CITY OF MILPITAS
FINANCE SUBCOMMITTEE
Finance Subcommittee Page 1
SPECIAL MEETING
AGENDA
11:00 AM. – 12:00 P.M.
Thursday, August 24, 2023
1ST Floor Committee Conference Room
455 E. Calaveras Blvd, Milpitas
1. Call to Order
2. Pledge of Allegiance
3. Roll Call
4. Approval of Agenda: August 24, 2023
5. Approval of Meeting Minutes: June 21, 2023
6. Public Forum
Members of the audience are invited to address the Commission on any subject not on the agenda. Speakers must state their name (address is optional) for the record and limit their remarks to three minutes or less. For items not listed on the agenda, no response is required of City staff or Commissioners. However, Commissioners may ask staff to place the item on a future meeting agenda.
7. Announcements
8. Business Items
a. Report of City Manager Approved Contracts, ARPA Related Contracts, and the City Manager’s Procurement Card Activity – July 2023
Recommendation: Receive July 2023 Report
9. City Liaison Reports – n/a
10. Adjournment
August 24, 2023
Finance Subcommittee Agenda Page 2
KNOW YOUR RIGHTS UNDER THE OPEN GOVERNMENT ORDINANCE
Government’s duty is to serve the public, reaching its decisions in full view of the public.
Commissions 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: 408-586-3040
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 “I Want to . . . View “ link.
Materials related to an item on this agenda submitted to the Commission after initial distribution of the agenda packet are available for public inspection at the City Clerk’s office at Milpitas City Hall, 455 E. Calaveras Blvd., Milpitas and on the City website. Commission agendas and related materials can be
viewed online: http://www.milpitas.gov/our-government/commission/ (select meeting date)
APPLY TO SERVE ON A CITY COMMISSION
Commission application forms are available online at http://www.milpitas.gov or at Milpitas City Hall.
Contact the City Clerk’s office at 408-586-3003 for more information.
If you need assistance, per the Americans with Disabilities Act, for a City of Milpitas public meeting, please call Rosanne Yamashita at 408-586-3162 or send an e-mail to [email protected] prior to the meeting. You may request a larger font agenda or arrange for mobility assistance. For hearing assistance, headsets are available in the City Council Chambers for all meetings.
August 24, 2023
CITY OF MILPITAS
FINANCE SUBCOMMITTEE
Measure F Oversight Committee Minutes Page 1
MEETING MINUTES
4:00 P.M. – 5:00 P.M.
Wednesday, June 21, 2023
1st Floor Committee Conference Room
455 E. Calaveras Blvd, Milpitas
CALL TO ORDER Mayor Montano called the meetings to order at 4:06 P.M. Mayor Montano called the roll.
PLEDGE of ALLEGIANCE Mayor Montano led the pledge of allegiance.
ROLL CALL PRESENT: Mayor Montano, Vice Mayor Chua
ABSENT: None
ALTERNATE SEATING There are no alternates for this subcommittee
APPROVAL OF AGENDA Motion/Second Vice Mayor Chua/ Mayor Montano
Motion carried by a vote of AYES: _All_ NOES: _n/a_
APPROVAL OF MINUTES Motion/Second Vice Mayor Chua/ Mayor Montano
Motion carried by a vote of AYES: _All_ NOES: _n/a_
PUBLIC FORUM There were no members of the public present
ANNOUNCEMENTS There were no announcements given
BUSINESS ITEMS Report of City Manager Approved Contracts, ARPA Related Contracts, and the City Manager’s Procurement Card Activity – May 2023
a. 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
LIAISON REPORT
No reports were given
ADJOURNMENT
Mayor Montano adjourned the meeting at 4:47 P.M.
June 21, 2023
455
E. Calaveras Blvd., Milpitas, CA 95035 w
ww.milpitas.gov
Supe
rior Customer Service Open Communication Integrity and Accountability Trust and Respect Recognition and Celebration M
EMORANDUM
Fin
ance Department
D
ATE:
TO:
T
HROUGH: Ned Thomas, AICP
Acting City Manager
FROM: Lauren Lai, CPA, MPA
Finance Director / Risk Manager
CC: City Attorney
SUBJECT:
July 2
023 Report of City Manager on Approved Contracts, ARPA Related Contracts, and the City Manager’s Procurement Card Activity (06/01/2023- 06/30/2023)
This me
morandum transmits the July 2023 Report of City Manager Approved Contracts including ARPA related Contracts and the City Manager’s Procurement Card activity for the period 06/01/2023 to 06/30/2023.
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 his contract approval authority. For the reporting period, 46 contracts were approved totaling approximately $741K. For reference, contracts approved between $50K to $100K are highlighted in yellow.
There were no transactions on the Acting City Manager’s credit card statement during the reporting period.
Fi
nance Subcommittee
A
ugust 15,
2023
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 July 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
46 $ 740,970
$ 82,515
$ 658,455
Department
Total Amount
Spent to Date
Remaining Balance
Building Safety & Housing
$ 37,500
$ -
$ 37,500
City Manager
$ -
$ -
$ -
City Attorney
$ -
$ -
$ -
Economic Development
$ -
$ -
$ -
Engineering
$ -
$ -
$ -
Finance
$ -
$ -
$ -
Fire Department
$ -
$ -
$ -
Human Resources
$ 16,409
$ -
$ 16,409
Information Technology
$ 59,076
$ 59,076
$ -
Non-Departmental
$ -
$ -
$ -
Planning
$ -
$ -
$ -
Police
$ 8,227
$ 8,227
$ -
Public Works
$ 102,215
$ 11,462
$ 90,753
Recreation & Community Services
$ 517,544
$ 3,750
$ 513,794
Grand Total
740,970
82,515
658,455
Departments
PO
Vendor Name
Issuance Date
Description
Encumbered Amount
Expenditure to Date
Remaining Balance
Building Safety & Housing
FY24563
Wright, Alice
07/04/2023
FY 23-24 Shopping Cart Retrieval Service
$ 37,500
$ -
$ 37,500
Human Resources
FY24100
CuraLinc Healthcare
07/10/2023
Employee Assistance Program - July 1, 2023 -
June 30, 2024
$ 16,409
$ -
$ 16,409
Information Technology
FY24900
Portford Solutions Group Inc
07/01/2023
ApplicationXtender - License/Maintenance
Annual Support FY23-24
$ 32,629
$ 32,629
$ -
Information Technology
FY24901
Carahsoft Technology
07/13/2023
DocuSign renewal 7/31/2023-7/30/2024
$ 26,447
$ 26,447
$ -
Police
FY24700
LEFTA
07/04/2023
LEFTA Systems Software License/Subscription
FY23-24
$ 8,227
$ 8,227
$ -
Public Works
C344019
Grimco, Inc.
07/10/2023
Purchase of Sign Shop Printing Table
$ 14,866
$ -
$ 14,866
Public Works
FY24400
Bay Area Event Lights
07/18/2023
2023 Holiday Tree Light Installation and
Removal
$ 75,886
$ -
$ 75,886
Public Works
FY24401
Agile Fleet, Inc.
07/18/2023
Agile Fleet Motor Pool Services - Sourcewell
Fleet Management and Related Technology
FY23-24
$ 11,462
$ 11,462
$ -
Recreation & Community Services
FY24600
Hidden Talent Art Studio LLC
07/17/2023
Fine Art Class for Adult at Senior Center July
5, 2023 to June 30, 2024
$ 5,525
$ -
$ 5,525
Recreation & Community Services
RP24608
Jordan Tolentino
07/13/2023
Summer Concert Performance - July 21, 2023
$ 3,750
$ 3,750
$ -
Recreation & Community Services
RP24609
Island Kids LLC
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 23,400
$ -
$ 23,400
Recreation & Community Services
RP24610
Darrell Leffler's Academy of
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 06, 2023 to August 6, 2023
$ 1,092
$ -
$ 1,092
Recreation & Community Services
RP24611
Ichimura, Hiroshi
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 6,240
$ -
$ 6,240
1 Departments
PO
Vendor Name
Issuance Date
Description
Encumbered Amount
Expenditure to Date
Remaining Balance
Recreation & Community Services
RP24612
After School Life
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 18,583
$ -
$ 18,583
Recreation & Community Services
RP24613
Kidz Love Soccer Inc
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 19,219
$ -
$ 19,219
Recreation & Community Services
RP24614
Rebound Basketball Academy Inc
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 29,289
$ -
$ 29,289
Recreation & Community Services
RP24615
Mad Science of the Bay Area
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 22,500
$ -
$ 22,500
Recreation & Community Services
RP24616
SSB Education LLC
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 20,530
$ -
$ 20,530
Recreation & Community Services
RP24617
Kalgold Technologies Inc
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 4,290
$ -
$ 4,290
Recreation & Community Services
RP24618
Progressive Kids
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 11,310
$ -
$ 11,310
Recreation & Community Services
RP24619
Skatedogs
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 6,825
$ -
$ 6,825
Recreation & Community Services
RP24620
California Archery Center
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 20,027
$ -
$ 20,027
Recreation & Community Services
RP24621
Chess Wizards
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 17,813
$ -
$ 17,813
Recreation & Community Services
RP24622
Sumii, Kensuke
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 936
$ -
$ 936
Recreation & Community Services
RP24623
Vance, William
07/17/2023
Summer Concert Series Band - August 4, 2023
$ 1,650
$ -
$ 1,650
Recreation & Community Services
RP24624
Chew, Kevin
07/17/2023
Summer Concert Series Band - August 5, 2023
$ 1,700
$ -
$ 1,700
Recreation & Community Services
RP24625
Center Stage Performing Arts
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 4,225
$ -
$ 4,225
Recreation & Community Services
RP24626
Wood, Lori
07/17/2023
Choreography for Milpitas Community
Theatre production of SpongBob - April 24,
2023 - July 30, 2023
$ 1,861
$ -
$ 1,861
Recreation & Community Services
RP24627
Creative Vibes Music Therapy
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 4,095
$ -
$ 4,095
Recreation & Community Services
RP24628
Bay Area Gurukul LLC
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 11,993
$ -
$ 11,993
Recreation & Community Services
RP24629
Chaparral Country Corp
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 12,558
$ -
$ 12,558
Recreation & Community Services
RP24630
Futsal Kingz Inc
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 13,000
$ -
$ 13,000
Recreation & Community Services
RP24631
IncrediFlix Inc.
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 4,160
$ -
$ 4,160
Recreation & Community Services
RP24632
Jensen, Patricia
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 15,990
$ -
$ 15,990
Recreation & Community Services
RP24633
Memoriesman.com
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 813
$ -
$ 813
Recreation & Community Services
RP24634
Jensen, Patricia
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 13,507
$ -
$ 13,507
Recreation & Community Services
RP24635
Skatekamp LLC
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 4,914
$ -
$ 4,914
Recreation & Community Services
RP24636
Play-Well TEKnologies
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 10,400
$ -
$ 10,400
2 Departments
PO
Vendor Name
Issuance Date
Description
Encumbered Amount
Expenditure to Date
Remaining Balance
Recreation & Community Services
RP24637
Skyhawks Sports Academy, Inc
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 30,563
$ -
$ 30,563
Recreation & Community Services
RP24638
World Cup Soccer Camps & Clini
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 65,286
$ -
$ 65,286
Recreation & Community Services
RP24639
Creative Young Minds LLC
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 8,697
$ -
$ 8,697
Recreation & Community Services
RP24640
Cooking Round The World
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 8,372
$ -
$ 8,372
Recreation & Community Services
RP24641
Challenger Sports Corp
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 7,313
$ -
$ 7,313
Recreation & Community Services
RP24642
BrainVyne
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 26,493
$ -
$ 26,493
Recreation & Community Services
RP24643
Communication Academy
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 23,055
$ -
$ 23,055
Recreation & Community Services
RP24644
Code for Fun
07/17/2023
Instructor for Summer Classes 2023 and
Camps - June 05, 2023 to August 6, 2023
$ 35,572
$ -
$ 35,572
3