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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 04/19/2016 - SECOND READING OF ORDINANCE NO. 040, 2016, REAPPROAgenda Item 1 Item # 1 Page 1 AGENDA ITEM SUMMARY April 19, 2016 City Council STAFF Lawrence Pollack, Budget & Performance Measurement Manager Mike Beckstead, Chief Financial Officer SUBJECT Second Reading of Ordinance No. 040, 2016, Reappropriating Funds Previously Appropriated in 2015 But Not Expended and Not Encumbered in 2015. EXECUTIVE SUMMARY This Ordinance, unanimously adopted on First Reading on April 5, 2016, reappropriates 2015 appropriations approved by City Council that lapsed at the end of 2015. The authorized expenditures were not spent and could not be encumbered in 2015 because there was not sufficient time to complete bidding in 2015 and therefore, there was no known vendor or binding contract as required to expend or encumber the monies, or the project for which the dollars were originally appropriated by Council could not be completed during 2015 and reappropriation of those dollars is necessary for completion of the project in 2016. STAFF RECOMMENDATION Staff recommends adoption of the Ordinance on Second Reading. ATTACHMENTS 1. First Reading Agenda Item Summary, April 5, 2016 (w/o attachments) (PDF) 2. Ordinance No. 040, 2016 (PDF) Agenda Item 11 Item # 11 Page 1 AGENDA ITEM SUMMARY April 5, 2016 City Council STAFF Lawrence Pollack, Budget & Performance Measurement Manager Mike Beckstead, Chief Financial Officer SUBJECT Second Reading of Ordinance No. 040, 2016, Reappropriating Funds Previously Appropriated in 2015 But Not Expended and Not Encumbered in 2015. EXECUTIVE SUMMARY City Council authorized expenditures in 2015 for various purposes. Some of these authorized expenditures were not spent or could not be encumbered in 2015 because:  there was not sufficient time to complete bidding in 2015 and therefore, there was no known vendor or binding contract as required to expend or encumber the monies, or  the project for which the dollars were originally appropriated by Council could not be completed during 2015 and reappropriation of those dollars is necessary for completion of the project in 2016. The other unexpended funds are needed to carry on programs, services, and facility improvements in 2016 with unspent dollars previously appropriated in 2015 for these purposes. In the above circumstances, the unexpended and/or unencumbered monies lapsed into individual fund balances at the end of 2015 and reflect no change in Council policies. Monies reappropriated for each City fund by this Ordinance are as follows: General Fund $ 1,102,694 Golf Fund 40,329 Keep Fort Collins Great Fund 1,027,535 Light & Power Fund 276,088 Recreation Fund 91,260 Transportation Fund 84,209 Utility CS&A Fund 187,000 $ 2,809,115 STAFF RECOMMENDATION Staff recommends adoption of the Ordinance on First Reading. ATTACHMENT 1 Agenda Item 11 Item # 11 Page 2 BACKGROUND / DISCUSSION GENERAL FUND Cultural Services/Gardens 1. Community Garden - $20,000 Purpose for funds: Funds are to be used to build a new community garden. Reason funds not expensed in 2015: A new community garden application process was created in the spring and summer of 2015 and implemented in the fall. As results from the application process were not known until December, garden construction was delayed until 2016. Environmental Services 2. Air Quality and Greenhouse Gas Data - $17,500 Purpose for funds: To complete project work associated with 2015 work plans. The reappropriated funds will be used to continue work initiated in 2015 related to the assessment of the City's greenhouse gas inventory, and specifically to investigate alternative (or additional) options for accounting for greenhouse gas emissions in the community and the municipality, e.g., consumption-based inventories. This work will be accomplished using additional resources including consultants and/or an hourly program intern to conduct best practice research and to refine the existing database to adapt the 2015 inventory. Reason funds not expensed in 2015: Funds were not fully expended for the database development due to transitions in staffing in 2015. 3. Air Quality Programs - $25,536 Purpose for funds: To complete project work associated with 2015 Work Plans. The reappropriated funds will be used to provide continued support of the air quality programs, including working with state agencies to attain the ozone health standard and protect air quality, increasing outreach and education on ozone issues to empower citizens to reduce ozone precursor emissions, and addressing impacts to air quality from fugitive dust. This work will be accomplished using reappropriated resources, including funding an hourly program assistant or intern, purchasing safety equipment and air monitoring equipment. Reason funds not expensed in 2015: Funds were not fully expended for completing air quality programs due to vacancy in two staff positions in 2015 plus the unanticipated amount of staff work on the Climate Action Plan. 4. Green Building - Continued Implementation of the Roadmap - $4,000 Purpose for funds: To complete project work associated with 2015 Work Plans. In 2013, the City updated the 2007 Roadmap for Coordinated and Enhanced Green Building Services, and a Green Built Environment Program Coordinator was funded in the 2015-2016 BFO Cycle to implement this roadmap. The Roadmap identified a number of opportunities for improving key strategies and processes related to green building. The funds requested will be used for consulting fees associated with the implementation phase of this project. Reason funds not expensed in 2015: Due to the vacancy of the Green Built Environment position until June 2015, the implementation phase of the project was delayed. 5. Green to Gold Bag Shredder - $2,992 Purpose for funds: The Green to Gold offer targeted purchasing equipment and services to enhance the Municipal organization's ability to achieve the targeted sustainability goals and lead by example in relation to Agenda Item 11 Item # 11 Page 3 the community's climate action commitments. A bag shredding unit is required to complete the functionality of equipment purchased to meet the composting and carbon goals. Reason funds not expensed in 2015: Funding was not fully expensed in 2015 as staff was waiting for bids on different units and to get clarification on regulations for the structural unit surrounding the original unit. 6. Healthy Sustainable Homes - $1,337 Purpose for funds: To complete project work associated with 2015 work plans. The reappropriated funds will be used to support the materials necessary to address the backlog of home assessments associated with the Healthy Sustainable Homes initiative, including CO Detectors, radon test kits, and other important supporting materials associated with the assessments. Reason funds not expensed in 2015: Funds were not fully expended for these materials in 2015 due to an end- of-year emphasis on advertising on radon plus the unanticipated amount of staff work on the Climate Action Plan. 7. Rivendell Recycling Center Pavement Repair - $11,551 Purpose for funds: To be used for pavement repair at existing recycling drop-off center site. This is required upon vacating the property prior to moving to new site on Timberline Road. Reason funds not expensed in 2015: The funds could not be fully expended in 2015 because of the shifting timeline for moving the recycling center to Timberline site. 8. Waste Reduction and Recycling Programs - $10,000 Purpose for funds: Programs that deliver information to the public about recycling, including guidelines on how to prepare materials for recycling, where to take materials to be recycled, and activities/outreach events are funded by these funds. Specifically targeted audiences for outreach include the business community and multi-family residents, through the WRAP (Waste Reduction and Recycling Assistance Program), and represent a primary focus for improving participation in recycling that will help meet the community's goals for diverting waste from landfill disposal. Reason funds not expensed in 2015: Due to the extra/unanticipated amount of work required for two major assignments (development of a Community Recycling Ordinance, and collaboration with the Downtown Development Authority on construction of a special trash/recycling enclosure on Montezuma/Fuller Alley), fewer hours of staff time were available for implementing other important projects and outreach. In particular, implementation projects in the Waste Reduction and Recycling Assistance Program (WRAP) that were originally planned for 2015 will need to be completed in 2016 instead. FC Moves 9. Lincoln Plan Neighborhood Projects - $279,800 Purpose for funds: These funds provide for the design and construction of neighborhood projects identified in the Lincoln Corridor Plan. The projects are generally located within the Northside Neighborhoods (Buckingham, Andersonville, San Cristo/Via Lopez, and Alta Vista. Staff has been coordinating design and implementation of the projects with a Neighborhood Advisory Committee comprised of neighborhood residents. Reason funds not expensed in 2015: These projects are intended to be a two-year effort, including design and construction of projects on varying timelines. Of the ten funded neighborhood projects, 5 have been completed or are nearing completion. The project funds must be reappropriated to 2016 in order to complete the remaining projects. Agenda Item 11 Item # 11 Page 4 Human Resources 10. Human Resources Software Migration - $130,000 Purpose for funds: Through BFO 2015-2016, Enhancement offer 6.4 was purchased to fund an HR Technology Upgrade. This request for funds will reappropriate dedicated funding for the performance software implementation, licensing and additional costs associated with data migration. Reason funds not expensed in 2015: Due to work load and competing priority projects, Human Resources was not able to implement the learning or performance modules as anticipated. In December 2015, a contract with the vendor was signed to begin the Learning module implementation in February 2016. It is anticipated that implementation of the Performance module will begin in July 2016. Municipal Court 11. Court Appointed Counsel Expenses - $10,262 Purpose for funds: In 2015, the Municipal Judge ordered court-appointed attorneys assigned to represent several different defendants whose cases began in 2015 and have yet to be concluded. The fee paid for such representation is billed at the rate of $75/hour up to a maximum of $1,675 if the case does not go to trial or $2,480 if the case goes to trial. Staff requests the above amount be reappropriated into the same fund account for 2016. Reason funds not expensed in 2015: Due to the complexity of and circumstances related to the defense cases involved with these appointments and the fact that dispositions for the cases involved have not yet been reached or were reached in late December 2015, the assigned defense attorneys have either not yet presented the Court with bills or will present the Court with bills once final sentencing has been completed. Natural Areas 12. Instream Flow - $88,200 Purpose for funds: The purpose of this offer was to fund a water consultant for a period of two years to continue work on instream flow strategies and to initiate a program to address environmental flows and ecological connectivity within the urban reach of the Cache la Poudre River. Several water diversion structures within the urban reach have been identified as key structures to address by a previous River Operations Study. Owners of the key structures have been contacted to discuss potential modifications to the structures to allow for fish and water passage. The first project is under construction by North Poudre Irrigation Company and the Fossil Creek Inlet Structure and is expected to be completed in 2016. Preliminary engineering options are being evaluated at the Timnath Inlet owned by the New Cache la Poudre Irrigation Company and the Watson Lake diversion owned by Colorado Parks and Wildlife. Reason funds not expensed in 2015: Natural Areas is working with two existing ditch companies and Colorado Parks and Wildlife to modify existing diversion structures to allow for fish and water passage. One fish passage structure has been constructed on the Fossil Creek Reservoir Inlet Ditch and the water measuring device will be designed and installed in 2016. This project was delayed due to high river flows in 2015. Natural Areas will reimburse North Poudre for the fish passage structure upon completion of the work (up to $30,000). A preliminary design on the Timnath Inlet Diversion (New Cache Irrigating Company) is 80% complete and discussions with New Cache continue to refine the design options. Delays were caused by engineering issues involving floodplain management and water conveyance through the ditch's delivery canal. If an agreement with the Ditch Company is finalized, final engineering design and permitting will occur in 2016 and construction is planned for 2017-18. Last, Natural Areas has initiated a project with Colorado Parks and Wildlife on the Watson Lake/Fish Hatchery Diversion. Natural Areas filed a water rights change case on Box Elder Ditch and Coy Ditch shares it owns. While the primary purpose of the change case is related to an Agenda Item 11 Item # 11 Page 5 augmentation plan needed to manage several existing wetlands along the Cache la Poudre, an additional beneficial use is for instream flow purposes. This case is still progressing through the Water Court process. 13. Northern Integrated Supply Project Response - $24,500 Purpose for funds: These funds are being used to support the City's evaluation of the Northern Integrated Supply Project Supplemental Draft Environmental Impact Statement (NISP SDEIS). This evaluation focuses on the impact to City's assets and is dependent on a complex and lengthy federal process. The City's work related to this also includes establishing our own scientific perspective on river function, condition and impact of NISP to water-related infrastructure. In 2016 staff plans to use the remainder of these funds to partially fund the 2016 State of the Poudre health assessment and report. This is an appropriate use of these funds because this condition assessment will inform our future engagement in NISP (both future iterations of the EIS as well as dialog around mitigation). There is a direct link between current condition, desired condition for a resilient river and post-NISP conditions and the City’s ability to positively influence NISP having this information. Reason funds not expensed in 2015: These funds were not completely used in 2015 because the process is ongoing and far from complete. These funds are being used to support the City's evaluation of the Northern Integrated Supply Project Supplemental Draft Environmental Impact Statement (NISP SDEIS). This evaluation focuses on the impact to City's assets as well as potential future mitigation and is dependent on a complex and lengthy federal process. The City's work related to this also includes establishing our own scientific perspective on river function, condition and impact of NISP to water-related infrastructure. In 2016 we plan to use a portion of these funds to partially fund the 2016 State of the Poudre health assessment and report. The condition assessment will inform our future engagement in NISP (both future iterations of the EIS as well as mitigation processes). Operation Services 14. Remodel Creamery Laboratory Building at 212 Laporte Avenue - $127,957 Purpose for funds: The historic Creamery Laboratory building located at 212 Laporte Avenue has been moved; however, a tenant has not been selected. When the tenant and use has been determined, these funds will complete the project. Reason funds not expensed in 2015: The request for proposal process to determine a possible tenant was carried into 2016. Therefore no improvements could be made until a tenant is selected. Parks 15. Median Renovations and Lifecycle - $95,079 Purpose for funds: The funds requested will be reappropriated for median renovations and lifecycle projects in 2016. Reason funds not expensed in 2015: The funds were initially intended to be used for the Horsetooth/Lemay median renovation project completed in December 2015. The project bid came in under estimate; therefore, these funds were not needed for the project. Lifecycle funds of $89,633 that were set aside for this project and the remaining renovation funds of $5,446 will be used on the next lifecycle and median renovation projects. 16. Parks Lifecycle Project (General Fund portion) - $50,000 Purpose for funds: The funds requested will be reappropriated for lifecycle projects that were planned, but not encumbered or completed in 2015. Funds will be spent on Park Shop lobby waiting area renovations of $20,000, Louden Ditch improvements of $11,872, and the remaining balance of $75,336 will be combined with 2016 funds to replace playground equipment at Avery Park. Agenda Item 11 Item # 11 Page 6 Reason funds not expensed in 2015: Projects were not encumbered or completed due to quotes/bids for projects not being available until late December and needing 2016 funds for the Avery playground project. PDT Administration 17. Special Event Permit Software - Special Events Coordinator Program - $55,000 Purpose for funds: The Special Event Coordinator (SEC) program has identified the research, purchase, and implementation of an online special event permit application as a critical path need for the efficient operation of City programs and services. Updating and automating the City’s special event permit process is a primary deliverable identified in the 2015-2016 BFO Offer creating the program. The SEC has worked with IT staff to explore the feasibility of developing an in-house, online permit system, however, it has been determined that identifying and purchasing a special event permit product from an outside vendor will be more efficient, timely, and cost effective. The reappropriation of $55,000 in unexpended 2015 funds into the 2016 SEC budget is requested for this purpose. Reason funds not expensed in 2015: The Special Event Coordinator funds were not fully expended in 2015 due to program launch scheduling. Social Sustainability 18. Affordable Housing Fund - $148,980 Purpose for funds: The Affordable Housing Funds are allocated annually to support critical affordable housing needs in the City of Fort Collins. They were awarded in the City's annual Competitive Process to housing service providers to further the goals identified in the City’s Affordable Housing Strategic Plan. The second reading of the ordinance approving the allocation of the funds occurred on May 19, 2015. Any unallocated funds are intended to accumulate in the fund to meet future affordable housing needs. Reason funds not expensed in 2015: Although the funds were committed, it is not always possible to negotiate and complete project contracts prior to the year end, which means that POs cannot be established. Some funds are allocated as match funding for projects receiving federal HOME/CDBG dollars. Under federal guidelines, these projects cannot be contracted until all CDBG/HOME requirements have been met. The HBA program is a City managed program, funds dedicated to that program are not contracted or have purchase orders; rather, they are tied to closing as individual loans are approved. From the time of initial funding commitments to completions of development, most housing projects take multiple years to complete. GOLF FUND Parks 19. Golf Projects - $40,329 Purpose for funds: Funds will be used to complete the Golf branding project started in 2015, replace SouthRidge driving range equipment, replace carpeting, furnace and ventilation system at City Park Nine. Reason funds not expensed in 2015: The branding project has been completed, but not all bills have been received totaling $16,899. Early snow in December prevented the SouthRidge driving range from being repaired for $11,032. Quotes for carpet replacement were received too late to create purchase order for $6,836. The furnace and ventilation project did not have sufficient appropriations available to begin the project and funds will be combined with 2016 funds to complete the project of $5,562. Agenda Item 11 Item # 11 Page 7 KEEP FORT COLLINS GREAT (KFCG) FUND Communications & Public Involvement Office 20. Public Engagement Staff Training - $10,000 Purpose for funds: In cooperation with HR, the funding will be used for International Association for Public Participation (IAP2) Training. IAP2 is a course that can help employees to better engage with their communities and provides tools that align with Public Engagement and the role of connecting with hard to reach people. Reason funds not expensed in 2015: KFCG funding from 2015 was earmarked to assist in the continuation of this course, but due to year end timing, the contract could not be completed before the end of the year despite an approval from all parties involved. The project is moving forward in 2016 with a contract in place in January. Community Development & Neighborhood Services 21. Historic Survey Grant Request - $39,170 Purpose for funds: These funds are used as matching funds for historic preservation grant projects. The major sources for grant revenues are the State Historical Fund and Certified Local Government programs. The Historic Preservation Division typically receives two to four dollars for each dollar of City funds. Reason funds not expensed in 2015: Grant matching funds are used primarily for State Historical Fund (SHF) and Certified Local Government (CLG) grants. Because of the 9 -10 month time lag between grant application, at which time the matching funds are committed, and awarding and contracting with the State, at which time the funds are encumbered, the monies allocated in one year will nearly always need to be reallocated for actual expenditure in the following year. Current grant commitments include a SHF grant of $35,000 towards a survey of the Westside Neighborhood’s Loomis Addition with the remainder supporting CLG grants for Council directed additional property surveys. 22. Landmark Rehabilitation Loans - $28,525 Purpose for funds: Established by Council in 1994 with adoption of Chapter 14, Article V of the Municipal Code, the Landmark Rehabilitation Loan Program is a critical financial program for encouraging the protection and revitalization of historic residential and commercial buildings, most notably within the Downtown and Old Town Neighborhoods. The program is very popular with the public and the demand for funding grows every year. The Rehabilitation Loan Program is a revolving loan program. Owners of historic landmarks can apply for up to $7,500 in zero-interest loan funds, which they must match with an equal or greater amount of private funds. Loans are repaid through the sale or transfer of the property, and upon repayment, the funds return to the program for further distribution. Reason funds not expensed in 2015: Applicants receiving loans have up to two years to complete the rehabilitation work. There is frequently a time differential of from one to two years between when the loan is awarded, at which time the funds are committed, and the completion of the work, at which time the funds are released. For this reason, the monies allocated in one year will nearly always need to be reallocated for actual expenditure. Agenda Item 11 Item # 11 Page 8 Environmental Services 23. Environmental Services Innovation Fund - $8,963 Purpose for funds: The Innovation Fund is dedicated to piloting projects and procedures throughout the City's buildings and properties that are not otherwise funded. Funds will be used to continue the Living Wall Project. Select projects in past years have yielded $3 million in savings and 58,590 metric tons of carbon emission reductions. The projects allow staff to showcase ideas for the business and residential community. Reason funds not expensed in 2015: Funds for the Living Wall have been allocated but were not used in 2015 because of difficulty selecting a visible suitable site and construction delays with the Utilities Administrative Building. Staff anticipates a final site to be identified in 2016. 24. Montezuma Fuller Alley Shared Trash/Recycling Enclosure - $17,277 Purpose for funds: Funds were allocated for building a trash/recycling enclosure in the Montezuma Fuller Alley that would be used by the businesses adjacent to that alley. The enclosure would allow for removal of dumpsters from the right-of-way in the alley, allow businesses to recycle that currently don't have space for a recycling bin, and improve the visual aesthetic of the alley. Reason funds not expensed in 2015: Additional feedback from project stakeholders resulted in project delay. FC Moves 25. Bicycle and Pedestrian Safety Town - $26,395 Purpose for funds: This funding will support the design and construction of a public Bicycle and Pedestrian Safety Town, a recommendation of the City’s 2011 Bicycle Safety Education Plan. A Safety Town is a “miniature city,” which includes elements such as streets, bike lanes, sidewalks, traffic signs and signals. Families, adults, and children will be able use the facility to practice skills and participate in classes hosted by the City and community partners. Reason funds not expensed in 2015: Safety Town funds were not fully expended in 2015 as site selection is still in process. Once the Safety Town location is confirmed, staff will be able to move forward with design and phasing plans, with the goal of implementing at least some features later in 2016. 26. Metropolitan Planning Organization Annual Local Match - $27,551 Purpose for funds: These funds are based on estimated annual local match due to the North Front Range Metropolitan Planning Organization (NFRMPO). Membership is required in order to secure regional, state, and federal transportation funds and for ensuring consistency between local and regional plans. Reason funds not expensed in 2015: The required local match is allocated based on jurisdictional population. For each budgeting cycle, the NFRMPO provides an estimate of the annual match. In 2015, the local match billed to the City was less than the estimate for the year; however, in 2016 the NFRMPO Council voted to fund a reserve with unallocated local matches. As a result, reappropriation of un-invoiced funds from 2015 is required to fully fund the 2016 local match invoice. Natural Areas 27. Ecological Response Model - $44,552 Purpose for funds: These funds are being used to support the development of the Ecological Response Model for the Poudre River. The report and first version of the model are complete (early 2015) and were used in the Agenda Item 11 Item # 11 Page 9 City's evaluation and response to the Northern Integrated Supply Project Supplemental Draft Environmental Impact Statement (NISP SDEIS). As well, in staff’s analysis of the NISP SDEIS subsequent model runs and new components analysis were conducted with these funds as new information became available. Staff anticipates using the remainder of these funds for the same contractor to update the model or run new analysis as yet more information becomes available through the federal EIS process allowing us to scientifically evaluate the results of subsequent SDEIS results. Reason funds not expensed in 2015: These funds were not completely used in 2015 because the timeframe of staff’s analyses is dependent on the federal timeframe and process. The release of a quality analysis and new information is taking years to complete and staff’s comparison and evaluation with the Eco-Response Model parallels this process. 28. Land Improvement - $225,492 Purpose for funds: This offer was funded to support extensive ecological restoration of the Poudre River floodplain and channel improvements for the purpose improving wildlife habitat and restoring biodiversity. Due to the complexity and scale of this work, Natural Areas requested funds and received $125k/year to support and match Natural Areas funding. The primary work intended include restoration planning and construction of restoration at Kingfisher Point Natural Area. Reason funds not expensed in 2015: The conceptual restoration plan for Kingfisher Point was completed in 2015. The plan identifies the Timnath Inlet Ditch as an area requiring retrofit to connect the River and support fish passage. This effort has made progress and currently is in design. The remainder of the overall restoration design hinges on the outcome of the Ditch retrofit design. Thus, final design for the entire site will be completed by late summer/early fall. Final design and (certainly) construction will not be complete by the end of 2016. In the meantime, during summer/fall of 2016 staff expects to construct 2-3 acres of new wetlands at the site that do not require the final design to be complete. 29. Northern Integrated Supply Project Supplemental and Mitigation - $73,000 Purpose for funds: These funds are being used to support the City's evaluation of the Northern Integrated Supply Project Supplemental Draft Environmental Impact Statement (NISP SDEIS). This evaluation focuses on the impact to City's assets and is dependent on a complex and lengthy federal process. The City's work related to this also includes establishing staff’s own scientific perspective on River function, condition and impact of NISP to water-related infrastructure. In 2016 staff plans to use a portion of these funds to partially fund the 2016 State of the Poudre health assessment and report. This is an appropriate use of these funds because this condition assessment will inform staff’s future engagement in NISP (both future iterations of the as well as mitigation processes). Reason funds not expensed in 2015: These funds were not completely used in 2015 because the process is ongoing and far from complete. In the near term staff will need these funds to support objective analysis, preparations and engagement in the next phase of NISP permitting (such as mitigation, and ecological and water quality analyses, and legal counsel). Operation Services 30. Fossil Creek Park Lighting Retrofit - $15,800 Purpose for funds: This project was to replace the HID (high intensity discharge) lights at Fossil Creek Park with LED. LED lights use less energy and require less maintenance. Reason funds not expensed in 2015: The new LED lighting fixtures arrived in late 2015 and it was discovered they would not work with existing light poles. They had to be returned and replaced with fixtures that work with the existing poles. This request for $15,800 is to pay for the labor needed to complete the project. Agenda Item 11 Item # 11 Page 10 Parks 31. Parks Lifecycle Project (KFCG Fund portion) - $51,302 Purpose for funds: The funds requested will be reappropriated for lifecycle projects that were planned, but not encumbered or completed in 2015. Funds will be spent on Park Shop lobby waiting area renovations of $20,000, Louden ditch improvements of $11,872, and the remaining balance of $75,336 will be combined with 2016 funds to replace playground equipment at Avery Park. Reason funds not expensed in 2015: Projects were not encumbered or completed due to quotes/bids for projects not being available until late December and needing 2016 funds for the Avery playground project. 32. Southeast Community Park Equipment - $116,000 Purpose for funds: The reappropriated funds will be used to purchase equipment for the new Southeast Community Park. Reason funds not expensed in 2015: These funds were not spent in 2015 due to the construction of the park being delayed until 2016. Recreation 33. Foothills Activity Center Security Cameras - $16,096 Purpose for funds: These funds will be used for the necessary server, software, and security cameras to be installed at the Foothills Activity Center (FAC). Reason funds not expensed in 2015: Several construction delays occurred during 2015, postponing the opening of the FAC. Installation of technology and cameras will take place once the facility is open. Streets 34. College Avenue Concrete Work - $326,872 Purpose for funds: College Avenue is owned by the Colorado Department of Transportation (CDOT). However, minor maintenance is performed by the City of Fort Collins between Grape Street and Harmony Road. CDOT is resurfacing College Avenue between Mulberry Street and Harmony Road in 2016. The project commenced in 2015 but will be completed this year. The offer was a collaboration proposal between CDOT, Streets and Engineering departments. In regard to concrete, CDOT is planning to perform only minimal levels of concrete repair, addressing pedestrian access ramps and major curb and gutter drainage issues only. This was to enable the Streets and Engineering departments to look at the concrete repairs from a holistic standpoint. As a result, the City will perform other curb and gutter repairs, enhance and repair sidewalk and medians, and complete any missing sidewalk segments. CDOT considers the curb, gutter and sidewalks to be the maintenance responsibility of the City. Reason funds not expensed in 2015: College Avenue concrete improvements were started by the Streets Department in 2015; however, CDOT delayed its repaving efforts until 2016. Paving will occur between Mulberry Street and Harmony Road. The remaining funds from the 2015 budget cycle needs to be moved forward into 2016 in order to complete the remaining work and also coincide with CDOT's efforts. Agenda Item 11 Item # 11 Page 11 LIGHT & POWER FUND Light & Power 35. Broadband Strategic Work - $151,088 Purpose for funds: The Broadband Strategic Plan work includes feasibility analysis, market demand study, communication and a complete strategic plan for recommendation(s). Funds will be used for consulting services (Uptown Services, Inc.) and to assist in costs for the expert review panel and communications. Reason funds not expensed in 2015: The City issued a ballot question on November 2015 to ask the community to overturn SB05-152, which restricts municipality’s ability to provide direct or indirect telecommunication services. Due to the Fair Campaign Practice Act, city staff was not allowed to use staff time, resources or funds to advocate for the passage or defeat of a measure once ballot language was set by City Council on August 18, 2015. There were delays due to the August-November 2015 silent period. 36. Low Income Solar - $125,000 Purpose for funds: Council approved funds for 2015 and 2016 supporting a low income solar program (BFO Offer 59.2 in Environmental Health). After stakeholder discussions and with the benefit of matching funds from the Colorado Energy Office, a low income solar array is in planning to be constructed in 2016. Reason funds not expensed in 2015: This request is to reappropriate 2015 funds to be combined with 2016 funds to complete construction of a 190 kW low income solar project in 2016. RECREATION FUND Recreation 37. Foothills Activity Center Information Technology - $53,600 Purpose for funds: These funds will be used to complete the IT and internal costs associated with opening the Foothills Activity Center (FAC), as well as providing for the increased monthly cost of wireless and communications services. Reason funds not expensed in 2015: Several construction delays occurred during 2015, postponing the opening of the FAC. As of January 2016 the building is substantially complete and the internal work of connecting the facility to the City's IT and Recreation software has begun. 38. Senior Center Endowment Facility Improvements - $37,660 Purpose for funds: Ordinance No. 062, 2015 appropriated $50,000 from the endowment provided by the Paul N. Gwyn estate for enhancements to the Senior Center. This is the remaining amount of the appropriation and will be utilized for renewing areas of the facility that were not included in the recent expansion project. Reason funds not expensed in 2015: In 2015 two senior staff members retired, impacting the ability from a staffing standpoint to pursue some of the planned improvements. In addition, remaining staff were deeply involved in pursuing the national distinction for accreditation of senior centers. Accreditation anticipated the spring of 2016. Agenda Item 11 Item # 11 Page 12 TRANSPORTATION FUND FC Moves 39. West Elizabeth Enhanced Travel Corridor Plan - $11,929 Purpose for funds: These funds provide for consulting services and other project expenses required for the development of the West Elizabeth Enhanced Travel Corridor Plan. The Plan will direct investment in multimodal infrastructure along and around West Elizabeth Street as a part of a larger network of corridors identified by the 2011 Transportation Master Plan. Reason funds not expensed in 2015: The majority of appropriated project funds have been encumbered for professional consulting services; however, the portion of the funds not encumbered have been intentionally set aside to provide for other project expenses. These include open houses, marketing materials, printing costs, and other expenses associated with development of the Plan. Reappropriation of these funds to 2016 is necessary because the planning process extends beyond the 2015 fiscal year. Streets 40. Harmony Park & Ride Regional Match - $72,280 Purpose for funds: The 2015-2016 funding received through the BFO process included increased maintenance of an expanded parking area as well as a restroom facility that the City of Fort Collins was to install either in 2015 or 2016. The Harmony Transfer Center Park & Ride is owned by CDOT and maintained by the City via an IGA. The Harmony Transfer Center serves a variety of travel modes: carpoolers, shuttle riders to and from Denver International Airport, as well as hikers and bicyclists. Working closely with CDOT, City Natural Areas and key stakeholders, staff will select a site at or near the Arapaho Bend trailhead area to install a restroom similar in nature to those at other natural areas in the City. Project construction is scheduled to be completed in 2016. Reason funds not expensed in 2015: Minimal project funds were expended in 2015 to determine feasibility of location, design, and construction. Remaining 2015 funds are requested in order to complete construction of the restroom facility. The restroom project was delayed due to negotiations with CDOT about use and future footprint of the Harmony Transfer Center Park and Ride area. These funds are necessary to complete construction in combination with available 2016 funds. UTILITIES CUSTOMER SERVICE & ADMINISTRATION (CS&A) FUND Utility CS&A 41. Utilities Cyber Security Assessments - $187,000 Purpose for funds: Funds will be used to provide 3rd party cyber security assessments of mission critical Utilities IT Application systems including electric SCADA, Utility Billing system and consulting on Cyber Security Governance. Reason funds not expensed in 2015: Both of the City staff members who were working on this effort became unexpectedly unavailable-one staff member was transferred to another unit and one staff member had an unexpected medical emergency. Plans are in place to ensure the work is completed in 2016. CITY FINANCIAL IMPACTS This Ordinance increases 2016 appropriations by $2,809,115. A total of $1,102,694 is requested for reappropriation in the General Fund, $1,027,535 from the Keep Fort Collins Great Fund and $678,886 is requested from various other City funds. Reappropriation requests represent amounts budgeted in 2015 that could not be encumbered at year-end. The appropriations are from 2015 prior year reserves. Agenda Item 11 Item # 11 Page 13 BOARD / COMMISSION RECOMMENDATION At its February 22, 2016 meeting, the Council Finance Committee recommended City Council approve the requested reappropriations. ATTACHMENTS 1. Council Finance Committee minutes, February 22, 2016 (PDF) -1- ORDINANCE NO. 040, 2016 OF THE COUNCIL OF THE CITY OF FORT COLLINS REAPPROPRIATING FUNDS PREVIOUSLY APPROPRIATED IN 2015 BUT NOT EXPENDED AND NOT ENCUMBERED IN 2015 WHEREAS, City Council authorized expenditures in 2015 for various purposes in the General Fund, Golf Fund, Keep Fort Collins Great Fund, Light and Power Fund, Recreation Fund, Transportation Fund and the Utility Customer Service and Administration Fund, portions of which were not spent or encumbered in 2015; and WHEREAS, Article V, Section 11 of the City Charter requires that all appropriations unexpended or unencumbered at the end of the fiscal year lapse to the applicable general or special fund, except that appropriations for capital projects and federal or state grants do not lapse until the completion of the capital project or until the expiration of the federal or state grant; and WHEREAS, Article V, Section 9, of the City Charter permits the City Council to appropriate by ordinance at any time during the fiscal year such funds for expenditure as may be available from reserves accumulated in prior years, notwithstanding that such reserves were not previously appropriated; and WHEREAS, it is in the best interests of the City and its residents to re-appropriate funds for the expenditures below, in furtherance of these expenditures authorized in 2015 for which such appropriated funds were not expended and not encumbered during 2015. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF FORT COLLINS as follows: Section 1. That the City Council hereby makes and adopts the determinations and findings contained in the recitals set forth above. Section 2. That there is hereby appropriated for expenditure from prior year reserves in the General Fund the sum of ONE MILLION ONE HUNDRED TWO THOUSAND SIX HUNDRED NINETY FOUR DOLLARS ($1,102,694) for the following purposes: Community Garden $20,000 Air Quality and Greenhouse Gas Data 17,500 Air Quality Programs 25,536 Green Building - Implementation of the Roadmap 4,000 Green to Gold Bag Shredder 2,992 Healthy Sustainable Homes 1,337 Rivendell Recycling Center Pavement Repair 11,551 Waste Reduction & Recycling Programs 10,000 Lincoln Plan Neighborhood Projects 279,800 Human Recourses Software Migration 130,000 Court Appointed Counsel Expenses 10,262 -2- Instream Flow 88,200 Northern Integrated Supply Project Response 24,500 Remodel Creamery Laboratory Building 127,957 Median Renovations and Lifecycle 95,079 Parks Lifecycle Project 50,000 Special Event Permit Software 55,000 Affordable Housing 148,980 Total General Fund $1,102,694 Section 3. That there is hereby appropriated for expenditure from prior year reserves in the Golf Fund the sum of FORTY THOUSAND DOLLARS ($40,329) for Golf Projects. Section 4. That there is hereby appropriated for expenditure from prior year reserves in the Keep Fort Collins Great Fund the sum of ONE MILLION TWENTY SEVEN THOUSAND FIVE HUNDRED THIRTY FIVE DOLLARS ($1,027,535) for the following purposes: Public Engagement Staff Training $10,000 Historic Survey Grant Request 39,710 Landmark Rehabilitation Loans 28,525 Environmental Services Innovation Fund 8,963 Montezuma Fuller Alley Shared Trash/Recycling Enclosure 17,277 Bicycle and Pedestrian Safety Town 26,395 Metropolitan Planning Organization Annual Local Match 27,551 Ecological Response Model 44,552 Land Improvement 225,492 Northern Integrated Supply Project Supplemental and Mitigation 73,000 Fossil Creek Park Lighting Retrofit 15,800 Parks Lifecycle Project 51,302 Southeast Community Park Equipment 116,000 Foothills Activity Center Security Cameras 16,096 College Avenue Concrete Work 326,872 Total Keep Fort Collins Great Fund $1,027,535 Section 5. That there is hereby appropriated for expenditure from prior year reserves in the Light and Power Fund the sum of TWO HUNDRED SEVENTY SIX THOUSAND EIGHTY EIGHT DOLLARS ($276,088) for the following purposes: Broadband Strategic Work $151,088 Low Income Solar 125,000 $276,088 Section 6. That there is hereby appropriated for expenditure from prior year reserves in the Recreation Fund the sum of NINETY ONE THOUSAND TWO HUNDRED SIXTY DOLLARS ($91,260) to be used for the following purposes: -3- Foothills Activity Center Information Technology $53,600 Senior Center Endowment Facility Improvements 37,660 $91,260 Section 7. That there is hereby appropriated for expenditure from prior year reserves in the Transportation Fund the sum of EIGHTY FOUR THOUSAND TWO HUNDRED NINE DOLLARS ($84,209) to be used for the following purposes: West Elizabeth Enhanced Travel Corridor Plan $11,929 Harmony Park and Ride Regional Match 72,280 $84,209 Section 8. That there is hereby appropriated for expenditure from prior year reserves in the Utility Customer Service and Administration Fund the sum of ONE HUNDRED EIGHTY SEVEN THOUSAND DOLLARS ($187,000) to be used for Utilities Cyber Security Assessments. Introduced, considered favorably on first reading, and ordered published this 5th day of April, A.D. 2016, and to be presented for final passage on the 19th day of April, A.D. 2016. __________________________________ Mayor ATTEST: _______________________________ City Clerk Passed and adopted on final reading on the 19th day of April, A.D. 2016. __________________________________ Mayor ATTEST: _______________________________ City Clerk