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CC RES 2003-065RESOLUTION NO. 2003-65 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES, AMENDING RESOLUTION 2002 -45, THE BUDGET APPROPRIATION FOR FISCAL YEAR 2002 -20039 TO REDUCE THE BUDGET FOR THE APPROVED CONTINUING APPROPRIATIONS. WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council: and WHEREAS, on June 3, 2002, the City Council of the City of Rancho Palos Verdes adopted Resolution 2002 -45, approving a spending plan and authorizing a budget appropriation for FY02 - 03: and WHEREAS, certain projects included in the FY02 -03 budget will be carried over as continuing appropriations to FY03 -04 (listed in the attached Exhibit A); and WHEREAS, the City Council desires that the FY02 -03 budget be reduced for each of the continuing appropriations carried over to FY03 -04. BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES: The following adjustments be made to the FY02 -03 budget per the attached Exhibit A: Decrease the General fund budaet as follows: City Council #001 - 101 -35 Professional/Technical $ 5,000 Comm Outreach #001 - 105 -50 Operating Supplies $ 91800 Comm Outreach #001 - 105 -71 Meetings /Conferences $ 14,500 Finance #001 - 120 -35 Professional/Technical $ 72,740 Info Technology #001 - 130 -86 Computer Equipment $ 66,000 Emergency Prep #001 - 230 -35 Profess iona I/Tech n ical $ 46,100 Emergency Prep #001 - 230 -50- Operating Supplies $ 10,900 Public Works Adm #001 - 301 -35 Professional/Technical $ 67,600 Public Works Adm #001 - 301 -54 Printing & Binding $ 1,500 Building Maint #001 - 340 -30 Maintenance $ 50,500 Parks/Trails Maint #001 - 341 -30 Maintenance $ 62,000 Planning #001 - 401 -35 Professional/Technical $ 341,540 Building & Safety #001 - 402 -35 Professional/Technical $ 109000 Recreation Admin #001 - 510 -35 Professional/Technical $ 67,500 Rec Special Events #001 - 540 -50 Operating Supplies $ 10,000 Recreation PVIC #001 - 560 -58 Vehicle & Equipment Rental $ 41000 Decrease the Street Maintenance fund budaet as follows: Street Maintenance # #102 - 302 -30 M Maintenance $ $3049300 Decrease the Community Development Block Grant fund budget as follows: #330 - 930 -35 Professional /technical Capital Projects #110- 910 -35 Professional/Technical $231,200 Capital Projects #110 - 910 -82 Improvements $5829000 Decrease the Recycling fund budget as follows: #781 - 383 -85 Furniture & Equipment Neighborhood Beaut#112- 312 -68 City Grants $ 1219900 Decrease the Proposition A fund budget as follows: Bus Shelter Improv #116- 316 -82 Improvements $ 122000 Decrease the COPS /LLESS fund budget as follows: Wireless Emer Net #117- 217 -78 Miscellaneous $ 11,000 Decrease the Habitat Restoration fund budget as follows: Forrestal Re -Veget #122 - 322 -82 Improvements $ 127,500 Decrease the Abalone Cove Sewer Maintenance District fund budget as follows: Maintenance #125- 325 -82 Improvements $ 21,300 Decrease the Capital Improvement Proiects fund budaet as follows: CIP #330 - 930 -35 Professional /technical CIP #330 - 930 -82 Improvements Decrease the Equipment Replacement fund budget as follows: Computer Equip #781 - 382 -86 Computer Equipment Furniture & Equip #781 - 383 -85 Furniture & Equipment Decrease the Building Replacement fund budget as follows: Cable TV Rehab #786- 386 -82 Improvements PASSED, APPROVED, AND ADOPTED THE 19th DAY OF UG ST 20C3. WAr(A �M��M Attest: Mayor r City Clerk State of California ) County of Los Angeles )ss City of Rancho Palos Verdes ) $507,925 $378647975 $ 72,700 $ 223,100 $ 16,200 I, JO PURCELL, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2003 -65 was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on August 19, 2003. City Clerk Resolution No. 2003 -65 Page 2of2 Continuing Appropriations (Attachment A) Page 1 of 7 FY02 -03 Account Description Acct# Budget Spent Carryover Carryover Item Description Justification The City is currently awaiting one final invoice related to this project. Although the invoice has been estimated at approximately $1,200, staff proposes to carry forward the entire unspent City Council Professional Services 001 - 101 -35 57000 0 5,000 Aircraft Noise Monitoring appropriation to provide for any contingencies. Staff proposes to carry forward this unspent appropriation for the City's 30th Anniversary 001 - 105 -50 Barbeque on September 6, 2003 and Dinner Community Outreach Operating Supplies & Meetings /Conferences 001 - 105 -71 367560 127233 247300 30th Anniversary Celebration Dance on October 17, 2003. The cost based fee study was initiated during May 2003. Staff expects the study will be completed during Fall 2003 and will likely present the study Finance Professional Services 001- 120 -35 257000 0 25,000 Cost Based Fee Study results to City Council soon thereafter +G26. Staff requests a carryover of the unspent financing professional services budget for three activities: 1) Retaining a financial advisor to guide staff, the FAC and the City Council through the financing alternatives project; 2) An engineering cost study for a storm drain fee; and 3) A Franchise Tax Compliance review of two Finance Professional Services 001- 120 -35 507000 27260 47,740 Financing professional services franchise holders. Finance Program 120 Subtotals 75,000 27260 72,740 The continuance of the appropriation will enable the acquisition of software licenses as well as user training and implementation for a Information Technology Computer Equipment 001 - 130 -86 327000 0 327000 GIS Software for PBCE & Public Works Geographical Information System ( "GIS "). The continuance of the appropriation would enable the acquisition of a document imaging licenses to begin electronic archival of permanent Information Technology Computer Equipment 001 - 130 -86 347000 0 34,000 Document Imaging Solution documents in the City Clerk program. Information Technology Program 130 Subtotals 66,000 0 66,000 During FY02 -03, the Emergency Preparedness Task Force formed recommendations for the City. Staff anticipates the recommendations will be implemented during FY03 -04 with assistance from Emergency Preparedness Professional Services 001 - 230 -35 477800 17683 46,100 Emergency Preparedness Committee Consultant a consultant. During FY02 -03, the City's Emergency Preparedness Task Force recommended the City create off -site caches of emergency supplies. Staff proposes carrying forward the unspent Emergency Preparedness Supplies 001 - 230 -50 127298 17396 10,900 Emergency Supplies allocation to purchase the off -site cache supplies. Emergency Preparedness Program 230 Subtotals 60,098 31078 57,000 Ongoing project management is required for several projects including: 1) The proposed PVIC City Council Chamber; 2) The NPDES Permit; 3) The Girls Softball Feasibility Study; and 4) The Public Works Administration Professional Services 001 - 301 -35 457367 157407 17,600 Engineering Services Enrose Storm Drain investigation. Upon implementation of the digitized topographical maps and creation of the GIS base layer of parcel information, the proposed carry forward would enable creation of several layers of Public Works data (e.g. storm drains, signs, Public Works Administration Professional Services 001 - 301 -35 50,000 0 50,000 GIS Implementation of Public Works data trees). Continuing Appropriations (Attachment A) Page 2 of 7 FY02 -03 Account Description Acct# Budget Spent Carryover Carryover Item Description Justification The neighborhood traffic impact notification cards are in process of being re- designed with the City's logo. This unspent appropriation will pay for the Public Works Administration Printing 001- 301 -54 17500 0 1,500 Traffic Impact Postcard Notification re- design. Public Works Administration Program 301 Subtotals 96,867 15,407 69,100 Staff proposes to carry forward this unspent appropriation for several uncompleted minor Building Maintenance 001 - 340 -30 767766 267222 50,500 One -Time Maintenance Projects modifications to offices at City Hall. The County provided catch basin cleaning and repair services in City parking lots during FY02 -03 Parks & Trails Maintenance 001- 341 -30 287600 77164 20,000 Catch Basin Cleaning & Repair - City Parking Lots and has not yet invoiced the City. Staff proposes to carry forward this unspent appropriation for small one -time maintenance Parks & Trails Maintenance 001- 341 -30 907915 237436 25,000 One -Time Maintenance Projects projects at the City's park sites. The County provided weed abatement services on undeveloped City properties during FY02 -03 and Parks & Trails Maintenance 001- 341 -30 337400 197826 17,000 Weed Abatement has not yet invoiced the City. Parks & Trails Maintenance Program 341 Subtotals 152,915 50,427 62,000 Staff requests a continuance of the planning appropriation to continue work on the Conceptual Planning Professional Services 001 - 401 -35 327940 0 32,940 Conceptual Trails Plan Trails Specific Plan. In 2002, the City began a General Plan Update process. As a first step toward updating the General Plan the City Council created a 15- member General Plan Update Steering Committee with the purpose of determining whether the existing 28 Goals and 190 Policies of the General Plan need revision. The Committee has been reviewing the General Plan since late 2002. Staff estimates the Committee has completed approximately 50% of their review. When the review is complete, the Committee will recommend revisions and additions to the General Plan. Staff believes that upon receiving the recommendations, the services of a consultant will be needed to assist staff in executing authorized revisions to the General Plan. Staff anticipates the Committee will complete its review and make recommendations Planning Professional Services 001- 401 -35 2007000 0 2007000 Master Planning to the Council during FY03 -04. The third and final phase of the Natural Community Conservation Plan (NCCP), including completion of the EIR and Implementing Agreement, was initiated during FY02 -03. Completion of the NCCP is projected to occur in FY03 -04. Once the City's NCCP is finalized and approved by the Resource Agencies, and the associated land acquitsion transcations completed, the City will begin implementation of the Plan and managment of the habitat Planning Professional Services 001 - 401 -35 1667256 67,638 98,600 NCCP preserve.G63 Continuing Appropriations (Attachment A) Page 3 of 7 FY02 -03 Account Description Acct# Budget Spent Carryover Carryover Item Description Justification On February 4, 2003, the City Council reviewed and approved the City's strategy for the Portuguese Bend acquisition. As part of the approved strategy, the City Council agreed to retain the services of a state lobbyist to assist the City's efforts in securing state funding for the proposed acquisition, at a cost of $5,000 per month through the end of FY02 -03. The approved FY03 -04 budget includes an additional $30,000 for the Lobbyist through December 31, 2003. Since only $15,000 was expended for the lobbyist's services in FY02 -03 and the lobbyist services may be needed beyond December 31, 2003, staff requests the unspent FY02 -03 Planning Professional Services 001- 401 -35 257000 157000 10,000 NCCP Lobbyist appropriation be continued to FY03 -04. Planning Program 401 Subtotals 424,196 82,638 341,540 The Building & Safety personnel study will assess the cost effectiveness of adding an additional position to the City's payroll versus maintaining a contract position. Staff initiated the study in FY02- 03 and intends to complete the study and make a Building & Safety Professional Services 001 - 402 -35 107000 0 10,000 Building & Safety Personnel Study recommendation to City Council during FY03 -04. The Open Space Planning, Recreation and Parks Task Force is expected to present recommendations to City Council during FY03 -04. Staff requests a carryover of the unspent consulting appropriation for the on -going activities Recreation Administration Professional Services 001 - 510 -35 1007000 327517 67,500 Recreation Task Force Consultant of the Task Force. The amount carried over to FY03 -04 will provide for the grand re- opening ceremonies and celebratory banners upon the completion of the PVIC Expansion project. The timing of the re- Recreation Special Events Supplies 001 - 540 -50 107000 0 107000 PVIC Grand Opening Supplies opening of the facility is undetermined at this time. Due to the delay of the PVIC Expansion project, it is necessary to carryover the unspent appropriation for rental of the temporary docent PVIC Vehicle & Equipment Rental 001- 560 -58 107000 57987 47000 PVIC Temporary Trailers trailer located at PVIC. GENERAL FUND GRAND TOTALS 17123,402 230,768 839,680 The County provided catch basin cleaning and repair services in City streets during FY02 -03 and Street Maintenance 102- 302 -30 247482 137000 2,000 Catch Basin Cleaning & Repair -City streets has not yet invoiced the City. This project commenced in FY02 -03. Staff proposes to carry forward the unspent allocation 102 - 302 -30 for uncompleted zones and combine it with the Street Maintenance 102- 302 -35 747200 197963 547200 Sidewalk Program FY03 -04 program. Staff proposes to carry forward this unspent appropriation and combine it with the FY03 -04 budgeted Residential Slurry and Overlay 102 - 302 -30 allocation to fund a larger FY03 -04 residential Street Maintenance 102 - 302 -35 5297719 1807332 349,400 Residential Slurry Seal project. Street Maintenance Program 302 Subtotals 628,401 213,295 405,600 Continuing Appropriations (Attachment A) Page 4 of 7 FY02 -03 Account Description Acct# Budget Spent Carryover Carryover Item Description Justification This project began during FY02 -03, but was not completed due to the timeline required to communicate with residents regarding the 102 - 303 -30 preferred placement of trees. Staff expects this Street Landscape Maintenance 102- 303 -35 897160 667207 23,000 Proposition 12 Tree Planting project will be completed during FY03 -04. STREET MAINTENANCE FUND GRAND TOTALS 717,561 279,502 428,600 Grants and loans have been awarded. A number of the construction projects are currently in either the bid or construction phase. Completion of CDBG Capital Projects Professional Services 110- 910 -35 2147080 1017924 112,200 Home Improvement Loans FY02 -03 projects is expected during FY03 -04. At the May 20, 2003 City Council meeting, the City Council deleted the Altamira Canyon Drainage project. Staff proposes that a portion of the FY02- 03 Altamira Canyon Drainage appropriation be carried forward for: 1) ADA Compliance projects, including the possibility of installing an elevator at City Hall (noted below); 2) A ground water study to determine the scope of work in a future Altamira Canyon Drainage project ($25,000); and 3) Installation of two dewatering wells in the Abalone CDBG Capital Projects Improvements 110 - 910 -82 8187459 57998 100,000 Altamira Canyon Drainage Cove landslide area ($75,000). At the May 20, 2003 City Council meeting, the City Council authorized staff to begin studying potential improvements at City facilities to improve compliance with the American Disabilities Act. 110- 910 -35 Staff will provide specific recommendations to the CDBG Capital Projects Improvements 110- 910 -82 657000 761 3227000 ADA Compliance Projects City Council in the near future. This project is currently in the design phase. 110- 910 -35 Public Works staff anticipates reporting the status CDBG Capital Projects Improvements 110- 910 -82 0 17311 2797000 ADA Compliance - City Hall Elevator of the project to City Council in September 2003. CDBG FUND GRAND TOTALS 11097,539 109,994 813,200 The grants have been awarded and many projects are currently in the construction phase. Completion of projects and payment of grants is Recycling Fund City Grants 112- 312 -68 3187246 1967352 121,900 Neighborhood Beautification Grants expected to occur in FY03 -04. Staff proposes to carry forward this unspent appropriation and combine it with the FY03 -04 Transit (Proposition A Fund) Improvements 116- 316 -82 127000 0 12,000 Bus Shelter Improvements appropriation for one larger bus shelter project. The continuance of the appropriation would enable the implementation of a wireless emergency network, subject to further COPS /LLESS Miscellaneous 117- 217 -78 217472 107441 117000 Wireless Emergency Network consideration by staff and the City Council. Continuing Appropriations (Attachment A) Page 5 of 7 FY02 -03 Account Description Acct# Budget Spent Carryover Carryover Item Description Justification In order to provide off -site mitigation for the City's 25th Street repair project and Altamira Canyon Drainage project, $120,000 was budgeted in FY 01 -02 and $7,500 in FY 02 -03 for habitat restoration within the City's Forrestal property. The City's mitigation requirements for these and any other Public Works projects are now proposed to be mitigated through the establishment of a conservation easement on the City's Barkentine property as described in the City's NCCP. Notwithstanding, if additional off -sit habitat restoration becomes necessary as a result of the City's San Ramon project or any other unforeseen emergency repair projects, it is proposed that the previously budgeted amounts Habitat Restoration Improvements 122 - 322 -82 1277500 0 127,500 Forrestal Open Space Re- Vegetation. for habitat restoration be continued. Staff proposes to carry forward this unspent program appropriation for maintenance projects Abalone Cove Sewer Maintenance District Fund Improvements 125- 325 -82 507000 457392 21,300 Various Maintenance Projects which began in FY02 -03, but were not completed. Staff proposes to carry forward this capital project appropriation for the engineering services for an Capital Improvement Projects Professional Services 330 - 930 -35 507000 0 50,000 Engineer PVDE Storm Drain Improvements undesignated drainage project along PVDE. At the June 3, 2003 City Council Meeting, the City Council authorized additional design work for the Crest Road Rehabilitation project. This design Capital Improvement Projects Professional Services 330 - 930 -35 197460 0 19,500 Engineer the Crest Road Rehabilitation project began in August 2003. Staff proposes to carry forward the unspent appropriation and combine it with the FY03 -04 allocation to provide additional funding for the FY0203 Citywide Residential Street Overlay FY03 -04 residential street overlay and slurry Capital Improvement Projects Professional Services 330 - 930 -35 537000 0 15,000 Design project. Although the design work for the FY03 -04 residential street project was included in the FY02 03 budget, design services began in August 2003. FY0304 Citywide Residential Street Overlay Therefore, staff proposes to carry forward the Capital Improvement Projects Professional Services 330 - 930 -35 307000 0 30,000 Design unspent appropriation to FY03 -04. The requirement that Public Works staff work with County staff has slowed progress on this project. Therefore, staff proposes to carry forward the Capital Improvement Projects Professional Services 330 - 930 -35 177175 0 17,200 Investigate Tarapaca Canyon Drainage Needs unspent appropriation to FY03 -04. Public Works staff will present a recommendation to the City Council to award a contract to prepare the Storm Drain Master Plan Update at tonight's Capital Improvement Projects Professional Services 330 - 930 -35 407000 17351 38,600 Prepare the Storm Drain Master Plan City Council meeting. Staff anticipates this project will be completed in FY03 -04 at a cost less than the original appropriation. Therefore, Staff proposes to carry Capital Improvement Projects Professional Services 330 - 930 -35 1227337 17731 20,000 PVDE /Sunnyside Ridge Drainage Study forward the unspent appropriation to FY03 -04. This project was delayed due to other priorities of the Public Works staff time. Therefore, Staff 330 - 930 -35 proposes to carry forward the unspent Capital Improvement Projects Improvements 330 - 930 -82 3387428 0 338,400 Forrestal Open Space Improvements appropriation to FY03 -04. Continuing Appropriations (Attachment A) Page 6 of 7 FY02 -03 Account Description Acct# Budget Spent Carryover Carryover Item Description Justification Staff proposes to carry forward the unspent FY02- 03 Miscellaneous Drainage appropriation as a FY03 -04 contingency. Miscellaneous Drainage appropriations are used to make minor emergency repairs to storm drains and investigate Capital Improvement Projects Improvements 330 - 930 -82 457652 67363 39,300 Miscellaneous Drainage the need for on- demand storm drain repairs. Due to a possible modification of the design for 330 - 930 -35 City Council chambers at PVIC, this project is in Capital Improvement Projects Improvements 330 - 930 -82 372087175 307745 371777400 PVIC Expansion the re- design phase. Soil Remediation was completed in FY02 -03. Staff proposes to carry forward the unspent appropriation in the event additional remediation is required with the addition of City Council Capital Improvement Projects Improvements 330 - 930 -82 5097351 4097892 997500 PVIC Soil Remediation chambers to the PVIC Expansion project. Although the San Ramon Drainage project was completed in June 2003, staff proposes to carry forward the unspent appropriation for re- Capital Improvement Projects Improvements 330 - 930 -82 170767542 8987545 178,000 San Ramon Drainage vegetating the project site. City Council awarded the professional services contract for this project at the August 5, 2003 City 330 - 930 -35 Council meeting. Staff expects this project will be Capital Improvement Projects Improvements 330 - 930 -82 3507000 0 350,000 Sewer Cleaning /Filming completed in FY03 -04. CIP FUND GRAND TOTALS 51860,120 17348,626 47372,900 IT staff postponed the purchase during FY02 -03 while awaiting completion of several office modifications. Therefore, staff proposes to carry Computer Equipment 781 - 382 -86 37200 0 37200 2 New Building & Safety Inspector Workstations forward the unspent appropriation to FY03 -04. IT staff postponed the purchase during FY02 -03 while awaiting completion of several office modifications. Therefore, staff proposes to carry Computer Equipment 781 - 382 -86 27400 0 27400 3 New Printers forward the unspent appropriation to FY03 -04. IT staff postponed the purchase during FY02 -03 while awaiting implementation of the proposed Adobe Photoshop Software for PBCE & Public GIS system. Therefore, staff proposes to carry Computer Equipment 781 - 382 -86 67000 0 6,000 Works forward the unspent appropriation to FY03 -04. The continuance of the appropriation will enable the acquisition of server software licenses for a Computer Equipment 781 - 382 -86 67000 0 67000 GIS server software for PBCE & Public Works Geographical Information System ( "GIS "). IT staff postponed the purchase during FY02 -03 while awaiting completion of several office modifications. Therefore, staff proposes to carry Computer Equipment 781 - 382 -86 27500 0 2,500 New Color Laser Printer forward the unspent appropriation to FY03 -04. IT staff postponed the upgrade of the primary server until FY03 -04. Therefore, staff proposes to carry forward the unspent appropriation to FY03- Computer Equipment 781 - 382 -86 207000 0 20,000 Upgrade Network Primary Server 04. IT staff postponed the upgrade of server software to Windows 2000 to enable coordination with the upgrade of the primary server. Therefore, staff proposes to carry forward the unspent Computer Equipment 781 - 382 -86 497200 227600 26,600 Server Software Upgrade appropriation to FY03 -04. Continuing Appropriations (Attachment A) Page 7 of 7 FY02 -03 Account Description Acct# Budget Spent Carryover Carryover Item Description Justification The continuance of the appropriation will enable the installation of virtual private networks at Hesse Park and Ladera Linda to enable staff to connect to the City Hall network. Therefore, staff proposes Virtual private network installations to connect to carry forward the unspent appropriation to Computer Equipment 781 - 382 -86 67000 0 6,000 Hesse Park and Ladera Linda park FY03 -04. Computer Equipment Program 382 Subtotals 95,300 22,600 72,700 The City purchased ergonomically correct office furniture in December 2002. After purchasing and installing the furniture, staff has discovered some enhancements and additional pieces are required. Staff requests to carry forward the unspent appropriation to pay for additional furniture to be delivered in August 2003 and other needed Furniture and Equipment 781- 383 -85 1007242 707022 307200 City Hall Furniture Purchase modifications to the furniture. Due to consistent cloud activity, the City's vendor has been unable to capture clear photographs to be used for the Composite Maps. Staff expects Furniture and Equipment 781 - 383 -85 807000 0 80,000 Composite Zoning Maps the maps will be completed during FY03 -04. The continuance of the appropriation will enable the installation of large, ceiling- mounted screen to enhance presentations at Hesse Park. IT staff will await the outcome of the proposed re- location of the City Council chambers to PVIC prior to proceeding with the purchase of the screen. Therefore, staff proposes to carry forward the Furniture and Equipment 781 - 383 -85 67000 0 6,000 PowerPoint Screen unspent appropriation to FY03 -04. The purchase of new interior furnishings and equipment will occur upon the completion of the PVIC expansion project. The timing of the re- opening of the facility is undetermined; therefore, the appropriation should be carried over to FY03- Furniture and Equipment 781- 383 -85 1057100 0 1057100 PVIC Equipment 04. Staff proposes to carry forward this unspent appropriation in anticipation of additional tables and chairs needed as a result of the City's 30th Furniture and Equipment 781- 383 -85 47550 27746 1,800 Recreation Facility Tables & Chairs Anniversary celebration. Furniture and Equipment Program 383 Subtotals 295,892 721768 223,100 EQUIPMENT REPLACEMENT FUND GRAND TOTALS 391,192 95,368 295,800 The Public Works Department is currently in process of rehabilitating the Cable TV Building. Staff expects the rehabilitation to be complete in Building Replacement Fund Improvements 786- 386 -82 257000 87826 16,200 Cable TV Building Rehab August 2003. GRAND TOTAL OF ALL CONTINUING APPROPRIATIONS 91744,032 21325,268 7,0601080