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Home My WebLink AboutAGENDA REPORT 2018 0905 CCSA REG ITEM 10GCITY OF MOORPARK, CALIFORNIA City Council Meeting of 09.05.2018 ACTION Adopted Reso No. 2018-3738 BY M. Benson G. Consider Resolution Amending Fiscal Year 2018/2019 Budget to Increase Appropriations for Fiscal Year 2017/2018 Purchase Order Carry Over. Staff Recommendation: Adopt Resolution No. 2018-____. ROLL CALL VOTE REQUIRED Item: 10.G. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Ron Ahlers, Finance Director BY: Irmina Lumbad, Deputy Finance Director DATE: 09/05/2018 Regular Meeting SUBJECT: Consider Resolution Amending Fiscal Year 2018/2019 Budget to Increase Appropriations for Fiscal Year 2017/2018 Purchase Order Carry Over SUMMARY Staff is requesting approval of the attached Resolution to increase the Fiscal Year (FY) 2018/2019 Adopted Budget by $1,015,582.16. This amount is the result of the carry forward of FY 2017/2018 Purchase Orders (PO) for goods and services, not related to Capital Improvement Projects (CIP), into FY 2018/2019. DISCUSSION On June 20, 2018, the City Council adopted the FY 2018/2019 Operating and Capital Improvement Budget for the City of Moorpark. The original adopted appropriation was $59,302,109.00, which includes $23,670,141.00 for CIP. Resolution No. 2018-3714 granted the City Manager the authority to amend the CIP budget after final accounting of FY 2017/2018 project costs. Generally, at year end, after final payments have been processed, PO for goods and services not related to CIP are closed. The unexpended encumbrances and appropriations are not carried forward into the subsequent year. However, staff has identified specific PO not related to CIP for goods that will be delivered at a later date; or contract for services that have started but have not been completed. The unexpended encumbrances and related appropriations should be rolled over into the next fiscal year to offset these future expenses and prevent certain budget line items to exceed the spending authority. Item: 10.G. 176 Honorable City Council 09/05/2018 Regular Meeting Page 2 The PO carry over process cancelled any remaining encumbrance balances in prior year; moved the appropriations and re-established the outstanding encumbrances amount in the current year. In order for Accounts Payable to promptly process invoices related to these goods and services in the month of August, the carry over must have already occurred. Thus, the procedure was completed on August 7 and the action effectively increased the FY 2018/2019 Adopted Budget by $1,015,582.16. Attachment 1 lists all affected PO’s. Goods and services already received by June 30, 2018 for which invoices have not been submitted as of the last FY 2017/2018 Accounts Payable cycle, will be recorded as accrued expenditures in FY 2017/2018. These accruals will be reversed in FY 2018/2019 and invoices will be paid against the carried over PO. For those commitments where the timing of delivery went beyond June 30, 2018, no accruals will be recorded and these will be processed as FY 2018/2019 expenditures. FISCAL IMPACT The total carry-over amount from FY 2017/2018 to FY 2018/2019 was $2,463,543.65, which includes CIP related PO totaling $1,447,961.49. Thus, a net appropriation increase of $1,015,582.16 impacted various funds/departments as shown in Attachment 2. STAFF RECOMMENDATION (Roll Call Vote) Adopt Resolution No. 2018-____. Attachments: 1 – FY 2017/2018 Purchase Orders Carried Over to FY 2018/2019 2 – Summary of Fund/Division Fiscal Impact 3 – Resolution No. 2018-____ 177 FY2017/2018 PURCHASE ORDERS CARRIED OVER TO FY2018/2019 Attachment 1 PO#Vendor PO DESCRIPT NON-CIP CIP Grand Total 09000014-R2 BJ PALMER & ASSOCIATES CONTRACT#2009-153 $9,755.59 $9,755.59 10000051-R2 BONTERRA CONSULTING LLC CONTRACT#2008-013 $98,326.35 $98,326.35 12000027-R2 QWEST COMMUNICATIONS CO. LLC TERM: 7/9/2012 - TO COMPLETION $6,178.01 $6,178.01 12000052-R2 SPRINT COMMUNICATIONS CO. LP CONTRACT#2012-187 $24,722.00 $24,722.00 13000103-R2 BEACON INTEGRATED PROF RESOURCE CONTRACT #2014-059 $75,175.03 $75,175.03 13000127-R2 LG2WB ENGINEERS INC.CONTRACT # 2014-121 DATED 04/25/2014 $62,188.40 $62,188.40 13000128-R2 TETRA TECH, INC.CONTRACT # 2014-120 $6,269.44 $6,269.44 14000061-R2 AECOM TECHNICAL SERVICES INC.CONTRACT #2014-353 $431,604.36 $431,604.36 14000092-R2 ARCHITERRA INC.CONTRACT #2015-061 $15,046.42 $15,046.42 15000010-R2 RAFEH REAL ESTATE & INVESTMENTS INC CONTRACT 2015-115 $7,500.00 $7,500.00 15000037-R2 MARIPOSA LANDSCAPES INC.CONTRACT# 2014-345; 2016-183 $22,129.43 $22,129.43 15000044-R2 SOHAGI LAW GROUP AGREEMENT NO. 2013-326 DATED 12/6/2013 $52,342.00 $52,342.00 15000051-R2 DOUGLAS, JOHN H.AGREEMENT NO. 2015-138 DATED 5/8/2015 $19,750.00 $19,750.00 15000052-R2 STANTEC CONSULTING SERVICES, INC.CONTRACT 2015-024 $48,944.85 $48,944.85 15000083-R2 TYLER TECHNOLOGIES INC CONTRACT #2015-301 $83,938.96 $83,938.96 15000098-R2 PHOENIX CIVIL ENGINEERING INC.CONTRAC#2016-284 $18,336.35 $18,336.35 15000110-R2 SOHAGI LAW GROUP CONTRACT NOS. 2015-192, 2016-265 $7,405.77 $7,405.77 15000138-R2 RJR ENGINEERING GROUP LLC CONTRACT #2016-071 METROLINK S PARKLOT ENTRANCE $14,739.41 $14,739.41 15000149-R2 WEST COAST ARBORISTS, INC.AGREEMENT NO.2016-233 $46,795.20 $46,795.20 16000042-R2 SATOW, HEATH CONTRACT 2016-303 $79,019.04 $79,019.04 16000070-R2 CIVIL FORMATIONS, INC.PEDESTRIAN ACCESS IMPROVE AT CIVIC CTR $8,127.50 $8,127.50 16000084-R2 CIVIL FORMATIONS, INC.PEDESTRIAN ACCESS IMPROVE AT CIVIC CTR $46,216.50 $46,216.50 1600122-R2 KIMLEY-HORN & ASSOCIATES, INC.CONTRACT #2017-128 $849.82 $849.82 1600128-R2 ARCHITERRA INC.CONTRACT # 2017-198 $42,486.52 $42,486.52 1600129-R2 ARCHITERRA INC.CONTRACT # 2017-199 $34,151.83 $34,151.83 1600132-R2 DURHAM SCHOOL SERVICES, LP BUS EXCURSION SERVICES $9,452.63 $9,452.63 1700013-R1 MALIBU CANYON LANDSCAPE & MAINT INC LANDSCAPE & HARDSCAPE INSTALL&REPAIR $14,350.00 $14,350.00 1700019-R1 CITY OF THOUSAND OAKS BUS MAINTENANCE AND FUELING SERVICE $9,509.18 $9,509.18 1700039-R1 MARIPOSA LANDSCAPES INC.TREE MAINTENANCE SERVICES $1.00 $1.00 1700048-R1 PHOENIX CIVIL ENGINEERING INC.CONTRACT #2017-289 $15,223.00 $15,223.00 1700053-R1 BEACON INTEGRATED PROF RESOURCE 2017-237 REAL PROPERTY SVCS $12,144.54 $12,144.54 1700069-R1 L.A. STEELCRAFT PRODUCTS INC.16'LX12'H BALL WALL W/ STRUCTURAL CALCULATIONS $6,679.99 $6,679.99 1700081-R1 DEMMERS, LINDA CONTRACT #2018-017 $44,250.00 $44,250.00 1700088-R1 MARIPOSA LANDSCAPES INC.CONTRACT #2018-002 TIERRA REJADA RENOVATIONS $149,910.98 $149,910.98 1700090-R1 OAKRIDGE LANDSCAPE INC CONTRACT #2018-049 $284,638.58 $284,638.58 1700095-R1 IWANSKY, DAVID S.AGREEMENT # 2018-066 ELECTRICAL SVC $1.00 $1.00 1700102-R1 SIMI INDUSTRIAL SANDS GROUP INC.PLAYGROUND SAND $20,204.00 $20,204.00 1700107-R1 PHOENIX CIVIL ENGINEERING INC.CONTRACT #2018-089 $15,224.00 $15,224.00 1700110-R1 CALTEC ELECTRIC INC CONTRACT #2018-052 $1.00 $1.00 1700111-R1 HUMANSCALE CORP.LIBERTY TASK CHAIR $577.70 $577.70 1700113-R1 CALIFORNIA JOINT POWERS ADA SELF INSPECTION AND TRANSITION PLAN $20,500.00 $20,500.00 1700118-R1 VENTURA COUNTY TRANSPORTATION COMMISSION PASSENGER INFORMATION SYSTEM $30,300.00 $30,300.00 1700119-R1 ADJUL CORPORATION CONTRACT #2018-162 $176,404.00 $176,404.00 1700120-R1 CALIFORNIA SURFACING CONTRACT #2018-189 $123,763.00 $123,763.00 1700121-R1 WHITE, ROBERT D.CONTRACT #2018-186 $18,888.00 $18,888.00 1700126-R1 NV5 WEST INC CONTRACT 2018-192 $4,820.00 $4,820.00 1700127-R1 VN ENTERPRISES, INC.CONTRACT #2018-169 $19,617.13 $19,617.13 1800002-R1 DEKAN CONST CORP CONTRACT 2018-164 $155,188.00 $155,188.00 15000093-R2 NCM ENGINEERING CORPORATION NEW 114.2061 #2015-313 $69,897.14 $69,897.14 Grand Total $1,015,582.16 $1,447,961.49 $2,463,543.65 178 Attachment 2 CITY OF MOORPARK FY 2017/2018 Non-CIP Purchase Order Carry Over to FY 2018/2019 Fiscal Impact by Fund-Division Fund- Division Fund-Division Title Adopted Budget Adjustment Adjusted Budget 1000 - 133 General Fund - HR/Risk Mgt $462,750.00 $20,500.00 $483,250.00 1000 - 151 General Fund - Finance $1,100,943.00 $577.70 $1,101,520.70 1000 - 161 General Fund - Planning $100,000.00 $27,173.47 $127,173.47 1000 - 171 General Fund - Facilities $1,126,215.00 $178,899.00 $1,305,114.00 1000 - 521 General Fund - Recreation $1,205,709.00 $3,800.00 $1,209,509.00 2001 - 430 Traffic Sys Mgt - Transit $205,000.00 $24,659.18 $229,659.18 2010 - 541 Community Wide Park Devt - Parks $6,800.00 $14,350.00 $21,150.00 2014 - 161 Los Angeles AOC - Planning $0.00 $832.12 $832.12 2121 - 422 City Affordable Housing - City Housing $619,871.00 $7,500.00 $627,371.00 2315 - 542 Country Club Estates - LMD $1,166,292.00 $49,374.83 $1,215,666.83 2322 - 542 Moorpark Highlands - LMD $782,804.00 $503,529.10 $1,286,333.10 2390 - 541 Park Maintenance District - Parks $2,552,871.00 $163,584.13 $2,716,455.13 2414 - 430 Local TDA Art 8C - Transit $1,170,323.00 $20,802.63 $1,191,125.63 TOTAL $10,499,578.00 $1,015,582.16 $11,515,160.16 179 ATTACHMENT 3 RESOLUTION NO. 2018 - ____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2018/2019 OPERATING AND CAPITAL IMPROVEMENT BUDGET TO INCREASE APPROPRIATIONS FOR FISCAL YEAR 2017/2018 PURCHASE ORDER CARRY OVER WHEREAS, on June 20, 2018 the City Council adopted the Operating and Capital Improvement Budget for FY 2018/2019; and WHEREAS, a staff report has been presented to the Council requesting approval of the budget amendment generated by the FY 2017/2018 Purchase Order roll over process completed on August 7, 2018, which resulted in an aggregate increase in appropriations of $1,015,582.16; and WHEREAS, the Purchase Order carry over impacted various funds including, the General Fund (1000), Traffic System Management (2001), Community Wide Park Development (2010), Los Angeles Area of Contribution (2014), City Affordable Housing (2121), Country Club Estates (2315), Moorpark Highlands (2322), Park Maintenance District (2390), and Local Transit Programs 8c (2414); and WHEREAS, Exhibit “A” hereof describes said budget amendments and the resultant impact to the budget line items. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. A budget amendment appropriating and encumbering $1,015,582.16 for FY 2017/2018 Purchase Order carried over to FY 2018/2019 as more particularly described in Exhibit “A”, attached hereto, is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 5th day of September, 2018. ________________________________ Janice S. Parvin, Mayor ATTEST: ___________________________________ Maureen Benson, City Clerk Attachment: Exhibit “A” – Budget Amendment 180 Resolution No. 2018-____ Page 2 BUDGET AMENDMENT to Various City Funds for the Fiscal Year 2017/2018 Purchase Order Encumbrances Carried Over to Fiscal Year 2018/2019 Fiscal Year 2018/2019 FUND ALLOCATION FROM: FUND ACCOUNT NUMBER AMOUNT General Fund 1000-000-00000-33990 $230,950.17 Traffic System Mgt 2001-000-00000-33990 $24,659.18 Community Wide Park Development 2010-000-00000-33990 $14,350.00 Los Angeles AOC 2014-000-00000-33990 $832.12 City Affordable Housing 2121-000-00000-33990 $7,500.00 Country Club Estates 2315-000-00000-33990 $49,374.83 Moorpark Highlands 2322-000-00000-33990 $503,529.10 Park Maintenance District 2390-000-00000-33990 $163,584.13 Local Transit Program 8c 2414-000-00000-33990 $20,802.63 TOTAL $1,015,582.16 DISTRIBUTION OF APPROPRIATION TO EXPENDITURE ACCOUNTS: BUDGET UNIT ADOPTED BUDGET ADJUSTMENT ADJUSTED BUDGET 1000-133-00000-51000 $8,300.00 $20,500.00 $28,800.00 1000-151-00000-52050 $1,500.00 $577.70 $2,077.70 1000-161-00000-51000 $50,000.00 $19,767.70 $69,767.70 1000-161-00000-51040 $50,000.00 $7,405.77 $57,405.77 1000-171-F0001-53000 $127,688.00 $3.00 $127,691.00 1000-171-F0009-53000 $31,200.00 $18,888.00 $50,088.00 1000-171-M0043-51000 $0.00 $4,820.00 $4,820.00 1000-171-M0043-53000 $0.00 $155,188.00 $155,188.00 1000-521-E0009-52000 $54,291.00 $3,800.00 $58,091.00 2001-430-00000-51000 $0.00 $15,150.00 $15,150.00 2001-430-P0011-54020 $60,000.00 $9,509.18 $69,509.18 2010-541-R0030-53000 $0.00 $14,350.00 $14,350.00 2014-161-00000-51000 $0.00 $832.12 $832.12 2121-422-P0019-51000 $9,500.00 $7,500.00 $17,000.00 Exhibit A 181 Resolution No. 2018-____ Page 3 BUDGET UNIT ADOPTED BUDGET ADJUSTMENT ADJUSTED BUDGET 2315-542-P0004-51000 $15,000.00 $49,374.83 $64,374.83 2322-542-M0037-53000 $0.00 $284,638.58 $284,638.58 2322-542-P0004-51000 $1,500.00 $42,486.52 $43,986.52 2322-542-P0004-53000 $314,462.00 $176,404.00 $490,866.00 2390-541-R0010-53000 $57,400.00 $3,216.77 $60,616.77 2390-541-R0030-53000 $254,500.00 $27,221.25 $281,721.25 2390-541-R0040-53000 $11,600.00 $1,000.10 $12,600.10 2390-541-R0050-53000 $32,500.00 $2,499.23 $34,999.23 2390-541-R0060-53000 $31,700.00 $1,200.12 $32,900.12 2390-541-R0070-53000 $38,600.00 $3,652.57 $42,252.57 2390-541-R0080-53000 $55,500.00 $12,747.79 $68,247.79 2390-541-R0100-53000 $57,000.00 $28,643.20 $85,643.20 2390-541-R0111-53000 $54,950.00 $22,800.12 $77,750.12 2390-541-R0130-53000 $28,500.00 $13,600.29 $42,100.29 2390-541-R0140-53000 $15,600.00 $1,000.10 $16,600.10 2390-541-R0150-53000 $43,200.00 $42,699.23 $85,899.23 2390-541-R0160-53000 $14,700.00 $1,200.12 $15,900.12 2390-541-R0170-53000 $32,100.00 $2,103.24 $34,203.24 2414-430-00000-51000 $0.00 $15,150.00 $15,150.00 2414-430-P0011-51000 $225,000.00 $5,652.63 $230,652.63 TOTAL $1,676,291.00 $1,015,582.16 $2,691,873.16 Exhibit A 182