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Home My WebLink AboutAGENDA REPORT 2018 0905 CCSA REG ITEM 10PCITY OF MOORPARK, CALIFORNIA City Council Meeting of 09.05.2018 ACTION Adopted Reso No. 2018-3742 BY M. Benson P. Consider Resolution Amending Fiscal Year 2018/19 Budget for Increased Landscape Maintenance Costs for Parks, City-wide Landscape Maintenance Districts, Landscape Maintenance Districts 1-11, 14, 16, 18, 21, 22 and Miscellaneous City Properties. Staff Recommendation: Adopt Resolution No. 2018-____ amending the Fiscal Year 2018/19 Budget to fully fund landscape maintenance services as outlined in the staff report. ROLL CALL VOTE Item: 10.P. MOORPARK CITY COUNCIL AGENDA REPORT TO: The Honorable City Council FROM: Jeremy Laurentowski, Parks and Recreation Director BY: Jessica Sandifer, Community Services Manager DATE: 09/05/18 Regular Meeting SUBJECT: Consider Resolution Amending Fiscal Year 2018/19 Budget for Increased Landscape Maintenance Costs for Parks, City-wide Landscape Maintenance Districts, Landscape Maintenance Districts 1-11, 14, 16, 18, 21, 22 and Miscellaneous City Properties BACKGROUND & DISCUSSION On August 1, 2018, the City Council authorized termination of the Agreements with Stay Green, Inc. for Landscape Maintenance Services. The City Council then awarded agreements to Venco Western, Inc. (Venco) for Landscape Maintenance Services in the Parks, City-wide Landscape Maintenance Districts and Districts 1-11, 14, 16, 18, and 21; and Oakridge Landscape, Inc. (Oakridge) for Landscape Maintenance Services in Moorpark Highlands Landscape Maintenance District 22 (LMD 22). Both Venco and Oakridge were the second low bidders from the 2017 formal bidding for Landscape Maintenance Services. The termination of Stay Green, Inc. and the hiring of Venco Western, Inc. and Oakridge Landscape, Inc. resulted in higher costs for landscape maintenance services at the identified locations. Staff has prepared a budget amendment resolution to amend the Fiscal Year (FY) 2018/19 budget to fund these services. FISCAL IMPACT An aggregate budget amendment of $138,737 is requested from various funds to cover the increased costs due to changes in the landscape maintenance service provider. Oakridge’s annual cost for LMD 22 is $207,324, which represents a $27,112 increase over Stay Green’s annual cost. LMD 22 is a fully funded district and there are sufficient revenues to cover the increased costs. Staff is requesting a budget amendment from Moorpark Highlands Fund (Fund 2322) of $22,594 to fully fund these services for the remaining 10 months in FY 2018/19. Item: 10.P. 424 Honorable City Council 09/05/2018 Regular Meeting Page 2 Venco’s annual cost for landscape maintenance in the parks is $467,072, which is an increase of $48,032.04 over Stay Green’s Annual Cost. Since the Parks fund is not fully funded, for FY 2018/19, there will be an increase of $37,217 in the General Fund subsidy to the Parks Fund. Staff is requesting a budget amendment from the Parks Maintenance District Fund (Fund 2390) of $37,217 to fully fund these services for the remaining 10 months in FY 2018/19. The subsidy in FY 2018/19 was slightly lower due to the amount of funding already included in the budget for FY 2018/19 and reductions in the budget due to lower annual costs with Venco as compared to Stay Green at several of the parks. In future years, the General Fund subsidy to the Parks fund will be $48,032. Venco’s annual cost for the LMD areas and Miscellaneous City Properties is $302,588 which is an increase of $84,739.92. The projected increase in the General Fund subsidy for the unfunded zones (Districts City-wide, 1-11 and 14) will be about $40,046 in FY 2019/20. Staff is requesting a budget amendment totaling $35,462 for the various Districts as detailed on the Resolution to fully fund landscape services. Staff is also requesting budget amendments from various funds in the following amounts: $14,884 - General Fund (1000), $150 - City-wide Traffic Mitigation Fund (2002), $1,670 - Library Fund (1010), and $26,760 - Local TDA Article 8C Fund (2414) to fund maintenance services at the bus shelters and the Metrolink Parking Lots. The budget amendments in the above referenced LMD’s and Miscellaneous City properties are to fund landscape maintenance services for the remaining 10 months of Fiscal Year 2018/19. STAFF RECOMMENDATION (ROLL CALL VOTE) Adopt Resolution No. 2018-____ amending the Fiscal Year 2018/19 Budget to fully fund landscape maintenance services as outlined in the staff report. Attachment: Resolution No. 2018-_____ 425 RESOLUTION NO. 2018-____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2018/19 BUDGET TO APPROPRIATE $138,737 FROM VARIOUS FUNDS TO FULLY FUND LANDSCAPE MAINTENANCE SERVICES IN THE CITY-WIDE ZONE, LANDSCAPE MAINTENANCE DISTRICTS 1-11, 14,15,16,18, 21,22, PARKS; AND MISCELLANEOUS CITY PROPERTIES WHEREAS, on June 20, 2018, the City Council adopted the Operating and Capital Improvement Budget for Fiscal Year 2018/19 which includes an appropriation of $63,215 for property maintenance of the miscellaneous properties in Division 171 (Facilities) and 172 (Property Management), $337,133 in Division 542 (Lighting and Landscape Maintenance Districts), $7,000 in Division 430 (Public Transit), and $421,850 in Division 541 (Park/Maintenance Improvement) for landscape maintenance services in these various Divisions; and WHEREAS, on August 1, 2018, the City Council approved the termination of the landscape services agreement with Stay Green, Inc. and recommended award of landscape services agreements to Venco Western Inc.. for various Landscape and Lighting Maintenance Assessment Districts (LMD) and miscellaneous City properties and City Parks and Oakridge Landscape, Inc. for LMD Zone 22 beginning September 1, 2018; and WHEREAS, the new landscape service agreements approved on August 1, 2018 resulted in higher contract costs than the previous contractor; and WHEREAS, a staff report has been presented to City Council recommending an aggregate budget expenditure increase of $138,737 to address the projected shortfall in specific property maintenance expenditure line items. The budget amendment will be required from General Fund (1000) - $14,884; Library Fund (1010) - $1,670; Citywide Traffic Mitigation Fund (2002) - $150; AD 84-2 Citywide (2300) - $11,075; 84-2 Pecan Ave T2851 (2301) - $2,743; 84-2 Steeple Hill T2865 (2302) - $6,460; 84-2 Butter Creek T3032 (2303) - $200; 84-2 Williams Ranch T3274 (2304) - $980; 84-2 Pheasant Run T3019/3525 (2305) - $7,650; 84-2 Inglewood St T3306 (2306) - $70; 84-2 LA Ave & Gabbert Rd (2307) - $1,580; 84-2 Home Acres Buffer (2308) - $524; 84-2 Condor Drive (2309) - $790; 84-2 Alyssas Court T4174 (2311) - $80; Silver Oak Ln (2314) - $850; Mountain View (2316) - $690; Moonsong Court (2318) - $980; Canterbury & Ivy Lane (2321) - $790; Moorpark Highlands (2322) - $22,594; Parks Maintenance District (2390) - $37,217; and Local TDA Article 8C (2414) - $26,760; and WHEREAS, Exhibit “A” hereof describes said budget amendment and its resultant impact to the budget line items. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: 426 Resolution No. 2018 - Page 2 SECTION 1. An aggregate budget amendment of $138,737 from various funds to fully finance the new landscaping services contracts, as more particularly described in Exhibit A, attached hereto, is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 5th day of September 2018 __________________________ Janice S. Parvin, Mayor ATTEST: ___________________________________ Maureen Benson, City Clerk Attachment: Exhibit A – Budget Amendment 427 Resolution No. 2018 - Page 3 Exhibit A continued EXPENDITURE APPROPRIATION: Account Number Current Budget Revision Amended Budget 1000-171-F0001-53000 127,691.00$ 5,100.00$ 132,791.00$ 1000-171-F0008-53000 18,944.00$ 2,480.00$ 21,424.00$ 1000-171-L0002-53000 28,292.00$ 4,900.00$ 33,192.00$ 1000-171-L0009-53000 2,266.00$ 136.00$ 2,402.00$ 1000-171-L0016-53000 7,424.00$ 1,950.00$ 9,374.00$ 1000-172-L0034-53000 1,700.00$ 318.00$ 2,018.00$ 1010-171-00000-53000 20,336.00$ 1,670.00$ 22,006.00$ 2002-172-L0075-53000 1,200.00$ 150.00$ 1,350.00$ 2414-430-00000-53000 7,000.00$ 13,160.00$ 20,160.00$ 2414-430-P0013-53000 34,000.00$ 13,600.00$ 47,600.00$ 2300-542-P0004-53000 102,968.00$ 11,075.00$ 114,043.00$ 2301-542-P0004-53000 8,481.00$ 2,743.00$ 11,224.00$ 2302-542-P0004-53000 34,436.00$ 6,460.00$ 40,896.00$ 2303-542-P0004-53000 1,196.00$ 200.00$ 1,396.00$ 2304-542-P0004-53000 2,956.00$ 980.00$ 3,936.00$ 2305-542-P0004-53000 28,524.00$ 7,650.00$ 36,174.00$ 2306-542-P0004-53000 382.00$ 70.00$ 452.00$ 2307-542-P0004-53000 4,344.00$ 1,580.00$ 5,924.00$ 2308-542-P0004-53000 7,050.00$ 524.00$ 7,574.00$ 2309-542-P0004-53000 3,022.00$ 790.00$ 3,812.00$ 2311-542-P0004-53000 368.00$ 80.00$ 448.00$ 2314-542-P0004-53000 2,026.00$ 850.00$ 2,876.00$ 2316-542-P0004-53000 2,322.00$ 690.00$ 3,012.00$ 2318-542-P0004-53000 4,956.00$ 980.00$ 5,936.00$ 2321-542-P0004-53000 867.00$ 790.00$ 1,657.00$ 2322-541-P0004-53000 314,462.00$ 22,594.00$ 337,056.00$ 2390-541-R0010-53000 60,616.77$ 2,170.00$ 62,786.77$ 2390-541-R0020-53000 27,250.00$ (9,860.00)$ 17,390.00$ 2390-541-R0030-53000 281,721.25$ 54,957.00$ 336,678.25$ 2390-541-R0040-53000 12,600.10$ (2,390.00)$ 10,210.10$ 2390-541-R0050-53000 34,999.23$ (10,910.00)$ 24,089.23$ 2390-541-R0060-53000 32,900.12$ 3,220.00$ 36,120.12$ 2390-541-R0070-53000 42,252.57$ 2,350.00$ 44,602.57$ 2390-541-R0080-53000 68,247.79$ 3,890.00$ 72,137.79$ 2390-541-R0090-53000 21,200.00$ 950.00$ 22,150.00$ 428 Resolution No. 2018 - Page 4 Exhibit A continued EXPENDITURE APPROPRIATION: Account Number Current Budget Revision Amended Budget 2390-541-R0100-53000 85,643.20$ 1,050.00$ 86,693.20$ 2390-541-R0111-53000 77,750.12$ 4,240.00$ 81,990.12$ 2390-541-R0120-53000 38,500.00$ 3,610.00$ 42,110.00$ 2390-541-R0130-53000 42,100.29$ 1,430.00$ 43,530.29$ 2390-541-R0140-53000 16,600.10$ (5,030.00)$ 11,570.10$ 2390-541-R0150-53000 85,899.23$ 3,650.00$ 89,549.23$ 2390-541-R0160-53000 15,900.12$ (5,700.00)$ 10,200.12$ 2390-541-R0170-53000 34,203.24$ 6,040.00$ 40,243.24$ 2390-541-R0180-53000 13,600.00$ (5,550.00)$ 8,050.00$ 2390-541-R0190-53000 12,100.00$ (5,550.00)$ 6,550.00$ 2390-541-R0200-53000 9,600.00$ (5,350.00)$ 4,250.00$ -$ -$ -$ Total 1,780,897.13$ 138,737.00$ 1,919,634.13$ 429