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HomeMy WebLinkAboutUnbudgeted Expenditure - Coin Counting Machine and Amendment 3 zo, `fS— Fn,al_„ ._ ____44y�. $Q,w-. Council/Agency Meeting Held: h �q 7 Deferred/Continued to: W-Approved ❑ Conditionally Ap roved ❑ Denied ,�Qcp�� City Clerk Signature Council Meeting Date: June 16, 1997 Department ID Number: CS 97-040 CITY OF HUNTINGTON BEACH REQUEST FOR COUNCIL ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL SUBMITTED BY: MICHAEL UBERUAGA, City Administrator �(,J� PREPARED BY: SHARI FREIDENRICH, City Treasur RON HAGAN, Director, Community ervices SUBJECT: PURCHASE OF COIN COUNTING MACHINE/AMENDMENT TO BUDGET RECURRENT POST N Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attaclxnent(s) Statement of Issue: Should the City Treasurer's Office purchase a new coin counting machine and add a twenty-hour a week recurrent position to handle the additional workload from city parking operations and community centers. Funding Source: General Fund Unappropriated Fund Balance. Recommended Action: 1. Approve an amendment to the current year budget by appropriating $3,500 for a twenty-hour a week recurrent position in the City Treasurer's Office; and 2. Approve an amendment to the current year budget by appropriating $15,500 to purchase a coin machine and related equipment to replace the existing equipment in the City Treasurer's Office. Alternative Action: Do not approve the appropriations and continue to backup coin collection and deposits from parking meters, parking lots, and community centers. Analysis: During the past four years, the City Treasurer's Office has seen over a $1 million annual increase in the receipt of coins and currency from parking meters, parking lots, and community centers from the Community Services Department (Attachment 2). Annual parking revenue is expected to continue to increase with the completion of Pier Plaza and parking meter revenue is projected to increase by over $100,000 in the upcoming calendar year. This increase is due to an increase in parking in the residential, recreational, and business zones metered areas which will offset the loss of attendant parking north and south of the pier. REQUEST FOR COUNCIL ACTION MEETING DATE: June 16, 1997 DEPARTMENT ID NUMBER: CS 97-040 The Community Services Department's community centers are currently going on line with computer registration at each site. This will significantly increase revenue to the city and also the need to count and deposit money. This increased volume has resulted in the inability of City Treasurer's Office staff to process all moneys received from Community Services in a timely manner. Currently, there is a five to seven day wait to deposit money and return money bags to the department. The current coin machine is over fifteen years old. It does not process dollar or half dollar coins which are received daily from the Community Services Department. Also, it processes only 600 coins per minute whereas new machines can process up to 4,000 coins per minute. The City Treasurer and Community Services Director are requesting Council approval of a recurrent position to be used in the City Treasurer's vault to manage the increased workload of collecting and sorting coins, receiving receipts from community centers, and making timely deposits. This will be a temporary position until the Pier Plaza Project has been completed and until the Community Services Department can make greater use of credit card registration. The timely deposit of revenue and return of money bags will more than offset the cost for this recurrent position. The cost of a new coin machine and related equipment is $15,500. Current technology allows the coin counter to interface with a PC to facilitate the recording of revenue and which will enable the city to avoid duplication of paperwork. If the city continues to manage its coin and currency deposits in the same manner, it will result in lost interest due to untimely deposits, and backup of coin collection bags. When money bags aren't returned to the department, parking meters remain full and parking revenue is lost. Staff estimates that within the next twelve and eighteen months, the city should be able to automate to a point where this temporary position can be discontinued. Environmental Status: N/A Aftachment(s): City Clerk's Page Number 1. FIS 2. Monthly Parking Revenue COINRCA.DOC -2- 06/06/97 4:46 PM AUTHOR: HAGANR ATTACHMENT # 1 CITY OF HUNTINGTON BEACH FAD INTERDEPARTMENTAL COMMUNICA TION To: Michael T. Uberuaga, City Administrator From: Robert J. Franz, Deputy City Administrator Subject: FIS 97-47 Purchase of Coin Machine/Temporary Position Date: June 6, 1997 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for Purchase of Coin Machine/Temporary Position. If the City Council approves this request, the estimated fund balance of the General f d at September 30, 1997 will be reduced to $5,3R2 1 Robert J. ranz, Deputy City Administ for Adopted Budget $3,584,549 Revised Estimate $5,382,615 Adopted Current Fund Balance-General Fund Budget Estimate Beginning Fund Balance $3,227,959 $6,847,000 Plus Budget Surplus 356,590 1,017,310 Plus One Time Revenue (Estimated) 1,130,000 PERS Refund 456,000 Less Approved One-Time Costs (1,350,197) Less Transfer of PERS Refund (2,199,627) Less: Pending Budget Amendments (498,871) Less FIS 97-47 (19,000) Estimated 9/30/97 Balance $3,584,549 $5,382,615 Fund Balance-General Fund $5,500,000 - i $5,000,000 $4,500,000 I $4,000,000 j r, $5,382,615 $3,500,000 $3,000,000 - $3,584,549 $2,500,000 $2,000,000 Adopted Revised Budget Estimate ATTACHMENT # 2 Monthly Parking Revenue Recreation Zone Meters: Beach Lots 1992193 1993/94 1994195 1995196 1996197 1992193 199" 199" 1995196 1996197 Oct $30,390 $20,199 $23,786 $29,017 $25,519 Oct $32,410 $27,640 $25,082 $28,317 $27,580 Nov 21,656 23,969 14,014 23,204 10,780 Nov 19,374 13,160 11,980 19,589 14,086 Dec 22,085 15,049 4,936 13,138 8,245 Dec 26,489 34,806 38,799 47,660 43,145 Jan 14,836 23,031 21,519 25,828 11,740 Jan 52,126 63,757 50,592 85,704 95,598 Feb 18,487 16,443 26,036 10,937 14,739 Feb 29,557 26,778 74,202 34,402 55,843 Mar 40,322 31,009 13,744 16,652 24,376 Mar 87,984 75,818 40,978 71,590 110,114 Apr 41,012 28,828 16,502 38,106 27,670 Apr 121,037 73,166 89,111 136,907 108,352 May 36,409 23,630 20,601 36,728 May 128,169 74,009 56,519 121,297 Jun 57,520 62,319 25,347 40,529 Jun 167,700 222,650 153,240 209,536 Jul 46,291 74,540 48,349 56,206 Jul 202,430 247,156 288,473 259,012 Aug 60,350 82,983 58,440 77,561 Aug 201,578 242,541 228,922 251,981 Sep 37,955 41,180 55,387 38,852 Sep 100,098 95,526 115,886 110,995 Total $427,313 $443,180 $328,661 $406,758 $123,069 Total $1,168,952 $1,197,007 $1,173,784 $1,376,990 $454,718 Residential Zone Meters: Parking Structure 1992193 1993194 1994195 1995196 1996197 1992193 1993/94 1994195 1995196 1996197 Oct $3,757 $2,452 $7,849 $7,128 $11,642 Oct $6,274 $14,065 $23,969 $23,752 $31,688 Nov 2,296 2,332 5,595 6,310 7,302 Nov 9,970 10,756 19,271 22,650 28,101 Dec 3,395 3,775 5,784 6,933 4,421 Dec 7,534 11,831 22,365 20,238 23,542 Jan 2,466 6,668 6,040 13,398 9,390 Jan 9,030 14,659 22,309 25,117 28,870 Feb 3,044 6,822 9,963 6,353 12,171 Feb 10,592 13,600 27,061 19,241 32,013 Mar 4,666 11,982 5,709 12,488 11,844 Mar 14,996 23,273 25,708 28,924 46,316 Apr 5,807 12,194 6,628 12,056 15,625 Apr 23,914 20,732 31,724 64,632 41,745 May 3,819 7,419 8,843 6,548 May 23,893 19,891 24,153 56,180 Jun 7,454 18,544 15,168 11,627 Jun 25,852 33,201 36,272 69,883 Jul 5,643 19,620 4,511 21,264 Jul 28,439 48,180 55,056 66,614 Aug 6,195 20,019 16,417 34,978 Aug 27,845 46,597 46,449 71,132 Sep 3,623 15,892 17,140 20,390 Sep 17,728 26,730 34,143 48,039 Total $52,165 $127,719 $109,647 $159,473 $72,395 Total $206,067 $283,515 $368,480 $516,402 $232,275 Apr-Sep Ave. Business Zone Meters: Sunset Vista Camping 1992193 1993194 1994195 1995196 1996197 1992193 1993194 1994(95 1995196 1996197 Oct $6,805 $6,506 $19,525 $34,845 $32,872 Oct $12,310 $9,925 $10,197 $12,212 $12,040 Nov 6,302 24,181 23,721 16,130 21,072 Nov 9,604 9,171 8,670 10,338 10,608 Dec 1,910 13,130 12,043 23,531 13,688 Dec 6,135 6,718 7,426 6,827 6,666 Jan 5,135 15,845 28,314 34,541 19,062 Jan 5,577 6,599 5,690 8,137 9,260 Feb 7,517 8,732 30,607 25,915 27,959 Feb 7,966 7,660 11,499 12,187 12,877 Mar 9,888 19,821 18,409 28,602 33,582 Mar 12,091 14,481 11,967 15,835 18,895 Apr 9,200 23,374 35,064 33,573 32,437 Apr 20,519 16,635 18,408 21,630 17,072 May 9,517 18,301 45,321 52,539 May 15,020 11,373 11,417 13,796 Jun 12,438 31,226 41,680 31,395 Jun 2,645 3,173 2,227 3,675 Jul 10,894 26,341 57,040 39,861 Jul 3,687 4,063 3,665 3,815 Aug 11,094 36,437 70,857 65,241 Aug 7,392 6,837 7,443 7,963 Sep 11,380 27,362 35,206 37,116 Sep 9,612 10,486 11,208 9,112 Total $102,080 $251,256 $417,787 $423,289 $180,672 Total $112,558 $107,121 $109,817 $125,527 $87,418 Total Parking Revenue $2,069,135 $2,409,798 $2,508,176 $3,008,439 $1,150,647 G:\BOB\BUDGET\REVENUES4METERS.XLS]Graph Data 5/8/97 I Council/Agency Meeting Held: Z/ 4,19 7 Deferred/Continued to: ©/pprove 0 Conditionally Ap roved O Denied Aa-1 City Cle s Signature Council Meeting Date: 6/16/97 Department ID Number: CS 97-038 CITY OF HUNTINGTON BEACH REQUEST FOR COUNCIL ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS SUBMITTED BY: MICHAEL T. UBERUAGA, City Administrator- , .`,,, PREPARED BY: RON HAGAN, Director, Community Services SUBJECT: REPAIRS TO BEACH TRASH CAN DUMPER Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Should the City Council allocate emergency funding to repair the drive motor for the trash can dumper that is utilized to dump over 500 trash cans daily at the beach? Funding Source: General Fund Unappropriated Fund Balance. Recommended Action: Approve an amendment to the FY96/97 budget by appropriating $5,500 into E-AA-CS-343-3-90-00 for repair of the beach trash can dumper. Alternative Action(s): Permit the beach maintenance budget to be over spent by $5,500 if there are not adequate department wide reserves on nonexpended monies at the end of the fiscal year to cover the shortfall. Analysis: Four years ago, the city purchased a trash can dumper to be used nightly on the beach to empty over 500 trash cans. This alleviated the problem of Worker's Compensation claims due to injuries to backs and arms caused by manually dumping 50 gallon trash cans into the back of a dump truck. It has also allowed the night maintenance staff who clean the beach to perform this task in a shorter period of time with less personnel. This also better enables them to handle other beach cleaning duties especially as the beach maintenance staff has been reduced by budget cuts. The drive motor on the trash can dumper went out Memorial Day weekend. The estimated cost for replacement is $5,500. The Beach Maintenance budget has been impacted significantly this year by other unanticipated expenditures such as the purchase of a $7,000 sea curtain and repairs to the Huntington Harbour docks caused by the heavey rains in December, 1996. Year-to-date, the Beach Maintenance budget is $27,000 over last year at this time. The Beach Maintenance Operation will be able to modify its other expenditures to not exceed its budget; however, there will be insufficient funds to pay the $5,500 needed to 2"�i REQUEST FOR COUNCIL ACTION MEETING DATE: 6/16197 DEPARTMENT ID NUMBER: CS 97-038 repair the drive motor. It is, therefore, requested that an emergency budget amendment be approved so that this piece of equipment can be repaired in order to continue to maintain the beach in a safe, clean condition, without hiring additional staff to manually dump the trash cans. Environmental Status: Not applicable. Attachment(s): City Clerk's Page Number 1. May 22 memo from Larry Neishi, Beach Maintenance Supervisor 2. FIS 0025856.01 -2- 06/05/97 9:11 AM ATTACHMENT # 1 .4 COMMUNITY SERVICES Ht"NGTON BEACH Departmental Memorandum 1 TO: Jim Engle FROM: Lair ihi#-O DATE: May 29, 1997 SUBJECT: REPAIR OF DRIVE MOTOR ON TRASH CAN DUMPER We have a need to repair the hydraulic drive motor that propels the automated trash can dumping machine. This is a vital piece of equipment in our fleet. It dumps the estimated 500 trash cans on the beach every night. This machine eliminates the potential for back and arm injuries that can occur if the job is performed manually. The repairs on the drive motor will cost approximately $5,500. This work has to be performed by an outside specialist. We have had to make major, unbudgeted repairs to beach maintenance equipment this year because of the generally poor condition and age of the equipment as well as purchase a new$7,000 sea curtain and contract out for repairs to the Huntington Harbour docks. The corrosive beach environment is also very hard on mechanical equipment. Year-to-date, we are $27,000 over expended compared to last year. We ended the fiscal year$5,000 within budget last year. At this rate of expenditure, we will be over budget this year by $22,000. Per your direction, I am working on saving budget monies in other beach budget programs to endeavor to bring my section within line, but I will not be able to cover this emergency expenditure for repair of the trash can dumper. Without this piece of equipment I would have to hire additional recurrent staff to perform the job manually. As mentioned above, we also incur the risk of additional back and arm injuries with associated Workers Compensation claims by performing the tasks manually. The cost to utilize recurrent staff to perform this task would be more than the $5,500. Ultimately, the equipment will still have to be repaired. /In 0025768.01 ATTACHMENT # 2 .A, h4 CITY OF HUNTINGTON BEACH g- INTERDEPARTMENTAL COMMUNICA TION To: Michael T. Uberuaga, City Administrator From: Robert J. Franz, Deputy City Administrator Subject: FIS 97-44 Repair of Drive motor on Trash Can Dumper Date: June 4, 1997 As required by Resolution 4832, a Fiscal Impact Statement has been prepared for Repair of Drive motor on Trash Can Dumper. If the City Council approves this request, the estimated fund balance of the General fund at September 30, 1997 will be reduced to $5,651 6 5. i Robert anz, Deputy City Ad ator Adopted Budget $3,584,549 Revised Estimate $5,651,615 Adopted Current Fund Balance-General Fund Budget Estimate Beginning Fund Balance $3,227,959 $6,847,000 Plus Budget Surplus 356,590 1,017,310 Plus One Time Revenue (Estimated) 1,130,000 PERS Refund 456,000 Less Approved One-Time Costs (1,350,197) Less Transfer of PERS Refund (2,199,627) Less: Pending Budget Amendments (243,371) Less FIS 97-44 (5,500) Estimated 9/30/97 Balance $3,584,549 $5,651,615 Fund Balance-General Fund $6,000,000 i a, $5,500,000 $5,000,000 — $4,500,000 $4,000,000 E� '�, E, •.,, $5,651,615 $3,500,000 $3,000,000 $3,584,549 $2,500,000 $2,000,000 — -- -- Adopted Revised Budget Estimate G:WCCTG\[FIS.XLS]fis9744