HomeMy WebLinkAboutUnbudgeted Expenditure - Appropriate Funds for Contracted De(9p i-� jj
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Council/Agency Meeting Held: D
Deferred/Continued to:
Approved ❑ Conditionally Approved ❑ Denied
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Council Meeting Date: March 15, 2004
Departm D Number: PW 04-022
CITY OF HUNTINGTON BEACH
REQUEST FOR COUNCIL ACTION =`
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
SUBMITTED BY: RAY SILVER, City Administrator oeO-J
REPARED BY: ROBERT F. BEARDSLEY, Director of Public Works _-
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SUBJECT: Appropriate Funds for Contracted Development Processing Services
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s)
Statement of Issue: Services required by the development community have exceeded the
Public Works Department's ability to meet the demand with existing staff. Additional contract
services funds are necessary to comply with development processing time limits as
mandated by state law.
Funding Source: Funds in the amount of $250,000 will be appropriated from the General
Fund balance to Public Works Development Services, Professional Services
(10085251.69365). Fees received for development processing services (new revenue) will
offset the expense.
Recommended Action: Motion to:
1. Appropriate funds in the amount of $250,000 from the undesignated General Fund
balance to Public Works Development Services; and
2. Authorize the expenditure of an additional $250,000 for professional services from
Business Unit 10085251.
Alternative Action(s): Do not authorize the appropriation. This action will limit the ability of
the Public Works Department to process development related items within established time
requirements.
REQUEST FOR COUNCIL ACTION
MEETING DATE: March 15, 2004 DEPARTMENT ID NUMBER: PW 04-022
Analysis: Services required by the development community continue to exceed the Public
Works Department's ability to meet the demand. Increased development activity, more time -
intensive development issues and reduced staffing levels, combined with difficulties in hiring
and retaining qualified engineering staff, continue to hinder the ability to provide quality
service in this area. Since 1995, the Public Works Department has partially relied on outside
contract services staff to furnish plan checking, inspection, and project management services
to provide timely and accurate development processing. The initial objective of using
consultants to handle "surges" in development processing was to adjust contract staff as
development activities slowed. The past several years have required the constant use of two
to three full time contract engineers to maintain processing schedules; however, due to City
and state budget difficulties and legal concerns about using contract staff, the professional
services budget was reduced by fifty percent in FY 2003-04.
The - City has been unsuccessful in filling some critical engineer positions. Another
recruitment is underway, and a position may be filled within the next two months; but, even
with this additional position, some contract services support will be necessary until large
developments such as Pacific City, Bella Terra and The Strand are closer to completion. To
accelerate this workload, it is necessary to budget additional funds to provide the required
contract service.
Per Council action, a new General Fund 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 #3, a new expense that is offset by related new
revenues.
Public Works Commission Action: Not required.
Environmental Status: Not applicable.
Attachment(s):
RCA Author: Daily/Webb:jg
G:\R C A\2004\04-022 March 15 Daily (Funds for Development Processing).doc -2-
3/2/2004 12:10 PM
ATTACHMENT #1
��A4 CITY OF HUNTINGTON BEACH
INTERDEPARTMENTAL COMMUNICATION
To: Ray Silver, City Administrator
From: Clay Martin, Director Of Administrative Services
Subject: FIS 15 Appropriate Funds for Contracted Development
Processing Services
Date: March 2, 2004
As required by Resolution 4832, this Fiscal Impact Statement has
been prepared for "Appropriate Funds for Contracted Development
Processing Services."
If the City Council approves this request (total year appropriation
$250,000) the estimated unappropriated, undesignated General Fund
balance at September 30, 2004 will be reduced to $5,211,000.
Clay Martin
Director crrAdministrative Services
RCA ROUTING SHEET
INITIATING DEPARTMENT:
PUBLIC WORKS
SUBJECT:
Appropriate Funds for Development Processing Services
Contracts
COUNCIL MEETING DATE:
March 15, 2004
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
FORW, RDED
Administrative Staff
Assistant City Administrator Initial
City Administrator initial
GLrt�
City Clerk
( )
EXPLANATION FOR RETURN OF ITEM:
RCA Author: Daily/Webb