HomeMy WebLinkAboutAGENDA REPORT 2022 0907 CCSA REG ITEM 10DCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of September 7, 2022
ACTION ADOPTED RESOLUTION NO.
2022-4124. (ROLL CALL VOTE: 4-0,
COUNCILMEMBER POLLOCK ABSENT)
BY A. Hurtado.
D. Consider Resolution Amending Fiscal Year 2022/23 Budget to Increase
Appropriations for Fiscal Year 2021/22 Purchase Order Carry Overs. Staff
Recommendation: Adopt Resolution No. 2022-4124. (Staff: Vivien Avella,
Finance Director/City Treasurer) (ROLL CALL VOTE REQUIRED)
Item: 10.D.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Vivien Avella, Finance Director/City Treasurer
Liz Smith, Purchasing Analyst
DATE: 09/07/2022 Regular Meeting
SUBJECT: Consider Resolution Amending Fiscal Year 2022/23 Budget to
Increase Appropriations for Fiscal Year 2021/22 Purchase Order Carry
Overs
SUMMARY
Staff is requesting approval of the attached Resolution to increase the Fiscal Year (FY)
2022/23 Adopted Budget by $1,137,292.10. This amount is the result of the carry forward
of FY 2021/22 unused purchase orders (PO) for goods and services, not related to Capital
Improvement Projects (CIP), into FY 2022/23.
DISCUSSION
On June 15, 2022, the City Council adopted the FY 2022/23 Operating and Capital
Improvement Projects Budget (“Budget”). The original adopted appropriation was
$68,484,154, which included $34,410,357 for CIP. Resolution No. 2022-4106 granted
the City Manager the authority to amend the CIP budget after the FY 2021/22 actual
project costs are finalized, so Council approval to carry over CIP purchase orders is not
required and is not a part of this action item. For informational purposes however, 30 CIP
POs totaling $5,759,919.02 were carried over into FY 2022/23.
As part of the City’s budgetary control procedures, purchase orders are issued for
contractually agreed upon goods and services, and the committed funds under these
purchase orders are restricted or encumbered for their intended purpose. As annual
budget appropriations lapse concurrent with fiscal year end, so do the corresponding
unused amounts under purchase orders.
Therefore, shortly after final fiscal year payments have been processed, POs for goods
and services unrelated to CIP should be closed out. The unexpended appropriations
Item: 10.D.
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Honorable City Council
09/07/2022 Regular Meeting
Page 2
should not be carried forward into the subsequent year unless they relate to goods
purchased yet not received by fiscal year end, and contract services that have not yet
been completed by fiscal year end. The unexpended encumbrances and related
appropriations would then be carried, or “rolled over” into the next fiscal year to offset
these future expenses and prevent certain budget line items from exceeding the spending
authority. These roll-over amounts represent incremental appropriations to the previously
adopted FY 2022/23 Budget and should be considered in light of available funding and
established budgets.
There are three Departments requiring roll-over of unspent amounts for FY 2022/23. The
amounts and a brief description of the rollover request is below. Public Safety, Finance,
and the City Manager’s Office closed out all POs from the prior year.
Department PO Rollover
Amount
Explanation
Community
Development
$653,863.37
• Professional services contracts for cost allocation plan,
impact fee study, and the General Plan update
• Multi-year projects for professional services for contract
planning services
Public Works
$156,608.19
• Pavement Management Program, traffic engineering
services
• Multi-year contract services for stormwater inspection, pilot
mobility on-demand rideshare program, automatic vehicle
location and passenger information system
Parks,
Recreation, &
Community
Services
$326,820.54
• COVID supply chain delayed deliveries of vehicle purchases,
movie screen equipment package
• Multi-year contract services for facility condition assessment
services, design services, and property appraisal services
• Contracts extending beyond FY 2021/22 for equipment
rentals, services, trail, and maintenance services in LMD
Zone 22
TOTAL: $1,137,292.10 Non CIP Rollovers
The PO carry over is accomplished using the purchasing fiscal year end process, which
cancels any remaining encumbrance balances in the prior year and re-establishes
incremental encumbrance amounts in the new fiscal year. For Accounts Payable staff to
promptly process invoices related to goods and services on the carryover POs, the
rollover transaction within the general ledger system must be completed soon after the
new fiscal year begins. The procedure was completed on August 4, 2022, and it involved
29 POs (Attachment 1) with aggregate encumbrances of $1,137,292.10. Shown below is
a table of the carry-overs by fund.
Fund # Fund Description Rollover $ Amount
2200 Community Development $345,887.50
2018 Endowment Fund $285,132.29
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Honorable City Council
09/07/2022 Regular Meeting
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1000 General Fund $165,860.26
3009 Vehicle Replacement Fund $94,569.19
2414-2416 Transit Funds $81,322.94
2322/2390 Assessment District Funds $58,433.09
2205 Engineering $46,000.00
Various Combined Other $60,086.83
Total Non-CIP Carryover $1,137,292.10
FISCAL IMPACT
A Budget amendment of $1,137,292.10 is required to fund the carryover purchase order
commitments. Fund balance is projected to be reduced accordingly by this same amount.
Detail of the PO carryovers is shown in Attachments 1 and 2.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION (ROLL CALL VOTE REQUIRED)
Adopt Resolution No. 2022-____.
Attachment 1: FY 2021/22 Purchase Orders Carried Over to FY 2022/23
Attachment 2: Summary of Fund/Division Fiscal Impact
Attachment 3: Draft Resolution No. 2022-____
1066
CITY OF MOORPARK
FY2021/22 NON-CIP PURCHASE ORDERS CARRIED OVER TO FY 2022/23 ATTACHMENT 1
Purchase
Order Vendor Name Purchase Order Desciption PO Amount
Non-CIP
Budget
Adjustment
1700118 VENTURA COUNTY TRANSPORTATION COMMISSION Passenger Information System $9,131.87 $9,131.87
1900064 RIGGS & RIGGS INC Agreement # 2019-248 500 LA & 192 High St.$6,500.00 $6,500.00
1900087 AMADOR WHITTLE ARCHITECTS INC Roofing Bid Packages Preparation $4,482.00 $4,482.00
1900106 KOSMONT REAL ESTATE SERVICES Agreement 2019-343 Real Estate Advisory Services $15,401.10 $15,401.10
1900107 PLACEWORKS INC CONTRACT #2020-033 GP UPDATE & EIR $278,632.29 $278,632.29
1900109 RANCH SYSTEMS INC Agreement #2020-042 Water Meter Sensor Ins. $2,390.63 $2,390.63
1900143 TELECOM LAW FIRM, PC Telecommunications-Related Legal Services $46,000.00 $46,000.00
2000072 RIGGS & RIGGS INC Agreement #2020-256 Real Estate Appraisal Services $17,000.00 $17,000.00
2000094 PHOENIX CIVIL ENGINEERING INC.JPA MWPRCA and Phoenix Civil Engineering $23,788.50 $23,788.50
2000119 RIDECO INC On Demand Rideshare Program $54,915.30 $54,915.30
2100019 INTERWEST CONSULTING GROUP INC CONTRACT PLANNING SERVICES $144,540.00 $144,540.00
2100023 CIVIC SOLUTIONS, INC.CONTRACT PLANNING SERVICES $126,055.00 $126,055.00
2100030*CS TRANSIT LEASING INC CONTRACT #2021-135 $96.08 $96.08
2100061 M6 CONSULTING INC ASA 21-06 R/W Docs 500 for Los Angeles Avenue $2,680.00 $2,680.00
2100062 DOWNTOWN FORD SALES LMD REPLACEMENT VEHICLE 1-18-23-20A $30,141.18 $30,141.18
2100063 DOWNTOWN FORD SALES FACILITIES REPLACEMENT VEHICLE 1-18-23-20A $35,912.75 $35,912.75
2100064 DOWNTOWN FORD SALES AVRC REPLACEMENT VEHICLE 1-18-23-20A $28,515.26 $28,515.26
2100065 VENTURA COUNTY ANIMAL SERVICES Ventura County Animal Services $20,472.62 $20,472.62
2100077 RECTRAC LLC Software Subscription & Training $8,820.00 $8,820.00
2100082 LIBRARY SYSTEMS & SERVICES, LLC Agreement #2020-022 Misc. Info. Technology Svc.$2,000.00 $2,000.00
2100086 IMS INFRASTRUCTURE MANAGEMENT SERVICES, LLC 2021/2022 Pavement Managmenet Program $19,549.20 $19,549.20
2100096 HARTZOG & CRABILL, INC.Hartzog & Crabrill Traffic Engineering Services $2,292.50 $2,292.50
2100102 MIRACLE RECREATION EQUIPMENT COMPANY INC Goods - Playground Slide Pieces for Mammoth Park $6,542.46 $6,542.46
2100103 CHARLES ABBOTT ASSOCIATES, INC Stormwater Inspection Services $4,246.70 $4,246.70
2100105 CLEARSOURCE FINANCIAL CONSULTING Cost Allocation Plan and Fee Study Services $75,292.50 $75,292.50
2100127 ULTIMATE OUTDOOR ENTERTAINMENT MOVIE SCREEN PACKAGE $18,954.58 $18,954.58
2100132 J & H ENGINEERING GENREAL CONTRACTORS INC.Contract 2022-123 Trail Repair & Maint. Zone 22 $49,500.00 $49,500.00
2100133 TERRACON CONSULTANTS, INC.Contract #2022-133 Facility Condition Assessment $74,096.00 $74,096.00
15000110 SOHAGI LAW GROUP CONTRACT NOS. 2015-192, 2016-265, 2018-320 $29,343.58 $29,343.58
Grand Total $1,137,292.10 $1,137,292.10
*Reconciling item related to July 3rd PRCS event*
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CITY OF MOORPARK
FY 2021/22 NON-CIP PURCHASE ORDER CARRIED OVER TO FY2022/23
FISCAL IMPACT BY FUND-DIVISION
ATTACHMENT 2
FUND DIV FUND CURRENT BUDGET ADJUSTMENT ADJUSTED BUDGET
1000-161 GENERAL FUND - PLANNING $25,000.00 $29,343.58 $54,343.58
1000-171 GENERAL FUND - FACILITIES $1,636,905.50 $84,261.00 $1,721,166.50
1000-172 GENERAL FUND - PROPERTY MGMT $49,740.00 $6,680.00 $56,420.00
1000-231 GENERAL FUND - STORMWATER $171,166.00 $4,246.70 $175,412.70
1000-441 GENERAL FUND - ANIMAL/VECTOR CONTROL $554,485.00 $20,472.62 $574,957.62
1000-521 GENERAL FUND - RECREATION $1,425,293.00 $19,050.66 $1,444,343.66
1000-621 GENERAL FUND - SUCCESSOR AGENCY TO RDA $182,376.00 $1,805.70 $184,181.70
1010-530 LIBRARY - LIBRARY $1,013,767.00 $2,000.00 $1,015,767.00
2001-430 TRAFFIC SYSTEMS MGT FUND - TRANSIT $40,000.00 $4,565.93 $44,565.93
2018-161 ENDOWMENT FUND - PLANNING $374,661.00 $278,632.29 $653,293.29
2018-172 ENDOWMENT FUND PROPERTY MGMT $15,000.00 $6,500.00 $21,500.00
2121-422 CITY AFFORDABLE HOUSING - HOUSING $342,249.00 $13,595.40 $355,844.40
2123-172 SARA HOUSING-PROPERTY MGMT $43,050.00 $13,000.00 $56,050.00
2200-161 COMMUNITY DEVELOPMENT - PLANNING $852,516.32 $345,887.50 $1,198,403.82
2205-223 ENGINEERING - ENGINEERING $476,788.00 $46,000.00 $522,788.00
2322-542 MOORPARK HIGHLANDS - LMD $818,412.00 $49,500.00 $867,912.00
2390-541 PARK MAINTENANCE DIST - PARK MAINT $2,444,308.00 $8,933.09 $2,453,241.09
2414-430 LOCAL TDA ARTICLE 8C - TRANSIT $2,145,242.00 $59,481.24 $2,204,723.24
2415-311 GAS TAX - STREET MAINTENANCE $850,820.00 $2,292.50 $853,112.50
2416-311 GAS TAX RD MAINT&REHAB $600,000.00 $19,549.20 $619,549.20
2910-901 JPA - MWPRCA -MWPRCA $6,900.00 $23,788.50 $30,688.50
3009-171 VEH RPLC - FACILITIES $35,000.00 $35,912.75 $70,912.75
3009-541 VEH RPLC PARKS $0.00 $28,515.26 $28,515.26
3009-542 VEH RPLC - LMD $0.00 $30,141.18 $30,141.18
3010-171 FACILITIES REPLACEMENT - FACILITIES $3,137.00 $3,137.00 $6,274.00
Grand Total 14,106,815.82 1,137,292.10 15,244,107.92
1068
ATTACHMENT 3
RESOLUTION NO. 2022-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2022/23 OPERATING AND CAPITAL IMPROVEMENT BUDGET
TO INCREASE APPROPRIATIONS FOR FISCAL YEAR (FY)
2021/22 PURCHASE ORDER CARRY OVER
WHEREAS, on June 15, 2022, the City Council adopted the Operating and Capital
Improvement Projects Budget for FY 2022/23; and
WHEREAS, a staff report has been presented to the Council requesting approval of
the budget amendment generated by the FY 2021/22 purchase order carry over process
completed on August 4, 2022, which resulted in an aggregate increase in appropriations of
$1,137,292.10; and
WHEREAS, the Purchase Order carry over impacted various funds including, the
General Fund (1000), Library Services (1010), Traffic System Management (2001),
Endowment (2018), City Housing (2121), SARA Housing-Property Management (2123),
Community Development (2200), Engineering (2205), Lighting and Landscape Maintenance
Assessment District (2322), Park Maintenance District (2390), Local Transit Programs 8c
(2414), Gas Tax (2415/2416), JPA/MWPRCA (2910), Vehicle Replacement (3009), and
Facilities Equipment Replacement (3010); 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 $1,137,292.10 for
FY 2021/22 Purchase Order carried over to FY 2022/23 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 7th day of September, 2022.
________________________________
Janice S. Parvin, Mayor
ATTEST:
___________________________________
Ky Spangler, City Clerk
Attachment: Exhibit “A” – Budget Amendment
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Resolution No. 2022-____
Page 2
BUDGET AMENDMENT to
Various City Funds for Fiscal Year 2021/22 Purchase Order
Encumbrances Carried Over to Fiscal Year 2022/23
Fiscal Year 2022/23
FUND ALLOCATION FROM:
DISTRIBUTION OF APPROPRIATION TO EXPENDITURE ACCOUNTS:
EXHIBIT A
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Resolution No. 2022-____
Page 3
EXHIBIT A
1071