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Home My WebLink AboutAGENDA REPORT 2015 0902 CCSA REG ITEM 10E ITEM 10.E. CITY OF M10ORPARL,CALIFORNIA City Council Meeting o015 MOORPARK CITY COUNCIL A � t9At AC ON: v"" � AGENDA REPORT ,�, yto _ a10i3 —e.3 v30. BY: Cli TO: Honorable City Council r� FROM: Ron Ahlers, Finance Director \��1 By: Irmina Lumbad, Budget and Finance Manager DATE: August 6, 2015 (City Council Meeting of 9/2/2015) SUBJECT: Consider Resolution Amending FY 2015/16 Budget to Increase Appropriations for Fiscal Year (FY) 2014/15 Purchase Order Carry Over SUMMARY Staff is requesting approval of the attached Resolution to increase the FY 2015/16 Adopted Budget by $421,328.46. This amount is the result of the carry forward of FY 2014/15 Purchase Orders (PO) for goods and services, not related to Capital Improvement Projects (CIP), into FY 2015/16. DISCUSSION On June 17, 2015 the City Council adopted the FY 2015/16 Operating and Capital Improvement Budget for the City of Moorpark. The original adopted appropriation was $52.0 million, which includes $16.9 million for CIP. Resolution No. 2015-3408 granted the City Manager the authority to amend the CIP budget after final accounting of FY 2014/15 project costs. In the prior years, PO for goods and services were closed and except for CIP, all unexpended encumbrances and appropriations were not carried forward into the current year. Thus, payments against these PO were usually charged against current year appropriations and the budget was subsequently adjusted during mid-year budget amendments. The carry over exercise included commitments entered into by the City to purchase goods or services in the prior year. Goods and services already received by June 30, 2015 for which invoices have not been submitted as of the last FY 2014/15 Accounts Payable cycle, will be recorded as accrued expenditures in FY 2014/15. These accruals will be reversed in FY 2015/16 and invoices will be paid against the carried 54 Honorable City Council September 2, 2015 Page 2 over PO. For those commitments where the timing of delivery went beyond June 30, 2015, no accruals will be recorded and these will be processed as FY 2015/16 expenditures. The PO carry over process will cancel any remaining encumbrance balance in prior year; move the appropriations and re-establish the same encumbrance 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 August 3 and the action effectively increased the FY 2015/16 Adopted Budget. Attachment 1 lists all affected PO. FISCAL IMPACT The total carry-over amount from FY 2014/15 to FY 2015/16 was $5,993,466.82, which includes CIP related PO totaling $5,572,138.36. Thus, a net appropriation increase of $421,328.46 impacted various funds/departments as shown in Attachment 1. STAFF RECOMMENDATION (Roll Call Vote) Adopt Resolution No. 2015- Attachments: 1 — Summary of Fund/Division Fiscal Impact 2 — FY 2014/15 PO Carried Over to FY 2015/16 3 — Resolution No. 2015- 55 Attachment 1 FISCAL IMPACT BY FUND/DIVISION FY 2014/15 Non-CIP Purchase Orders Carry Over to FY 2015/16 FUND/DIV Adopted Increase Adjusted Budget Budget 0100 - 3120 Internal Service/Information Systems $0.00 $951.61 $951.61 0100 - 5700 Internal Service/Central Services $0.00 $5,438.14 $5,438.14 1000- 3100 General Fund/Administrative Services $537,394.00 $8,500.00 $545,894.00 1000 -7800 General Fund/Park Maintenance $1,915,646.00 $3,555.70 $1,919,201.70 2001 -8310 Traffic System Mgt/Street Maintenance $251,682.00 $2,550.00 $254,232.00 2001 - 8510 Traffic System Mgt/Transit $348,400.00 $53,769.33 $402,169.33 2002 -7625 City-wide Traffic Mitigation/Property Management $9,400.00 $9,490.00 $18,890.00 2154- 7640 Library Facilities/Library $120,200.00 $8,246.33 $128,446.33 2200 -6440 Community Development/Planning $626,962.00 $5,500.00 $632,462.00 2320- 7900 Meridian Hills/Lighting & Landscape Maintenance $374,017.00 $893.00 $374,910.00 Districts 2400 -7800 Park Maintenance District/Park Maintenance $2,418,772.00 $17,945.18 $2,436,717.18 2602 -8310 TDA Article 3/Street Maintenance $136,000.00 $18,633.00 $154,633.00 2604-8510 TEA 21 Federal Grants/Transit $247,053.00 $58,691.55 $305,744.55 2605 -8310 Gas Tax/Street Maintenance $1,447,459.00 $8,505.90 $1,455,964.90 2620 -8410 Engineering Fund/Engineering $485,679.00 $50,000.00 $535,679.00 2800 -6100 Endowment Fund/Community Development $18,150.00 $18,150.00 $36,300.00 Administration 4003 -7210 Equipment Replacement/Animal-Vector Control $0.00 $71,398.80 $71,398.80 5000 -8510 Local Transit Program 8c/Transit $1,188,266.00 $71,344.12 $1,259,610.12 5001 -3140 Solid Waste AB 939/Solid Waste $283,916.00 $7,765.80 $291,681.80 TOTAL $10,408,996.00 $421,328.46 $10,830,324.46 56 Attachment 2 FY 2014/15 Purchase Order Carry Over to FY 2015/16 PO* Vendor Name Budget UnitDescription CIP Non-CIP , Grand Total -09000014_BJ PALMER&ASSOCIATES 250183108066 SCE Coordination LA Ave Widening $10,498.35 $10,498.35 10000051 BONTERRA CONSULTING LLC 280021002007 Preparation of EIR-Civic Center $98,326.35 $98,326.35 11000029 GKK WORKS 400121002007 Architectural Design&Consulting For New $2,373,091.33 $2,373,091.33 City Hall/Civic Center 12000027 ()WEST COMMUNICATIONS CO.LLC 200283108061 Design Relocation Plan fo Communications- $6,178.01 $6,178.01 Norht Hills Park Project 12000052 SPRINT COMMUNICATIONS CO.LP 200283108061 Preliminary Engineering for Fiber Optic $24,722.00 $24,722.00 Protection-North Hills Park Project 12000087 SOUTHERN CALIFORNIA REGIONAL 250183108039 Reconstruction&Widen Existing Railroad $850,000.00 $850,000.00 Crossing 12000090 BJ PALMER&ASSOCIATES 280061000000 Relocation Analysis&Planning of Existing $18,150.00 $18,150.00 Overhead Facilities @ Essex Site 13000033 STERNDAHL ENTERPRISES,INC. 260583108092 Pavement Markings $14,498.50 $14,498.50_ 13000050 FILIPPIN ENGINEERING INC. 250183108058 Construction Mgt&Inspection LA Ave $148,174.93 $148,174.93 Widening(Maureen Lane to Leta Yancy Rd) 13000059'FUGRO CONSULTANTS,INC. 260583100000 Investigation of Groundwater Exfiltration& $8,505.90 $8,505.90 Seepage Conditions on Tierra Rejada Rd 13000073—M3 CIVIL,INC 280024105081 Civil Engineering Design for Walnut Acres $9,096.50 $9,096.50 Park Site 910324115081 $84.00 $84.00 13000075 VISUAL CONCEPTS LIGHTING INC. 210078007022 Lighting Consultant-AVCP $3,645.00 $3,645.00^ 13000076 VISUAL CONCEPTS LIGHTING INC. 280024105081 Lighting Consultant-Walnut Acres Park $1,000.00 $1,000.00 13000090 FUGRO CONSULTANTS,INC. 100078007803 Geotechnical Engineering At AVCP $4,210.00 $3,555.70 $7,765.70 Retaining Wall 13000098 VISUAL CONCEPTS LIGHTING INC. 210078007022 AVCP-Site Lighting Design $10,443.00 $10,443.00 13000103 BEACON INTEGRATED PROF RESOURC:250183108013 Acquisition&Relocation Services-LA Ave $90,118.12 $90,118.1,2 Widening(Spring Rd to Moorpark Ave) 13000113 M3 CIVIL,INC 200176207032 Civil Engineering-Pedestrian Access $5,523.00 $5,523.00 Improvements at Civic Center 260276207032 $5,523.00 $5,523.00 13000127 LG2WB ENGINEERS INC. 400121002007 Traffic Engineering-Civic Center Project $62,188.40 $62,188.40 13000128 TETRA TECH,INC. 250183108047 Engineering Services-LA Ave Raised $1,361.94 $1,361.94 Median Project 13000136 PHOENIX CIVIL ENGINEERING INC. 200183108094 Civil Engineering-Industrial Park Sidewalk $2,550.00 $2,550.00 Improvement Project 13000156 LAWRENCE R.MOSS&ASSOCIATES 232079007901 Landscape Architectural Services-Meridian $893.00 $893.00 Hills 14000007 KONICA MINOLTA BUSINESS SOLUTION'010057000000 FY14/15 Copier Lease&Maintenance $5,438.14 $5,438.14 14000016 MRC,LLC 262084100000 Floodplain Management $50,000.00 , $50,000.00 14000019 CITY OF THOUSAND OAKS 200185100000 Transit Maintenance&Fueling of City buses $3,251.33 $3,251.33 200185108071 $8,803.53 $8,803.53 260485100000 $24,891.56 $24,891.56 500085100000 $41,785.08 $41,785.08 500085108071 $2,927.08 $2,927.08 14000020 CITY OF THOUSAND OAKS 200185108071 Transit Fixed Route Operations $37,332.36 $37,332.36 500085108071 $4,900.00 $4.900.00 14000021 CITY OF THOUSAND OAKS 200185108070 Transit DAR Operations&Maintenance $4,382.11 $4,382.11 260485108070 $33,799.99 $33,799.99 500085108070 $21,731.96 $21,731.96 14000046 LANDSCAPE STRUCTURES,INC 280024105081 Design&Installation of Playground $11,915.50 $11,915.50 Equipment Walnut Acres Park 14000053 MALIBU PACIFIC TENNIS COURTS INC 240024105081 Contruction of Walnut Acres Park $5,000.00 $5,000.00 280024105081 $52,752.00 $52,752.00 14000054 LILLEY,JENNIFER 220064400000 Professional Planning Services $5,500.00 $5,500.00 14000055 PHOENIX CIVIL ENGINEERING INC. 100078007803 Engineering Services-AVCP Retaining Wall $5,114.00 $5.114.00 14000061 AECOM TECHNICAL SERVICES INC. 250183108013 Engineering Services for LA Ave Widening $485,342.84 $485,342.84 between Moorpark Ave&Spring Rd 14000067 BALFOUR BEATTY CONSTRUCTION LLC 280024105081 Construction Mgt for Walnut Acres Park $500.00 $500.00 14000072 STANTEC CONSULTING SERVICES,INC. 260283108095 Villa Del Arroyo Collins Drive Bicycle& $18,633.00 $18,633.00 Pedestrian Facility Study 14000075 ACCUFLEX INC. 100031000000 Format Mylar scanning,indexing& $8,500.00 $8,500.00 uploading services 14000078 GRANICUS INC. 010031200000 SDI Encoding Applicance Hardware& $951.61 $951.61 _Software 14000085 STANTEC CONSULTING SERVICES, INC. 200178007712 Civil Engineering for Recreational Trail at $2,197.05 $2,197.05 AVCP 200178007713 $5,371_41 $5,371.41 200178007852 $6,286.15 $6,286.15 57 Attachment 2 FY 2014/15 Purchase Order Carry Over to FY 2015/16 PO# Vendor Name Budget Unit Description CIP Non-CIP Grand Total 14000090 GRIFFITH COMPANY 250183108058 Construction Services LA Ave Widening $938,091.00 $938,091.00 (Maureen Lane to Leta Yancy Rd) 14000092 ARCHITERRA INC. 100079007901 Tierra Rejada Road Streetscape $5,752.50 $5,752.50 Renovations 230279007901 $6,602.87 $6,602.87 14000093 BERRY GENERAL ENGINEERING 100078007801 Parking Lot Improvements at City Parks& $34,517.00 $34,517.00 Facilities 100078007802 $41,516.00 $41,516.00 100078007803 $24,327.18 $24,327.18 200178007803 $16,990.00 $16,990.00 210078007803 $30,493.48 $30,493.48 210078007809 $26,253.00 $26,253.00 210078007812 $11,659.00 $11,659.00 210078007815 $23,089.00 $23,089.00 14000094 SUN COUNTRY SYSTEMS 260978007801 Installation of Replacement Playground $37,000.00 $37,000.00 Equipment at Poindexter Park 14000095 PHOENIX CIVIL ENGINEERING INC. 200178007713 Design&Engineering for Entryway $18,290.50 $18,290.50 Modifications at ACVP 14000097 M3 CIVIL,INC 240078007813 Surveying Services @ Glenwood Park $800.00 $800.00 14000100 RP BARRICADE INC. 240078000000 Parade Barricades $1,944.68 $1,944.68 14000101 NV5 WEST INC 100078007801 Materials Testing&Inspection Services $2,047.08 $2,047.08 Parking Lot Improvements at Various Parks and Facilities 100078007802 $3,254.09 $3,254.09 100078007803 $1,584.00 $1,584.00 210078007809 $3,140.34 $3,140.34 210078007812 $2,047.08 $2,047.08 210078007815 $2,047.08 $2,047.08 14000107 ARCHITERRA INC. 280024105081 Landscape Architectural Services-Walnut $5,637.77 $5,637.77 Acres Park 14000108 QUICK CRETE PRODUCTS CORP 500131403004 Precast Concrete Waste/Recycle Units $7,765.80 $7,765.80 14000115 GREAT WESTERN INSTALLATIONS 910424115020 Design&Installation of Shade Structure @ $39,628.38 $39,628.38 RCHSC 14000118 DOWNTOWN FORD SALES 400372100000 Replacement of Vehicles for Animal/Vector $71,398.80 $71,398.80 Control 14000127 DIG DESIGN IT GREEN LLC 240078007803 Architectural Landscape Design Services $1,965.00 $1,965.00 AVCP Parking Lot Renovation 14000130 KVO INDUSTRIES INC. 215176207709 AVRC Artwork Interpretive Signaqe $44.63 $44.63 14000133 JK MIKLIN INC. 215476400000 Library Furnitures $8,246.33 $8,246.33 14000138 QUICK CRETE PRODUCTS CORP 240078007809 Precast Concrete Waste/Recycle Units $4,773.00 $4,773.00 Picnic Benches 240078007810 $8,170.00 $8,170.00 240078007814 $2,257.50 $2,257.50 14000140 ADJUL CORPORATION 250183108013 Demolition of 148 LA Ave Property $3,000.00 $3,000.00 14000141 M&M MAINTENANCE MASTERS 200276255095 Maintenance Repair @ 1493 Walnut Canyon $9,490.00 $9,490.00 Road Grand Total $5,572,138.36 $421,328.46 $5,993,466.82 58 Attachment 3 RESOLUTION NO. 2015- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2015/16 OPERATING AND CAPITAL IMPROVEMENT BUDGET TO INCREASE APPROPRIATIONS FOR FISCAL YEAR 2014/15 PURCHASE ORDER CARRY OVER WHEREAS, on June 17, 2015 the City Council adopted the Operating and Capital Improvement Budget for FY 2015/16; and WHEREAS, a staff report has been presented to the Council requesting approval of the budget amendment generated by the FY 2014/15 Purchase Order roll over process completed on August 3, 2015, which resulted in an aggregate increase in appropriations of $421,328.46; and WHEREAS, the Purchase Order carry over impacted various funds including, the Internal Service (0100), General Fund (1000), Traffic System Management (2001), City- wide Traffic Mitigation (2002), Library Facilities (2154), Community Development (2200), Meridian Hills (2320), Park Maintenance District (2400), TDA Article 3 (2602), TEA 21 Federal Grants (2604), Gas Tax (2605), Engineering (2620), Endowment (2800), Equipment Replacement (4003), Local Transit Programs 8c (5000) and Solid Waste AB939 (5001); 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 $421,328.46 for FY 2014/15 Purchase Order carried over to FY 2015/16 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 2nd day of September, 2015. Janice S. Parvin, Mayor ATTEST: Maureen Benson, City Clerk Attachment: Exhibit "A" — Budget Amendment 59 Exhibit A BUDGET AMENDMENT to Various City Funds for the FY 2014/15 Purchase Order Encumbrances Carried Over to FY 2015116 FY 2015/16 FUND ALLOCATION FROM: FUND ACCOUNT NUMBER Amount Internal Service Fund 0100-3120 $ 6,389.75 General Fund 1000-5500 $ 12,055.70 Traffic System Mgt 2001-5500 $ 56,319.33 City-wide Traffic Mitigation 2002-5500 $ 9,490.00 Library Facilities 2154-5500 $ 8,246.33 Community Development 2200-5500 $ 5,500.00 Meridian Hills LMD 2320-5500 $ 893.00 Park Maintenance 2400-5500 $ 17,945.18 TDA Article 3 2602-5500 $ 18,633.00 ~ TEA 21 Federal Grants 2604-5500 $ 58,691.55 Gas Tax 2605-5500 $ 8,505.90 Engineering 2620-5500 $ 50,000.00 Endowment Fund 2800-5500 , $ 18,150.00 Equipment Replacement 4003-5500 $ 71,398.80 Local Transit Programs 8c 5000-5500 $ 71,344.12 Solid Waste AB939 5001-5500 $ 7,765.80 TOTAL' $ 421,328.46 60 Exhibit A DISTRIBUTION OF APPROPRIATION TO EXPENDITURE ACCOUNTS: Adopted Adjusted Budget Unit NC Budget Adjustment Budget 010031200000 9103 $18,000.00 $951.61 $18,951.61 010057000000 9203 $15,000.00 $3,433.95 $18,433.95 010057000000 9211 $30,000.00 $2,004.19 $32,004.19 100031000000 9103 $15,000.00 $8,500.00 $23,500.00 100078007803 9103 $0.00 $3,555.70 $3,555.70 200183108094 9102 $0.00 $2,550.00 $2,550.00 200185100000 9254 $7,800.00 $3,251.33 $11,051.33 200185108070 9102 $5,600.00 $4,382.11 $9,982.11 200185108071 9102 $275,000.00 $37,332.36 $312,332.36 200185108071 9416 $60,000.00 $8,803.53 $68,803.53 200276255095 9252 $1,750.00 $9,490.00 $11 ,240.00 215476400000 9502 $18,000.00 $8,246.33 $26,246.33 220064400000 9102 $90,000.00 $5,500.00 $95,500.00 232079007901 9103 $0.00 $893.00 $893.00 240078000000 9251 $7,500.00 $1,944.68 $9,444.68 240078007809 9252 $4,900.00 $4,773.00 $9,673.00 240078007810 9252 $10,500.00 $8,170.00 $18,670.00 240078007813 9103 $0.00 $800.00 $800.00 240078007814 9252 $6,000.00 $2,257.50 $8,257.50 260283108095 9103 $6,000.00 $18,633.00 $24,633.00 260485100000 9254 $60,000.00 $24,891.56 $84,891.56 260485108070 9102 $43,200.00 $33,799.99 $76,999.99 260583100000 9103 $70,000.00 $8,505.90 $78,505.90 262084100000 9103 $50,000.00 $50,000.00 $100,000.00 280061000000 9102 $18,150.00 $18,150.00 $36,300.00 400372100000 9505 $0.00 $71,398.80 $71,398.80 500085100000 9254 $170,000.00 $41,785.08 $211,785.08 500085108070 9102 $185,000.00 $10,865.98 $195,865.98 500085108070 9254 $100,000.00 $10,865.98 $110,865.98 500085108071 9102 $80,000.00 $4,900.00 $84,900.00 500085108071 9255 $6,900.00 $2,927.08 $9,827.08 500131403004 9205 $9,000.00 $7,765.80 .$16,765.80 Grand Total $1,363,300.00, $421,328.46 $1,784,628.46 Finance Approval: .A ,A9- /‘ -'( -Ti�O 61