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Home My WebLink AboutAGENDA REPORT 2013 0904 CCSA REG ITEM 10D ITEM 10.1). MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Ron Ahlers, Finance Director DATE: July 24, 2013 (City Council Meeting of 9/4/2013) SUBJECT: Consider Resolution Amending FY 2013/2014 Budget to Increase Appropriations for FY 2012/2013 Purchase Order Carry Over SUMMARY Staff is requesting approval of the attached Resolution to increase the FY 2013/2014 Adopted Budget by $360,177.51. This amount is the result of the carry forward of FY 2012/2013 Purchase Orders (PO) for goods and services, not related to Capital Improvement Projects (CIP), into FY 2013/2014. DISCUSSION On June 19, 2013 the City Council adopted the FY 2013/2014 Operating and Capital Improvement Budget for the City of Moorpark. The original adopted appropriation was $51.8M, which includes $18.8M for CIP. Resolution No. 2013-3198 granted the City Manager the authority to amend the CIP budget after final accounting of FY 2012/2013 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, 2013 for which invoices have not been submitted as of the last FY 2012/2013 Accounts Payable cycle, will be recorded as accrued expenditures in FY 2012/2013. These accruals will be reversed in FY 2013/2014 and invoices will be paid against the carried over PO. For those commitments where the timing of delivery went beyond June 30, 2013, no accruals will be recorded and these will be processed as FY 2013/2014 278 Honorable City Council September 4, 2013 Page 2 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 July 23 and the action effectively increased the FY 2013/2014 Adopted Budget. Attachment 1 lists all affected PO. FISCAL IMPACT The total carry-over amount was $5,427,977.88, which includes CIP related PO totaling $5,067,800.37. Thus, a net appropriation increase of $360,177.51 impacted the following funds/departments: Fund/Division Adopted Increase Adjusted Budget Budget 0100-3120 Internal Service Fund/Information Systems (3,820.00) 27,825.79 24,005.79 0100-5700 Internal Service Fund/Central Services 0.00 4,298.50 4,298.50 1000-1100 General Fund/City Council 186,948.00 22,175.23 209,123.23 1000-2210 General Fund/Emergency Management 128,758.18 10,000.00 138,758.18 1000-7620 General Fund/Facilities 1,035,112.00 9,901.20 1,045,013.20 1010-7640 Library Fund/Operations 828,244.00 8,000:00 836,244.00 2000-8310 Traffic Safety/Street Maintenance 75,000.00 9,859.62 84,859.62 2001-8510 Traffic System Mgt/Transit 332,400.00 28,560.04 360,960.04 2200-6440 Community Development/Planning 565,935.00 2,500.00 568,435.00 2322-7900 07-1 Pardee Homes T5045/LMD 840,868.00 9,194.15 850,062.15 2400-7800 Park Maintenance District 2,129,098.00 73,835.40 2,202,933.40 2501-8310 Los Angeles AOC Fund/Street Maintenance 5,705,176.00 20,647.50 5,725,823.50 2605-8310 Gas Tax/Street Maintenance 669,938.00 2,227.84 672,165.84 2620-8410 Engineering-Public Works/Engineering 484,611.00 20,989.15 505,600.15 2800-6100 Endow rrent Fund/Community Development Administration 0.00 25,650.00 25,650.00 4003-3120 Equipment Replacement Fund/Information Systems 0.00 632.52 632.52 4003-8310 Equipment Replacement Fund/Street Maintenance 59,000.00 58,370.83 117,370.83 5000-8510 Local Transit Programs 8c/Transit 769,489.00 25,509.74 794,998.74 Total 13,806,757.18 360,177.51 14,166,934.69 STAFF RECOMMENDATION (Roll Call Vote) Adopt Resolution No. 2013- Attachments: 1 - FY 2012/2013 PO Carried Over to FY 2013/2014 2 - Resolution No. 2013- 279 Attachment 1 CITY OF MOORPARK FY 2012/2013 Purchase Order Carry Over to FY 2013/2014 CIP RELATED- { - - -- - RELATED _ _ -- --- - -g 1_ -- --- - CITY _ SARA Total CITY NON SARA j Total - 09000014 BJ PALMER&ASSOCIATES 250183108013 SCE Coordination LA Ave Widening $14,000.00' $14 000.00 $0.00 PO# Vendor Name Budget Unit Descnation Grand Total _ $14,000 00 - -- - $0.00 09000014 BJ PALMER&ASSOCIATES 250183108066 I Utilities on LA Ave Arroyo Simi Bridge _ $10,498 35, � $10,498.35 Planning&Design Mgt to Underground $10,498.35 09000030 BEACON INTEGRATED PROF 250183108013',Property Acquisitions-LA Ave Widening $77,793.101 $77,793.10 $77,793.10, $0.00 -- _ -- - - ;RESOURCE -- - - - P._..y.- -- - $196.76' $0.00 09000031 '.BEACON INTEGRATED PROF 250183108012 I Property Acquisitions-Princeton Ave $196.76, , --- - . '_- - - __ __ $0.00 RESOURCE pavement Rehabilitation Pro ect $5,775.32 $5,775.32 $5 775.32 09000032 AECOM USA INC. 250183108013ITechrncal Services LA Ave Widening L $_41,173 OS $0.00 !Widening 09000033 MANHOLE ADJUSTING, INC. various - - - 9 _ — -� Y_ �- - -t $41,173 0� I $41 173 08. 100000024 BAOR HOART BALFIOUR BEATTY 91004241105020 RCHSC e Const uction IMa agement $55,934.251 + $55,934.25 $55 934.25 $0 00 $958,314.84 $958,314 84 $958,314.841 --- - 1 - -- $0.00 10000026 i PENFIELD&SMITH 250183108012,Civil Engineering Design for Princeton $27,201.18' $27,201.18 $27,201.18' $0.00 _ Widening Project {Materials Testing-RCHSC $15,474.001 $15,474.00! $1 443.50 - - $0.00 10000040 TESTING ENGINEERS SOUTHWEST 910424115020 y g $0.00 10000039 JENSEN DESIGN&SURVEY INC. 910424115020 $15,474 00 INC. 10000051 I Surveying Services RC_HSC_ $1,443 50 $1 443.50 -- - P -- - -- $181 585.69' $0 00 - 9 -- - -- __ -- , _ _ $159,249.891 $0.0.0 10000066 STANDARD DRYWALL INC. i910424115020�RCHSC---Bid Packga a#2 Finishes $159,249 89 $181,58.5 69 $159,249.89_ $0.00' HARTZOG&CRABILL, INC. 260583100000 Traffic Signal Design&Maintenance; $2,227.84 10000054 BONTERRA CONSULTING LLC 280021002007!Pre aration of EIR Civic_Center $181,585 69i $2,227.84 $2,227.84$0 Construction Service for Collins&University 11000028 PARSONS TRANSPORTATION 200264408079 Drives --- - ! g --Engineering - - - -- -- --- - - _ - -----------_- -_ __ $6,315.09' $0.00 11000029 GKOWORKS 400121002007 Doundw Es at SR-23 for Installation of $6,315.09, $2 375,978 541 $2,375,978.54. Architectural Desi n&Consultin for New $2,375,978.54 j-- - y - -Center/Library---- - -- - $2,175.23 $0.00 11000034 WEST COAST ARBORISTS, INC. 1 100011000000 Installation Veterans Ba Banner on SCE $0 OOI $2,175 23' $2 175.23 _ Streetlight poles $0.00', $2,500.00 $2,500.00 -- _ - - - -_-y-- - Lighting Review At Tom Barber Driving $2,500 00 11000043 SEAPORT LIGHTING, INC. 2200644000001 - - $0.00 $20,989.15 $20,1989.15 1_1000081 MRC,LLC 262084100000 Floodplain Management g services $20,989.151 __ 11000097 1FILIPPIN ENGINEERING INC. 20026440807911 Construction Management&Inspection- $59,590.81 $59,590,811 $59,590.81 i $0.00 Soundwall SR-23 _ 12000016 MARIPOSA LANDSCAPES INC various Park Landscaping services $26,736 00Y - - . - ----- - --- -- Copier _ _ _ _ $0.00.. $26,736.00 $26,736.00 12000018 KONICA MINOLTA BUSINESS 010057000000', $4,298.50' $4,298.50 Co ier Lease and Maintenance $4,298.501, $0.00' 12000022 'DIAL SECURITY 100076205020RCHSC-Security services $5,208 00 $0.00? $5,208.00 $5,208.00 _. --- --I --- - --- ---- 12000027 OWEST COMMUNICATIONS CO.LLCIi200283108061-conduit systems-North Hills Parkway 12000028 HARTZOG&CRABILL, INC. ___.___ _i200083100000,TD affgc Signal Operations FY 12/13 $9,859.62$11,384.00'; $9,859.60- $11,384 001--_ $11,384.0.001 $9,859.62 $9,859.152 - - - -_p --_ _-_ - $0.00 $26,997.28_! $26,997.H 12000_029 CITY OF THOUSAND OAKS_ _- vanous_ Fixed Route O erations&Maintenance $26,997.28.._ _ _ _ � ; $18,996.40 !Maintenance,_Fueling -: --- - -- $O.00j $18,996.40. _ _ - 12000031 CITY OF THOUSAND OAKS 500085108070!DAR/ADA Operations&Maintenance $8,076.101: - � - ---- - -_ $0 00 $8,_076.10: $8,076.10 12000030 CITY OF THOUSAND OAKS various Fixed Route Preventative&General $18,996.401 12000035 'MANHOLE ADJUSTING, INC. 261083108002',Pavement Rehabilitation Project MPK12-03 $65,460.28 $65,460.281 $65,460.281 $0.00 1200.0047 M&M MAINTENANCE MASTERS 100076200000 - --- - --_ i __- $0.00. $1,750.00 $1,750.00 12000052 SPRINT COMMUNICATIONS CO.LP Preliminary tEngineering lritReimburl Reimbursement $24,720.00 $24,722.00 $24,722.00 $0.00 200283108061 Sprint Fiber Optic Protection Project-North Hills Parkway - - 12000062 PETERSON CHASE GENERAL 200264408079 Installation of Soundwall at SR-23 $38,636.60' $38,636.60 $38,636.60 $0.00 N 00 O Attachment 1 CITY OF MOORPARK FY 2012/2013 Purchase Order Car ry-O__ Over to F _ . Y 2013/2014 , - - - --- CIP RELATED NO N-CIP RELATED PO -_-__ _' _# Vendor Name Budget Unit f Des r ption Grand Total CITY SARA Total CITY SARA Total 12000063 KOA CORPORATION 250183108089 Feasibilit y Stud for nd Vehicular Access $20,647.50, $0.00, $20,647.501 $20,647.50 - :at AVCP 12000064 KOA CORPORATION 250183108058 Construction Management&Inspection-LA $87,073.09 $87,073.09 $87,073.09, $0.00 --- Ave Widening 12000086 DIGITAL TELECOMMUNICATIONS 400331200000.Upgrade/Replacement of Phone Equipment' $632.52 $0.00' $632.52 $632.52 and 12000087 SOUTHERN CALIRNIA REGIONAL 250183108039,Rec ns l Systems t uction FO &widening of existing at- $850,000 00' $850,000.00' $850,000.00` $0.00 grade highway railroad crossing at Spring - - - - Road - p - - - - - - , - - 12000089 REICHL,RONALD various Landscape construcUo WO#2&WO#3 $11,448.n' 11,448.20 $0.00, $11,448.20 $11,448.20 12000090 BJ PALMER&ASSOCIATES i280061000o00'', i - Relocation analysis&planning of existing $25,650.00 $0.001 $25,650.00; � $25,650.00 - - --:overhead- --@'-- - - 12000095 HYDROPOINT DATA SYSTEMS INC. 232279007901 Irrigation equilpment Essex site $689.15 $0.00 $689.15 $689.15 12000100 CALIFORNIA ROCK PRODUCTS INC- 240078007803'Dry plaster sand for AVCP $2,650.30 $0.00' $2,650.30, I $2,650.30 - - - - - ------- ------ ---- ------ 12000106 QUICK CRETE PRODUCTS CORP various Park waste containers;benches,picnic $44,449.10 $0.001 $44,449.10 (tables 12000108 ICON ENTERPRISES INC. 010031200000'CivicPlus website ro ect p $25,000 00; $0.00 $44,449.10 LL- -- -- - $25,000.00 1 --- � $0.001 $47,412.28 $47,412.28 12000111 DOWNTOWN FORD SALES -- 40038310000012 2013 FORD F250 regular cab - $47,412.28 $25,000 00 ` 12000114 TRUE NORTH RESEARCH - 1000011000000 Voter Opinion Survey - $20,000.00 $0.00 $20,000.00 $2,825.79 -- -- i _._ $20,000 00 12000115 OVER DRIVE INC. )101076400000_[Digital Library books $8,000.00 $0.00 $8,000.00 $8,000.00 12000116 'HERNANDEZ LAURA L1000221000001 EOC specific training $10,000.00 $0.00 $10,000-00 I $10,000.00 12000117 RP BARRICADE INC. 400383100000 Install vehicle warning lights,rack,radio to it $10,958.55', $0.00 $10,958 55 $10,958.55 - ----- - - - 'new F250 vehicles ---- --- Grand Total I $5,427,977.881 $4 835 698.731 $232,101.64 $5,067,800.37 $360,177.51! 0.00 $360,177.51 N 00 N Attachment 2 RESOLUTION NO. 2013- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2013/2014 OPERATING AND CAPITAL IMPROVEMENT BUDGET TO INCREASE APPROPRIATIONS FOR FISCAL YEAR 2012/2013 PURCHASE ORDER CARRY OVER WHEREAS, on June 19, 2013 the City Council adopted the Operating and Capital Improvement Budget for FY 2013/2014; and WHEREAS, a staff report has been presented to the Council requesting approval of the budget amendment generated by the FY 2012/2013 Purchase Order roll over process completed on July 23, 2013, which resulted in an aggregate increased appropriations of $360,177.51; and WHEREAS, the Purchase Order carry over impacted various funds including, the Internal Service Fund (0100), General Fund (1000), Library Services Fund (1010), Traffic Safety Fund (2000), Traffic System Management Fund (2001), Community Development Fund (2200), LMD 07-1 Pardee Homes T5045 Fund (2322) , Park Maintenance District Fund (2400), Los Angeles Area of Contribution Fund (2501), Gas Tax Fund (2605), Engineering Fund (2620), Endowment Fund (2800), Equipment Replacement Fund (4003) and Local Transit Programs 8c Fund (5000); 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 $360,177.51 per Exhibit "A" and encumbering said funds for FY 2012/2013 Purchase Order carried over to FY 2013/2014 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 4th day of September, 2013. Janice S. Parvin, Mayor 282 ATTEST: Maureen Benson, City Clerk Attachment: Exhibit "A" — Budget Amendment 283 Exhibit A BUDGET AMENDMENT to Various City Funds for the FY 2012/2013 Purchase Order Encumbrances Carried Over to FY 2013/2014 FY 2013/2014 FUND ALLOCATION FROM: FUND ACCOUNT NUMBER Amount Internal Service Fund 0100-5500 32,124.29 General Fund 1000-5500 33,076.43 Library Fund 1010-5500 8,000.00 Traffic Safety 2000-5500 9,859.62 Traffic System Mgt 2001-5500 28,560.04 Community Development 2200-5500 2,500.00 07-1 Pardee Homes T5045 2322-5500 9,194.15 Park Maintenance District 2400-5500 73,835.40 Los Angeles AOC 2501-5500 20,647.50 Gas Tax 2605-5500 2,227.84 Engineering-Public Works 2620-5500 20,989.15 Endowment Fund 2800-5500 25,650.00 Equipment Re lacement 4003-5500 59,003.35 Local Transit Programs 8c 5000-5500 25,509.74 TOTAL 351,177.51 284 Exhibit A DISTRIBUTION OF APPROPRIATION TO EXPENDITURE ACCOUNTS: ADOPTED BUDGET ADJUSTED Account Number BUDGET ADJUSTMENT BUDGET 010031200000 9103 $125,200.00 $25,000.00 $150,200.00 010031200000 9201 $125,200.00 $2,825.79 $128,025.79 010057000000 9203 $15,000.00 $4,298.50 $19,298.50 100011000000 9102 $61500.00 $2,175.23 $8,675.23 100011000000 9103 $0.00 $20,000.00 $20,000.00 100022100000 9103 $20,000.00 $10,000.00 $30,000.00 100076200000 9252 $85,900.00 $4,693.20 $90,593.20 100076205020 9102 $19,100.00 $5,208.00 $24,308.00 101076400000 9201 $30,000.00 $8,000.00 $38,000.00 200083100000 9253 $50,000.00 $9,859.62 $59,859.62 200185108071 9102 $264,000.00 $22,677.47 $286,677.47 200185108071 9416 $55,000.00 $5,882.57 $60,882.57 220064400000 9205 $20,000.00 $2,500.00 $22,500.00 232279007901 9252 $50,324.00 $9,194.15 $59,518.15 240078007801 9252 $18,400.00 $3,536.75 $21,936.75 240078007801 9331 $15,312.00 $1,320.00 $16,632.00 240078007802 9331 $11,772.00 $140.00 $11,912.00 240078007803 9252 $73;100.00 $2,650.30 $75,750.30 240078007803 9331 $120,192.00 $12,125.00 $132,317.00 240078007804 9331 $4,704.00 $275.00 $4,979.00 240078007805 9252 $15,250.00 $707.35 $15,957.35 240078007805 9331 $17,400.00 $445.00 $17,845.00 240078007806 9252 $7,200.00 $2,829.40 $10,029.40 240078007806 9331 $7,464.00 $880.00 $8,344.00 240078007807 9331 $11,556.00 $975.00 $12,531.00 240078007808 9331 $21,276.00 $1,800.00 $23,076.00 240078007809 9331 $10,608.00 $880.00 $11,488.00 240078007810 9331 $18,804.00 $1,410.00 $20,214.00 240078007811 9252 $28,400.00 $10,051.25 $38,451.25 240078007811 9331 $15,660.00 $1,410.00 $17,070.00 240078007812 9252 $7,000.00 $15,299.40 $22,299.40 240078007812 9331 $17,232.00 $1,406.00 $18,638.00 240078007813 9252 $24,500.00 $1,414.70 $25,914.70 240078007813 9331 $9,396.00 $800.00 $10,196.00 240078007814 9331 $4,320.00 $120.00 $4,440.00 240078007815 92521 $31,000.00 $10,610.25 $41,610.25 240078007815 93311 $12,528.00 $1,145.00 $13,673.00 285 Exhibit A ADOPTED BUDGET ADJUSTED Account Number BUDGET ADJUSTMENT BUDGET 240078007816 9331 $6,600.00 $185.00 $6,785.00 240078007818 9331 $10,968.00 $1,215.00 $12,183.00 240078007819 9331 $4,320.00 $80.00 $4,400.00 240078007850 9331 $4,692.00 $125.00 $4,817.00 250183108089 9103 $0.00 $20,647.50 $20,647.50 260583100000 9253 $0.00 $2,227.84 $2,227.84 262084100000 9103 $50,000.00 $20,989.15 $70,989.15 280061000000 9102 $0.00 $25,650.00 $25,650.00 400331200000 9503 $0.00 $632.52 $632.52 400383100000 9505 $59,000.00 $58,370.83 $117,370.83 500085100000 9254 $125,000.00 $11,370.54 $136,370.54 500085108070 9102 $45,000.00 $4,038.05 $49,038.05 500085108070 9254 $45,000.00 $4,038.05 $49,038.05 500085108071 9102 $45,000.00 $4,319.81 $49,319.81 500085108071 9255 $5,200.00 $1,743.29 $6,943.29 TOTAL $1,373,178.00 $360,177.51 $2,130,255.51 Finance Approval: if 286