fund Balancing Entries 1,296 Change in Fund Balance Total Wastewater Treatment Fund 1,296  20 of 23 2/26/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Description Transfer to Other Funds 106,700$          Reimbursing General Fund for 1/2 Lot J Structural Repairs Use Changes 106,700 (106,700)$          Transfer to Other Funds 30,000$            Transfer funds to cover the cost of temporary salaries for parking support Use Changes 30,000 (30,000)$             Transfer fm Other Funds (428,180)$          Transfer from General Fund Source Changes (428,180)             General Expense (428,180)$          Golf Course Improvement COP retired principal and interest Use Changes (428,180)             ‐$                    Transfer from Other Funds 579,951$          Revenues from other funds for purchase of underfunded vehicles 579,951            Salary and Benefits (4,000)$             Adjust Retiree Medical ARC Salary and Benefits (2,530)              Transfer management traininig funds to department budgets Contract Services 35,000               To cover a more comprehensive Fleet organizational study than originally  budgeted CIP 1,847,460        VR‐13000 vehicle purchases Transfer to Other Funds 3,731                Fund's portion of SAP adjustment  Use Changes 1,879,661         (1,299,710)$      SPECIAL REVENUE FUNDS CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET  Amount UNIV. AVE. PARKING DISTRICT FUND Net Changes To (From) Reserves RESIDENTIAL PARKING PERMIT FUND Net Changes To (From) Reserves DEBT SERVICE FUNDS GOLF COURSE DEBT SERVICE FUND Net Changes To (From) Reserves VEHICLE REPLACEMENT FUND Source Changes Net Changes To (From) Reserves 21 of 23 2/26/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Description CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET  Amount Transfer fr Other Funds 20,000$             Revenue for Form 700 automation Transfer fr Other Funds 30,000 Revenue for online Children's Theater ticketing Transfer fr Other Funds 275,729 Revenue from other funds for SAP increased licensing expense Source Changes 325,729            Salary and Benefits (3,000)$             Adjust Retiree Medical ARC Salary and Benefits (2,550) Transfer management training funds to department budgets Contract Services 333,481 Replenish cost of SAP adjustment Contract Services 79,602 SAP maintenance for additional licenses Contract Services 20,000 Automating Form 700 for FPPC filings Contract Services 75,000 Additional features for Civica, including intranet, internet, and Development  Services Contract Services 30,000 Online ticketing for Children's Theater Transfer to Other Funds 400,000 Close CIP TE‐10001 (Utility billing), return funds to sources Transfer to Other Funds 150,000 Close CIP TE‐11003 (Recurring credit card payment), return funds to sources Use Changes 1,082,533           (756,804)$          Salary and Benefits (100)$                 Transfer management training funds to department budgets Transfer to Other Funds 298 Fund's portion of SAP adjustment Use Changes 198                      198$                    Charges to Other Funds (114,000)$          Charges to other funds Source Changes (114,000)             Salary and Benefits (114,000)$          Retiree medical ARC Use Changes (114,000)             ‐$                    Grants 105,397$           Annual COPS Grant allocation  Source Changes 105,397$            Equipment 105,397$          Expense for grant funded equipment Use Changes 105,397              ‐$                    Net Changes To (From) Reserves INFORMATION TECHNOLOGY FUND PRINTING AND MAILING Net Changes To (From) Reserves RETIREE MEDICAL Net Changes To (From) Reserves LAW ENFORCEMENT SERVICES FUND Net Changes To (From) Reserves 22 of 23 2/26/2013 ATTACHMENT A, EXHIBIT 1 FY 2013 Category Description CITY OF PALO ALTO AMENDMENTS TO THE CITY MANAGER'S 2013 PROPOSED BUDGET  Amount Donation 34,486$             Anonymous donation for Volunteer Coordinator Donation 47,000 Donation from Santa Clara County Donation 92,999 Other general donations for Animal Services Source Changes 174,485$            Transfer to Other Funds 174,485$          Transfer to General Fund for Animal Services Placeholder Plan Use Changes 174,485              ‐$                    PUBLIC SERVICES DONATION FUND Net Changes To (From) Reserves 23 of 23 2/26/2013 Attachment A, Exhibit 2 Project Funding Title Number Revenue Expense Source Comments ADDITIONAL APPROPRIATIONS Street Maintenance PE-86070 $ 84,295 $ 84,295 Other revenue The City received a check in the amount of $91,260 from McNellis Partners for the median (Alma Village) for reimbursement for work that was performed by a City contractor per agreement with the private developer. The contract was funded from PE-86070 and WS-11004, the work has been completed and reimbursment was received by the City. This adjustment will reimburse those projects. Lot J Structure Repair PF-10002 $ 106,700 $ 106,700 Univ. Ave. Parking Permit Fund Reimbursement from the University Ave. Parking Permit Fund for Lot J repairs. Sidewalk Repairs PO-89003 $ 30,293 Infrastructure Reserve Portion of cost of Bobcat purchase not previously collected through allocations for CIP PO-89003 Mitchell Park Library and Community Center New Construction PE-09006 $ 240,000 Infrastructure Reserve Funding is needed for an emergency sole source contract to provide construction services at Mitchell Park library Total $ 190,995 $ 461,288 REDUCTION IN APPROPRIATIONS/TO CLOSE PROJECTS Transportation and Parking Improvements PL-12000 $ (15,000) Infrastructure Reserve Reduction to cover transfer to the General Fund for temporary salaries to administer parking permit program Furniture and Technology for Library Projects LB-11000 $ (3,625,000) Infrastructure Reserve From FY 2011 to FY 2013, $6,000,000 had been approved for this project to be funded by donations. However, $2,375,000 has been received for this project which is being reduced to reflect the amount actually received. Sustainability Contingency AS-10001 $ (100,000) Infrastructure Reserve To close project due to inactivity Total $ (3,740,000) TOTAL GENERAL FUND CIP MID-YEAR ADJUSTMENTS $ 190,995 $ (3,278,712) REDUCTION IN APPROPRIATIONS/TO CLOSE PROJECTS SCADA System Upgrade EL-02010 $ (140,000) Electric Fund Distribution RSR It is projected that this project will be completed by the end of FY 2013. The cost for upgrading of the SCADA system came in below estimated amounts and these funds are not required. The remaining funds are adequate to complete the project with a contingency for unforeseen work. Electric Utility GIS EL-02011 $ (50,000) Electric Fund Distribution RSR Original project scope is essentially completed. Funds are still required for the ongoing maintenance contract. If any additional scope for this project is identified it will be requested at a later budget process. Middlefield / Colorado 4/12 kV Conversion EL-09002 $ (40,078) Electric Fund Distribution RSR This project is completed and no additional work is planned. Close project. Reconductor 60kV OH Transmission System EL-11015 $ (400,000) Electric Fund Distribution RSR The scope of work for this project has been reduced because of the uncertainty related to the construction of the Performing Arts Center (and related buildings) and the impact this construction will have on the existing transmission line in the area. Funding to reconductor the Quarry-Hopkins transmission line will be requested at a later date when development plans for the area are more concrete. FY 2013 CIP Mid-Year Adjustments CAPITAL PROJECT FUND ELECTRIC FUND 1 of 6 2/26/2013 Attachment A, Exhibit 2 Project Funding Title Number Revenue Expense Source Comments FY 2013 CIP Mid-Year Adjustments Electric Vehicle Charging Infrastructure EL-11016 $ (117,387) Electric Fund Distribution RSR This project is completed and no additional work is planned. Close project. 2 of 6 2/26/2013 Attachment A, Exhibit 2 Project Funding Title Number Revenue Expense Source Comments FY 2013 CIP Mid-Year Adjustments Hopkins Substation Rebuild EL-12003 $ (250,000) Electric Fund Distribution RSR Staff is reevaluating the need and timing of this upgrade. The work at Colorado and Hopkins Substations are somewhat related due their proximity to one another and impact to the overall area electric service master plan. Preliminary load projections indicate that this work will not be required before FY 2015. Funding for this project or any iteration of such shall be resubmitted for approval. Colorado 20/21 - Transformer Replacements EL-13005 $ (100,000) Electric Fund Distribution RSR Staff is reevaluating the need and timing of this upgrade. The work at Colorado and Hopkins Substations are somewhat related due their proximity to one another and impact to the overall area electric service master plan. Preliminary load projections indicate that this work will not be required before FY 2015. Funding for this project or any iteration of such shall be resubmitted for approval. Communications System Improvements EL-89031 $ (300,000) Electric Fund Distribution RSR This continuous improvement project for the communication system has been placed on hold due to higher priority projects and limited staffing. Total $ - $ (1,397,465) TOTAL ELECTRIC FUND CIP MID-YEAR ADJUSTMENTS $ - $ (1,397,465) ADDITIONAL APPROPRIATIONS Cooperatively-Owned Backup Generators (COBUG Upgrade)- (New Project) (Exhibit B-1) GS-13003 $ 315,000 Gas Fund Distribution RSR This project is to add emissions equipment to the Cooperatively-owned Backup Generators (COBUGs), four City-owned generators. The generators are required to comply with new Federal Environmental Protection Agency (EPA) emissions rules for internal combustion engines by October 2013. Total $ - $ 315,000 REDUCTION IN APPROPRIATIONS/TO CLOSE PROJECTS GMR - Project 18 GS-08011 $ (250,000) Gas Fund Distribution RSR The construction phase of this project is completed and a portion of the funds could be returned to the reserves. The remaining funds is needed to close out the project, including as-builting, surveying, and mapping. GMR - Project 22 GS-12001 $ (467,915) Gas Fund Distribution RSR This project has been deferred out to FY 2015. Gas main replacement projects 19B/20/21 will begin in the second half of FY 2013 and will take approximately three years to complete. Total $ - $ (717,915) TOTAL GAS FUND CIP MID-YEAR ADJUSTMENTS $ - $ (402,915) GAS FUND 3 of 6 2/26/2013 Attachment A, Exhibit 2 Project Funding Title Number Revenue Expense Source Comments FY 2013 CIP Mid-Year Adjustments ADDITIONAL APPROPRIATIONS Water Supply System Improvements WS-11004 $ 6,965 $ 6,965 Other revenue The City received a check in the amount of $91,260 from McNellis Partners for the median (Alma Village) for reimbursement for work that was performed by a City contractor per agreement with the private developer. The contract was funded from PE-86070 and WS-11004, the work has been completed and reimbursment was received by the City. This adjustment will reimburse those projects. Total $ 6,965 $ 6,965 REDUCTION IN APPROPRIATIONS/TO CLOSE PROJECTS Water Recycling Facilities WS-07001 $ (200,000) Water Fund Distribution RSR The recycled water project has experienced significant delays and remains in the environmental review process. There are sufficient funds to complete the environmental documents. Until the environmental documents are complete and the project financial plan has been approved, surplus funds are not required and are being returned. Emergency Water Supply Project WS-08002 $ (1,000,000) Utility Revenue Bonds El Camino reservoir construction is 65% complete. Mayfield Pump Station construction 75% complete. Wells rehabilitation construction 90% complete. There is sufficient budget encumbered and available to complete the remaining projects. WMR - Project 22 WS-08017 $ (141,639) Water Fund Distribution RSR This project is completed and no additional work is planned. Close project. WMR-Project 24 WS-10001 $ (200,000) Water Fund Distribution RSR Construction contract has been awarded including contingency for any unforeseen work outside of scope. Return remaining available budget. WMR-Project 25 WS-11000 $ (2,736,906) Water Fund Distribution RSR This project has been deferred out to FY 2014. Water main replacement projects 23 and 24 are scheduled to be completed in FY 2014. The BID for Project 25 is scheduled to go out in the beginning of FY 2015. WMR-Project 26 WS-12001 $ (305,000) Water Fund Distribution RSR The design phase of this project is deferred out to FY 2014 in conjunction with the delay of project 25. Vacuum Excavation Equipment WS-11001 $ (275,000) Water Fund Distribution RSR To close project; equipment will be purchased from VR-13000 Total $ - $ (4,858,545) TOTAL WATER FUND CIP MID-YEAR ADJUSTMENTS $ 6,965 $ (4,851,580) REDUCTION IN APPROPRIATIONS/TO CLOSE PROJECTS WC Reh/Aug. Prj 20 WC-07004 $ (150,000) Wastewater Collection Fund RSR The construction phase of this project is completed and a portion of the funds could be returned to the reserves. The remaining funds is needed to close out the project, including as-builting, surveying, and mapping. WC Reh/Aug. Prj 21 WC-08012 $ (80,000) Wastewater Collection Fund RSR The construction phase of this project is completed and a portion of the funds could be returned to the reserves. The remaining funds is needed to close out the project, including as-builting, surveying, and mapping. WC Reh/Aug. Prj 26 WC-13001 $ (310,000) Wastewater Collection Fund RSR The design phase of this project is deferred out to FY 2014 due to construction of projects 24 & 25 in FY 2013. WATER FUND WASTEWATER COLLECTION FUND 4 of 6 2/26/2013 Attachment A, Exhibit 2 Project Funding Title Number Revenue Expense Source Comments FY 2013 CIP Mid-Year Adjustments TOTAL WASTEWATER COLLECTION FUND CIP MID-YEAR ADJUSTMENTS -$ (540,000)$ 5 of 6 2/26/2013 Attachment A, Exhibit 2 Project Funding Title Number Revenue Expense Source Comments FY 2013 CIP Mid-Year Adjustments ADDITIONAL APPROPRIATIONS Storm Drain System Replacement and Rehabilitation SD-06101 $ 8,474 $ 8,474 Revenue from Other Agencies Reimbursement from ABAG for trash capture device installation TOTAL STORM DRAINAGE FUND CIP MID- YEAR ADJUSTMENTS 8,474$ 8,474$ ADDITIONAL APPROPRIATIONS Scheduled Vehicle and Equipment Replacements VR-13000 $ 1,847,460 Vehicle Replacement Fund Due to the Fleet Audit, the City has deferred the annual equipment replacement CIP for 3 years with FY 2013 being the first year we began funding the program. There are numerous pieces of equipment that are in high need of replacement based on their age, condition, downtime and impacts to the departments. This midyear request has been reviewed and approved by the Fleet Review Committee. The purchases include two flush trucks that operate 24/7 to maintain the sewer system and respond to overflows; an asphalt patch truck; a vacuum digging truck to provide non invasive excavation around gas, water and sewer lines; two lawn mowers to address the on-going mowing requirements at city facilities and the school play fields; a bobcat used for sidewalk maintenance; a skip loader and a small 4-wheel transport vehicle that can carry 2 staff plus toolsto support post- closure activities at the landfill. TOTAL VEHICLE REPLACEMENT FUND CIP MID-YEAR ADJUSTMENTS 1,847,460$ REDUCTION IN APPROPRIATIONS/TO CLOSE PROJECTS Utilities Customer Billing System Continuous Improvements TE-10001 (400,000)$ Various Enterprise Funds The projected costs to implement the legal and legislative requirements in the Utilities billing system were less than expected as a result of either satisfying these requirements internally; using an efficient yet scaled down approach; or legislation was postponed for further clarification and development. Similarly, enhancements and functionality related work was either satisfied using our internal resources; planned work was delayed as part of a change in strategic direction; or as a result of a change in business prioritization. The remaining funds are adequate to satisfy unforeseen work. Recurring Credit Card Payment TE-11003 (150,000)$ Various Enterprise Funds This project has been placed on hold due to insufficient SAP resources and competing priorities. Also, the SAP PMO team will be requesting a city-wide payment strategy that captures many of the City’s payment requirements TOTAL TECHNOLOGY FUND CIP MID-YEAR ADJUSTMENTS (550,000)$ VEHICLE REPLACEMENT FUND TECHNOLOGY FUND STORM DRAINAGE FUND 6 of 6 2/26/2013 - 1 - City of Palo Alto Fiscal Year 2013 Adopted Budget GS-13003Cooperatively-owned Backup Generators (COBUGs)NEW COOPERATIVELY-OWNED BACKUP GENERATORS (COBUGS) (GS-13003) CIP FACTS: • Project Type: Nonrecurring • Project Stage: Pre-Design • Est. Timeline: Spring 2013-Winter 2014 • Managing Department: Utilities IMPACT ANALYSIS: • Environmental: This project is categorically exempt from CEQA under Section 15301 • Design Elements: This project may be subject to staff-level ARB review. • Operating: This project will enable continued operation of the COBUG generating units Description: This project is to add emissions equipment to the Cooperatively-owned Backup Generators (COBUGs), four City-owned generators located at the Municipal Services Center. Justification: The COBUG generators are normally only run for testing purposes, but they have been a cost effective way of fulfilling the Local Resource Adequacy requirements imposed by the California Independent System Operator (CAISO), which require the electric utility to provide a certain amount of generating capacity in transmission- constrained areas. Supplemental Information: The generators are run by internal combustion engines fueled by natural gas, and are required to comply with new Federal Environmental Protection Agency (EPA) emissions rules for internal combustion engines by October 2013. Relationship to Comprehensive Plan Primary Connection • Element: Natural Environment • Section: Air Quality • Goal: N-5 • Policy: N-26 Expenditures FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 Total Salaries and Benefits Design Costs Construction Costs $315,000 $315,000 Other Total Budget Request $315,000 $315,000 Revenues FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 Total Gas Fund $315,000 $315,000 Total Sources of Funds $315,000 $315,000 ATTACHMENT A, EXHIBIT 2-A Page 1 of 1 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted GENERAL FUND Administrative Services Accountant 3.00 2.00 2.00 2.00 2.00 2.00 Acct Spec 11.00 8.00 7.00 7.00 7.00 7.00 Acct Spec‐Lead 5.00 5.00 5.00 5.00 5.00 5.00 Admin Assistant 0.93 0.93 0.93 0.93 1.00 1.00 Administrative Associate III 0.96 0.96 0.00 1.00 1.00 1.00 Asst Director Adm Svcs* 0.60 0.60 0.60 1.50 1.70 0.10 1.80 Budget Officer 0.00 0.00 0.00 1.00 0.00 0.00 Business Analyst 0.10 0.10 0.00 0.00 0.00 0.00 Buyer 1.95 1.95 1.95 1.95 1.95 1.95 Chief Budget Officer 1.00 1.00 1.00 1.00 0.00 0.00 Contracts Administrator 2.00 2.00 1.40 1.40 1.40 1.40 Deputy Dir Adm Svcs 0.80 0.80 0.80 0.00 0.00 0.00 Dir Adm Svcs/Chief Financial Officer* 0.50 0.50 0.50 0.50 0.50 0.05 0.55 Director, Office of Management and Budget 0.00 0.00 0.00 0.00 1.00 1.00 Graphic Designer 1.00 1.00 1.00 0.00 0.00 0.00 Mgr Accounting 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Pur & Cntr Admin 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Real Property 1.00 1.00 1.00 1.00 1.00 1.00 Payroll Analyst 2.00 2.00 2.00 2.00 2.00 2.00 Principal Financial Analyst 0.00 0.00 0.00 0.00 1.00 1.00 Sr. Accountant 4.00 3.00 3.00 3.00 3.00 3.00 Sr. Business Analyst 0.20 0.20 0.00 0.00 0.00 0.00 Sr. Financial Analyst 7.91 6.91 5.81 4.91 6.10 6.10 Storekeeper 1.00 0.00 0.00 0.00 0.00 0.00 Storekeeper‐L 1.00 1.00 1.00 1.00 1.00 1.00 Warehouse Supv 1.00 1.00 0.50 0.50 0.50 0.50 Total Administrative Services 48.95 41.95 37.49 37.69 39.15 0.15 39.30 City Auditor Admin Assistant 1.00 1.00 1.00 1.00 1.00 1.00 City Auditor 1.00 1.00 1.00 1.00 1.00 1.00 Performance Auditor 0.00 0.00 0.00 0.00 0.00 0.50 0.50 Sr. Performance Auditor 2.00 2.00 2.00 2.00 2.00 2.00 Total City Auditor 4.00 4.00 4.00 4.00 4.00 0.50 4.50 Community Services Admin Assistant 1.00 1.00 1.00 1.00 1.00 1.00 Administrative Associate I 2.50 2.00 0.00 0.00 0.00 0.00 Administrative Associate III 0.00 0.75 0.75 0.75 0.75 0.75 Arts & Culture Div Mgr 1.00 1.00 1.00 1.00 0.00 0.00 Assistant Director CSD 0.00 0.00 0.00 0.00 1.00 1.00 Bldg Serviceperson 4.00 4.00 2.00 2.00 2.00 2.00 Bldg Serviceperson‐L 2.00 2.00 2.00 2.00 2.00 2.00 Community Services Manager* 0.00 0.00 0.00 0.00 0.00 6.00 6.00 Community Services Senior Program Manager* 1.00 1.00 1.00 1.00 1.00 2.00 3.00 Page 1 of 7 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted Community Services Superintendent* 1.00 1.00 1.00 1.00 0.00 2.00 2.00 Coord Child Care 1.00 1.00 0.00 0.00 0.00 0.00 Coord Rec Prog 5.00 5.00 4.50 4.00 4.00 4.00 Cub Ctr & Hum Svc Div Mgr 1.00 1.00 0.00 0.00 0.00 0.00 Dir Comm Svcs 1.00 1.00 1.00 1.00 1.00 1.00 Division Manager, Recreations & Golf 1.00 1.00 1.00 1.00 1.00 1.00 Golf Cor Equip Mech 1.00 1.00 0.00 0.00 0.00 0.00 Golf Cor Mt Person 5.00 4.00 0.00 0.00 0.00 0.00 Inspector, Field Svc 2.00 2.00 2.00 2.00 2.00 2.00 Junior Museum & Zoo Educator 0.00 2.25 2.25 2.25 2.25 2.25 Management Assistant 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Arts* 2.00 2.00 2.00 2.00 2.00 (2.00) 0.00 Open Spc & Parks Div Mgr 1.00 1.00 1.00 1.00 1.00 1.00 Park Maint ‐ Lead 1.00 1.00 1.00 1.00 1.00 1.00 Park Maint Person 11.00 11.00 6.00 6.00 6.00 6.00 Park Ranger 5.00 5.00 5.00 5.00 5.00 5.00 Parks/Golf Crew‐Lead 3.00 3.00 2.00 2.00 2.00 2.00 Prod Arts/Sci Prog 12.50 13.00 12.00 12.00 11.75 11.75 Program Assistant I 12.00 7.75 7.50 7.50 7.50 7.50 Program Assistant II 3.00 3.00 3.00 3.00 3.00 3.00 Senior Management Analyst 1.00 1.00 1.00 1.00 1.00 1.00 Sprinkler Sys Repr 5.00 5.00 4.00 4.00 4.00 4.00 Sr Ranger 1.00 0.00 0.00 0.00 0.00 0.00 Supt Parks* 1.00 1.00 1.00 1.00 2.00 (2.00) 0.00 Supv Open Space* 1.00 2.00 2.00 2.00 2.00 (2.00) 0.00 Supv Parks* 1.00 1.00 1.00 1.00 1.00 (1.00) 0.00 Supv Rec Prog* 4.00 4.00 4.00 4.00 4.00 (3.00) 1.00 Theater Specialist 1.00 1.00 1.00 1.00 1.00 1.00 Volunteer Coord 0.50 0.50 0.50 0.50 0.50 0.50 Total Community Services 96.50 94.25 74.50 74.00 73.75 0.00 73.75 Human Resources Sr. Administrator Human Resources 5.00 5.00 5.00 5.00 5.00 (1.00) 4.00 Admin Assistant 1.00 1.00 1.00 1.00 1.00 1.00 Assistant Director Human Resources 1.00 1.00 1.00 1.00 1.00 1.00 Dir Human Resources 1.00 1.00 1.00 1.00 1.00 1.00 Human Resources Rep 2.00 2.00 2.00 2.00 2.00 1.00 3.00 Human Rsrce Asst Cnf 4.00 5.00 5.00 5.00 5.00 (1.00) 4.00 Management Analyst 0.00 0.00 0.00 0.00 0.00 0.00 Mgr Employee Relations 1.00 0.00 0.00 0.00 0.00 1.00 1.00 Senior Management Analyst 1.00 1.00 1.00 1.00 1.00 1.00 Total Human Resources 16.00 16.00 16.00 16.00 16.00 0.00 16.00 Library Admin Assistant 1.00 1.00 1.00 1.00 1.00 1.00 Assistant Director, Library Services 1.00 1.00 1.00 1.00 1.00 1.00 Business Analyst 0.00 1.00 1.00 1.00 1.00 1.00 Coord Library Prog 3.00 1.00 1.00 1.00 1.00 1.00 Dir Libraries 1.00 1.00 1.00 1.00 1.00 1.00 Division Head, Library Services 1.00 1.00 1.00 1.00 1.00 1.00 Librarian 5.00 5.00 5.00 5.00 5.00 5.00 Library Associate 4.00 4.00 4.00 4.00 5.00 5.00 Page 2 of 7 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted Library Asst 5.50 5.50 5.50 5.50 5.50 5.50 Library Services manager 4.00 4.00 4.00 4.00 4.00 4.00 Library Specialist 8.00 8.00 8.00 8.00 7.00 7.00 Management Assistant 1.00 1.00 1.00 1.00 1.00 1.00 Sr Librarian 9.25 8.75 7.75 7.75 7.75 0.50 8.25 Total Library 43.75 42.25 41.25 41.25 41.25 0.50 41.75 Planning and Community Environment Adm Pln & Comm Envrn 1.00 1.00 1.00 1.00 1.00 1.00 Admin Assistant 1.00 1.00 1.00 1.00 1.00 1.00 Administrative Associate I 2.00 2.00 1.00 1.50 1.00 1.00 Administrative Associate II 4.80 3.80 3.80 3.80 3.80 3.80 Administrative Associate III 1.00 1.00 1.00 1.00 1.00 1.00 Arborist 1.00 0.00 0.00 0.00 0.00 0.00 Assistant Director Planning & Comm Env 1.00 0.00 0.00 1.00 1.00 1.00 Assoc Engineer 1.00 1.00 1.00 1.00 1.00 1.00 Asst Build Official 1.00 1.00 1.00 1.00 1.00 1.00 Asst To City Mgr 0.00 0.00 0.05 0.00 0.00 0.00 Bldg Inspector 4.00 4.00 4.00 4.00 4.00 4.00 Bldg Inspector Spec 3.00 2.00 1.00 1.00 1.00 1.00 Bldg/Plg Technician 3.00 3.00 2.00 2.00 2.00 2.00 Chief Bld Official 1.00 1.00 1.00 1.00 1.00 1.00 Chief Plg Official 1.00 1.00 1.00 0.00 1.00 1.00 Chief Transp Off 0.00 0.00 1.00 1.00 1.00 1.00 Code Enforcement Off 2.00 2.00 2.00 2.00 2.00 2.00 Coor Trans Sys Mgmt 0.50 0.50 0.50 0.50 0.50 0.50 Deputy City Mgr Spec Proj 0.00 0.50 0.50 0.50 0.50 0.50 Development Center Manager 0.00 0.00 0.00 0.00 1.00 1.00 Development Project Coordinator III 0.00 0.00 0.00 0.00 3.00 3.00 Development Services Director 0.00 0.00 0.00 0.00 1.00 1.00 Dir Plan/Comm Envir 1.00 1.00 1.00 1.00 1.00 1.00 Engineer 1.00 1.00 1.00 1.00 1.00 1.00 Engr Tech II 1.00 1.00 1.00 1.00 1.00 1.00 Engr Tech III 0.00 0.00 0.00 0.00 0.00 0.00 Management Anslyst* 0.00 0.00 0.00 0.00 0.00 0.50 0.50 Mgr Economic Dev 1.00 1.00 1.00 0.00 0.00 0.00 Mgr Planning 2.00 2.00 2.00 2.00 1.00 1.00 Permit Specialist 1.00 0.00 0.00 0.00 0.00 0.00 Planner 6.00 6.05 5.75 5.75 3.75 3.75 Planning Arborist 0.00 1.00 1.00 0.00 0.00 0.00 Plans Check Engr 3.00 2.00 2.00 2.00 2.00 2.00 Plans Examiner 0.00 0.00 0.00 0.00 1.00 1.00 Project Engineer 1.00 1.00 1.00 1.00 1.00 1.00 Sr Planner 6.00 6.00 5.00 5.00 6.00 1.00 7.00 Supv Bldg Inspection 1.00 1.00 1.00 1.00 1.00 1.00 Transportation Manager 1.00 1.00 0.00 0.00 0.00 0.00 Total Planning and Community Environment 53.30 48.85 44.60 43.05 47.55 1.50 49.05 Public Safety 40‐Hr Training Captain 1.00 1.00 1.00 1.00 1.00 1.00 Admin Assistant 2.00 2.00 1.00 1.00 1.00 1.00 Administrative Associate II 7.00 7.00 7.00 7.00 7.00 7.00 Page 3 of 7 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted Animal Control Off 4.50 4.50 4.50 4.50 4.50 (1.00) 3.50 Animal Services Spec 1.00 1.00 1.00 0.00 0.00 0.00 Animal Services Spec II 1.00 1.00 1.00 2.00 2.00 2.00 Assistant Police Chief ‐ Adv 1.00 1.00 1.00 1.00 1.00 1.00 Battalion Chief 56‐Hour Workweek 3.00 3.00 3.00 3.00 3.00 3.00 Business Analyst 1.00 1.00 1.00 1.00 1.00 1.00 Code Enforcement Off 1.50 1.50 1.00 1.00 1.00 1.00 Comm Tech 1.00 1.00 1.00 1.00 1.00 1.00 Community Serv Offcr 9.00 9.00 8.50 8.50 8.50 8.50 Coord Pol Tech Svcs 1.00 1.00 1.00 1.00 1.00 1.00 Court Liaison Officer 1.00 1.00 1.00 1.00 1.00 1.00 Crime Analyst 1.00 2.00 1.00 1.00 1.00 1.00 Deputy Chief/Fire Marshall 0.84 0.84 0.84 0.84 0.84 0.84 Deputy Fire Chief 2.00 2.00 2.00 2.00 2.00 2.00 Emergency Medical Svc Chief 1.00 0.00 0.00 0.00 0.00 0.00 Emergency Services Director 0.00 0.00 0.00 1.00 1.00 1.00 EMS Data Specialist 0.00 0.00 0.00 0.00 1.00 1.00 EMS Manager 1.00 1.00 1.00 1.00 1.00 1.00 Fire Apparatus Op 30.00 30.00 30.00 30.00 30.00 30.00 Fire Captain 27.00 27.00 27.00 27.00 22.00 22.00 Fire Chief 1.00 1.00 1.00 1.00 1.00 1.00 Fire Fighter 45.00 45.00 45.00 45.00 41.00 41.00 Fire Fighter Emt 3.00 0.00 0.00 0.00 0.00 0.00 Fire Inspector 3.00 3.00 3.00 3.00 4.00 4.00 GIS Specialist 0.00 0.00 0.00 0.00 1.00 1.00 Haz Mat Inspector 1.90 1.90 1.90 1.90 1.90 1.90 Haz Mat Spec 0.95 0.95 0.00 0.00 0.00 0.00 OES Coordinator 1.00 1.00 1.00 1.00 1.00 1.00 Police Agent 19.00 19.00 19.00 19.00 19.00 19.00 Police Captain‐Adv 2.00 2.00 2.00 2.00 2.00 2.00 Police Chief‐Adv 1.00 1.00 1.00 1.00 1.00 1.00 Police Lieut‐Adv 5.00 5.00 5.00 5.00 5.00 5.00 Police Officer 51.00 50.00 49.00 49.00 49.00 49.00 Police Records Specialist ‐ Lead 1.00 1.00 1.00 1.00 1.00 1.00 Police Records Specialist II 9.00 7.00 6.00 6.00 6.00 6.00 Police Sergeant 14.00 14.00 14.00 14.00 14.00 14.00 Program Assistant 0.00 0.00 0.00 0.00 1.00 1.00 Program Assistant I 1.00 0.00 0.00 0.00 0.00 0.00 Program Assistant II 1.00 1.00 1.00 1.00 1.00 1.00 Program Coordinator 0.00 1.00 0.00 0.00 0.00 0.00 Property Evid Tech 2.00 2.00 2.00 2.00 2.00 2.00 Public Safety Disp 2.00 2.00 2.00 2.00 2.00 2.00 Public Safety Dispatcher ‐ Lead 5.00 5.00 5.00 5.00 5.00 5.00 Public Safety Dispatcher II 14.00 14.00 14.00 14.00 14.00 14.00 Senior Management Analyst 1.00 1.00 1.00 1.00 1.00 1.00 2.00 Supt Animal Services 1.00 1.00 1.00 1.00 1.00 1.00 Supv Animal Svcs 1.00 1.00 1.00 1.00 1.00 (1.00) 0.00 Supv Police Service 3.00 3.00 3.00 3.00 3.00 3.00 Veterinarian 1.00 1.00 1.00 1.00 1.00 1.00 Veterinarian Tech 2.00 2.00 2.00 2.00 2.00 2.00 Volunteer Coord 1.00 0.50 0.50 0.50 0.50 0.50 Total Public Safety 290.69 284.19 277.24 278.24 273.24 (1.00) 272.24 Page 4 of 7 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted Utilities Accountant 0.00 0.75 0.75 0.75 0.60 0.60 Acct Spec 1.00 2.50 2.50 2.50 2.55 2.55 Admin Assistant 1.00 1.00 1.00 1.00 1.00 1.00 Administrative Associate I 2.00 2.00 2.00 2.00 2.00 2.00 Administrative Associate II 7.00 7.00 7.00 7.00 7.00 7.00 Assistant Director Utilities Engineering 1.00 1.00 1.00 1.00 1.00 1.00 Assistant Director Utilities Operations 1.00 1.00 1.00 1.00 1.00 1.00 Assistant Director Utl Cust Support Svs 1.00 1.00 1.00 1.00 1.00 1.00 Assoc Res Planner 1.00 2.00 0.00 0.00 0.00 0.00 Asst Dir Ut/Res Mgmt 1.00 1.00 1.00 1.00 1.00 1.00 Asst Director Adm Svcs 0.00 0.00 0.00 0.10 0.00 0.00 Asst To City Mgr 0.00 0.00 0.35 0.35 0.35 0.35 Business Analyst 2.87 2.87 2.87 4.87 5.87 5.87 Cathodic Protection Technician Assistant 0.00 1.00 1.00 1.00 1.00 1.00 Cathodic Tech 1.00 1.00 1.00 1.00 1.00 1.00 Cement Finisher 1.00 1.00 1.00 1.00 1.00 1.00 Communications Mgr 0.00 0.00 1.00 1.00 1.00 1.00 Contracts Administrator 1.00 1.00 1.00 1.00 1.00 1.00 Coord Util Saf & Sec 1.00 1.00 1.00 1.00 1.00 1.00 Coord Utility Proj 4.00 4.00 5.00 4.00 4.00 4.00 Cust Srv Specialist‐L 1.00 2.00 2.00 2.00 2.00 2.00 Cust Svc Represent 5.00 5.00 5.00 5.00 5.00 5.00 Cust Svc Spec 2.00 2.00 2.00 2.00 2.00 2.00 Deputy Chief/Fire Marshall 0.08 0.08 0.08 0.08 0.08 0.08 Deputy Dir Adm Svcs 0.20 0.20 0.20 0.00 0.00 0.00 Dir Adm Svcs/Chief Financial Officer 0.15 0.15 0.15 0.15 0.25 0.25 Dir Utilities 1.00 1.00 1.00 1.00 1.00 1.00 Elec Asst I 5.00 5.00 5.00 5.00 4.00 4.00 Elec Undgd Inspec 2.00 2.00 2.00 2.00 2.00 2.00 Electric Project Engineer 1.00 1.00 2.00 2.00 2.00 2.00 Electric Underground Inspector ‐ Lead 1.00 1.00 1.00 1.00 1.00 1.00 Electrician 14.00 14.00 14.00 14.00 14.00 14.00 Electrician‐Lead 6.00 6.00 6.00 6.00 6.00 6.00 Engineer 4.00 4.00 4.00 4.00 4.00 4.00 Engr Mgr ‐ Electric 1.00 1.00 1.00 1.00 1.00 1.00 Engr Mgr ‐ WGW 1.00 1.00 1.00 1.00 1.00 1.00 Engr Tech III 3.00 3.00 3.00 3.00 3.00 3.00 Equip Operator 2.00 1.00 1.00 1.00 1.00 1.00 Gas System Tech 2.00 1.00 2.00 2.00 2.00 2.00 Gas System Technician II 0.00 1.00 1.00 1.00 1.00 1.00 Haz Mat Inspector 0.06 0.06 0.06 0.06 0.06 0.06 Haz Mat Spec 0.03 0.03 0.00 0.00 0.00 0.00 Heavy Equip Oper 10.00 10.00 9.00 9.00 8.00 8.00 Inspector, Field Svc 4.00 4.00 4.00 4.00 5.00 5.00 Lineper/Cable Spl 11.00 11.00 11.00 11.00 11.00 11.00 Lineper/Cable Spl‐L 4.00 4.00 4.00 4.00 4.00 4.00 Maint Mech 1.00 1.00 1.00 0.00 0.00 0.00 Maintenance Mechanic‐Welding 1.00 1.00 1.00 2.00 2.00 2.00 Manager Energy Risk 1.00 1.00 1.00 0.00 0.00 0.00 Marketing Eng 1.00 1.00 1.00 1.00 1.00 1.00 Page 5 of 7 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted Meter Reader 6.00 6.00 6.00 6.00 6.00 6.00 Meter Reader‐Lead 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Cust Svc & Meter Reading 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Electric Oprns 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Util Mkt Svcs 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Util Oprns WGW 1.00 1.00 1.00 1.00 1.00 1.00 Mgr Util Telecomm 1.00 1.00 1.00 1.00 1.00 1.00 Offset Equip Op 0.00 0.00 0.48 0.48 0.48 0.48 OH UG Troubleman 0.00 0.00 0.00 0.00 2.00 2.00 Planner 0.00 0.00 0.30 0.30 0.30 0.30 Power Engr 2.00 2.00 3.00 3.00 3.00 3.00 Program Assistant I 3.00 3.00 3.00 3.00 3.00 3.00 Project Engineer 6.00 6.00 5.00 5.00 5.00 5.00 Project Mgr 0.75 0.75 0.75 0.75 0.75 0.75 Resource Planner 4.00 4.00 5.00 5.00 5.00 5.00 Restoration Lead 0.00 1.00 1.00 1.00 1.00 1.00 Senior Management Analyst 1.00 1.00 1.00 1.00 1.00 1.00 Sr Mech 1.00 1.00 1.00 1.00 1.00 1.00 Sr Mkt Analyst 1.00 1.00 1.00 1.00 1.00 1.00 Sr Util Field Svc Rep 1.00 1.00 1.00 1.00 1.00 1.00 Sr Water Sys Oper 2.00 2.00 2.00 2.00 2.00 2.00 Sr. Accountant 0.00 0.75 0.75 0.75 0.70 0.70 Sr. Business Analyst 1.00 1.00 2.00 2.00 2.00 2.00 Sr. Deputy City Attorney 0.00 0.00 1.00 1.00 1.00 1.00 Sr. Electric Project Engineer 4.00 4.00 4.00 4.00 4.00 4.00 Sr. Financial Analyst 0.00 0.60 1.10 1.60 1.40 1.40 Sr. Performance Auditor 0.00 0.00 1.00 1.00 1.00 1.00 Sr. Project Engineer 4.00 4.00 4.00 4.00 4.00 4.00 Sr. Resource Originator 1.00 1.00 0.00 0.00 0.00 0.00 Sr. Resource Planner 6.00 6.00 7.00 7.00 7.00 7.00 Sr. Technologist 0.87 0.87 0.87 0.87 0.87 0.87 Storekeeper 2.00 2.00 2.00 2.00 2.00 2.00 Supervising Electric Project Engineer 2.00 2.00 1.00 1.00 1.00 1.00 Supervising Project Engineer 0.00 0.00 1.00 1.00 1.00 1.00 Supv Water Trans 1.00 1.00 1.00 1.00 1.00 (1.00) 0.00 Supv WGW 5.00 5.00 5.00 5.00 5.00 (5.00) 0.00 Sustainability Manager 0.00 0.00 0.00 0.00 0.00 0.00 Tree Maint Person 1.00 1.00 1.00 1.00 1.00 1.00 Util Acct Rep 3.00 3.00 3.00 4.00 4.00 4.00 Util Comp Tech 2.00 2.00 2.00 2.00 2.00 2.00 Util Comp Tech‐L 1.00 1.00 1.00 1.00 1.00 1.00 Util Credit/Col Spec 1.00 1.00 1.00 1.00 1.00 1.00 Util Engr Estimator 6.00 6.00 5.00 4.00 5.00 5.00 Util Fld Svcs Rep 7.00 5.00 5.00 5.00 5.00 5.00 Util Install/Rep 11.00 11.00 12.00 12.00 12.00 12.00 Util Install/Rep Ast 1.00 1.00 1.00 1.00 1.00 1.00 Util Install/Rep‐L 5.00 5.00 5.00 5.00 5.00 5.00 Util Locator 3.00 3.00 3.00 3.00 3.00 3.00 Utilities Supervisor 0.00 0.00 0.00 0.00 0.00 6.00 6.00 Util Syst Oper 5.00 5.00 5.00 5.00 5.00 5.00 Page 6 of 7 ATTACHMENT A, EXHIBIT 3 Amendments to FY 2013 Table of Organization FY 2009  Actuals FY 2010  Actuals FY 2011  Actuals FY 2012  Adopted  Budget FY 2013  Adopted  Budget FY 2013  Midyear  Changes FY 2013  Adjusted Utilities Compliance Manager 0.00 0.00 1.00 1.00 1.00 1.00 Utilities Supervisor 5.00 5.00 5.00 5.00 5.00 5.00 Utility Key Account Rep ‐ S 3.00 3.00 3.00 3.00 3.00 3.00 Utl Install Repair Lead‐Welding Cert 2.00 2.00 2.00 2.00 2.00 2.00 Utl Install Repair‐Welding Cert 3.00 3.00 3.00 3.00 3.00 3.00 Warehouse Supv 0.00 0.00 0.50 0.50 0.50 0.50 Water Sys Oper II 5.00 4.00 4.00 4.00 4.00 4.00 Wtr Mtr Crs Cn Tec 2.00 2.00 3.00 3.00 3.00 3.00 Total Utilities 238.01 241.61 250.71 251.11 253.76 0.00 253.76 Information Technology Admin Assistant 0.07 0.07 0.07 1.07 1.00 1.00 Administrative Associate II 1.00 1.00 1.00 0.00 0.00 0.00 Administrative Associate III 0.04 0.04 0.00 0.00 0.00 0.00 Asst Director Adm Svcs* 0.40 0.40 0.40 0.40 0.30 (0.10) 0.20 Business Analyst 0.90 0.90 1.00 1.00 1.00 1.00 Chief Information Officer 1.00 1.00 1.00 1.00 1.00 1.00 Desktop Technician 5.00 5.00 5.00 5.00 5.00 5.00 Dir Adm Svcs/Chief Financial Officer* 0.35 0.35 0.35 0.35 0.25 (0.05) 0.20 Information Technology Security Manager 0.00 0.00 0.00 0.00 1.00 1.00 Management Analyst 0.00 0.00 0.50 0.50 1.00 1.00 Mgr IT 3.00 3.00 3.00 3.00 4.00 4.00 Sr. Business Analyst 1.80 1.80 2.00 2.00 2.00 2.00 Sr. Financial Analyst 0.09 0.09 0.09 0.09 0.00 0.00 Sr. Technologist 13.00 13.00 13.00 13.00 12.00 12.00 Technologist 4.00 4.00 3.00 3.00 3.00 3.00 Total Information Technology 30.65 30.65 30.41 30.41 31.55 (0.15) 31.40 Special Revenue Acct Spec 0.00 0.00 0.50 0.50 0.50 0.50 Administrative Associate II 0.20 0.20 0.20 0.20 0.20 0.20 Community Serv Offcr 0.00 0.00 0.50 0.50 0.50 0.50 Management Analyst* 0.00 0.00 0.00 0.00 0.50 (0.50) 0.00 Planner 1.00 0.95 0.95 0.95 0.95 0.95 Total Special Revenue 1.20 1.15 2.15 2.15 2.65 (0.50) 2.15 * Change is to correct the Table of Organization only.  Funding was transferred in the Fiscal Year 2013 adopted budget. Page 7 of 7 *NOT YET APPROVED* 130221 sh 0140085 1 Resolution No. ____ Resolution of the Council of the City of Palo Alto Amending the 2011- 2013 Compensation Plan for Management and Professional Personnel Adopted by Resolution No. 9282 to Change the Title of Two Positions, Change the Salary for Two Positions, Correct the Salary Sheet for Three Positions, Correct the Grade Code for One Position and Eliminate One Position The Council of the City of Palo Alto RESOLVES as follows: SECTION 1. Pursuant to the provisions of Section 12 of Article III of the Charter of the City of Palo Alto, the 2011-2013 Compensation Plan for Management and Professional Personnel, adopted by Resolution No. 9282 is hereby amended to change the title of two positions, change the salary for two positions, correct the salary sheet for three positions, correct the grade code for one position and eliminate one position, as set forth in Exhibit “A”, attached hereto and incorporated herein by reference, effective with the pay period including April 8, 2013. 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: ___________________________ ______________________________ City Attorney City Manager _____________________________ Director of Administrative Services ____________________________ Chief People Officer *NOT YET APPROVED* 130221 sh 0140085 2 EXHIBIT A Management/Professional Compensation Plan Changes – Effective April 8, 2013 Job Code Classification Title Grade Code Control Point Approx. Annual Hourly 43 Supervisor, Animal Services (elimination) 47 6,836.04 82,032.45 39.44 101 Human Resources Representative (title and salary change reclass for HR Assistant) 49 6,495.05 77,940.55 37.47 45 Mgr, Employee Relations and Training (title and salary change for one Sr. HR Administrator) 31 10,249.60 122,995.23 59.13 154 Community Services Manager (salary sheet correction) 42 7,767.98 93,215.78 44.82 169 Community Services Senior Program Manager (salary sheet correction) 41 7,955.44 95,465.30 45.90 83 Community Services Superintendent (salary sheet correction) 34 9,501.54 114,018.53 54.82 146 Warehouse Supervisor (grade code correction) 47 6,836.04 82,032.45 39.44 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD 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 $3,663 CC-09001 Dimmer Replacement and Lighting System Buildings and Facilities $995 $7,611 $4,609 735 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 249,933 General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 Page 1 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PE-04010 Children's Library Improvements & Expansion Buildings and Facilities 58,561 PE-04011 Cambridge Parking Structure Improvements Buildings and Facilities PE-04012 Mitchell Park Library & Community Center Improvements Buildings and Facilities 179,071 123 PE-04014 Animal Shelter Expansion & Renovation Buildings and Facilities 762,057 61,539 PE-05002 Main Library Space Reconfiguration Buildings and Facilities PE-05010 College Terrace Library Improvements Buildings and Facilities 337,154 1,545,763 846,020 7,344 4,600 PE-06001 San Antonio Bridge Structural Repairs & Maintenance Buildings and Facilities 494 82,782 PE-08005 Municipal Service Center Resurfacing Buildings and Facilities 752,021 326,898 Page 2 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PE-09003 City Facility Parking Lot Maintenance Buildings and Facilities 51,098 PE-09005 Downtown Library Improvements Buildings and Facilities 78,162 562,707 3,133,576 714,043 13,129 PE-09006 Mitchell Park Library & Community Center (New Construction) Buildings and Facilities 509,024 3,278,486 10,381,000 14,213,182 5,358,481 PE-09010 Library & Community Center Temporary Facilities Buildings and Facilities 28,866 518,623 110,020 2,205 199 PE-10002 Ventura Community Center and Park Buildings and Facilities 13,283 21,130 10,290 PE-11000 Main Library New Construction and Improvements Buildings and Facilities 792,913 1,139,804 267,266 PE-11012 Temporary Main Library Buildings and Facilities 96,435 1,715 PE-12017 City Hall 1st Floor Buildings and Facilities 63,537 30,098 Page 3 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PE-89004 Yacht Harbor Improvements Buildings and Facilities 21,584 PE-98020 Public Safety Building Buildings and Facilities 1,000,414 175,289 30,910 14,943 158 PE-95030 Downtown Parking Structure Buildings and Facilities 155 469 PF-00006 Roofing Replacement Buildings and Facilities 21,073 251,344 104,617 319,495 PF-01002 Civic Center Infrastructure Improvements Buildings and Facilities 4,915,782 1,344,006 3,803,962 1,950,609 200,107 PF-01003 Building Systems Improvements Buildings and Facilities 114,152 36,098 74,876 59,798 27,061 PF-01004 Fire Station Improvements Buildings and Facilities 575,700 237,018 394 PF-01005 Lucie Stern Community Center Improvements Buildings and Facilities Page 4 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PF-02022 Facility Interior Finishes Buildings and Facilities 47,116 11,076 23,874 234,085 PF-04000 Security System Improvements Buildings and Facilities 8,903 3,581 PF-04001 General Building Study Buildings and Facilities PF-04010 Cubberley Mechanical & Electrical Upgrades Buildings and Facilities 5,218 9,369 PF-05002 Municipal Service Center Renovation Buildings and Facilities 12,057 3,530 12,176 PF-05003 Foothills Park Interpretive Center Improvements Buildings and Facilities 1,290 12,897 141,633 PF-06002 Ventura Buildings' Improvements Buildings and Facilities PF-06003 Cubberley Community Center Fire Alarm System Buildings and Facilities 70,949 Page 5 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PF-06004 Cubberley Restroom Renovation Buildings and Facilities 27,422 3,129 3,809 PF-07000 Art Center Electrical & Mechanical Upgrades Buildings and Facilities 132,737 234,143 543,877 4,628,983 2,014,007 PF-07001 ADA Compliance - Cubberley Community Center Buildings and Facilities 13,512 205,388 PF-07003 Children's Theatre Fire/Life Safety Upgrade Buildings and Facilities 7,592 6,150 131 PF-07011 Roth Building Maintenance Buildings and Facilities 1,931 3,729 1,205 PF-08000 Art Center Kiln Hood Replacement Buildings and Facilities 60,654 14,570 PF-09000 Children's Theatre Improvements Buildings and Facilities 1,357 PF-09002 Lucie Stern Community Center and Theatre Exterior Paint Buildings and Facilities 4,510 90,816 Page 6 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PF-10000 Civic Center Chiller Drive Replacement Buildings and Facilities 72,380 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 32,672 447,948 PF-12005 Council Conference Room Renovations Buildings and Facilities PF-93009 ADA Compliance Buildings and Facilities 121,617 235,410 9,994 167,537 Total Buildings and Facilities $10,082,066 $9,311,891 $20,250,843 $23,867,878 $8,380,960 AC-86017 Art in Public Places Land and Land Improvements $21,556 $17,256 $77,956 $17,171 AS-08000 Acquisition of Los Altos Treatment Plant Land and Land Improvements 2,306,958 2,252,250 Page 7 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 AS-09000 City of Palo Alto Municipal Airport Transition Project Land and Land Improvements 39,075 67,775 4,050 PE-09004 Los Altos Treatment Plant Master Plan Study Land and Land Improvements 135,905 15,468 16,278 Total Land and Land Improvements $2,503,494 $2,352,749 $98,284 $17,171 $0 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 $178,774 14,123 Page 8 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 LB-94018 Library Automation Service Miscellaneous 732 PE-12002 Tree Wells - University Avenue Irrigation Miscellaneous 28,743 6,301 PE-12004 Municipal Services Center Facilities Study Miscellaneous 220 PE-12009 Alma Guardrail Miscellaneous 5,888 29,431 PD-04010 Fire Portable Radio Replacement Miscellaneous PD-07001 SWAT Van Replacement Miscellaneous PD-08000 Crime Scene Evidence Collection Vehicle Miscellaneous 174,201 6,039 PD-93012 Fire Communications Computer Systems Miscellaneous Page 9 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PD-99013 Police Records Management System Miscellaneous PF-12004 Citywide Backflow Preventer Installations Miscellaneous 95,643 PL-02023 Master Schematic Design Miscellaneous PO-10002 Downtown Tree Grates Miscellaneous 29,879 8,136 PO-12002 LATP Site Development Preparation & Security Miscellaneous 8,636 Total Miscellaneous $109,989 $291,162 $210,461 $228,300 $145,498 FD-05000 Sixteen (16) ALS Monitors Non-Infrastructure Management Plan $62,650 $434 PD-07000 Mobile Command Vehicle Non-Infrastructure Management Plan 695,337 Page 10 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PE-05001 Photovoltaic Design and Installations Non-Infrastructure Management Plan 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 PL-05002 Charleston/Arastradero Corridor Plan Non-Infrastructure Management Plan 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 4,248 1,224 PL-06005 Installation of Ticket Machines Non-Infrastructure Management Plan 2,250 Total Non-Infrastructure Management Plan $440,010 $6,448 $889,384 $31,236 $1,224 Page 11 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 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 31,101 OS-00001 Open Space Trails and Amenities Parks and Open Space $123,193 97,766 47,473 162,466 62,917 OS-00002 Open Space Lakes & Ponds Maintenance Parks and Open Space 35,909 63,263 54,097 24,615 15,000 OS-07000 Foothills Park Road Improvements Parks and Open Space 25,000 150,000 OS-07002 Foothills Park Interpretive Center & Open Space Maintenance Yard Parking Parks and Open Space 2,302 OS-09001 Off-Road Pathway Resurfacing and Repair Parks and Open Space 25,463 24,719 4,130 OS-09002 Baylands Emergency Access Levee Repair Parks and Open Space 7,690 Page 12 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PE-00110 College Terrace Park Improvements Parks and Open Space 154,927 522 PE-05300 Arastradero Preserve Gateway Parks and Open Space 9,156 PE-06004 Bowden Park Improvements Parks and Open Space PE-06005 University Avenue Gateway Landscaping Improvements Parks and Open Space 166,612 6,709 1,479 429 PE-06007 Park Restroom Installation Parks and Open Space 41,134 100,096 224,048 98,119 44,083 PE-06008 Johnson Park Improvements Parks and Open Space PE-07002 Hoover Park Improvements Parks and Open Space 67,053 PE-07003 Ramos Park Improvements Parks and Open Space Page 13 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PE-07005 California Avenue Improvements Parks and Open Space 49,900 465,324 53,810 PE-07006 Boulware Park Improvements Parks and Open Space 3,799 PE-07007 Cubberley Turf Renovation Parks and Open Space 190,950 969,963 PE-07009 Baylands Athletic Center Fencing, Dugout & Trailhead Parking Parks and Open Space 46,164 PE-08002 Peers Park Improvements Parks and Open Space 301,383 PE-08004 Lytton Plaza Renovation Parks and Open Space 23,530 725,733 2,545 11,793 25 PE-09002 Greer Park Phase IV Parks and Open Space 168,231 515,091 925,076 142,030 2,669 PE-12003 Rinconada Park Master Plan & Design Parks and Open Space 121,690 81,317 Page 14 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PE-12012 Eleanor Pardee Park Improvements Parks and Open Space 21,827 4,901 PE-12013 Magical Bridge Playground Parks and Open Space 129,237 39,185 PE-13005 City Hall King Plaza Landscape Parks and Open Space 307 PE-13007 El Camino Dog Park Parks and Open Space 169 PE-13016 El Camino Park Expanded Parking Lot and New Restroom Parks and Open Space 3,173 PE-13020 Byxbee Park Trails Parks and Open Space 5,704 PE-98003 Mitchell Park Facilities Parks and Open Space 24,962 PF-12001 Parks and PWD Trees Work Space Improvements Parks and Open Space 836 746 Page 15 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PF-13003 Parks Master Plan Parks and Open Space 5,617 PG-00010 Park Facilities Improvements Parks and Open Space 1,361 PG-04010 Stanford/Palo Alto Community Playing Field Parks and Open Space 869 PG-06001 Tennis and Basketball Court Resurfacing Parks and Open Space 107,117 100,159 77,512 53,635 506 PG-06003 Benches, Signage, Fencing, Walkways, and Perimeter Landscaping Parks and Open Space 85,766 73,480 118,366 105,225 70,045 PG-07000 Heritage Park Playground Parks and Open Space PG-07700 Golf Course Irrigation Pump, Motors & Control Panel Replacement Parks and Open Space PG-09002 Park and Open Space Emergency Repairs Parks and Open Space 73,190 50,883 147,651 52,875 20,670 Page 16 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 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 11,123 124,904 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 21,014 PG-12004 Sarah Wallis Park Improvements Parks and Open Space Page 17 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PG-12005 Relocate Power Poles for Soccer Field Parks and Open Space PG-12006 Magical Bridge Playground Parks and Open Space PG-98001 School Site Irrigation Parks and Open Space 4,596 161,399 Total Parks and Open Space $1,732,969 $3,459,755 $1,730,681 $1,113,288 $520,729 PE-00104 San Antonio Road Median Improvements Streets and Sidewalks $743,106 $239,404 $142,556 $676,384 221,915 PE-00105 Embarcadero Road Median Improvements Streets and Sidewalks PE-01013 El Camino Median Landscape Streets and Sidewalks 4,525 PE-06006 Alma Street Landscape Improvements Streets and Sidewalks 40,901 26,371 Page 18 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PE-10006 Bridge Rail, Abutment, and Deck Repair Streets and Sidewalks 167,062 PE-11011 Highway 101 Pedestrian / Bicycle Overcrossing Streets and Sidewalks 36,385 194,020 115,011 67,721 PE-12011 Newell Road Bridge / San Francisquito Creek Bridge Replacement Streets and Sidewalks 55,715 PE-13011 Charleston/Arastradero Corridor Project Streets and Sidewalks 2,393 PE-13022 University Avenue Pedestrian/Bicycle Underpass Rehabilatation Streets and Sidewalks 151,321 PE-86070 Street Improvements (Street Improvement Fund) Streets and Sidewalks 3,702,381 3,658,566 5,110,791 3,170,679 PL-00026 Safe Routes to School Streets and Sidewalks 30,000 20,750 87,321 113,957 PL-04010 Bicycle Transportation Plan Implementation Project Streets and Sidewalks 30,000 80,862 103,599 24,469 Page 19 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PL-05003 College Terrace Traffic Calming Streets and Sidewalks 545 PL-05030 Traffic Signal Upgrades Streets and Sidewalks 39,983 279,590 183,141 244,272 PL-07002 El Camino Real/ Stanford Intersection Streets and Sidewalks 2,490 4,790 247,112 341,683 53,337 PL-11001 Dinah SummerHill Pedestrian/Bicycle Path Streets and Sidewalks 188,187 1,344 PL-11002 California Avenue Transit Hub Corridor Streets and Sidewalks 16,361 27,472 PL-11003 Palo Alto Traffic Signal Central System Streets and Sidewalks 35,528 PL-11004 Alma Street Traffic Signal Improvements Streets and Sidewalks 645 PL-12000 Transporation and Parking Improvements Streets and Sidewalks 91,002 148,391 Page 20 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 PL-98013 School Commute Safety Improvements (SIF) Streets and Sidewalks 2,490 6,170 PO-05054 Street lights Improvements Streets and Sidewalks 15,970 40,430 159,070 61,844 PO-11000 Sign Reflectivity Upgrade Streets and Sidewalks 20,792 PO-11001 Thermoplastic Lane Marking and Striping Streets and Sidewalks 29,639 127,958 PO-12000 Wilkie Way Bridge Deck Replacement Streets and Sidewalks PO-12001 Curb and Gutter Repairs Streets and Sidewalks 1851 129,118 PO-12003 Foothills Fire Management Streets and Sidewalks 19,884 PO-89003 Sidewalk Improvements Streets and Sidewalks 1,675,527 1,341,916 1,211,917 1,673,715 Page 21 of 22 2/26/2013 ATTACHMENT C FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 Project Project Project Expenditures Expenditures Expenditures Expenditures Expenditures Number Title Category YTD General Fund Capital Improvement Program Project Expenditures for Fiscal Years 2009 - 2013 Total Streets and Sidewalks $6,227,373 $5,855,059 $7,421,556 $6,977,019 $961,322 Page 22 of 22 2/26/2013 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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-10001 Sustainability Contingency Miscellaneous $400,000 $100,000 $0 $0 $0 $0 $100,000 75% Complete Dec 12 Sustainability contingency will not be used starting in FY 2014. 2/26/2013 FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND ADMINISTRATIVE SERVICES DEPARTMENT MULTI-YEAR PROJECTS 1 of 35 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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 $4,600 $95,400 5% Pre-Design Jun 13 Needs assessment has been completed. Requests for Proposal prepared. AC-09002 Community Theater Sound System Replacement Buildings and Facilities $200,000 $200,000 $0 $0 $0 $18,100 $181,900 9% Pre-Design Jun 13 Needs assessment has been completed. Requests for Proposal prepared. AC-12001 Junior Museum & Zoo Perimeter Fence and Footpath Parks and Open Space $50,000 $50,000 $31,101 $0 $0 $0 $18,899 62% Complete Sep 12 Projected completed. CC-09001 Dimmer Replacement and Lighting System Buildings and Facilities $152,821 $144,215 $735 $0 $0 $9,815 $133,665 13% Design Jun 13 Project has been delayed as it will now be a design- and-build contract. OS-09002 Baylands Emergency Access Levee Repair Parks and Open Space $175,000 $175,000 $7,690 $0 $0 $38,513 $128,797 26% Pre-Design Jun 13 Survey work for levee done by Public Works Engineering. Project now independent of and will no longer be paired with JPA flood control project. PG-09003 Park Maintenance Shop Remodel Parks and Open Space $159,096 $98,179 $0 $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. FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND COMMUNITY SERVICES DEPARTMENT MINOR PROJECTS 2 of 35 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND COMMUNITY SERVICES DEPARTMENT PG-11000 Hopkins Park Improvements Parks and Open Space $95,000 $95,000 $0 $0 $0 $0 $95,000 0% Pre-Design TBD Staff in initial planning and development of scope of contract. PG-11001 Cogswell Plaza Improvements Parks and Open Space $150,000 $139,658 $124,904 $0 $0 $16,217 ($1,463) 101% Complete Oct 12 Project Completed December 2012. 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 Landscape architect hired for planning and development of scope of contract. Design complete. Staff preparing IFB. 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 $128,986 $128,986 $0 $0 $0 $1,088 $127,898 1% Ongoing Staff in planning and development of services. Timing to be influenced by golf course reconfiguration as well. 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. OS-00001 Open Space Trails & Amenities Parks and Open Space $2,025,720 $231,574 $62,917 $0 $0 $8,431 $160,226 92% Ongoing TBD Various trail improvements at Arastradero, Foothills Park, and Baylands. Year 2 of 3 year contract. OS-00002 Open Space Lakes & Ponds Maintenance Parks and Open Space $442,183 $64,920 $15,000 $0 $0 $0 $49,920 89% Ongoing TBD Year 2 of 3 year contract for maintenance of Boronda Lake. MULTI-YEAR PROJECTS MINOR PROJECTS 3 of 35 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND COMMUNITY SERVICES DEPARTMENT OS-07000 Foothills Park Road Improvements Parks and Open Space $525,000 $125,000 $0 $0 $0 $0 $125,000 76% Ongoing TBD Work is now 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 $226,357 $226,357 $0 $0 $0 $1 $226,356 0% Ongoing TBD Work is now done in- house by Public Works Engineering or combined with their paving contracts. PG-06001 Tennis & Basketball Court Resurfacing Parks and Open Space $526,443 $35,618 $506 $0 $0 $0 $35,112 93% Ongoing TBD Cubberley Community Center Tennis courts 1-6 completed in FY 2012. Staff in planning for FY 2013. PG-06003 Benches, Signage, Fencing, Walkways, and Perimeter Landscaping Parks and Open Space $675,668 $318,869 $70,045 $0 $0 $14,239 $234,585 65% Ongoing TBD Projects Completed in thus far in FY 201 - Site Amenities: Cogswell Plaza trash receptacles and site furniture. Signage: Design for Rinconada Cultural Center signage. MULTI-YEAR PROJECTS 4 of 35 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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 2013 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 $108,162 $20,670 $0 $0 $10,307 $77,185 78% Ongoing TBD Projects completed thus far in FY 2013: Rinconada Park: Tennis court tripping hazard surface repairs. Werry Park: Repairs to existing playground structure. Briones Park: Repairs to existing playground structure. PG-13001 Stanford / Palo Alto Soccer Turf Replacement Parks and Open Space $100,000 $100,000 $0 $0 $0 $0 $100,000 0% Pre-Design Jun 16 Staff in initial planning and development of scope of contract. PG-13002 El Camino Park Playing Fields and Amenities Parks and Open Space $3,435,286 $3,435,286 $0 $0 $0 $0 $3,435,286 0% Design Jun 14 Pending design changes to parking lot. PG-13003 Golf Reconfiguring Parks and Open Space $545,338 $545,338 $0 $0 $0 $0 $545,338 0% Pre-Design Jun 15 Staff in initial planning. 5 of 35 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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-05000 Sixteen ALS Monitors Miscellaneous $752 $752 $0 $0 $0 $0 $752 0% Completed FD-08001 Fire Station #6 Improvements Buildings and Facilities $60,000 $0 $0 $0 $0 $0 $0 100% Ongoing TBD We have completed the evaluation on the field monitors and we are proceeding with getting quotes for the replacements. Please move all $$ to FY13 budget. FD-12000 ALS EKG Monitor Replacement Miscellaneous $540,000 $540,000 $0 $0 $0 $516,722 $23,278 100% Completed Dec 12 The Fire Department competed the acquisition of new ALS EKG monitors in Dec 2012. FD-13000 Long Range CCTV Cameras Miscellaneous $65,000 $65,000 $0 $0 $0 $0 $65,000 0% Ongoing TBD The Fire Department is currently evaluating several Themal Imaging Cameras and plans to complete the purchase in the summer of 2013. FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND FIRE DEPARTMENT MULTI-YEAR PROJECTS 6 of 35 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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 $2,168,102 $14,123 $0 $0 $1,017,573 $1,136,406 76% Ongoing Sept 15 Project activity is being coordinated with the construction schedule of the Mitchell Park Library & Community Center and Main Library Measure N building renovations. FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND LIBRARY SERVICES DEPARTMENT MULTI-YEAR PROJECTS 7 of 35 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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 $210,505 $0 $0 $0 $1 $210,504 83% Ongoing Dec 13 The City completed implementation of the project as a trial in October 2012. Remaining funds will be used to complete the design phase of the final median island improvements. Final design will be led by Public Works. KEEP OPEN. PL-07002 El Camino Real/ Stanford Intersection Streets and Sidewalks $1,872,003 $1,316,383 $53,337 $0 $0 $16,662 $1,246,384 33% Ongoing Feb 12 Project complete. Close CIP. PL-11001 Dinah SummerHill Pedestrian Bicycle Path Streets and Sidewalks $300,000 $116,650 $1,344 $0 $0 $0 $115,306 62% Ongoing Dec 13 In-house design is complete. Hexagon Transportation Consultants selected to complete traffic study. Additional community outreach planned in the Spring 2013. Parks & Recreation Commission planned in Summer 2013 with construciton in the Fall 2013. KEEP OPEN. FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT MINOR PROJECTS MINOR PROJECTS 8 of 35 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PL-00026 Local and Neighborhood Collector Street Traffic Calming Program (SIF) ("Safe Routes To Schools") Streets and Sidewalks $1,167,000 $652,839 $113,957 $0 $0 $443,074 $95,808 92% Ongoing TBD 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. KEEP OPEN. PL-04010 Bicycle and Pedestrian Transportation Plan Implementation Project Streets and Sidewalks $341,149 $118,205 $24,469 $0 $0 $13,234 $80,502 76% Ongoing TBD 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. KEEP OPEN. MULTI-YEAR PROJECTS 9 of 35 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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 2013 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 $0 $1,224 $0 $0 $0 ($1,224)100% Complete 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 $1,709,147 $27,472 $0 $0 $272,528 $1,409,147 18% Design Oct 14 Project delayed due to litigation. Design restarted in Summer 2012. Anticipated construction start date: Sept 2013 thru Summer 2014. PL-11003 Palo Alto Traffic Signal Central System Streets and Sidewalks $400,000 $364,472 $0 $0 $0 $0 $364,472 9% Design Dec 13 Staff is in the process of completing Caltrans Local Assistance documents to authorize expenditures for grant reimbursement. Authorization is anticipated by March 2013. Construction anticipated in the Summ 2013. KEEP OPEN. 10 of 35 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PL-12000 Transportation and Parking Improvements Streets and Sidewalks $908,998 $908,998 $148,391 $0 $0 $373,797 $386,810 57% Ongoing N/A This CIP funds miscellaneous parking programs, studies and transportation projects. KEEP OPEN. MULTI-YEAR PROJECTS 11 of 35 ATTACHMENT D Budget FY 2013 FY 2013 Estimated Project Project Project From Available FY 2013 Labor FY 2013 FY 2013 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Adjustments Contingencies Encumbrances Balance Complete Status Date Comments PD-07000 Mobile Command Vehicle Miscellaneous $4,422 $4,422 $0 $0 $0 $0 $4,422 0% Completed FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND POLICE DEPARTMENT MINOR PROJECTS 12 of 35 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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 $4,128 $0 $0 $0 $0 $4,128 100% Complete Mar 12 Remaining balance to be used on irrigation repairs. Project completed as of March 2012. All work has been completed as of March 2012. PE-07005 California Avenue Improvements Parks and Open Space $0 $0 $0 $0 $0 $0 $0 100% Complete Dec 11 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 $32,086 $25 $0 $0 $10,960 $21,101 97% Construction Dec 12 CSD is still working with the Friends of Lytton Plaza on open items. (Upgrade on site FFE) PE-09002 Greer Park Phase IV Parks and Open Space $2,032,251 $83,890 $2,669 $0 $0 $9,006 $72,215 96% Construction Dec 12 Waiting for the final as-built drawing and resolution of construction defects. PE-11011 Highway 101 Pedestrian/Bicycle Overcrossing Streets and Sidewalks $499,806 $266,036 $67,721 $0 $0 $195,633 $2,682 10% Pre-Design Sept 13 The feasibility study completed in November 2011. Preliminary Engineering and Environmental assessment started in June 2012. Council directed staff to explore design competition. PE-12002 Tree Wells - University Avenue Irrigation Miscellaneous $150,000 $150,000 $6,301 $0 $0 $0 $143,699 0% Construction Apr 13 Currently in construction bidding process. PE-12003 Rinconada Park Long Range Plan & Design Parks and Open Space $150,000 $91,757 $81,317 $0 $0 $19,561 ($9,121)80% Design Jan 13 Project is in design phase. PE-12004 Municipal Services Center Facilities Study Miscellaneous $249,780 $249,780 $0 $0 $0 $0 $249,780 0% Pre-Design Dec 13 Draft request for proposal is in review. PE-12009 Alma Guardrail Miscellaneous $115,889 $110,000 $29,431 $0 $0 $1,386 $79,183 100% Construction Dec 12 Project has been completed, warranty period PE-12013 Magical Bridge Playground Parks and Open Space $1,300,000 $1,235,810 $39,185 $0 $0 $159,238 $1,037,387 85% Design Jul 13 Design and constrution document is expected to be completed by Summer 2013 pending Friends of the Magical Bridge fund raising effort. PE-12017 City Hall First Floor Renovations Buildings and Facilities $1,362,759 $1,362,759 $30,098 $0 $0 $136,334 $1,196,327 15% Design Dec 13 Staff will return to Council for approval of contract amendment to reflect expended project scope. PE-13008 Bowden Park Parks and Open Space $157,000 $157,000 $0 $0 $0 $0 $157,000 10% Design Nov 13 Community outreach need to occur and construction bidding of project is expected Summer of 2013. PE-13010 Greer Park Renovations Parks and Open Space $300,000 $300,000 $0 $0 $0 $0 $300,000 10% Design Nov 13 Community outreach need to occur and construction bidding of project is expected Summer of 2013. PE-13016 El Camino Park Expanded Parking Lot and New Restroom Parks and Open Space $960,000 $960,000 $3,173 $0 $0 $0 $956,827 60% Design Apr 14 Waiting for the completion of the Emergency Water Supply well, project is currently in the design phase CSD is leading the effort. PE-13020 Byxbee Park Trails Parks and Open Space $250,000 $250,000 $5,704 $0 $0 $0 $244,296 15% Design Jun 14 RFP is being routed for a design consultant. FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND PUBLIC WORKS DEPARTMENT MINOR PROJECTS 13 of 35 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND PUBLIC WORKS DEPARTMENT PF-04000 Security System Improvements Buildings and Facilities $275,000 $59,768 $0 $0 $0 $0 $59,768 78% Construction Jun 13 Additional security for MSC to be installed. PF-06004 Cubberley Restroom Renovation Buildings and Facilities $327,422 $297,728 $3,809 $0 $0 $1 $293,918 15% Pre-Design Dec 13 Finalizing Design PF-11001 Council Chambers Carpet Replacement Buildings and Facilities $80,000 $80,000 $0 $0 $0 $0 $80,000 0% N/A N/A This project scope has been included in a new proposed project for Council Chamber Renovation in FY 2014. Project will be closed. PF-13001 Lucie Stern Mechanical System Upgrade Buildings and Facilities $100,000 $100,000 $0 $0 $0 $0 $100,000 0% Design Dec 13 RFP has been issued for a consultant to perform the project design. PF-13003 Parks Master Plan Parks and Open Space $350,000 $350,000 $5,617 $0 $0 $0 $344,383 15% Pre-Design Mar 14 RFP is being routed for a design consultant. PF-07003 Children's Theatre Fire/Life Safety Upgrade Buildings and Facilities $278,549 $231,580 $0 $0 $0 $0 $231,580 17% Design Jun 13 Project scope to be combined with more comprehensive CIP, PF-09000. PF-07011 Roth Building Maintenance Buildings and Facilities $424,395 $258,576 $0 $0 $0 $0 $258,576 39% Ongoing Jun 13 All initial work completed. Ongoing work is for maintenance and repairs. PF-10002 Lot "J" Cowper/Webster Structural Repairs Buildings and Facilities $582,299 $510,685 $447,948 $0 $0 $0 $62,737 89% Complete Nov 12 Project completed in November of 2012 PF-12001 Parks and PWD Trees Work Space Improvements Parks and Open Space $375,000 $375,000 $746 $0 $0 $0 $374,254 15% Design Jun 13 Design completed. Work will be completed by June 2013 pending staffing resources. PF-12004 Citywide Backflow Preventer Installations Miscellaneous $250,000 $250,000 $95,643 $0 $5,557 $148,800 40% Complete Nov 12 Project completed in November of 2012 PO-10002 Downtown Tree Grates Miscellaneous $300,000 $261,985 $0 $0 $0 $4,000 $257,985 14% Ongoing Dec 15 Ongoing. Project is being done in conjunction with PO-89003 and tree replacement schedule. PO-12000 Wilkie Way Bridge Deck Replacement Streets and Sidewalks $50,000 $50,000 $0 $0 $0 $0 $50,000 0% Design Jun 13 Replacement deck materials are being evaluated for suitability. PO-12001 Curb and Gutter Repairs Streets and Sidewalks $598,149 $598,149 $129,118 $0 $0 $396,574 $72,457 88% Construction Nov 13 Ongoing. This is an annual project being done in conjunction with PO-89003. PO-12002 LATP Site Development Preparation & Security Miscellaneous $250,000 $241,364 $0 $0 $0 $85,001 $156,363 37% Design Aug 13 2 Proposals received for demo, remediation, and wetland permitting work. Consultant contract to be awarded in February 2013. PO-12003 Foothills Fire Management Streets and Sidewalks $200,000 $200,000 $19,884 $0 $0 $7,983 $172,133 14% Ongoing Jun 17 Clearing delayed. Scope for contract being determined. PE-00104 San Antonio Road Median Improvements Streets and Sidewalks $2,195,007 $404,935 $221,915 $0 $0 $163,855 $19,165 99% Construction Jan 13 Project is currently in Phase II: Tree removal has been completed, replacement of trees will be completed upon completion of the Overlay project which is expected to be completed by January 2013. PE-05010 College Terrace Library Improvements Buildings and Facilities $3,723,874 $213,162 $4,600 $0 $0 $3 $208,559 100% Complete Jun 12 Project completed June 2012 PE-06007 Park Restroom Installation Parks and Open Space $927,029 $741,316 $44,083 $0 $0 $206,115 $491,118 15% Construction May 13 Construction is underway (building is being fabricated) and is expected to be completed in May of 2013. MINOR PROJECTS MULTI-YEAR PROJECTS 14 of 35 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND PUBLIC WORKS DEPARTMENT PE-09003 City Facility Parking Lot Maintenance Buildings and Facilities $478,902 $478,902 $0 $0 $0 $0 $478,902 0% Ongoing Jun 13 This is an annual project. Funding will be used for repaving the Cubberley Parking lot has been postponed, funds will be used for Mitchell Park Library and Sailing Station parking lots. PE-09005 Downtown Library Improvements Buildings and Facilities $5,524,772 $1,071,284 $13,129 $0 $0 $59,332 $998,823 82% post-construction Dec 12 Construction completed in FY 2012, project should remain open until warranty period is over December 2012. PE-09006 Mitchell Park Library & Community Center (New Construction) Buildings and Facilities $49,743,741 $21,822,790 $5,358,481 $0 $0 $10,990,043 $5,474,266 75% Construction Jun 13 Construction began September 2010. Project is 75% complete. PE-09010 Library & Community Center Temporary Facilities Buildings and Facilities $792,770 $135,262 $199 $0 $0 $25,772 $109,291 86% Construction Apr 13 After final invoices are received, project should remain open until warranty period is over. Demobilization when Mitchell Library has opened. PE-10002 Ventura Community Center and Park Buildings and Facilities $371,913 $356,881 $10,290 $0 $0 $346,000 $591 0% Construction Oct 13 Construction bidding process is underway awating for Council approval. PE-11000 Main Library New Construction and Improvements Buildings and Facilities $19,169,609 $19,169,609 $267,266 $0 $0 $1,072,814 $17,829,529 7% Design Dec 14 Plans are currently being reviewed for building permit. Construction expected to begin June 2013. PE-11012 Temporary Main Library Buildings and Facilities $500,000 $403,565 $1,715 $0 $0 $321,892 $79,958 84% Construction May 13 Conversion of Art Center auditorium to begin April 2013. PE-12011 Newell Road Bridge / San Francisquito Creek Bridge Replacement Streets and Sidewalks $536,996 $536,996 $137,972 $0 $0 $401,140 ($2,116)30% Design Mar 14 Based on public input, staff will modified the contract to include the EIR to analysis all project alternatives. Staff will return to Council for approval of the contract amendment to perform the EIR. PE-12012 Eleanor Pardee Park Improvements Parks and Open Space $674,000 $673,680 $4,901 $0 $0 $0 $668,779 0% Construction Mar 13 Construction phase is expected in winter 2012/2013 PE-13005 City Hall/King Plaza Landscape Parks and Open Space $50,000 $50,000 $307 $0 $0 $0 $49,693 10% Design Dec 13 Currently in design phase, public outreach is expected to take place in spring of 2013. PE-13007 El Camino Park Dog Park Parks and Open Space $260,000 $260,000 $169 $0 $0 $0 $259,831 0% Design Apr 14 Waiting for the completion of the Emergency Water Supply well, project is currently in the design phase CSD is leading the effort. PE-13011 Charleston/Arastradero Corridor Project Streets and Sidewalks $250,000 $250,000 $2,393 $0 $0 $0 $247,607 50% Pre-Design Feb 13 RFP is expected to go out February 2013 for a design consultatnt PE-13022 University Avenue Pedestrian/Bicycle Underpass Rehabilatation Streets and Sidewalks $185,000 $185,000 $151,321 $0 $0 $43,985 ($10,306)100% Construction Dec 12 Construction has been completed, under warranty period for 1 year. PE-98020 Police Building Project Buildings and Facilities $4,291,838 $94,919 $158 $0 $0 $907 $93,854 98% Design TBD Project currently on hold. PF-01002 Civic Center Infrastructure Improvements Buildings and Facilities $15,970,506 $739,072 $200,107 $0 $0 $281,315 $257,650 98% post-construction Mar 13 Civic Center Improvements are in the punch-list stage. PF-01003 Building Systems Improvement Buildings and Facilities $234,522 $234,522 $27,061 $0 $0 $1 $207,460 30% Construction Jun 13 Ongoing. This is an annual project that improves electrical, mechanical and strucal sytems to buildings. PF-05002 Municipal Service Center Renovation Buildings and Facilities $873,251 $681,764 $0 $0 $0 $0 $681,764 22% Design Jun 14 Project on hold per City Manager. MULTI-YEAR PROJECTS 15 of 35 ATTACHMENT D Total Budget FY 2013 FY 2013 FY 2013 FY 2013 FY 2013 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 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS GENERAL FUND PUBLIC WORKS DEPARTMENT PF-05003 Foothills Park Interpretive Center Improvements Buildings and Facilities $342,289 $84,708 $0 $0 $0 $0 $84,708 75% Construction Jun 13 HVAC, electrical, and lighting efficiency remaining. PF-07000 Art Center Electrical & Mechanical Upgrades Buildings and Facilities $8,145,197 $2,799,727 $2,014,007 $0 $0 $589,037 $196,683 100% post-construction Dec 12 1 year warranty period. PF-09000 Children's Theater Improvements Buildings and Facilities $340,000 $340,000 $1,357 $0 $0 $410,001 ($71,358)0% Design Dec 13 RFP has been issued for a consultant to perform the project design. PO-11000 Sign Reflectivity Upgrade Streets and Sidewalks $192,808 $192,808 $111,588 $0 $0 $31,220 $50,000 74% Design Apr 13 Sign assessment field data is being processed for inclusion in GIS PO-11001 Thermoplastic Lane Marking & Striping Streets and Sidewalks $350,000 $242,403 $0 $0 $0 $82,098 $160,305 54% Ongoing Jun 17 On-going annual contract in conjunction with PE- 86070 (Streets Maintenance Program Projects). 16 of 35 ATTACHMENT D FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS TECHNOLOGY FUND Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 Labor FY 2013 FY 2013 Remaining Percent Project Completion Comments Number Title Category Inception Budget Expenditures Adjustments Contingencies Encumbrances Balance Complete Status Date TE-01012 IT Disaster Recovery Plan Minor $578,626 $578,337 $1,882 $0 $0 $60,000 $516,455 11% Construction Jun-15 A disaster recovery and business continuity assessment is underway which will determine disaster recovery requirements d f d i lldiTE-05003 Internet Site Upgrade Minor $240,000 $42,262 $0 $0 $0 $0 $42,262 82% Complete Dec-06 This project was completed in about 2006. Request has been submitted to close CIP & to give back remaining funds. TE-08000 Library Technology Plan Minor $75,000 $0 $0 $0 $0 $0 $0 100% 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 $0 $0 $0 $0 $0 $0 100% 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 $0 $69,199 72% Construction Jun-13 Final phase of project to replace Fire Mobile Data Computer due to new apparatus that has come online. TE-09000 Public Safety Computer-Aided Dispatch Replacement Minor $1,300,000 $1,198,293 $0 $0 $0 $0 $1,198,293 8% Construction Dec-13 Computer Aided Dispatch (CAD) contract signed project implementation in process. Records Management System (RMS) contractstillin TE-11002 Police Mobile In- Car Video System Replacement Minor $310,000 $305,412 $0 $0 $0 $0 $305,412 1% Pre-design Jun-13 Pending Request for Information (RFI) responses from vendors TE-11003 Recurring Credit Card Payment Minor $150,000 $150,000 $0 $0 $0 $0 $150,000 0% Cancelled Jun-14 Project is in process of being cancelled with Budget due to high expense and needs to be higher level project for overall payments t tTE-11001 Library Computer System Software Minor $350,000 $499,925 $0 $0 $0 $70,250 $429,675 -23% Pre-design Jun-14 Working with Information Technology Department to create the Request for Information (RFI). INTERNAL SERVICE FUND INFORMATION TECHNOLOGY DEPARTMENT MINOR PROJECTS MINOR PROJECTS 17 of 35 2/26/2013 ATTACHMENT D FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS TECHNOLOGY FUND Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 Labor FY 2013 FY 2013 Remaining Percent Project Completion Comments Number Title Category Inception Budget Expenditures Adjustments Contingencies Encumbrances Balance Complete Status Date INTERNAL SERVICE FUND INFORMATION TECHNOLOGY DEPARTMENT TE-95016 Permit Information Tracking System Multi-Year $980,050 $176,648 $0 $0 $0 $740 $175,908 82% Construction Jun-15 Live, remaining funds to be utilized as enhancements to the system. TE-02013 Institutional Network (I-Net) Multi-Year $1,000,000 $575,887 $0 $0 $0 $0 $575,887 42% Construction Jun-15 Remaining funds to be utilized to purchase equipment for live broadcasts from community centers. TE-07006 SAP Continuous Improvement Project Multi-Year $8,898,680 $95,694 $0 $0 $0 $0 $95,694 99% Construction Jun-15 Roadmapped enhancement efforts funded by this CIP are on hold pending results from an Enterprise Resource Planning (ERP) system evaluation slated fTE-99010 Acquisition of New Computers Multi-Year $362,350 $259,815 $146,741 $0 $0 $0 $113,074 69% Construction Jun-15 This is an ongoing project for the acquisition of new computers. TE-00010 Telephone System Replacement Multi-Year $2,646,587 $2,544,583 $1,186,836 $0 $0 $559,887 $797,860 70% Construction Dec-13 Phase 1 complete: Upgrade of high-speed network and implementation of new telephone system. Phase 2: scheduled for D 2013TE-13001 Interactive Voice Response System Multi-Year $200,000 $200,000 $0 $0 $0 $0 $200,000 0% Pre-design Feb-14 Currently in kick-off stage. The new phone system deployment is a dependency of starting this project, which has recently been d l dTE-13002 ESS/MSS Enhancements Multi-Year $150,000 $150,000 $0 $0 $0 $0 $150,000 0% On hold Jun-13 This project is dependent on another project to us to bring the system up to a higher enhancement pack, which has b l d h ld b th SAPTE-13003 SAP Refuse Billing Improvements Multi-Year $250,000 $250,000 $0 $0 $0 $0 $250,000 0% On hold the start of the project is dependent upon the completion of a GreenWaste system upgrade, which is scheduled to be l t d i FY14TE-13004 Infrastructure Management System Multi-Year $300,000 $300,000 $0 $0 $0 $0 $300,000 0% Pre-design Dec-13 Currently in the discovery phase MULTI-YEAR PROJECTS 18 of 35 2/26/2013 ATTACHMENT D FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS TECHNOLOGY FUND Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 Labor FY 2013 FY 2013 Remaining Percent Project Completion Comments Number Title Category Inception Budget Expenditures Adjustments Contingencies Encumbrances Balance Complete Status Date INTERNAL SERVICE FUND INFORMATION TECHNOLOGY DEPARTMENT TE-02015 Citywide GIS Data, Infrastructure and Applications Multi-Year $2,228,954 $208,911 $127,951 $0 $0 $171,658 ($90,698) 104% Complete Jun-14 This is effort is complete TE-05000 Radio Infrastructure Replacement Multi-Year $2,565,980 $1,825,895 $0 $0 $0 $67,454 $1,758,441 31% Pre-design Dec 16 We continue to fund infrastructure improvements and other major upgrades to our existing UHF and VHF radio TE-06001 Library Radio Frequency Identification (RFID) Implementation Multi-Year $595,000 $607,860 $16,796 $0 $0 $23,878 $567,186 5% Construction Jun-14 Start date of the project is not until end of July as it is dependent upon the New Technology for Mitchell Park Library project. TE-07000 Enterprise Application Infrastructure Upgrade Multi-Year $2,297,000 $549,500 $33,600 $0 $0 $1,408 $514,492 78% Construction Dec-13 Roadmapped enhancement efforts funded by this CIP are on hold pending results from an Enterprise Resource Planning (ERP) system evaluation slated for FY14 TE-08002 Electric Patient Care Report Multi-Year $85,000 $0 $0 $0 $0 $0 $0 100% Complete TE-10000 Collections Software Multi-Year $111,800 $29,800 $6,825 $0 $0 $20,075 $2,900 97% Complete Jun-13 Live, remaining funds to be used for maintenance of system. MULTI-YEAR PROJECTS 19 of 35 2/26/2013 ATTACHMENT D FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS TECHNOLOGY FUND Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 Labor FY 2013 FY 2013 Remaining Percent Project Completion Comments Number Title Category Inception Budget Expenditures Adjustments Contingencies Encumbrances Balance Complete Status Date INTERNAL SERVICE FUND INFORMATION TECHNOLOGY DEPARTMENT TE-10001 Utility Customer Billing System Multi-Year $500,000 $741,526 $75,438 $0 $0 $4,588 $661,500 -32% Pre-design Dec-15 There will be a sub-project to this CIP for My Utilities Account enhancements which will start in March & end around August of 2013TE-11004 Utility Bill Information Enhancements Multi-Year $750,000 $0 $0 $0 $0 $0 $0 100% 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 $10,000 $190,000 5% Construction Dec-13 There is a pilot project commencing and some changes to the invoice may be required based on customer feedback. TE-12001 Development Center Blueprint Multi-Year $935,600 $1,728,771 $16,967 $0 $0 $66,565 $1,645,239 -76% Construction Jul-15 Contract started with vendor for phase 1 of project to upgrade Accela system and training on various aspects of the Accela product. $28,412,627 $13,288,318 $1,613,036 0 0 $1,056,503 $10,618,779 MULTI-YEAR PROJECTS 20 of 35 2/26/2013 ATTACHMENT D Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 Labor FY 2013 FY 2013 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Adjustments* Contingencies Encumbrances Balance Complete Status Date Comments NOTES VR-01001 MSC Fuel Storage Tank /Svc Island Replacement Minor $2,609,597 $79,545 $11,942 $0 $0 $65,000 $2,603 100% Ongoing Jun 13 New scope has been added to project to add electrical hookup and generator to site. VR-06801 Replace City-Wide Fuel Transaction and Inventory Management System Minor $285,000 $109,838 $0 $0 $0 $59,375 $50,463 82% Ongoing Jun 13 System has been installed at one site; upgrade of software is being negotiated. Upgrade of software will need to be completed before adding other sites. VR-07001 Automated Motor Pool Reservation and Vehicle Key Management System Minor $125,000 $34,465 $28 $0 $0 $26,334 $8,103 94% Ongoing Jun 13 All hardware at MSC, Elwell and Civic Center in place. Next step involves assigning vehicles and training of employees on system. VR-11000 Vehicle Replacement Minor $1,578,325 $807,246 $78,245 $0 $0 $401,324 $327,677 79% Ongoing Mar 13 Awaiting delivery and outfitting of a street sweeper. VR-12001 In-Ground Vehicle Lift Minor $450,000 $400,000 $316,475 $0 $0 $33,359 $50,166 89% Ongoing Mar 13 All work is complete. Next step is to see if water remains out of lifts and payment of services. VR-13000 Vehicle Replacement Minor $875,000 $875,000 $0 $0 $0 $540,423 $334,577 62% Ongoing Sept 13 Going to Council for approval on purchases and requested additional money. FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS INTERNAL SERVICE FUND VEHICLE REPLACEMENT AND MAINTENANCE FUND PUBLIC WORKS DEPARTMENT MINOR PROJECTS 21 of 35 2/26/2013 ATTACHMENT D Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 Labor FY 2013 FY 2013 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Adjustments* Contingencies Encumbrances Balance Complete Status Date Comments NOTES FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS INTERNAL SERVICE FUND VEHICLE REPLACEMENT AND MAINTENANCE FUND PUBLIC WORKS DEPARTMENT VR-04010 Vehicle Maintenance Facility Upgrades Multi-Year $561,733 $262,860 $0 $0 $0 $4 $262,856 53% Ongoing Jun 13 Specifications need to be written for next phase of upgrades. VR-07002 Diesel Truck Engine Emissions Retrofits Multi-Year $846,488 $54,760 $29,415 $0 $0 $1 $25,344 97% Ongoing Dec 15 Next set of Diesel Particulate Filters (DPF) not needed until 2015. BAO will be needed to cover difference in bid amount. VR-92006 Fuel Tank Storage/Upgrade Multi-Year $260,378 $102,561 $68,070 $0 $0 $31,839 $2,652 99% Design Mar 13 Card reader to be installed and punch list item. Labor adj $7,591,521 $2,726,275 $504,175 $0 $0 $1,157,659 $1,064,441 MULTI-YEAR PROJECTS 22 of 35 2/26/2013 ATTACHMENT D Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 FY 2013 FY 2013 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 $1,382 $0 $0 $101,420 88% Construction Oct 13 Portions of this project have been completed. The sections crossing the Palo Alto Country Club and Foothills park still remain. EL-09004 W. Charleston/Wilkie Way to South City Limit 4/12 kV Conversion Minor $1,062,466 $635,000 $0 $0 $0 $635,000 40% Construction Jun 13 Construction is 95% complete. Remaining portion is delayed until the El Camino Real rebuild project is completed as they are connected. EL-10008 Advanced Metering Infrastructure System Minor $310,943 $251,401 $8,565 $0 $104,517 $138,319 56% Design Ongoing Phase 2 - implementation and planning for pilot projects is in progress. EL-11001 Torreya Court Rebuild Minor $101,683 $62,412 $22,754 $0 $42,988 ($3,330) 103% Complete Field construction is complete. This project was combined with similar projects into a single bid package in the hopes of obtaining lower pricing for all projects. The contract encumbrances were incorrectly allocated to the various projects which resulted in this project having a negative balance. Steps have been taken to correct the encumbrance against this project but are not reflected in this report. EL-11004 Hewlett Subdivision Rebuild Los Trancos Minor $803,766 $574,540 $294,996 $0 $53,044 $226,500 72% Construction Apr 13 Final phase (section through Foothills Park) of this project is in construction. EL-11006 Rebuild UG District 18 Minor $352,846 $302,838 $52,048 $0 $102,137 $148,653 58% Design Dec 13 Design work in progress. EL-11016 Electric Vehicle Charging Infrastructure Minor $135,083 $117,387 $0 $0 $0 $117,387 13% Complete EL-12002 Hanover 22 - Transformer Replacement Minor $1,200,000 $1,187,373 $44,441 $0 $1,112,849 $30,083 97% Construction Jun 13 Construction of containment and transformer pad to start in Feb 13. Transformer to be delivered Apr 13. MULTI-YEAR PROJECTS EL-02010 SCADA System Upgrades Multi-Year $962,213 $293,023 $0 $0 $0 $293,023 70% Design and Construction Ongoing This project involves upgrading the Supervisory Control & Data Acquisitions (SCADA) Portal and Master computer software and operating systems . FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUSENTERPRISE FUND ELECTRIC FUND UTILITIES DEPARTMENT MINOR PROJECTS 23 of 35 2/26/2013 ATTACHMENT D Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 FY 2013 FY 2013 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUSENTERPRISE FUND ELECTRIC FUND UTILITIES DEPARTMENT EL-04012 Utility Site Security Improvements Multi-Year $1,117,696 $611,980 $101,622 $0 $47,192 $463,166 50% Design & Construction Ongoing Design work in progress on Quarry, Hanover, Hansen Way and Park Blvd. substations. Staff will be going out to bid in Apr 13. EL-05000 El Camino Underground Rebuild Multi-Year $1,924,196 $447,112 $4,169 $0 $0 $442,943 77% Design and Construction Jun 13 Preparation of construction estimate is in progress for the remaining areas of this project. EL-11008 Rebuild UG District 19 Multi-Year $161,156 $106,185 $1,435 $0 $0 $104,750 35% Design Dec 13 Preparation of construction estimate is in progress. EL-06001 230 KV Electric Intertie Multi-Year $605,437 $169,695 $1,789 $0 $2,450 $165,456 73% 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. EL-06002 Underground District 45 Multi-Year $3,617,473 $209,085 $39,655 $0 $0 $169,430 60% Construction Nov 13 Electric work and a majority of customer connections completed. Awaiting completion of AT&T work and pole removal. EL-08000 E. Charleston 4/12kV Conversion Multi-Year $665,324 $373,164 $33,363 $0 $237,186 $102,615 85% Design Dec 13 Construction of portions of this project in progress. The reamining work is to be re-bid due to scope change. EL-09000 Middlefield Underground Rebuild Multi-Year $627,718 $540,824 $265,940 $0 $152,282 $122,602 80% Design Dec 13 Construction of portions of this project in progress. The reamining work is to be re-bid due to scope change. EL-09002 Middlefield/Colorado 4/12 kV Conversion Multi-Year $323,653 $40,078 $0 $0 $0 $40,078 88% Complete Construction completed. EL-09003 Rebuild UG District 17 (Downtown) Multi-Year $1,229,843 $707,515 $2,764 $0 $0 $704,751 60% Construction Jun 13 Line construction begins Feb 13. MULTI-YEAR PROJECTS 24 of 35 2/26/2013 ATTACHMENT D Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 FY 2013 FY 2013 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUSENTERPRISE FUND ELECTRIC FUND UTILITIES DEPARTMENT EL-10006 Rebuild UG District 24 Multi-Year $1,349,038 $973,673 $4,934 $0 $272,117 $696,622 48% Design Dec 13 Preparation of construction estimate in progress. EL-13006 Sand Hill/Quarry 12kV Tie Multi-Year $50,000 $50,000 $0 $0 $0 $50,000 0% Design TBD Design in progress. EL-13007 Underground distribution System Security Multi-Year $300,000 $300,000 $0 $0 $0 $300,000 0% Pre-design TBD No work started due to limited staff availability. EL-13008 Upgrade electric Estimating System Multi-Year $150,000 $150,000 $0 $0 $0 $150,000 0% Design TBD Working with contractor on scope of work to complete this project. Staff may need to go back out to bid. EL-10009 Street Light System Conversion Project Multi-Year $3,406,563 $2,888,335 $714,172 $0 $370,996 $1,803,167 47% Ongoing Jul 13 Phase II completed. Phase III is going to bid Feb 13. The last phase, Phase IV is planned for completion in FY 2014. EL-11003 Rebuild UG District 15 Multi-Year $481,054 $469,461 $276 $0 $0 $469,185 2% Pre-design Dec 13 No work started due to limited staff availability. EL-11007 Rebuild Greenhouse Condo Area Multi-Year $508,047 $377,289 $21,945 $0 $47,312 $308,032 39% Design/ Construction Dec 13 Project estimate being prepared for final phase of this project. EL-11010 UG District 47 - Middlefield, Homer Avenue, Webster Street and Addison Avenue Multi-Year $1,852,748 $1,822,520 $14,120 $0 $0 $1,808,400 2% Design Dec 13 Public hearings completed. Project estimate preparation in progress. EL-11014 Smart Grid Technology Installation Multi-Year $501,328 $486,715 $17,903 $0 $450,705 $18,107 96% Design Jan 17 Two pilot projects to be implemented. Bids have been received and reviewed and will be awarded after Council approval. EL-11015 Reconductor 60kV Overhead Transmission System with ACCR conductor Multi-Year $3,747,943 $3,531,707 $1,564,218 $53,952 $697,313 $1,216,224 68% Construction Dec 13 Presenting report to Council in Mar 13 on the bids for completion of the work from Quarry Substation to Alma Blvd. MULTI-YEAR PROJECTS 25 of 35 2/26/2013 ATTACHMENT D Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 FY 2013 FY 2013 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUSENTERPRISE FUND ELECTRIC FUND UTILITIES DEPARTMENT EL-12001 UG District 46 - Charleston/El Camino Real Multi-Year $153,954 $99,883 $0 $0 $0 $99,883 35% Pre-design Jun 14 No work started due to limited staff availability. EL-12003 Hopkins Substation Rebuild Multi-Year $250,000 $250,000 $0 $0 $0 $250,000 0% Pre-design Jun 14 Project on hold as design alternatives are being developed and considered. EL-13004 Hansen Way/Hanover 12kV Ties Multi-Year $75,000 $75,000 $0 $0 $0 $75,000 0% Pre-design Jun 14 Project on hold as design alternatives are being developed and considered. EL-13005 Colorado 20/21- Transformers Replacements Multi-Year $100,000 $100,000 $0 $0 $0 $100,000 0% Pre-design Jun 14 Project on hold as design alternatives are being developed and considered. 26 of 35 2/26/2013 ATTACHMENT DFY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 FY 2013 FY 2013 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 $99,752 $39,073 $0 $57,095 $3,584 98% Complete GS-09000 Gas Station 1 Rebuild Minor $201,000 $96,359 $39,073 $0 $57,094 $192 75% Construction Mar 13 Station is installed and activated in late Dec 12 (one run of two). The second run will be activated after SCADA conduit and pressure transmitters are installed by Operations and SCADA is activated expected to be completed by Feb 13. Casey Construction needs to install concrete walk by Mar 13. GS-10000 Gas Station 3 Rebuild Minor $207,007 $100,461 $40,050 $0 $58,522 $1,889 99% Design Oct 13 Design has been approved and skid is being assembled at Dresser facilities. Connection plan design (draft) sent to Operations for review. Work at the station is expected in mid Apr 13. Completion of work expected by Oct 13. GS-11001 Gas Station 4 Rebuild Minor $337,000 $165,264 $64,608 $0 $94,405 $6,251 98% Construction Jan 13 ENTERPRISE FUND GAS FUND UTILITIES DEPARTMENT MINOR PROJECTS 27 of 35 2/26/2013 ATTACHMENT DFY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 FY 2013 FY 2013 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 $82,448 $0 $0 $2,810 $79,638 79% Construction Jun 14 Integrating field data into mapping system, defining additional equipment needs. GS-08011 GMR - Project 18 Multi-Year $6,055,359 $2,198,845 $1,407,884 $0 $136,558 $654,403 89% Construction Jan 13 Ongoing construction, project estimated completion in Jan 13. GS-09002 GMR - Project 19 Multi-Year $5,788,297 $5,485,203 $568,197 $0 $4,292,849 $624,157 89% Construction Jan 15 Combined GMR 19B-21. Bid opened and construction will start Feb 13. GS-10001 GMR - Project 20 Multi-Year $6,616,749 $6,586,508 $0 $0 $6,490,000 $96,508 99% Construction Jan 15 Combined GMR 19B-21. Bid opened and construction will start Feb 13. GS-11000 GMR - Project 21 Multi-Year $6,607,951 $6,597,486 $150,750 $0 $5,238,700 $1,208,036 82% Construction Jan 15 Combined GMR 19B-21. Bid opened and construction will start Feb 13. GS-11002 Gas System Improvements Multi-Year $509,370 $332,526 $71,453 $748 $239,768 $20,557 96% TBD Ongoing This project addresses ongoing capital system improvements GS-12001 GMR - Project 22 Multi-Year $468,000 $468,000 $94 $0 $0 $467,906 0% Design Jun 14 Construction funds to be delayed until FY 2014. GS-13002 General Shop Equipment/Tools Multi-Year $50,000 $50,000 $94 $0 $0 $49,906 0% TBD MULTI-YEAR PROJECTS 28 of 35 2/26/2013 ATTACHMENT D Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 FY 2013 FY 2013 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments WS-09000 Seismic Water Tank Valve Minor $4,100,000 $4,074,400 $1,197 $0 $0 $4,073,203 1% Construction Jul 13 Final report completed in Nov 10, Mayfield seismic retrofit 90% completed; Boronda reservoir construction will commence Feb 13 and completed by Jul 13. WS-11001 Vacuum Excavation Equipment Minor $275,000 $275,000 $0 $0 $0 $275,000 0% Pre-Design Jul 13 Working with fleet to create specification and buy off from operational staff. WS-13003 GPS Equipment Upgrade Minor $200,000 $200,000 $0 $0 $0 $200,000 0% Pre-Design Jun 13 Working with Asset Management on group development. WS-13004 Asset Management Mobile Deployment Minor $100,000 $100,000 $0 $0 $0 $100,000 0% Pre-Design Jun 13 Working with group development. WS-13006 Water Meter Shop Renovations Minor $115,000 $115,000 $0 $0 $0 $115,000 0% Design Jun 13 Funding Operations efforts and providing ongoing support. WS-07000 Water Regulation Station Improvements Multi-Year $470,001 $341,036 $5,142 $0 $0 $335,894 29% Design Jul 16 Design to be completed by Jun 13. WS-07001 Water Recycling Facilities Multi-Year $1,100,542 $605,245 $7,484 $0 $210,257 $387,504 65% Pre-Design Jun 16 Preparing Environmental Impact Report (EIR). Construction to be completed in 2016. WS-08001 Water Reservoir Coating Improvements Multi-Year $2,550,491 $2,335,637 $9,832 $0 $0 $2,325,805 9% Design Jul 16 Construction to start Sep 13 on Corte Madera.. FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS ENTERPRISE FUND WATER FUND UTILITIES DEPARTMENT MINOR PROJECTS MULTI-YEAR PROJECTS 29 of 35 2/26/2013 ATTACHMENT D Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 FY 2013 FY 2013 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS ENTERPRISE FUND WATER FUND UTILITIES DEPARTMENT WS-08002 Emergency Water Supply Project Multi-Year $37,270,524 $17,643,474 $5,972,870 $635,725 $8,057,623 $2,977,256 92% Construction Aug 13 El Camino reservoir construction 55% complete. Mayfield Pump Station construction 80% complete. Wells rehabilitation construction 95% complete. WS-08017 WMR - Project 22 Multi-Year $3,165,781 $141,639 $0 $0 $0 $141,639 96% Complete WS-09001 WMR - Project 23 Multi-Year $3,134,627 $1,993,583 $866,905 $0 $1,018,333 $108,345 97% Construction May 13 Council approved in Apr 12; completed installing 16" 4710 HDPE water main on Alma. 30 of 35 2/26/2013 ATTACHMENT D Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 FY 2013 FY 2013 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS ENTERPRISE FUND WATER FUND UTILITIES DEPARTMENT WS-10001 WMR - Project 24 Multi-Year $3,259,205 $3,052,947 $16,136 $0 $2,785,661 $251,150 92% Construction May 13 Council approved in Apr 12; completed installing 16" 4710 HDPE water main on Alma. WS-11000 WMR - Project 25 Multi-Year $3,444,709 $3,436,906 $0 $0 $700,000 $2,736,906 21% Design Sep 14 Awaiting additional resource availability to complete the design combined with WMR-Project 26. WS-11003 Water Distribution System Improvements Multi-Year $494,011 $424,336 $5,275 $0 $5,000 $414,061 16% Ongoing TBD This project addresses ongoing capital distribution system improvements. WS-11004 Water System Supply Improvements Multi-Year $493,995 $430,968 $48,487 $0 $41,258 $341,223 31% 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 Sep 14 Awaiting additional resource availability to complete the design combined with WMR-Project 25. WS-13002 Fusion and General Equipment/Tools Multi-Year $50,000 $50,000 $0 $0 $0 $50,000 0% Ongoing Jun 13 This project addresses the purchase of PE fusion equipment for Operations to perform their work. MULTI-YEAR PROJECTS 31 of 35 2/26/2013 ATTACHMENT DFY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 FY 2013 FY 2013 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments WC-11000 WC Reh/Aug. Prj 24 Multi-Year $3,119,500 $3,119,500 $3,397 $0 $183,603 $2,932,500 6% Design Aug 14 This project will also include the WC Reh/Aug Prj 25 and the design effort will start May 13 with construction complete by Aug 14. WC-12001 WC Reh/Aug. Prj 25 Multi-Year $3,212,000 $3,212,000 $0 $0 $0 $3,212,000 0% Design Aug 14 This project will also include the WC Reh/Aug Prj 26 and the design effort will start May 13 with construction complete by Aug 14. WC-13001 WC Rehab/Aug. Prj 26 Multi-Year $310,000 $310,000 $0 $0 $0 $310,000 0% Pre-design Jun 14 WC-13002 Fusion and General Equipment/Tools Multi-Year $50,000 $50,000 $0 $0 $0 $50,000 0% Ongoing TBD This project addresses replacing PE fusion tools needed by WGWW Operations to perform their work. WC-15002 Wastewater System Improvements Multi-Year $348,403 $267,870 $20,265 $0 $1,519 $246,086 29% Ongoing TBD This project addresses on going capital system improvements. MULTI-YEAR PROJECTS ENTERPRISE FUND WASTEWATER COLLECTION FUND UTILITIES DEPARTMENT 32 of 35 2/26/2013 ATTACHMENT D ENTERPRISE FUND REFUSE FUND PUBLIC WORKS DEPARTMENT Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 FY 2013 FY 2013 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments RF-09004 LATP Site Development Preparation Minor $200,000 $21,349 $0 $0 $0 $21,349 89% Complete Project was successfully completed. 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 $606,546 $15,682 $0 $42,879 $547,985 22% Construction Dec 13 Design, permitting and bidding was completed in late 2011 and the bids exceeded available budget. A modified design and a rebid has now been completed and a contract was approved by Council on Jan 13. A BAO was also approved and work is expected to be completed by Dec 13. RF-07001 Relocation of Landfill Facilities Multi-Year $620,818 $223,875 $25,843 $216 $360,124 ($162,308) 126% Construction Apr 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 permitting was completed and bid in mid 2012. No bids were received due to a purchasing problem. Rebid and a contract was approved on Jan 13 along with a BAO for $205,150. work is scheduled to be substantially completed by Apr 13. RF-10003 Drying Beds, Material Storage and Transfer Area Multi-Year $122,700 $53,031 $0 $0 $0 $53,031 57% Complete 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 under a future CIP. RF-11001 Landfill Closure Multi-Year $6,718,404 $6,010,110 $77,345 $376 $316,835 $5,615,554 16% Construction Dec13 Construction was completed in Mar 12 for the undergrounding of environmental control systems in the closed sections of the landfill. Design for the Phase IIC cap is underway. Capping work is scheduled to be completed by Dec 13. FY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS MINOR PROJECTS MULTI-YEAR PROJECTS 33 of 35 2/26/2013 ATTACHMENT DFY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 FY 2013 FY 2013 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments SD-06102 San Francisquito Creek Storm Water Pump Station Multi-Year $6,387,019 $48,213 $8,165 $0 $6,400 $33,648 99% 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 13 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 $1,041,261 $950,195 $67,478 $14,411 $38,600 $829,706 20% Design May 13 Staff will return to Council for consultant contract amendment. Project design continues with construction scheduled for Fall 13. SD-11101 Channing Avenue/Lincoln Avenue Storm Drain Improvements Multi-Year $5,777,581 $3,769,596 $895,771 $0 $1,132,492 $1,741,333 70% Construction Feb 13 Phase 1 complete. Completion of Phase II is expected to be done by end of Feb 13. Staff will begin designing Phase III by Feb 13. ENTERPRISE FUND STORM DRAINAGE FUND PUBLIC WORKS DEPARTMENT MULTI-YEAR PROJECTS 34 of 35 2/26/2013 ATTACHMENT DFY 2013 MID-YEAR CAPITAL IMPROVEMENT PROGRAM PROJECTS STATUS Total Budget FY 2013 Budget Estimated Project Project Project From Available FY 2013 FY 2013 FY 2013 Remaining Percent Project Completion Number Title Category Inception Budget Expenditures Contingencies Encumbrances Balance Complete Status Date Comments WQ-10001 Plant Master Plan Minor $1,381,266 $471,668 $60,219 $0 $411,450 ($1) 100% Construction Jun 14 Long Range facilities Plan Report completed, minor consultant services provided by Carollo; Bay Area Biosolids Coalition joined Dec 12 and invoice from BAB2E pending; BAO completed in Jan 13 for $421,678. Biosolids Facility Plan to be completed by Jun 14. WQ-04011 Facility Condition Assessment and Retrofit Multi-Year $4,950,082 $3,126,263 $625,257 $0 $262,253 $2,238,753 55% Design Jun 13 Ongoing retrofit projects. Facility Repair and retrofit Project #2 construction completed. Facility Repair and Retrofit Project #3 at 90% design. ENTERPRISE FUND WASTEWATER TREATMENT FUND PUBLIC WORKS DEPARTMENT MINOR PROJECTS MULTI-YEAR PROJECTS 35 of 35 2/26/2013 ATTACHMENT E Project Category Department/Fund Project Title FY 2009 FY 2010 FY 2011 FY 2012 FY2013 Community Services - General Fund : Land & Land Improvements AC-86017 Art in Public Places $21,556 $17,256 $77,956 $17,171 $0 Planning & Community Environment - General Fund : Streets & Sidewalks PL-05030 Traffic Signal Upgrades 39,983 278,187 183,141 244,272 196,402 Public Works - General Fund : Streets & Sidewalks PE-86070 Street Improvements (Street Improvement Fund)3,702,381 3,323,063 4,710,791 3,170,679 2,712,618 Building & Facilities PF-00006 Roofing Replacement 21,073 227,495 104,617 319,495 122,965 Building & Facilities PF-01003 Building Systems Improvements 114,152 36,053 74,876 59,798 27,061 Building & Facilities PF-02022 Facility Interior Finishes 47,116 11,076 23,874 234,085 10,748 Building & Facilities PF-93009 ADA Compliance 121,617 216,133 9,994 167,537 0 Streets & Sidewalks PO-05054 Street lights Improvements 15,970 32,976 159,070 61,844 6,181 Streets & Sidewalks PO-89003 Sidewalk Improvements 1,675,527 952,503 1,611,917 1,673,715 507,241 Public Works - Storm Drainage Fund : SD-06101 Storm Drain System Replacement 445,582 81,878 488,793 242,488 688,386 Public Works - Wastewater Treatment Fund : WQ-80021 RWQCP Plant Equipment Replacement 2,544,261 403,293 66,916 236,987 998,540 WQ-80022 RWQCP System Flow Metering 56,245 0 28,468 0 0 Electric Fund : EL-02011 Electric Utility GIS 39,414 188,231 321,713 108,072 87,217 EL-06005 Fiber Optics Ring System Improvements 58,124 5,531 0 0 0 EL-06006 Fiber Optics Customer Design and Connection Services 195,808 17,203 0 0 0 EL-89028 Electric Customer Connections 1,467,233 1,702,232 1,882,242 633,194 1,375,622 EL-89031 Communications System Improvements $21,784 $0 $3,501 $0 $0 EL-89038 Substation Protection Improvements 94,411 133,185 129,086 59,646 114,117 EL-89044 Substation Facility Improvements 93,735 3,133 148,871 74,247 18,715 EL-98003 Electric Distribution System Reconstruction and Improvements 1,265,486 1,330,082 1,608,521 1,034,407 972,143 Fiber Optics Fund : FO-10000 Fiber Optic Customer Connections 0 68,373 88,061 8,627 51,465 FO-10001 Fiber Optic Network System Improvements 0 34,614 327,736 21,676 53,462 Continuous Capital Projects Five Years of Expenditures for Fiscal Years 2009-2013 Page 1 of 2 2/26/2013 ATTACHMENT E Project Category Department/Fund Project Title FY 2009 FY 2010 FY 2011 FY 2012 FY2013 Continuous Capital Projects Five Years of Expenditures for Fiscal Years 2009-2013 Gas Fund : GS-02013 GS-03007 Directional Boring Equipment 59,410 0 162 20,160 0 GS-03002 GS-04003 GS-05002 Gas Main Replacements 38,121 87,706 86,159 31,556 0 GS-03008 Polyethylene Fusion Equipment Replacement 35,650 0 444 0 0 GS-03009 System Extensions-Unreimbursed 12,000 4,005 7,718 0 1,094 GS-06001 Gas Main Replacements, GMR-Project 16 2,423,677 89,180 127,056 0 0 GS-07002 Gas Main Replacements, GMR-Project 17 912,018 3,681,252 211,515 90,945 577 GS-80017 Gas System Extensions 356,666 347,412 471,001 119,788 382,565 GS-80019 Gas Meters and Regulators 244,129 313,598 294,191 87,457 25,652 Wastewater Collection Fund: WC-02002 WC-03003 WC-04002 Sewer System Rehabilitation and Augmentation, Project 15,16 and 17 8,840 27,141 122,870 19,968 0 WC-05003 WC-06003 WC-07004 Sewer System Rehabilitation and Augmentation, Project 18,19 and 20 2,154,931 1,761,725 94,468 39,229 98,970 WC-08012 WC-09001 WC-10002 Sewer System Rehabilitation and Augmentation, Project 21,22 and 23 285,858 543,313 1,928,374 419,207 572,888 WC-80020 Sewer System Extensions 370,253 251,152 224,066 30,792 158,943 WC-99013 Sewer Manhole Rehabilitation 48,227 168,722 378,841 148,433 296,558 Water Fund : WS-02003 Water Main Replacements, Project 16 19,695 0 0 0 0 WS-02014 Water-Gas Wastewater utilities GIS Data 33 204,583 289,694 18,966 152,735 WS-06002 Water Main Replacements, Project 20 93,554 349 10,821 0 0 WS-07003 Water Main Replacements, Project 21 226,559 1,383,427 1,432,826 0 0 WS-80013 Water System Extensions 295,194 285,945 258,968 111,615 277,171 WS-80014 Service and Hydrant Replacements 104,951 43,538 44,232 9,344 231,124 WS-80015 Water Meters 14,712 2,298 0 0 0 Page 2 of 2 2/26/2013 ATTACHMENT D  FINANCE COMMITTEE DRAFT EXCERPT MINUTES   Page 1 of 11  Regular Meeting Tuesday, March 5, 2013 3. Finance Committee Recommendation Regarding Adoption of Budget Amendment Ordinance Amending the Budget for Fiscal Year 2013 to Adjust Budgeted Revenues and Expenditures in Accordance with the Recommendations in the Midyear Report. Christine Paras, Principal Financial Analyst presented the second quarter results and a snapshot of finances as of the second quarter of the fiscal year (FY). Staff had two recommendations: adopt the Budget Amendment Ordinance (BAO) and recommend to Council the adoption of a Resolution to amend the Management Comprehensive Plan. The General Fund showed positive results for the second quarter. In FY 2011, the Budget exceeded targets by 5.9 percent. In FY 2012, the Budget exceeded targets by 9.2 percent. Staff proposed a revenue adjustment of an increase of $4.2 million. The majority of the increase was related to tax revenues. Of that $4.2 million, $3.9 million was attributed to improved tax revenues. That was a 2.9 percent increase over the Adopted Budget. There was an increase of $1.7 million in Documentary Transfer Tax. Most of that was a one-time increase for the year. Other revenue increases included a $300,000 total increase in other investment incomes and department revenues. Chair Burt requested the meaning of "one-time Documentary Transfer Tax." Joe Saccio, Assistant Director of Administrative Services explained that the City had an extraordinary remittance in one month that Staff considered in FY 2014 projections. Chair Burt recalled an extraordinary remittance occurred two years ago. Mr. Saccio reported the City had a series of three $500,000 remittances, which were above normal per month. Staff attempted to back out some amount of that increase to achieve a realistic picture for future years. Chair Burt suggested there be a pattern, albeit unpredictable. ATTACHMENT D  DRAFT EXCERPT MINUTES     Page 2 of 11  Finance Committee Regular Meeting  Draft Excerpt Minutes 03‐05‐13  Mr. Saccio averaged remittances over ten years and calculated between $4.8 million to $5 million per year. He said the City was experiencing a groundswell that yielded more Documentary Transfer Tax. In the prior year, Documentary Transfer Tax was slightly above $5 million, even with the extraordinary remittances. Ms. Paras stated proposed expense adjustments had a net worth of $1 million. The net budget amount of salary and benefit adjustments was $42,000. Another adjustment pertained to the medical retiree Annual Required Contribution (ARC). Overtime decreased 37 percent due to elimination of minimum staffing and organizational changes in the Fire Department. Other non-salary adjustments included the removal of Palo Alto Animal Services (PAAS) negative placeholder. Staff included a $400,000 placeholder in the Adopted Budget for Staff to determine how to address concerns regarding PAAS. That plan was presented and adopted by the Council in July 2012. The adjustment reversed that placeholder. The General Fund Budget Stabilization Reserve (BSR) began the fiscal year with $27.7 million. To date, the Council approved four BAOs totaling $500,000. Proposed midyear changes netted to $3.2 million, which left a BSR projected as a yearend balance of $30.4 million. As a percentage of adopted expenditures, the BSR percentage was 19.88 percent. This amount exceeded the 18.5 percent target BSR level by $2.1 million. The Water Fund had a $4.9 million savings at midyear due to completed or nearly completed Capital Improvement Program (CIP) projects. One of the major CIPs in the Water Fund that Staff reduced was the water main replacement totaling $2.7 million. This project was deferred to, and completed in FY 2014. The Electric Fund had $8.5 million in savings, $6.9 million of that resulted from lower commodity costs. Staff proposed drawing $1.3 million from reserves for the Vehicle Replacement Fund. The Fleet Review Committee decided to replace vehicles and equipment. Staff proposed returning $800,000 of CIP funds to the originating department. Those projects included the Utility Billing Project, because its cost was less than expected. The recurring credit card payment CIP of $200,000 was put on hold. Lalo Perez, Director of Administrative Services stated surrounding communities were experiencing similar revenue increases. Property tax was increasing for surrounding communities, while Palo Alto remained flat over the past few years. Staff recommended wise investment of excess monies, rather than committing them to permanent ongoing expenditures. The City banked funds from the prior two years and transferred $7.6 million to Infrastructure. ATTACHMENT D  DRAFT EXCERPT MINUTES     Page 3 of 11  Finance Committee Regular Meeting  Draft Excerpt Minutes 03‐05‐13  Vice Mayor Shepherd asked if revenue levels returned to 2008 levels or increased beyond that. Mr. Perez indicated revenues were slightly better than 2008 levels. Utilities taxes seemed to be flat, but the Documentary Transfer Tax reached a new record. Vice Mayor Shepherd stated commercial liquidity increased, because banks were lending funds. Mr. Perez indicated the hotel tax was a surprise. Vice Mayor Shepherd inquired whether the Council had two budgets. Mr. Perez explained the Council had an Operating Budget that paid Council Members' stipend and incidentals, and the Council Contingency Fund of $250,000. Vice Mayor Shepherd asked what happened to funds in the Council Contingency Fund. Mr. Perez indicated the base amount was $250,000 every year. If the Council did not allocate those funds, they went to reservice. Vice Mayor Shepherd recalled Council Contingency Funds were not allocated in 2012. Mr. Perez stated any unspent money was treated the same as excess revenues. Vice Mayor Shepherd asked what the Council Contingency Fund was used for. James Keene, City Manager reported a year of not spending Council Contingency Funds was an irregularity. Vice Mayor Shepherd noted that Council spent some Contingency Funds on High Speed Rail (HSR); however, that was reversed. Mr. Perez explained those funds became part of the budget. Vice Mayor Shepherd inquired about the process to allocate Council ATTACHMENT D  DRAFT EXCERPT MINUTES     Page 4 of 11  Finance Committee Regular Meeting  Draft Excerpt Minutes 03‐05‐13  Contingency Funds. Mr. Perez reported the Finance Committee (Committee) could make a recommendation to the Council, along with Staff's recommendations. Vice Mayor Shepherd inquired whether PAAS donations were ahead of schedule. Amber Cameron, Senior Financial Analyst reported Staff cleaned up the placeholder in the non-departmental section to show all changes for PAAS. Mr. Keene recalled one of the Budget components for PAAS included increased donations. Ms. Cameron noted PAAS fees increased between 20 and 30 percent. This fiscal year, Staff drew on the donations account to make up the shortfall. In FY 2014 Staff projected an overall $450,000 reduction from PAAS. Revenue increases were trending close to projections. Mr. Keene inquired whether PAAS was meeting projections for revenues and expenses. Ms. Cameron indicated most expenditure reductions were staffing reductions that took place January 1, 2013. The first six months of FY 2013 revenues were approximately 30 percent higher than FY 2012 as a result of increased fees. Vice Mayor Shepherd inquired about the overall picture for PAAS. Ms. Cameron noted the General Fund was still subsidizing PAAS. Vice Mayor Shepherd asked if the City could use donations for PAAS. Ms. Cameron reported PAAS had approximately $300,000 from historical donations. Staff allowed PAAS to use those funds to make up the $449,000 target; that option was not available for FY 2014. Mr. Keene understood proposals included a series of revenue strategies and expenditure reductions, with the idea of having a sustainable program. Ms. Cameron stated the challenge was making PAAS have no net cost to the General Fund. ATTACHMENT D  DRAFT EXCERPT MINUTES     Page 5 of 11  Finance Committee Regular Meeting  Draft Excerpt Minutes 03‐05‐13  Mr. Keene believed PAAS was not receiving as much revenue as hoped. Some expenditure reductions were difficult to implement because of revenue flow and service impact. Ms. Cameron noted small dog spay and neuters decreased. Revenues overall were meeting the projected increase. Overall PAAS was doing well. Vice Mayor Shepherd recalled six Police positions were frozen, and asked if those positions were going to be unfrozen in FY 2014, or possibly sooner. Mr. Perez reported the different financial outlook provided the opportunity to revisit that; however, Staff had to consider more than one year from a financial perspective. Mr. Keene explained the Police Department did not suffer any staffing service reductions in prior years. The idea of freezing the positions was a way of acknowledging a potential future need for those positions. The Police Department had additional challenges on the staffing level beyond the freezing issue. Ron Watson, Police Captain reported the Police Department had 14 vacant positions during Budget discussions in 2012. Freezing seven positions did not have an immediate impact if the remaining seven positions were filled. The Police Department did not need those seven frozen positions, but the plan was to have them released for FY 2014. The Police Department still had three or four position vacancies. The Department's ability to respond to burglaries and robberies required having those positions filled. If the four vacant positions were filled and additional officers were needed, the Police Chief needed to contact the City Manager to unfreeze some positions. Vice Mayor Shepherd reiterated that the Police Department did not need those frozen positions at the current time, but during the Budget process they wanted to unfreeze the positions. Mr. Watson agreed with that statement. The seven frozen positions were not preventing the Police Department from filling vacant positions. Vice Mayor Shepherd asked if there was a correlation between an increase in crime and a decrease in the number of officers. Mr. Keene explained the frozen positions were acceptable, because they ATTACHMENT D  DRAFT EXCERPT MINUTES     Page 6 of 11  Finance Committee Regular Meeting  Draft Excerpt Minutes 03‐05‐13  were not planning on being filled soon. The Police Department was working to fill vacant positions. The City needed to hire officers who met City standards. He and the Police Chief discussed concerns regarding overall staffing, retention levels, and ensuring adequate staffing was maintained. Vice Mayor Shepherd requested a comprehensive report. Mr. Keene expected this would be a discussion point in the FY 2014 Budget discussion. Mr. Watson stated if those seven positions were unfrozen today, he did not have seven candidates to fill them. Mr. Perez reported Staff had an approved process for the City Manager to hire officers without having to go through the Council. Chair Burt believed the issue was having enough open positions to accommodate the number of officers the City wanted to hire. Council Member Schmid noted the project on El Camino Real and Stanford had a remaining balance of $1.246 million, and recalled those were grant funds. He inquired whether the remaining balance had to be returned to the grant source or placed in a reserve. Mike Sartor, Public Works Director reported a grant from the Santa Clara Valley Transportation Authority (VTA) paid for the bulk of the project, reimbursement had not occurred. Curtis Williams, Director of Planning and Community Environment assumed funds needed to be returned to the grant source. Council Member Schmid asked where the $2.2 million for sidewalks and streets were located in the FY 2013 budget. Mr. Perez explained the Council approved adding $2.2 million to the budget for infrastructure needs; however, Staff did not have time to allocate those funds. The allocation of funds was agendized within the next month, and a Staff Report addressing mainly streets and sidewalks was provided. Council Member Schmid asked Staff to comment regarding the $7.6 million transfer from BSR to Infrastructure. ATTACHMENT D  DRAFT EXCERPT MINUTES     Page 7 of 11  Finance Committee Regular Meeting  Draft Excerpt Minutes 03‐05‐13  Mr. Perez indicated $7.6 million went to Infrastructure Reserves, and increased the balance to approximately $12 million. Council Member Schmid inquired whether the Council had discussed those funds. Mr. Perez stated Staff was developing a plan for FY 2014, possibly to enhance expenditures and add resources to accelerate spending. Council Member Schmid asked if they were one-time capital expenditures. Mr. Keene anticipated Infrastructure Reserve money was used to make significant progress on the Pavement Condition Index and the California Avenue project. Council Member Schmid stated the City was making progress without using the $2.2 million or the $7.6 million. Mr. Keene stated Staff was planning for the $2.2 million. Council Member Schmid inquired whether turnover of the City's portfolio was affecting the decrease in return on investment. Mr. Perez agreed and said as securities matured; the City was investing at a lower rate. Council Member Schmid stated a high rate of return involved more risk, and the City had clear requirements for safe, secure investments. Mr. Perez noted the City was ahead of surrounding jurisdictions when comparing rate of return because Staff had Council authority to extend the maturity range and because the City's portfolio was larger. Council Member Schmid understood the audit report to indicate the City was going to reconsider vehicle usage and replacement; however, the Staff Report seemed to indicate vehicles were needed. Mr. Perez explained a typical budget included $3-$4 million to replace fleet vehicles on an ongoing basis. The Council directed Staff to address outstanding issues before setting a budget, and to come to the Council on as needed basis for vehicles. Staff's recommendation was vetted as a real need. ATTACHMENT D  DRAFT EXCERPT MINUTES     Page 8 of 11  Finance Committee Regular Meeting  Draft Excerpt Minutes 03‐05‐13  Mr. Sartor reported Staff engaged a consulting firm to study the City's fleet operation. Staff planned on returning to the Committee with the results of that study and with recommendations later in the spring, or possibly in the summer. Council Member Schmid noted there were no Capital Improvement Program (CIP) projects for Cubberley, and inquired whether the discussion reached a point for consideration of CIPs. Mr. Perez stated a major renovation would be postponed until a determination was made on the future of Cubberley. Staff pushed out the projects a year or two to await a final report. The City needed to make decisions jointly with the Palo Alto Unified School District (PAUSD). Council Member Schmid asked if Staff had considered renovations. Mr. Perez indicated Cubberley improvements were identified in outer years. Mr. Sartor stated Staff identified work for Cubberley on both in the City, and PAUSD portions for maintenance in the five-year plan, and beyond the five year plan. Council Member Berman inquired whether the City was responsible for maintenance for City-owned and PAUSD-owned property under the current lease. Mr. Sartor answered yes. Council Member Schmid inquired about the task order construction contract located on page 364 of the Staff Report. Mr. Sartor explained the City entered into a contract to assist with activities that were needed to complete the Mitchell Park Library, if the current contractor did not perform. The contract required the current contractor to have a coordinator for electrical and mechanical systems, and Staff had concerns about the proposed coordinator. Council Member Schmid stated that was a potential expense. Mr. Sartor indicated Staff wanted to have a failsafe option to complete the project should the current contractor not perform. ATTACHMENT D  DRAFT EXCERPT MINUTES     Page 9 of 11  Finance Committee Regular Meeting  Draft Excerpt Minutes 03‐05‐13  Council Member Schmid commented that funds for trails in Arastradero and Foothills Parks were being effectively used. Chair Burt stated the Transient Occupancy Tax (TOT) did not include revenue from new capacity. Mr. Saccio agreed it was not included there or in the Long Range Financial Forecast. Chair Burt inquired whether revenues included hotels under construction. Mr. Saccio reported Staff had estimates for the Casa Olga project, but did not include them. Chair Burt asked if the Utility billing software was $800,000 under budget. Ms. Paras indicated $400,000 under budget. Chair Burt inquired whether Staff anticipated changes to utility rates as a result of midyear information. Mr. Perez reported the preliminary discussion was that there were no rate increases for gas and electric. Staff was considering rate changes for water and possibly waste water. Chair Burt asked how $6.9 million lower commodity costs for electric affected rates. Mr. Perez believed there was no effect on rates. Mr. Keene did not have rate recommendations, and believed discussions pertained to an increase in water rates only. He thought there could be some proposed reductions after all discussions were through. Mr. Perez added that alternative power generating did not go live as it was expected, and was part of the discussion. Mr. Keene noted discussions included the possibility of maintaining steady rates. Vice Mayor Shepherd appealed to Committee Members to consider a ATTACHMENT D  DRAFT EXCERPT MINUTES     Page 10 of 11  Finance Committee Regular Meeting  Draft Excerpt Minutes 03‐05‐13  recommendation for the Council to fund Automated External Defibrillators (AED) for police vehicles and libraries. Mr. Perez reported the Police Department requested $25,000 for defibrillators. The Committee was to review the request during the budget process; however, he thought the Committee could request funding now rather than through the budget process. Mr. Keene indicated the Fire Chief reported an AED was going to cost approximately $2,000. Vice Mayor Shepherd inquired whether colleagues supported this in a Motion for Budget adjustments. MOTION: Vice Mayor Shepherd, seconded by Council Member XXXX to have City Council consider using Council Contingency funds for the purchase of automated external defibrillators for police vehicles and libraries. MOTION FAILED DUE TO LACK OF A SECOND Chair Burt stated AED’s cost less, they provided more automation, they required less training, they allowed use by more people, and they saved many lives. AEDs fulfilled emergency preparedness and community health needs. He inquired whether the $25,000 request was for police vehicles. Mr. Watson reported the Police Department was not having success with grant funding for AEDs. The $25,000 provided outfitting for some police cars. If AEDs were located in libraries as well, the amount needed to increase. Chair Burt was unsure whether libraries were the most valuable location in comparison to pools or sports fields. He suggested the Committee consider a recommendation to the Council, after getting the number intended for the 2014 budget, and move it forward to the current time. Between now and the Council discussion, Staff needed to identify whether there were additional locations for priority consideration. Mr. Watson suggested City Hall be added as a location. Mr. Perez indicated Staff would adjust the amount to the estimated need prior to a Council discussion. ATTACHMENT D  DRAFT EXCERPT MINUTES     Page 11 of 11  Finance Committee Regular Meeting  Draft Excerpt Minutes 03‐05‐13  MOTION: Vice Mayor Shepherd moved, seconded by Chair Burt to recommend to the City Council the adoption of:  1) Budget Amendment Ordinance (BAO) (Attachment A) which includes: a) Proposed midyear adjustments to the Fiscal Year 2013 Budget for the General Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds, and Capital Improvement Projects Fund (Exhibit 1) b) Fiscal Year 2013 Midyear CIP Adjustments (Exhibit 2) c) Amendments to the Fiscal Year 2013 Table of Organization (Exhibit 3) 2) Resolution of the Council of the City of Palo Alto Amending the 2011- 2013 Compensation Plan for Management and Professional Adopted by Resolution No. 9282 to Change the Title of Two Positions, Change the Salary for Two Positions, Salary Sheet Corrections for Three Positions, Grade Code Correction for One Position and Eliminate one Position (Attachment B), which includes: a) Management/Professional Compensation Plan Changes (Exhibit 1) 3) have City Council consider using Council Contingency funds for the purchase of automated external defibrillators for police vehicles.  Vice Mayor Shepherd thought using 2013 funds rather than 2014 funds was more appropriate because of the emergency preparedness component. MOTION PASSED: 4-0