11-17-2020 - AGENDA ITEM 07 CONSIDERATION OF BUDGET AMENDMENTS FOR COMMUNITY DEVELOPMENT BLOCK GRANT PROJECTS, AND PARKS AND STREET IMPROVEMENTSAGENDA ITEM NO. 7
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: November 17, 2020
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF BUDGET AMENDMENTS FOR COMMUNITY DEVELOPMENT
BLOCK GRANT PROJECTS, AND PARKS AND STREET IMPROVEMENTS
RECOMMENDATION:
It is recommended that the City Council approve the following Resolutions:
1. RESOLUTION NO. 2020-110 — A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL
YEAR COMMENCING JULY 1, 2019, AND ENDING JUNE 30, 2020 (Close 19-20)
2. RESOLUTION NO. 2020-111— A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL
YEAR COMMENCING JULY 1, 20209 AND ENDING JUNE 30, 2021 (Open 20-21)
BACKGROUND:
The City Council adopted the Fiscal Year 2019-2020 budget on June 18, 2019 - Resolution No. 2019-49. The
budget covered the period from July 1, 2019 through June 30, 2020. On June 23, 2020, the City Council
adopted the Fiscal Year 2020-2021 - Resolution No. 2020-64. The budget covers the period from July 1, 2020
through June 30, 2021.
DISCUSSION:
The budget was adopted three months into the pandemic. Since then, staff and resources have been reallocated
to meet the needs of the community that could not be anticipated when the Fiscal Year 2020-21 budget was
being prepared and adopted. The budget amendments requested below are for two Fiscal Years: FY 2019-20 to
close out projects and FY 2020-2021 to accommodate new projects and programs.
FY 2019-2020 (Close Out)
Proposition A County Park Bond - Fund 143
$3,377.13 is requested for the maintenance of the Del Norte Park Splash Pad, and is reimbursable through
Proposition A Los Angeles County Park Bond Grant. In FY 2019-2020, expenditures in two budget lines
exceeded appropriations. Reimbursement is based on approved budget. The proposed amendment is needed to
get fully reimbursed.
CITY OF WEST COVINA
BUDGET AMENDMENT
ATTACHMENT NO.4
BA # 021
Posted By:
Date Posted:
Date: 7/1/2020 Fiscal Year: 2020/2021
Requested by: Kelly McDonald Amount: $6,724,530.33
Dept/Div: Public Services Description: Carry Over Unexpended Balances
CS Foundation/CDBG/Measure H
EXPENDITURES
Account Number
Dept/Account Description
Current Budget
Proposed
Amendment
Amended Budget
131.22.2232.6120
CDBG Business Assistance Prg
324 831.20
324 831.20
131.22.2242.6120
CDBG/Housing Presery Pro
105 331.00
105 331.00
220.61.5103.6574
CS Foundation Youth Council
1,699.85
1,699.85
220,61.5110.6490
CS Foundation/Misc Exp
43 222.44
43 222.44
220.61.5110.6544
CS Foundation Ta for House
30 917.66
30 917.66
220.61.5110,6545
CS Foundation Walk of Fame
1,812.23
1,812.23
220.61.5110.6548
CS Foundation Memorial Wall
12 531.75
12 531.75
220.61.5150.6120
CS Foundation/Contract Sery
501.25
501.25
220.61.5150.6490
CS Foundation Misc Exp
20 269.85
20 269.85
220.61.5160.6191
CS Foundation Galster Park
2,902.66
2,902.66
220.61.5161.6192
CS Foundation Cameron
14.22
14.22
220.61.5170.6490
CS Foundation Shadow Oak
377.64
377.64
220.61.5180.6240
CS Foundation Rec Supplies
148.25
148.25
220.61.5180.6270
CS Foundation/Other Supplies
7,524.31
7,524.31
240.61.2255.6120
Measure H Contract Sery
280 742.00
280 742.00
240.61.2255.6270
Measure H Other Supplies
32 973.22
32 973.22
REVENUES
Proposed
Account Number Account Description Current Budget Amendment Amended Budget
over of unexpended funds from FY 2019-2020 in the Community Services Foundation, CDBG, CDBG-CV, and Measure
APPROVALS
City Council Approval Date (if required, attach minutes): ❑ Approval Not Required
Dept Head Approval:
Date:
Finance Director: Date:
Funds Available? ❑ Yes No
City Manager: Date:
Comment: ❑ Approved ❑ Denied
BA # 021 (cont.)
CITY OF WEST COVINA Posted By;
BUDGET AMENDMENT Date Posted:
Date: 7/1/2020 Fiscal Year: 2020/2021
Requested by: Kelly McDonald Amount: (see first page)
Dept/Div: Public Services Description: C/O Sliding Door, Add Meas W, BLD
Maint, Lark Ellen House, Contracts
FY0FNATT1JJ?FC
Account Number
Dept/Account Description
Current Budget
Proposed
Amendment
t
122,71.4132.6130
Pro C Pavement Management
25 000.00
505 313.00
124.71.4131.6110
Gas Tax Traffic Engineering
43 750.00
189.71.4189.6130
Sewer
34 000.00
89 687.00
M290152.00
197.71.4189,6130
Measure W NPDES
290 152.00181.71.4133.6110
MDS Professional Services
3 187.50.
182.71.4133.6110
MD2 Professional Services
2,542.50
2,542.50
183.71.4133.6110
CSS/Professional Services
5,130.00
5,130.00
184.71.4133.6110
MD4/Professional Services
3,992.50
3,992.50
186.71.4133.6110
MD6/Professional Services
2,320.00
2,320.00
187.71.4133.6110
MD7/Professional Services
2,345.00
2,345.00
188.71.4133.6110
CWMD Professional Services
it 588.75
7,177.50
18 766.25
189.71A133.6110
Sewer Professional Services
24 588.78
7,177.50
31 766.28
110.61A142.6120
Park Maint Contract Sery
6,235.00
42 000.00
48 235.00
110.61.4142.6130
Park Maint Service Contracts
551 696.00
63 000.00
614 696.00
110.61A142.6141
Park Maint Natural Gas
7,500.00
5,500.00
13 000.00
110.61.4142.6142
Park Maint/Electricit
137 500.00
78 000.00
215 500.00
110.61.4142.6143
Park Maint Water
262 500.00
74 000.00
336 500.00
110.61.4142.6270
Park Maint Other Supplies
36 000.00
20 000.00
56 000.00
110.61.4144,6270
Buildings/Supplies
85 000.00
30 000.00
115 000.00
110.61.5150.6188
Gen Fund Events
7,500.00
7,500.00
188A1.4141.6130
CWMD
348 710.00
300 000.00
648 710.00
225.61.5121.6120
CDBG-CV Contract Sery
114 694.30
114 694.30
225.61.5121.6460
CDBG-CV Subreci Tents
347 500.00
347 500.00
21028.169.7700
Lark Ellen House Desi n&Demo
200 000.00
200 000.00
169.80.7004.7700
21029.131.7700
Sliding Doors at Sr Center
100 000.00
100 000.00
131.80.7004.7700
21030.110.7700
Shadow Oak Lower Restroom
408 600.00
408 600.00
110.80.7004.7700
21031.124.7200
Sidewalk Assessment & Repair
240 000.00
240 000.00
124.80.7005.7200
21032.110.7500
Dispatch Center New Roof
60 000.00
60 000.00
110.80.7001.7500
21033.110.7500
Energy Efficiency Project
2,805,162.00
2,805,162.00
110.80.7001.7500
I Account Number I Account Description I Current Budget I Amendment IAmended Budget
Carry over of unexpended funds from FY 2019-2020 in CDBG-Sliding Door Project. Addition of NPDES expenses against
Measure W and Lark Ellen House Design & Demo. Correction for Agreements with Transtech and Wilidan. Maintenance for
BLD and increase in tree contract for 5-vr trim cvcle on right-of-ways
APPROVALS
City Council Approval Date (if required, attach minutes): ❑ Approval Net Required
Dept Head Approval:
Date:
Finance Director: Date:
Funds Available? o Yes No
City Manager: Date:
Comment: o Approved ❑ Denied
Senior Meals Program - Fund 146
$107,590.30 is requested in response to COVID-19. Due to the pandemic the City received more than
anticipated funding through Los Angeles County Workforce Development Aging and Community Services for
the Senior Meals Program. The proposed amendment increases the appropriation for meals costs to balance
expenditures with funding received.
The remainder of the FY 2019-2020 proposed budget amendments are for the carryover of unexpended
balances to FY 2020-2021 - totaling $865,799.53 and new programs and projects - totaling $5,858,730.80, with
an explanation by fund below.
FY 2020-2021 (Carryover Programs/Projects)
Community Development Block Grant - Fund 131
$430,162.20 is requested as a carryover. The proposed amendment carries over the unexpended FY 2019-2020
balances of the Business Assistance Program and Housing Preservation Program.
Community Services Foundation - Fund 220
$121,922.11 is requested as a carryover. The unexpended balances in the Community Services Foundation, for
which donations have directed to activities.
County Measure H - Fund 240
$313,715.22 is requested as a carryover of County Measure H funds to address homelessness. In collaboration
with four other cities, the City received a grant of Measure H funds to fund Housing Navigation services.
Union Station was contracted to provide these services. The proposed amendment appropriates the unexpended
FY 2019-2020 balances of the agreement with Union Station and the required cash -match for the grant in FY
2020-2021.
FY 2020-2021 (New Programs/Projects)
General Fund - Fund 110
$3,593,762.00 is requested for three projects: Shadow Oak Park new lower parking lot restrooms -
$408,600.00; the Citywide Energy Efficiency Project $2,805,162.00; and maintenance of Big League Dreams
for the remainder of the fiscal year $282,500. Additionally, $37,500.00 is requested for supplies.
On October 6, 2020, the City Council approved the Energy Efficiency Project, which included construction of a
new Shadow Oak Park restrooms. As originally approved, the project was to be financed with payments made
through energy savings costs. Since that approval, staff has explored a series of financing alternatives, and
ultimately determined the project should be funded through the current year budget. Approval of this budget
amendment will allow the project to be funded without the use a long-term debt instrument.
Proposition C (LA County Metro) - Fund 122
$505,313.00 is requested for the work of Transtech Engineers related to various capital improvement projects.
Transtech is responsible for project management services on the City of West Covina capital projects.
Gas Tax - Fund 124
$283,750.00 is requested for two programs: $240,000.00 is requested to complete a multi -year sidewalk
assessment and repair program; $43,750.00 is requested for traffic engineering services provided by Transtech
Engineers.
Community Development Block Grant - Fund 131
$100,000.00 is requested for five sets of new sliding doors at the Cortez Park Senior Center. This project has
received approval from the United States Department of Housing and Urban Development.
New Parkland Acquisition - Fund 169
$200,000 is requested for demolition of the single family house located at 707 S. Lark Ellen and the design and
expansion of Cortez Park.
Maintenance Districts 1-7 - Fund 181-187
$19,517.50 is requested for the completion of the engineering reports used to establish the district levy.
Citywide Maintenance District - Fund 188
$307,177.50 is requested to increase the tree trimming budget and trim street trees once every five years instead
of the current eight -year trim cycle.
Sewer Maintenance - Fund 189
$96,864.50 is requested to pay for engineering costs incurred by Transtech related to the City sewer system and
for the preparation of the engineering cost estimate used to set sewer assessments.
Measure W Stormwater - Fund 197
$290,152.00 is requested to pay for improving the water quality of stormwater that flows into the storm drains
by reducing the pollutants in the water. The City will be receiving approximately $1,300,000 in Measure W
funding, which is assessed on all property owners in Los Angeles County.
Community Development Block Grant — COVID-19 (CDBG-CV) - Fund 225
$462,194.30 is requested in response to COVID-19 pandemic. The City received additional CDBG funds
through the CARES Act, which were appropriated in FY 2019-2020. The proposed amendment appropriates
the unexpended balances in FY 2020-2021. An agreement with A1taMed for COVID-19 testing and funding
agreements with public service agencies (food banks and meal delivery for the homebound) are associated with
this funding.
CONCLUSION
The budget amendments cover Fiscal Year 2019-20 and Fiscal Year 2020-21 as summarized below:
FY 2019-20
$110,967.43 - added costs offset by revenues from Los Angeles County and the CARES Act
( 865,799.53) - carryover to FY 2020-21
($754,832.10) - Total net reduction
FY 2020-21
$ 865,799.53 - carryover programs/projects
S5,858,730.80 - new programs/projects
$6,724,530.33 - Total cost
The total general fund cost is $3,593,762.00; the total impact to special revenue funds is $3,130,768.33.
Adequate funding exists to pay for the programs and projects listed above.
LEGAL REVIEW:
The City Attorney's Office has reviewed and approved the resolutions as to form.
OPTIONS:
Options available to the City Council are as follows:
1. Approve the recommendation; or
2. Provide alternative direction.
Prepared by: Mark Persico, Assistant City Manager
Additional Approval: Robbeyn Bird, CPA, Finance Director
Fiscal Impact
FISCAL IMPACT:
The Fiscal Year 2019-2020 budget amendment is for ($754,832.10) per Budget Amendment No. 067
(Attachment No. 2). The Fiscal Year 2020-2021 budget amendment for is for $6,724,530.33 per Budget
Amendment No. 021 (Attachment No. 4).
Attachments
Attachment No. 1 - Resolution No. 2020-110
Attachment No. 2 - Exhibit A (Resolution 2020-110)
Attachment No. 3 - Resolution No. 2020-111 (Budget Amendment FY 2020-2021)
Attachment No. 4 - Exhibit A (Resolution No. 2020-111)
CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability
Enhance City Facilities and Infrastructure
Enhance the City Image and Effectiveness
Protect Public Safety
Respond to the Global COVID-19 Pandemic
Engage in Proactive Economic Development
ATTACHMENT NO. 1
Ili Sf.YU1L 11 [O►M`►CM-T1XlafDl
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, ADOPTING A BUDGET
AMENDMENT FOR THE FISCAL YEAR COMMENCING
JULY 1, 2019, AND ENDING JUNE 30, 2020 (Close 19-20)
WHEREAS, the City Manager, on or about June 18, 2019, submitted to the City Council
a proposed budget for the appropriation and expenditure of funds for the City for West Covina for
Fiscal Year 2019-20; and
WHEREAS, following duly given notice and prior to budget adoption, the City Council
held public meetings, considered and evaluated all comments, and adopted a budget for the fiscal
year commencing July 1, 2019 and ending June 30, 2020; and
WHEREAS, amendments must periodically be made to the budget to conform to changed
circumstances following adoption of the budget.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA
DOES RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves Budget Amendment No. 067, attached
hereto as Exhibit A, related to Fiscal Year 2019-20.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall enter
the same in the book of original resolutions and it shall become effective immediately.
PASSED, APPROVED, AND ADOPTED this 17th day of November, 2020.
Tony Wu
Mayor
APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SHERRICK, Assistant City Clerk of the City of West Covina, California, do
hereby certify that the foregoing Resolution No. 2020-110 was duly adopted by the City Council
of the City of West Covina, California, at a regular meeting thereof held on the 17th day of
November, 2020, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Sherrick
Assistant City Clerk
ATTACHMENT NO. 2
Date:
Requested by:
Dept/Div:
EXPENDITURES
CITY OF WEST COVINA
BUDGET AMENDMENT
6/30/2020
Kelly McDonald
Public Services
BA # 067
Posted By:
Date Posted:
Fiscal Year: 2019/2020
Amount: (754,832.10)
Description: CS Foundation 2019-2020 Close
Out to Carry Over to 2020-2021
Account Number
Dept/Account Description
Current Budget
Propose
Amendment
Amended Budget
131.22.2232.6120
CDBG/Business Assistance Prg
325 000.00
324 831.20
168.80
131.22.2242.6120
CDBG/Housing Presery Prg
145 935.00
SOS 331.00
40 604.00
143.61.5172.5111
Park Bond/Full Time Salaries
11 560.00
2,054.13
13 614.13
143.61.5172.8101
Park Bond Admin Overhead
2 946.00
1,323.00
4,269.00
146.61.5186.6158
Sr. Meals/Meals
60 000.00
107 590.30
167 590.30
220.61.5103.6574
CS Foundation/Youth Council
1,783.41
(1,699.85)
83.56
220.61.5110.6490
CS Foundation Misc Exp
45 962.19
43 222.44
2,739.75
220.61.5110.6544
CS Foundation/Taylor House
31 939.09
30 917.66
1,021.43
220.61,5110.6545
CS Foundation/Walk of Fame
1,812.23
(1,812.23)
220.61.5110.6548
CS Foundation Memorial Wall
12 531.75
12 531.75
220.61.5150.6120
CS Foundation/Contract Sery
501.25
501.25
220.61.5150.6166
CS Foundation/Summer Conc
3,232.07
3,232.07
220.61.5150.6490
CS Foundation Misc Exp
38 953.67
20 269.85
18 683.82
220.61.5160.6191
CS Foundation Galster Park
2,902.66
(2,902.66)
220.61.5161.6192
CS Foundation/Cameron
14.22
14.22
220.61.5170.6490
CS Foundation/Shadow Oak
377.64
377.64
220.61.5180.6240
CS Foundation/Rec Supplies
148.25
148.25
220.61.5180.6270
CS Foundation/Other Supplies
i 13 094.32
(7,524.31)1
5 570.01
240.61.2255.6120
Measure H/Contract Sery
343 250.00
280 742.00
62,508
240.61.2255.6270
IMeasure H/Other Su lies
33 000.00
32 973.22
26.78
REVENUES
Propose
Account Number Account Description Current Budget Amendment Amended Budget
Close out FY 2019-2020 to carry over of unexpended funds in the Community Services Foundation, CDBG, CDBG-CV,
and Measure H. Adjustments to County Park Bond and Senior Meals to balance funds received.
APPROVALS
City Council Approval Date (if required, attach minutes): ❑ Approval Not Required
Dept Head Approval:
Date:
Finance Director: Date:
Funds Available? ❑ Yes ❑No
City Manager: Date:
Comment: ❑ Approved ❑ Denied
ATTACHMENT NO.3
Ili Sf.YU1L 11 [O►M`►CM-T1Xlaffl
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, ADOPTING A BUDGET
AMENDMENT FOR THE FISCAL YEAR COMMENCING
JULY 1, 2020, AND ENDING JUNE 30, 2021 (Open 20-21)
WHEREAS, the City Manager, on or about June 23, 2020, submitted to the City Council
a proposed budget for the appropriation and expenditure of funds for the City for West Covina for
Fiscal Year 2020-21; and
WHEREAS, following duly given notice and prior to budget adoption, the City Council
held public meetings, considered and evaluated all comments, and adopted abudget for the fiscal
year commencing July 1, 2020 and ending June 30, 2021; and
WHEREAS, amendments must periodically be made to the budget to conform to changed
circumstances following adoption of the budget.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA,
CALIFORNIA DOES RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves Budget Amendment No.021, attached
hereto as Exhibit A, related to Fiscal Year 2020-21.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall enter
the same in the book of original resolutions and it shall become effective immediately.
APPROVED, AND ADOPTED this 17th day of November, 2020.
Tony Wu
Mayor
APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SHERRICK, Assistant City Clerk of the City of West Covina, California, do
hereby certify that the foregoing Resolution No. 2020-111 was duly adopted by the City Council
of the City of West Covina, California, at a regular meeting thereof held on the 17th day of
November, 2020, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Sherrick
Assistant City Clerk