CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report

August 6, 2018
CONSENT AGENDA

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Sharon Friedrichsen, Director of Budget and Contracts

APPROVED BY: Chip Rerig, City Administrator

RESOLUTION NO. 2018-076, AUTHORIZING THE RE-APPROPRIATION OF

UNSPENT FISCAL YEAR 2017-2018 CAPITAL PROJECT FUNDS TO FISCAL
SUBJECT:
YEAR 2018-2019

RECOMMENDATION:
Resolution No. 2018-076, authorizing the re-appropriation of unspent Fiscal Year 2017-18 capital projects funds
to Fiscal Year 2018-2019.

BACKGROUND/SUMMARY:
On June 6, 2017, the City Council adopted the Fiscal Year (FY) 2017-2018 Operating Budget and Capital
Improvement Plan. During that FY, Council approved the inclusion of one additional capital improvement project,
the fuel system decommissioning project. Council also approved supplemental funding for the fuel system
decommissioning project, citywide paving, and the Fifth Avenue storm drain projects on April 3, 2018, and May
1, 2018 respectively.

The following eight projects funded in FY 2017-18 are currently underway, but completion of these projects
require unspent funds to be carried over into the new fiscal year, FY 2018-2019. The projects and a brief status
are listed below:

1. ADA Transition Plan: On March 6, 2018, Council awarded a professional services agreement to
Kasavan Architects for preparation of the ADA Plan. Field surveys of all City-owned buildings have been
completed, and the consultant is currently compiling the results, estimating costs, and recommending
priorities for the ADA Transition Plan report.

2. Fuel System Decommissioning: Council awarded the construction contract to RTS on May 1, 2018. Both fuel
tanks have been removed, and the majority of the work has been completed. Due to low levels of diesel
contamination found in the soil, there is a potential need for additional funding to haul off soil, and return with
clean fill. However, additional funding will be requested as a separate matter if necessary.

3. GIS System: A contract with CSU Chico Research Foundation was executed on March 21, 2018. They have
entered all available geographic data, and staff anticipates reviewing the first test maps shortly. The project
 remains on schedule.

4. Fifth Avenue Storm Drain: Council awarded all three phases of this project to Anderson Pacific on May 1,
2018. The project recently commenced work, and the contractor has begun to install the initial segments of new
drainage pipes, manholes, and catch basins at the Fifth Avenue/Torres Street intersection and heading uphill
(east).

5. Public Safety Radio Grants: The City of Monterey, as the lead agency, was recently paid for 14 radios for
Carmel Ambulance and Fire. Remaining funds will be carried over to the new FY to use as a match if Monterey
is successful in obtaining an additional grant for more radios.

6. Citywide Paving Project: Paving of the 15 residential streets throughout the city is completed; however,
paving of Ocean Avenue, between Junipero Avenue and Monte Verde Street, is planned to commence after
Labor Day.

7. MTNP Improvements: Under a Council-approved on-call environmental services agreement with Dudek, a
task order to conduct the streambed stability study has been executed, and work has commenced.

8. Wireless Access Indoor: Three access points have been replaced and IT staff is currently designing and
planning the roll out of a number of additional access points as well as obtaining quotes for the required cabling
and installation work.

FISCAL IMPACT:
There is no new fiscal impact associated with this action as these funds were previously allocated to these
projects. This action carries forward the remaining unspent funds for these projects into the new fiscal year in
order to pay for outstanding work related to the projects.
PRIOR CITY COUNCIL ACTION:
Council adopted the FY 2017-2018 budget on June 6, 2017 and approved supplemental funding for the fuel
system decommissioning project, citywide paving, and the Fifth Avenue storm drain projects on September 12,
2017, April 3, 2018, and May 1, 2018 respectively.
ATTACHMENTS:

Attachment #1- Resolution Re-appropriate 1718 CIP

 Attachment 1

CITY OF CARMEL-BY-THE-SEA CITY COUNCIL

RESOLUTION NO. 2018-076

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE

RE-APPROPRIATION OF UNSPENT FISCAL YEAR 2017-2018 CAPITAL PROJECT FUNDS TO THE
FISCAL YEAR 2018-2019 ADOPTED BUDGET

WHEREAS, on June 6, 2017, the City Council adopted the Fiscal Year (FY) 2017-2018 Operating
Budget and Capital Improvement Plan;

WHEREAS, in FY 2017-2018, Council authorized supplemental funding for the fuel system
decommissioning, citywide paving, and Fifth Avenue storm drainage improvement projects on September 12,
2017, April 3, 2018, and May 1, 2018 respectively; and

WHEREAS, there are eight capital projects funded in FY 2017-2018 that are currently in progress, but
funding from FY 2017-2018 into the new FY 2018-2019 is required in order to complete these projects;

WHEREAS, due to the timing of the projects coinciding with the end of the fiscal year, remaining
unspent funds for these capital projects need to be carried over into the new fiscal year (FY 2018-2019).

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-
SEA DOES HEREBY:
Authorize the carryover of unexpended capital project funds as shown in Exhibit A.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 6th day of
August 2018, by the following roll call vote:

AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Thomas A. Graves, City Clerk
 Attachment 1

Exhibit A
Capital Project Status and Re-Appropriation Request

FY 2017-2018 Project FY 2017-2018 Estimated Unspent

Project Code/Task Label Amended Budget Funds as of 6/30/18
ADA Transition Plan $100,000 $90,293
118 ADA, 118PW-ADAPLAN
Fuel System Decommissioning $268,270 $13,415
118FSD, 118PW-FUELSYD
Geographical Information System $17,000 $17,000
118GIS, 118IT-GISSYST
Fifth Avenue Storm Drainage $1,446,255 $1,396,225
(Drainage Repair/Improvement)
118GUA, 188PW-SDRAINS
Assistance to Firefighter Grant Radios $21,293 $5,328
118 RAD, 118PD-PSRADIO
Citywide Paving Project $2,255,000 $873,607
(Streets and Road Project)
118STR, 118PW-ROADS18
Mission Trail Nature Preserve Improvements/ $50,000 $32,632
Streambed Stability Study
1MTP, 118PW-MTNPIMS
Wireless Access Indoor $30,000 $30,000
118WAI, 118IT-WIREIND
Total $4,187,818 $2,422,902