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Home My WebLink AboutAGENDA REPORT 1989 1004 CC REG ITEM 08GELOISE BROWN Mayor BERNARDO M. PEREZ Mayor Pro Tern CLINT HARPER, Ph. D. Councilmember PAUL LAWRASON Councilmember SCOTT MONTGOMERY Councilmember RICHARD T. HARE City Treasurer TO: FROM: DATE: SUBJECT: MOORPARK MEMORANDUM ITEM v • G• STEVEN KUENY City Manager CHERYL J. KANE City Attorney PATRICK RICHARDS, A.I.C.P. Director of Community Development R. DENNIS DELZEIT City Engineer JOHN V. GILLESPIE Chief of Police The Honorable City Council Donald P. Reynolds, Jr. , Management Analyst September 29, 1989 Appropriation of Unused Funds From the Small Cities C . D . B . G . Program to Villa Campesina Corporation for Contract Administrative Services On April. 26, 1989, the City Council authorized staff to transfer. $16,706.25 in order to repay the City for all. reimbursable administration expenses relating to the Villa Campesina Small Cities C.D.B.G. housing program, (Attachment A). In completing the grant, and making the reimbursements, a balance of unused administrative funds is expected to be $14,343.75. The City can only use the unused funds for the final audit. It is estimated that the audit will not exceed $3,000 as appropriated. This is because, as previously reported in Attachment A, the City is unable to extend the term of the contract with the State, which expired on 12/31/88, and cannot bill against the unused portion for expenses incurred after this date with the exception of the final audit. In Attachment B, the proposed final budget is outlined whereby the audit item is part of the administrative appropriation, allowing the City to use other administrative funds, if needed, for this purpose. The City is able to request the balance of funds in order to reimburse Villa Campesina Corporation, because as a contract service to the City, Villa Campesina did incur expenses during 1988 while administering the grant. Attachment C is Villa Campesina`s request for unused funds, detailing the' personnel. expenses incurred. from January to September 1988. The I.otal salary expense is $16,041.72, the City could possibly, reimburse a maximum of 89% of these costs. Between January and September of last year, Villa Campesina was working with Cabrillo Economic Development Corporation in the recruitment and counseling of beneficiaries. Additionally, during 799 Moorpark Avenue Moorpark, California 93021 (805) 529 -6864 times of staff turnover, Villa Campesina Corporation and Cabrillo Economic Development Corporation assisted the City in reports to the State. The City's program is a success as direct result of Villa Campesina's contribution. In order to assist Villa Campesina Corporation, the City Council must approved an amended budget. The revisions to the budget, and actual expenses are reported in Attachment B. In the proposed final budget, a new item has been added for "Contract Administration", which would be intended for Villa Campesina Corporation. Because the $3,000 audit appropriation does not reflect actual costs, staff is recommending that the City retain. $4,343.75 in case the actual costs exceed the budget. If the Council approves the final budget, staff would reimburse $10,000 after funds are received from the State, and the balance would be reimbursed after the City completes the final audit. Recommendations: That the City Council approve the revised final budget in Attachment B, reimbursing Villa Campesina Corporation for contract administrative costs, after completion of the final audit. Audit expenses are estimated to be $3,000, providing for an initial reimbursement to Villa Campesina of $10,000, upon receipt of funds from the State. After the final audit, the remaining funds to be used to reimburse additional administrative costs to Villa Campesina Corporation. Attachments: A) Staff Report From April 26, 1989 B) Proposed final Budget C) Villa Campesina Request for Reimbursement, and Administrative Costs Summary CDBGVILC /Chroni MOORPARK, CALIFORNIA City Council Meeting of .198L- ACTION: 7 1 :. BY ELI ELOISE BROWN Mayor BERNARDO M. PEREZ Mayor Pro Tern CLINT HARPER, Ph. D. Councilmember PAUL LAWRASON Councilmember SCOTT MONTGOMERY Councilmember RICHARD T. HARE City Treasurer TO: FRAM: DATE: SUBJECT: MOORPARK MEMORANDUM ATTACHMENT 0 STEVEN KUENY City Manager CHERYL J. KANE City Attorney PATRICK RICHARDS, A.I.C.P. Director of Community Development R. DENNIS DELZEIT City Engineer JOHN V. GILLESPIE Chief of Police The Honorable City Council Richard Hare, Deputy City Manager April 26, 1989 Transfer of Funds from the Small Cities Community Development Block Grant. Program The State has reimbursed the City for administration of the Small Cities C. D. B . G. program. Staff is requesting the City Council to authorize a transfer from C.D.B.G. fund 17, to the Community Development fund 41 for program administrative expenses. Background In 1985, the City received $600,000 in C . D . B . G . funds from the State, and designated $67,200 of that money for administrative expenses. These funds were allocated as follows: Final Audit $ 3,000 General Administration $ 31,050 Downtown Study /The Planning Center $ 33,150 TOTAL ALLOCATION ................... $ 67, 200 The City's contract with the State ended on December 31, 1988, allowing staff to account for the total General Administrative costs incurred while administering the grant. The total cost incurred by Senior Planner and Associate Planner positions since 1985 is $16,706.25, paid from fund 41. Recommendation Authorize staff to transfer $16,706.25 from the Small Cities C. D. B . G. fund 17, to the Community Development fund 41, in order to reimburse the City for expenses incurred while administering the program. 799 Moorpark Avenue Moorpark, California 93021 (805) 529 -6864 ATTACHMENT "B" Final Budget For the Small Cities Community Development Grant #85 -STBG -153 Topic Item Appropriation CAPITAL: New Construction /Housing $532,800.00 ADMIN: General Administration $ 16,706.25 Contract Administration $ 14,343.75 Downtown Study $ 33,150.00 Audit 3,000.00 Grant Total $600,000.00 r BACKUP FOR ATTACHMENT "B ", 9/26/89 Amendments to the Small Cities Community Developemnt Block Grant Budget Item 1985 1986 Final 1989 New Construction /Housing $532,800 $532,800 $532,800.00 General Administration $ 37,200 $ 22,200 $ 16,706.25 Contract Administration $ 0 $ 0 $ 14,343.75 Downtown Study $ 30,000 $ 45,000 $ 33,150.00 Final Audit $ 0 $ 0 $ 3,000.00 TOTAL ALLOCATIONS $600,000 $600,000 $600,000.00 Actual Expenses of the 1986 Budget Item Expenses Budget Amt. Balance New Construction $532,800.00 $532,800 $ 0 General Administration $ 16,706.25 $ 22,200 $ 5,493.75 Downtown Study $ 33,150.00 $ 45,000 $ 11,850.00 TOTAL $582,656.25 $600,000 $ 17,343.75 1 Expenditure Summary For Small Cities C.D.B.G. Program, Number 85 -STBG -153 DATE ITEM REVENUE ACCT. , EXPENDITURES , BALANCE 7/86 Land Acquis. 370,000.00 8/21/86 Campesina 307,566.15 9/26/86 State Refund [ 20,158.48] 10/1/86 Campesina 2,275.37 10/22/86 Campesina 8,954.46 11/19/86 Campesina 4,785.63 12/10/86 Campesina 6,891.76 1/13/87 Campesina 10,828.68 1/24/87 23,740.00 1/24/87 Campesina 32,000.00 2/18/87 20,000.00 2/23/87 Campesina 9,010.80 3/18/87 1,380.03 4/17/87 Campesina 4,333.26 6/17/87 4,690.07 6/26/87 88,148.38 7/20/87 Campesina 6,475.50 9/3/87 Dwn.Twn.Plan 6,231.74 10/7/87 Campesina 90,987.03 12/16/87 Campesina 3,691.86 3/3/88 DwnTwn.Plan 21,168.26 7/26/88 91,600.00 11/16/88 Campesina 45,000.00 12/31/88 City Admin.* 16,706.25 2/19/89 Dwn.Twn.Plan ** 5,000.00 6/15/89 Dwn.Twn.Plan ** 750.00 11/16/88 Contract Admin.44 14,343.75 TOTALS 1$579,400 $597,000.00 370,000.00 62,433.85 42,275.37 40,000.00 31,045.55 26,259.91 19,368.65 8,539.97 32,279.97 279.97 20,279.97 11,269.17 12,649.20 8,315.94 13,006.01 101,154.39 94,698.89 88,467.15 [ 2,519.881 [ 6,211.741 [27,380.00] 64,220.00 19,220.00 2,513.75 [ 2,486.251 [ 3,236.25] [17,600.00] [17,600.00] C C� ATTACHMENT A Section 1 - Work Description City _,f Moorpark 85 -STBU -153 ATTACHMENT A Page 1 of A. Grantee shall perform the Work as described in the approved Application, which is on file at the Department of Housing and Community Development, Division of Community Affairs, 921 10th Street, Sacramento, California. All written materials or alterations submitted from time to time as addenda to the original Application and which are approved by the State prior to the award are hereby incorporated as part of the Application. B. The work shall consist of: Ze �k The acquisition of land, rough grading, engineering, and payment of eligible fees for the construction of 65 FmHA 502 units. Section 2 - Completion Dates A. All Work shall be completed by January 1 1987 in accordance with the approved milestones in the Application. Mi estones may be adjusted by written consent of the State and do not require amendment of this Agreement. B: The final audi t contract shal 1 commence by April 1, 1987 C. This Agreement shall expire on July 1, 1987 Section 3 - Grant Amount and Operating Budget A. Specifics of the operating budget shall be agreed upon by the State and Grantee prior to drawdown of any funds. B. The grant of $600,000 consists of: Activities in support of new Construction $532,800 General Administration $ 37,200 Downtown Area Improvement Specific Plan $ 30,000 THOMAS C. FERGUSON C` Mayor VNY A. WOOLARD Mayor Pro Tern JAMES A. HARTLEY Councilmember ALBERT PRIETO Councilmember LETA YANCY - SUTTON Councilmember THOMAS P. GENOVESE City Treasurer k0ORPARK( August 28, 1986 Mr. Rob Auman, Supervisor State Community Development Block Grant Program California Department and Community Development 921 Tenth Street, Room 402 Sacramento, CA. 93814 -2774 Re: Community Development Block Grant Dear Mr. Auman: t7. STEVEN KUENY City Manager CHERYL J. KANE City Attorney RICHARD MORTON Director of Community Development R. DENNIS DELZEIT City Engineer JOHN V. GILLESPIE Chief of Police As per your telephone conversation with Diane Eaton, Associate Planner, I am requesting that you authorize the City of Moorpark to authorize a transfer of $15,000 for the Downtown Study portion J of the Grant award from the funds approved for administration. We originally asked for $30,000 to accomplish our downtown study, however the scope of work has been expanded to include a more comprehensive study of the factors affecting land uses and related concern for commercial revitalization. Thus, we will need $45,000 to complete the downtown study as based upon responses from qualified consultants. This will leave approximately $22,200 to administer our CDBG program. Additional funds needed to administer the program would come from the City's General Fund. If you have any questions regarding this request, please do not hesitate to contact me. Ver truly yours, Steven Kueny City Manager 1 799 Moorpark Avenue Moorpark, California 93021 (805) 529 -6864 ATTACHMENT C Cabrillo Economic Development Corporation 11011 Azahar Street, Saticoy, California 93004 (805) 659 -3791 November 16, 1988 Don Reynolds City of Moorpark BOARD OF DIRECTORS 799 Moorpark Avenue Moorpark, CA 93021 BERNARDO PEREZ President LOS Angeles Depari ment of P Re: CDBG Small Cities Grant 85 -STBG -153 (Villa Campesina) Depart Water & Power and CEDC subcontract for CDBG Entitlement Grant DELFINO LOPEZ -ROJAS Vice President Procter & Gamble RAUL LOZA Second Vice President Rancho Sespe Workers Improvement Association VICTOR FONTAINE Treasurer Fontaine, Oumtanilla and Associates MARIA LUISA LOPEZ Secretary Administrative Aide to Assemblyman Jack O'Connell TERESA CORTES Villa Campesina Corporation JUAN GOMEZ Cabrillo Cooperative Housing Corporation NANCY GRASMEHR Cohen. Alexander & Clayton KAREN GREENSLATE Ventura County Religious Coalition for the Homeless ANGEL MONTELONGO La Campana JOHN PATTON Energy Division Santa Barbara County CARMEN RAMIREZ Channel Counties Legal Services Association ADVISORY BOARD CHARLES COHEN Cohen. Alexander & Clayton RON HERTEL SR. Hertel Constructors ERNIE MORALES Former Mayor of the City of Fillmore AL ZAPANTA Atlantic Richfield Company EXECUTIVE DIRECTOR RODNEY E FERNANDEZ Dear Don: Thank you for calling me. Regarding 85- STBG -153, we had requested that any surplus funds be used to help help cover the CEDC's project management costs for the Villa Campesina project in 1988. Mike Rubin had asked for some more information about those costs, which are detailed on two enclosed sheets, and total $28,114.66 through September. Of this $600,000 grant, $67,200 was budgetsed to cover City administrative costs as follows: $19,200, administrative costs; $45,000, downtown study; $3,000, audit. Of this amount, $46,600 has been disbursed to the City based on a 6/21/88 Expenditure Summary and Payment Request Report (ESPR). That covered $27,400 in costs for the downtown study and the $19,200 in City administrative costs. Documentation has not yet been compiled regarding the City's expenses covered under the $19,200 amount. An additional $20,600 under this category has not yet been requested from the state. I believe this needs to be done before the end of the year, or it might be lost. Additionally, the final $45,000 in funds due to Villa Campesina on this grant have not yet been sent to us; it was my understanding from Mike Rubin that this check would be on the November 16, 1988 warrant register; please follow up on this to make sure the funds are disbursed to us. If you have any questions about this grant, you can talk to Laura Duncan, (916) 324 -6959, your representative from the California Department of Housing and Community Development (HCD). Regarding the CEDC's subcontract with Moorpark for CDBG entitlement funds, it is my understanding that you will be completing the necessary environmental documentation required before disbursing funds. Please call me if you have any questions. Sincer y, Karen Flock Project Manager kf Enclosures '1',r i A United Way Agency A community economic development corporation serving Ventura County RECEIVED NOV 17 W8 VILLA CAMPESINA 1988 COSTS TO DATE JAt4UAR7 - ACCT t DESCRIPTION Pag 6010 6030 Salaries & Wages Payroll Tax Expense 2523.87 2918.36 2173.79 679.65 1716.91 1301.25 1567.87 1720.55 1439.47 16041.72 6050 €Xp 281.52 347.22 214.78 54.43 131.51 101.59 116.22 146.49 112.39 1506.15 42 :U3- 4Z:BZ-- IDd�3�I�:�7 -- 161:60- i73��i4�6 - 1244.76 6070 Workers' Comp. Expense 37.11 43.56 55.35 10.05 23.56 17.90 36.71 26.86 23.08 274.18 6090 Payroll Computer Services 29.81 22.99 17.99 5.22 22.78 19.72 28.40 23.42 21.67 192.00 190 -Audit Fews 0.80 -- 0:U0 -- O:�Q- 1);Iiu- v-D 6110 Legal Fees 0.00 0.00 0.00 0.00 0.00 17.10 0.00 0.00 0.00 17.10 6120 Consultant Fees 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 130- 6200 frnfassivnat -Servi Rent - 4.00 - 38:16 -- 73:07 - -- 47:22 - --0. D ":130 - 158 :45 - - - - -� -Space 284.55 341.46 246.61 75.88 227.64 170.73 208.67 227.64 189.70 1972.88 6210 - Utilities -Gas 13.27 11.31 6.37 1.79 2.02 1.18 0.00 0.00 1.45 37.39 -- 6220-- Uti-l- itiasW at Sew Tra .09- 1.64- 7:84 53 - -- 7:57 - -- 6230 Utilities - Electric 10.73 23.16 16.27 5.32 12.81 12.42 17.55 3.09 2.49 103.84 6240 Telephone 73.26 87.48 61.00 19.44 65.81 39.17 47.51 49.69 46.87 490.23 6300 -- Postage-& freight- - 73:53 - 33.26 - 15.21 --- 74.I2- - 15.33 -- 12.]T "-- 12.65 - -- 24.12 - 22.64 - 223.03 -- 6310 Facsimille Services 30.74 0.00 22.26 0.00 0.00 0.00 0.00 0.00 0.00 53.00 6320 -- -6344- Office Suplies 46.45 44.81 98.83 8.80 34.86 48.14 34.68 72.34 108.10 497.01 Prirtirtg- - O:DD- -- O:Dff 0.0D _ -- D.DO - D.DO- -- _D: -00 ____ 0.00 -- 1.80 - - -- 0.00 - - -- - 1.80 - 6360 Maintenance & Repairs 24.75 29.70 43.62 21.92 21.62 23.88 40.70 13.80 255.00 474.99 6370 - Rental /Lease of Equipment 0.00 0.00 13.24 2.00 0.00 0.00 0.00 0.00 0.00 15.24 6380 In3ararce� SOrtr - 202.24- 252.92 - 191:77 -- 144:62 - 215.40- I70:�I - -" 78I:29 - "- 11.09 - -- 176.05 - - -- - -- 1546.19 - - 6400 Mileage 135.42 107.18 45.73 41.58 23.22 23.84 14.37 37.61 32.32 461.27 6420 Travel & Entertainment -Eduratian- .53 45.00 40.06 5.64 0.00 85.16 219.91 39.37 35.99 471.66 6440- &--i7atls1�g- :DS-- 33.88-- T3:ZS-- U:QU -- D:Du - 3.- 51- -32 .�0 - 1I.D0 - - -14.00 -- - -- - - -- 90.70 -- - < 6460 Dues, Memberships, & Subscriptions 7.50 6.30 13.00 0.00 0.00 0.00 1.10 0.00 0.00 27.90 6480 Permits, Lic., Fees, & Other Taxes 0.00 0.00 1.17 0.00 0.00 0.00 2.50 0.00 °- -6500- Property Arb 0 : 01)_- 0 :bII- 209.37 .41 -00 1'9 b�- __0.D0 - -- 4.08 729.13 6520 Interest Expense 23.40 38.67 25.67 4.10 31.26 79.80 92.38 99.93 82.39 477.60 6540 Bank & Other Service Charges 3.53 7.77 .53 0.00 6.06 .34 0.00 .38 .35 18.96 X560 -- -Board xpen -ses -- U.1" -�:0II -- 6:40 -- O:VII -x'00 O:QD- 3:bII- -O.DO- 3:6D -- 6580 Miscellaneous Expenses 17.57 0.00 34.00 84.69 0.00 34.31 54.08 28.20 .33 253.18 6600 Depreciation Expense 39.30 47.16 34.06 10.48 31.44 23.58 28.82 31.44 26.20 272.48 TOTALS 4033.59 4682.31 3819.33 1281.41 2697.00 2304.65 2897.33 2763.21 _ 2743.12 27221.95 Bank of A. Levy Payment 114.60 139.36 102.90 0.00 191.00 72.76 90.03 98.91 83.15 GF.4ND TOTAL 4148.19 4821.67 3922.23 1281.41 2888.00 2377.41 2987.36 2862.12 2826.27 892.71 Pa§t:l TENTATIVE ALLOC CABRILLO ECONOMIC DEVELOPMENT CORPORATION AS OF SEPTEMBER 30, 1908 1988 COSTS TO DATE AND TENTATIVE FL14DING SOURCE ALLOCATION _ -- .TOTAL F11NOS_ 0)C1ARD RANCHO VILLA ALISO COUNTY COUNTY META VILLA FM AVAILABLE " ! LA CAMPANA TRAILERS SESPE CL8'ffESINA-1 CONSTRl1CTION SENIORS MLILT14AMILY STREET CAMPESIN9 -2 RENAININD TOTALS FOR 1980 JANUARY 2,Z24.99 509.33 8,453.79 4,148.19 6,649.76 2,730.41 2,754.81 1.01 0.08 27,471.27 FEBRLM — 1,631.63 1,256,37 7,264,25 - 4,621.67 7-,455 ,616.40 2,317.33 018.25 A -00 28,181.62 MARCH 2,601.31 248.83 5,929.62 3,922.23 9,407.11 2,349.66 2,329.10 4,136.36 1.11 30,924.22 APRIL 3,824.73 40.21 3,179.65 1,281.41 12,142.51 1,437.22 1,423.06 4,715.31 1.00 26,044.11 MAY 2LO2 287.57 5,534.78 2,888.00_6,928.34_3,454.96 2.043.18 1.585.59 At 75,349.49 — JUK 5,183.51 162.22 6,776.67 2,377.41 5,566.27 2,468.93 2,227.77 1,264.59 0.00 26,027.37 JULY 1,927.91 171.71 10,366.26 2,987.36 5,191.72 2,504.03 2,493.78 1,055.12 5.43 26,703.32 AUGUST 11008.08 444.78 94473.11_2,86ZA2 2.702.08 — 2,338.43 -2, 534.58_1,596.70 _737.61 23,899.49 r SEPTEMBER 3,126.80 482.94 8,994.74 2,826.27 3,058.75 2,599.28 2,847.53 624.25 2,450.81 27,011.37 OCTOBER 0.01 NOVEMBER —_ -- 0.00 - - -_— -- -- ' DECEMBER 0. 01 TOTALS 24,155.98 �3 603 9E _45,979,87 28.]14.6 59 ,302.31-- 2Z,499.32__.20,47L13.— ]5,796.17_- 3,1P3.85 _ — 243,612.25 - -_. - - -__ a