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Home My WebLink AboutAGENDA REPORT 2017 0906 CCSA REG ITEM 10M ITEM 10.M. CITY OF MOORPARK,CALIFORNIA City Council Meeting of -6- ai ACTION: i., .. l_- MOORPARK CITY COUNCIL AGENDA REPORT SY: TO: Honorable City Council � ' — FROM: Ron Ahlers, Finance Director `� By: Irmina Lumbad, Deputy Finance Director A52--- DATE: August 7, 2017 (City Council Meeting of 9/6/2017) SUBJECT: Consider Resolution Amending Fiscal Year 2017/2018 Budget to Increase Appropriations for FY 2016/2017 Purchase Order Carry Over SUMMARY. Staff is requesting approval of the attached Resolution to increase the FY 2017/2018 Adopted Budget by $507,430.23 This amount is the result of the carry forward of FY 2016/2017 Purchase Orders (PO) for goods and services, not related to Capital Improvement Projects (CIP), into FY 2017/2018. DISCUSSION On June 21, 2017, the City Council adopted the FY 2017/2018 Operating and Capital Improvement Budget for the City of Moorpark. The original adopted appropriation was $63.3 million, which includes $26.9 million for CIP. Resolution No. 2017-3602 granted the City Manager the authority to amend the CIP budget after final accounting of FY 2016/2017 project costs. Generally, 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, 2017 for which invoices have not been submitted as of the last FY 2016/2017 Accounts Payable cycle, will be recorded as accrued expenditures in FY 2016/2017. These accruals will be reversed in FY 2017/2018 and invoices will be paid against the carried over PO. For those commitments where the timing of delivery went beyond June 30, 2017, no accruals will be recorded and these will be processed as FY 2017/2018 467 Honorable City Council September 6, 2017 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 August 4 and the action effectively increased the FY 2017/2018 Adopted Budget by $507,430.23. Attachment 1 lists all affected PO. FISCAL IMPACT The total carry-over amount from FY 2016/2017 to FY 2017/2018 was $4,342,086.59, which includes CIP related PO totaling $3,834,656.36. Thus, a net appropriation increase of $507,430.23 impacted various funds/departments as shown in Attachment 2. STAFF RECOMMENDATION (Roll Call Vote) Adopt Resolution No. 2017- Attachments: 1 — FY 2016/2017 Purchase Orders Carried Over to FY 2017/2018 2 — Summary of Fund/Division Fiscal Impact 3 — Resolution No. 2017- 468 Attachment 1 FY 2016/17 Purchase Orders Carried Over to FY 2017/2018 - Number Vendor Name Description Non-CIP CIP TOTAL 09000014-R1 BJ PALMER&ASSOCIATES CONTRACT#2009-153 $9,755.59 $9,755.59 10000051-R1 BONTERRA CONSULTING LLC 2008-013 $98,326.35 $98,326.35 11000029-R1 GKK WORKS 2015-122 $2,372,322.93 $2,372,322.93 12000027-R1 QWEST COMMUNICATIONS CO.LLC TERM: 7/9/2012-TO COMPLETION $6,178.01 $6,178.01 12000052-R1 SPRINT COMMUNICATIONS CO.LP 2012-187 $24,722.00 $24,722.00 13000050-R1 FILIPPIN ENGINEERING INC. CONTRACT#2013-247 $779.31 $779.31 13000098-R1 VISUAL CONCEPTS LIGHTING INC. CONTRACT#2014-043 $2,000.00 $2,000.00 13000103-R1 BEACON INTEGRATED PROF CONTRACT#2014-059 $75,175.03 $75,175.03 RESOURCE 13000127-R1 LG2WB ENGINEERS INC. CONTRACT#2014-121 DATED 04/25/2014 $62,188.40 $62,188.40 13000128-R1 TETRA TECH, INC. CONTRACT#2014-120 $10,922.94 $10,922.94 13000156-R1 LAWRENCE R.MOSS&ASSOCIATES CONTRACT#2014-179 $893.00 $893.00 14000061-R1 AECOM TECHNICAL SERVICES INC. CONTRACT#2014-353 $432,574.36 $432,574.36 • 14000090-R1 GRIFFITH COMPANY CONTRACT#2016-254 $95,080.16 $95,080.16 14000092-R1 ARCHITERRA INC. CONTRACT#2015-061 $51,825.02 $51,825.02 14000095-R1 PHOENIX CIVIL ENGINEERING INC. CONTRACT#2016-022 $2,546.00 $2,546.00 15000010-R1 RAFEH REAL ESTATE& CONTRACT 2015-115 $10,000.00 $10,000.00 INVESTMENTS INC 15000037-R1 MARIPOSA LANDSCAPES INC. CONTRACT#2014-345;2016-183 $22,129.43 $22,129.43 15000044-R1 SOHAGI LAW GROUP Agreement No.2013-326 dated 12/6/2013 $52,342.00 $52,342.00 15000051-R1 DOUGLAS,JOHN H. Agreement No.2015-138 dated 5/8/2015 $19,750.00 $19,750.00 15000052-R1 STANTEC CONSULTING SERVICES, Contract 2015-024 $80,280.23 $80,280.23 INC. 15000063-R1 LAWRENCE R.MOSS&ASSOCIATES CONTRACT 2015-304 $7,500.00 $7,500.00 15000080-R1 OAKRIDGE GEOSCIENCE INC Agreement 2015-405 $2,870.00 $2,870.00 15000083-R1 TYLER TECHNOLOGIES INC CONTRACT#2015-301 $26,583.82 $26,583.82 15000093-R1 NCM ENGINEERING CORPORATION NEW 114.2061#2015-313 $69,897.14 $69,897.14 15000098-R1 PHOENIX CIVIL ENGINEERING INC. 2016-284 $22,117.35 $22,117.35 15000110-R1 SOHAGI LAW GROUP CONTRACT NOS.2015-192,2016-265 $18,425.46 $18,425.46 15000114-R1 RJR ENGINEERING GROUP LLC ASA16-01 $3,279.59 $3,279.59 15000115-R1 RJR ENGINEERING GROUP LLC TRAFFIC CONTROL PLAN $827.04 . $827.04 15000137-R1 RJR ENGINEERING GROUP LLC Agreement No.2016-070 $22,221.41 $22,221.41 15000138-R1 RJR ENGINEERING GROUP LLC Agreement No.2016-071 $20,386.44 $20,386.44 15000149-R1 WEST COAST ARBORISTS,INC. AGREEMENT NO.2016-233 $46,795.20 $46,795.20 15000150-R1 QUICKNETS COMMUNICATIONS, INC. CONTRACT 2016-243 $4,048.00 $4,048.00 16000007-R1 CLEAN HARBORS ENVIRONMENTAL Contract No.2015-170 $8,077.26 $8,077.26 SERVICE 16000011-R1 ROGERS,ANDERSON,MALODY& CONTRACT#2012-081 DATED 4/19/2012 $4,000.00 $4,000.00 SCOTT 16000012-R1 LIBRARY SYSTEMS&SERVICES,LLC CONTRACT 2016-264 $31,793.60 $31,793.60 16000021-R1 CITY OF THOUSAND OAKS Contract#2014-196 $12,342.68 $12,342.68 16000035-R1 LANDSCAPE STRUCTURES,INC CONTRACT#:2016-296 $12,900.00 $12,900.00 16000038-R1 J&T ENGINEERING AND CONTRACT 2016-297 $1,862.63 $1,862.63 CONSTRUCTION 16000039-R1 OAKRIDGE GEOSCIENCE INC 1000-171-00000-51910 $3,679.36 $3,679.36 16000040-R1 PHOENIX CIVIL ENGINEERING INC. CONTRACT#2016-285 $1,932.25 $1,932.25 16000041-R1 ADJUL CORPORATION CONTRACT 2016-302 $11,155.12 $11,155.12 16000042-R1 SATOW,HEATH CONTRACT 2016-303 $134,125.46 $134,125.46 16000044-R1 OAKRIDGE LANDSCAPE INC CONTRACT NO.2014-286 $6.00 $6.00 16000047-R1 BAY ALARM COMPANY CONTRACT 2016-250 $400.00 $400.00 16000048-R1 BAY ALARM COMPANY AGREEMENT 2016-290 $1,350.00 $1,350.00 16000065-R1 RGSE INC Structural Engineering SVC $17,100.00 $17,100.00 16000069-R1 COLLICUTT ENERGY SERVICES Standby Generator Maintenance and Service $8,015.98 $8,015.98 16000070-R1 CIVIL FORMATIONS,INC. Pedestrian Access Improvements at Civic $13,482.50 $13,482.50 Center 1600084-R1 PHOENIX CIVIL ENGINEERING INC. CONTRACT 2017-027 CONSTRUCT MGT $42,281.00 $42,281.00 (C0014) 1600085-R1 HUMANSCALE CORP. LIBERTY CHAIR FOR MICHAEL RAMIREZ $545.61 $545.61 1600089-R1 PHOENIX CIVIL ENGINEERING INC. AVCP Pavement Rehab Project $30,608.00 $30,608.00 1600090-R1 VENCO WESTERN,INC. Landscape Maintenance $5,400.01 $5,400.01 1600092-R1 AMERICAN BUILDING COMFORT HEATING&HVAC MAINTENANCE $1.00 $1.00 SERVICES 1600093-R1 PIPE DREAMS PLUMBING CO.INC. PLUMBING REPAIRS AT VARIOUS CITY $1.00 $1.00 FACILITIES 469 Attachment 1 FY 2016117 Purchase Orders Carried Over to FY 2017/2018 Number Vendor Name Description Non-CIP CIP TOTAL 1600094-R1 WILLIS CORPORATION MAINTENANCE&REPAIR OF ELECTRIC $1.00 I $1.00 GATES 1600096-R1 T&D ELECTRIC INC. IRRIGATION&SOLAR CONTROLLER $110.00 $110.00 MAINTENANCE&REPAIR 1600097-R1 COOPER ECOLOGICAL MONITORING WILDLIFE BIOLOGICAL SERV FOR HIGH ST $1.00 $1.00 INC. PEPPER TREES 1600098-R1 IWANSKY,DAVID S. ELECTRICAL SERVICES AT VARIOUS CITY $1.00 I $1.00 FACILITIES 1600099-R1 THEIRIS,INC. WELDING SERVICES AT VARIOUS CITY $1.00 $1.00 FACILITIES 1600100-R1 KLEPIC,FREDERICK WADE LOCK AND KEY SERVICES AT VARIOUS $1.00 $1.00 CITY FACILITIES 1600101-R1 CROSS,ERIC MAINTENANCE OF TWO CITY WATER $2,202.00 $2,202.00 FOUNTAINS 1600102-R1 H-M WINDMACHINE COMPANY,LLC BACKFLOW TESTING,REPAIRS,AND $1.00 $1.00 CERTIFICATION 1600111-R1 OAKRIDGE GEOSCIENCE INC CONTRACT#2017-083 $5,206.35 $5,206.35 1600112-R1 BENNER&CARPENTER,INC. PARCEL MAP PREPARATION FOR SOUTH $22,780.00 $22,780.00 SIDE HIGH STREET 1600113-R1 HAHN CONTRACTORS INC. GENERAL LANDSCAPE SERV.AT VARIOUS $1.00 $1.00 CITY PROPERTIES 1600114-R1 ALL AMERICAN ROOFING, INC. ROOFING SERVICES AT VARIOUS CITY $1.00 $1.00 FACILITIES 1600115-R1 MARIPOSA LANDSCAPES INC. TREE MAINTENANCE SERVICES $1.00 $1.00 1600118-R1 MITCH MAKI&JOHN MCKEEHAN CONSTRUCTION SERVICES AT VARIOUS $1.00 $1.00 CITY PROPERTIES 1600121-R1 DIGITAL TELECOMMUNICATIONS NEC VOIP PHONES AND PROGRAMMING $3,227.34 $3,227.34 1600122-R1 KIMLEY-HORN&ASSOCIATES, INC. CONTRACT#2017-128 $94,112.42 $94,112.42 1600123-R1 BEYOND THE OFFICE DOOR LLC AVRC LOBBY FURNITURE $1,100.00 $1,100.00 1600124-R1 GEO PLASTICS,INC. Used Oil Collection Kits $3,730.99 $3,730.99 1600125-R1 QUICK CRETE PRODUCTS CORP VARIOUS CONCRETE PRODUCTS FOR $13,931.78 $13,931.78 PARKS 1600126-R1 FORBESS CONSULTING GROUP,INC Contract/Amedment#2017-179 $2,430.00 $2,430.00 1600128-R1 ARCHITERRA INC. Contract#2017-198 $73,048.00 $73,048.00 1600129-R1 ARCHITERRA INC. Contract#2017-199. $84,756.00 $84,756.00 1600130-R1 APPLE INC iPADS FOR VECTOR AND ANINAL $1,251.85 $1,251.85 CONTROL 1600131-R1 APPLE INC iPADS FOR CITY COUNCIL AND $7,868.53 $7,868.53 DEPARTMENT HEADS 1600132-R1 DURHAM SCHOOL SERVICES,LP Bus Excursion Services $1,133.93 $1,133.93 1600133-R1 JACKSON MANUFACTURERS Book Drops for the Library $8,465.53 $8,465.53 COMPANY INC PO1600075-R EASY OFFICE FURNITURE+ WORKSURFACE,FILE&BOOKCASE $920.20 $920.20 SERVICES LLC $507,430.23 $3,834,656.36 $4,342,086.59 470 Attachment 2 FISCAL IMPACT BY FUND-DIVISION FY 2016/2017 Non-CIP Purchase Order Carried Over to FY 2017/2018 Fund- Adopted Budget Adjusted Budget Division Fund-Division Title 17/18 Adjustment 17/18 1000-134 General Fund- ISD/Cable TV $440,037.00 $7,868.53 $447,905.53 1000-151 General Fund- Finance $1,081,418.00 $3,500.00 $1,084,918.00 1000-161 General Fund- Planning $125,000.00 $73,175.46 $198,175.46 1000-171 General Fund- Facilities $938,187.00 $33,900.59 $972,087.59 1000-231 General Fund- NPDES $150,539.00 $22,221.41 $172,760.41 1000-441 General Fund-AnimalNector $339,727.00 $1,251.85 $340,978.85 1000-521 General Fund - Recreation $1,165,595.00 $1,628.86 $1,167,223.86 1010-171 Library Services- Facilities $63,315.00 $8,465.53 $71,780.53 1010-530 Library Services- Library Srvc $882,322.00 $31,793.60 $914,115.60 2001-430 Traffic System Mgt-Transit $235,094.00 $12,342.68 $247,436.68 2010-541 Community Wide Park Devt- Parks $170,000.00 $30,608.00 $200,608.00 2014-161 LA AOC- Planning $0.00 $59,112.42 $59,112.42 2018-172 Endowment-Prop Maint $2,375,000.00 $22,780.00 $2,397,780.00 2121-422 City Affordable Hsng- City Housing $609,448.00 $10,000.00 $619,448.00 2123-172 Housing Successor- Prop Maint $43,850.00 $1.00 $43,851.00 2123-424 Housing Successor-Housing SA $8,120.00 $500.00 $8,620.00 2200-161 Community Devt- Planning $546,059.00 $920.20 $546,979.20 2300-542 Citywide Assessment District-Landscaping $347,189.00 $1,103.00 $348,292.00 2315-542 Country Club Estates- Landscaping $234,262.00 $84,867.00 $319,129.00 2320-542 Meridian Hills- Landscaping $341,240.00 $895.00 $342,135.00 2321-542 Canterbury& Ivy Lane- Landscaping $13,056.00 $1.00 $13,057.00 2322-542 Moorpark Highlands- Landscaping $854,782.00 $73,048.00 $927,830.00 2390-541 Park Maint District- Parks $2,757,541.00 $15,032.78 $2,772,573.78 2410-445 Solid Waste-AB 939 $282,693.00 $11,808.25 $294,501.25 2414-430 Local TDA Art.8C-Transit $1,096,500.00 $605.07 $1,097,105.07 Grand Total $15,100,974.00 $507,430.23 $15,608,404.23 471 Attachment 3 RESOLUTION NO. 2017 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2017/2018 OPERATING AND CAPITAL IMPROVEMENT BUDGET TO INCREASE APPROPRIATIONS FOR FISCAL YEAR 2016/2017 PURCHASE ORDER CARRY OVER WHEREAS, on June 21, 2017 the City Council adopted the Operating and Capital Improvement Budget for FY 2017/2018; and WHEREAS, a staff report has been presented to the Council requesting approval of the budget amendment generated by the FY 2016/2017 Purchase Order roll over process completed on August 4, 2017, which resulted in an aggregate increase in appropriations of $507,430.23; and WHEREAS, the Purchase Order carry over impacted various funds including, the General Fund (1000), Library Services (1010), Traffic System Management (2001), Community Wide Park Development (2010), Los Angeles Area of Contribution (2014), Endowment (2018), City Affordable Housing (2121), Housing Successor (2123), Community Development (2200), AD 84-2 Citywide Lighting and Landscape Maintenance District (2300), Country Club Estates (2315), Meridian Hills (2320), Canterbury and Ivy Lane (2321), Moorpark Highlands (2322), Park Maintenance District (2390), Solid Waste (2410), and Local Transit Programs 8c (2414); 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 $507,430.23 for FY 2016/2017 Purchase Order carried over to FY 2017/2018 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 6th day of September, 2017. Janice S. Parvin, Mayor 472 ATTEST: Maureen Benson, City Clerk Attachment: Exhibit "A" — Budget Amendment 473 Exhibit A BUDGET AMENDMENT to Various City Funds for the FY 2016/2017 Purchase Order Encumbrances Carried Over to FY 2017/2018 FY 2017/2018 FUND ALLOCATION FROM: FUND ACCOUNT NUMBER AMOUNT General Fund 1000-000-00000-33990 $143,546.70 Library Services 1010-000-00000-33990 $40,259.13 Traffic System Mgt 2001-000-00000-33990 $12,342.68 Community Wide Park Developmer 2010-000-00000-33990 $30,608.00 Los Angeles AOC 2014-000-00000-33990 $59,112.42 Endowment Fund 2018-000-00000-33990 $22,780.00 City Affordable Housing 2121-000-00000-33990 $10,000.00 Housing Successor 2123-000-00000-33990 $501.00 Community Development 2200-000-00000-33990 $920.20 AD 84-2 Citywide 2300-000-00000-33990 $1,103.00 Country Club Estates 2315-000-00000-33990 $84,867.00 Meridian Hills 2320-000-00000-33990 $895.00 Canterbury & Ivy Lane 2321-000-00000-33990 $1.00 Moorpark Highlands 2322-000-00000-33990 $73,048.00 Park Maintenance District 2390-000-00000-33990 $15,032.78 Solid Waste 2410-000-00000-33990 $11,808.25 Local Transit Program 8c 2414-000-00000-33990 $605.07 TOTAL $507,430.23 DISTRIBUTION OF APPROPRIATION TO EXPENDITURE ACCOUNTS: ADOPTED ADJUSTED BUDGET UNIT BUDGET ADJUSTMENT BUDGET 1000-134-00000-52050 $40,000.00 $178.53 $40,178.53 1000-134-G0019-52050 $0.00 $7,690.00 $7,690.00 1000-151-00000-51000 $252,000.00 $3,500.00 $255,500.00 1000-161-00000-51000 $169,750.00 $54,750.00 $224,500.00 . 1000-161-00000-51040 $50,000.00 $18,425.46 $68,425.46 1000-171-F0001-53000 $988,790.00 $10.00 $988,800.00 1000-171-F0002-53000 $0.00 $17,100.00 $17,100.00 1000-171-F0007-53000 $45,000.00 $545.61 $45,545.61 1000-171-F0009=53000 $394,080.00 $8,058.98 $402,138.98 474 Exhibit A ADOPTED ADJUSTED BUDGET UNIT BUDGET ADJUSTMENT BUDGET 1000-171-L0002-53000 $24,114.00 $4,006.00 $28,120.00 1000-171-L0005-53000 $18,750.00 $4,180.00 $22,930.00 1000-231-00000-51000 $469,000.00 $22,221.41 $491,221.41 1000-441-P0001-52050 $2,400.00 $1,251.85 $3,651.85 1000-521-00000-52020 $8,000.00 $1,100.00 $9,100.00 1000-521-E0009-52000 $52,800.00 $528.86 $53,328.86 1010-171-00000-53000 $37,862.00 $8,465.53 $46,327.53 1010-530-00000-52050 $393,711.00 $31,793.60 $425,504.60 2001-430-P0011-54020 $60,000.00 $12,342.68 $72,342.68 2010-541-M0032-53000 $0.00 $30,608.00 $30,608.00 2014-161-00000-51000 $0.00 $59,112.42 $59,112.42 2018-172-L0007-51000 $40,000.00 $22,780.00 $62,780.00 2121-422-P0019-51000 $9,500.00 $10,000.00 $19,500.00 2123-172-L0025-53000 $5,600.00 $1.00 $5,601.00 2123-424-00000-51000 $8,000.00 $500.00 $8,500.00 2200-161-00000-52050 $40,000.00 $920.20 $40,920.20 2300-542-P0004-51000 $39,000.00 $1,101.00 $40,101.00 2300-542-P0004-53000 $381,688.00 $2.00 $381,690.00 2315-542-P0004-51000 $264,450.00 $84,756.00 $349,206.00 2315-542-P0004-53000 $122,154.00 $111.00 $122,265.00 2320-542-P0004-51000 $0.00 $893.00 $893.00 2320-542-P0004-53000 $228,982.00 $2.00 $228,984.00 2321-542-L0071-53000 $2,087.00 $1.00 $2,088.00 2322-542-P0004-51000 $141,450.00 $73,048.00 $214,498.00 2390-541-R0030-52050 $0.00 $8,991.84 $8,991.84 2390-541-R0030-53000 $255,892.00 $4,939.94 $260,831.94 2390-541-R0180-53000 $10,500.00 $1,101.00 $11,601.00 2410-445-P0002-51000 $53,000.00 $8,077.26 $61,077.26 2410-445-P0003-52050 $7,600.00 $3,730.99 $11,330.99 2414-430-P0011-51000 $195,000.00 $605.07 $195,605.07 Grand Total $4,811,160.00 $507,430.23 $5,318,590.23 Finance Approval: 3 -- 475