HomeMy WebLinkAboutAGENDA REPORT 2011 0914 CC SPC ITEM 10H ITEM 10.H.
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MOORPARK CITY COUNCIL ACTION:. _
AGENDA REPORTP..1L:__ -
TO: Honorable City Council
FROM: Ron Ahlers, Finance Director
DATE: August 30, 2011 (City Council Special Meeting of 9/14/2011)
SUBJECT: Consider Resolution Amending FY 2011112 Budget to Increase
Appropriations for FY 2010/11 Purchase Order Carry Over
SUMMARY
Staff is requesting approval of the attached Resolution to increase the FY 2011/12
Adopted Budget by $618,118.25. This amount is the result of the carry forward of FY
2010/11 Purchase Orders (PO) for goods and services, not related to Capital
Improvement Projects (CIP), into FY 2011/12.
DISCUSSION
On June 15, 2011 the City Council adopted the FY 2011/12 Operating and Capital
Improvement Budget for the City of Moorpark. The original adopted appropriation was
$48.1M, which includes $20.8M for CIP. Resolution 2011-3035 granted the City
Manager the authority to amend the CIP budget after final accounting of FY 2010/11
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.
Staff realized that there were some commitments entered into by the City to purchase
goods or services in the prior year. Funds were accordingly encumbered and PO were
issued. But the timing of delivery for such goods and services went beyond June 30,
2011 and could not be recorded as accrued expenses in FY 2010/11. Therefore, these
transactions should be paid in FY 2011/12. The PO roll over process will cancel any
remaining encumbrance balance in prior year, move the appropriations and re-establish
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Honorable City Council
September 14, 2011
Page 2
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 5 and the action effectively increased the FY 2011/12 Adopted Budget.
Attachment 1 lists all affected PO.
FISCAL IMPACT
The total roll-over increased the City's appropriations by $618,118.25 and impacted the
following funds/departments:
Fund/Division Adopted Budget Adjusted
Budget Amendment Budget
0100-3120 Internal Service Fund/Information 0.00 31,136.64 31,136.64
Systems
1000-1100 General Fund/City Council 221,745.00 36,000.00 257,745.00
1000-3100 General Fund/City Clerk 464,414.00 20,139.50 484,553.50
1000-7620 General Fund/Facilities 735,393.00 95,481.00 830,874.00
1000-7800 General Fund/Park Maintenance 1,431,654.00 31,406.00 1,463,060.00
1000-7900 General Fund/LMD 152,866.00 73,909.00 226,775.00
1000-8100 General Fund/Public Works 200,610.00 44,074.82 244,684.82
1010-7620 Library Fund/Library 67,050.00 5,200.00 72,250.00
2300-7900 AD City-wide/LMD 509,340.00 6,718.00 516,058.00
2302-7900 84-2 Steeple Hill T2865/LMD 105,681.00 39,839.00 145,520.00
2308-7900 84-2 Home Acres Buffer/LMD 47,771.00 2,280.00 50,051.00
2312-7900 84-2 Carlsberg/LMD 274,877.00 40,706.00 315,583.00
2315-7900 01-2 Toll Bros T4928/LMD 175,062.00 66,946.00 242,008.00
2322-7900 07-1 Pardee Homes T50451LMD 792,770.00 113,103.00 905,873.00
2605-8310 Gas Tax Fund/Street Maintenance 1,121,513.00 2,817.25 1,124,330.25
2609-2210 Other State/Federal 12,000.00 7,235.16 19,235.16
Grants/Emergency Mgt
4003-9200 Equipment Replacement 0.00 1,126.88 1,126.88
Fund/Public Safety
Grand Total 6,312,746.00 618,118.25 6,930,864.25
STAFF RECOMMENDATION (Roll Call Vote)
Adopt Resolution No. 2011-
Attachments: 1 - FY 2010/11 PO Carried Over to FY 2011/12
2 - Resolution No. 2011-
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Honorable City Council
September 14, 2011
Page 3 ATTACHMENT 1
FY 2010111 Purchase Orders Carried Over to FY 2011112
PO No. Vendor Budget Unit Description CIP Related Non-CIP Related
100000043 BEAUDRY MOTORS INC. 400392000000 Kawasaki Motorcycle 1,126.88
HVAC Maintenance Service at Various
100000060 AMERICAN BUILDING COMFORT various Facilities 4,450.00
100000061 TAFT ELECTRIC COMPANY,INC. 100076202005 Electrical Services-PSC 500.00
Citywide Survey Assessment Engineer
100000062 SCI CONSULTING GROUP 100011000000 Planning Consulting Services 36,000.00
Traffic Signal Design&Maintenance;
Construction Service for Collins&
100000066 HARTZOG&CRABILL,INC. various University Drives 7,049.39 2,81725
100000072 DMA GREENCARE CONTRACTING INC. 100078007803 AVCP Turf Renovation Project 5,488.00
PACIFIC COAST SOUND& Installation of New CD Player&Speakers
100000076 COMMUNICATION 100076207701 atAVRC 4,158.00
100000077 HYDROPOINT DATA SYSTEMS INC. various Installation of Central Irrigation System 346,818.00
100000079 CVE ENGINEERING,INC 230879007901 Surveying Services at Shad ride Drive 2,280.00
100000081 CITIES DIGITAL INC. 100031000000 Laserfiche 20,139.50
Floor Tile Replacement-Community
100000084 ALPINE INTERIORS INC. 100076200000 Center 15,180.00
Installation of Fire Sprinkler System at City
100000085 NEUMANN,ERIC 100076200000 Hall Annex II Building 34,650.00
Asbestos Removal Services at Community
100000086 VENTURA ASBESTOS CONTROL,INC. 100076200000 Facilities 15,510.00
Tree Replacement,Wall Planting&Median
100000087 REICHL,RONALD various Island Drainage 20,321.00
100000088 IWANSKY,DAVID S. 101076200000 Flourescent Lighting Retrofit at the Library 4,950.00
Microsoft Exchange&Windows Server
100000090 COMPUCOM SYSTEMS INC. 010031200000 Licenses 15,838.64
100000091 COMPUWAVE 010031200000 VMWare Licenses&Support 15,298.00
100000092 COMPUWAVE 260922100000 EOC Computer Monitors 786.62
100000093 DELL MARKETING L.P. 260922100000 EOC Computer Desktops 6,448.54
100000095 FORBESS CONSULTING GROUP,INC 100076200000 Asbestos Abatement Monitoring 2,500.00
Installation of Security Alarm System at
Annex,Development Services&
100000096 BAY ALARM COMPANY 100076200000 Community Center Buildings 14,658.00
Painting Services at Moorpark Active Adult
100000097 KIM,PAUL 100076200000 Center 4,125.00
LOMC and Additional Surveying,
09000029 MRC,LLC 100081000000 Coordination&Flood Analysis 44,074.82
Mountain Trail St/Spring Rd Pavement
100000015 NYE&NELSON INC 260483108083 Rehabilitation 5,948.04
100000024 1BARNHART BALFOUR BEATTY 290524105020 Construction Management-RCHSC 908,152.34
Civil Engineering Design for Princeton
100000026 PENFIELD&SMITH various Widening Project 142.914.99
100000039 JENSEN DESIGN&SURVEY INC. 290524105020 Surveying Services-RCHSC 37,898.75
100000040 TESTING ENGINEERS SOUTHWEST INC. 290524105020 Materials Testing-RCHSC 154,900.50
100000041 JOHN S.BASCOM INC. 290524105020 Site Utilities&Building Plumbing-RCHSC 694,732.65
100000042 DAMAR CONSTRUCTION INC. 290524105020 Grading&Paving-RCHSC 265,636.45
100000045 TAFT ELECTRIC COMPANY,INC 290524105020 Electrical-RCHSC 828,643.95
100000046 BEST CONTRACTING SERVICES INC 290524105020 Roofing-RCHSC 343,161.00
100000047 STEELCON INC. 290524105020 Structural Steel&Metals-RCHSC 674,040.00
100000048 CVE ENGINEERING,INC. 261285108073 Metrolink Security Wall Survey Stalking 200.00
100000050 FYR LANDSCAPING INC. 400424105020 Landscape&Irrigation-RCHSC 114,200.00
100000051 BONTERRA CONSULTING LLC 280021002007 Preparation of EIR-Civic Center 301,861.32
JOHN PENCE BUILDING SPECIALTIES
100000053 INC 400424105020 Site Improvements Specialties-RCHSC 60,304.00
100000054 STANDARD DRYWALL INC. various Site Improvements Finishes-RCHSC 2,148,992.00
Site Improvements Glass&Glazing-
100000057 CENTER GLASS COMPANY 400424105020 RCHSC 198,000.00
Site Improvements Flooring&Ceramic
100000058 RELIABLE FLOOR COVERING INC 400424105020 Flooring-RCHSC 332,960.00
ENVIRONMENTAL HEATING/AIR
100000059 CONDITION 1290524105020 1 HVAC&Fire Sprinklers-RCHSC 711,238.00
ITraffic Signal&Intersection Light System
100000064 TAFT ELECTRIC COMPANY,INC. 400083108078 Collins&University Drives 3,346.94
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Honorable City Council
September 14, 2011
Page 4 ATTACHMENT 1
FY 2010/11 Purchase Orders Carried Over to FY 2011112
PO No. Vendor Budget Unit Description CIP Related Non-CIP Related
100000065 K&Z CABINET CO.INC 400424105020 Finish Carpentry&Casework-RCHSC 153,700.00
Construction of Security/Retaining Wall at
100000073 FALCON BUILDERS,INC 500085108073 300 High Street 5,200.00
100000083 IBEST CONTRACTING SERVICES INC 290524105020 1 Site Improvements-Sheet Metal 96,385.00
Site Improvement-Concrete,CMU,
100000089 SANTA CLARITA CONCRETE various Furnishings 1,669,000.00
100000098 REICHL,RONALD 261285108073 Metrolink Parking Lot Tree Planting 734.50
Demolition of Structures-1083 Walnut
110000022 NYE&NELSON INC various Can on Rd&112 First St 16,094.00
08000053 HARTZOG&CRABILL.INC 400083108078 Traffic Signal at Collins&University Drives 3,515.00
Planning&Design Mgt to Underground
09000014 BJ PALMER&ASSOCIATES 200183108066 Utilities 10,162.50
09000030 BEACON INTEGRATED PROF RESOURCE 250183108013 Property Acquisitions-LA Ave Widening 80,270.67
Property Acquisitions-Princeton Ave
09000031 BEACON INTEGRATED PROF RESOURCE 250183108012 Widening 196.76
09000032 AECOM USA INC. 250183108013 Technical Services-LA Ave Widening 41,173.08
09000033 MANHOLE ADJUSTING,INC. various Pavement Rehabilitation Project 5,775.32
09000038 KOA CORPORATION 200283108061 Street Design-North Hills Parkway 1,195,362.68
Grand Total 11,211,749.83 618,118.25
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ATTACHMENT 2
RESOLUTION NO. 2011-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL
YEAR 2011/12 OPERATING AND CAPITAL
IMPROVEMENT BUDGET TO INCREASE
APPROPRIATIONS FOR FISCAL YEAR 2010/11
PURCHASE ORDER CARRY OVER
WHEREAS, on June 15, 2011 the City Council adopted the Operating and
Capital Improvement Budget for FY 2011/12; and
WHEREAS, a staff report has been presented to the Council requesting approval
of the budget amendment generated by the FY 2010/11 Purchase Order roll over
process completed on August 5, 2011, which resulted in an aggregate increased
appropriations of $618,118.25; and
WHEREAS, the Purchase Order carry over impacted various funds including, the
Internal Service Fund (0100), General Fund (1000), Library Services Fund (1010), Gas
Tax Fund (2605), Other State/Federal Grant Funds (2609), Equipment Replacement
Fund (4003) 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 $618,118.25 per Exhibit "A"
and encumbering said funds for FY 2010/11 Purchase Order carried over to FY 2011/12
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 14th day of September, 2011.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Attachment: Exhibit "A" — Budget Amendment
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Exhibit A
BUDGET AMENDMENT to
Various City Funds for the FY 2010/11 Purchase Order
Encumbrances Carried Over to FY 2011/12
FY 2011/12
FUND ALLOCATION FROM:
FUND ACCOUNT NUMBER AMOUNT
Intemal Service Fund 0100-5500 $31,136.64
General Fund 1000-5500 $301,010.32
Library Services Fund 1010-5500 $5,200.00
AD City-wide Fund 2300-5500 $6,718.00
84-2 Steeple Hill T2865 Fund 2302-5500 $39,839.00
84-2 Home Acres Buffer Fund 2308-5500 $2,280.00
84-2 Carlsberg Fund 2312-5500 $40,706.00
01-2 Toll Bros T4928 Fund 2315-5500 $66,946.00
07-1 Pardee Homes T5045 fund 2322-5500 $113,103.00
Gas Tax fund 2605-5500 $2,817.25
Other State/Federal Grant Fund 2609-5500 $7,235.16
Equipment Re lacement Fund 4003-5500 $1,126.88
TOTAL $618,118.25
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DISTRIBUTION OF APPROPRIATION TO EXPENDITURE ACCOUNTS:
Account Number Current Budget Revision Amended Budget
0100-3120-0000-9201 $30,000.00 $31,136.64 $61,136.64
1000-1100-0000-9103 $64,000.00 $36,000.00 $100,000.00
1000-3100-0000-9103 $15,000.00 $20,139.50 $35,139.50
1000-7620-0000-9103 $0.00 $18,010.00 $18,010.00
1000-7620-0000-9252 $57,500.00 $70,613.00 $128,113.00
1000-7620-2005-9252 $39,100.00 $2,000.00 $41,100.00
1000-7620-7701-9252 $24,000.00 $4,458.00 $28,458.00
1000-7620-8041-9252 $14,400.00 $400.00 $14,800.00
1000-7800-7803-9331 $0.00 $5,488.00 $5,488.00
1000-7800-7808-9504 $0.00 $13,960.00 $13,960.00
1000-7800-7818-9504 $0.00 $11,958.00 $11,958.00
1000-7900-7905-9504 $0.00 $73,909.00 $73,909.00
1000-8100-0000-9103 $5,000.00 $44,074.82 $49,074.82
1010-7620-0000-9252 $12,500.00 $5,200.00 $17,700.00
2300-7900-7901-9252 $12,500.00 $6,718.00 $19,218.00
2302-7900-7905-9504 $0.00 $39,839.00 $39,839.00
2308-7900-7901-9103 $0.00 $2,280.00 $2,280.00
2312-7900-7905-9504 $0.00 $40,706.00 $40,706.00
2315-7900-7905-9504 $0.00 $66,946.00 $66,946.00
2322-7900-7901-9252 $38,000.00 $3,549.00 $41,549.00
2322-7900-7901-9330 $54,000.00 $107054.00 $64,054.00
2322-7900-7905-9504 $0.00 $99,500.00 $99,500.00
2605-8310-0000-9253 $0.00 $2,817.25 $2,817.25
2609-2210-0000-9503 $9,500.00 $7,235.16 $16,735.16
4003-9200-0000-9505 $0.00 $1,126.88 $1,126.88
TOTAL $375,500.00 $618,118.25 $993,618.25
Finance Approval: 6)6-y� *L,,�
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