City of Milpitas Finance Subcommittee
AGENDA – Special Meeting
Wednesday, June 21, 2023
City Hall, 1st Floor Committee Conference Room
455 E. Calaveras Blvd, Milpitas
4:00 P.M. - 5:00 P.M.
___________________________________________________________________________ I. Call to Order
II. Pledge of Allegiance
III. Roll Call
IV. Approval of Agenda
V. Approval of Minutes
i. May 11, 2023
VI. Public Forum- Please limit remarks to three minutes or less Members of the audience are invited to address the subcommittee on any subject not on the agenda.
Speakers must limit their remarks to three minutes. As an unagendized item, no response is required of City staff or the subcommittee; however, the subcommittee may agendize the item for a future meeting.
VII. Business Items (Roll call vote to be conducted by City Staff) a. Report of City Manager Approved Contracts, ARPA Related Contracts, and the City Manager’s Procurement Card Activity – May 2023
i. Recommendation: Receive May 2023 Report
b. Status of rents paid/owed by tenants on Parcels 1, 2, and 3 c. Revenue and expenditure details on the Public Art Fund VIII. Staff and/or Liaison Reports
IX. Adjournment
___________________________________________________________________________________________
KNOW YOUR RIGHTS UNDER THE OPEN GOVERNEMENT ORDINANCE
Government’s duty is to serve the public, reaching its decisions in full view of the public. Commissions, boar ds, councils and other agencies of the City exist to conduct the people’s business. This ordinance assures that deliberations are conducted before the people and the City operations are open to the people’s review. For more information on your rights under the Open Government Ordinance or to report a violation, contact the City Attorney’s office at Milpitas City Hall, 455 E. Calaveras Blvd., Milpitas, CA 95035 E-mail: [email protected] / Phone: 408-586-3041
The Open Government Ordinance is codified in the Milpitas Municipal Code as Title I Chapter 310 and is available online at the City’s website www.milpitas.gov by selecting the Milpitas Municipal code link.
Materials related to an item on this agenda submitted to the Finance Subcommittee after initial distribution of the agenda packet are available for public inspection on the City website. The subcommittee agendas and related materials can be viewed online at: https://www.milpitas.gov/our-government/subcommittees/finance- subcommittee/ (select meeting date).
If you need assistance, per the Americans with Disabilities Act, for this meeting, call Rosanne Yamashita at 408- 586-3162 or send an email to [email protected] prior to the meeting. You may request a larger font agenda.
MEMORANDUM
455 E. Calaveras B
lvd., Milpitas, CA 95035 www.milpi
tas.gov
Superior Customer Serv
ice Open Communication Integrity and Accountability Trust and Respect Recognition and Celebration Finance Department
DATE: June 19, 2023
TO: Finance Subcommittee
THROUGH: Ashwini Kantak, Acting City Manager
FROM: Lauren Lai, CPA, MPA
Finance Director / Risk Manager
CC: City Attorney’s Office
SUBJECT: May 2023 Report of City Manager Approved Contracts, ARPA Related Contracts, and the City Manager’s Procurement Card Activity (04/01/2023- 04/30/2023) This memorandum transmits the May 2023 Report of City Manager Approved Contracts including ARPA related Contracts and the City Manager’s Procurement Card activity for the period 04/01/2023 to 04/30/2023.
In accordance with Section I-4-5.01 of the City’s Municipal Code titled “Reporting on Contract Authority of the City Manager,” staff provides to the Finance Subcommittee monthly reports displaying all contracts approved by the City Manager for the prior month under her contract approval authority. For the reporting period, 23 contracts were approved totaling approximately $799k.
There was no credit card activity for the City Manager during the reporting period.
City of Milpitas
Summary Listing of Approved City Manager (CM) Contracts $100,000 and Below Including All ARPA Grant Related Contracts For the month of May 2023
Note: CM Authority at <$100,000 until 12/06/17; <$50,000 12/07/17 until 6/15/18 <$100,000 effective 6/16/18
Number of Contracts Total Amount Spent to Date Remaining Balance 23 $ 799,373 $ 38,256 $ 761,117 Department Total Amount Spent to Date Remaining Balance Building Safety & Housing $ 188 $ 188 $ - City Manager $ - $ - $ - City Clerk $ - $ - $ - City Attorney $ - $ - $ - Economic Development $ - $ - $ - Engineering $ 10,936 $ - $ 10,936 Finance $ 84,555 $ - $ 84,555 Fire $ 26,225 $ 13,225 $ 13,000 Human Resource $ - $ - $ - Information Technology $ 262,696 $ - $ 262,696 Non-Departmental $ 24,520 $ - $ 24,520 Planning $ 85,100 $ - $ 85,100 Police $ 42,289 $ - $ 42,289 Public Works $ 261,614 $ 23,593 $ 238,021 Recreation & Community Services $ 1,250 $ 1,250 $ - Grand Total 799,373 38,256 761,117 Departments PO Vendor Name Issuance Date Description Encumbered Amount Expenditure to Date Remaining Balance Building Safety & Housing FY23579 The Health Trust 5/16/2023 CDBG FY21-22 contract amendment to extend contract. June 30, 2022 to June 30, 2023 $ 188 $ 188 $ - Engineering C510208 Envirosigns 5/23/2023 Purchase of Delano Manongs Park Name Sign. $ 10,936 $ - $ 10,936 Finance FY23323 Maze & Associates 5/24/2023 FY23 Citywide Financial Audit Services - April 22, 2023 to April 21, 2024. $ 84,555 $ - $ 84,555 Fire FY23810 Strycker Sales Corporation 5/23/2023
Gurney Medical Equipment for Ambulance to
Transport Patients - Lease Agreement year 5
of 5 - ends November 30, 2023.
$ 13,225 $ 13,225 $ - Fire RP23805 City of Alameda 5/23/2023
Fire Fighter Training and Education
Agreement with Alameda City. May 15, 2023
through May 14, 2024.
$ 13,000 $ - $ 13,000 Information Technology AR23900 SHI International Corp 5/24/2023 SentinelOne Endpoint Security System. May 01, 2023 to April 30, 2026. $ 175,009 $ - $ 175,009 Information Technology AR23901 SHI International Corp 5/24/2023 Zscaler Web Security - 3 year contract. May 01, 2023 to April 30, 2026. $ 87,687 $ - $ 87,687 Non-Departmental FY23324 Maze & Associates 5/24/2023 FY23 Successor Agency Financial Audit Services. April 22, 2023 to April 21, 2024. $ 980 $ - $ 980 1 Departments PO Vendor Name Issuance Date Description Encumbered Amount Expenditure to Date Remaining Balance Non-Departmental RP23427 All Earth Geotechnical Enginee 5/15/2023 Geotechnical and Geological Services. April 25, 2023 to April 24, 2024. $ 23,540 $ - $ 23,540 Planning C200604 Cumming Management Group, Inc 5/16/2023 Conceptual Cost Estimating for Metro Specific Plan. May 11, 2023 to June 30, 2023. $ 35,100 $ - $ 35,100 Planning C346900 Colantuono, Highsmith 5/8/2023 PSA for Ratemaking Advice. May 05, 2023 to June 30, 2024. $ 50,000 $ - $ 50,000 Police RP23705 AARDVARK 5/15/2023 Purchase of one unit Tactical Breaching Tool including accessories (SWAT Gear). $ 11,435 $ 11,435 Police RP23706 Sionics Weapon Systems 5/15/2023 Purchase of seven units of Rifles including Accessories - SWAT. $ 12,621 $ 12,621 Police RP23707 Galls LLC 5/23/2023 Purchase of two units of Vanguard Ballistic Shields (Level III). $ 18,233 $ - $ 18,233 Public Works MA23403 Odyssey Power Corp 5/23/2023
On-Call Generator Services with Odyssey
Power Corporation. May 17, 2023 - May 16,
2024
$ 25,000 $ - $ 25,000 Public Works C340325 Tucker Construction Inc 5/16/2023 Fire Training Tower Concrete Repair Work.
May 12, 2023 to November 30, 2023. $ 51,060 $ - $ 51,060 Public Works C344015 Western Pacific Signal LLC 5/9/2023 On-Call Traffic Signal Control System Training.
April 24, 2023 to April 23, 2024. $ 60,000 $ 9,048 $ 50,952 Public Works RP23423 TPC Training 5/8/2023 Basic On-Site Electricity Training for Non- electrician. April 19, 2023 to April 20, 2023. $ 9,995 $ 9,995 $ - Public Works RP23425 Deere & Co Strategic Accounts 5/15/2023 Purchase of one unit John Deere 4066R Tractor. $ 94,709 $ - $ 94,709 Public Works RP23426 Epiphany Consulting Solutions 5/15/2023 PW Training and Development. May 11, 2023 to June 30, 2023. $ 4,550 $ 4,550 $ - Public Works RP23428 DKF Solutions Group, LLC 5/15/2023 Sanitary Sewer Management Plan (SSMP) and
Oveflow Emergency Response Plan (OERP)
Mandated Training. February 21, 2023 to June
04, 2023
$ 16,300 $ - $ 16,300 Recreation & Community
Services AR23614 Ashley Readel 5/23/2023 Ashley Readel - Band for Family Campout - ARPA. June 03, 2023 $ 500 $ 500 $ - Recreation & Community
Services RP23688 Sumabat Jr., Joseph 5/2/2023 Joseph Sumabat DJ for Family Game Night.
May 11, 2023. $ 750 $ 750 $ - 2 Status of Rents Paid/Owed by Tenants on Parcels 1, 2, and 3 by Address June 19, 2023
Parcel 1 Unpaid Rent by Address
• 1432 S. Main St. has a $6.68 credit.
• 1436 S. Main St. has $6,320.00 in unpaid rent.
• 1438 S. Main St. has $370.00 in unpaid rent.
• 1438A S. Main St. has $150.00 in unpaid rent.
• 1440 S. Main St. has $38.00 in unpaid rent.
• 1446 S. Main St. has $346.00 in unpaid rent.
Total unpaid rent for parcel 1 is $7,224.00.
Parcels 2-3 Unpaid Rent by Address
• 1454 S. Main St. has $29,150.00 in unpaid rent.
• 1458-1460 S. Main St. has $117,000.00 in unpaid rent. • 1462 S. Main St. has $28,158.00 in unpaid rent.
• 1464-1466 S. Main St. has $4,760.00 in unpaid rent.
• 1476 S. Main St. has $25,605.00 in unpaid rent.
Total unpaid rent for parcels 2 and 3 is $204,673.
Property Manager will develop a payment schedule for unpaid rent for tenants located on parcels 2 and 3.
City of Milpitas
Public Arts Fund
Revenues and Expenditures
FY22-23 is through June 19, 2023
DepartmentsFund Function OBJECT DESCRIPTION Budget Actual Budget VAR. Budget Actual Budget VAR. Budget Actual Budget VAR. Budget Actual Budget VAR. Budget Actual Budget VAR. Budget Actual Budget VAR. Budget Actual Budget VAR. Budget Actual Budget VAR. 000 3760 Developer Contribution - 147,267 147,267 - 473,385 473,385 - 475,411 475,411 - 103,857 103,857 - 176,164 176,164 - 80,576 80,576 - 147,267 147,267 - 473,385 473,385 - 475,411 475,411 - 103,857 103,857 - 176,164 176,164 - 80,576 80,576 - 147,267 147,267 - 473,385 473,385 - 475,411 475,411 - 103,857 103,857 - 176,164 176,164 - 80,576 80,576 3431 Pooled Interest (nonallocation - 170 170 - 246 246 - 302 302 - 2,742 2,742 - 1,459 1,459 - (2,376) (2,376) - (490) (490) - (2,317) (2,317) 3433 Other Interest Income - 315 315 - (1,391) (1,391) - (2,483) (2,483) - 8,391 8,391 - 9,245 9,245 - (11,492) (11,492) - (2,768) (2,768) 3434 Pooled Interest (allocation) - 915 915 - 1,035 1,035 1,000 3,009 2,009 3,000 8,818 5,818 5,000 21,308 16,308 16,000 14,859 (1,141) 18,500 10,306 (8,194) 30,944 10,129 (20,815) 3750 Donations - 2,400 2,400 6,000 - (6,000) - 3,801 3,801 6,000 (110) (6,110) 1,000 828 (172) 3,000 19,951 16,951 5,000 32,012 27,012 16,000 991 (15,009) 18,500 7,048 (11,452) 30,944 7,813 (23,131) - 3,801 3,801 6,000 (110) (6,110) 1,000 828 (172) 3,000 19,951 16,951 5,000 32,012 27,012 16,000 991 (15,009) 18,500 7,048 (11,452) 30,944 7,813 (23,131) - 3,801 3,801 6,000 147,158 141,158 1,000 828 (172) 3,000 493,336 490,336 5,000 507,423 502,423 16,000 104,848 88,848 18,500 183,213 164,713 30,944 88,388 57,444 Grand Total Building Safety & Housing213
Total
Total
Finance 213 000
Total
Total
Fiscal_Year
FY 2016 FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 FY 2022 FY 2023 City of Milpitas
Public Arts Fund
Revenues and Expenditures
FY22-23 is through June 19, 2023
DepartmentsFund Function OBJECT DESCRIPTION Budget Actual Budget VAR.Budget ActualBudget VAR.Budget ActualBudget VAR.Budget ActualBudget VAR.Budget ActualBudget VAR.Budget ActualBudget VAR.Budget ActualBudget VAR.Budget ActualBudget VAR. 4221 Office Supplies 4,500 0 (4,500)
4237 Contractual Services 36,000 14,550 (21,450) 22,000 7,500 (14,500) 67,000 1,562 (65,438) 118,000 1,623 (116,377) 127,500 9,587 (117,913) 0 0 0 0 0 0 4241 Repair & Maintenance 5,000 0 (5,000) 5,000 0 (5,000) 36,000 14,550 (21,450) 22,000 7,500 (14,500) 67,000 1,562 (65,438) 127,500 1,623 (125,877) 132,500 9,587 (122,913) 0 0 0 0 0 0 36,000 14,550 (21,450) 22,000 7,500 (14,500) 67,000 1,562 (65,438) 127,500 1,623 (125,877) 132,500 9,587 (122,913) 0 0 0 0 0 0 4111 Permanent 9,197 0 (9,197)
4131 PERS 909 0 (909)
4132 Group Insurance 4,930 0 (4,930)
4133 Medicare-Employer's Contributi 136 0 (136)
4135 Worker's Compensation 46 42 (4)
4138 Deferred Comp-Employer Contrib 150 0 (150)
4146 Short Term Disability 14 0 (14)
4161 Retiree Medical Reserve 117 100 (17)
169 4111 Permanent 0 223 223
15,499 365 (15,134)
15,499 365 (15,134)
3922 Op Trfs Out General Government 0 261,000 261,000 0 142,500 142,500 3952 Appn Trf Out General Governmnt 0 97,500 97,500 0 65,000 65,000 0 97,500 97,500 0 326,000 326,000 0 142,500 142,500
0 97,500 97,500 0 326,000 326,000 0 142,500 142,500
3922 Op Trfs Out General Government 273,500 0 (273,500) 130,000 0 (130,000) 3952 Appn Trf Out General Governmnt 97,500 0 (97,500) 65,000 0 (65,000) 97,500 0 (97,500) 338,500 0 (338,500) 130,000 0 (130,000) 97,500 0 (97,500) 338,500 0 (338,500) 130,000 0 (130,000) 36,000 14,550 (21,450) 22,000 7,500 (14,500) 67,000 1,562 (65,438) 127,500 1,623 (125,877) 132,500 9,587 (122,913) 97,500 97,500 0 338,500 326,000 (12,500) 145,499 142,865 (2,634) FY 2020 FY 2021 FY 2022 FY 2023
Grand Total
FY 2016 FY 2017 FY 2018 FY 2019
000
Total
213
Total
Transfers Out
000
Total
213
Total
Transfers In/Out/Revenue
161
Total
213
Total
Recreation & Community Services
910
Total
213
Total
Non-Departmental
455 E. Calaveras Blvd., Milpitas, CA 95035 www.ci.milpitas.ca.gov Superior Customer Service Open Communication Integrity and Accountability Trust and Respect Recognition and Celebration
DATE: June 21, 2023
TO: Finance Subcommittee
FROM: Matt Cano, Deputy City Manager
SUBJECT: Public Art Fund Update
Executive Summary:
The Finance Subcommittee will receive this report on the Public Art Fund.
Staff Recommendation:
Receive report.
Financial Impact:
None.
Description:
The Public Art Fund is used to pay for all public art commissions, acquisitions, maintenance, and repairs.
The Public Art Fund operates independently from the General Fund. Donations, developer in-lieu public art fees and accrued interest are deposited directly into the account. As part of the budget process, City Council approves a budget for public art-related expenses anticipated in the coming fiscal year, and money needed for the upcoming year is transferred to a Capital Improvement Program budget where it is readily accessible.
The Public Art Fund (invested money) currently has a balance of $951,764. The Public Art Capital Improvement Budget (liquid money) has a balance of $489,000. The combined total available for, and restricted to, Public Art-related expenditures is $1.44 million.
This includes year-to-date revenue of $80,575 was received by the fund from developers and roughly $7,813 in interest on the funds invested.
The Public Art Capital Improvement Project currently includes money encumbered for Higuera Adobe Park Public Art Project, Dixon Landing Park Public Art, Mural Program, Public Art Master Plan, and any repairs to the existing collection.
Money spent from the CIP during FY 2022-23 includes $10,250 toward the Montague Pedestrian Overcrossing, $5,683 toward portable art panels to display art at City events and facilities, and $978 for new art display hanging system in the Phantom Art Gallery.
AGENDA REPORT
Finance Subcommittee