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Home My WebLink AboutAppropriation of Funds for Police Facility and Civic Center I lit, 13 bmt5l PA4 Council/Agency Meeting Held: Deferred/Continued to:. X Approved ❑ Conditionally Approved ❑ Denied WClerk ignature Council Meeting Date: April 15, 2002 Department ID Number: PW 02-039 C CITY OF HUNTINGTON BEACH REQUEST FOR COUNCIL ACTION ; , SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS �� SUBMITTED BY: RAY SILVER, City Administrator f2(ly PREPARED BY: ROBERT F. BEARDSLEY, Director of Public Works SUBJECT: APPROPRIATE FUNDS FOR THE POLICE FACILITY AND CIVIC CENTER CHILLER EMERGENCY REPLACEMENTS Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachments) Statement of Issue: Components of the air-conditioning system for the Police Facility and Civic Center lower level require immediate replacement prior to the arrival of the summer months. Funding Source: Funds are not available in the current budget. The amount of $88,000 will be appropriated from 100.31100.1999, the General Fund Unappropriated Fund Balance, to Civic Center Maintenance, Contracts for Repair and Maintenance 10085403.64570 Recommended Action: Motion to: Authorize the Finance Director to appropriate $88,000 for the replacement of the needed components in the Police Facility and Civic Center air conditioning systems. Alternative Action(s): Deny the appropriation of $88,000 and request staff to return to Council with alternate remedial options. RcQUEST FOR COUNCIL ACTIuN MEETING DATE: April 15, 2002 DEPARTMENT ID NUMBER: PW 02-039 Analysis: Critical components of the Civic Center air-conditioning system, specifically the cooling fins, coils and condensate pans are subject to imminent failure. The airflow has been severely restricted due to corrosion as a result of aging. Two systems are affected; one serving the Police Facility and the other serving the City Hall Lower Level areas and the Council Chamber. The Police system, since it runs 24 hours a day, has incurred the most wear and is more susceptible to failure; however, staff recommends that both systems be replaced at this time. Public Works staff has done some research into the required repairs, and is confident that the costs for repair and replacement will not exceed $88,000. As this is a maintenance item, the Purchasing Division would seek formal bids for the services and authorize the expenditure according to the Municipal Code Chapter 3.02. The deterioration and subsequent stress on the system had been noted as early as 1996. Although funding was requested during each subsequent budget, funds have not been allocated. While the Public Works staff has repeatedly patched the system and provided continual maintenance and cleaning to prolong the life of the systems, this no longer is a viable solution. Fiscal Impact Statement: Per Council action, a new appropriation must meet one of the following three criteria- 1. It is an unanticipated emergency, 2. It is required to implement labor negotiations, or 3. It is a new expense that is offset by related new revenues. This new appropriation meets criteria # 1. Environmental Status: Not Applicable Attachment(s): City Clerk's Page Number No. Description 1 Fiscal Impact Statement RCA Author: James L.Jones G:\R C A\2002\02-039 Apr 15 Flynn (Civic Center Chiller Replacement).doc -2- 4/4/2002 4:19 PM ATTACHMENT # 1 �J CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION To: Ray Silver, City Administrator From: Clay Martin, Director of Administrative Services Subject: FIS 2002-14 Appropriate Funds for the Police Facility and Civic Center Chiller Replacements Date: April 5, 2002 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for "Appropriate Funds for the Police Facility and Civic Center Chiller Replacements". If the City Council approves this request (total appropriation $88,000), the estimated unreserved, undesignated fund balance of the General Fund at September 30, 2002 will be reduced to $8,910,500. Clay Ma Director of Administrative Services Fund Balance-General Fund Adopted Budget Current Estimate Beginning Fund Balance 10/1/20001 $ 11,741,000 $ 11,741,000 Plus: Estimated Revenue 133,633,000 132,170,000 Less: Estimated Expenditures (134,813,000) (132,519,000) Fiscal Policy-Transfer to Capital Projects Fund (1,393,500) Expected Additional Appropriations (884,000) Pending/Approved FIS's: (116,000) FIS#14 (88,000) Estimated 9/30/2002 Unreserved Balance $ 10,561,000 $ 8,910,500 General Fund Balance 2001-02 12000000 �'` 10000000 8000000-11 ri 6000000 e 4000000 4 2000000 t; 0 ADOPTED CURRENT BUDGET ESTIMATE RCA POUTING AAEET INITIATING DEPARTMENT: PUBLIC WORKS SUBJECT: APPROPRIATE FUNDS FOR THE POLICE FACILITY AND CIVIC CENTER CHILLER REPLACEMENTS COUNCIL MEETING DATE: April 15, 2002 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attorney) Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attomey) Not Applicable Financial Impact Statement (Unbudget, over $5,000) Attached Bonds (If applicable) Not Applicable Staff Report (If applicable) Not Applicable Commission, Board or Committee Report (If applicable) Not Applicable Findings/Conditions for Approval and/or Denial Not Applicable EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FORWARDED Administrative Staff ( ) ( ) Assistant City Administrator (Initial) ( ) ( ) City Administrator (Initial) ( ) ( ) City Clerk ( ) EXPLANATION FOR RETURN OF ITEM: RCA Author: James L.Jones Council/Agency Meeting Held: Deferred/Continued to: ❑Approved ❑ Conditionally Approved ❑ Denied City Clerk's Signature Council Meeting Date: April 15, 2002 Department ID Number: PW 02-039 CITY OF HUNTINGTON BEACH REQUEST FOR COUNCIL ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS SUBMITTED BY: RAY SILVER, City Administrator PREPARED BY: ROBERT F. BEARDSLEY, Director of Public Works SUBJECT: APPROPRIATE FUNDS FOR THE POLICE FACILITY AND CIVIC CENTER CHILLER EMERGENCY REPLACEMENTS Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Components of the air-conditioning system for the Police Facility and Civic Center lower level require immediate replacement prior to the arrival of the summer months. Funding Source: Funds are not available in the current budget. The amount of$88,000 will be appropriated from 100.31100.1999, the General Fund Unappropriated Fund Balance, to Civic Center Maintenance, Contracts for Repair and Maintenance 10085403.64570. Recommended Action: Motion to: Authorize the Finance Director to appropriate $88,000 for the replacement of the needed components in the Police Facility and Civic Center air conditioning systems. Alternative Action(s): Deny the appropriation of $88,000 and request staff to return to Council with alternate remedial options. f. QUEST FOR COUNCIL ACT. ,V MEETING DATE: April 15, 2002 DEPARTMENT ID NUMBER: PW 02-039 Analysis: Critical components of the Civic Center air-conditioning system, specifically the cooling fins, coils and condensate pans are subject to imminent failure. The airflow has been severely restricted due to corrosion as a result of aging. Two systems are affected; one serving the Police Facility and the other serving the City Hall Lower Level areas and the Council Chamber. The Police system, since it runs 24 hours a day, has incurred the most wear and is more susceptible to failure; however, staff recommends that both systems be replaced at this time. Public Works staff has done some research into the required repairs, and is confident that the costs for repair and replacement will not exceed $88,000. As this is a maintenance item, the Purchasing Division would seek formal bids for the services and authorize the expenditure according to the Municipal Code Chapter 3.02. The deterioration and subsequent stress on the system had been noted as early as 1996. Although funding was requested during each subsequent budget, funds have not been allocated. While the Public Works staff has repeatedly patched the system and provided continual maintenance and cleaning to prolong the life of the systems, this no longer is a viable solution. Fiscal Impact Statement: Per Council action, a new appropriation must meet one of the following three criteria: 1. It is an unanticipated emergency, 2. It is required to implement labor negotiations, or 3. It is a new expense that is offset by related new revenues. This new appropriation meets criteria # 1. Environmental Status: Not Applicable Attachment(s): City Clerk's Page Number No. Description 1 Fiscal Impact Statement RCA Author: James L.Jones D:\Documents and Settings\sedlakr\Local Settings\Temporary Internet Files\OLK20B\02-039 Apr 15 Flynn (Civic Center Chiller Replacement).doc -2- 4/5/2002 7:47 AM REQUEST FOR LATE SUBMITTAL (To accompany RCA's submitted after Deadline Department: Public Works Subject POLICE FACILITY & CIVIC CENTER CHILLER REPLACEMENTS Council Meeting Date: Date of This Request: 4/4/02 4/15/02 REASON (Why is this RCA being submitted late?): Recent inspection of units indicates higher probability for failure than previously expected. EXPLANATION (Why is this RCA necessary to this agenda?): Work must go out to bid and installation be complete prior to May 2002. CONSEQUENCES (How shall delay of this RCA adversely impact the City?): Civil Center lower level, including Council Chambers and Police Facility environments will be detrimental to public and employee health. f ignat re: R-Approved 0 Denied DepeAment Head Ray Silver City Administrator Itsuhmtl 07/14/94 RCA ROUTING SHEET INITIATING DEPARTMENT: PUBLIC WORKS SUBJECT: APPROPRIATE FUNDS FOR THE POLICE FACILITY AND CIVIC CENTER CHILLER REPLACEMENTS COUNCIL MEETING DATE: April 15, 2002 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attorney) Not Applicable Subleases, Third Party Agreements, etc. (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Not Applicable Financial Impact Statement (Unbudget, over $5,000) Attached Bonds (If applicable) Not Applicable Staff Report (If applicable) Not Applicable Commission, Board or Committee Report (If applicable) Not Applicable Findings/Conditions for Approval and/or Denial Not Applicable EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FORWARDED Administrative Staff ( ) ( ) Assistant City Administrator (Initial) ( ) ( ) City Administrator (Initial) ( ) ( oz ) City Clerk ( ) EXPLANATION FOR RETURN OF ITEM: RCA Author: James L.Jones