City of San Juan Capistrano Agenda Report

Transcription

1 9/6/ City of San Juan Capistrano Agenda Report TO: Honorable Mayor and Members of the City Council FROM: ften Siegel, City Manager ~ SUBMITTED BY: Ken Al-lmam, Chief Financial Officer,_ DATE: SUBJECT: September 6, 2016 Consideration to Continue Appropriations for Budgeted Activities that were In Process as of June 30, 2016 RECOMMENDATIONS: By motion, amend the Operating Budget for Fiscal Year to continue the appropriation of funds for projects and activities that were budgeted in Fiscal Year , but that were incomplete as of June 30, 2016, and will be completed in Fiscal Year EXECUTIVE SUMMARY: Staff recommends that the budgetary adjustments presented in Attachment 1 be made to the Fiscal Year Operating Budget. These budgetary adjustments represent expenditures originally budgeted in Fiscal Year that were incomplete as of June 30, 2016, and need to be re-appropriated for completion in Fiscal Year The amount of Fiscal Year appropriations to be carried over to Fiscal Year is $1,089,320. DISCUSSION/ANALYSIS: The City annually identifies the portion of its Operating Budget that has not yet been expended because of delays in the completion of certain projects and activities. Such amounts are re-appropriated for the budget of the following year. Generally the amounts identified by this process are for undelivered purchase order commitments or for expenditures that have not yet taken place. These activities do not represent a duplication of matters already addressed in the following year's budget.

2 City Council Agenda Report September 6, 2016 Page 2 of 3 The re-appropriation of these expenditures for Fiscal Year will not diminish the reserve balances that have been projected for the end of Fiscal Year This is because the expenditures associated with these adjustments have already been provided for in the City's budgetary spending plan. These adjustments only change the timing of the appropriations. Rather than occurring in Fiscal Year , these expenditures will occur in Fiscal Year The results of the recommended action are summarized in the table below: Purchase Order Commitments Continuing Appropriations Total Adjustment Proposed General $ 449,744 41, ,484 SACRA/SJCHA Administration 1,229 1,229 Farm Operations 25,229 35,000 60,229 Eastern Open Space Operations 57,279 57,279 SONGS 27,036 27,036 Water Operations 180,256 13, ,256 GWRP Operations 36,821 36,821 Non-Potable Water Operations 15,138 15,138 Sewer Operations 3,159 3, ,974 7, ,689 Total Appropriations $ 907,550 1,770 1,089,320 As a part of the action to reflect the re-appropriation of the above expenditures in the Fiscal Year budget, an adjustment of General revenues in the amount of $5,205 will be made for certain fee supported appropriations. This is the amount of plan check fees that were received in Fiscal Year that will not be earned until the contracted plan check services are performed in Fiscal Year The most significant of the unfinished Fiscal Year activities being reappropriated for Fiscal Year are as follows: $298,000 for General legal services $148,000 for LAFCO costs associated with the Utility Reorganization Study $60,000 for South Orange County Reliability Enhancement (SOCRE) Project legal services $55,000 for Reata Park improvements $35,000 for demolition of the barn at the Ecology Center

3 City Council Agenda Report September 6, 2016 Page 3 of 3 FISCAL IMPACT: This action will increase the Operating Budget for Fiscal Year by $1,089,320. ENVIRONMENTAL IMPACT: Not applicable. PRIOR CITY COUNCIL REVIEW: On June 21, 2016, the City Council approved Resolution No adopting the Operating Budgets for Fiscal Years and COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: Not applicable. NOTIFICATION: Not applicable. ATTACHMENT: Attachment 1 - Schedule of Purchase Order Commitments and Re-appropriations from Fiscal Year

4 SCHEDULE OF PURCHASE ORDER COMMITMENTS AND RE-APPROPRIATIONS FROM FISCAL YEAR REQUESTED BY ALL DEPARTMENTS (SORTED BY FUND) DEPT. P.O. NUMBER VENDOR NAME DESC/PROGRAM NAME ACCOUNT NUMBER CARRY OVER AMOUNT COMPLETION DATE REASON FOR CARRY OVER AMOUNT FUND NO. FUND NAME CITY MANAGER N/A STAPLES replacement chairs for CC Chambers ordered but not received as of June $ 2, FY 16/17 merchandise ordered, not received 1 General CITY MANAGER S24512 NICOLE ANNETTE MILLER Recruiting Services $ 5, FY 16/17 ongoing to assist with active/open recruitments 1 General CITY MANAGER N/A PUBLIC SECTOR PERSONNEL CONSULTANTS City-wide Comp & Class Study $ 39, FY 16/17 Project Not Complete 1 General CITY MANAGER S24406 RICHARDS, WATSON & GERSHON Legal Services for Vermuelen Ranch $ 298, FY 16/17 pending invoices 1 General FINANCE S23307A NBS User Fee Study/Cost Allocation Plan $ TBD Project should be complete in FY 16/17 1 General Staff participated in SkyView training in Fiscal Year 2015/16 with the City's software vendor - Harris. Skyview is an Access-like database FINANCE N/A N/A Staff Training for Finance System $ TBD that can link to the Finance system to gather information for analysis. The unspent budget is requested for carryover for additional staff 1 General training in Fiscal Year 2016/17 on this program DS S24119 GOODIN, MACBRIDE, SQUERI LEGAL SERVICE FOR SOCRE PROJECT $ 60, Oct-16 ON GOING 1 General DS S24122 MIG-HOGLE HOUSING ELEMENT UPDAET FOLLOW-UP $ 5, Oct-16 ON GOING PROJECT 1 General PW S24145 GONG ENTERPRISES Plan Check $ 1, /17 Revenue supported, not yet complete 1 General PW S24558 GONG ENTERPRISES Grading Plan Check $ /17 Revenue supported, not yet complete 1 General PW S24493 GONG ENTERPRISES Grading Plan Check $ /17 Revenue supported, not yet complete 1 General PW S24520 GONG ENTERPRISES Grading Plan Check $ /17 Revenue supported, not yet complete 1 General PW S24473 GONG ENTERPRISES Grading Plan Check $ /17 Revenue supported, not yet complete 1 General PW S24545 GONG ENTERPRISES Grading Plan Check $ /17 Revenue supported, not yet complete 1 General PW S24565 LGC GEOTECHNICAL Geotech Review $ /17 Revenue supported, not yet complete 1 General PW S24453 HETHERINGTON ENGINEERING Geotech Review $ /17 Revenue supported, not yet complete 1 General PW S24563 LGC GEOTECHNICAL Geotech Review $ /17 Revenue supported, not yet complete 1 General PW S24564 LGC GEOTECHNICAL Geotech Review $ /17 Revenue supported, not yet complete 1 General PW S23287 GLEN LUKOS ASSOC. Sun Ranch Mitigation $ 19, /2018 Required mitigation per agreement 1 General PW S23297 PACIFIC BIOSCIENCE Sun Ranch Mitigation $ 9, /2018 Required mitigation per agreement 1 General PW S23220 LGC GEOTECHNICAL Placida Geotech $ 14, Ongoing Placida Geotech as required - E. Bauman 1 General PW S22906 E. STEWART Placida Habitat mitigation $ 16, Ongoing Placida Habitat as required - E. Bauman 1 General PW S24472 AMEC FOSTER WHEELER ENVIRONMENTAL NPDES Consultant $ /17 NPDES consultant work ongoing 1 General UTILITIES S24341 MUNICIPAL UNDERGROUND SERV Storm Drain Cleaning $ 13, July/August Additional problematic areas noted by County 1 General UTILITIES S24275 LEAR PEARCE & ASSOC UD Reorg Study $ FY16/17 Pending completion UD Reorg 1 General TOTAL - GENERAL FUND (1) $ 491, DS S24122 MIG-HOGLE HOUSING ELEMENT UPDATE FOLLOW- UP $ 1, Oct-16 ON GOING PROJECT 4 TOTAL - SACRA/SJCHA ADMINISTRATION FUND (4) $ 1, SACRA/SJCHA Administration PW N/A INSLEY CONSTRUCTION Barn Demo - Congdon $ 35, August/September 2016 Work could not be scheduled until clear out of the barn by Ecology Center. Work identified to be paid for by funding from 15/16 (via budget transfer in fund 15 - June 2016). 15 Farm Operations UTILITIES S24061 ENVIRON STRATEGY CONSULTANTS MTBE Testing Kinoshita Farm $ 25, Undefined Pending Waterboard review & waiver 15 Farm Operations TOTAL - FARM OPERATIONS FUND (15) $ 60, ATTACHMENT 1 - Page 1 of 3

5 DEPT. P.O. NUMBER VENDOR NAME DESC/PROGRAM NAME ACCOUNT NUMBER CARRY OVER AMOUNT COMPLETION DATE REASON FOR CARRY OVER AMOUNT FUND NO. FUND NAME PW N/A TBD Reata Park Improvements $ 55, TBD Improvements TBD by City Manager and Dori Budde. See 6/16/16 from D. Budde 19 Eastern Open Space Operations PW N/A CAL CARD NOBLE & GATES Holding Pens Reata Park $ 2, Jul-16 TOTAL - EASTERN OPEN SPACE OPERATIONS FUND (19) $ 57, Original vendor order for these pens fell through (stopped check). Staff reordered from this vendor but since they were special order could not promise shipping until July Item was paid for using Cal Card on 6/24/16. Require $2,279 for payment/reappropriation. 19 Eastern Open Space Operations CITY MANAGER N/A RESCUE 42 SONGS $ 9, FY 16/17 Project not complete, SONGS services 30 S.O.N.G.S. CITY MANAGER N/A EXCEL ELECTRIC SONGS $ 2, FY 16/17 Project not complete, SONGS services 30 S.O.N.G.S. CITY MANAGER N/A MISSION VIEJO GLASS SONGS $ FY 16/17 Project not complete, SONGS services 30 S.O.N.G.S. CITY MANAGER N/A PULSE SUPPLY SONGS $ 14, FY 16/17 Project not complete, SONGS purchases/services 30 S.O.N.G.S. TOTAL - S.O.N.G.S. FUND (30) $ 27, FINANCE N/A N/A NETWORK/COMPUTER SERVICES $ 13, TBD This account is used for Statement of Works (special projects) the City may request from its utility billing software vendor - Advanced CIS. Staff is recommending the balance of the unencumbered funds are carried over into the Fiscal Year 2016/17 Budget because staff is currently working with the City Attorney's LA Office on the Daneshmand water rate lawsuit. There are potential costs the City may have to incur at BBK's recommendation to provide information to the plaintiff. These carryover funds could be used to fund such costs including: a potential notification mailing to utility customers from ; specialized exports from the database that are outside the technical knowledge and ability of City staff and Synoptek staff. 60 Water Operations UTILITIES S24275 LEAR PEARCE & ASSOC UD Reorg Study $ 14, FY16/17 Pending completion UD Reorg 60 Water Operations UTILITIES N/A Reappropriate s LAFCO UD Reorg Eval $ 147, FY16/17 Project Pending. Council Approval 4/5/ Water Operations UTILITIES S24560 DUDEK Biological resource assessment $ 2, In progress SJ Hills GC pending completion 60 Water Operations UTILITIES S24422 MUNICIPAL WATER DIST OF OC UWMP $ 6, August Finalizing project 60 Water Operations UTILITIES S24622 HUNSAKER LAND SURVEYING Survey SJHill GC Recycle Water $ 4, In progress SJ Hills GC pending completion 60 Water Operations UTILITIES S23994 P.T.I. SAND & GRAVEL $ 1, July/August Supplies pending 60 Water Operations UTILITIES S23998 CLA-VAL SERVICE, INC $ 2, July/August Supplies pending 60 Water Operations ATTACHMENT 1 - Page 2 of 3

6 DEPT. P.O. NUMBER VENDOR NAME DESC/PROGRAM NAME ACCOUNT NUMBER CARRY OVER AMOUNT COMPLETION DATE REASON FOR CARRY OVER AMOUNT FUND NO. FUND NAME UTILITIES S24487 INDUSTRIAL POWER & AUTOMATIO Captains Hill Electrical $ 1, July/August Reconnect portion outstanding 60 Water Operations TOTAL - WATER OPERATIONS FUND (60) $ 193, UTILITIES S24553 PAC-VAN GWRP Lab Unit $ 16, July/August Work in progress 62 GWRP Operations UTILITIES S24559 One Source Distributors GWRP Ammonia Analyze $ 20, July/August Work in progress 62 GWRP Operations TOTAL - GWRP OPERATIONS FUND (62) $ 36, UTILITIES S24554 Legend Pump & Well Service Mission Pump Repairs $ 15, July/August Work in progress 66 TOTAL - NONPOTABLE WATER OPERATIONS FUND (66) $ 15, Non-Potable Water Operations PW S24395 ECIS NPDES Inspection Cons $ Ongoing NPDES Inspection tied to FOG program 70 Sewer Operations UTILITIES S24275 LEAR PEARCE & ASSOC UD Reorg Study $ 2, FY16/17 Pending completion UD Reorg 70 Sewer Operations TOTAL - SEWER OPERATIONS FUND (70) $ 3, CITY MANAGER N/A CANON copier/printing $ 4, FY 16/17 CITY MANAGER S24075 HARRIS Finance system $ 49, ongoing CITY MANAGER S24528 MAINSTAR pw/ud software $ 84, ongoing CITY MANAGER S24354 VISION TECH Annual Support - City Website $ 9, /17 CITY CLERK S24075 WILSON TECH Laserfiche software $ 2, /30/17 PW S24528 DOWNTOWN FORD 2 Trucks $ 49, Aug-16 reappropriate necessary funds for replacement copier in the OSS Vendor continuing to complete implementation Trucks ordered on PO however, have not been received, delivery anticipated by August PW N/A Various New Vehicle Access $ 2, TOTAL - FACILITIES OPERATIONS FUND () $ 203, August/September 2016 Safety accessories and installation required for new truck purchases (not yet received) - light bars, safety lights, work cabinets, etc.. GRAND TOTAL - ALL CITY FUNDS $ 1,089, ATTACHMENT 1 - Page 3 of 3