CC SR 20151006 H - Budget Adjustment Request for 2015-16 Winter SeasonCITY OF
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G._
RANCHO
RALOS VERDES
TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS
FROM: MICHAEL THRONE, PE, DIRECTOR OF PUBLIC WORKS T
DATE: OCTOBER 6, 2015
SUBJECT: BUDGET ADJUSTMENT REQUEST FOR THE 2015-16 WINTER
SEASON (SUPPORTS CITY COUNCIL GOAL NO. 2: PUBLIC
INFRASTRUCTURE)
REVIEWED: DOUG WILLMORE, CITY MANAGER C
Project Manager: Michael Throne, Director of Public Works
Sean Larvenz, Public Works Maintenance Superintendent
RECOMMENDATION
Adopt Resolution 2015- ; approving an additional budget appropriation, in the amount
of $58,000, to the Public Works Administration; Right -of -Way; Parks, Trails & Open
Spaces; and Building Maintenance program budgets to prepare for the upcoming
2015/2016 winter season.
FISCAL IMPACT
Budget Program:
Account Number:
Budgeted Amount:
Additional Appropriation
New Amount Balance:
Fund Balance:
Budget Program:
Account Number:
Budgeted Amount:
Additional Appropriation
New Amount Balance:
Fund Balance:
Public Works Administration
101-3001-431-6100
$12,000
$1,000
$13,000
$ N/A
Right of Way
202-3003-431-4300
$284,000
$40,000
$324,000
$ N/A
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Budget Program:
Account Number:
Budgeted Amount:
Additional Appropriation:
New Amount Balance:
Fund Balance:
Budget Program:
Account Number:
Budgeted Amount:
Additional Appropriation
New Amount Balance:
Fund Balance:
Budget Program:
Account Number:
Budgeted Amount:
Additional Appropriation
New Amount Balance:
Fund Balance:
Budget Program:
Account Number:
Budgeted Amount:
Additional Appropriation:
New Amount Balance:
Fund Balance:
Budget Program:
Account Number:
Budgeted Amount:
Additional Appropriation
New Amount Balance:
Fund Balance:
Right of Way
202-3003-431-6100
$97,000
$5,000
$102,000
$ N/A
Parks, Trails & Open Spaces
101-3009-431-4300
$578,000
$5,000
$583,000
$ N/A
Parks, Trails & Open Spaces
101-3009-431-6100
$74,600
$1,000
$75,600
$ N/A
Building Maintenance
101-3008-431-4300
$275,900
$5,000
$280,900
$ N/A
Building Maintenance
101-3008-431-6100
$65,000
$1,000
$66,000
$ N/A
The additional expenses to prepare for the anticipated potentially stronger and longer -
lasting EI Nino winter weather conditions are summarized in Attachment 1.
EXECUTIVE SUMMARY
There is a greater than 90% chance that EI Nino will continue through the winter of
2015/2016 and about an 85% chance it will last into early spring 2016. Preparation and
response to a "normal" winter is included in the FY 2015-16 adopted budget; however, it
is recommended that additional funding be appropriated for the unique preparation
needed for the anticipated winter weather conditions.
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BACKGROUND
The City Council and the community received a report on September 15, 2015 from Public
Works regarding the preparations already underway to be ready for the upcoming
potentially stormy winter. As was noted at that time, a budget adjustment is now being
requested for the additional costs to prepare for the anticipated weather conditions.
DISCUSSION
The Public Works Department has been tracking the progress of the expected duration
and intensity of this winter's potential storm season and has designed a storm response
program to address anticipated impacts from the very real possibility of a wet winter.
Anticipating that it may be difficult for outside contractors to immediately respond to
requests to clear roadways of debris, the storm response plan includes the proactive
renting and staging of equipment prior to the forecasted storm events, along with qualified
and licensed equipment operators, which is expected to reduce response times. The
coordination of this activity and that of our contract maintenance workers will be through
a Public Works operations center "storm desk" located at City Hall.
As noted in the attached budget adjustment table (Attachment 1), funds are being
requested at this time to supplement the Public Works Department's typical winter
response and are based on an estimated five (5) winter storm events, each lasting three
(3) days in duration.
CONCLUSION
The budget adjustment request outlined in Attachment 1 is intended to ensure, to the
greatest extent practicable, reasonable response and protection of public facilities and
transportation routes for the public.
ALTERNATIVES
The City Council may direct the Public Works Department to further increase or maintain
the level of funding in the adopted budget to prepare and respond to the predicted
upcoming winter weather conditions.
Attachments:
Attachment 1 — Summary of Requested Budget Adjustments (page 4)
Attachment 2 — Draft Resolution No. 2015- (page 5)
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SUMMARY OF REQUESTED BUDGET ADJUSTMENTS
NOTES:
1. Materials, supplies, and computer set-up for the Public Works Operations Center ("storm desk').
2. Equipment rental and contract equipment operator services for up to five (5) storm events, lasting three (3) days each.
3. Detour signs and Type III barricades in anticipation of a major arterial road closure (such as PUDE, PVDS, Western Avenue, etc.)
4. Contract maintenance services for tree removals and trail repairs.
5: Materials and supplies to respond to parks and trails damage.
6. Contract maintenance services to respond to and repair leaks and water damage.
7. Materials and supplies to respond to leaks and water damage inside public buildings and facilities.
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Public Works I
j
Right -of -Way
Administration
Parks, Trails & Open Spaces !
Building Maintenance
Current Budgeted
$12,000 I
$284,000
$97,000
$578,000 i
$74,600
$275,900 1
$65,000
Amount
i
I
Requested
1 $1,000
$40,000
$5,000
$5,000
$1,000
$5,000
$1,000
Additional
Appropriation
(Total= $58,000)
�
�
�I
i New Budgeted
$13,000
$324,000
, $102,000 1
$583,000
$75,600
$280,900
$66,000
Amount
Impacted Budget
101-3001-431-61-00
202-3003-431-43-00
202-3003-431-61-00
101-3009-431-43-00
101-3009-431-61-00
101-3008-431-43-00
101-3008-431-61-00 i
Accounts
(Operating Supplies/
{Maint. Services)
(Operating Supplies/
(Maint. Services)
(Operating Supplies/
(Maint. Services)
(Operating Supplies/
Minor Equipment) f
(Note 2)
Minor Equipment)
(Note 4)
Minor Equipment)
(Note 6)
Minor Equipment)
(Note 1)
(Note 3)
$j?
(Note 5)
i
(Note 7)
NOTES:
1. Materials, supplies, and computer set-up for the Public Works Operations Center ("storm desk').
2. Equipment rental and contract equipment operator services for up to five (5) storm events, lasting three (3) days each.
3. Detour signs and Type III barricades in anticipation of a major arterial road closure (such as PUDE, PVDS, Western Avenue, etc.)
4. Contract maintenance services for tree removals and trail repairs.
5: Materials and supplies to respond to parks and trails damage.
6. Contract maintenance services to respond to and repair leaks and water damage.
7. Materials and supplies to respond to leaks and water damage inside public buildings and facilities.
M
RESOLUTION NO. 2015-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS
VERDES, AMENDING RESOLUTION 2015-47, THE BUDGET APPROPRIATION
FOR FY 15-16, TO ADUST THE BUDGET IN THE GENERAL FUND
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 FY 15-
16; and
WHEREAS, on October 6, 2015 the City Council approved an additional budget appropriation
request, in the amount of $58,000, for anticipated additional costs related to preparation and
response to the upcoming 2015-16 winter storm (EI Nino) conditions; and
BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES:
The following adjustments are made to the FY 15-16 budget:
General Fund
Public Works Administration/Operating Supplies
101-3001-431-61-00
$1,000
Right-of-Way/Maintenance Services
202-3003-431-43-00
$40.000
Right-of-Way/Operating Supplies
202-3003-431-61-00
$5,000
Parks, Trails & Open Spaces/Maintenance Services
101-3009-431-43-00
$5,000
Parks, Trails & Open Spaces/Operating Supplies
101-3009-431-61-00
$1,000
Building Maintenance/Maintenance Services
101-3008-431-43-00
$5,000
Building Maintenance/Operating Supplies
101-3008-431-61-00
$1,000
Verified by Finance:
PASSED, APPROVED, AND ADOPTED THIS 6th DAY OF OCTOBER 2015.
Mayor
ATTEST:
City Clerk
State of California )
County of Los Angeles )ss
City of Rancho Palos Verdes )
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