CC SR 20150915 D - FY14-15 Budget Adjustments and Continuing AppropriationsCITY of
MEMORANDUM
PALOS VERDES
TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS
FROM: DEBORAH CULLEN, FINANCE DIRECTOR
DATE: SEPTEMBER 15, 2015
SUBJECT: FY14-15 FISCAL YEAR-END BUDGET ADJUSTMENTS
AND CONTINUING APPROPRIATIONS
REVIEWED: DOUG WILLMORE, CITY MANAGER O'er
Staff Coordinator: Kathryn Downs, Deputy Finance Director
RECOMMENDATION
1. Adopt Resolution No. 2015- , A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF RANCHO PALOS VERDES, AMENDING RESOLUTION 2014-41,
THE BUDGET APPROPRIATION FOR FY14-15, TO REDUCE THE BUDGET
FOR THE APPROVED CONTINUING APPROPRIATIONS.
2. Adopt Resolution No. 2015- , A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF RANCHO PALOS VERDES, AMENDING RESOLUTION 2015-47,
THE BUDGET APPROPRIATION FOR FY15-16, TO INCREASE THE BUDGET
FOR THE APPROVED CONTINUING APPROPRIATIONS.
3. Adopt Resolution No. 2015- , A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF RANCHO PALOS VERDES, AMENDING RESOLUTION 2014-41,
THE BUDGET APPROPRIATION FOR FY14-15, TO ADJUST THE BUDGET IN
VARIOUS FUNDS OF THE CITY.
4. Adopt Resolution No. 2015- , A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF RANCHO PALOS VERDES, AMENDING RESOLUTION 2015-47,
THE BUDGET APPROPRIATION FOR FY15-16, TO ADJUST THE BUDGET IN
VARIOUS FUNDS OF THE CITY.
FISCAL IMPACT
There is no fiscal impact associated with the Proposed Continuing Appropriations. The
FY14-15 FISCAL YEAR-END BUDGET ADJUSTMENTS AND CONTINUING
APPROPRIATIONS
September 15, 2015
Page 2 of 4
estimated June 30, 2016 fund balances presented during the 2015 budget process
includes the expenditure of these appropriations; and continuing them from one year to
the next has no impact on the estimated fund balances.
Staff is requesting a number of FY14-15 adjustments to ensure budgetary compliance,
and to provide for additional transfers between funds. Staff is also requesting several
adjustments to correct the FY15-16 budget. The net fiscal impact of all requested General
Fund adjustments is an $11,070 increase to the estimated General Fund Reserve at June
30, 2016.
Revised Fund Balance Estimates at June 30, 2016:
General Fund Reserve: $11,111,712 ($375,007 in excess of Policy Threshold)
Equipment Replacement Fund: $ 1,854,767 ($130,885 in excess of Policy Threshold)
BACKGROUND AND DISCUSSION
Continuing Appropriations
At the end of each fiscal year, Staff prepares a list of budgeted appropriations
recommended for carryover into the next fiscal year. The list of Proposed Continuing
Appropriations (Attachment A) identifies projects that were included in the FY14-15
budget, but were not completed by June 30, 2015.
The majority of the continuing appropriation requests relate to ongoing Public Works
projects. Many of these projects require a multi-year effort, must wait for approval from
outside agencies, or require extensive planning and/or citizen engagement before
commencing; and have, therefore, been carried over from year to year. Staff added an
informational column to the list, noting the first year each project was appropriated. As
discussed during the 2015 budget process, Public Works Staff recommended a minimal
number of new projects for FY15-16; with the goal of completing many of the projects that
had already been appropriated for FY14-15, or continued from prior years.
There are at least two different ways that funds may legally be committed for capital
projects:
1. Budget the full amount of the project (appropriate it); or
2. "Commit" the project via resolution by June 30th of each year. The "Commitment"
would be reported as part of the CIP fund balance in the annual financial
statements. Once the City is ready to begin the project (e.g. approval/funding from
an outside agency was obtained), then that project may be budgeted from the
"Committed" fund balance.
The City has a long history of appropriating funding to capital projects by budgeting the
funding (method #1 above), and carrying over the unspent appropriation year to year.
2
FY14-15 FISCAL YEAR-END BUDGET ADJUSTMENTS AND CONTINUING
APPROPRIATIONS
September 15, 2015
Page 3 of 4
With the 2016 budget process, Finance Staff will recommend "committing" funds by
resolution for projects that are not likely to begin during FY16-17 (method #2 above). By
taking this step, during the annual budget process City Council would have the
opportunity to review the committed projects and determine if priorities or funding has
changed. This step should be able to reduce the number of continuing appropriations
each year; and the annually adopted budget will reflect the true annual expenditures for
the City.
Staff presented all budgeted appropriations for FY14-15, including the amounts requested
for carryover, in the FY14-15 column of the 2015 Five -Year Financial Model that was
prepared in conjunction with the FY15-16 budget. Therefore, estimated beginning fund
balances presented with the FY15-16 budget were already reduced by the amount of the
proposed continuing appropriations. Approval of these continuing appropriations will not
change estimated ending fund balances at June 30, 2016.
FYI 4-15 & FYI 5-16 Budget Adjustments
Chapter 3.32 of Title 3 of the Rancho Palos Verdes Municipal Code sets forth guidelines
related to the City's budget administration. Section 3.32.070 of the Code requires that all
expenditures in excess of a program/function's budgeted allocation must be approved by
supplemental appropriation by the City Council.
A list of Proposed Budget Adjustments (Attachment B) has been prepared, and includes
a brief description of each item. The impact to the General Fund is summarized below.
FY14-15 Revenue Increase $180,000
FY14-15 Net Expenditure Increase 99,550
FY15-16 Net Expenditure Increase 69,380
Net Increase of General Fund Reserve $ 11;070
This report also includes proposed adjustments for activity related to the Utility User Tax
(UUT) Claim Account, as summarized below.
Claim Account Balance at June 30, 2014 $593,301
Additional Telecommunications UUT collected during FY14-15 120,167
FY14-15 Disbursements from Claim Account (190,467)
Current Claim Account Balance $523,001
Staff requests the following transfers between funds, with no net fiscal impact:
1. Close the Building Replacement Fund and transfer the balance to the CIP
Reserve, based upon City Council direction during the 2015 budget process;
2. Increase the budgeted transfer of Transient Occupancy Tax (TOT) to the CIP
Reserve, based upon actual FY14-15 TOT revenue; and
K,
FY14-15 FISCAL YEAR-END BUDGET ADJUSTMENTS AND CONTINUING
APPROPRIATIONS
September 15, 2015
Page 4 of 4
3. Increase the budgeted transfer of Proposition C to the CIP Fund for the PVDE
arterial rehabilitation project, based upon amounts approved by Metro.
Finally, there are $20,000 of requests to increase Equipment Replacement Fund
appropriations. Staff expects that the Equipment Replacement Fund will have about
$150,000 of FY14-15 expenditure savings, which is more than sufficient to provide for the
$20,000 of requests.
Attachments
A — Proposed Continuing Appropriations from FY14-15 to FY15-16 (page 5)
B — Proposed Budget Adjustments FY14-15 & FY15-16 (page 11)
Resolution No. 2015- , A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO PALOS VERDES, AMENDING RESOLUTION 2014-41, THE BUDGET
APPROPRIATION FOR FY14-15, TO REDUCE THE BUDGET FOR THE APPROVED
CONTINUING APPROPRIATIONS (page 16)
Resolution No. 2015- , A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO PALOS VERDES, AMENDING RESOLUTION 2015-47, THE BUDGET
APPROPRIATION FOR FY15-16, TO INCREASE THE BUDGET FOR THE
APPROVED CONTINUING APPROPRIATIONS (page 19)
Resolution No. 2015- , A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO PALOS VERDES, AMENDING RESOLUTION 2014-41, THE BUDGET
APPROPRIATION FOR FY14-15, TO ADJUST THE BUDGET IN VARIOUS FUNDS
OF THE CITY (page 22)
Resolution No. 2015- , A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO PALOS VERDES, AMENDING RESOLUTION 2015-47, THE BUDGET
APPROPRIATION FOR FY15-16, TO ADJUST THE BUDGET IN VARIOUS FUNDS
OF THE CITY (page 24)
ii
Attachment A
PROPOSED CONTINUING APPROPRIATIONS
FROM FY14-15 TO FY15-16
Program First Appropriated Account ` BudgetSpent Available r' Request Description
Staff requests a carryover of unused budget for various
furniture purchases in Administration, to provide for recent
City Manager Professional Services FY14-15 101-1002-411-32-00 125,000 45,074 79,926 $ 20,000 (staffing changes.
Purchases of tax -defaulted parcels at 41 and 37 Cherryhill
City Manager Land Purchase
FY13-14 & FY14-15 '101-1002-411-71-00 115,000
12,223
102,777
102,777 (Lane are expected to be completed during FY15-16.
Peafowl trapping to be completed by December 2015, based
upon the Peafowl Management Plan adopted by City Council
Animal Control Professional Services
FY14-15 101-1025-421-32-00 111,515
81,180
30,335.
30,335 :on August 4, 2015.
Continuity of Operations Plan ($25,000), and Replenish Supply
Emergency Preparedness
',Caches ($8,000). Both projects were initiated during FY14-15,
Professional Services
FY13-14 & FY14-15 '101-1026-421-32-00 118,983
25,132
93,851
33,000 and will be completed in FY15-16.
Information Technology Minor
Data storage $20,000, and 3 laptops $6,000. Purchases were
Equipment
FY14-15 101-2030-41I-61-00 45,000
14,957
30,043
23,000 :delayed due to transition to a new IT Services provider-
i
Telephone handsets and other system equipment. Purchases
Telephone Maintenance
FY14-15 101-2035-411-43-00 12,000
-
12,000
10,000 !were delayed due to transition to a new IT Services provider.
Traffic engineering studies for Sea Bluff & Hawthorne Blvd
Traffic Management Professional
Frontage Road and four intersections began late in FY14-15,
Services
FY14-15 101-3006-431-32-00 j 124,000
89,079
34,921
15,000 'and will be completed during FY15-16.
i
Development of the Municipal Separate Storm Sewer System
(MS4) implementation, the Enhanced Watershed
:Management Program (EWMP), and the Coordinated
Integrated Monitoring Program (CIMP) have been an ongoing
multi-year process. Extensive review by the Los Angeles
Storm Water Quality Professional
I Regional Water Quality Control Board has caused project
Services
FY13-14 ;101-3007-431-32-00 552,495
236,199
316,296
50,000 'delays. Staff anticipates completion by June 2016.
!Staff requests carryover of unspent funds to complete the
Sewer Maintenance Professional
sewer system GIS layer, and sewer capacity study during FY15-
Services
FY14-15 101-3026-431-32-00 r 58,000
21,504
36,496
35,000 11116.
:General Plan Update $20,000 - expected presentation to City
!Council November 2015. Zone 2 EIR $23,500 - carryover
request based upon recent City Council interest to reconsider
FY02-03 (General
certifying the Zone 2 EIR. Coast Vision Plan $2,000 - update
Plan), FY09-10
per City Council direction on July 18, 2015. GIS Services
(Zone2 EIR), and
11$10,000 - updates to the Zoning Map and Trails Network Plan,
Planning Professional Services
FY14-15 (Other) 101-4001-441-32-00 125,171
70,136
55,035
55,500 Ito be completed in FY15-16.
Attachment A
PROPOSED CONTINUING APPROPRIATIONS
FROM FY14-15 TO FY15-16
Program FirstAppropriated Account Budget; Spent Available Request Description
Printing of the General Plan update and Zoning Code $15,000 -
kexpected during FY15-16, pending finalization of the
i documents. Printing new business cards for staff and Planning
'Commission members due to new City domain address
!$5,000. Budgetary compliance is by program; and although
this Printing line item does not have sufficient funds for the
entire $20,000 carryover, the Planning program as a whole
Planning Printing FY09-10 101-4001-441-55-00 21,000 5,415 15,585 20,000 has sufficient availability for this request.
Geotechnical Reviews $22,100 - several of the Monks case
plaintiffs have not yet completed the planning/building permit
process. Laserfiche & GIS scanning $25,000 -building plans
FY09-10 (Monks),
will be scanned into the City's systems during FY15-16.
FY10-11 (Scanning),
Geologic Review for General Plan $15,000 - review of the
and FY12-13
open space hazard zoning areas related to updating the
Building & Safety Professional
(Geologic for
General Plan and Zoning Map, to be completed during FY15-
Services
General Plan) 101-4002-441-32-00 197,877
96,050
101,827
62,100 16.
Changes have been made to the NCCP document as a result of
Natural Communities Conservation
!recent parcel acquisitions and changes to the Nature
Plan (NCCP) Professional Services
FY97-98 1101-4005-441-32-00 I'I 75,053
75,053
75,053 Preserve. Staff expects to complete the document in FY15-16.
SUBTOTAL GENERAL FUND
$ 531,765
This appropriation was for the Abalone Cove Landslide
''Abatement District (ACLAD) to drill 2 dewatering wells.
ACLAD has been reimbursed for one well. The carryover
Landslide Dewatering Wells
FY13-14 330-3030-461-73-00 170,000
59,575
110,425
85,000 '',would provide for the other well.
This appropriation was for the City to drill 4 dewatering wells.
The City is utilizing a hydrogeologist to determine the most
is beneficial locations for the wells. Staff expects that drilling
Landslide Dewatering Wells
FY14-15 330-3043-461-73-00 360,000
360,000
360,000 (will be completed in summer 2016.
Miraleste Arterial Street
(Staff anticipates advertising for bids by December 2015, with
Rehabilitation
FY14-15 330-3031-461-73-00 j 2,570,000_
35,438
2,534,562
2,534,562 ;construction scheduled for completion by June 2016.
_
Residential Street Rehabilitation -
_ _
FY10-11 through
The combined project is underway; and construction is
Prior Years' Programs
FY13-14 ,330-3031-461-73-00 11 3,511,032
2,720,075
790,957
790,957 nearing completion, anticipated December 2015.
j
Staff anticipates to advertise bids for design services in
Residential street Rehabilitation -
IDecember 2015, with project completion scheduled for June
FY14-15 Program
FY14-15 ;330-3031-461-73-00 j' 2,229,400
2;229,400
2,229,400 ;2016.
0
Attachment A
PROPOSED CONTINUING APPROPRIATIONS
FROM FY14-15 TO FY15-16
Program First Appropriated Account Budget Spent Available Request Description `
,The design has been completed, and bids will be advertised in
Hawthorne Blvd Traffic Signal ;September 2015. Project award is scheduled for October
Synchronization FY11-12 330-3031-461-73-00 708,312 24,684 683,628 683,628 12015, with project completion in January 2016.
This project will be completed after the fiber optic conduits
lfrom the Traffic Signal Synchronization project have been
installed (scheduled for November 2015). Construction of the
Hawthorne Blvd Pedestrian street improvements should last about 6 months, with
Improvements FY10-11 330-3031-461-73-00 1,246,190 5,839 1,240,351 1,240,351 lcompletion in August 2016.
PVDE Safety Improvements -
Construction bids will be advertised by the end of September
Guardrails
FY08-09 330-3031-461-73-00 268,794
268,794
268,794 '2015, with project completion scheduled for December 2015.
This remaining appropriation will be combined with the PVDE
!Safety Improvements - Bronco Drive project budgeted in FY15-
PVDE Safety Improvements -
16; which is currently in the design phase. Staff expects to
Headland Drive
FY13-14 330-3031-461-73-00 I!. 38,222
11,427
26,795
26,795 !complete the project during FY15-16.
'This project is being reprogrammed in the State
Transportation Improvement Program, then must be
approved by the LA County Metropolitan Transportation
PVDS Safety Improvements -
lAuthority. Construction can begin upon receiving approval,
Bikeways
FY09-10 330-3031-461-73-00 779,975
-
779,975
779,975 'anticipated July 2016.
!Plans and specs are being revised to comply with new drought
1330-3031-461-73-00
mandates. Project construction is expected to begin in
PVDW Median Improvements
FY09-10 & FY10-11 473,690473,690
473,690 December 2015, with completion by March 2016.
This is an interim project to address the S-curve at the east
end of the landslide area roadway. The project has been
PVDS Realignment - East End
FY13-14 1330-3031-461-73-00 4.5.8,672
-
4_58_,672
458,672 delayed by the need to perform an environmental study.
'Project design has begun, and is expected to be completed
PVDS Realignment - Design Full
'll
2016. Construction of the realignment is currently
Length
FY13-14 330-3031-461-73-00 272,485
8,063
264,422
(January
264,422 planned for FY18-19 (per the 2015 Capital Improvement Plan).
The update is currently being finalized. The consultant will
facilitate integration of the updated Pavement Management
Pavement Management Plan Update
FY11-12 1330-3031-461-32-00 I 69,600
69,600
69,600 !System to the City's GIS, to be completed by June 2016.
This project was delayed due to competing priorities. The
'design and construction should be completed in FY15-16,
Eastview Dog Park
FY14-15 330-3033-461-73-00 50,000
-
50,000
50,000 ; pending the Parks Use Master Plan.
7
Attachment A
PROPOSED CONTINUING APPROPRIATIONS
FROM FY14-15 TO FY15-16
Program First Appropriated Account Budget Spent Available '- Request- Description
Staffexpects to advertise bids in October 2015 for preparation
Ladera Linda Master Plan I FY11-12 330-3033-461-32-00 100,000 6,278 93,722 93,722 of the Ladera Linda Master Plan.
Public review of the project is still in process. Construction of
Lower Hesse Park Improvements
FY14-15 ;330-3033-461-73-00 500,000
12,425
487,575
487,575 the improvements is scheduled for spring 2016.
Due to competing priorities, the project was delayed. Design
PVIC Building Sign & Screening Wall
FY14-15 330-3033-461-73-00 110,000
-
110,000
110,000 and construction can be completed in FY15-16.
The project was not completed in FY14-15 due to additional
citizen engagement efforts. The project can be completed in
Sunnyside Segment Trail
---
FY14-15330-3033-461-73-00 465,000
---
68,564
396,436
396,436,FY15-16.
-
- il -
- - - --- .3 __-46 --
- ....-
----
- - - ----
The first phase of the project has been completed, and the
Americans with Disabilities Act (ADA)
second phase is currently in design. Project completion is
Transition Plan Projects
FY13-14 & FY14-15 '330-3036-461-73-00 707,336
97,199
610,137
610,137 :expected in FY15-16.
John C. McTaggart Memorial Hall & _
----- - _ _-- --
-__-
_-__---___--_
City Council Chambers
,Much ofthe project was completed in FY14-15. Installation of
Improvements
FY13-14 1330-3036-461-73-00 225,556
131,314
94,242
94,242 new broadcast equipment will be completed in FY15-16.
Staff is currently working on project planning, and anticipates
(that additional funding will be required to complete
Hesse Park & Ryan Park Fiber Optic
I
construction during FY15-16. A report to City Council is
Cabling
FY14-15 330-3036-461-73-00 320,000
320,000
320,000 (forthcoming for this project.
Restroom improvements have been completed. Design for
the remainder of improvements will be completed in
September 2015, with construction to begin shortly
RPVty Building Improvements
FY13-14 & FY14-15 '.330-3036-461-73_-_00_ j 141,416
46,621
94,795
94,795 'thereafter. Project completion is expected spring 2016.
Due to competing priorities, the project was delayed. Design
Recognition Wall of Honor
FY13-14 1330-3036-461-73-00 40,000
40,000
i
40,000 ;and construction can be completed in FY15-16.
(Staff is requesting a carryover of only $50,000 of this
i
appropriation to design the project. Once the design is
completed, Staff will present a recommendation to City
Council to re -budget the project in a future year. There have
been delays associated with state reviews of the Enhanced
!Watershed Management Program; however, Staff expects to
Drainage Area Monitoring System
FY13-14 & FY14-15 1330-3037-461-73-00 500,000
500,000
50,000 !,complete the design work in FY15-16.
SUBTOTALCIPFUND
$ 12,612;753
Storm Drain System -Desig n of Point
I
Design work is underway, and should be completed by the
Repairs
FY14-15 501-3052-431-32-00 150,000
150,000
150,000 lend of the year.
Altamira Canyon Drainage - Project
An RFP has been issued for a design firm. Staff expects to
Study Report FY14-15 1501-3052-431-32-00 1 500,000 -
500,000 500,000 present a recommendation to City Council by the end of 2015.
M
Attachment A
PROPOSED CONTINUING APPROPRIATIONS
FROM FY14-15 TO FY15-16
Program First Appropriated Account Budget Spent Available Request Description
Marguerite Open Channel Erosion &
Other PVDS Drainage Improvements Due to competing priorities, the project was delayed. The
East of BarkenUne FY13-14 501-3052-431 73 00 776,685 16,345 � 760,340 760,340 project can be completed in FY15-16.
Tr_
_2255.
52.43_
T-_--_
T
The project scope has changed, and now requires
geotechnical engineering to determine if placing lightweight
PVDS Drainage Improvements at
fill in the roadway will be detrimental to the landslide.
Sacred Cove
FY14-15 501-3052-431-73-00 450,000
450,000
450,000 :Construction is scheduled for completion in spring 2016.
11The design for this project was completed in FY13-14.
Competing priorities have impacted delivery. Construction is
Roan Drainage System (Via Colinita &
,scheduled to begin in fall 2015, with completion by December
Vickery Canyon)
FY11-12 501-3052-431-73-00 231,095
231,095
231,095'2015.
,The project was postponed to be combined with the FY15-16
:appropriation, for a more cost-effective project (economies of
Storm Drain Lining
FY13-14 & FY14-15 1111501-3052-431-73-00 799,470
799,470
799,470 Iscale). The project can be completed in FY15-16.
SUBTOTAL WATER QUALITY FLOOD
PROTECTION (STORM DRAIN) FUND
$ 2,890,905
!This project has been combined with the Hawthorne Blvd
Traffic Signal Synchronization project to minimize the impact
on the community. The $90,000 appropriation is for all traffic
signals in the City, which will be done in conjunction with the
Hawthorne Blvd project. The project is in the design phase,
sand is expected to begin fall 2015, with completion in April
12016 (after completion of the Synchronization project in
Traffic Signal Battery Back -Up
FY11-12 202-3004-431-73-00 90,000
90,000
90,000 '':January 2016).
j
'This appropriation included $50,000 requested with the FY14-
15 Midyear Budget Review for replacement of grinder pumps.
Abalone Cove Sewer Maintenance
FY14-15 225-3025-431-43-00 132,000
88,983
43,017
43,017 11Staff expects to complete the replacement in FY15-16.
Design of the PVIC Phase II Exhibit Concept Plan was
Donor Restricted Contributions
completed in August 2015. The carryover request will provide
1228-5028-451-32-00
Professional Services
FY14-15 24,000
17,500
6,500
6,500 '11funding for work performed in July and August 2015.
!The project plans have been completed, and bids will be
CDBG - PVDW ADA Access
ladvertised in September 2015. Construction completion is
improvements
FY14-15 1310-3093-461-73-00 197,687
22,730
174,957
174,957 :expected December 2015.
CDBG - Mira Catalina ADA Access
_
improvements
FY13-14 ;310-3097-461-73-00 68,190
3,440
64,750
64,750 ',This project is scheduled to be completed in September 2015.
fl
PROPOSED CONTINUING APPROPRIATIONS
FROM FY14-15 TO FY15-16
Program First Appropriated Account Budget
I
Equipment Replacement Minor
Computer Equipment FY14-15 681-2082-499-61-00 ; 209,500
I
Equipment Replacement Capital
Computer Equipment FY09-10 681-2082-499-75-20 1,218,950
SUBTOTAL OTHER FUNDS
Attachment A
Spent Available - Request Description
15 Desktop replacements $30,000, Networking Equipment
$20,000, Data Storage upgrade $30,000, GIS layer $10,000,
and Desktop UPS devices $5,000. These purchases were
delayed due to the transition to a new IT Services provider.
108,032 101,468 95,000 Purchases will be completed in FY15-16.
Cityworks (Public Works system) implementation $60,000 -
the purchase was approved in FY14-15, and implementation
has begun. Permit & Planning system $285,000 -the RFP will
be released in fall 2015, with a contract recommendation
presented to City Council during FY15-16. Financial System
$550,000 - a purchase recommendation is expected to be
256,635 962,315 895,000 ,'presented during FY15-16.
$ 1,369,224
10
Attachment B
PROPOSED BUDGET ADJUSTMENTS
FY14-15 & FY15-16
Fiscal Year Description- Account Amount Justification
State Mandated CostThe state unexpectedly released funds to cities for state -
Reimbursements & Vehicle License 101-6000-369-20-00 mandated cost reimbursements during FY14-15 ($162,000), as
FY14-15 Fees 101-6000-335-10-00 180,000 well as a residual vehicle license fee payment ($18,000).
The City Clerk's Office advertised more Committee Member
recruitments than anticipated during FY14-15 (e.g.
FY14-15
City Clerk Advertising
101-1004-411-54-00
1,000
Infrastructure Management Advisory Committee).
Additional professional service hours were necessary to meet
FY14-15
�RPVty Professional Services
101-1006-411-32-00
12,000
service level demands during FY14-15..
The FY14-15 Sheriff contract approved by City Council on June
17, 2014 was $4,334,281. This included a liability trust fund
contribution of $166,703; which was based on 4% of the
contract. Effective January 1, 2015, the liability trust fund
contribution increased to 5%, bringing the total contract to
$4,355,119. Actual billings were $4,345,828. The original
budget estimate of $4,306,900 was not increased for the
FY14-15
Sheriff Professional Services
101-1021-421-32-00
39,000
actual contract cost. Staff requests an adjustment accordingly.
The FY14-15 budget, in error, did not include an allocation for
School Crossing Guards. The FY15-16 budget has been
corrected, and includes the $10,000 allocation necessary to
Public Safety Special Programs
fund this program. A year-end adjustment is requested to
FY14-15
Professional Services
101-1024-421-32-00
10,000
fund the FY14-15 services.
1�
Attachment B
PROPOSED BUDGET ADJUSTMENTS
FY14-15 & FY15-16
Fiscal Year
Description Account
Amount
Justification
Due to staffing vacancies, additional part-time help was used
to support routine accounting processes. Staff was also
'required
to work overtime to keep up with deadlines. Finally,
temporary professional accounting services were utilized for 4
months. At Midyear, the budget was reduced to claim staff
Finance Part -Time Wages, Over -Time
vacancy savings, which did not take into account the additional
FY14-15
Wages, and Professional Services 101 -2020 -411 -XX -00
23,000
costs necessary to keep up with the workload.
Due to new financial reporting standards, the City ordered
special reports from CalPERS to facilitate preparation of
required financial statement disclosures for the employee
FY14-15
Finance Professional Services
101-2020-411-32-00
2,550
pension plans.
The City's customers have increased use of credit cards to pay
for permits and other transactions, resulting in merchant
FY14-15
Finance Misc Expenditures
101-2020-411-69-00
10,000
credit card processing fees in excess of budget.
Due to staffing turnover, additional equipment and furniture
FY14-15
Public Works Minor Equipment
101-3001-431-61-00
2,000
was purchased to facilitate re -organization of work space.
Staffing changes resulted in a shift of full-time wage allocations
from the Planning Program to the View Restoration Program.
This adjustment simply shifts budgeted funding from one
FY14-15
Planning Full -Time Wages
101-4001-441-11-00
(6,000)
program to another, with no net fiscal impact.
FY14-15
View Restoration Full -Time Wages 101-4004-441-11-00
6,000
See above.
NET FY14-15 IMPACTTO`GENERAL FUND RESERVE
80,450
IN
Attachment B
PROPOSED BUDGET ADJUSTMENTS
FY14-15 & FY15-16
Fiscal Year Description Account Amount Justification
As reported previously, there was a period during which the
City's telecommunications providers continued to collect UUT
until the transition in their billing systems was complete. Staff
requests an adjustment to add this additional revenue to the
FY14-15 Utility User Tax (UUT) Revenue 101 -6000 -315 -XX -00 120,167 UUT Claim Account.
I
A total of $713,468 has been set-aside in the General Fund for
UUT Claims ($593,301 set aside for FY13-14, plus $120,167
collected during FY14-15). During FY14-15, claims
administration expense of $72,961 (capped at $80,000 per the
City Council approved contract), and $3,570 of language
translation costs were incurred. In addition, $113,936 of
refunds were distributed. Staff requests an adjustment to
provide for FY14-15 expenditure of the funds set aside. Once
Misc Expenditures for
the final claims distribution is made in FY15-16, staff will
Telecommunications UUT Claims &
request a FY15-16 adjustment for the additional disbursement
FY14-15
iAdministration
101-6000-411-69-00
190,467
from the UUT Claim Account.
NET FY1415
IMPACT TC►UUT CLAIM ACCOUNT-,
(700300)
The City's fleet of vehicles required more maintenance than
FY14-15
Vehicle Maintenance Expense
681-3081-499-43-00
5,000
lanticipated.
As directed by City Council during the 2015 budget process,
the Building Replacement Fund will be closed and the fund
Transfer Building Replacement Fund
balance transferred to the CIP Reserve. This adjustment
FY14-15
Balance to CIP
686-3086-491-91-00
940,000
provides for the fiscal year-end transfer between funds.
Transfer Building Replacement Fund
FY14-15
Balance to CIP
330-3030-391-10-00
i 940,000
See above.
13
Attachment B
PROPOSED BUDGET ADJUSTMENTS
FY14-15 & FY15-16
Fiscal Year Description Account Amount Justification
Actual FY14-15 TOT revenue was $4.8 million, compared to the
Transfer amount equal to Transient budgeted amount of $4.7 million. The adjustment will allow
FY14-15 Occupancy Tax to CIP 101-6000-491-91-00 140,000 for a transfer of the full amount of TOT received for FY14-15.
Transfer amount equal to Transient
I
FY14-15
Occupancy Tax to CIP
330-3030-391-10-00
140,000
See above.
Additional Proposition C funding is available for the PVDE
Transfer Proposition C to CIP for
!
arterial rehabilitation project. This adjustment will allow for
FY14-15
PVDE Improvements
215-3015-491-91-00
271,976
the additional transfer before the FY14-15 books are closed.
Transfer Proposition C to CIP for
FY14-15
PVDE Improvements
330-3031-391-10-00
271,976 See above.
NET FY1445
IMPACT OF;, OTHER FUND" ADJUSTMENTS
(5,000}
As part of the 2015 budget process, the RPVty program went
through numerous revisions to provide additional staff hours
for increased service, as well as changes in hourly rates. As a
result of the revisions, an error was made, and the final
adopted FY15-16 budget for professional services was
insufficient. In addition, the budget anticipated continuation
of part-time employee staffing; which has since been shifted to
consulting services. The net appropriation increase due to
these corrections is $69,380. The FY15-16 revised program
budget will be $213,700 ($144,320 adopted + $69,380
requested). As a comparison, total FY14-15 actual program
FY15-16
RPVty Professional Services
101-1006-411-32-00
97,100 expenditures were $180,445.
FY15-16
RPVty Part -Time Wages
101-1006-411-12-00
(25,750) See above.
FY15-16
RPVty Part -Time Benefits 101-1006-411-29-00 (1,970) See above.
NET FY2S-16
IMPACT TO GENERAL FUND (69,3$0)
14
PROPOSED BUDGET ADJUSTMENTS
FY14-15 & FY15-16
IFY15-16 (Vehicle Purchases
Attachment B
Amount Justification
Purchase of a Cargo Trailer, as a portable public outreach
station for the Recreation & Parks Department, was originally
budgeted in FY14-15 for $10,000. However, the program
budget was consumed with additional vehicle maintenance, as
well as equipment necessary to outfit the new truck purchased'
by Public Works. Staff requests to re -budget the purchase of
the Cargo Trailer in FY15-16, with a more realistic estimate
based on initial bidding results. The trailer will also be used for
681-3081-499-76-00 I 15,000 Isupply storage, for the monthly volunteer events.
15
RESOLUTION NO. 2015 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS
VERDES, AMENDING RESOLUTION 2014-41, THE BUDGET APPROPRIATION
FOR FY14-15, 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 17, 2014, the City Council of the City of Rancho Palos Verdes
adopted Resolution 2014-41, approving a spending plan and appropriating the budget
for FY14-15: and
WHEREAS, certain projects included in the FY14-15 budget will be carried over as
continuing appropriations to FY15-16; and
WHEREAS, the City Council desires that the FY14-15 budget be reduced for each of
the continuing appropriations carried over to FY15-16.
BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF
RANCHO PALOS VERDES:
The following adjustments are made to the FY14-15 budget:
Decrease the General Fund budaet as follows:
Account Description
Account Number
Request
City Manager Professional Services
101-1002-411-32-00
$ 20,000
City Manager Land Purchase
101-1002-411-71-00
102,777
Animal Control Professional Services
101-1025-421-32-00
30,335
Emergency Preparedness Professional Services
101-1026-421-32-00
33,000
Information Technology Minor Equipment
101-2030-411-61-00
23,000
Telephone Maintenance
101-2035-411-43-00
10,000
Traffic Management Professional Services
101-3006-431-32-00
15,000
Storm Water Quality Professional Services
101-3007-431-32-00
50,000
Sewer Maintenance Professional Services
101-3026-431-32-00
35,000
Planning Professional Services
101-4001-441-32-00
55,500
Planning Printing
101-4001-441-55-00
20,000
Building & Safety Professional Services
101-4002-441-32-00
62,100
Natural Communities Conservation Plan (NCCP) Pro Services
101-4005-441-32-00
75,053
Decrease the Street Maintenan
Traffic Signal Improvements 202-3004-431-73-00 90,000
16
jecrease the Abalone Cove Sewer Ulstrlct 1-und budget as tollows:
Account Description Account Number Request'
Abalone Cove Sewer Maintenance 225-3025-431-43-00 43,017
Decrease the Donor Restricted Contributions Fund budget as follows:
Account Description Account Number Request
Donor Restricted Contributions Professional Services 228-5028-451-32-00 6,500
Uecrease the Uommunity Uevelopment biocKyrant Fund budget as tollows:
Account Description Account Number Request
CDBG ADA Improvements 310-3093-461-73-00 174,957
CDBG ADA Improvements 310-3097-461-73-00 64,750
Account Description
Infrastructure Admin Improvements
Landslide Improvements
Street Improvements Pro Services
Street Improvements
Park Improvements Pro Services
Park Improvements
Building Improvements
Water Quality Improvements
Decrease the Water Qualitv Flood P
330-3030-461-73-00 85,000
330-3043-461-73-00 360,000
330-3031-461-32-00 69,600
330-3031-461-73-00 9,751,246
330-3033-461-32-00 93,722
330-3033-461-73-00 1,044,011
330-3036-461-73-00 1,159,174
330-3037-461-73-00 50,000
FP) Fund budaet as fo
Water Quality Flood Protection Pro Services 501-3052-431-32-00 650,000
Water Quality Flood Protection Improvements 501-3052-431-73-00 2,240,905
Decrease the Eauiament Rel,lacement Fund budaet as follows:
Account Description Account Number Request'
Equipment Replacement Minor Computer Equipment 681-2082-499-61-00 95,000
Equipment Replacement Capital Computer Equipment 681-2082-499-75-20 895,000
PASSED, APPROVED, AND ADOPTED THE 15th DAY OF SEPTEMBER 2015.
I•_rl[MO
MAYOR
17
CITY CLERK
State of California )
County of Los Angeles )ss
City of Rancho Palos Verdes )
I, CARLA MORREALE, City Clerk of The City of Rancho Palos Verdes, hereby certify
that the above Resolution No. 2015- was duly and regularly passed and adopted by
the said City Council at regular meeting thereof held on September 15, 2015.
CITY CLERK
CITY OF RANCHO PALOS VERDES
W-0
RESOLUTION NO. 2015 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS
VERDES, AMENDING RESOLUTION 2015-47, THE BUDGET APPROPRIATION
FOR FY15-16, TO INCREASE 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 16, 2015, the City Council of the City of Rancho Palos Verdes
adopted Resolution 2015-47, approving a spending plan and appropriating a budget for
FY15-16: and
WHEREAS, certain projects included in the FY14-15 budget will be carried over as
continuing appropriations to FY15-16; and
WHEREAS, the City Council desires that the FY15-16 budget be increased for each of
the continuing appropriations carried over from FY14-15.
BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF
RANCHO PALOS VERDES:
The following adjustments are made to the FY15-16 budget:
Increase the General Fund budaet as follows:
Account Description
Account Number
Request
City Manager Professional Services
101-1002-411-32-00
$ 20,000
City Manager Land Purchase
101-1002-411-71-00
102,777
Animal Control Professional Services
101-1025-421-32-00
30,335
Emergency Preparedness Professional Services
101-1026-421-32-00
33,000
Information Technology Minor Equipment
101-2030-411-61-00
23,000
Telephone Maintenance
101-2035-411-43-00
10,000
Traffic Management Professional Services
101-3006-431-32-00
15,000
Storm Water Quality Professional Services
101-3007-431-32-00
50,000
Sewer Maintenance Professional Services
101-3026-431-32-00
35,000
Planning Professional Services
101-4001-441-32-00
55,500
Planning Printing
101-4001-441-55-00
20,000
Building & Safety Professional Services
101-4002-441-32-00
62,100
Natural Communities Conservation Plan (NCCP) Pro Services
101-4005-441-32-00
75,053
Increase the Street Maintenance Fund budaet as fol
Traffic Signal Improvements 202-3004-431-73-00 90,000
19
Cove Sewer
Abalone Cove Sewer Maintenance
u
225-3025-431-43-00 ` 43,017
Increase the Donor Restricted Contributions Fund budget as follows:
Account Description Account Number Request
Donor Restricted Contributions Professional Services 228-5028-451-32-00 6,500
Increase the Community Development Block Grant Fun
Account Description
CDBG ADA Improvements
CDBG ADA Improvements
Increase the Capital Im
Infrastructure Admin Improvements
Landslide Improvements
Street Improvements Pro Services
Street Improvements
Park Improvements Pro Services
Park Improvements
Building Improvements
Wate r Qual ity Improvements
nt Proiects Fund bu
as fol
310-3093-461-73-00 174,957
310-3097-461-73-00 64,750
follows:
330-3030-461-73-00 85,000
330-3043-461-73-00 360,000
330-3031-461-32-00 69,600
330-3031-461-73-00 9,751,246
330-3033-461-32-00 93,722
330-3033-461-73-00 1,044,011
330-3036-461-73-00 1,159,174
330-3037-461-73-00 50,000
Increase the Water Quality Flood Protection (WQFP) Fund budget as follows:
Account Description Account Number Request
Water Quality Flood Protection Pro Services 501-3052-431-32-00 650,000
Water Quality Flood Protection Improvements 501-3052-431-73-00 2,240,905
Increase the Equipment Replacement Fund budget as follows:
AccountDescription Account Number Request
Equipment Replacement Minor Computer Equipment 681-2082-499-61-00 95,000
Equipment Replacement Capital Computer Equipment 681-2082-499-75-20 895,000
PASSED, APPROVED, AND ADOPTED THE 15th DAY OF SEPTEMBER 2015.
ATTEST:
411
CITY CLERK
State of California )
County of Los Angeles )ss
City of Rancho Palos Verdes )
I, CARLA MORREALE, City Clerk of The City of Rancho Palos Verdes, hereby certify
that the above Resolution No. 2015- was duly and regularly passed and adopted by
the said City Council at regular meeting thereof held on September 15, 2015.
CITY CLERK
CITY OF RANCHO PALOS VERDES
21
RESOLUTION NO. 2015 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS
VERDES, AMENDING RESOLUTION 2014-41, THE BUDGET APPROPRIATION
FOR FY14-15, TO ADJUST THE BUDGET IN VARIOUS FUNDS OF THE CITY
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 17, 2014, the City Council of the City of Rancho Palos Verdes
adopted Resolution 2014-41, approving a spending plan and authorizing a budget
appropriation for FY14-15: and
WHEREAS, certain programs included in the FY14-15 budget will have revenue and
expenditures which vary from the adjusted budget; and
WHEREAS, the City Council desires that the FY14-15 budget be adjusted for each of
these programs to assure budgetary compliance.
BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF
RANCHO PALOS VERDES:
The following adjustments are made to the FY14-15 budget:
Adjust the General Fund Revenue budget as follows:
Account Description Account Number Amount
State Mandated Cost Reimbursements 101-6000-369-20-00 162,000
Vehicle License Fees 101-6000-335-10-00 18,000
Utility User Tax (UUT) Revenue 101 -6000 -315 -XX -00 120,167
Adjust the General Fund Expenditure budget as follows:
Account Description Account Number Amount
City Clerk Advertising 101-1004-411-54-00 1,000
RPVty Professional Services 101-1006-411-32-00 12,000
Sheriff Professional Services
Public Safety Special Programs Professional Services
Finance Part -Time Wages, Over -Time Wages, & Pro Services
Finance Professional Services
Finance Misc Expenditures
Public Works Minor Equipment
Planning Full -Time Wages
View Restoration Full -Time Wages
Misc Exp forTelecommUUT Claims & Admin
101-1021-421-32-00 39,000
101-1024-421-32-00 10,000
101 -2020 -411 -XX -00 23,000
101-2020-411-32-00 2,550
101-2020-411-69-00 10,000
101-3001-431-61-00 2,000
101-4001-441-11-00 (6,000)
101-4004-441-11-00 6,000
101-6000-411-69-00 190,467
22
Adjust the General Fund Transfers budget as follows:
Account Description Account Number Amount
Transfer amount equal to Transient Occupancy Tax to CIP 101-6000-491-91-00 140,000
Transfer Proposition C to CIP for PVDE Improvements 215-3015-491-91-00 271,976
Adiust the Capital Improvement Proiects Fund budaet as follows:
Account Description Account Number Amount
Transfer Building Replacement Fund Balance to CIP 330-3030-391-10-00 940,000
Transfer amount equal to Transient Occupancy Tax to CIP 330-3030-391-10-00 140,000
Transfer Proposition C to CIP for PVDE Improvements 330-3031-391-10-00 271,976
Adjust the Equipment Replacement Fund
Account Description
Vehicle Maintenance Expense
Adjust the Building Replacement Fund
681-3081-499-43-00 5,000
Transfer Building Replacement Fund Balance to CIP 686-3086-491-91-00 940,000
PASSED, APPROVED, AND ADOPTED THE 15th DAY OF SEPTEMBER 2015.
MAYOR
�r_:�3j
CITY CLERK
State of California )
County of Los Angeles )ss
City of Rancho Palos Verdes )
I, CARLA MORREALE, City Clerk of The City of Rancho Palos Verdes, hereby certify
that the above Resolution No. 2015- was duly and regularly passed and adopted by
the said City Council at regular meeting thereof held on September 15, 2015.
CITY CLERK
CITY OF RANCHO PALOS VERDES
23
RESOLUTION NO. 2015 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS
VERDES, AMENDING RESOLUTION 2015-47, THE BUDGET APPROPRIATION
FOR FY15-16, TO ADJUST THE BUDGET IN VARIOUS FUNDS OF THE CITY
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 16, 2015, the City Council of the City of Rancho Palos Verdes
adopted Resolution 2015-47, approving a spending plan and authorizing a budget
appropriation for FY15-16: and
WHEREAS, certain programs included in the FY15-16 budget will have expenditures
which vary from the adjusted budget; and
WHEREAS, the City Council desires that the FY15-16 budget be adjusted for each of
these programs to assure budgetary compliance.
BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF
RANCHO PALOS VERDES:
The following adjustments are made to the FY15-16 budget:
Adiust the General Fund Expenditure budaet as follows:
Account Description
Account Number
Amount
RPVty Professional Services
101-1006-411-32-00
97,100
RPVty Part -Time Wages
101-1006-411-12-00
(25,750)
RPVty Part -Time Benefits
101-1006-411-29-00
(1,970)
Adjust the Equipment Replacement
Fund budget as follows:
Account Description
Account Number
Amount
Vehicle Purchases
681-3081-499-76-00
15,000
PASSED, APPROVED, AND ADOPTED THE 15th DAY OF SEPTEMBER 2015.
ATTEST:
CITY CLERK
State of California )
MAYOR
ME
County of Los Angeles )ss
City of Rancho Palos Verdes )
I, CARLA MORREALE, City Clerk of The City of Rancho Palos Verdes, hereby certify
that the above Resolution No. 2015- was duly and regularly passed and adopted by
the said City Council at regular meeting thereof held on September 15, 2015.
CITY CLERK
CITY OF RANCHO PALOS VERDES
25