HomeMy WebLinkAboutAGENDA REPORT 2023 0906 CCSA REG ITEM 10GCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of September 6, 2023
ACTION ADOPTED RESOLUTION NO.
2023-4203. (ROLL CALL VOTE:
UNANIMOUS)
BY A. Hurtado.
G. Consider Resolution Amending Fiscal Year 2023/24 Budget to Increase
Appropriations for Fiscal Year 2022/23 Purchase Order Carry Overs. Staff
Recommendation: Adopt Resolution No. 2023-4203. (Staff: Yolanda Cunning,
Finance/Administrative Services Director and City Treasurer) (ROLL CALL
VOTE REQUIRED)
Item: 10.G.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Yolanda Cunning, Finance/Administrative Services Director
Hiromi Dever, Budget and Finance Manager
DATE: 09/06/2023 Regular Meeting
SUBJECT: Consider Resolution Amending Fiscal Year 2023/24 Budget to
Increase Appropriations for Fiscal Year 2022/23 Purchase Order
Carry Overs
SUMMARY
Staff is requesting approval of the attached Resolution to increase the Fiscal Year (FY)
2022/23 Adopted Budget by $757,075.11. This amount is the result of the carry forward
of FY 2022/23 unused purchase orders (PO) for goods and services, not related to
Capital Improvement Projects (CIP) in FY 2022/23.
DISCUSSION
On June 21, 2023, the City Council adopted the FY 2023/24 Operating and Capital
Improvement Projects Budget. The original adopted appropriation was $71,990,107,
which included $31,648,723 for capital acquisitions and CIP. Resolution No. 2023-4184
granted the City Manager the authority to amend the CIP budget after the FY 2022/23
actual project costs are finalized, so Council approval to carry over CIP purchase orders
is not required and it is not a part of this action item. For informational purposes, 15 CIP
POs totaling $10,114,060.51 were rolled over into FY 2023/24.
As part of the City’s budgetary control procedures, POs 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 Pos.
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.G.
238
Honorable City Council
09/06/2023 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 2023/24 Budget and should be considered in light of
available incremental funding and established budgets.
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 outstanding encumbrance amounts 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 PO carry-over must have already occurred. The procedure
was completed on August 7, 2023, and it involved 71 POs (Attachment 1) with
aggregate encumbrance of $10,871,135.62 (CIP - $10,144,060.51 and non-CIP -
$757,075.11).
Unpaid invoices for goods and services received by June 30, 2023, that have not been
submitted as of the last FY 2022/23 Accounts Payable cycle, will be recorded as
accrued expenditures in FY 2022/23. These accruals will be reversed in FY 2023/24
offsetting invoices that will be paid against the carried over PO. For those commitments
where the timing of delivery went beyond June 30, 2023, no accruals will be recorded
and these will be processed as FY 2023/24 expenditures.
Department PO Rollover
Amount
Explanation
Community
Development $257,168.75
•Professional services contracts for cost allocation plan and
inclusionary housing program
•Multi-year projects for professional services for contract
planning services
Finance $110,377.12
•Professional services contracts for grant writing services,
system implementation and support
•Veeam backup software License
Public Works $16,305.94
•Multi-year contract services for pilot mobility on-demand
rideshare program, automatic vehicle location and passenger
information system
Parks,
Recreation, &
Community
Services
$373,223.30
•Multi-year contract services for facility condition assessment
services, design services, and property appraisal services
•Professional services contracts for recreation planning
services and building repair
•Chairs and chair racks for Arroyo Vista Recreation Center
TOTAL: $757,075.11 Non- CIP Rollovers
239
Honorable City Council
09/06/2023 Regular Meeting
Page 3
Fund # Fund Description Rollover Amount
2010 Community Wide Park Devt $277,918.00
2200 Community Development $198,423.75
1000 General Fund $144,159.97
2121 City Affordable Housing $57,550.10
Various Combined Other $79,023.29
Total Non-CIP Carryover $757,075.11
ENVIRONMENTAL DETERMINATION
This action is exempt from the California Environmental Quality Act (CEQA) as it does
not constitute a project, as defined by Section 15378 of the State CEQA Guidelines.
Therefore, no environmental review is required.
FISCAL IMPACT
The PO carry-over process amended the FY 2023/24 adopted budget by
$10,871,135.62. This amount includes CIP related PO totaling $10,114,060.51, which
continuing appropriations have been previously authorized. A budget amendment of
$757,075.11 for Non-CIP items is required to fund these commitments and the impact to
various funds/departments is shown in Attachment 2.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION (ROLL CALL VOTE REQUIRED)
Adopt Resolution No. 2023-____.
Attachment 1: FY 2022/23 Purchase Orders Carried Over to FY 2023/24
Attachment 2: Summary of Fund/Division Fiscal Impact
Attachment 3: Draft Resolution No. 2023-____
240
CITY OF MOORPARK
ATTACHMENT 1
FY 2022/23 PURCHASE ORDER CARRIED OVER TO FY 2023/24
PO Number Vendor Name Purchase Order4 Description CIP Non-CIP PO Amount Budget
Amendment
09000014-R6 BJ PALMER & ASSOCIATES Planning design, install mgt & coordination for
underground utilities 9,755.59$ -$ 9,755.59$ -$
12000027-R6 QWEST COMMUNICATIONS CO. LLC Design relocation plan for communications conduit
system on City ROW along Union Pacific Railroad 6,178.01 - 6,178.01 -
12000052-R6 SPRINT COMMUNICATIONS CO. LP Fiber Optic Protection Project 24,722.00 - 24,722.00 -
14000061-R6 AECOM TECHNICAL SERVICES INC.Engineering design for LA Ave Widening between
Moorpark Ave & Spring Road 378,050.20 - 378,050.20 378,050.20
15000052-R6 STANTEC CONSULTING SERVICES, INC.Civil Engineering Svc for Redesign of Princeton Ave
Widening Project 6,185.33 - 6,185.33 6,185.33
15000093-R6 NCM ENGINEERING CORPORATION Engineering service for Spring Rd Widening Project 62,039.78 - 62,039.78 -
1700081-R5 DEMMERS, LINDA Consulting Svc for new Moorpark Library 13,000.00 - 13,000.00 13,000.00
1700118-R5 VENTURA COUNTY TRANSPORTATION
COMMISSION
City share of automatic vehicle location & passenger
information system - 9,131.87 9,131.87 9,131.87
1900064-R3 RIGGS & RIGGS INC Property appraisal services - 6,500.00 6,500.00 6,500.00
1900090-R3 ARCHITERRA INC.Professional sesign services for inclusive playground at
Tierra Rejada Park 9,016.12 - 9,016.12 -
1900094-R3 PHOENIX CIVIL ENGINEERING INC.civil engineering services for inclusive playground at
Tierra Rejada Park 8,340.19 - 8,340.19 -
1900098-R3 PHOENIX CIVIL ENGINEERING INC.80-Acre Parcel conseptual design 23,277.50 - 23,277.50 -
1900104-R3 VOGUE SIGN COMPANY Sign fabrication, installation and repair - 1.00 1.00 -
1900106-R3 KOSMONT REAL ESTATE SERVICES Real estate advisory & brokerage services - 6,175.00 6,175.00 6,175.00
1900109-R3 RANCH SYSTEMS INC Water meter sensor installation & monitoring
subscription at AVRC - 904.23 904.23 904.23
1900114-R3 R&R FIRE PROTECTION, INC.Fire protection system inspection, testing, maintenance
& Repair - 1.00 1.00 -
1900119-R3 ALLEGION ACCESS TECHNOLOGIES LLC Sliding door inspection, maintenance & repair - 1.00 1.00 -
2000045-R2 PIPE DREAMS PLUMBING CO. INC.Plumbing services - 1.00 1.00 -
2000058-R2 BARCENA PLUBMING INC Oncall plumbing maintenance and repair - 1.00 1.00 -
2000064-R2 ARCHITERRA INC.LMD 22 Slope Naturalization 33,815.50 - 33,815.50 -
2000079-R2 BEACON INTEGRATED PROF RESOURCE Princeton ROW support services 2,927.22 - 2,927.22 2,927.22
2000083-R2 TRAVIS AGRICULTURAL CONSTRUCTION Water system diagnostics, repairs, and maintenance
services - 1.00 1.00 -
2000085-R2 PSOMAS Environmental consultant services 61,857.14 - 61,857.14 61,857.14
2000094-R2 PHOENIX CIVIL ENGINEERING INC.Professional design services for MWPRCA - 23,128.50 23,128.50 23,128.50
2000108-R2 STANTEC CONSULTING SERVICES, INC.Arroyo Drive improvements 196,169.83 - 196,169.83 196,169.83
2000119-R2 RIDECO INC On Demand rideshare program - 7,174.07 7,174.07 7,174.07
2100019-R1 INTERWEST CONSULTING GROUP INC Contract planning services - 71,430.00 71,430.00 71,430.00
2100023-R1 CIVIC SOLUTIONS, INC.Contract planning services - 114,793.75 114,793.75 114,793.75
2100061-R1 M6 CONSULTING INC Prepare ROW Dedication - 2,680.00 2,680.00 2,680.00
2100066-R1 JAYNES BROTHERS CONSTRUCTION Playground inspection & repair - 1.00 1.00 -
2100067-R1 CLARKE, BERNARD D Backflow testing and repair - 1.00 1.00 -
2100073-R1 FENCE FACTORY Fencing installation and repair - 1.00 1.00 -
2100074-R1 QUALITY FENCE CO., INC Fencing installation and repair - 1.00 1.00 -
2100086-R1 IMS INFRASTRUCTURE MANAGEMENT
SERVICES, LP Pavement management program - 2,750.00 2,750.00 -
2100093-R1 LPA INC Library Architectual Design 1,291,357.28 - 1,291,357.28 1,291,357.28
2100105-R1 CLEARSOURCE FINANCIAL CONSULTING Cost Allocation Plan - 12,200.00 12,200.00 12,200.00
2100108-R1 SVA ARCHITECTS, INC.New City Hall architectual services 75,266.43 - 75,266.43 -
2100125-R1 STANTEC CONSULTING SERVICES, INC.Princeton Avenue construction admin 81,479.24 - 81,479.24 81,479.24
2100126-R1 FCG CONSULTANTS INC Princeton Avenue construction management &
inspection 442,147.64 - 442,147.64 442,147.64
2100130-R1 COMMERCIAL WATERPROOFING SYSTEMS,
INC Re-Roof High Street Arts Center 32,775.00 - 32,775.00 32,775.00
2100133-R1 TERRACON CONSULTANTS, INC.Facility Condition Assessment - 6,736.00 6,736.00 6,736.00
2100134-R1 COUNTY OF VENTURA GSA Services 19,506.76 - 19,506.76
2200157 EVAN BROOKS ASSOCIATES Grant writing services - 58,930.00 58,930.00 58,930.00
2200189 TOSHIBA AMERICA BUSINESS SOLUTIONS Toshiba copier maintenance and supplies - 179.44 179.44 -
2200196 TOSHIBA FINANCIAL SERVICES Toshiba copier lease - 3,717.28 3,717.28 -
2200205 POWELL, JAMES ERIC Public Art project at Moorpark Station North parking lot 79,300.00 - 79,300.00 79,300.00
2200206 BALCO HOLDINGS INC. Fire Alarm system upgrades 11,500.00 - 11,500.00 11,500.00
2200207 TYLER TECHNOLOGIES INC Energov Implementation - 4,158.55 4,158.55 4,158.55
2200208 ALTA PLANNING + DESIGN, INC.Arroyo Simi Trail master plan 151,585.50 - 151,585.50 -
2200214 SECURITY PAVING COMPANY, INC Princeton Avenue improvement project 7,388,451.04 - 7,388,451.04 7,388,451.04
241
CITY OF MOORPARK ATTACHMENT 1
FY 2022/23 PURCHASE ORDER CARRIED OVER TO FY 2023/24
PO Number Vendor Name Purchase Order4 Description CIP Non-CIP PO Amount Budget
Amendment
2200227 VISUAL CONCEPTS LIGHTING INC.Lighting and electrical engineering services 375.00 - 375.00 -
2200232 VENTURA PEST CONTROL, INC Pest control and fumigation services - 1.00 1.00 -
2200239 M6 CONSULTING INC Construction management for City Hall tenant
improvement project 123,228.20 - 123,228.20 -
2200254 M6 CONSULTING INC Design Campus Park restroom and associated
improvements 12,016.59 - 12,016.59 12,016.59
2200256 INTERIOR OFFICE SOLUTIONS, INC.Purchase and installation of furnishing and furniture
systems for City Hall 397,995.59 - 397,995.59 -
2200257 MONARKA DEVELOPMENT CORPORATION Sign Maintenance and repair - 1.00 1.00 -
2200258 GNA FIRE ELECTRIC INC Fire protection systems - 1.00 1.00 -
2200261 MITY-LITE, INC.Chairs and Chair racks for AVRC - 12,299.85 12,299.85 12,299.85
2200262 HAHN CONTRACTORS INC.Rain gutters and down spouts - 1.00 1.00 -
2200266 RAFTELIS FINANCIAL CONSULTANTS, INC Financial Advisement services - 19,262.50 19,262.50 19,262.50
2200267 WILLDAN FINANCIAL SERVICES Community Facility formation services - 10,318.00 10,318.00 10,318.00
2200270 JONES HALL, A PROFESSIONAL LAW
CORPORATION Community Facility formation services - 15,000.00 15,000.00 15,000.00
2200271 BALFOUR BEATTY CONSTRUCTION LLC Construction management for new Moorpark Library 20,420.00 - 20,420.00 -
2200275 STANTEC CONSULTING SERVICES, INC.Design services for High Street improvements 116,844.00 - 116,844.00 116,844.00
2200276 CHARTER COMMUNICATIONS HOLDINGS LLC Spectrum dedicated Fiber Internet services - 2,276.00 2,276.00 -
2200278 HARRIS & ASSOCIATES, INC.Inclusionary Housing program services - 52,570.00 52,570.00 52,570.00
2200279 CDW GOVERNMENT SentinelOne Endpoint protection services - 13,387.94 13,387.94 13,387.94
2200281 KTU&A Parks and Rection Planning services - 277,918.00 277,918.00 277,918.00
2200283 M6 CONSULTING INC Design Professional Services for Building Repair
Specifications for High Street Arts Center - 17,738.72 17,738.72 17,738.72
2200286 CDW GOVERNMENT SentinelOne Endpoint protection services - 13,387.94 13,387.94 13,387.94
2200287 CDW GOVERNMENT Veeam Backup software License - 1,250.19 1,250.19 1,250.19
11,079,582.68$ 766,011.83$ 11,845,594.51$ 10,871,135.62$
242
ATTACHMENT 2
CITY OF MOORPARK
FY 2022/23 NON-CIP PURCHASE ORDER CARRIED OVER TO FY 2023/24
FISCAL IMPACT BY FUND-DIVISION
Fund-Div Fund-Division Title Current Budget Adjustment Adjusted Budget
1000-151 196,625.00$ 78,192.50$ 274,817.50$
1000-171 105,561.00 24,474.72 130,035.72
1000-172 25,000.00 2,680.00 27,680.00
1000-510 20,000.00 25,318.00 45,318.00
1000-521 9,500.00 12,299.85 21,799.85
1000-621 37,805.70 1,194.90 39,000.60
2001-430 4,565.93 4,565.93 9,131.86
2010-541 0.00 277,918.00 277,918.00
2018-172 1.00 6,500.00 6,501.00
2121-422 20,700.00 57,550.10 78,250.10
2200-161 305,000.00 198,423.75 503,423.75
2390-541 78,900.00 904.23 79,804.23
2414-430 1,281,316.00 11,740.01 1,293,056.01
2910-901 1,800.00 23,128.50 24,928.50
9000-134
General Fund - Finance
General Fund - Facilities
General Fund - Property Management
General Fund - PRCS Administration
General Fund - Recreation
General Fund - Economic Development
Traffic Systems Management - Transit
Community Wide Park Devt - Parks
Endowment - Property Management
City Affordable Housing - Affordable Housing
Community Development - Planning
Park Maintenance District - Parks
Local TDA Article 8C - Transit
MWPRCA - MRPRCA
Internal Services Fund - Information Systems 406,925.00 32,184.62 439,109.62
Grand Total 2,493,699.63$ 757,075.11$ 3,250,774.74$
243
ATTACHMENT 3
RESOLUTION NO. 2023-____
As RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2023/24 OPERATING AND CAPITAL IMPROVEMENT BUDGET
TO INCREASE APPROPRIATIONS FOR FISCAL YEAR (FY)
2022/23 PURCHASE ORDER CARRY OVER
WHEREAS, on June 21, 2023, the City Council adopted the Operating and Capital
Improvement Budget for FY 2023/24; and
WHEREAS, a staff report has been presented to the Council requesting approval of
the budget amendment generated by the FY 2022/23 Purchase Order carry over process
completed on August 7, 2023, which resulted in an aggregate increase in appropriations of
$757,075.11; and
WHEREAS, the Purchase Order carry over impacted various funds including, the
General Fund (1000), Traffic System Management (2001), Community Wide Park
Development (2010), Endowment (2018), City Affordable Housing (2121), Community
Development (2200), Park Maintenance District (2390), Local Transit Programs 8c (2414),
and Internal Services Fund (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 $757,075.11
for FY 2022/23 Purchase Order carried over to FY 2023/24 as more particularly described in
Exhibit “A”, attached hereto, is hereby approved.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall
cause a certified resolution to be filed in the book of original resolutions.
PASSED AND ADOPTED this 6th day of September, 2023.
________________________________
Chris R. Enegren, Mayor
ATTEST:
___________________________________
Ky Spangler, City Clerk
Attachment: Exhibit “A” – Budget Amendment
244
Resolution No. 2023-____
Page 2
BUDGET AMENDMENT to
Various City Funds for Fiscal Year 2022/23 Purchase Order
Encumbrances Carried Over to Fiscal Year 2023/24
Fiscal Year 2023/24
FUND ALLOCATION FROM:
Fund Amount
General Fund 144,159.97$
Traffic Systems Management 4,565.93
Community Wide Park Devt 277,918.00
Endowment 6,500.00
City Affordable Housing 57,550.10
Community Development 198,423.75
Park Maintenance District 904.23
Local TDA Article 8C 11,740.01
MWPRCA 23,128.50
Internal Services 32,184.62
757,075.11$
Account Number
1000-000-00000-33990
2001-000-00000-33990
2010-000-00000-33990
2018-000-00000-33990
2121-000-00000-33990
2200-000-00000-33990
2390-000-00000-33990
2414-000-00000-33990
2910-000-00000-33990
9000-000-00000-33990
DISTRIBUTION OF APPROPRIATION TO EXPENDITURE ACCOUNTS:
Budget Account Current Budget Adjustment Adjusted Budget
1000-151-00000-51000 196,625.00$ 78,192.50$ 274,817.50$
1000-171-F0001-51000 103,641.00 6,736.00 110,377.00
1000-171-L0005-51000 1,920.00 17,738.72 19,658.72
1000-172-00000-51000 25,000.00 2,680.00 27,680.00
1000-510-00000-51000 20,000.00 25,318.00 45,318.00
1000-521-00000-52050 9,500.00 12,299.85 21,799.85
1000-621-00000-51000 37,805.70 1,194.90 39,000.60
2001-430-00000-51000 4,565.93 4,565.93 9,131.86
2010-541-C0002-51000 - 277,918.00 277,918.00
2018-172-L0007-51000 1.00 6,500.00 6,501.00
2121-422-00000-51000 20,700.00 57,550.10 78,250.10
2200-161-00000-51000 305,000.00 198,423.75 503,423.75
2390-541-R0030-53000 78,900.00 904.23 79,804.23
2414-430-00000-51000 8,566.00 4,565.94 13,131.94
2414-430-P0011-51000 1,272,750.00 7,174.07 1,279,924.07
2910-901-00000-51000 1,800.00 23,128.50 24,928.50
9000-134-00000-51000 406,925.00 32,184.62 439,109.62
2,493,699.63$ 757,075.11$ 3,250,774.74$
EXHIBIT A
245