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HomeMy WebLinkAboutUnbudgeted Expenditure - $302,000 for Replacement of Air Con ,ITY OF HUNTINGTON BEACH MEETING DATE: May 4, 1998 DEPARTMENT ID NUMBER: CY98-1 Council/Agency Meeting Held Drred/Continued to e,Q Approved _❑Q Conditionally Approved ❑ Denied P y Clerk's Signature 70 Council Meeting Date May 4, 1998 Department ID Number CY98-19 t CITY OF HUNTINGTON BEACH REQUEST FOR COUNCIL ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS SUBMITTED BY: RAY SILVER, CITY ADMINISTRATOR00 PREPARED BY: DARYL D SMITH, ACTING DIRECTOR OF PUBLIC WORKS SUBJECT: MOTION TO APPROVE AN AMENDMENT OF $302,000 TO THE CURRENT YEAR BUDGET FOR THE REPLACEMENT OF A CHILLER AT THE CITY'S CENTRAL LIBRARY 1[st,terrientofissue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) i Statement of Issue: The air conditioning chiller at the City's Central Library facility must be replaced Funding Source: Funding for the replacement of this chiller is not included in the approved 1997/1998 — 1998/1999 budgets Therefore, the Acting Director of Public Works recommends approval of a $302,000 amendment to the current year budget Funds for this amendment will be appropriated from the City's General Fund Balance Recommended Action: Motion to approve an amendment to the current year budget by appropriating $302,000, from the City's General Fund Balance, for the purchase of a new chiller at $250,000 and a rental chiller for four (4) months at $13,000/Mo Alternative Action(s): Deny the request to purchase a new chiller and rent a portable unit until another source of funding is identified 6 1 98RCA19 doc -2- 04/22/98 12 14 PM k`OUEST FOR COUNCIL ACTIVN MEETING DATE: May 4, 1998 DEPARTMENT ID NUMBER: CY98-19 Analysis: The City's Central Library facility is cooled by a piece of equipment called a chiller. The typical life expectancy of a chiller is 20 years. After 23 years of use, the chiller in the older portion of the Central Library has failed. Although there have been numerous problems with this chiller over the last several years, staff has been able to keep the unit operational. However, based on the most recent failure, it was determined that the internal components, containing the refrigerant fluid, are extensively corroded and cannot be repaired. The estimated cost of replacing the chiller is $250,000 and it will take 3 —4 months to remove and replace. In the interim, a portable chiller must be rented to maintain proper room temperatures in the library. The estimated cost of renting a portable chiller for four months is $52,000 (i.e. $13,000 per month). Although staff has previously requested funds to replace this chiller, the City's on-going financial constraints precluded the approval of the request. Therefore, the 1997/1998 — 1998/1999 approved budgets do not include any replacement funds. Hence, the Acting Director of Public Works recommends that $302,000 be appropriated from the City's General Fund Balance to cover the necessary replacement and rental costs. Environmental Status: N/A. Attachment(s): NumberCity Clerk's Page • Description 1. Fiscal Impact Statement. RCA Author: Daryl Smith/Don Noble. 98RCA19.doc -3- 04/22/98 12:14 PM ATTACHMENT 1 CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICA TION To Ray Silver, City Administrator From Robert J Franz, Deputy City Administrator Subject FIS 98-43 Motion to Approve an Amendment of $302,000 to the Current Year Budget for the Replacement of a Chiller at the City's Central Library Date April 23, 1998 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for "Motion to Approve an Amendment of $302,000 to the Current Year Budget for the Replacement of a Chiller at the City's Central Library " If the City Council approves this action (total appropriation $302,000) the estimated un propriated, undesignated General Fund Balance at S mbe 3 , 1998 will be reduced to $5,117,799 obert J -ranz Deputy City Administrator fis9843 Adopted urrent Fund Balance-General Fund Budget Estimate Beginning Fund Balance 10/1/97(Est) $5,100,000 $7,884,000 Plus Estimated Increased Revenue 1,590,500 Plus One Time Revenue(Estimated) 1,358,780 Less Approved Budget Amendments (2,560,627) Less Labor Contingencies (610,000) Less Self-Insurance Transfers 1 (1,800,000) Less Pending FIS's (442,854) Less FIS 98-43 (302,000) Estimated 9/30/98 Balance $5,100,000 $6,117,799 Estimated General Fund Balance at September 30,1998 $5,600,000 t III Id �IibIIP l��i�iidlilli{Ilia 64 �Y�I I�'Eta sii i,p., li'��JlVli I r�l I I I $5,000,000 $4,500,000 — $5,117,799 j $4,000,000 $5,100,000 $3,500,000 $3,000,000 ADOPTED BUDGET CURRENT ESTIMATE Page 1 i I r GENERAL FUND BUDGET AMENDMENT 1997/98 "EXCEPTION FORM" Amendments are authorized only for. 1. Obvious emergencies. 2. New expenses with offsetting related new revenues 3. Implementation of labor relation agreements If your request for a General Fund budget amendment meets one of the exceptions listed above, please provide a detailed narrative description of your exception below Lo% (sr( c-;,112 r u►.i T r�+ � CQ.�-�r ram G(rr► fr j iS it') i�-e,►,,�• Uj r cAn:�l�eyl -fie �.11r�,�v�.� will G2LGw�sz nrht -cvd-l(�� uiy►'wkav�'�{r(-e lurk kA tk�v► z, W-0n vAi is . 83 2 sk 0?51c� rated. -(-" rAA(rl rc w,l 4 lre ume & G Department Head's Signature 0031227 01 04/08/98 3 49 PM COVER PAGE REQUEST FOR LATE SUBMITT� . (To accompany RCA) Department: Subject 2i Council Meeting Date: [ Date of This Request: ', Zy REASON (Why is this RCA being submitted late?): W e �At 2d re,0,41 r 1 11 e,-r LMce PCA14irj ' w r A"PAe 4LP EXPLANATION Why is this RCA necessary to this agenda?): ® de C reffiW 4" V- k�-qcecsieru Av4 yw MiAIM CONSEQUENCES How shall delay of this RCA adversely impact the City?): ignatur . d O Approved O Denied D Approved O Denied Initials Required De artment Head Asst. City Administrator City Administrator REQLATE DOC mlldl4a RCA AOUTING SHEET INITIATING DEPARTMENT: PUBLIC WORKS SUBJECT: MOTION TO REPLACE CHILLER AT THE CITY'S CENTRAL LIBRARY FACILITY COUNCIL MEETING DATE: May 4, 1998 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 Attomey) Not Applicable Certificates of Insurance (Approved by the CityAttomey) 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 FOR DED Administrative Staff ( ) ( ) Assistant City Administrator (Initial) ( ) ( ) City Administrator (Initial) City Clerk ( ) EXPLANATION FOR RETURN OF ITEM: (Below • . For • RCA Author: Daryl Smith/Don Noble.