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RPVCCA_CC_SR_2011_09_20_I_Cont_Approp_FY_10-11CITY OF MEMORANDUM TO: FROM: DATE: SUBJECT: REVIEWED: Project Manager: HONORABLE MAYOR &CITY COUNCIL MEMBERS DENNIS McLEAN,DIRECTOR OF FINANCE & INFORMATION TECHNOLOGY 1(J)~OM.-<- SEPTEMBER 20,2011 FY10-11 CONTINUING APPROPRIATIONS &FISCAL YEAR-END BUDGET ADJUSTMENTS CAROLYN LEHR,CITY MANAGER ~ Kathryn Downs,Deputy Director of Finance &Information Technology RECOMMENDATION 1.Adopt Resolution No.2011-, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES,AMENDING RESOLUTION 2010-55,THE BUDGET APPROPRIATION FOR FY10-11,TO REDUCE TH~BUDGET FOR THE APPROVED CONTINUING APPROPRIATIONS. 2.Adopt Resolution No.2011-, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES,AMENDING RESOLUTION 2011-44,THE BUDGET APPROPRIATION FOR FY11-12,TO INCREASE THE BUDGET FOR THE APPROVED CONTINUING APPROPRIATIONS. 3.Adopt Resolution No.2011-,A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES,AMENDING RESOLUTION 2010-55,THE BUDGET APPROPRIATION FOR FY10-11,TO ADJUST THE BUDGET IN THE GENERAL FUND,PROPOSITION C FUND,PUBLIC SAFETY GRANTS FUND, MEASURE A MAINTENANCE FUND,AND RPVTV FUND. EXECUTIVE SUMMARY This is an annual staff report (with accompanying resolutions)for the sole purpose of ensuring budgetary compliance for FY10-11 and FY11-12.Because the proposed continued appropriations were included in the FY1 0-11 budget,there is no fiscal impact on the estimated fund balances presented with the FY11-12 budget.The amounts requested I-1 FY10-11 CONTINUING APPROPRIATIONS &FISCAL YEAR-END BUDGET ADJUSTMENTS Page 2 of4 are consistent with prior years. Staff is requesting several fiscal year end adjustments to ensure FY10-11 budgetary compliance.These adjustments offset each other resulting in a net impact to the General Fund of $0. BACKGROUND AND DISCUSSION Continuing Appropriations At the end of each fiscal year,it is necessary to prepare a summary of budgeted appropriations that must be carried over to the next fiscal year.The attached list of FY1 0- 11 Continuing Appropriations (Attachment A)identifies projects that were included in the FY10-11 budget,but were not completed by June 30,2011. The majority of the continuing appropriation items relate to ongoing Public Works projects. Many of these projects are performed in the summer months to avoid the rainy season (e.g.street overlay projects)or are large projects that take several years to complete (e.g. General Plan Update).City staff anticipates that the majority of these projects will be completed during FY11-12.However,in some instances,completion will not necessarily occur until after June 30,2012.In these instances it will likely be necessary to carry over remaining budget amounts to FY12-13 as a part of next year's continuing appropriations. Staff presented all budgeted appropriations for FY1 0-11,including the amounts requested for carryover,in the FY10-11 column of the 2011 Five-Year Financial Model that was prepared in conjunction with the FY11-12 budget.Therefore,estimated beginning fund balances presented with the FY11-12 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 30,2012. The list of FY10-11 Continuing Appropriations itemizes each project for which staff recommends a continuation of the appropriation into FY11-12.A brief description of each item is provided. Year-End 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 su pplemental appropriation by the City Council.A discussion of the requested adjustments to the programs follows. GENERAL FUND Salaries When the annual budget is prepared,staff salaries are allocated among the programs. Actual allocations sometimes vary from what was initially planned.Staff requests two I-2 FY10-11 CONTINUING APPROPRIATIONS &FISCAL YEAR-END BUDGET ADJUSTMENTS Page 3 of4 adjustments to shift staff salary budgets from one program to another.This request does not impact the General Fund.Staff requests shifting $80,000 from the Public Works Administration program to the Recreation Administration program to accommodate the allocation of the Recreation Director/Deputy Public Works Director;and $10,000 from the City Manager's program to the City Clerk's program to accommodate the allocation of administrative staff. Personnel The City was required to pay $28,315 of unemployment claims during FY10-11.Past years'claims have been immaterial,and the budget has been able to absorb the costs as necessary.Staff recommends shifting Legal budget savings to provide for this expenditure. Operating Transfer to RPVTV The FY10-11 actual expenditures for RPVTV exceeded the budget by $11,500.The RPVTV Fund operating budget is funded by a General Fund operating transfer.The additional expenditures were related to the development of additional programming to spotlight City events and issues.Staff recommends shifting Community Outreach budget savings to provide for this additional operating transfer,as well as the corresponding adjustments in the RPVTV Fund. View Restoration Additional tree trimming of $5,000 was necessary to support the View Restoration program during FY1 0-11.Staff recommends shifting Building &Safety budget savings to provide for this additional View Restoration expenditure. PROPOSITION C FUND An additional $77,073 of Proposition C money was available to fund arterial street improvements.Staff requests an adjustment to increase the budget for this funding transfer to the Capital Improvement Projects Fund. PUBLIC SAFETY GRANTS FUND The City contributed to the purchase of an additional Automatic License Plan Recognition (ALPR)patrol car for the Los Angeles County Sheriff's Lomita Station using the last of the City's state shared revenue from the California Law Enforcement Equipment Purchase (CLEEP)program.The CLEEP money was received in FY02-03.Staff requests an adjustment to appropriate this money for the FY10-11 purchase of $25,505. MEASURE A MAINTENANCE FUND The City receives Measure A maintenance money to supplement park maintenance activities for parks that were developed or open space that was purchased with Measure A capital money.The City had qualifying Measure A maintenance expenditures of $160,641, I-3 FY10-11 CONTINUING APPROPRIATIONS &FISCAL YEAR-END BUDGET ADJUSTMENTS Page 4 of 4 yet the FY10-11 budget was for $151,000.Staff requests adjustments of $9,641 for both revenue and operating transfers to recognize the additional Measure A money and transfer it to the General Fund for park maintenance. FISCAL IMPACT As described previously,the proposed continuing appropriations will have no impact on the estimated (budgeted)fund balance at June 30,2012 for any of the City's funds.The first continuing appropriations resolution merely authorizes increasing the FY11-12 budget for each of the continuing appropriations listed in Attachment A.The second continuing appropriations resolution authorizes decreasing the FY10-11 budget for the same appropriations. The net effect of the FY10-11 General Fund budget adjustments requested within this report is $0. I-4 RESOLUTION NO.2011 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES,AMENDING RESOLUTION 2010-55,THE BUDGET APPROPRIATION FOR FY10-11,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 15,2010,the City Council of the City of Rancho Palos Verdes adopted Resolution 2010-55,approving a spending plan and appropriating the budget for FY1 0-11:and WHEREAS,certain projects included in the FY10-11 budget will be carried over as continuing appropriations to FY11-12;and WHEREAS,the City Council desires that the FY10-11 budget be reduced for each of the continuing appropriations carried over to FY11-12. BE IT,THEREFORE,RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES: The following adjustments are made to the FY10-11 budget per Attachment A: Decrease the General Fund budget as follows: City Manager #101-1002-32-00 ProfessionallTechnical Public Safety Spec #101-1024-32-00 ProfessionallTechnical Animal Control #101-1025-32-00 ProfessionallTechnical Emergency Prep #101-1026-61-00 Supplies/Minor Equipment Finance #101-2020-32-00 ProfessionallTechnical Public Works Admin#101-3001-32-00 ProfessionallTechnical Public Works Admin#101-3001-61-00 Supplies/Minor Equipment Traffic Management#101-3006-32-00 ProfessionallTechnical Building Maint #101-3008-43-00 Maintenance ParkslTrails Maint #101-3009-43-00 Maintenance Sewer Maintenance #1 01-3026-32-00 ProfessionallTechnical Planning #101-4001-32-00 ProfessionallTechnical Planning #101-4001-32-00 Printing Building &Safety #101-4002-32-00 ProfessionallTechnical NCCP #101-4005-32-00 ProfessionallTechnical Decrease the Street Maintenance Fund budget as follows: Non-Pavement #202-3003-43-00 Maintenance PB Road Maint #202-3005-43-00 Maintenance Decrease the Beautification Fund budget as follows: Beautification #212-3012-93-00 Grants To Others Decrease the Proposition A Fund Budget as follows: Transit #216-3016-43-00 Maintenance $20,000 $18,000 $10,000 $42,150 $13,688 $20,000 ,$5,508 $110,000 $4,000 $177,020 $25,375 $67,334 $3,383 $49,000 $63,973 $95,660 $50,000 $75,000 $19,492 I-5 Decrease the Subregion 1 Maintenance Fund budget as follows: Subregion 1 #223-3023-43-00 Maintenance Decrease the Abalone Cove Sewer District Fund budget as follows: Ab Cove Sewer #225-3025-43-00 Maintenance $10,000 $22,000 Decrease the Community Development Block Grant Fund budget as follows: ADA Projects #310-3093-73-00 Improvements $26,848 Decrease the Capital Improvement Projects Fund budget as follows: Administration #330-3030-32-00 ProfessionallTechnical Street Improvement#330-3031-73-00 Improvements Park Improvements #330-3033-73-00 Improvements Sewer Improve #330-3035-73-00 Improvements Decrease the Water Quality Flood Protection Fund budget as follows: Storm Drains #501-3052-32-00 ProfessionallTechnical Storm Drains #501-3052-43-00 Maintenance Storm Drains #501-3052-73-00 Improvements Decrease the Equipment Replacement Fund budget as follows: Vehicles #681-3084-76-00 Capital Purchases Computer Equip #681-2082-61-00 Minor Equipment Computer Equip #681-2082-75-20 Capital Purchases Furniture &Equip #681-6083-75-10 Capital Purchases Decrease the Employee Benefits Fund budget as follows: Employee Benefits #685-1015-27-00 Employee Incentive $5,000 $7,102,471 $2,057,113 $114,450 $472,789 $171,219 $2,078,474 $2,500 $25,049 $800,262 $40,000 $64,384 Decrease the Building Replacement/Improvements Fund budget as follows: Building Improvement#686-3086-73-00 Improvements $26,687 PASSED,APPROVED,AND ADOPTED THE 20th DAY OF SEPTEMBER 2011. MAYOR ATTEST: 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.2011-was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on September 20,2011. I-6 CITY CLERK CITY OF RANCHO PALOS VERDES I-7 RESOLUTION NO.2011 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES,AMENDING RESOLUTION 2011-44,THE BUDGET APPROPRIATION FOR FY11-12,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 21,2011,the City Council of the City of Rancho Palos Verdes adopted Resolution 2011-44,approving a spending plan and appropriating a budget for FY11-12:and WHEREAS,certain projects included in the FY10-11 budget will be carried over as continuing appropriations to FY11-12;and WHEREAS,the City Council desires that the FY11-12 budget be increased for each of the continuing appropriations carried over to FY11-12. BE IT,THEREFORE,RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:. The following adjustments are made to the FY11-12 budget per the attached Attachment A: Increase the General fund bUdget as follows: City Manager #101-1002-32-00 ProfessionallTechnical Public Safety Spec #101-1024-32-00 ProfessionallTechnical Animal Control #101-1025-32-00 ProfessionallTechnical Emergency Prep #101-1026-61-00 Supplies/Minor Equipment Finance #101-2020-32-00 ProfessionallTechnical Public Works Admin#101-3001-32-00 ProfessionallTechnical Public Works Admin#1 01-3001-61-00 Supplies/Minor Equipment Traffic Management#101-3006-32-00 ProfessionallTechnical Building Maint #101-3008-43-00 Maintenance ParkslTrails Maint #101-3009-43-00 Maintenance Sewer Maintenance #101-3026-32-00 ProfessionallTechnical Planning #101-4001-32-00 ProfessionallTechnical Planning #101-4001-32-00 Printing Building &Safety #101-4002-32-00 ProfessionallTechnical NCCP #101-4005-32-00 ProfessionallTechnical Increase the Street Maintenance Fund budget as follows: Non-Pavement #202-3003-43-00 Maintenance PB Road Maint #202-3005-43-00 Maintenance Increase the Beautification Fund budget as follows: Beautification #212-3012-93-00 Grants To Others Increase the Proposition A Fund Budget as follows: Transit #216-3016-43-00 Maintenance $20,000 $18,000 $10,000 $42,150 $13,688 $20,000 $5,508 $110,000 $4,000 $177,020 $25,375 $67,334 $3,383 $49,000 $63,973 $95,660 $50,000 $75,000 $19,492 I-8 Increase the Subregion 1 Maintenance Fund budget as follows: Subregion 1 #223-3023-43-00 Maintenance Increase the Abalone Cove Sewer District Fund budget as follows: Ab Cove Sewer #225-3025-43-00 Maintenance $10,000 $22,000 Increase the Community Development Block Grant Fund budget as follows: ADA Projects #310-3093-73-00 Improvements $26,848 Increase the Capital Improvement Projects Fund budget as follows: Administration #330-3030-32-00 ProfessionallTechnical Street Improvement #330-3031-73-00 Improvements Park Improvements #330-3033-73-00 Improvements Sewer Improve #330-3035-73-00 Improvements Increase the Water Quality Flood Protection Fund budget as follows: Storm Drains #501-3052-32-00 ProfessionallTechnical Storm Drains #501-3052-43-00 Maintenance Storm Drains #501-3052-73-00 Improvements Increase the Equipment Replacement Fund budget as follows: Vehicles #681-3083-76-00 Capital Purchases Computer Equip #681-2082-61-00 Minor Equipment Computer Equip #681-2082-75-20 Capital Purchases Furniture &Equip #681-6083-75-10 Capital Purchases Increase the Employee Benefits Fund budget as follows: Employee Benefits #685-1015-27-00 Employee Incentive $5,000 $7,102,471 $2,057,113 $114,450 $472,789 $171,219 $2,078,474 $2,500 $25,049 $800,262 $40,000 .$64,384 Increase the Building Replacement/Improvements Fund budget as follows: Building Improvement#686-3086-73-00 Improvements $26,687 PASSED,APPROVED,AND ADOPTED THE 20th DAY OF SEPTEMBER 2011. MAYOR ATTEST: 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.2011-was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on September 20,2011. I-9 CITY CLERK CITY OF RANCHO PALOS VERDES I-10 RESOLUTION NO.2011 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES,AMENDING RESOLUTION 2010-55,THE BUDGET APPROPRIATION FOR FY1 0-11,TO ADJUST THE BUDGET IN THE GENERAL FUND,PROPOSITION C FUND, PUBLIC SAFETY GRANTS FUND,MEASURE A MAINTENANCE FUND,AND RPVTV 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 15,2010,the City Council of the City of Rancho Palos Verdes adopted Resolution 2010-55,approving a spending plan and authorizing a budget appropriation for FY10-11: and WHEREAS,certain programs included in the FY10-11 budget will have expenditures which vary from the adjusted budget;and WHEREAS,the City Council desires that the FY10-11 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 FY10-11 budget: Adjust the General Fund budget as follows: Public Works Adm #101-3001-11-00 Full-Time Salaries Recreation Admin #101-5010-11-00 Full-Time Salaries City Manager #101-1002-12-00 Part-Time Salaries City Clerk #101-1004-12-00 Part-Time Salaries Legal #101-1003-33-00 Legal Services Personnel #101-1011-69-00 Miscellaneous Expenditures Community Outrch #101-1005-55-00 Printing Community Outrch #101-1005-57-00 Meetings Community Outrch #101-1005-61-00 Supplies Transfers Out #101-6000-91-00 To RPVTV Building &Safety #101-4002-32-00 Professional Services View Restoration #101-4004-43-00 Maintenance $(80,000) $80,000 $(10,000) $10,000 $(28,315) ,$28,315 $(5,800) $(4,000) $(1,700) $11,500 $(5,000) $5,000 Park Maintenance #101-3009-391-10 Transfer from Measure A Maint $9,641 Adjust the Proposition C Fund budget as follows: Street Improve #215-3015-491-91 To CIP Fund Adjust the Public Safety Grants Fund budget as follows: CLEEP #217-1027-69-00 Misc Expenditures Adjust the Measure A Maintenance Fund budget as follows: Measure A #227-3027-337-10 Local Grant Revenue Measure A #227-3027-73-00 Transfer to General Fund $77,073 $25,505 $9,641 $9,641 I-11 Adjust the RPVTV fund budget as follows: RPVTV #226-1007 -391-10 Transfer from General Fund RPVTV #226-1007-32-00 Professional/Technical $11,500 $11,500 PASSED,APPROVED,AND ADOPTED THE 20 th DAY OF SEPTEMBER 2011. MAYOR ATTEST: 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.2011-was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on September 20,2011. CITY CLERK CITY OF RANCHO PALOS VERDES I-12 Schedule of Requests for Continuing Appropriations from FY10-11 to FY11-12 Attachment A Consulting for City Initiatives Emergency Mobile Command Unit Peafowl Control Emergency Supply Caches City Manager 1101-1002 Public Safety Special Programs 1101-1024 Animal Control 1101-1025 Emergency Preparedness 1101-1026 193,000 I 152,018 18,000 10,000 65,500 I 23,350 40,982 18,000 10,000 42,150 Wiffi[@k1k'\'\'tit'mmll'xi~II'tP'~:ffi:.."'l"m mm,::::::::.t*i'''k..~*,,'':X,"'~':8&'1 k,*'4'::*\1 ,"'.,,'"W0 ffil_.~'.~=~~",~~*,,'\.'fu't..~.\'.,,,.m..ill~'i§8 This continued appropriation would provide $5,000 for the Ethics workshop with City Council Candidates and $15,000 for 20,000 Iteam building,training,and other initiatives. The City Council committed to purchasing an emergency mobile command unit for the L.A.County Sheritrs Department.The City has not yet been billed its $18,000 share of the total $60,000 cost,and Staff requests a .18,000 lcontinuing appropriation to provide for the purchase. Staff plans to use a consultant to take a peafowl census in October,and expects to report the results to the City Council. The City Council will decide whether to use this appropriation 10,000 Ifor additional peafowl control. The emergency supply caches are complete;however,Staff requests a continuing appropriation to replenish perishable supplies such as food and water,and to augment the supplies 42,150 Ialready purchased. Independent Audits of Tax Revenue Payers IFinance 101-2020 15,000 I 1,312 13,688 Due to workload and staffing vacancies,Staff was unable to move forward with independent audits of major tax revenue sources (e.g.utility users'tax,franchise tax,etc.).Staff requests that the appropriation be continued to FY11-12 to 13,688 Isupplement current year efforts. Indian Peak Geological Study Public Works Department Workstations Pedestrian Improvements Safe Routes to Schools Public Works Administration 1101-3001 Public Works Administration 1101-3001 Traffic Management 1101-3006 Traffic Management 1101-3006 20,000 18,000 I 12,492 80,000 30,000 20,000 5,508 80,000 30,000 The geological study is no longer necessary;however,Staff requests a continuing appropriation for the City's geotechnical consultant to perform work that will support the City Attorney's efforts on resolving pavement condition issues that prompted 20,000 Ithe original appropriation. Staff expects the improvements of these workstations to be 5,508 Icompleted by the end of 2011. The signalized crosswalk at Crest and Whitley Collins is 80,000 Iexpected to be constructed by the end of 2011. The grant documentation for this grant has been received. 30,000 IStaff expects to begin the design effort in October 2011. Building Annual Painting Project IMaintenance 1101-3008 56,000 I 26,250 29,750 A portion of this appropriation was allocated to refurbish City Hall signs,which should be completed by the end of 4,000 ISeptember 2011. I - 1 3 Schedule of Requests for Continuing Appropriations from FY10-11 to FY11-12 Attachment A Staff has'b~~;;'usingt,:;eY;~'(;j~g;;aintenancebudget to provide for systematic replacement of sprinkler heads with water efficient models.Staff is requesting to continue this special project appropriation to supplement the repairs to the urgent City Hall water-main line project approved by City Parks,Trails &Council on May 17,2011.The Notice of Completion for the Water Efficient Sprinkler IOpen Space water line project is scheduled for the City Council's Heads Maintenance 101-3009 82,000 -82,000 _60,000 September 20,2011 agenda. Trail repairs were postponed until the approval of the Palos Verdes Peninsula Land Conservancy contract,which is Parks,Trails &Icurrently scheduled to be considered by the City Council on Trail Maintenance lopen Space October 4,2011.Repairs could be completed by November Projects Maintenance 101-3009 107,000 28,627 78,373 62,000 2011. Eastview Park and Pt. Vicente Interpretive Parks,Trails & Center Irrigation Open Space Improvements Maintenance 1101-30091 70,100 1 15,611 1 54,4891 46,500 1Staff expects this project will be completed in November 2011. Parks,Trails & Open Space Recycling Bin Purchases Maintenance 101-3009 41,000 14,650 26,350 8,520 The bins were delivered in July 2011. Sewer Maintenance Sewer Staff is in the process of finalizing the engineering consultant's Funding Study Maintenance 101-3026 29,000 3,625 25,375 25,375 report,which should be completed by the end of 2011. Staff expects the General Plan Update will be completed mid- General Plan Update Planning 101-4001 59,000 28,020 30,980 30,980 2012. Zone 2 Environmental The EIR is currently in process,and is expected to be Impact Report (EIR)Planning 101-4001 148,000 111,646 36,354 36,354 completed during FY11-12. The Planning program printing budget included money to print the updated General Plan.Staff requests that the remaining General Plan Update FY10-11 appropriation be continued to FY11-12 for this Printing Planning 6,000 3,383 purpose. The City continues to process the subject homes through Monks'Case Plaintiffs IBuilding & 1101-40021 24,000 1 I 24,000 1 Ipermitting stages.The appropriation will provide for a City Geotechnical Review Safety -24,000 Geologist review. I - 1 4 Schedule of Requests for Continuing Appropriations from FY10-11 to FY11·12 Attachment A ~~,~~ Staff requests that a portion of the remaining FY10~11 appropriation be carried forward to FY11-12 for 2 projects:1) Building &Safety Laserfiche scanning costs for building &safety plans $15,000; ProfessionalfTechnical Building &and 2)Update of information within the City's Graphic Services Safety 101-4002 89,000 54,115 34,885 25,000 Information System $10,000. Natural Community The final NCCP document is being reviewed by the resource Conservation Plan agencies.Staff expects completion of this project during FY11 (NCCP)NCCP 101-4005 65,450 1,477 63,973 E:i3,973 12. Street The contract was awarded on May 17,2011.Work continued Sidewalk Repair Maintenance -through August 2011.Staff expects to present the Notice of Program Non-Pavement 202-3003 110,000 14,340 95,660 95,660 Completion to City Council on September 20,2011. Preliminary Engineering Portuguese Staff is revising the scope of the project,to include upstream Study -Landslide Area Bend Road drainage concerns that effect the roadway;and is hopeful that Road Maintenance Maintenance 202-3005 50,000 -50,000 50,000 this study will be completed in FY11-12. Staff is currently preparing Beautification program draft Neighborhood IBeautification -I 1 75,000 I I 75,000 I guidelines.Staff expects the City Council will review the Beautification Grants Recycling 212-3012 -75,000 program prior to grants being issued by the City. Although the City has terminated its relationship with MAX, Staff requests a continuing appropriation in the event that the Municipal Area Express I 1216-30161 124,500 I 91,8821 32,6181 1City is billed for any severance costs,such as re-printing route (MAX)Contribution Transit 19,492 maps. Re-vegetate Palos Verdes Drive South in Subregion 1 Subregion 1 Maintenance 223-3023 10,000 -10,000 10,000 The planting effort was completed at the end of August 2011 Grinder Pump Abalone Cove Staff expects the purchase and installation will be completed Replacement Sewer District 225-3025 22,000 -22,000 22,000 in September 2011. Community Americans with Development Design has been completed,and the project is ready to Disabilities Act Block Grant advertise for bids.Staff expects the project will be completed Compliant Curb Ramps Program 310-3093 26,848 -26,848 26,848 in FY11-12. Infrastructure This appropriation would be used to fund the addition of Improvements conduit to the City Hall water main line to facilitate future data Administration IAdministration 330-3030 17,600 7,326 10,274 5,000 cabling needs. I - 1 5 Schedule of Requests for Continuing Appropriations from FY10-11 to FY11-12 Attachment A '~M ~*@ 'itMit:'i%~"QMM ~~'@ hti'"m ,,;;:&~'M%§&'tM_~"k,-milli::::::§:~,41l~""~~~'~Y.a~:m.-.::.~%~~~~&;..}"&~~-:&~~~~.•;j.>"......_~,~~i~.:,,;, The City received grant documentation for this project in April Hawthorne Blvd.2011 and will be soliciting for design services in the near Pedestrian Street future.This project will be coordinated with the traffic signal Improvements Improvements 330-3031 1,427,000 4,419 1,422,581 1,422,581 synchronization project appropriated in FY11-12. Although these improvement projects have been included in the budget,the City Council is expected to provide direction regarding the use of Beautification program funds in Arterial Median Street conjunction with new guidelines and beautification requests by Improvements Improvements 330-3031 500,500 -500,500 500,500 neighborhoods. Palos Verdes Drive South Bikeway Safety Street The City received grant documentation for this project.Staff Project Improvements 330-3031 801,000 6,755 794,245 794,245 plans to solicit for design services in September 2011. FY09-10 Arterial Improvement Project The design has been completed,and the project is currently (Palos Verdes Drive Street out to bid.Staff expects to present a construction contract to SouthlWest)Improvements 330-3031 2,543,560 193,611 2,349,949 2,349,949 City Council for consideration on September 20,2011. Work is substantially completed.The Notice of Completion is Crest/Crenshaw Traffic Street 1 1 254,000 I 11,9181 242,0821 Ischeduled for presentation to the City Council on October 4, Signal Improvements 330-3031 242,082 2011. Palos Verdes Drive East Early Action Safety Improvements Street Staff expects the design to be completed in November 2011, (Guardrails)Improvements 330-3031 280,000 6,886 273,114 273,114 and plans to schedule construction for April 2012. FY10-11 Residential Street The design effort has currently been scheduled for October Pavement Project Improvements 330-3031 1,520,000 -1,520,000 1,520,000 2011,with construction anticipated in May 2012. The Notice of Completion for this project is scheduled for the Ryan Park Field IPark I I 323,150 1270,4631 52,6871 1October 18,2011 City Council agenda.The ribbon cutting for Upgrade Improvements 330-3033 52,687 the improvements took place on August 24,2011. Once the environmental impact studies are completed for these projects during FY11-12,Staff expects the City Council will determine which improvements will be constructed and Lower Hesse/Grandview Park prioritize with other CIP projects.Construction would not Park Improvements Improvements 2,004,095 1,990,836 begin until FY12-13. The City Council approved a FY11-12 appropriation of $50,000 to provide telephone and electricity service to the Lifeguard Station at Trump Beach.The remaining FY10-11 Trump Beach Telephone IPark 1 ~1 6,410 I 13,590 1 1appropriation should be carried forward to supplement the Service Study/Design Improvements ..330-3033 _____20,000 .13,590 FY11-12 appropriation. I - 1 6 Schedule of Requests for Continuing Appropriations from FY10-11 to FY11-12 Attachment A ~,,~~~_~.a•.~.P'• .•©:".,W'.~~~x~lW;&.-::'~'ii;.%Th'&.'%"%"~,*,'%"~~'~"0~-::,_~,.'11 The project was primarily constructed in June and July 2011 Palos Verdes Drive East ISewer The Notice of Completion was presented to City Council on Sewer Relocation Improvements 330-3035 211,000 96,550 114,450 114,450 September 6,2011. Water Quality The project study report was completed in March 2011,and Lower San Ramon Flood project design was awarded in May 2011.Staff expects the Canyon Protection 501-3052 1,385,000 517,425 867,575 867,575 design will be completed in spring 2012. Water Quality Flood 1501-30521 495,000 I 22,211 I 472,7891 • IThis planning effort began in January 2011,and will continue Storm Drain Master Plan IProtection 472,789 through 2013. These maintenance projects are ongoing,and Staff requests Water Quality that all available funding be carried forward to address various Storm Drain Flood issues as they are discovered.The Oversight Committee Maintenance Projects Protection 501-3052 150,706 41,468 109,238 109,238 concurs with this plan and use of the Storm Drain Fee. These maintenance projects are ongoing,and Staff requests that all available funding be carried forward in accordance with established filtration device plan.At times work is deferred to Water Quality Icombine with other projects and secure favorable contractor Filtration Maintenance Flood pricing.The Oversight Committee concurs with this plan and Projects Protection 501-3052 61,981 -61,981 61,981 use of the Storm Drain Fee. Water Quality Flood This project will be advertised in September 2011,and Staff Storm Drain Lining Protection 501-3052 839,617 12,474 827,143 827,143 expects the work to be completed in March 2012. San Pedro Canyon Water Quality This is a multiple-site project.The first construction piece is Storm Drain System Flood scheduled for October 2011 ,with project completion Rehabilitation Protection 501-3052 370,000 -370,000 370,000 anticipated towards the end of 2012. Water Quality The work was completed during FY10-11 with budgetary Filtration Installation 1~IOOd savings.Continuing this remaining appropriation will facilitate Projects Protection 501-3052 41,000 27,244 13,756 13,756 the retrofitting of additional filtration screens during FY11-12. Equipment Staff requests to merge this unspent appropriation with the Minor Computer-IIRePlacement -proposed continuing appropriation for the upgrade of all user Equipment Purchases Computers 681-2082 95,800 70,751 25,049 25,049 desktop computer workstations described below. The City has issued a Request for Proposals to replace its Equipment 5"-Q,ll(JOJ _-_ finance system.Proposals are due from perspective vendors Finance System IReplacement -September 16,2011.Staff expects to present a draft contract Replacement Computers 681-2082 500,000 500,000 to the City Council early 2012. I - 1 7 Schedule of Requests for Continuing Appropriations from FY10-11 to FY11-12 Attachment A •Equipment This continuing appropriation is necessary to replace all user WorkstationlWindows IReplacement -desktop computers and upgrade software to Windows 7 and 7/Office 2010 Upgrades Computers 681-2082 226,000 37,021 188,979 188,979 Office 2010 and/or Office 365. Equipment This appropriation will provide for the upgrade of the Graphic Information IReplacement -Geographic Information System ("GIS")by participation in the System Aerial Photos Computers 681-2082 80,000 -80,000 80,000 County-wide LAR-IAC consortium. Equipment Replacement -I I 48,000 I 22,7171 25,2831 .This appropriation will provide for the upgrade of the telephone Voice System Upgrade IComputers 681-2082 25,283 system call manager and voice messaging equipment. This appropriation would provide for the purchase of 2 Equipment additional scanners for departmental use of the City's Replacement -Laserfische document management system that is being Scanner Purchases IComputers 681-2082 6,000 -6,000 6,000 implemented. Equipment A trailer to haul the John Deere cart and traffic control devices Replacement -was delivered to the City in August 2011.This continuing Vehicle Purchases IVehicles 681-3081 50,000 42,054 7,946 2,500 appropriation will provide for that £urchase. This appropriation would provide $10,000 to purchase Laserfiche equipment related to the City's document management system and $30,000 to replace the Equipment Administration copier,which handles high-volume jobs such Equipment Purchases Replacement 70,000 40,000 as City Council agendas and Public Records Act requests. FY10-11 program disbursements will not be made until the Performance Incentive IEmployee 1685-10151 81,100 1 16,7161 64,3841 ICity Council approves the independent review of the Program Benefits 64,384 Performance Incentive Program. Americans with Disabilities Act Building Compliance -Transition Replacement I I 90,000 I 63,3131 26,6871 1Staff expects that the Plan will be presented to City Council on Plan Fund 686-3086 26,687 October 18,2011. I - 1 8