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Home My WebLink AboutAGENDA REPORT 1991 0619 CC REG ITEM 08G8 ITEM MOORPARK 799 Moorpark Avenue "Moorpark, California 93021 (805) 529 -6864 I000RPARK, CALIFORNIA G Council Meeting M E M O R N D U M of �c� f 991 A ON: TO: The Honorable City Council FROM: Donald P. Reynolds, Jr Management Analyst DATE: June 14, 1991 SUBJECT: Council Acceptance of City Fixed Asset Study- For Fiscal Year 1989/90 For the Council's consideration, staff presents the City's first fixed asset accounting system and report, as prepared by the City's consultant based on inventory through June 30, 1990. Attachment "A" is an excerpt from the report titled "Summary By Fund" which provides the Council with an )verview of the data that was analyzed. The actual report is provided on the Council's desk for a more detailed analysis. Staff requests that the Council consider accepting this report as subritted and authorize staff to compensate the vendor for the fir,l payment. Background On April 18, 1990, the Council authorized staff to work with a consultant for the preparation of a fixed asset report and accounting system. At that time, $7,000 was appropriated for the cost of the analysis, preparatLon of the report, a software program, consultation between thf vendor and the City's auditor, and additional asset tags for rew equipment. Funds have been reappropriated by Council to acc(_xnt for the expenses during this fiscal year. Discussion Staff worked with the consultant preparing information for the assessment of values to be assigned to City owned buildings, vehicles, equipment and land. Each asset of the City which is valued at over $500, has been accounted for, tagged for identification, and assigned to the appropriate funding source. This includes assets purchased for the Sheriff's department to be used exclusively for Moorpark services, which excludes all vehicles, but includes the traffic enforcement motorcycle and related equipment. The report was prepared by the consultant based on staff's information, and based on additional .research by the consultant of City owned land val.zes. City land is comprised of improv,d and unimproved park sites and PAUL W L4WRASON JR BERNARDO M PEREZ SC( 17 M T( ,L-)L f+ ROY E TALLEY JR JOHN E WOZNIAK Mayor Mayor Prc Trm ';)' ,I I per be - Councilmernber Councilmember the Community Center, (12 total, 3 improved, 4 unimproved parcels as of June 30, 1990). These assets were analyzed by the consultant using standard comparable values for surrounding properties, and deriving a value for each parcel Initially, the value of improvements to existing parks was estimated by the consultant. Additional information from staff demonstrating actual expenditures for "land improvements!' made by the City and developers for each park site provided information which allowed the consultant tc add $1,204,656 to the values originally estimated and assigned to these this properties, (Attachment "A" shows "Parks" (fend 05), "Land Improvements" at $1,411,410, and the draft report used an estimate of $206,754). This was staff's most signi.fi..lant revision to the drafted information, because reports of actual expenditures were used for the balance of City assets. The Attachment "A" separates assets (when applicable) into six cost categories by fund, consisting of; "Buildings ", "Land ", "Vehicles ", "Major Equipment ", "Minor Equipment" and "Land Improvements ", for a total of $9,838,809 determined on a "Cost Basis ". Calculating City -wide totals for the actual. clst categories, creates a summary as presented in Attachment "B ". The software for the system is provided to staff in a traditional LOTUS 123 format, and allows for continued management of the system with software that staff is familiar with. Data for assets purchased or capital improvement projects completed during this fiscal year, have been collectec°, and this information will be added to the existing data bas +2. Final Payment After sampling the software, and reviewing the revisions, staff feels that the consultant has fulfilled its obligation under the agreement. To date, $4,880 has been paid by the City, and if the Council accepts the report, the vendor will bill the City for the balance due. This will bring the total cost to approximately $6,000, leaving a portion of the funds available for additional tags, ($100 /1,000 tags), and. .onsultation time between the consultant and the City's auditor, (if needed, based on the auditor's review of the material) The benefits of the new system are numerous. Some of the data has already been used in the City's ,preparation of the Planning Fee analysis, which provided a value for City Hall, (including depreciation), and allowed staff to assign a cost for development of this aspect of the fee rate. In addition to being used for the recapture of City costs, staff feels that the data will also provide accurate information for r:, ,mpl fiance with audit requirements and insurance needs. The system, through its depreciation methods, allows staff to account for the depreciation of City equipment, and begin to initiate a schedule establishing an "Equipment Replacement Fund ". As proposed by staff, this allows funds to be set aside as the equipment depreciates, providing funds for the replacement of the equipment. Staff anticipates that by July 1, 1993, the City will be able to initiate a reimbursement program where on an annual basis, each department can pay a portion of the cost of fixed assets into the fund, in consideration of replacing certain items when the asset is no longer of value to the City. Recommendation That the Council accept the Fixed Asset Report submitted to the City which represents the total. value of City assets as of June 30, 1990, and allow staff to proceed in making final payment to the vendor. Attachments: A "Summary By fund" Excerpt from the Fixed Asset Report B Summary of C ty -wide Asset Categories - »VL '- 13a PA,< = . ? .u"'!ARY - ANNUAL- AS OF 06 /90 SJRT: FUND PLROd -1 (' COST BASIS ACCUM DEPR YTD DEPR CURRENT UPR REPRO COST MrA -U __ _ L_ FUND - ---- - -- - - -- ----- - - - - -- ----- - - - - -- - ---- - - - - -- ----- - -- - -- 139-1166- - - - - -- 50,441--- 5U,_4_41 90Z1309 --- 1�ZII-,208 _ -TCT t= - -- TPt -SAF I Y��b93 -- - -I� &I - i�4Q9--— T4U919_fZDD - - =TOTar - -tips TAX -._' ZO BIS - -5 7463 , - -_5_� — 37,40Q - - - -' �J3 - 33 17 3, ------- Z3S; 977- - - -_7Z, 54 -- TUT At v7 --CU" U N I I Y CfKTrtR 256,236 7,975 I;9TZ I087Z 39-,060 12, - - tTM`"i -IT`t' VFt._ c, trT 39S - 7,L4 -7— - 4, 669 4, G,:� -- 1- ( nl = 9, 838;809 - 26;Y+Y2 - . . . ts Z V , U 4 1 c > ; i _ I 313, -END OF v =vJ?T_ � 4M 54 _.. � ;1P _ - $, ,;. - sr .�� -. - fit' -,�� 1 �1�°:�.�5, � �.p,.�:•..��.P�,°x.. ,+ C ��'�ti� r sJ.. "fit":.. '14�• ° z , �si wry N, l r 13 r: .k '� .. t fJ Y` kr ?_ �` `'' si'j •t�. .i 4 +� i a""•` i' u +{. 1p y".itil .+ ��✓'- 1�, 'i$ S` Y #, a" .,. s Y -e 1� MARSHALL AND STEVENS INCORPORATED l 1 7:14 LIC =,a II- 09 +54 -oS :ITY OF MOjRPARP -1- MS#PLP138 GE 1 iI J 53 54 1820,047 MARSHALL AND STEVENS INCORPORATED :u MnRY - A:jNUAL - A Svc T r J4t.,A(_LT PLRGII -2 COST BASIS ACCU" OEPR YT CE P2 CURREt1T OPR REPRO CJST - --- - - - - - -- ----- - - - - -- ----- - -- - -- -- --- - - - - -- --- -- - - - - -- „:�;- - -� - -__ +4FW3.: �rUFP►4trrT - _. - -- - - - -- - __ - -- - _- -- 1 >O t • rrr i VIAMPRnVEk+ --NTS 1,411,410 205,632 31,5.92 61,5 42 1,490,300 t 6AND 6,,6121-639 - - - -- �►275r059— -38-, 972 C. qF- ' "Eb7 2 •4A d^ EBUIP KT_ _ - -- - -- - -- 30,8 13 7,97 },$72 1,872 35,560 I n. (( ''r 225 -i -4 =- _ : is. mx t- y�rt•_-_, �� __.- >,.y.- ,- �.�,.��kiRii.ia.auq . e r. r. .. _ _. _ cif-- s ham-. - � '. �'. l 134'. 35i — -- _— — 5� 371 -- 3 r�- 3 2,9 41 . 32 5 2 7 s 4 A(oT 7 yGLT 1GC � -- .i - L CO Q. X79- -. TT T i 7,79 4a GOAD' 1. _ �4b < I1421 1 7,1!462 4�64R 4,6" 49 -, -325 J 53 54 1820,047 MARSHALL AND STEVENS INCORPORATED i J"MAZY - ANNUAL- A, OF 0E. 19u ,ACCT PLR08 --1 COST BASIS ACCUM O�Dn YTO JFPR CURRENT OPR REPRO COST - - - - - - - - — - - - — _---- -_ - -_- - -- 869,193 --- -- - - - - -- - 54, 329 -- --- - - - - -- - -- -- - -- --- - 22, 163 - -22� 3b3-- ----- - - - - -- �,3P7,359 53, 634 - - -23 479 -- 23;47$-- --286,24*3 i i 72,447 31,203 4, t30,0'3`! 50,443 3i90z,53y — -- - -- ( 23� '4Adf3i� cQttl+ ++chi -- 6-.2- F`' • i .t � �27�... !35! 172-0- 120 �` — - — -- — 2G,77-6- --5-043 — 5 -343 — 30-44- _ = e r �Ak —— — -- 2&;8% 5;463 51463 37,4(3(3 1471 C i 1 BFIiEBIN6S 52 } }7f3S} 8,237 _--- 2934---- - -�gv. }351198 �ww lu ) 2 iii t - f nti ( MARSHALL AND STEVENS INCORPORATED C - 03/05/91 10:14 LOC:w 11- 09454 -PS CITY OF MOORPARK -1- MSIIPLP138 PAGE OSCT SUMMARY - ANNUAL- AS OF 06/90 Attachment "B" City -Wide Consolidation of Summarized Asset Categories (Using the "Cost Basis" Category from Consultant's Report) For Values Assigned as of June 30, 1990 n A n 3 m M Fund Assignment Cost General T.Safety Gas Tax Parks C.Center C.Devel. Category Category Fund 01 Find 02 Fund 03 Fund 05 Fund 07 Fund 41 Total Buildings 869193 0 0 117351 0 0 986544 Imajor L`n»; r u��. u�pme;,� ,I nnnu cruvuo unIo o0co -,ion �Iou 10 9 i» 0K7 300813 400501 485789 MinOI rqUipmeni U 0 u L; bs95 b895 Land Imrprovements 72007 0 1411410 0 0 1483417 ,,ana u u o 6612639 225423 0 6838062 Vehicles . -------------------------------------------------------------------------------------------------------- 0 7665 30437 0 0 0 38102 Total by Fund 1211208 15693 33217 8275059 256236 47396 9838809 n A n 3 m M