HomeMy WebLinkAboutAGENDA REPORT 2019 0904 REG CCSA ITEM 10ECITY OF MOORPARK,
CALIFORNIA
City Council Meeting
of September 4, 2019
ACTION A dopted
Resolution No. 2019-3846.
BY B.Garza
E. Consider Resolution Amending Fiscal Year 2019/20 Budget to Increase
Appropriations for Fiscal Year 2018/19 for Purchase Order Carry Overs. Staff
Recommendation: Adopt Resolution No. 2019-____. (ROLL CALL VOTE
REQUIRED) (Staff: Irmina Lumbad)
Item: 10.E.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Kambiz Borhani, Finance Director
BY: Irmina Lumbad, Deputy Finance Director
DATE: 09/04/2019 Regular Meeting
SUBJECT: Consider Resolution Amending Fiscal Year 2019/20 Budget to
Increase Appropriations for Fiscal Year 2018/19 for Purchase Order
Carry Overs
SUMMARY
Staff is requesting approval of the attached Resolution to increase the Fiscal Year (FY)
2019/20 Adopted Budget by $802,864.43. This amount is the result of the carry forward
of FY 2018/19 Purchase Orders (PO) for goods and services, not related to Capital
Improvement Projects (CIP), into FY 2019/20.
DISCUSSION
On June 19, 2019, the City Council adopted the FY 2019/20 Operating and Capital
Improvement Budget for the City of Moorpark. The original adopted appropriation was
$58,177,746.00, which includes $21,987,330 for CIP. Resolution No. 2019-3820
granted the City Manager the authority to amend the CIP budget after final accounting
of FY 2018/19 project costs.
Generally, at year end, after final payments have been processed, PO’s 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’s 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.E.
182
Honorable City Council
09/04/2019 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 July 23, 2019, and the action
effectively increased the FY 2019/20 Adopted Budget by $3,959,591.00. Attachment 1
lists all affected PO’s.
Goods and services received by June 30, 2019 for which invoices have not been
submitted as of the last FY 2018/19 Accounts Payable cycle will be recorded as
accrued expenditures in FY 2018/19. These accruals will be reversed in FY 2019/20
and invoices will be paid against the carried over PO. For those commitments where
the timing of delivery went beyond June 30, 2019, no accruals will be recorded and
these will be processed as FY 2019/20 expenditures.
FISCAL IMPACT
The PO carry-over process amended the FY 2019/20 adopted budget by
$3,959,591.00. This amount includes CIP related PO totaling $3,156,726.57, which
continuing appropriations have been previously authorized. A budget amendment of
$802,864.43for non-CIP items is required to fund these commitments and the impact to
various funds/departments is shown in Attachment 2.
STAFF RECOMMENDATION (ROLL CALL VOTE)
Adopt Resolution No. 2019-____.
Attachment 1: FY 2018/19 Purchase Orders Carried Over to FY 2019/20
Attachment 2: Summary of Fund/Division Fiscal Impact
Attachment 3: Resolution No. 2019-____
183
FY 2018/19 Purchase Orders Carried Over to FY 2019/20
ATTACHMENT 1
PO Vendor PO Description CIP Non-CIP Grand Total
1800001 Library Systems & Services Contract 2016-264 $11,051.56 $11,051.56
1800007 All American Roofing Roofing services $42,285.00 $42,285.00
1800011 Ventura County IT Services Dept FY18/19 Repeater Access $381.20 $381.20
1800019 Veolia North America Universal waster/processing/disposal $63.04 $63.04
1800021 Fence Factory Motorized door and gate maintenance $721.00 $721.00
1800023 R.A. Atmore Weed abatement $8,135.00 $8,135.00
1800030 Hahn Contractors Inc General contractor services $1.00 $1.00
1800032 Von Rueden, Charlie Janitorial services $13,280.00 $13,280.00
1800034 Hartzog & Crabill FY1819 Traffic signal operations $13,831.87 $13,831.87
1800042 Venco Western Landscape Maintenance - Parks $3,783.00 $3,783.00
1800047 CS Transit Contract 2018-199 $7,185.00 $7,185.00
1800048 Benner & Carpenter Contract 2018-226 $3,776.00 $3,776.00
1800053 City of Thousand Oaks Bus Maintenance & Fueling Services $71,773.73 $71,773.73
1800054 City of Thousand Oaks Fixed Route Operation Services $97,329.10 $97,329.10
1800055 City of Thousand Oaks IntraCity Dial-A-Ride Services $17,457.90 $17,457.90
1800056 City of Thousand Oaks InterCity Dial-A-Ride Services $78,806.02 $78,806.02
1800057 Advantage Mailing LLC Recreation Guide & Newsletter $1,901.38 $1,901.38
1800058 Pipe Dreams Plumbing Contract 2018-301 $1.00 $1.00
1800062 Mariposa Landscape Inc Tree maintenance Services $1.00 $1.00
1800066 Granicus Inc Granicus Services FY1819 $1,522.50 $1,522.50
1800071 Complus Data Innovations Parking Citation Processing Services $2,305.95 $2,305.95
1800073 Oakridge Landscape Contract 2018-328 $21,676.49 $21,676.49
1800074 Pavement Coatings Co Contract 2018-327 $2,675.50 $2,675.50
1800078 Bartel Associates LLC Contract 2018-187 $999.00 $999.00
1800079 Siemens Mobility, Inc Routine/Non-routine traffic signal
maintenance
$14,334.71 $14,334.71
1800080 Siemens Mobility, Inc Contract 2018-342 $71,768.38 $71,768.38
1800086 CWA AIA Architectural & Master Plan Design
Services
$1,667,876.00 $1,667,876.00
1800087 Oakridge Landscape Contract 2019-010 $195,961.97 $195,961.97
1800089 Keyser Marston & Associates Contract 2019-047 $725.62 $725.62
1800091 Adjul Corporation Contract 2019-049 $4,836.00 $4,836.00
1800092 Ralph Andersen & Associates Recruitment Services - Finance $10,960.00 $10,960.00
1800094 Nobel Systems GIS Services $1,500.00 $1,500.00
1800097 Great Western Installation Contract 2019-058 $5,000.00 $5,000.00
1800098 M Jack Brooks Temporary Consulting Services $7,042.50 $7,042.50
1800102 Cal West Visuals Inc Inter-active Board & Floor mount $11,715.56 $11,715.56
1800105 May, Robert EOC Training $914.22 $914.22
1800106 FS Contractors Contract 2019-055 $110,687.00 $110,687.00
1800107 Humanscale Corp Freedom Task Chair with armrest $1,357.42 $1,357.42
1800108 Big Belly Solar Inc Smart Grash & Recycling Can Station $6,326.98 $6,326.98
1800109 Winner Chevrolet Inc 2 Fleet trucks for Parks Dept $88,756.16 $88,756.16
1800110 Micon Construction Contract 2019-198 $52,467.60 $52,467.60
1800111 Pacific Play Systems Replacement swing sets $3,047.00 $3,047.00
09000014-R2 BJ Palmer & Associates Contract 2009-153 $9,755.59 $9,755.59
10000051-R2 Bonterra Consulting Contract 2008-013 $98,326.35 $98,326.35
12000027-R2 Qwest Communications Design Relocation Plans North Hills
Pkwy
$6,178.01 $6,178.01
12000052-R2 Sprint Communications Contract 2012-187 $24,722.00 $24,722.00
13000127-R2 LG2WB Engineers Inc Contract 2014-121 $62,188.40 $62,188.40
13000128-R2 Tetra Tech Inc Contract 2014-120 $6,269.44 $6,269.44
14000092-R2 Architerra Inc Contract 2015-061 $16,992.37 $16,992.37
1400061-R2 AECOM Technical Services Contract 2014-353 $431,604.36 $431,604.36
15000037-R2 Mariposa Landscape Inc Contract 2014-345 $22,129.43 $22,129.43
15000044-R2 Sohagi Law Group Contract 2013-326 $52,342.00 $52,342.00
15000051-R2 Douglas, John Contract 2015-138 $19,750.00 $19,750.00
15000052-R2 Stantec Consulting Srvc Contract 2015-024 $73,649.46 $73,649.46
15000083-R2 Tyler Technologies Contract 2015-301 $72,460.58 $72,460.58
15000110-R2 Sohagi Law Group Contract 2015-192 $29,378.58 $29,378.58
15000138-R2 RJR Engineering Contract 2016-071 $8,369.12 $8,369.12
15000149-R2 West Coast Arborists Contract 2016-233 $46,795.20 $46,795.20
184
FY 2018/19 Purchase Orders Carried Over to FY 2019/20
Attachment 1
PO Vendor PO Description CIP Non-CIP Grand Total
1500093-R2 NCM Engineering Corp Contract 2015-313 $69,897.14 $69,897.14
1500098-R1 Phoenix Civil Engineering Contract 2016-284 $18,336.35 $18,336.35
16000070-R2 Civil Formations Pedestrian Access Improvements at
Civic Center
$8,127.50 $8,127.50
1600084-R2 Phoenix Civil Engineering Contract 2017-027 $46,216.50 $46,216.50
1600128-R2 Architerra Inc Contract 2017-198 $41,394.74 $41,394.74
1600129-R2 Architerra Inc Contract 2017-199 $31,562.58 $31,562.58
1600132-R2 Durham School Services Bus Excursion Services $8,030.15 $8,030.15
1700019-R2 City of Thousand Oaks Bus Maintenance & Fueling Services $4,967.31 $4,967.31
1700048-R1 Phoenix Civil Engineering Contract 2017-289 $6,844.00 $6,844.00
1700053-R1 Beacon Integrated Contract 2017-237 $7,983.08 $7,983.08
1700081-R1 Demmers, Linda Contract 2018-017 $40,900.00 $40,900.00
1700095-R1 Iwansky, David Contract 2018-066 $1.00 $1.00
1700107-R1 Phoenix Civil Engineering Contract 2018-089 $2,814.00 $2,814.00
1700110-R1 Caltec Electric Inc Contact 2018-052 $1.00 $1.00
1700118-R1 VCTC Passenger Information System $16,496.40 $16,496.40
1700121-R1 White, Roberts Contract 2018-186 $18,888.00 $18,888.00
Grand Total $3,156,726.57 $802,864.43 $3,959,591.00
185
ATTACHMENT 2
CITY OF MOORPARK
FY 2018/19 Non-CIP Purchase Order Carry Over to FY 2019/20
Fiscal Impact by Fund-Division
Fund-
Division Fund-Division Title Adopted Budget Adjustment Adjusted Budget
1000 - 131 General Fund - Admin Services $266,350.00 $418.33 $266,768.33
1000 - 132 General Fund - City Clerk $680,868.00 $1,357.42 $682,225.42
1000 - 133 General Fund - HR/Risk Mgt $661,522.00 $10,960.00 $672,482.00
1000 - 151 General Fund - Finance $1,073,820.00 $8,041.50 $1,081,861.50
1000 - 161 General Fund - Planning $55,000.00 $49,128.58 $104,128.58
1000 - 171 General Fund - Facilities $979,304.00 $73,028.00 $1,052,332.00
1000 - 212 General Fund - Emergency Mgt $107,827.00 $914.22 $108,741.22
1000 - 214 General Fund - Parking Enforcement $71,000.00 $2,305.95 $73,305.95
1000 - 411 General Fund - Active Adult Ctr $286,031.00 $114.09 $286,145.09
1000 - 441 General Fund - Animal/Vector Control $356,142.00 $20.81 $356,162.81
1000 - 521 General Fund - Recreation $1,145,154.00 $10,697.36 $1,155,851.36
1000 - 541 General Fund - Parks Maintenance $2,152,247.00 $4,836.00 $2,157,083.00
1010 - 171 Library Fund - Facilities $71,950.00 $3,000.00 $74,950.00
1010 - 530 Library Fund - Library Operations $963,417.00 $11,165.65 $974,582.65
2000 - 213 Traffic Safety - Crossing Guard $31,460.00 $50.51 $31,510.51
2000 - 214 Traffic Safety - Parking Enforcement $56,904.00 $14.45 $56,918.45
2001 - 430 Traffic Sys Mgt - Transit $323,556.00 $71,037.27 $394,593.27
2014 - 172 Los Angeles AOC - Property Maintenance $17,109.00 $7,285.00 $24,394.00
2018 - 172 Endowment Fund - Property Maintenance $80,000.00 $4,281.62 $84,281.62
2315 - 542 Country Club Estates - LMD $200,921.00 $234,368.55 $435,289.55
2322 - 542 Moorpark Highlands - LMD $845,030.00 $41,394.74 $886,424.74
2390 - 541 Park Maintenance District - Parks $2,763,985.00 $9,336.18 $2,773,321.18
2410 - 445 AB939 - Solid Waste $282,567.00 $6,390.02 $288,957.02
2414 - 430 Local TDA Art 8C - Transit $1,284,344.00 $221,389.58 $1,505,733.58
2415 - 311 Gas Tax - Street Maintenance $937,191.00 $28,297.37 $965,488.37
9000 - 134 Internal Service Fund - ISD $0.00 $3,022.50 $3,022.50
9000 - 159 Internal Service Fund - Central Services $0.00 $8.73 $8.73
TOTAL $15,693,699.00 $802,864.43 $16,496,563.43
186
ATTACHMENT 3
RESOLUTION NO. 2019-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL
YEAR 2019/20 OPERATING AND CAPITAL
IMPROVEMENT BUDGET TO INCREASE
APPROPRIATIONS FOR FISCAL YEAR (FY) 2018/19
PURCHASE ORDER CARRY OVER
WHEREAS, on June 19, 2019 the City Council adopted the Operating and
Capital Improvement Budget for FY 2019/20; and
WHEREAS, a staff report has been presented to the Council requesting approval
of the budget amendment generated by the FY 2018/19 Purchase Order roll over
process completed on July 23, 2019, which resulted in an aggregate increase in
appropriations of $802,864.43; and
WHEREAS, the Purchase Order carry over impacted various funds including, the
General Fund (1000), Library Services (1010), Traffic Safety (2000), Traffic System
Management (2001), Los Angeles Area of Contribution (2014), Endowment (2018),
Country Club Estates (2315), Moorpark Highlands (2322), Park Maintenance District
(2390), Solid Waste AB 939 (2410), Local Transit Programs 8c (2414), Gas Tax (2415)
and Internal Services (9000); 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
$802,864.43 for FY 2018/19 Purchase Order carried over to FY 2019/20 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 4th day of September, 2019.
________________________________
Janice S. Parvin, Mayor
ATTEST:
___________________________________
Ky Spangler, City Clerk
Attachment: Exhibit “A” – Budget Amendment
187
Resolution No. 2019-____
Page 2
BUDGET AMENDMENT to
Various City Funds for the Fiscal Year 2018/19 Purchase Order
Encumbrances Carried Over to Fiscal Year 2019/20
Fiscal Year 2019/20
FUND ALLOCATION FROM:
FUND ACCOUNT NUMBER AMOUNT
General Fund 1000-000-00000-33990 $161,822.26
Library Services 1010-000-00000-33990 $14,165.65
Traffic Safety 2000-000-00000-33990 $64.96
Traffic System Mgt 2001-000-00000-33990 $71,037.27
Los Angeles AOC 2014-000-00000-33990 $7,285.00
Endowment 2018-000-00000-33990 $4,281.62
Country Club Estates 2315-000-00000-33990 $234,368.55
Moorpark Highlands 2322-000-00000-33990 $41,394.74
Park Maintenance District 2390-000-00000-33990 $9,336.18
Solid Waste AB 939 2410-000-00000-33990 $6,390.02
Local Transit Program 8c 2414-000-00000-33990 $221,389.58
Gas Tax 2415-000-00000-33990 $28,297.37
Internal Services 9000-000-00000-33990 3031.23
TOTAL $802,864.43
DISTRIBUTION OF APPROPRIATION TO EXPENDITURE ACCOUNTS:
BUDGET UNIT
ADOPTED
BUDGET ADJUSTMENT
ADJUSTED
BUDGET
1000-131-00000-51200 $5,400.00 $418.33 $5,818.33
1000-132-00000-52050 $1,200.00 $1,357.42 $2,557.42
1000-133-00000-51000 $9,200.00 $10,960.00 $20,160.00
1000-151-00000-51000 $109,650.00 $8,041.50 $117,691.50
1000-161-00000-51000 $0.00 $19,750.00 $19,750.00
1000-161-00000-51040 $50,000.00 $29,378.58 $79,378.58
1000-171-F0001-51000 $25,850.00 $4,785.00 $30,635.00
1000-171-F0001-53000 $88,308.00 $8,139.00 $96,447.00
1000-171-F0007-51000 $12,500.00 $795.00 $13,295.00
1000-171-F0008-51000 $13,656.00 $3,200.00 $16,856.00
1000-171-F0009-53000 $109,700.00 $19,609.00 $129,309.00
1000-171-L0002-51000 $38,101.00 $1,500.00 $39,601.00
EXHIBIT A
188
Resolution No. 2019-____
Page 3
BUDGET UNIT
ADOPTED
BUDGET ADJUSTMENT
ADJUSTED
BUDGET
1000-171-L0069-53000 $8,750.00 $35,000.00 $43,750.00
1000-212-00000-51000 $4,300.00 $914.22 $5,214.22
1000-214-00000-51000 $25,000.00 $2,305.95 $27,305.95
1000-411-00000-51200 $3,400.00 $114.09 $3,514.09
1000-441-00000-51210 $250.00 $20.81 $270.81
1000-521-00000-51200 $20,000.00 $1,254.87 $21,254.87
1000-521-E0009-52000 $38,615.00 $2,442.49 $41,057.49
1000-521-E0019-52000 $40,000.00 $7,000.00 $47,000.00
1000-541-C0043-53000 $0.00 $4,836.00 $4,836.00
1010-171-00000-51000 $21,610.00 $3,000.00 $24,610.00
1010-530-00000-51200 $2,700.00 $114.09 $2,814.09
1010-530-00000-52050 $180,016.00 $11,051.56 $191,067.56
2000-213-00000-51210 $500.00 $50.51 $550.51
2000-214-00000-51210 $100.00 $14.45 $114.45
2001-430-00000-51000 $0.00 $8,248.20 $8,248.20
2001-430-P0011-51000 $245,000.00 $36,253.00 $281,253.00
2001-430-P0011-54020 $65,000.00 $26,536.07 $91,536.07
2014-172-L0053-53000 $7,500.00 $7,285.00 $14,785.00
2018-172-00000-51000 $30,000.00 $725.62 $30,725.62
2018-172-L0007-51000 $20,000.00 $3,556.00 $23,556.00
2315-542-M0038-53000 $0.00 $195,961.97 $195,961.97
2315-542-P0004-51000 $15,000.00 $38,406.58 $53,406.58
2322-542-P0004-51000 $1,500.00 $41,394.74 $42,894.74
2390-541-00000-51210 $12,500.00 $147.18 $12,647.18
2390-541-R0030-51000 $14,240.00 $220.00 $14,460.00
2390-541-R0080-53000 $70,680.00 $5,000.00 $75,680.00
2390-541-R0100-53000 $54,844.00 $3,969.00 $58,813.00
2410-445-P0002-51000 $53,000.00 $63.04 $53,063.04
2410-445-P0002-52050 $22,200.00 $6,326.98 $28,526.98
2414-430-00000-51000 $5,750.00 $8,248.20 $13,998.20
2414-430-00000-51210 $150.00 $8.73 $158.73
2414-430-00000-51220 $130,000.00 $50,204.97 $180,204.97
2414-430-P0010-51000 $453,000.00 $96,263.92 $549,263.92
2414-430-P0011-51000 $185,000.00 $66,663.76 $251,663.76
2415-311-00000-51210 $110,000.00 $28,297.37 $138,297.37
9000-134-00000-51000 $370,825.00 $3,022.50 $373,847.50
9000-159-00000-51210 $1,055.00 $8.73 $1,063.73
Grand Total $2,676,050.00 $802,864.43 $3,478,914.43
EXHIBIT A
189