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Home My WebLink AboutAGENDA REPORT 2012 0919 CC REG ITEM 10J ITEM 10.J. ;:iiy Council Meeting MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Ron Ahlers, Finance Director DATE: July 26, 2012 (City Council Meeting of 9/19/2012) SUBJECT: Consider Resolution Amending FY 2012/13 Budget to Increase Appropriations for FY 2011/12 Purchase Order Carry Over SUMMARY Staff is requesting approval of the attached Resolution to increase the FY 2012/13 Adopted Budget by $285,586.60. This amount is the result of the carry forward of FY 2011/12 Purchase Orders (PO) for goods and services, not related to Capital Improvement Projects (CIP), into FY 2012/13. DISCUSSION On June 20, 2012 the City Council adopted the FY 2012/13 Operating and Capital Improvement Budget for the City of Moorpark. The original adopted appropriation was $54.3M, which includes $21.3M for CIP. Resolution 2012-3116 granted the City Manager the authority to amend the CIP budget after final accounting of FY 2012/13 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, 2012 but invoices have not been submitted as of the last FY 2011/12 Accounts Payable cycle will be recorded as accrued expenditures in FY 2011/12. These accruals will be reversed in FY 2012/13 and invoices will be paid against the rolled PO. For those commitments where the timing of delivery went beyond June 30, 2012, no accruals will be recorded and these will be processed as FY 2012/13 expenditures. The PO roll over 323 Honorable City Council September 19, 2012 Page 2 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 26 and the action effectively increased the FY 2012/13 Adopted Budget. Attachment 1 lists all affected PO. FISCAL IMPACT The total roll-over amount was $6,988,724.32, which includes CIP related PO totaling $6,703,137.72. Thus, a net appropriation increase of $285,586.60 impacted the following funds/departments: Fund/Division Adopted Increase Adjusted Budget Budget 0100-5700 Internal Service Fund/Central Services 26,000.00 1,350.46 27,350.46 1000-1100 General Fund/City Council 6,500.00 2,175.23 8,675.23 1000-2410 General Fund/Economic Development 14,700.00 5,518.70 20,218.70 1000-7620 General Fund/Facilities 62,100.00 14,051.50 76,151.50 1000-7800 General Fund/Parks Maintenance 5,520.00 12,642.25 18,162.25 1000-7900 General Fund/LMD 0.00 2,426.00 2,426.00 1010-7620 Library Fund//Facilities 12,500.00 12,445.00 24,945.00 2000-8310 Traffic Safety/Street Maintenance 50,000.00 10,145.00 60,145.00 2001-8510 Traffic System Mgt!Transit 174,000.00 34,165.56 208,165.56 2200-6440 Community Development/Planning 20,000.00 2,500.00 22,500.00 2201-2420 City Affordable Housing/Housing Successor Agency 16,700.00 10,790.80 27,490.80 2300-7900 AD City-w ide/LMD 42,500.00 2,030.00 44,530.00 2301-7900 84-2 Pecan Ave T2851/LMD 700.00 180.00 880.00 2302-7900 84-2 Steeple Hill T2865/LMD 13,900.00 9,421.58 23,321.58 2305-7900 84-2 PheasantT3019/3525/LMD 16,000.00 1,396.00 17,396.00 2310-7900 84-2 Mountain Meadow s PC3/LMD 70,500.00 9,564.00 80,064.00 2312-7900 84-2 Carlsberg/LMD 45,000.00 19,018.48 64,018.48 2315-7900 01-2 Toll BrosT4928/LMD 43,500.00 8,432.00 51,932.00 2316-7900 01-3 Cabrillo T5161/LMD 500.00 360.00 860.00 2322-7900 07-1 Pardee Homes T5045/LMD 243,200.00 20,367.74 263,567.74 2400-7800 Park Maintenance District 320,832.00 27,586.69 348,418.69 2605-8310 Gas Tax/Street Maintenance 0.00 10,583.84 10,583.84 2609-7620 Other State&Federal Grants/Facilities 0.00 34,624.00 34,624.00 2620-8410 Engineering-Public Works/Engineering 50,000.00 21,400.00 71,400.00 5000-8510 Local Transit Programs 8c/Transit 170,000.00 12,411.77 182,411.77 Total 1,404,652.00 285,586.60 1,690,238.60 STAFF RECOMMENDATION (Roll Call Vote) Adopt Resolution No. 2012- Attachments: 1 - FY 2011/12 PO Carried Over to FY 2012/13 2 - Resolution No. 2012- 324 ATTACHMENT 1 CITY OF MOORPARK -- - -- - - FY 2011/12 Purchase Order Carry Over to FY 2012/13 CIP RELATED Non CIP Related PO# VEND NAME BU DESCRIPT AMOUNT City SARA Total City SARA Total Planning&Design Mgt to Underground 09000014BJ PALMER&ASSOCIATES 1200183108066 Utilities 24,740.61 24,740.6.1 24,740.61 1 0.00 - - -- Property Acquisitions-Princeton Ave 9 __ -- - -- 0.00 b9bobbjb1BEAcbN BEACON INTEGRATED PROF RESOURCE j250183108012 Widening_c uisition_s-LA Ave Widenin 77 196.76 77 196.76 77 196.76 _- --- - - -.-..-FRES _ 0.00 --- -- - -- - 1- ---- . - - Av -_-g - - --- -- 0.00 09000032 AECOM-USA INC- - - 1250183108013- Technical Services-LA AveiWidenin 45,775_32 ___ 45,775.32 _ 41,173.0-8 5,775.032 ' 0.00 09000033 MANHOLE ADJUSTING, INC_. various Pavement Rehabilitation Project 09000038 KOA CORPORATION 200283108061 Street Design North Hills Parkway t 1 071 076 48 1,071 076.48 1,071,076.48 0.00 100000261PENFIELD&SMITH �-iw4i 501831 08012 W Civil deninginPeeo eg Design for Princeton 57 288 72 57,288 72 98,246 25 1 0.00 10000024 BARNHART BALFOUR BEAT TY 15020_ Construction Management-RCHSC 98,246 25 98,246.25 ;_ 57,288.72 0.00_ 10000039 JENSEN DESIGN&SURVEY INC. 910424115020 Surveying Services RCHSC 5,778 50 5,778.50 5,778.50 0.00 _ - ----Testing _ - - - 18,381.601 0.00 - 9 9- II 10000040 TESTING ENGINEERS SOUTHWEST INC. 910424115020 IISte Utilties&BuildnC Plumbing RCHSC 203,831.95 203,831.95 ' 203,831.95 � 0.00 10000041 JOHN S. BASCOM INC. - 910424115020 1910424115020 g Paving-- --- - ---- -- - - 10000045 TTAFT ELECCTR C COMPANY,CINC._ 910424115020*Electrical RCHSC RCHSC I 257,30 72.32 - 257,30 72.32 257,3702.32 0.00 - - - - - 41- -- Roofing-RCHSC-- - - 28 --- - - -1-2-6,303.57 0.00 10000046 BEST CONTRACTING SERVICES INC 910424115020-Structural Steel&Metals_RCHSC_ 126,303.507 0 126,303.57 0 0.00 10000047 STEELC D INC - ----- a p-- 9 = . ---- - - 0.00 10000050 FYR LANDSCAPING INC. 910424115020 Landsca e&Irn ation RCHSC 121,632.24 121_,632.2.4 121,632 24 ; i 0.00 10000051 BONTERRA CONSULTING LLC (280021002007 Preparation of EIR -Civic Center 219,433.92 219,433.92 219,433.92 0.00 10000053 JOHN PENCE BUILDING SPECIALTIES INC 1910424115020 I'Site Improvements Specialties-RCHSC 34,176.68 34,176.68 34,176 68 0.00 -- - - - - -- - ---- - 10000054 STANDARD DRYWALL INC. 910424115020 Site Improvements Finishes-RCHSC 350,374.66 350,374.66 350,374.66 0.00 Glazing Site Improvements Glass& 100000571 CENTER GLASS COMPANY 910424115020 RCHSC lmprovements Flooring&Ceramic 54,656.25 54,656.25 ! 54,656.25 0.00 10000059 ENVIRONMENTAL HEATING/AIR CONDITIO 910424115020- HVAC&Fire Sprinklers-RCHSC 59,245.00 1 -- 151,153.00 0.00 -- --- - -- - 151,153.00 10000058 RELIABLE FLOOR COVERING INC 910424115020- Flooring-PCH -- -_ - -_ 1.51,153 00 { 59,245.00 �I 59,245.00 10000065,K&Z CABINET CO. INC. 910424115020 Finish Car entry&Casework-RCHSC 102,473 00 102,473.00 102,473.00 0.00 0.00 Traffic Signal Design&Maintenance; Construction Service for Collins& 10000066 HARTZOG&CRABILL, INC. 260583100000_University Drives 2,227.84 0.00 2,227.84 2,227.84 10000083 BESTRCCONTRACTING SERV CES INC 910424115020 Site improve ments--S ettMetall-- 36,75.6.20 6,756.20 6,756.20 31,879.06 31,879.06 Installation of Fire Sprinkler System at City p Y Y _ 0.00 100000851 NEUMANN, ERIC 1000762.00000_ Hall Annex ll Building_ 5,197 50 - 0.00 ! 5,197.50 1 5,197.50 Tree Replacement,Wall Planting&Median 100000871 REICHL, RONALD various _ Site Island Drainage t-Concrete,CMU, - 4,159.00 {i 0.00 4,159.00 4,159.00 P r 10000089 SANTA CLARITA CONCRETE 910424115020 Furnishings a ntenance Service for City's 626,050 00 - - 626,050.00 626,050.00 0.00 .Capital Transd Operating Services for City's Fixed 1, - 0.00 8,301.44 8,301.44 11000005 CUSA CC,LLC 500085100000 Fixed Route Transit Vehicles 8,301 44 -- -- - Lansca a Maintenance Services to various 1- - -- - --- - 38,275.89 i 38,275.89 11000006 CUSA CC,LLC various Route Vehicles 38,275.89 j 0.00 , - AZTECA LANDSCAPE !various LMD - - 11,105.00 11,105.00 11,105.00 1' Lansca P a Maintenance S MARINA LANDSCAPE INC. various Parks 32,082.69 0.00 11 32,082.69 ices to various 11000009 32,082.69 W N Page 1 of 2 (J7 ATTACHMENT 1 PO# VEND NAME BU - - DESCRIPT- - -AMOUNT �- City- SARA Total City SARA Total _ Relocation Services fort Tenants of P - --- 23,674.74 23,674.74 11000015 j R.A.ATMORE&SONS INC. various services batement and general clean u 23,674.74 _ 1 -- _ - __--Design,Engineering for Installation-of -- 22,660.00 {I - 22,627.50 li 32.50 32.50 110000281 PARSONS TRANSPIORTATION GROUP 1200264408079 Isoundwalls atrSR-23o properties 1,817.83 21,817.803 1,817.83 0.00 GKKWORKS 400121002007 !City Hall/Civic Center 9 2 410,387.04 2,410,387.04 ! 0.00_ Architectural Design&Consulting for New Design,Engineering Alternate Storm Drain 11000029 .2,410,387.04 --- -- -- -- - - -- -- -- _ 1,134.00 I 11000031 iRJR ENGINEERING GROUP 910424115020 IRCHSC 1,134.00 I 1,134.00 0.00 11000032 HARTZOG&CRABILL, INC. 200083100000 Traffic Signal Operations 10,145.00 0.00 10,145.00 10,145.00 11000034 WEST COAST ARBORISTS, INC. 100011000000 Streetlight poles 2,175.23 Banner on SCE 2,175 23 2,175.23 -- - -_ _ - ' 0.00 2,175.23 Lighting Review At Tom Barber Driving _ -- Underground Storage Tank Temporary -2,500.00 - 0.00 jl 2,500.00 11000043 SEAPORT LIGHTING, INC. 220064400000 Range rvi 2,500.00 INC.-I 1 - 9 S P c ---- — -: - - - - _ 0.00 11000044 AMERICAN INTEGRATED SERVICES . 100024105084 Closure. Se ces- i 22,259.63 22,259.63 22,259.63 55,298.00 55 298.00 11000061 SYLVANIA LIGHTING SERVICES CORP Ivan Li htin Re lacement at various facilities 55,298.00 0.00 - --- 0.00 22,660.00 11000074 SHREENAN, KRISTAL various Irrigation monitoring 22,660.00 0.00 22,660.00 1,350.46 1,350.46 11000079 KONICA MINOLTA BUSINESS SOLUTIONS 010057000000 Copier leases g 1,350.46 - p plaster— -- 21,400.00 11000081 MRC, LLC 262084100000 Flood lam man a e_ment services 21,400.00 0.00 3,507.00 3,507.00 11000087CALIFORNIA ROCK PRODUCTS INC. 100078007803 Washed p sand 3,507.00 0.00 I 21,400.00 11000093 CALIFORNIA ROCK PRODUCTS INC. 1100078007818 (washed-plaster sand 1,259.25 0.00 1,259.25 11000095 RYBAK GEOTECHNICAL INC. 400121002007 ,Geotechnical enginnering for Civic Center 24,600.00 24,600..00 1,259.25 _ _ - 24,600.00 Storm Drain Alignment,Analysis&Public 0.00 L P I 6,721.291 9 Y 6,721.29I�I � 0.00 11000.0971FIL PPIIN_ENGINEERING IN_C_. 20026.4408.07.9 Sounndwalll SR-23a ement&Ins Inspection 22.0_,6.7.0_.00 2.20,6.70_.00 220,670.00 _ g p 0.00 Fabrication&installation of handrails& railings _ - 11000098 - 17,825.00 17,825.00 0.00 0.00 THEIRIS INC. 100076207707 _ -- - - - - 9 � 17,825 00 � 11000099I PEDERSEN FENCE&PATIO CO,INC 260583100000 Rail re air to AVRC&Pedestrian bride 8,356.00 8,356.00 8,356.00 Grand Total TOTAL 6,988,724.32 1 4,217,664.99 2,485,472.73 6,703,137.72 285,586.60 0.00 285,586.60 W N Page 2 of 2 Attachment 2 RESOLUTION NO. 2012- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2012/13 OPERATING AND CAPITAL IMPROVEMENT BUDGET TO INCREASE APPROPRIATIONS FOR FISCAL YEAR 2011/12 PURCHASE ORDER CARRY OVER WHEREAS, on June 20, 2012 the City Council adopted the Operating and Capital Improvement Budget for FY 2012/13; and WHEREAS, a staff report has been presented to the Council requesting approval of the budget amendment generated by the FY 2011/12 Purchase Order roll over process completed on July 26, 2012, which resulted in an aggregate increased appropriations of $285,586.60; 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), City Affordable Housing Fund (2201), Park Maintenance District Fund (2400), Gas Tax Fund (2605), Other State/Federal Grant Funds (2609), Engineering/Public Works Fund (2620), Local Transit Programs 8c Fund (5000) and several Assessment District Funds; and WHEREAS, Exhibit "A" hereof describes said budget amendments and the resultant impacts 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 $285,586.60 per Exhibit "A" and encumbering said funds for FY 2011/12 Purchase Order carried over to FY 2012/13 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 19th day of September, 2012. Janice S. Parvin, Mayor 327 ATTEST: Maureen Benson, City Clerk Attachment: Exhibit "A" — Budget Amendment 328 Exhibit A BUDGET AMENDMENT to Various City Funds for the FY 2011/12 Purchase Order Encumbrances Carried Over to FY 2012/13 FY 2012/13 FUND ALLOCATION FROM: FUND ACCOUNT NUMBER Amount Internal Service Fund 0100-5500 1,350.46 General Fund 1000-5500 36,813.68 Library Fund 1010-5500 12,445.00 Traffic Safety 2000-5500 10,145.00 Traffic System Mgt 2001-5500 34,165.56 Community Development 2200-5500 2,500.00 City Affordable Housing 2201-5500 10,790.80 AD City-wide 2300-5500 2,030.00 84-2 Pecan Ave T2851 2301-5500 180.00 84-2 Steeple Hill T2865 2302-5500 9,421.58 84-2 Pheasant T3019/3525 2305-5500 1,396.00 84-2 Mountain Meadows PC3 2310-5500 9,564.00 84-2 Carlsberg 2312-5500 19,018.48 01-2 Toll BrosT4928 2315-5500 8,432.00 01-3 Cabrillo T5161 2316-5500 360.00 07-1 Pardee Homes T5045 2322-5500 20,367.74 Park Maintenance District 2400-5500 27,586.69 Gas Tax 2605-5500 10,583.84 Other State&Federal Grants 2609-5500 34,624.00 Engineering-Public Works 2620-5500 21,400.00 Local Transit Programs 8c 5000-5500 12,411.77 TOTAL 285,586.60 329 Exhibit A DISTRIBUTION OF APPROPRIATION TO EXPENDITURE ACCOUNTS: Budget Unit/Account Number Current Budget Revisions Adjusted Budget 010057000000-9211 $26,000.00 $1,350.46 $27,350.46 100011000000-9102 $6,500.00 $2,175.23 $8,675.23 100024100000-9103 $13,000.00 $32.50 $13,032.50 100024105038-9252 $0.00 $800.00 $800.00 100024105063-9252 $0.00 $366.96 $366.96 100024105064-9252 $0.00 $540.16 $540.16 100024105073-9252 $0.00 $590.16 $590.16 100024105074-9252 $1,100.00 $965.16 $2,065.16 100024105075-9252 $600.00 $400.00 $1,000.00 100024105078-9252 $0.00 $850.00 $850.00 100024105081-9252 $0.00 $386.88 $386.88 100024105084-9252 $0.00 $586.88 $586.88 100076200000-9252 $60,700.00 $5,197.50 $65,897.50 100076200000-9331 $1,400.00 $625.00 $2,025.00 100076202012-9252 $0.00 $8,229.00 $8,229.00 100078007803-9331 $0.00 $3,507.00 $3,507.00 100078007808-9504 $0.00 $1,269.00 $1,269.00 100078007818-9331 $0.00 $1,259.25 $1,259.25 100078007818-9504 $0.00 $1,087.00 $1,087.00 100078007820-9331 $5,520.00 $5,520.00 $11,040.00 100079007905-9504 $0.00 $2,426.00 $2,426.00 101076200000-9252 $12,500.00 $12,445.00 $24,945.00 200083100000-9253 $50,000.00 $10,145.00 $60,145.00 200185108071-9102 $174,000.00 $34,165.56 $208,165.56 220064400000-9205 $20,000.00 $2,500.00 $22,500.00 220124205028-9252 $900.00 $140.16 $1,040.16 220124205029-9252 $1,100.00 $190.16 $1,290.16 220124205041-9252 $1,100.00 $885.00 $1,985.00 220124205042-9252 $1,100.00 $885.00 $1,985.00 220124205049-9252 $1,700.00 $950.00 $2,650.00 220124205050-9252 $1,700.00 $950.00 $2,650.00 220124205051-9252 $900.00 $490.16 $1,390.16 220124205054-9252 $1,100.00 $885.00 $1,985.00 220124205055-9252 $17 300.00 $885.00 $2,185.00 220124205058-9252 $1,100.00 $885.00 $1,985.00 330 Exhibit A Budget Unit/ Account Number Current Budget Revision Amended Budget 220124205060-9252 $500.00 $250.00 $750.00 220124205066-9252 $1,200.00 $990.16 $2,190.16 220124205070-9252 $2,000.00 $1,490.16 $3,490.16 220124205080-9252 $0.00 $215.00 $215.00 220124205082-9252 $500.00 $350.00 $850.00 220124205083-9252 $500.00 $350.00 $850.00 230079007901-9252 $12,500.00 $610.00 $13,110.00 230079007901-9330 $30,000.00 $1,420.00 $31,420.00 230179007901-9330 $700.00 $180.00 $880.00 230279007901-9331 $13,900.00 $2,694.00 $16,594.00 230279007905-9504 $0.00 $6,727.58 $6,727.58 230579007901-9331 $16,000.00 $1,396.00 $17,396.00 231079007901-9330 $12,000.00 $2,190.00 $14,190.00 . 231079007901-9331 $58,500.00 $7,374.00 $65,874.00 231279007901-9252 $20,000.00 $6,900.00 $26,900.00 231279007901-9330 $10,000.00 $720.00 $10,720.00 231279007901-9331 $15,000.00 $5,158.00 $20,158.00 231279007905-9504 $0.00 $6,240.48 $6,240.48 231579007901-9330 $10,000.00 $90.00 $10,090.00 231579007901-9331 $33,500.00 $3,258.00 $36,758.00 231579007905-9504 $0.00 $5,084.00 $5,084.00 231679007901-9330 $500.00 $360.00 $860.00 232279007901-9252 $42,000.00 $4,046.74 $46,046.74 232279007901-9331 $201,200.00 $7,276.00 $208,476.00 232279007905-9504 $0.00 $9,045.00 $9,045.00 240078007801-9331 $15,840.00 $1,135.56 $16,975.56 240078007802-9331 $1,680.00 $630.87 $2,310.87 240078007803-9331 $145,500.00 $9,841.53 $155,341.53 240078007804-9331 $3,300.00 $378.52 $3,678.52 240078007805-9331 $5,340.00 $504.69 $5,844.69 240078007806-9331 $10,560.00 $1,009.39 $11,569.39 240078007807-9331 $11,700.00 $1,009.39 $12,709.39 240078007808-9331 $21,600.00 $2,942.43 $24,542.43 240078007809-9331 $10,560.00 $757.04 $11,317.04 240078007810-9331 $16,920.00 $1,514.08 $18,434.08 240078007811-9331 $16,920.00 $1,261.73 $18,181.73 240078007812-9331 $16,872.00 $1,387.91 $18,259.91 331 Exhibit A Budget Unit/Account Number Current Budget Revision Amended Budget 240078007813-9331 $9,600.00 $757.04 $10,357.04 240078007814-9331 $1,440.00 $252.35 $1,692.35 240078007815-9331 $13,740.00 $1,009.39 $14,749.39 240078007816-9331 $2,220.00 $504.69 $2,724.69 240078007818-9331 $14,580.00 $2,059.21 $16,639.21 240078007819-9331 $960.00 $252.35 $1,212.35 240078007850-9331 $1,500.00 $378.52 $1,878.52 260583100000-9102 $0.00 $8,356.00 $8,356.00 260583100000-9253 $0.00 $2,227.84 $2,227.84 260976200000-9252 $0.00 $34,032.00 $34,032.00 260976207704-9252 $0.00 $592.00 $592.00 262084100000-9103 $50,000.00 $21,400.00 $71,400.00 500085100000-9254 $130,000.00 $8,301.44 $138,301.44 500085108071-9102 $40,000.00 $4,110.33 $44,110.33 TOTAL $1,404,652.00 $285,586.60 $1,690,238.60 Finance Approval: 332