IMPORTANT NOTICE REGARDING THIS MEETING: To protect our residents, officials, and staff, and in alignment with AB 361 and Orinda City Council Resolution No. 42-21, in which certain teleconference requirements of the Brown Act have been suspended, including the requirement to provide a physical location for members of the public to participate in the meeting, this meeting will be held by Teleconference.
BY
TELECONFERENCE
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By PC:
MEETING URL:
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MEETING ID: 924 9319 5201
By Telephone:
+1 669-900-9128
MEETING ID: 924 9319 5201
CITY COUNCIL
AGENDA
Tuesday, March 1, 2022
7:00 PM - REGULAR MEETING
City Council
Agenda Page 1 03.01.22
How to follow or participate in the meeting:
Members of the public may observe and participate in the meeting at the teleconference location highlighted above. To ensure that the City Council receives your comments, we strongly encourage you to submit your comments in writing in advance of the meeting by following instructions below:
Send your e-mail to [email protected] by 3pm on the day of the meeting.
Those e-mails will be forwarded to the City Council. They will also be made a part of the public record and be available to view upon request by contacting the City Clerk at [email protected] or 925-253-4221. In addition, they will be available electronically by 5pm on the day of the meeting by selecting the date of the meeting in this Box link:
https://cityoforinda.box.com/s/aqrelwbwv0wc37m5hkju2o8a0sta7bup Comments may also be submitted by e-mail during the meeting up until the closure of public comment period on the relevant agenda item. These will be read into the record by staff at their normal cadence and will be limited to a maximum of 3 minutes. To be read into the record, e-mail must contain in the subject line “Public Forum – Not on the Agenda” or “Public Comment – Agenda Item #” with the relevant agenda item indicated.
City Council
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To comment orally in real time during the meeting, you may use the Zoom “raise your hand” function on your computer screen or the *9 function on your phone. 7:00 PM - REGULAR SESSION
A. CALL TO ORDER / ROLL CALL
Councilmembers: Darlene Gee, Nick Kosla, Amy Worth
Vice Mayor Inga Miller, Mayor Dennis Fay
B. PLEDGE OF ALLEGIANCE
C. ADOPTION OF AGENDA
The City Council may take action on any item listed on the agenda.
D. ITEMS FOR THE GOOD OF THE CITY
D.1. Presentation and Update by East Bay Municipal Utilities District on upcoming Briones Trench Soils Removal Project
E. PUBLIC FORUM
The public forum provides an opportunity for members of the public to speak on any item within the jurisdiction of the City Council that is not on the agenda.
Additionally, a speaker has the option of addressing the Council on an item listed on the agenda, if the speaker will not be present when that agenda item is taken up. When an item is not listed on the agenda, State law prohibits Council discussion or action. Councilmembers may only “briefly respond” to statements made and questions posed. For example, State law allows Councilmembers to ask questions for clarification and provide a reference to staff or other resources for factual information. Additionally, consistent with the “Matters Initiated” rule contained in its Policies and Procedures Manual, the Council may also direct staff to report back and/or place a matter on a future agenda for discussion.
F. CONSENT CALENDAR
F.1. City Council Minutes
Recommendation:
Approve City Council Minutes:
1. February 15, 2022
F.2. Monthly Report of Receipts and Disbursements for the Period December 1, 2021 through December 31, 2021 and Summary of Revenue, Expenditures, and Preliminary Fund Balances for July 1, 2021 through December 31, 2021
Recommendation:
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Staff recommends that the City Council receive and file this report of receipts, disbursements, and preliminary fund balances for the month of December 2021.
F.3. Monthly Report of Receipts and Disbursements for the Period January 1, 2022 through January 31, 2022 and Summary of Revenue, Expenditures, and Preliminary Fund Balances for July 1, 2021 through January 31, 2022
Recommendation:
Staff recommends that the City Council receive and file this report of receipts, disbursements, and preliminary fund balances for the month of January 2022.
F.4. Authorization For Continued Use of Remote Teleconference for City Meetings
Recommendation:
Approve the Ratification of Orinda City Council Resolution No. 42-21 and Authorize the Continued Use of Teleconference Meetings for the Period of March 2, 2022 to March 31, 2022 Pursuant to the Provisions of Assembly Bill 361.
F.5. Establishing the Rate per Equivalent Runoff Unit (ERU) for Fiscal Year 2022/2023 and requesting the Contra Costa County Flood Control and Water Conservation District to Adopt an Annual Parcel Assessment for Drainage Maintenance and the National Pollutant Discharge Elimination System (NPDES) Program
Recommendation:
Staff recommends adoption of Resolution No. 09-22, establishing the Equivalent Runoff Unit (ERU) for Fiscal Year 2022-2023 for the National Pollutant Discharge Elimination System (NPDES) Program at the same rate as was levied in the current year.
G. PUBLIC HEARING
H. POLICY MATTERS
H.1. Mid Year Budget Adjustments Including 2nd Quarter General Fund Report Fiscal Year 2021-2022 (July 2021 - December 2021) Recommendation:
Receive the report and :1) Authorize Staff to record the Budget adjustments as described in Attachment E General Fund Budget Adjustment and Attachment F Other (Non-General Fund) And Transfers Budget Adjustment
I. COUNCILMEMBERS' REPORTS
J. CITY MANAGER'S REPORT
City Council
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K. MATTERS INITIATED
L. ADJOURNMENT
L.1. Close in Memory of Mike Evanhoe and Honoring and his Contributions to Bay Area Transportation.
The next Regular Meeting of the Orinda City Council will be held on Tuesday, March 15, 2022 at 7:00 PM.
Please visit the City’s website at www.cityoforinda.org to view the City Council Calendar.
I, Sheri Marie Smith, City Clerk, declare under penalty of perjury under the laws of the State of California that this special meeting agenda has been posted at least 24 hours in advance at the Orinda City Hall, 22 Orinda Way and the Orinda Library, 26 Orinda Way. Additional copies are available at the Orinda Library, 26 Orinda Way, and at the City’s website at www.cityoforinda.org. At least 24 hours in advance of the meeting, this agenda was also delivered to and received by each member of the City Council as well as each local newspaper, radio station and television station requesting written notice of special meetings.
I, Sheri Marie Smith, City Clerk, declare under penalty of perjury under the laws of the State of California that this regular meeting agenda has been posted at least 72 hours in advance at the Orinda City Hall, 22 Orinda Way and the Orinda Library, 26 Orinda Way.
Additional copies are available at the Orinda Library, 26 Orinda Way, and at the City’s website at www.cityoforinda.org
~ Notice ~
There is a 90-day limit for the filing of a challenge in the Superior Court to certain City administrative decisions and orders, which require a hearing by law, the receipt of evidence and the exercise of discretion. The 90-day limit begins on the date the decision is final (Code of Civil Procedure §1094.6). Further, if you challenge an action taken by the City Council in court, you may be limited by California law, including but not limited to Government Code §65009, to raising only those issues you or someone else raised in the public hearing, or in written correspondence delivered to the City Council prior to or at the public hearing. The City Council may be requested to reconsider a decision if the request is made prior to the next City Council meeting, regardless of whether it is a regular or special meeting. For information on the next regular or special City Council meeting, please call 925.253.4221 or visit the website at www.cityoforinda.org.
~ Accessible Public Meetings ~
The City of Orinda will provide special assistance for disabled citizens to participate in public meetings upon advance notice. If you need auxiliary hearing aid or sign language assistance at least two (2) working days advanced notice is necessary.
Please contact the City Clerk’s Office, 22 Orinda Way, Orinda, Ca 94563 or City Council
Agenda Page 5 03.01.22
925.253.4221 or [email protected] with the following information: name, mailing address, phone number and type of assistance requested.
AGENDA TITLE: City Council Minutes
RECOMMENDATION:
Approve City Council Minutes:
1. February 15, 2022
ATTACHMENTS:
A. City Council Minutes of February 15, 2022
Respectfully Submitted by:
Sheri Smith
City Clerk
Prepared By: Sheri Smith, City Clerk
Approved by:
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February 15 2022
CITY OF ORINDA
CITY COUNCIL MINUTES
Note: Written communications received from the public prior to the start of this meeting can be viewed at: http://orindaca.iqm2.com/Citizens/Detail_Meeting.aspx?ID=2086. They are also kept in the City Clerk’s Office as part of the public record and available upon request. 7:00 P.M. – REGULAR MEETING– BY TELECONFERENCE
A. CALL TO ORDER / ROLL CALL:
Mayor Fay called the Regular Meeting to order at approximately 7:00 p.m.
COUNCILMEMBERS PRESENT: Darlene Gee, Nick Kosla, Amy Worth Vice Mayor Inga Miller, Mayor Dennis Fay
COUNCILMEMBERS ABSENT: None
B. PLEDGE OF ALLEGIANCE – Led by Councilmember Gee.
C. ADOPTION OF AGENDA
City Manager Biggs stated there were no changes to the agenda.
Mayor Fay opened the Public Forum.
Charles Porges requested and confirmed the Mayor and Council did not wish to move up Item H.1 on the agenda.
MOTION by Councilmember Worth and seconded by Councilmember Gee to adopt the agenda. Said motion carried by unanimous (5-0) roll call vote.
D. ITEMS FOR THE GOOD OF THE CITY
D.1. Presentation by Caltrans Highway 24 Fuel Reduction Efforts Sean Castille, Acting Senior Environmental Planner, District 4 Caltrans, gave a PowerPoint presentation regarding Caltrans Highway 24 fuel reduction efforts. He provided contacts for the Region Field Maintenance Management and Mr. Bob Baranato as a primary contact.
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Mr. Castille then spoke about the many Caltrans’ partners with fire agencies, Caltrans’ expanded approach to vegetation management, fuel reduction service contracts, district acreage, a map showing plants and species and their criterion, requirements for scenic highways in District 4, the three injunctions limiting their use of tools to manage vegetation, key definitions of and balancing for ornamental and functional plantings, impacts of billboards with vegetation removal, their planning process for vegetation control, fire input for future fuels reduction work, development of contracts for FY 2022/23 work, mowing and spray work, structural considerations, annual tree inspections and removal of hazardous trees, a workshop to be held on March 2nd, and the hiring of crews to serve as a strike team in high fire severity zones class areas so they can spot treat.
He then presented photos of work along Orinda City limits and Highway 24, their vegetation management control plan work efforts, Caltrans’ seasonal work timeline, and extended opportunities for fire departments to bring their expertise to the March 2nd workshop.
Mayor Fay and Councilmembers posed questions about removal of aesthetic vegetation which adds to billboard installations along Hwy 24, select tree removal and brush work, maintaining the scenic character of the highway, requested coming back to the Council with a schedule which will occur after contracts are signed for the action plan, and thanked Mr. Castille for his presentation.
Mayor Fay opened the Public Forum.
Charles Porges asked if the March 2nd workshop is on Zoom and open to the public. He also asked how to communicate with Caltrans about the Gateway land.
Mayor Fay requested Mr. Castille provide the City Clerk with the requested information and suggested also putting the workshop information on the City’s website.
E. PUBLIC FORUM
Nick Waranoff requested Councilmember Kosla recuse himself from participating in this and future meetings as he has not filed a complete Form 700 with FPPC and noted it was missing schedules B & C. He also spoke about Melanie Light and City Manager Biggs’s comments at the most recent meeting of the Downtown Housing Subcommittee.
City Clerk Smith confirmed that the deadline for Form 700 submittal is April 1st of each year and all Councilmembers are notified.
Charles Porges said Mr. Waranoff’s comment is that the current Form 700 is incomplete.
If this is the case, he asked the City Attorney to opine on consequences.
City Attorney Osa Wolff said she was unsure as she did not currently have access to view the Councilmember’s Form 700. He also clarified that Form 700s are enforced by the FPPC.
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F. CONSENT CALENDAR
Mayor Fay asked if there were requests for removal of items or public comments. Vice Mayor Miller requested removal of Item F.4. There was no public comment or additional items to be removed.
F.1. City Council Minutes
Recommendation:
Approve City Council Minutes:
1. January 29, 2022
2. February 1, 2022
F.2. Authorization For Continued Use of Remote Teleconference for City Meetings
Recommendation:
Approve the Ratification of Orinda City Council Resolution No. 42-21 and Authorize the Continued Use of Teleconference Meetings for the Period of February 16, 2022 to March 17, 2022 Pursuant to the Provisions of Assembly Bill 361.
F.3. Approve Contract Change Order No. 2 with Ray’s Electric for Construction of the Camino Pablo Bicycle Route Project #4128 and Approve a Budget Change of $50,000.
Recommendation:
Staff recommends that the City Council: 1) Approve Change Order No. 2 with Ray’s Electric and increase the contract value by $54,817 to a new total contract amount of $714,741.50 and 2) Approve budget change of $50,000 by appropriating this amount from Fund #335 to the Project #4128.
F.5. Local Commission Appointment List (Maddy Act)
Recommendation:
Review and Receive the Annual Local Commission Appointment List commonly referred to as the Maddy Act
MOTION by Vice Mayor Miller and seconded by Councilmember Gee to approve Consent Calendar Items F.1.1, F.1.2, F.2, F.3 and F5. Said motion carried by unanimous (5-0) roll call vote.
Items Removed from the Consent Calendar:
F.4. Reject all bids and Re-Bid the Community Center Solar, Battery Storage and Roof Replacement Project, City Project Nos. 4141 & 4164 Recommendation:
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Staff recommends that the City Council reject all the bids received for the Orinda Community Center Solar, Battery Storage and Roof Replacement Project (#4141 & #4164) and authorize staff to proceed with re-bidding the project.
City Manager Biggs introduced the item.
Acting Director of Public Works Scott Christie stated the City received valid bids but they also received some protests. After consulting with the City Attorney, the best action proposed was for the City to reject all bids which is the prerogative of the City Council.
He commented that all bids were above the Engineers’ estimate and staff hopes to re-bid shortly.
Acting City Engineer Sivakumar Natarajan added that 4 bids were received and a protest was received from the second low bidder questioning the license validity of the low bidder.
Staff worked with the City Attorney’s office and, based upon their recommendation, staff will seek to make some adjustments to allow more participation in bidding and then rebid the project.
Mayor Fay opened the Public Forum, and there were no speakers or emails.
MOTION by Vice Mayor Miller and seconded by Councilmember Worth to reject all the bids received for the Orinda Community Center Solar, Battery Storage and Roof Replacement Project (#4141 & #4164) and authorize staff to proceed with re-bidding the project. Said motion carried by unanimous (5-0) roll call vote.
G. PUBLIC HEARING – None.
H. POLICY MATTERS
H.1. Staff Update regarding the Housing Element Regional Housing Needs Allocation (RHNA) Sites Inventory
Recommendation:
Staff recommends the City Council receive the report, take public testimony, and provide feedback on the staff-recommended Regional Housing Needs Allocation Sites Inventory for inclusion in the Draft Housing Element, which is anticipated to be available in mid-March. In addition, staff recommends the Council consider a schedule that would include rezoning of all Housing Opportunity Sites concurrent with adoption of the Housing Element (which must be adopted prior to January 31, 2023). The Draft Housing Element will be subject to extensive public review, including Planning Commission and additional City Council meetings.
City Manager Biggs introduced the item.
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Recusals: Mayor Fay announced that he and Vice Mayor Miller and Councilmember Worth have some potential conflicts they need to disclose.
St. Mark’s Site: Vice Mayor Miller disclosed that she serves in various volunteer roles at St. Mark’s including as a boardmember and board chair of an entity that operates the programs on the campus and leases the property from another St. Mark’s entity that owns the property. She provides pro bono legal services to both entities, has never received any payment from either organization; however, she may have received a scholarship in the early 1990’s of between $100 and $400, but nothing since that time.
Additionally, the St. Mark’s site is slightly less than 1,000 feet from her personal residence so to avoid any appearance of conflict of interest, she recused herself from the St. Mark’s site.
Downtown Office Area and Santa Maria Site: Mayor Fay disclosed that his home is less than 1,000 feet away from some portions of the Downtown office area and the Santa Maria site. Therefore, he will recuse himself from participating in any discussions regarding those areas.
St. Stephen’s Site: Councilmember Worth disclosed she is a long-time member of the St.
Stephen’s Congregation and, although she has no financial interests, she will not be participating for that particular parcel.
City Attorney Wolff suggested that based on the FPPC’s segmentation rule the item can proceed almost as usual but with a couple of exceptions. The staff will present, the Council will ask questions of staff, and when the Council asks those questions, she would ask to avoid policy discussion or deliberation and just ask factual questions of staff.
Then, the Council will receive public comment and bring the item back for deliberation.
She suggested structuring the deliberations so the Council can first take up the sites where there are Councilmember recusals. Once those deliberations have been completed and feedback has been provided to staff, the Council can discuss all other sites.
Planning Director Drummond Buckley introduced the consultant team of Cynthia Walsh and Jennifer Gastelum from PlaceWorks who will provide a PowerPoint presentation, as well as Jason Moody from EPS, all of whom will be able to answer questions. This is a preview of the Draft Housing Element that will be coming out towards the end of March and there will be an extensive public review process.
After PlaceWork’s presentation, Mr. Buckley said he will provide a presentation regarding the sites outside of the downtown, as well as a few slides about density bonus law.
Jennifer Gastelum, PlaceWorks, said she and Cynthia Walsh will provide a very detailed PowerPoint presentation, and she began with the following topics:
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Housing Element Overview and Process – Requirements, Housing Element planning period, deadline, and 8-year timeframe, plans for housing needs of all economic segments of the community, Housing Element contents, legal responsibilities and enforcement by HCD, and project schedule. State Regulatory Environment – The state’s focus on housing supply and affordability, and new laws in 2021 (SB 8, SB 9, AB 215).
Vice Mayor Miller referred to the 5th cycle and questioned if housing produced in the current 5th cycle is produced up to the end of 2022 or through the end or some part of 2023. Ms. Gastelum replied that any housing developed after June of 2022 will count towards the 6th cycle.
Vice Mayor Miller said the City has struggled with very low-income development and questioned what will occur with the 5th cycle outstanding RHNA units to be developed.
Ms. Gastelum replied that RHNA starts over and a fresh slate begins every 8 years unless there was some situation where the City rezoned but did not build, and these units would be carried forward.
Councilmember Worth cited there is not much unused land available and she asked if HCD realizes that most of the land being zoned already has something on it. Ms.
Gastelum replied that this is a negotiation process and it is on the City to make a convincing case as to why the sites with under-utilized land are still available.
Mr. Buckley added that also important is to relay to HCD that the City has fulfilled their obligations to meet the housing production process, i.e., the number of ADUs approved in Orinda during this cycle, as well as the work done with the Orinda Senior Housing Foundation for their proposed new senior housing facility.
Councilmember Gee referred to SB 9 and asked when HCD will be providing guidance and questioned what PlaceWorks is seeing in Southern California or hearing in the industry about how jurisdictions want to apply it. From her perspective, it was sold as a key means of providing additional housing in California and it does not seem quite fair that the City cannot use it at all. She asked what HCD’s potential timeline is in terms of the rest of the process for this year.
Ms. Gastelum replied that no jurisdictions have been able to count any SB 9 units and she cited the tremendous amount of pushback to this point, was unsure when guidance would come out, but she could track interest in how many people are calling and also track actual applications for a Council update.
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Councilmember Kosla asked and confirmed that the 20 du/acre is a maximum and he asked if this could be clarified for the public’s sake. He imagines HCD is going to get burdened by all Housing Elements coming forward and asked if they hire their own staff or consult them out for review. Ms. Gastelum said HCD staffs up, only hire internally and she noted that out of 300 jurisdictions and SCAG whose adoption deadline was October 15th, 2 jurisdictions are in compliance and 2 jurisdictions are conditionally compliant.
Cynthia Walsh then continued the presentation and displayed and described the following:
Regional Housing Needs Allocation (RHNA) – Definition, methodology, affordability, significantly increased unit numbers, planning for a 25% buffer to accommodate lower income units, progress towards the 5th cycle Housing Element, Orinda’s 6th Cycle RHNA, and approaches to meeting the RHNA. Housing Sites Inventory and Strategies to meet RHNA – Downtown Precise PlanCountry Club Plaza, BevMo (Block), Downtown Office, Downtown Commercial; Opportunity Sites-church sites, school sites, government sites, BART sites. Current Site Capacity - by site, acreage and possible units, projected ADUs in various years and a projection of 8 ADUs in the next 8-year period and income affordable breakdown for the units for a total of 64 units. Projected Deficit with Current Sites Inventory: The City needs to identify sites to accommodate 558 units; 447 very low and low; 65 moderate; 46 above moderate for a total of 558.
Strategies to meet the RHNA include the Downtown Precise Plan sites, church sites, school sites and government sites. Each category was described as follows:
o Downtown Precise Plan – Country Club Plaza – 78 lower income units o Downtown Precise Plan - BevMo (Block) – 60 lower income units o Downtown Precise Plan – Downtown Office – 29 lower, 137 moderate, 100 above moderate.
o Downtown Precise Plan – Downtown Commercial – 316 lower income units. o Capacity with DPP Sites included (Assuming DPP sites are included, the City still needs to identify sites to accommodate 303 units for the lower income RHNA) – Very low and low (303 units-shortfall); Moderate: 33 units; Above Moderate: 13 units, for a total of (257 units-shortfall).
Councilmember Gee asked if the heights and numbers are before a possible density bonus or is that included in them. Ms. Walsh said no; they are based off of straight zoning and do not include density bonus, so there could be further increased heights. Mr.
Buckley noted he will discuss this later in the presentation. Identifying Additional Sites – Opportunity Sites
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o Church sites – 126 lower income units
o School sites – 187 lower income units and 48 units for Sleepy Hollow School which staff is not recommending.
o Government sites – 459 units – Staff is not recommending these for EBMUD-Bear Creek Road or Caltrans Gateway sites.
o BART Sites – 1089 units – Staff is not recommending Eastern Lot or Western Lot and presented reasons.
Balancing Act Tool - results showing 69 completed plans to date and top sites of BART Western lot, Downtown Office Zoning District, BART Easter lot, Downtown Commercial Zoning District.
Staff Recommendation: The site selection is based on discussions with property owners, realistic development within the planning period and community feedback:
o C-1 St. Stephen’s Church Site 27 units
o C-2 Holy Shepherd Lutheran Church Site 21 units
o C-3 St. Mark’s Church Site 45 units
o C-4 St. John Orthodox Church Site 33 units
o S-1 Miramonte High School Site 187 units
Total: 313 Lower income units
Regarding timing of rezoning, staff recommends rezoning all sites (DPP and Opportunity Sites) before the start of the planning period (January 31, 2023) and avoid the additional requirements (by-right).
Rezoning to Correct a Shortfall and Government Code 65583.2(h):
» If rezoning is done after the start of planning period (January 31, 2023), the following applies:
• Rezoned sites must allow owner-occupied and rental multi-family housing “by right” without discretionary review if a project includes 20 percent or more of the units affordable to those with lower incomes.
• Sites rezoned must be able to develop at least 16 units per site. • Certain percentages of residential use is required:
At least 50 percent of the lower-income RHNA shall be accommodated on sites designated/zoned for residential uses only, OR If the more than 50 percent of the lower-income RHNA is being met on mixed used zoned sites:
• Those sites must allow 100-percent residential use AND • They must require that residential uses occupy a minimum of 50 percent of the total floor area of a mixed-use project.
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Councilmember Gee said unlike previous cycles where the City could take lots of time to do the rezoning, what is being provided is an incentive for the City to complete rezoning for RHNA before January 31, 2023. She referred to the slide below and confirmed with Ms. Walsh that if completed by then, the other elements do not apply.
Rezone Timeframe if Rezoning takes Place after January 31, 2023 » AB 1398: Rezone Timeframe
• Removes the legal consequence that Housing Elements must be updated on a 4-year cycle (instead of 8-year cycle) if adopted outside of the 120-day grace period • Requires jurisdictions to have a compliant Housing Element within 120 days of the adoption deadline or complete any needed rezones within one year from the beginning of the planning period
• If not competed within one year, compliance may be revoked until rezones are completed
For Orinda, achieve compliance by May 31, 2023 (120 days), and rezone by January 31, 2026,
If Housing Element is not compliant by May 31, 2023, rezone must occur by January 31, 2024.
The Recommendation in the Presentation are for the Draft Housing Element:
» Draft Housing Element to be published in mid-March
» Subject to extensive public review, plus HCD review
» The Final Housing Element needs to be adopted no later than January 31, 2023 Key questions for discussion/feedback include:
What sites should the City rely on to meet the 558-unit shortfall? • Downtown Precise Plan sites
• Opportunity sites
»Should all rezones be completed at the same meeting when the Housing Element is adopted? (no later than January 31, 2023).
Councilmember Worth said one comment was that the State has said that jurisdictions cannot rely on utilization of any kind of density bonus to achieve numbers. When the City is zoning in the downtown, there is the density overlay. She asked how they would make the distinction between different heights and asked if the height limitation impacts the number of units that would be able to be put on a property.
Mr. Buckley responded that the main thing is that the City needs to demonstrate that there is a likely potential to be able to accommodate the units being specified for a specific parcel. So, there needs to be a relationship between the maximum building height and the proposed densities. Then you overlay that over the developable portion of the parcel and whether it may get completely redeveloped or partially redeveloped.
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Councilmember Gee said she is trying to understand if there is other criteria that does not seem to get explained, i.e., the idea is a local community has to provide zoning that would allow all of this to happen but the City is not obligated to make it happen. She said some reasons staff is not recommending the BART sites at this time is because it would be towards the end of the cycle where things could start happening, and asked for an explanation.
Mr. Buckley explained that it needs to be practical. BART is the agency interested in doing Transit-Oriented Development (TOD) at its stations. They would be basically the developer and drive the process but they do not control that property. They have a use agreement with Caltrans. When staff has met with BART, they have made it clear that they have never talked with Caltrans about the potential for doing development on that site so this is part of the issue.
How to proceed from that situation is not that the City Council could not decide to propose to use the two parking lots to meet a substantial or almost all of the RHNA at this time.
The Council could decide to do that, but it is not staff’s recommendation. Whether that would actually be approved by HCD through this review process remains to be seen.
BART has not said they do not want the City to do this under any circumstance. They have said they agree with following the timeframe with the next Housing Element cycle but it is still a possibility at the end of the day. Staff is not asking the Council to make a decision but to provide feedback tonight. The critical issue is the disconnect between having Caltrans own the property and BART be the operator and the developer for any TOD project.
Councilmember Gee said she understands this, but it seems there is ample evidence that BART would love to provide additional TOD housing. In terms of the criteria as to whether this is real, she asked if there a track record or not and said it seems there are “hidden agenda items” that are frustrating. Eventually, staff is saying in the next cycle it might be logical.
Mr. Buckley said one of the issues BART is concerned about is that the Orinda station is categorized as an “auto-dependent” station. They do not have a program to deal with the replacement of parking spaces for the passengers at this time. They are focusing right now on stations that are not “auto-dependent”.
Ms. Gastelum added that HCD wants to see shovel-ready projects. Based upon their experience and what they are seeing in other regions, this is why it is a bit of an uphill battle with unknowns.
Mr. Buckley then gave a staff PowerPoint presentation regarding staff-recommended RHNA opportunity sites and the density bonus issues. He displayed and described each of the opportunity sites of the church sites, plus the Miramonte High School site, their sizes, maximum development potential assumptions, recommended densities, maximum heights, maximum units, easing use of potential development footprint and notable constraints.
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He then provided an overview of density bonus law and an excerpt from HCD’s Inventory Sites Guidebook regarding density bonuses, as follows:
● Allows increased density and development concessions/incentives to developers who incorporate deed-restricted affordable units within their projects ● Density Bonus varies based on the percentage of dedicated affordable units as well as the affordability level of the units (moderate income, low income, or very low income) ● Sliding scale - more density and concessions in exchange for more affordable units/affordability
● Housing Element cannot make assumptions regarding the use of density bonus provisions (we only get credit for base density)
He explained the percentage of units that are affordable under very-low, low, and moderate incomes density bonus, and displayed a table on impacts on staff-proposed densities with allowable density with maximum 50% density bonus for very-low, low- and moderate-income units, displayed what density looks like under 14, 20, 30, 46 and 94 dwelling units per acre. He then described concessions by number of incentives/concessions under very-low, lower, and moderate-income percentages, noting that waivers may also be requested based on financial feasibility.
He concluded and asked that the Council take public comment, provide feedback on the inventory for inclusion in the Draft Housing Element, consider a schedule that would include rezoning of all housing opportunity sites concurrent with the adoption of the Housing Element.
Councilmember Gee referred to HCD’s process and asked if the City must have evidence that the church wants this to happen in order to zone it for housing. Ms. Walsh said the Council has the authority to rezone without the churches saying they want the City to do so or not; however, it is favorable to get some buy-in from owners of sites.
Ms. Gastelum said as far as including it to meet a portion of the RHNA, they do not have to have the owner’s buy-in on the site but it does help the City’s case. Mr. Buckley added that it also might help that the City has done the outreach, as well.
Councilmember Kosla referred to concessions, incentives and waivers and questioned if developers could get unlimited waivers or was there a limit. Mr. Buckley said it is based on financial feasibility. There have been some court cases around this issue and how much the City can ask for proof.
City Attorney Wolff noted this is a rapidly developing area of the law. There have been two recent cases that city attorneys are dissecting it and it does come down to whether a developer makes the argument that a waiver is necessary for the financial feasibility of their project.
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Councilmember Kosla asked and confirmed Ms. Wolff could circulate a primer on this to Councilmembers. He then questioned how retail applies to a concession, waiver or incentive.
Mr. Buckley said he did not know there are actual examples of this happening, but it seems like it could happen. To the extent the City has objective design standards that are specific, it creates more things that potentially could be waived so this may help the City prevent the use of waivers or concessions for getting out of a retail component of a project.
Councilmember Kosla asked and confirmed with Mr. Buckley that there is not a planning library where Councilmembers could review instances in the last few years where and how density bonus law was used. Mr. Buckley suggested Jason Moody from EPS, the City’s economist, could explain his experiences.
Jason Moody, EPS, said he would say it is very context-sensitive in terms of the use of density bonus. But, up until now it is a very consistent that if a City has an in-lieu housing requirement this is when people invoke density bonus. If a City does not have an in-lieu housing requirement it is very rare actually to use the density bonus unless the project is an affordable housing project. He noted that the cost of subsidizing the affordable units needs to be made up on the value of the non-affordable units.
Mayor Fay said he is trying to understand the Miramonte and church sites and the calculus on this. He asked and confirmed with Mr. Buckley that they are all single-family residential, so all opportunity sites will need to be rezoned. They could rezone a portion of the site the same way they rezoned a portion of the Santa Maria site in the last Housing Element where the church would remain would stay as residential.
Mayor Fay said the staff memo indicates staff has received no answer from Caltrans about the site by Wilder and the Shakespeare Festival. Mr. Buckley confirmed and said one question about that site is that there might be some kind of mitigation going on with regrading and he was unsure about this. The City could pursue this and it could be rezoned, but it is also not served by utilities so it is not shovel-ready. He also noted that is part of the right-of-way of Caltrans so it is not a separate parcel.
Mayor Fay opened the public comment period.
City Clerk Smith announced that staff has received written communications in advance of the meeting which the Council received from: Charles Porges, Dan DeBusschere, Nick Waranoff and Michelle Jacobson.
Matt Fogarty referred to zoning for lower income people and asked if this will be deed restricted or asked if there is a way to restrict higher income individuals from living in those units reserved for lower income.
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City Manager Biggs stated if they are for-sale units they are deed restricted and if rental, they come with CC&Rs. Most cities will need to verify the units are rented/sold to lower income individuals.
Mr. Buckley further clarified that for purposes of RHNA it counts as affordable if zoned for more than 20 du/acre, which is separate from the actual production.
Councilmember Worth suggested, and the Mayor agreed, for staff and consultants to comment/answer questions at the end of public comments.
Dan DeBusschere said he disagrees with the statement that the City only must zone for the Housing Element this year as the Attorney General’s Office will be enforcing building of units and not just zoning which may result in massive subsidies from the City. He suggested building on the BART site which is basically free land, for which he described.
Scott O’Neil, volunteer for a campaign for Fair Housing Elements, voiced concerns with the DPP sites as he did not see any indication the City analyzed rents in the context of local construction costs to find development is still likely at the lower heights and densities staff is proposing. He encouraged the City against taking actions that reduce the probability of development. Another way to handle the community feedback issue is to make the case that a more vibrant downtown is in people’s personal interests, which he described.
Nick Waranoff disagreed with the answers given to Mr. Fogarty and thinks there will be no guarantee that affordable housing will be built. He clarified that his issue of Councilmember Kosla is that the Form 700 is incomplete. In starting with the downtown and then looking for sites elsewhere is backwards and a developer-driven approach because developers lose money on affordable housing.
Ted Fleischman said he would like to see an appendix to the Housing Element for the public to see issues and the criteria being used. He also asked if there is anything being done to attract non-profits.
Joshua Hon, Organizer, East Bay for Everyone, voiced concerns there are enough capacity buffers for low- and very low-income sites to be developed and suggested increasing that layer, voiced concerns that a significant portion of low and very low are dependent on private land owners, schools, or churches, voiced concern that densities might not be high enough to be 100% affordable housing developers even with density bonus incentives, and asked staff to think about policies and programs to provide funding assistance for development of low and very low income housing and to provide examples.
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Sam Gleason, attorney and commercial real estate broker and investor, thinks recommendations to reduce density, especially on Country Club Plaza and the BevMo block from 85 to 30 units to the acre is ill-advised and infeasible to redevelop. These are two sites walkable to BART, close to shopping, self-contained having street frontages on multiple sides of the properties, and this would result in 225 units lost with such low density.
Charles Porges thinks staff has made errors and assumptions that force downtown to be developed beyond what is necessary. He referred to Table 6 and “opportunity sites” and said all 313 units will be in the low-income category. For these, an 80% density bonus has not been factored in. With 5% very low-income units the City would get a density bonus project with all of its waivers.
On Table 6 on the DPP study area, 290 units of the 447 total units will be affordable lowincome. All buildings will therefore exceed height limits and have waivers or concessions for any City-imposed restrictions including objective design standards. He asked the current proposal to be rejected, cited a mathematical error, asked to retain the City’s village-like characteristics, asked what are the average sizes of affordable units below 120% AMI built in the Bay Area in the recent past, and asked if a density bonus project gets a waiver from objective design standards.
Mr. Buckley referred to whether the City has a program for non-profits. He said the City did get the grant for $75,000 from ABAG to work with EPS and reach out to government entities and non-profits, the process of which has been going well.
Regarding the City’s methodology for determining development potential on church sites, Miramonte and other sites, staff is not recommending they are not assuming the churches are removed or assuming Miramonte is completely replaced with housing but rather that a reasonable portion could be developed. Were the City to rezone those sites in their entirety and then make an assumption that all housing be allowed could be accommodated in a portion of those parcels. But, HCD would not accept that unless they drastically increased the maximum height above the 27 feet being recommended.
Mr. Biggs said HCD will not accept assumptions as to density bonuses applying and reaching the numbers needed to meet RHNA. This is a constraint imposed on the City.
Mr. Buckley referred to Mr. Porges’ comment that certain areas proposed to be rezoned would be considered low income. What HCD says is that each community has a default density based on its population and Orinda’s default density is 20 du/acre. Anything zoned for this or higher for purposes of the Housing Element they get credit for the lower income units. However, there is also a no net loss issue which is if those sites are developed with market rate units, the City has to have capacity elsewhere which is what the buffer issue is all about.
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There was a critique regarding the math being off by 1 in the table, and he apologized and said this can be corrected. Regarding whether waivers or concessions can be used to get out of objective design standards, they can be used to get out of what a maximum building height and minimum parking standards are, but there is a limit to waivers.
Mayor Worth commented that the Turner Center study assumed rezonings would not be the entire property, with the idea that churches continue their activities as well as accommodating housing. One speaker asked about the changes in numbers for the BevMo and Country Club Plaza sites and asked staff to comment on how they came to the final recommendations for allocations.
Mr. Buckley replied the City received a tremendous amount of feedback and concern from residents about the proposed 55-foot building heights and densities within portions of the downtown as part of the Precise Plan. When they got into looking at the potential sites for the Housing Element, one of the benefits of expanding beyond the downtown is that it does allow the City to meet RHNA without those higher densities.
Councilmember Gee said she would like to hear Jason Moody contribute to the thinking on her question. Everyone knows they must respond to RHNA, comply, etc. They also began their DPP with many objectives and things the community provided input on in what they wanted to see in terms of vibrancy, redevelopment, etc. The nagging questions she is very concerned with are whether this will work, whether they need to turn their entire downtown into a housing project, and will it result in something that will have any of the other benefits they were originally trying to achieve.
Mr. Moody said after doing his analysis last year he has not been involved in the Housing Element portion of the analysis PlaceWorks has provided, other than a separate contract looking at the churches. It is clear to him that the recommended densities now have come down a fair amount from when he was involved in this effort. He would agree that the lower densities will make some of the sites more difficult to redevelop for housing and honestly, in contrast, some of the projects might not occur.
He thinks there are some viable properties operating and functional downtown and to get them to redevelop will require some level of financial lift in the land use. Just because the City zones something does not mean it will convert to what it is zoned for, but they did go parcel by parcel when they did the analysis and, at that time, he felt there was a viable and rational concept behind this zoning. So, if the City is worried about having the entire downtown converted to housing, he did not think it would happen.
State law requires a lot of contortions in order for the City to provide a Housing Element that fits their requirements and so a City will have to do certain things, such as not counting the density bonus. But just because the numbers are assigned and identified, it does not mean it will all happen that way.
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In response to Councilmember Worth, Mr. Buckley clarified that staff is looking for comments from the Council regarding suggested sites and densities outside of and inside the downtown. They are also looking for comments regarding timing of the rezoning necessary and whether that should be done concurrent with the adoption of the Housing Element or if they should adopt the Housing Element and do it in the years afterwards.
Mayor Fay asked if there is any feedback on the St. Mark’s site at this time, and City Attorney Wolff recommended taking each site and then the others and discussing any generic feedback.
Recusal: Vice Mayor Miller recused herself and left the meeting.
St. Mark’s Church: Councilmember Worth said she would concur it is appropriate to include St. Mark’s as one of the sites to achieve RHNA.
Councilmember Kosla questioned whether the actual rezoning would work, given certain site planning criteria. Mr. Buckley noted rezoning will either be the parking lots or open space on the parcel.
Mayor Fay said he appreciates the way staff is approaching this with church sites, given their neighborhoods, thinks staff has made a reasonable judgment about what is practical and what would be reasonably acceptable to the neighborhood. He confirmed there were no other comments on St. Mark’s Church site.
Vice Mayor Miller rejoined the meeting.
Recusal: Councilmember Worth recused herself and left the meeting.
St. Stephen’s Church site: Councilmember Gee voiced support of what is recommended.
Vice Mayor Miller said it is nice the site is within the neighborhood and noticed the proximity and access to the freeway, services, etc. There is a very defined area where it would presumably occur without being disruptive to existing activities.
Councilmember Worth rejoined the meeting.
Downtown Office: There was no feedback on this site.
Councilmember Gee commented that she would not want to take the Caltrans – Gateway site off of the table at this point.
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Mr. Buckley clarified they are not taking anything off of the table, but the question is whether it should be included in the draft Housing Element. The Council will still have the option up until adoption of the Housing Element to include the sites staff is not recommending. The EIR is still considering the larger umbrella of sites and, because it is subject to a process, they want to keep options open and will include the Caltrans – Gateway site in the draft.
Councilmember Gee said she would agree that the City should do the rezoning beforehand, and said she is reluctant to incorporate the BART lots in the plan.
Vice Mayor Miller referred to Sam Gleason’s question/concerns regarding zoning for the downtown areas. She asked whether staff feels there are other types of development that will continue on those sites such that it is reasonable to believe the sites will be developed with enough housing to meet the City’s goals.
Mr. Buckley replied they will continue to look into that and the Council will also be able to adjust the draft if they decide later to have higher densities for BevMo and for the Country Club Plaza sites.
Vice Mayor Miller referred to sizes of units such that they will be able to be sold. Mr.
Buckley said they keep hearing concerns with the potential for the density bonus piece and so part of his thinking about reducing density down to 30 du/acre is that it reduces the potential the City would end up with something with the density bonus with 5 or 6 stories if you consider retail on the ground floor.
City Manager Biggs also cited that once above the podium and 4 stories, the type of construction changes and costs go up. So, there are things that work against that occurring as well.
Vice Mayor Miller voiced appreciation of the thought that went into this and thinks staff should be complemented for the number of housing units actually planned for the 6th cycle, albeit the dramatic increase now assigned. She concurs with staff’s recommendation to not go forward with any further consideration of the BART site and to revisit it for the 7th cycle.
Councilmember Worth concurs with the recommendation to proceed as soon as they can with rezoning, spoke about Orinda’s success with identifying funding sources with nonprofit housing development given its desirous community, as well as work with the school district in the recruitment of teachers. She also recognized the work of staff in their approach of the process. She also concurred with Vice Mayor Miller to not move forward with the BART site, as well.
EXTEND MEETING
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MOTION by Vice Mayor Miller and seconded by Councilmember Kosla to extend meeting beyond 11:00 p.m. to 11:30 p.m. Said motion carried by unanimous (5-0) roll call vote.
Councilmember Kosla said he agrees with the rezoning but really did not want 6 or 7 story buildings in Orinda. The EIR is covering 55 feet and he thinks what staff is doing to maintain the height maximum works well. He voiced concerns with losing all of their retail and would like to learn more about density bonus, SB 330 and voiced concerns with whether they can waiver-, concession- and incentive-out all retail in the downtown.
Rezoning land is a big deal and a big process, but if it is not developing the way they want it to, there is no reason they can’t look to rezone other sites or raise heights in future years.
Mayor Fay concluded and said he agrees with moving forward with rezoning at the same time as developing the draft element, thinks BART will not be able to do anything in this RHNA cycle and suggested it be reviewed in the next cycle. Regarding the Caltrans – Gateway site, he thinks it should be included in the draft element because at a minimum it will force the State to do something about it.
Mayor Fay and Councilmembers thanked staff, PlaceWorks and EPS consultants, and confirmed staff had direction.
I. COUNCILMEMBERS’ REPORTS – Councilmember Kosla reported he met with the school district and discussed diversity and inclusion and they will be working on additional events and speakers. They also spoke about flavored tobacco, speed cushions, school traffic safety, and on-going fuels maintenance.
Mayor Fay reported that last week, he and the City Manager and Planning Director met with representatives of Albertson’s to talk about the Safeway store that they own and to see what their intentions are.
J. CITY MANAGER’S REPORT – City Manager Biggs noted that pursuant to a prior Council direction BART had released two additional maps for their redistricting proposal. Mayor Fay signed a letter supporting the Public Map 101 which would see Orinda included in the Contra Costa District.
The Slope Stabilization Project is going on and the lower City Hall parking lot is very constrained for parking to access City Hall.
He was able to reach out to Albertson’s representatives which owns Safeway, and staff and the Mayor brought them up to date on the DPP as well as exploring whether they had any plans for the store. Given COVID, they indicated they were maintaining their operations.
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He indicated that residents would like to see the store upgraded or improved with another one of their brands and the real estate manager agreed to take this back to the operational team, as well as the potential for a focus group to meet, and he will keep the Council updated on this.
K. MATTERS INITIATED – None.
L. ADJOURNMENT
The Regular Meeting was adjourned at approximately 11:35 p.m. to the next Regular Meeting on Tuesday, March 01, 2022 at 7:00 p.m.
______________________________________
Sheri Marie Smith, City Clerk
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Attachment: City Council Minutes of February 15, 2022 (2695 : City Council Minutes) City Council
Staff Report
Agenda Item: F.2
Date: March 1, 2022
Department: Finance
AGENDA TITLE: Monthly Report of Receipts and Disbursements for the Period December 1, 2021 through December 31, 2021 and Summary of Revenue, Expenditures, and Preliminary Fund Balances for July 1, 2021 through December 31, 2021
RECOMMENDATION:
Staff recommends that the City Council receive and file this report of receipts, disbursements, and preliminary fund balances for the month of December 2021.
BACKGROUND:
This report combines monthly reporting to the City Council of two separate financial benchmarks: 1) The issuance of checks and payments for obligations incurred by the City during the month; 2) A monthly report of Revenue and Expenditures for the month and preliminary fund balances based on year to date activity.
State Code References to City Financial Reporting
Section 37208 of the Government Code specifies the presentation of payments made by the City to the City Council. An option is available to forego the presentation of these lists provided the City Council ratifies an audited Annual Comprehensive Financial Report (ACFR). The City practice has been to present a monthly listing of payments, which goes above and beyond the minimum requirements in State law. Separate from the Payment Listing, California Government Code Section 41004, requires that the City Treasurer submit a monthly report and accounting of all receipts, disbursements, and fund balances. This is contained in the second half of the report.
DISCUSSION:
Payment Listing
The disbursement listing includes detail for the month of December including: A) Checks and electronic fund transfers (EFT) issued for accounts payable (Listed in descending order of the amount of the payment); B) A summary of purchases made with Credit Cards (US Bank Corp); and C) A listing by name of payroll checks and direct deposits. The total payroll costs are disclosed in the aggregate.
The payment and disbursement report includes detailed itemization of City issued payments as follows:
DECEMBER 2021 DISBURSEMENTS
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Type of Transaction Check #’s $ Amount (Incl.
Wires)
General Checks / Wires 65813-65995 1,983,856.05
Payroll 9479-9483 185,023.94
51552-51634
Payroll Tax Withholding Electronic 64,975.07
Retirement/Medical/Clipper Electronic 64,895.61
TOTAL 2,298,750.67
Payments / disbursements processed for the month including general accounts payable plus payroll and benefits totaled approximately $2.3 million. The General Accounts Payable payments totaled $1,983,856. Approximately 59% of the general accounts payable was comprised of the following categories of expense: 1) County Contract Services for Police ($637,645), and 2) Wilder Fields Turf Replacement Contractor payments ($602,025).
Included in the listing of General disbursements is a payment to US Bank Corporation for expenses made with purchase cards. In addition to disclosing the total payment to the bank for credit card purchases, a separate summary list detailing the charges is provided (Attachment B). The purchases were made between October 17, 2021 to November 16, 2021 and the total expenditures made with credit cards was $11,203.
Report of Revenue / Expenditures and Fund Balances as of December 31, 2021 The following Table displays the activity for the month of December in the first three columns. The right side of the table reports year to date results including the preliminary beginning and ending fund balance as of December 31, 2021. Rather than listing all of the funds individually the table combines funds by common groups.
Monthly Report of Revenue, Expenditures, and Preliminary Fund Balance (Includes Inter-fund Transfers in Revenue / Expenditures –Preliminary Unaudited) For the Period Ending December 31, 2021
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CURRENT PERIOD 7/1/2021 YEAR TO DATE: Jul-Dec 12/31/2021 Fund Name / Group
Current Month
Revenue /
Transfers In
Current Month
Expenses /
Transfers Out
Beginning Fund
Balance
Year To Date
Revenue
Year To Date
Expenses
Fund Balance
End of Period
General Fund $ 3,509,343 $ 1,079,407 $ 11,021,922 $ 5,576,326 $ 6,870,146 $ 9,728,101 G.F. Measure L Sales Tax 851 41,992 3,646,087 87,362 99,838 3,633,611 Add-on Sales Tax Measure R 248,565 98,187 587,348 1,094,615 525,150 1,156,813 Gas Tax 65,616 11,639 452,543 478,821 210,961 720,403
Impact Fees 20,545 25,335 4,207,943 209,983 124,813 4,293,113 Grants - 6,346 669,380 3,075,667 813,100 2,931,947
CCTA Funds - 41,545 799,949 163,333 106,520 856,763
Road Maintenance Fund - 25,071 948,301 493,535 216,643 1,225,192 Trust Funds - 652,805 1,466,395 3,150 664,894 804,651
Maintenance Assessment Dist. 31,853 6,563 10,877 31,869 47,992 (5,246) Stormwater Fund - 17,559 279,664 13,156 124,374 168,446 Library Fund 288,154 27,447 302,123 288,668 143,757 447,035 Wilder Community Facilities Dist. - 28,038 205,263 - 118,301 86,962 Debt 1,520,699 - 2,163,069 1,532,041 1,906,269 1,788,841 Internal Service Funds - 13,172 2,510,294 1,014,911 513,629 3,011,577 Road Emergency Stabilization - - 825,526 1,498 - 827,024 Other Capital Projects - 3,646 2,444,992 20,521 40,137 2,425,376 TOTAL ALL FUNDS $ 5,685,626 $ 2,078,752 $ 32,541,676 $ 14,085,457 $ 12,526,525 $ 34,100,608 In the monthly report of Revenue and Expenditures above, total revenue recorded in December was $5.7 million and total expenditures were $2.1 million. The large revenue total for the month reflects the receipt of semi-annual property tax revenue of $5.1 million in December.
As noted in the Table above, the total fund balance across all funds as of December 31st has increased by approximately $1.6 million from the July 1, 2021 beginning balance of $32.5 million. The largest contributor is Grants Fund ($2.3 million) for the receipt of American Rescue Plan (ARP) Federal Local Fiscal Recovery Fund in July, offset by a decrease of $1.3 million in General Fund. The deficit in the Maintenance Assessment District occurs since the General Fund transfer to support these activities does not occur until June 30th at year end.
FISCAL IMPACT:
There is no fiscal impact associated with accepting these reports.
ATTACHMENTS:
A. December 2021 Check Listing
B. December 2021 Cal-Card Transactions
C. December 2021 Payroll Listing
Respectfully Submitted by:
Doug Alessio
Administrative Services Director
Prepared By: Nancy Zhang,
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Approved by:
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City of Orinda
Check/Voucher Register
From 12/1/2021 Through 12/31/2021
Check # Check Date Payee Transaction Description $Amount 65965 12/22/2021 Valley Precision Grading, Inc. WILDER FIELDS TURF REPLACEMENT 602,024.89 65977 12/29/2021 Treasurer of Contra Costa Coun NOV. 21 POLICE SERVICES 331,371.71 65824 12/2/2021 Treasurer of Contra Costa Coun OCT. 21 POLICE SERVICES 306,273.55 1867943 12/19/2021 U. S. BANK CERTIFICATES OF PARTICIPATION 110,296.88 65924 12/22/2021 WILSEY HAM NOV. 21, 2021 PAVEMENT REHAB. PROJECT 49,555.50 65866 12/9/2021 EXPERT TREE SERVICE TREE MAINTENANCE - VARIOUS LOCATIONS 45,700.00 65828 12/2/2021 DEWBERRY ENGINEERS INC. 9-25/10-29-21, BEAR CREEK SEISMIC RETROFIT 39,563.59 65935 12/22/2021 MCE CORPORATION NOV. 21 LANDSCAPING SERVICES 39,332.50 65952 12/22/2021 SCHAAF & WHEELER ON-CALL SERVICES - SAN PABLO CREEK
CULVERT
26,913.44
65832 12/2/2021 WILSEY HAM OCT. 21, 2021 ANNUAL PAVEMENT REHAB.
PROJECT
21,360.28
65899 12/22/2021 Axon Enterprises, Inc. DYNAMIC BUNDLE YR. FEES 20,988.99 65840 12/2/2021 PlaceWorks, Inc. DOWNTOWN PRECISE PLAN - CREEK
RESTORATION
19,434.86
65905 12/22/2021 CCC SANITARY DISTRICT ANNUAL SEWER CHARGE 18,218.29 65944 12/22/2021 PARK ENGINEERING NOV 21 ON-CALL CONSTR. MANAGEMENT 18,172.49 65916 12/22/2021 EAST BAY TREE SERVICE TREE REMOVAL - OAKS PARK 16,900.00 65959 12/22/2021 SWINERTON MANAGEMENT NOV. 21, 2019 PAVEMENT REHAB. PROJECT 16,878.75 65988 12/29/2021 PlaceWorks, Inc. NOV. 21 HOUSING ELEMENT & SAFETY 16,721.65 65961 12/22/2021 Thorn Hauling DEC. 21 CHIPPER SERVICE 15,085.00 65946 12/22/2021 P G & E 10-23/11-22-21 SVC. 14,546.50
65983 12/29/2021 CSG CONSULTANTS ENGR. SERVICES - 3 MADRONE PL 14,350.00 65909 12/22/2021 COWAN & THOMPSON CONSTRUCTION BERM REPAIR - ACACIA DRIVE 13,955.71 65827 12/2/2021 CSG CONSULTANTS ENGR. SERVICES - 3 MADRONE PL 13,385.00 65914 12/22/2021 DEWBERRY ENGINEERS INC. 10-30/11-26-21 CAMINO SOBRANTE RETAINING WALL
13,086.88
65953 12/22/2021 SHUTE MIHALEY & WEINBERGER OCT 21 LEGAL FEES 12,825.40 65990 12/29/2021 Z SPORTZ INC INSTR. CONTRACT - SKYHAWKS 12,506.40 65954 12/22/2021 Z SPORTZ INC INSTR. CONTRACT - SKYHAWKS 11,867.40 65826 12/2/2021 COWAN & THOMPSON CONSTRUCTION POTHOLING SERVICES - 88 DAVIS ROAD 11,705.94 65964 12/22/2021 U S BANK CORPORATION 10-18/11-16-21 CREDIT CARD CHGS. 11,203.41 76407403 12/16/2021 WEX INC. WEX BILLING FOR NOV. 21 9,684.39 65871 12/9/2021 HDR ENGINEERING, INC. 9-26/10-23-21, SERVICES 8,732.50 65861 12/9/2021 DeSilva Gates Construction, LP 2019 ANNUAL PAVEMENT REHAB. PROJECT 8,192.27 65917 12/22/2021 EBMUD 10-7/12-08-21 SVC. 8,165.86
65937 12/22/2021 MIKSIS SERVICES INC STORM DRAIN PLAN & INVENTORY 7,600.00 65962 12/22/2021 UNIVERSAL BUILDING SERVICES NOV 21 JANITORIAL SVC. 7,335.00 65889 12/9/2021 Tripepi, Smith and Associates COMMUNICATION ASSESSMENT 7,225.00 65955 12/22/2021 STANTEC CONSULTING SVCS TENNIS COURT/BLDG. PAVEMENT RESURFACING 7,084.37 65941 12/22/2021 Opticos Design, Inc. DOWNTOWN PRECISE PLAN - OBJECTIVE
DESIGN STANDARDS
7,054.00
65864 12/9/2021 EBMUD 9-15/11-18-21 SVC. 6,742.34
65993 12/29/2021 PATRICIA TOMLINSON INSTR. CONTRACT - BALLET 6,375.02 65888 12/9/2021 PATRICIA TOMLINSON ENTERING INVOICES FOR DEC. 21 6,319.03 65835 12/2/2021 Interwest Consulting Group,Inc 10-1/10-31-21CONTRACTOR PLNR. SERVICES 6,235.00 65883 12/9/2021 PRECISION IT CONSULTING NOV. 21 MONTHLY SUPPORT SERVICES 5,375.00 65892 12/22/2021 ABSOLUTE PLUMBING HYDRO FLUSHING - 20 CLAREMONT AVE. 5,352.50 65960 12/22/2021 TANAKA DESIGN GROUP WILDER FIELDS TURF REPLACEMENT 5,280.00 65939 12/22/2021 KRIS MUELLER INSTR. CONTRACT - DANCE THEATER 5,276.70 65836 12/2/2021 LSA ASSOCIATES INC ON-CALL ENGR. SVCS. - MINER RD SINKHOLE 5,042.35 Page: 1
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Attachment: December 2021 Check Listing (2681 : Monthly Disbursements Rev Exp Fund Balance - December 2021) City of Orinda
Check/Voucher Register
From 12/1/2021 Through 12/31/2021
Check # Check Date Payee Transaction Description $Amount 65863 12/9/2021 DOG DYNAMICS INC INSTR. CONTRACT - DOG OBEDIANCE 5,003.40 65903 12/22/2021 California Consulting, Inc. DEC. 21 GRANT WRITING SERVICE 5,000.00 65928 12/22/2021 Interwest Consulting Group,Inc NOV. 21 CONTRACTOR PLNR. SERVICE 4,617.50 65894 12/22/2021 ASSOC OF BAY AREA GOVERNMENTS DEC 21 NATURAL GAS 4,586.45 65950 12/22/2021 RINCON CONSULTANTANTS, INC DOWNTOWN PRECISE PLAN/HOUSING ELEMENT 4,523.75 65876 12/9/2021 MAD SCIENCE OF MT. DIABLO INSTR. CONTRACT - MAD SCIENCE 4,446.00 65906 12/22/2021 CINTAS CORPORATION SUPPLIES 3,560.23
65910 12/22/2021 CSW/Stuber-Stroeh Engineering MORAGA WAY WALL MONITORING 3,357.00 65969 12/29/2021 BASIC Benefits LLC 12-24-21 FLEX SPENDING 3,134.09 65979 12/29/2021 CINTAS CORPORATION CLEANING SVCS. 3,112.64 65934 12/22/2021 MAZE & ASSOCIATES DEC. 21 AUDIT & TRANSP. DEVELOP. ACT. 2,747.00 65834 12/2/2021 HEALTH CARE EMPLOYEES DEC. 21 DENTAL PREMIUMS 2,698.11 65882 12/9/2021 PLAY-WELL TEKNOLOGIES INSTR. CONTRACT - LEGO CAMPS 2,484.00 65858 12/9/2021 California Dept of Tax and Fee MEASURE R SET-UP FEES 2,324.20 65820 12/2/2021 BAY ALARM COMPANY 12-1/3-1-22 ALARM SVC. 2,293.95 65862 12/9/2021 ANDREW DIEFENBACH INSTR. CONTRACT - TENNIS 2,268.00 65830 12/2/2021 EBMUD 9-16/11-15-21 SVC. 2,088.42
65918 12/22/2021 ECONOMIC & PLANNING SYSTEMS HOUSING ELEMENT 2,050.00 65872 12/9/2021 IEDA DEC 21 LABOR RELATIONS 2,018.00
65930 12/22/2021 JAF ASSOCIATES, INC. INSTR. CONTRACT - TENNIS CLASS 2,016.00 65967 12/29/2021 ABSOLUTE PLUMBING STORM DRAIN FLUSH - LIBRARY 1,957.52 65957 12/22/2021 STRATEGIC INSIGHTS INC ANNUAL SOFTWARE FEES 1,937.50 65885 12/9/2021 ROBERT FERGUSON INST. CONTRACT - SKATEBOARD 1,875.00 65878 12/9/2021 Mikes Automotive Service SERVICE VEHICLE # 84 1,847.84 65911 12/22/2021 Degryse Electric Inc LABOR CHARGES & MATERIALS - COMM. CTR. 1,745.50 65927 12/22/2021 HINDERLITER DE LLAMAS OCT.-DEC. 21 TRANSACTION TAX 1,738.84 65857 12/9/2021 CONTRA COSTA HEALTH SERVICES SEPT. 21 SERVICES PD 1,700.00 65932 12/22/2021 Macks Craic, Inc. WILDER FIELDS TURF REPLACEMENT 1,657.50 65877 12/9/2021 SUSAN MCALLISTER INSTR. CONTRACT - ART 1,650.00 65884 12/9/2021 LYNDA KAY REXROAT INSTR. CONTRACT - COOKING CLASS 1,512.00 65907 12/22/2021 Comcast Business 11-13/12-12-21 SVC. 1,433.55 65819 12/2/2021 BASIC Benefits LLC 11-26-21, FLEX SPENDING 1,433.48 65853 12/9/2021 BASIC Benefits LLC 12-10-21 FLEX SPENDING 1,433.48 65951 12/22/2021 VEERA SANJANA INSTR. CONTRACT - YOGA 1,428.00 65879 12/9/2021 Municipal Pooling Authority DEC 21 LTD/LIFE INSURANCE 1,401.89 65856 12/9/2021 Vaiula Tui Cascio SOUND ABSORBTION - ART & GARDEN CTR. 1,400.00 65958 12/22/2021 Jonathan Supran REFUND FOR PROJECT EXC-2021-017 1,362.92 65870 12/9/2021 GRANICUS INC DEC. 21 AGENDA MTG. SOFTWARE 1,359.60 65913 12/22/2021 DEPT. OF TRANSPORTATION ADD'L INVOICE FOR JUL-SEP. 21 TRAFFIC SIGNS 1,355.24 65845 12/2/2021 Total Compensation Systems,Inc FINAL PAYMENT - OPEB ACTARIAL VALUATION 1,350.00 65887 12/9/2021 TEAMSTERS LOCAL UNION 856 DEC. 21 (PASS THRU DUES) 1,331.00 65833 12/2/2021 LISA HARPER 11-17-21. PLNG. COMMISSION MINUTES 1,290.00 65844 12/2/2021 TEAMSTERS LOCAL UNION 856 NOV. 21 (PASS THRU DUES) 1,273.00 65814 12/2/2021 ACME FILL CORPORATION DRAINAGE - DEBRIS 1,257.60 65896 12/22/2021 Atlas Technical Consultants SOILS PEER REVIEW - 10 IRWIN WY 1,240.00 65912 12/22/2021 DELL MARKETING L.P. DELL MONITORS 1,140.72 65929 12/22/2021 ISSCO BACKFLOW DEVICE REPAIR 969.84
65895 12/22/2021 AT&T 11-4/12-3-21 SVC. 947.49
65994 12/29/2021 VERIZON WIRELESS 11-11/12-10-21 CELL PHONE SERVICE 945.00 65963 12/22/2021 UNITED SITE SERVICES INC 12-1/12-28-21 PORTABLE RENTAL 926.52 Page: 2
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Attachment: December 2021 Check Listing (2681 : Monthly Disbursements Rev Exp Fund Balance - December 2021) City of Orinda
Check/Voucher Register
From 12/1/2021 Through 12/31/2021
Check # Check Date Payee Transaction Description $Amount 65875 12/9/2021 KR Electric, Inc. LIBRARY - LIGHTING CONTROL PANEL 919.82 65926 12/22/2021 HDR ENGINEERING, INC. 10-24/11-20-21, GLORIETTA-RHEEM DRAIN
REPAIRS
857.50
65966 12/22/2021 YBA SHIRTS INC 2022 BASKETBALL UNIFORMS 855.00 65901 12/22/2021 BAY AREA BARRICADE SERVICE TRAFFIC CONTROL SIGNAGE 785.14 65900 12/22/2021 BAY ALARM COMPANY 11-18-21, ALARM SERVICE 740.00 65891 12/9/2021 Larry Wadford INSTR. CONTRACT - MARTIAL ARTS 739.20 65985 12/29/2021 HERC RENTALS INC RENTAL - SCISSOR LIFT 726.49 65980 12/29/2021 COMCAST 12-15/01-14-22 SVC. 723.08
65860 12/9/2021 CPRS MEMBERSHIP RENEWAL - S. EHRHARDT 705.00 65846 12/2/2021 UNIVERSAL BUILDING SERVICES OCT. 21 JANITORIAL SVC. 700.00 65881 12/9/2021 PlaceWorks, Inc. HOUSING ELEMENT CONSULTING SERVICES 675.00 65849 12/9/2021 ACCESS INFORMATION MANAGEMENT DEC 21 STORAGE DOCUMENTS 665.89 65825 12/2/2021 CINTAS CORPORATION CLEANING SERVICE 660.60 65898 12/22/2021 Avila Project Management NOV. 21, ORINDA WY PAVEMENT REHAB. 660.00 65995 12/29/2021 Larry Wadford iNSTR. CONTRACT - MARTIAL ARTS 649.80 65948 12/22/2021 PlaceWorks, Inc. DOWNTOWN PRECISE PLAN - CREEK
RESTORATION
622.20
65931 12/22/2021 KONE Pasadena 12-1/02-28-22, CITY HALL ELEVATOR 606.51 65817 12/2/2021 Atlas Technical Consultants PEER REVIEW - 88 SUNNYSIDE LANE 562.50 65839 12/2/2021 P G & E 10-15/11-14-21 SVC. 554.46
65847 12/2/2021 VISION SERVICE PLAN CA DEC. 21 VISION PREMIUMS 529.63 65972 12/29/2021 CAFFE TEATRO LIBRARY CHRISTMAS LUNCHEON - 12-15-21 517.00 65921 12/22/2021 ANDREA GASPARI INSTR. CONTRACT - GYMNASTICS 514.28 65942 12/22/2021 ORINDA COUNTRY CLUB FOR TEMPORARY CONSTRUCTION EASEMENT 500.00 65919 12/22/2021 FAR WESTERN TROPHY AWARD EMPLOYEE RECOGNITION AWARDS 478.95 65991 12/29/2021 STAPLES CONTRACT & COMMERCIAL OFFICE SUPPLIES 475.39 65869 12/9/2021 GENERAL PLUMBING SUPPLY CO. LIBRARY - PLUMBING SERVICE 465.16 65848 12/9/2021 ABSOLUTE PLUMBING CITY HALL - WATER HEATER REPAIRS 463.00 65813 12/2/2021 T-MOBILE USA, Inc. NOV. 21 CELLPHONE SERVICE 459.04 65982 12/29/2021 CONCORD UNIFORMS LLC UNIFORM 450.58
65843 12/2/2021 Stryker Sales, LLC ASSEMBLY BATTERY REPLACEMENT 426.93 65971 12/29/2021 BIG O TIRES BATTERY REPLACED - VEHICLE #81 420.97 65970 12/29/2021 BAY ALARM COMPANY 1-1/3-31-21, ALARM SVC. 403.35 65938 12/22/2021 MEHRAN MOJTAHEDI INSTR. CONTRACT - JUJITSU 401.59 65975 12/29/2021 CALIFORNIA STATE DISBURSEMENT 12-24-21 GARNISHMENT 379.84 65841 12/2/2021 PRECISION IT CONSULTING SEPT. OCT. 21 SUPPORT SERVICES 375.00 65865 12/9/2021 ECOFERT INC NOV. 21 FERTIGATION SERVICE 365.00 65859 12/9/2021 COMCAST 11-15/12-14, PHONE TRUNK LINES 362.91 65902 12/22/2021 BAY AREA NEWS GROUP EAST BAY NOV. 21 CLASSIFIED ADS 340.56 65986 12/29/2021 Mikes Automotive Service OIL CHANGE - VEHICLE #91 336.01 65850 12/9/2021 AMS AMERICAN MECHANICAL SVCS HEATING/FAN SERVICE 330.00 65974 12/29/2021 CALIFORNIA STATE DISBURSEMENT 12-24-21, GARNISHMENT 307.84 65893 12/22/2021 ARAMARK P/R UNIFORMS & FIRST AID SUPPLIES 292.71 65837 12/2/2021 Mikes Automotive Service OIL CHANGE VEHICLE # 90 276.18 65940 12/22/2021 Siva Natarajan REIMB. - CALIF. ENGR. LICENSE 275.00 65897 12/22/2021 VERY NICE POOLS NOV. 21 CHLORINE SUPPLIES 252.37 65945 12/22/2021 Pestfinders Pest & Termite Svc PEST CONTROL SERVICE 250.00 65956 12/22/2021 STEVENS PRINTING BUSINESS CARDS 239.38 65818 12/2/2021 VERY NICE POOLS OCT. 21 FOUNTAIN SERVICE 237.82 65947 12/22/2021 PITNEY BOWES 1-1-2022/3-31-22 POSTAGE METER 237.06 Page: 3
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Attachment: December 2021 Check Listing (2681 : Monthly Disbursements Rev Exp Fund Balance - December 2021) City of Orinda
Check/Voucher Register
From 12/1/2021 Through 12/31/2021
Check # Check Date Payee Transaction Description $Amount 65821 12/2/2021 BIG O TIRES TIRE FOR VEHICLE # 84 235.73 65873 12/9/2021 Intoximeters INTOXIMETER SUPPLIES 234.06 65851 12/9/2021 ARAMARK JANITORIAL SUPPLIES 224.54
65854 12/9/2021 BOMAC'S INC. LIBRARY - DOOR LOCKING MECHANISM 218.06 65852 12/9/2021 VERY NICE POOLS NOV. 21 FOUNTAIN SERVICE 216.00 65886 12/9/2021 STAPLES CONTRACT & COMMERCIAL OFFICE SUPPLIES 194.68 65936 12/22/2021 VIRGINIA H MEGLEY INSTR. CONTRACT - BALLET 175.89 65890 12/9/2021 UNITED SITE SERVICES INC 11-12/12-9-21, PORTABLE RENTAL - COMM. CTR. 171.60 65908 12/22/2021 CONCORD GARDEN EQUIPMENT & SPO MAINT. SUPPLIES 163.08 65992 12/29/2021 Virginia Staton EXPENSE REPORT 1-9/12-14-21 158.30 65838 12/2/2021 ORINDA ASSOCIATION NOV. 21 NEWSPAPER ADS 155.00 65987 12/29/2021 ORINDA ASSOCIATION DEC 21 NEWSPAPER ADS 155.00 65904 12/22/2021 MYEVE CAPOZZI REFUND OF SECURITY DEPOSIT 150.00 65925 12/22/2021 LISA HARPER DEC. 08, SSTOC MEETING 150.00 65831 12/2/2021 FRANCHISE TAX BOARD 11-26-21 GARNISHMENT 145.00 65868 12/9/2021 FRANCHISE TAX BOARD 12-10-21 GARNISHMENT 145.00 65984 12/29/2021 FRANCHISE TAX BOARD 12-24-21 GARNISHMENT 145.00 65823 12/2/2021 CALIFORNIA STATE DISBURSEMENT 11-26-21 GARNISHMENT 144.00 65855 12/9/2021 CALIFORNIA STATE DISBURSEMENT 12-10-21 GARNISHMENT 144.00 65989 12/29/2021 PURCHASE POWER 10-1/12-31-21, METER RENTAL 128.41 65949 12/22/2021 PUSHING FOR PEACE INSTR. CONTRACT - TAI CHI 126.00 65922 12/22/2021 GENERAL PLUMBING SUPPLY CO. PLUMBING REPAIRS - LIBRARY 113.00 65915 12/22/2021 EAST BAY BLUE PRINT 11-13/12-12-21 SERVICE CONTRACT 85.00 65874 12/9/2021 Patricia Kelley REFUND FOR LANGUAGE CLASS 80.43 65842 12/2/2021 STAPLES CONTRACT & COMMERCIAL SUPPLIES 75.90 65816 12/2/2021 ARAMARK PW UNIFORMS 73.67
65968 12/29/2021 ARAMARK P/R UNIFORMS & SUPPLIES 73.22
65981 12/29/2021 Concentra Medical Centers DEC 21 PRE-EMPLOYMENT SCREENING 66.00 65822 12/2/2021 CALIFORNIA STATE DISBURSEMENT 11-26-21 GARNISHMENT 53.91 65880 12/9/2021 P G & E 10-15/11-14-21 SVC. 52.73
65973 12/29/2021 CALIFORNIA STATE DISBURSEMENT 12-24-21 GARNISHMENT 46.14 65829 12/2/2021 EAST BAY BLUE PRINT 10-13/11-12-21, SERVICE CONTRACT 42.50 65815 12/2/2021 ADVANCE TITLE RESEARCH DOCUMENTS 40.00
65976 12/29/2021 CCC PUBLIC WORKS DEPT BUSINESS CARDS 36.95 65933 12/22/2021 Joe Maple 12-5-21, MILEAGE 35.84
65943 12/22/2021 ORINDA HARDWARE & RENTAL HARDWARE SUPPLIES 32.90 65867 12/9/2021 FAR WESTERN TROPHY AWARD NAME PLATES & GAVEL 26.89 65923 12/22/2021 RUEBEN GERK 12-5-21 MILEAGE 19.04
65920 12/22/2021 FASTRAK VIOLATION PROCESSING BRIDGE TOLL 6.00 Report Total 2,103,837.32
Page: 4
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Attachment: December 2021 Check Listing (2681 : Monthly Disbursements Rev Exp Fund Balance - December 2021) City of Orinda
Payment Summary for US Bank CalCard Payment
December 2021 (Attachment B)
U. S. BANK CORPORATION
OCTOBER 18, 2021 THROUGH NOVEMBER 16, 2021
STMT. 11-16-21
Transaction Description $Amount
VEHICLE REPAIRS - BOBCAT 192.56
VEHICLE REPAIRS - SWEEPER 174.97
PW SUPPLIES - SAND & SANDBAGS 1,567.33
DRAINAGE MAINT. - STORM DEBRIS 1,210.00
CITY MGR. CONFERENCE - 1 ATTENDEE 725.00
ICMA MEMBERSHIP 1,400.00
PING PONG PADDLES, SECURITY CABLES, DOOR STOP 195.93
POLICE SUPPLIES - INTOXIMETERS 310.27
PK/REC. HARDWARE SUPPLIES 270.01
PD - PARKING METER CHARGES 1.75
FASTRAC - PD 80.00
PLNG. SUBSCRIPTIONS & FORMS 35.00
DOCUMENTS ORDERED FROM COUNTY 35.50
REIMBURSE- TO CREDIT CARD CHARGE 97.00
AUTO PARTS FOR BOBCAT & 2016 GMC 260.97
PW SAFETY GEAR 97.84
PW TIRE REPAIRS - 2011 FORD TRUCK 97.18
PD - FLOORMATS & WIPER BLADES 114.11
PK/REC. - TOOLS, MIXER, DOGGIE BAGS 881.76
PK/REC.- GAS TANK, POWER STRIP, PLUMBING SUPPLIES 783.29 PK/REC.- MESH SCREEN, LIGHT BULBS, PORTABLE HEATER 378.63 PK/REC. - SENSOR LIGHTS,EXTERIOR LIGHTS, SOLAR LIGHTS 319.84 GASOLINE FOR GENERATOR & SPARE TANK 859.58
PK/REC-. DOGGIE BAGS & TENNISBALLS 518.58
PW VEHICLE REPAIRS - 2016 CHEVY 277.07
PK/REC-. PROPANE, BATTERY FOR GENERATOR, NUTS & BOLTS 319.24 US BANK CHECK #65964 Issued December 22, 2021 11,203.41 Page: 1
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Attachment: December 2021 Cal-Card Transactions (2681 : Monthly Disbursements Rev Exp Fund Balance - December 2021) City of Orinda
Summay Check/Transaction Register
Payroll Register for December 2021
Document # Document Date Employee Name First, MI Name
9479 12/10/2021 Casey Cynthia C.
9480 12/10/2021 Hayashi Daniel T.
51552 12/10/2021 Amerman Jennifer K.
51553 12/10/2021 Arroyo Miguel A.
51554 12/10/2021 Biggs David C.
51555 12/10/2021 Bodner David C.
51556 12/10/2021 Buckley Drummond F.
51557 12/10/2021 Chatman Rasha
51558 12/10/2021 Chen Jason Y.
51559 12/10/2021 Cheng Ly
51560 12/10/2021 Christie Scott
51561 12/10/2021 Cortez Christopher A.
51562 12/10/2021 Cronin Michele B.
51563 12/10/2021 Delmartini Matthew C.
51564 12/10/2021 Ecklund Steven C.
51565 12/10/2021 Ehrhardt Stephen D.
51566 12/10/2021 Fierner Tod D.
51567 12/10/2021 Flores Jennie
51568 12/10/2021 Frank James A.
51569 12/10/2021 Gerk Rueben A.
51570 12/10/2021 Hayden Carla L.
51571 12/10/2021 Hayes Judith A.
51572 12/10/2021 Hernandez Ricardo
51573 12/10/2021 Hughes Darin E.
51574 12/10/2021 Karuppusamy Natarajan Sivakumar
51575 12/10/2021 Laris Jane
51576 12/10/2021 Leach Mark S.
51577 12/10/2021 Low Jamila
51578 12/10/2021 Maples Joseph T.
51579 12/10/2021 McCourt Kevin
51580 12/10/2021 Mui Winnie
51581 12/10/2021 Needoba Roger
51582 12/10/2021 Perez Norma
51583 12/10/2021 Rankin Paul
51584 12/10/2021 Rubalcava Israel P.
51585 12/10/2021 Schaufler Lori B.
51586 12/10/2021 Smith Sheri
51587 12/10/2021 Staton Virginia K.
51588 12/10/2021 Tamayo Julia M.
51589 12/10/2021 Thompson Linda M.
51590 12/10/2021 Thompson Robert A.
51591 12/10/2021 Trimble Todd
51592 12/10/2021 Wellman-Miner Sheena
51593 12/10/2021 Zhang Ning
9481 12/24/2021 Alessio Douglas R.
9482 12/24/2021 Casey Cynthia C.
9483 12/24/2021 Hayashi Daniel T.
51594 12/24/2021 Amerman Jennifer K.
51595 12/24/2021 Arroyo Miguel A.
Date: 1/11/2022, 12:03 PM Page: 1
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Attachment: December 2021 Payroll Listing (2681 : Monthly Disbursements Rev Exp Fund Balance - December 2021) City of Orinda
Summay Check/Transaction Register
Payroll Register for December 2021
Document # Document Date Employee Name First, MI Name
51596 12/24/2021 Biggs David C.
51597 12/24/2021 Bodner Jude C.
51598 12/24/2021 Buckley Drummond F.
51599 12/24/2021 Carter Stephen M.
51600 12/24/2021 Chatman Rasha
51601 12/24/2021 Chen Jason Y.
51602 12/24/2021 Cheng Ly
51603 12/24/2021 Christie Scott
51604 12/24/2021 Cortez Christopher A.
51605 12/24/2021 Cronin Michele B.
51606 12/24/2021 Delmartini Matthew C.
51607 12/24/2021 Ecklund Steven C.
51608 12/24/2021 Ehrhardt Stephen D.
51609 12/24/2021 Fierner Tod D.
51610 12/24/2021 Flores Jennie
51611 12/24/2021 Frank James A.
51612 12/24/2021 Gerk Rueben A.
51613 12/24/2021 Hayden Carla L.
51614 12/24/2021 Hernandez Ricardo
51615 12/24/2021 Hughes Darin E.
51616 12/24/2021 Karuppusamy Natarajan Sivakumar
51617 12/24/2021 Laris Jane
51518 12/24/2021 Leach Mark S.
51619 12/24/2021 Low Jamila
51620 12/24/2021 Maples Joseph T.
51621 12/24/2021 McCourt Kevin
51622 12/24/2021 Mui Winnie
51623 12/24/2021 Needoba Roger
51624 12/24/2021 Perez Norma
51625 12/24/2021 Rankin Paul
51626 12/24/2021 Rubalcava Israel P.
51627 12/24/2021 Smith Sheri
51628 12/24/2021 Staton Virginia K.
51629 12/24/2021 Tamayo Julia M.
51630 12/24/2021 Thompson Linda M.
51631 12/24/2021 Thompson Robert A.
51632 12/24/2021 Trimble Todd
51633 12/24/2021 Wellman-Miner Sheena
51634 12/24/2021 Zhang Ning
Payroll Payments Pay Period 12-10: 97,967.93
Pay Period 12-24: 104,924.63
Subtotal Payroll 185,023.94
Payroll Taxes 64,975.07
EE Benefits 64,895.61
Accounts Payable (See Attachment A) 2,103,837.32
Grand total 2,418,731.94
Date: 1/11/2022, 12:03 PM Page: 2
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Attachment: December 2021 Payroll Listing (2681 : Monthly Disbursements Rev Exp Fund Balance - December 2021) City Council
Staff Report
Agenda Item: F.3
Date: March 1, 2022
Department: Finance
AGENDA TITLE: Monthly Report of Receipts and Disbursements for the Period January 1, 2022 through January 31, 2022 and Summary of Revenue, Expenditures, and Preliminary Fund Balances for July 1, 2021 through January 31, 2022 RECOMMENDATION:
Staff recommends that the City Council receive and file this report of receipts, disbursements, and preliminary fund balances for the month of January 2022.
BACKGROUND:
This report combines monthly reporting to the City Council of two separate financial benchmarks: 1) The issuance of checks and payments for obligations incurred by the City during the month; 2) A monthly report of Revenue and Expenditures for the month and preliminary fund balances based on year to date activity.
State Code References to City Financial Reporting
Section 37208 of the Government Code specifies the presentation of payments made by the City to the City Council. An option is available to forego the presentation of these lists provided the City Council ratifies an audited Annual Comprehensive Financial Report (ACFR). The City practice has been to present a monthly listing of payments, which goes above and beyond the minimum requirements in State law. Separate from the Payment Listing, California Government Code Section 41004, requires that the City Treasurer submit a monthly report and accounting of all receipts, disbursements, and fund balances. This is contained in the second half of the report.
DISCUSSION:
Payment Listing
The disbursement listing includes detail for the month of January including: A) Checks and electronic fund transfers (EFT) issued for accounts payable (Listed in descending order of the amount of the payment); B) A summary of purchases made with Credit Cards (US Bank Corp); and C) A listing by name of payroll checks and direct deposits.
The total payroll costs are disclosed in the aggregate.
The payment and disbursement report includes detailed itemization of City issued payments as follows:
JANUARY 2022 DISBURSEMENTS
F.3
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Type of Transaction Check #’s $ Amount (Incl.
Wires)
General Checks / Wires 65996-66182 1,010,921.21
Payroll 9484-9486 185,023.94
51635-51712
Payroll Tax Withholding Electronic 78,165.99
Retirement/Medical/Clipper Electronic 160,082.28
TOTAL 1,434,193.42
Payments / disbursements processed for the month including general accounts payable plus payroll and benefits totaled approximately $1.4 million. The General Accounts Payable payments totaled $1,010,921. Approximately 52% of the general accounts payable was comprised of the following categories of expense: 1) Wilder Fields Turf Replacement Contractor payments ($405,309), and 2) Contract Payment for the Camino Pablo Bicycle Route Project ($116,632).
Included in the listing of General disbursements is a payment to US Bank Corporation for expenses made with purchase cards. In addition to disclosing the total payment to the bank for credit card purchases, a separate summary list detailing the charges is provided (Attachment B). The purchases were made between November 17, 2021 to December 16, 2021 and the total expenditures made with credit cards was $15,914.
Report of Revenue / Expenditures and Fund Balances as of January 31, 2022 The following Table displays the activity for the month of January in the first three columns. The right side of the table reports year to date results including the preliminary beginning and ending fund balance as of January 31, 2022. Rather than listing all of the funds individually the table combines funds by common groups.
Monthly Report of Revenue, Expenditures, and Preliminary Fund Balance (Includes Inter-fund Transfers in Revenue / Expenditures –Preliminary Unaudited) For the Period Ending January 31, 2022
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CURRENT PERIOD 7/1/2021 YEAR TO DATE: Jul-Jan 1/31/2022 Fund Name / Group
Current Month
Revenue /
Transfers In
Current Month
Expenses /
Transfers Out
Beginning Fund
Balance
Year To Date
Revenue
Year To Date
Expenses
Fund Balance
End of Period
General Fund $ 1,761,763 $ 832,197 $ 11,021,922 $ 7,458,169 $ 7,605,336 $ 10,874,755 G.F. Measure L Sales Tax 13,327 9,447 3,646,087 104,933 109,285 3,641,735 Add-on Sales Tax Measure R 269,320 24,845 587,348 1,364,937 549,995 1,402,290 Gas Tax 31,608 25,248 452,543 511,109 236,209 727,442
Impact Fees 20,107 17,218 4,207,943 237,632 142,031 4,303,544 Grants 31,076 36,048 669,380 3,107,228 949,148 2,827,460 CCTA Funds 303 136,141 799,949 164,645 242,661 721,933
Road Maintenance Fund 98,754 - 948,301 593,647 216,643 1,325,305 Trust Funds 684 452,456 1,466,395 5,281 1,117,350 354,326 Maintenance Assessment Dist. 2 8,862 10,877 31,879 56,854 (14,098) Stormwater Fund 66 28,338 279,664 13,440 152,712 140,392 Library Fund 68 23,454 302,123 288,961 167,211 423,873
Wilder Community Facilities Dist. 39 15,698 205,263 168 133,998 71,432 Debt 93 - 2,163,069 1,532,441 1,906,269 1,789,242
Internal Service Funds 870 12,334 2,510,294 1,018,678 525,964 3,003,009 Road Emergency Stabilization 288 - 825,526 2,744 - 828,270 Other Capital Projects 100 47,435 2,444,992 20,954 87,572 2,378,373 TOTAL ALL FUNDS $ 2,228,466 $ 1,669,722 $ 32,541,676 $ 16,456,846 $ 14,199,240 $ 34,799,283 In the monthly report of Revenue and Expenditures above, total revenue recorded in January was $2.2 million and total expenditures were $1.7 million. General Fund revenue for the month of January reflects the receipt of Property Tax In-lieu of Vehicle License Fees of $1.3 million.
As noted in the Table above, the total fund balance across all funds as of January 31st has increased by approximately $2.3 million from the July 1, 2021 beginning balance of $32.5 million. The most significant variance is in the Grants Fund (+$2.2 million) for the receipt of American Rescue Plan (ARP) Federal Local Fiscal Recovery Fund in July.
This increase is offset by a $1.1 million decline in Trust Fund due to the Wilder Fields Turf Replacement cost. The deficit in the Maintenance Assessment District occurs since the General Fund transfer to support these activities does not occur until June 30th at year end.
FISCAL IMPACT:
There is no fiscal impact associated with accepting these reports.
ATTACHMENTS:
A. January 2022 Check Listing
B. January 2022 Cal-Card Transactions
C. January 2022 Payroll Listing
Respectfully Submitted by:
Doug Alessio
Administrative Services Director
Prepared By: Nancy Zhang,
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Approved by:
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City of Orinda
Check/Voucher Register
From 1/1/2022 Through 1/31/2022
Check # Check Date Payee Transaction Description $Amount 66141 1/20/2022 Valley Precision Grading, Inc. WILDER FIELDS TURF REPLACEMENT 405,309.47 66135 1/20/2022 Gruendl Inc dba Ray's Electric DEC. 21 CAMINO PABLO BICYCLE ROUTE PROJECT 116,631.50 66129 1/20/2022 MCE CORPORATION DEC. 21 LANDSCAPE SVCS. 38,150.39 66136 1/20/2022 SHUTE MIHALEY & WEINBERGER NOV. 21 LEGAL FEES 32,832.51 66150 1/27/2022 COUNTY TREASURER 3RD. QTR. ANIMAL CONTROL SVCS. 32,267.78 66072 1/6/2022 SHUTE MIHALEY & WEINBERGER NOV 21 LEGAL ADMIN. FEES 22,350.11 66162 1/27/2022 WILSEY HAM 2021 PAVEMENT REHAB. PROJECT 21,168.50 66178 1/27/2022 SHUTE MIHALEY & WEINBERGER DEC 21 PARK & REC. LEGAL FEES 17,411.30 66155 1/27/2022 D S BAXLEY INC INSTALL CARPET - ART & GARDEN CTR. 17,115.00 66106 1/13/2022 U S BANK CORPORATE 11-16/12-16-21 CREDIT CARD CHGS. 15,913.61 66154 1/27/2022 CSG CONSULTANTS ENGR. SERVICES - 3 MADRONE PL. 15,895.00 66053 1/6/2022 DEWBERRY ENGINEERS INC. 10-30/11-26-21, BEAR CREEK SEISMIC RETROFIT 14,308.17 66048 1/6/2022 COWAN & THOMPSON CONSTRUCTION EMERGENCY CALL-OUT 12,009.44 66133 1/20/2022 P G & E 11-23/12-22-2021 SVCS. 11,724.24 66074 1/6/2022 SWRCB FEES 10-1/9-30-22 ANNUAL PERMIT FEES 10,602.00 66173 1/27/2022 BOB MURRAY & ASSOCIATES ADMIN. SERVICES 9,307.66 66142 1/20/2022 WEX INC DEC 21 GASOLINE CHGS. 9,176.81
66140 1/20/2022 Thorn Hauling JAN. 22 CHIPPER SERVICE 8,630.10 66177 1/27/2022 PlaceWorks, Inc. DEC 21 HOUSING ELEMENT & SAFETY 8,387.81 66063 1/6/2022 MIKSIS SERVICES INC ANNUAL DRAINAGE IMPROVEMENT PROJ. 8,387.00 66114 1/20/2022 CCC SHERIFF FORENSIC SERVICE NOV. 21 FORENSIC SERVICES 7,979.50 66107 1/13/2022 UNIVERSAL BUILDING SERVICES DEC 21 JANITORIAL SVCS. 6,617.00 66125 1/20/2022 FORENSIC SERVICES DIVISION PROPERTY SERVICES FOR 1-1-21/12-31-21 6,206.50 66128 1/20/2022 KR Electric, Inc. REPLACEMENT OF EXTERIOR LIGHTING PANEL 6,179.22 66041 1/6/2022 Battalion One Fire Protection SPRINKLER INSPECTION - CITY HALL 5,980.00 66098 1/13/2022 Macks Craic, Inc. WILDER FIELDS TURF REPLACEMENT 5,645.00 66104 1/13/2022 PRECISION IT CONSULTING DEC. 21 MONTHLY SUPPORT SERVICES 5,375.00 66047 1/6/2022 CINTAS CORPORATION CLEANING SVCS. 4,605.04 66079 1/13/2022 ASSOC OF BAY AREA GOVERNMENTS JAN. 22 NATURAL GAS SERVICE 4,586.45 66055 1/6/2022 Everbridge, Inc. NIXLE SUBSCRIPTION 4,500.00 66060 1/6/2022 Macks Craic, Inc. WILDER FIELDS TURF REPLACEMENT 4,420.00 66122 1/20/2022 EBMUD 10-26/12-29-21 SVC. 4,292.56
66168 1/27/2022 JETMULCH INC WOOD FIBER INSTALLED - WILDER PARK 4,126.60 66121 1/20/2022 DEWBERRY ENGINEERS INC. 11-27/12-31-21 CAMINO SOBRANTE RETAINING WALL 4,083.11 66061 1/6/2022 MAD SCIENCE OF MT. DIABLO INSTR. CONTRACT - MAD SCIENCE 3,627.00 66039 1/6/2022 AUTODESK, INC AUTOCAD LICENSES 3,550.00
66105 1/13/2022 SCHAAF & WHEELER ON-CALL SERVICES - SAN PABLO CREEK CULVERT REPAIR 3,370.00 66076 1/13/2022 ABSOLUTE PLUMBING WATER LINE REPAIR - COMM. CTR. 3,357.00 66102 1/13/2022 EDDIE PAK REFUND COMPLETED PROJECT OR2016-535 3,315.00 66051 1/6/2022 ANDREW DIEFENBACH INSTR. CONTRACT - TENNIS CAMP 3,150.00 66103 1/13/2022 P G & E 11-3/12-3-21 SVC. 3,137.15
66065 1/6/2022 NBS GOVERNMENT FINANCE GROUP 10-1/12-31-21, LIBRARY PARCEL TAX 3,045.66 66092 1/13/2022 GATE AND ASSOCIATES CROSSROADS MINI PARK PROJECT 3,017.50 66164 1/27/2022 HEALTH CARE EMPLOYEES FEB. 22 DENTAL PREMIUMS 2,900.32 66057 1/6/2022 HEALTH CARE EMPLOYEES JAN. 22 DENTAL PREMIUMS 2,845.09 66160 1/27/2022 GATE AND ASSOCIATES CROSSROADS GATEWAY MINI PARK - THRU 8-31-2019 2,747.50 66054 1/6/2022 EAST BAY TREE SERVICE VEGETATION CLEARANCE - CAMINO ENCINAS 2,500.00 66099 1/13/2022 MAZE & ASSOCIATES DEC. 21 AUDIT SERVICES 2,383.00 66169 1/27/2022 LSA ASSOCIATES INC DEC. 21 ON-CALL ENG. SERVICES 2,378.83 66115 1/20/2022 CINTAS CORPORATION CLEANING SERVICE 2,351.08 66059 1/6/2022 LSA ASSOCIATES INC ON-CALL ENGR. SVCS. - MINER ROAD 2,102.88 66118 1/20/2022 DC ELECTRIC GROUP INC NOV. 21 EXTRA WORK SIGNALS 2,055.12 66100 1/13/2022 Municipal Pooling Authority JAN. 22 LTD & LIFE 1,917.41 66156 1/27/2022 EBMUD 10-28/1-4-22 SVC. 1,628.59
Page: 1
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Attachment: January 2022 Check Listing (2685 : Monthly Disbursements Rev Exp Fund Balance - January 2022) City of Orinda
Check/Voucher Register
From 1/1/2022 Through 1/31/2022
Check # Check Date Payee Transaction Description $Amount 66088 1/13/2022 COLE SUPPLY CO. FACILITY SUPPLIES 1,567.62 66167 1/27/2022 Interwest Consulting Group,Inc OCT 21 CONTRACTOR PLANNER SERVICES 1,520.00 65997 1/6/2022 ABSOLUTE PLUMBING RESTROOM REPAIRS - KINDERGYM 1,459.00 66139 1/20/2022 TEAMSTERS LOCAL UNION 856 JAN. 22 (PASS THRU DUES) 1,441.00 66152 1/27/2022 Comcast Business 1-13/2-22-22 SVC. 1,433.55 66049 1/6/2022 Alejandro Crovetto & Carolyn J REFUND BALANCE IN DEPOSIT - EXC2021-016 1,404.05 66068 1/6/2022 LYNDA KAY REXROAT INSTR. CONTRACT - COOKING CAMPS 1,360.80 66119 1/20/2022 DELTA FENCE COMPANY INC. CHAIN LINK FENCE - WILDER FIELD #3 1,360.00 66093 1/13/2022 GRANICUS INC JAN. 22, AGENDA MEETING SOFTWARE 1,359.60 66064 1/6/2022 KRIS MUELLER INSTR. CONTRACT - MUSICAL THEATER 1,328.40 66147 1/27/2022 BOX INC 1-17/1-16-2023, BUSINESS ACCOUNT LICENSES 1,260.00 66096 1/13/2022 KANE GeoTech, Inc. LANDSLIDE MONITORING - ZANDER DR. 1,250.00 66082 1/13/2022 BASIC Benefits LLC 1-7-22 FLEX SPENDING AND TRANSIT 1,233.29 66145 1/27/2022 BASIC Benefits LLC 01-21-22 FLEX SPEND 1,233.29 66111 1/20/2022 Avila Project Management DEC. 21 ORINDA WY PAVEMENT REHAB. 1,195.00 66077 1/13/2022 ACCESS INFORMATION MANAGEMENT FEB. 22 STORAGE DOCUMENTS 1,163.80 66097 1/13/2022 KONICA MINOLTA BUSNSS SOLUTION COPIER MAINT. FOR QTR. ENDING 12-31-21 1,123.81 66056 1/6/2022 GCS ENVIRONMENTAL EQUIPMENT SE VEHICLE MAINT. - SWEEPER 1,088.68 66130 1/20/2022 Brittney Moore REFUND COMPLETED PROJECT EXC-2021-013 1,063.38 66151 1/27/2022 CINTAS CORPORATION CLEANING SERVICE 1,052.00 66090 1/13/2022 FISHER GEOTECHNICAL ENGR. SERVICES - CAMINO SOBRANTE SLOPE 1,050.00 66042 1/6/2022 BOMAC'S INC. DOOR LOCKING REPAIRS - COMM. CTR. 1,038.85 66166 1/27/2022 IEDA JAN. 22, CONSULTING FEES 1,009.00
66138 1/20/2022 SWRCB FEES ANNUAL PERMIT FEE - CULVERT REPAIR LAVENIDA DR. 993.00 66108 1/13/2022 UNITED SITE SERVICES INC 12-18/1-14-21 PORTABLE RENTAL - ART & GARDEN CTR. 989.61 66069 1/6/2022 ROBERT FERGUSON INSTR. CONTRACT - SKATEBOARD CAMP 949.20 66080 1/13/2022 AT&T 12-4/1-3-22 SVCS. 948.23
66181 1/27/2022 VERIZON WIRELESS 12-11/1-10-22 CELL SERVICES 944.61 66175 1/27/2022 Pestfinders Pest & Termite Svc PEST CONTROL - CITY HALL 925.00 66067 1/6/2022 P G & E 11-15/12-14-21 SVC. 801.49
65996 1/6/2022 T-MOBILE USA, Inc. 11-21/12-20-21, CELL PHONE SERVICE 784.03 66171 1/27/2022 Mikes Automotive Service VEHICLE MAINT. - VEHICLE #89 774.09 66146 1/27/2022 BAY AREA BARRICADE SERVICE TRAFFIC CONTROL SIGNAGE 762.16 66131 1/20/2022 Municipal Pooling Authority 1ST & 2ND QTRS, SUPPLEMENT VEHICLE PREM. 706.32 66052 1/6/2022 JEANNE DOWELL INSTR. CONTRACT - YOGA 686.00 66176 1/27/2022 P G & E 12-6/1-3-22 SVC. 657.87
66075 1/6/2022 VISION SERVICE PLAN CA JAN. 22, VISION SERVICE 645.30 66137 1/20/2022 STAPLES CONTRACT & COMMERCIAL OFFICE SUPPLIES 633.10 66182 1/27/2022 VISION SERVICE PLAN CA FEB. 22 VISION PREMIUMS 521.55 66071 1/6/2022 SESAC 12-31-2022, MUSIC PERFORMANCE LICENSE 513.00 66038 1/6/2022 Atlas Technical Consultants SOILS PEER REVIEW - 36 TARRY LANE 495.00 66089 1/13/2022 ESCHAT JUL-SEPT. 21 MONTHLY SUBSCRIPTION 447.86 66043 1/6/2022 Briones Plumbing RESTROOM REPAIRS - LIBRARY 440.00 66044 1/6/2022 SPORTS SUPPLY GROUP INC PORTABLE SCOREBOARDS 406.06 66087 1/13/2022 CINTAS CORPORATION SUPPLIES 391.65
65999 1/6/2022 ASCAP 1-1-22/12-31-22 LICENSE FEE 390.00 66180 1/27/2022 UNITED SITE SERVICES INC 12-29/1-25-22 PORTABLE RENTAL 387.48 66172 1/27/2022 Municipal Pooling Authority OCT-DEC 2021 EAP PROGRAM 385.11 66085 1/13/2022 CALIFORNIA STATE DISBURSEMENT 01-07-22 GARNISHMENT 379.84 66149 1/27/2022 CALIFORNIA STATE DISBURSEMENT 1-21-22 GARNISHMENT 379.84 66163 1/27/2022 LISA HARPER JAN. 18, CITY COUNCIL MINUTES 375.00 66066 1/6/2022 OTIS ELEVATOR COMPANY 1-1/1-31-22, ELEVATOR SVCS. 371.00 66123 1/20/2022 ECOFERT INC DEC. 21 FERTIGATION SERVICE 365.00 66153 1/27/2022 CONCORD UNIFORMS LLC POLICE UNIFORM 316.85 Page: 2
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Attachment: January 2022 Check Listing (2685 : Monthly Disbursements Rev Exp Fund Balance - January 2022) City of Orinda
Check/Voucher Register
From 1/1/2022 Through 1/31/2022
Check # Check Date Payee Transaction Description $Amount 66084 1/13/2022 CALIFORNIA STATE DISBURSEMENT 1-7-22 GARNISHMENT 307.84 66148 1/27/2022 CALIFORNIA STATE DISBURSEMENT 01-21-22 GARNISHMENT 307.84 66081 1/13/2022 Balancing Act HOUSING ELEMENT BALANCING ACT 300.00 66094 1/13/2022 LISA HARPER 12-14-21, CITY COUNCIL MINUTES 300.00 66050 1/6/2022 DIAMOND K SUPPLY DRAIN ROCK - WILDER 254.46 66110 1/20/2022 VERY NICE POOLS JAN 22 FOUNTAIN SERVICE 237.82 66086 1/13/2022 SCOTT CHRISTIE SEPT-DEC 2021 MILEAGE 235.76 66112 1/20/2022 BAY AREA NEWS GROUP EAST BAY DEC. 21 CLASSIFIED ADS 230.48 66126 1/20/2022 LISA HARPER 1-11-2022 CITY COUNCIL MINUTES 225.00 66078 1/13/2022 ARAMARK JANITORIAL SUPPLIES 224.54
65998 1/6/2022 ARAMARK PW UNIFORMS 217.59
66113 1/20/2022 CCC PUBLIC WORKS DEPT BUSINESS CARDS 208.60 66132 1/20/2022 ORINDA CHAMBER OF COMMERCE 2022 MEMBERSHIP DUES - DAVID BIGGS 200.00 66101 1/13/2022 ORINDA MOTORS INC NEW BATTERY - CITY HALL GENERATOR 188.97 66158 1/27/2022 FAST SIGNS CLASSROOMS & OFFICE SIGNS 178.81 66174 1/27/2022 ORINDA ASSOCIATION JAN. 22 NEWSPAPER ADS 155.00 66109 1/20/2022 ARAMARK P/R UNIFORMS & SUPPLIES 145.75
66143 1/27/2022 ARAMARK PW UNIFORMS 145.75
66091 1/13/2022 FRANCHISE TAX BOARD 1-7-21 GARNISHMENT 145.00 66159 1/27/2022 FRANCHISE TAX BOARD 01-21-22 GARNISHMENT 145.00 66116 1/20/2022 COLE SUPPLY CO. SUPPLIES 132.93
66124 1/20/2022 Helen Elmer REFUND FROM NIA CLASS 107.12 66045 1/6/2022 CCC PUBLIC WORKS DEPT BUSINESS CARDS 102.60 66040 1/6/2022 BASIC Benefits LLC DEC 21 ADMIN. FEE 100.00 66179 1/27/2022 STAPLES CONTRACT & COMMERCIAL OFFICE SUPPLIES 97.85 66083 1/13/2022 BAY AREA BARRICADE SERVICE STREET NAME SIGNAGE 85.06 66120 1/20/2022 DIAMOND K SUPPLY DRAIN ROCK 83.74
66134 1/20/2022 PITNEY BOWES SUPPLIES 79.76
66117 1/20/2022 Concentra Medical Centers DEC 21, PRE- EMPLOYMENT PHYSICAL 79.50 66073 1/6/2022 STAPLES CONTRACT & COMMERCIAL OFFICE SUPPLIES 72.81 66144 1/27/2022 BASIC Benefits LLC JAN. 2022, ADMIN. FEES 66.30 66170 1/27/2022 KEVIN MCCOURT REIMBURSEMENT - NOTICE OF EXEMPTIONS 52.50 66070 1/6/2022 Screening One, Inc. EMPLOYMENT SERVICES 38.00 66062 1/6/2022 Joe Maple 12-23-21 MILEAGE 35.84
66127 1/20/2022 JANET KAUFMAN INSTR. CONTRACT - NIA CLASS 33.00 66157 1/27/2022 FASTRAK VIOLATION PROCESSING BRIDGE TOLL 21.00 66161 1/27/2022 RUEBEN GERK MILEAGE 1-17-22 19.89
66165 1/27/2022 Ricky Hernandez 1-17-21 MILEAGE 17.55
66058 1/6/2022 Ricky Hernandez 12-23-21, MILEAGE 16.80
66095 1/13/2022 JOSEPH'S LAWNMOWER & LOCK MAINT. SUPPLIES 10.87 Report total 1,010,921.21
Page: 3
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Attachment: January 2022 Check Listing (2685 : Monthly Disbursements Rev Exp Fund Balance - January 2022) City of Orinda
Payment Summary for US Bank CalCard Payment
January 2022 (Attachment B)
U. S. BANK CORPORATION
NOVEMBER 16, 2021 THROUGH DECEMBER 16, 2021
STMT. 12-16-21
Transaction Description $Amount
GFOA - ANNUAL MEMBERSHIP 340.00
PLAN REVIEW FEES - COMM. CTR. SOLAR PROJECT 270.47
VEHICLE MAINT. - DUMP TRUCK 650 3,522.04
MONTHLY FASTRAK UPDATE 40.00
ANNUAL SUBSCRIPTION - SQUARESPACE 216.00
STACKABLE BINS, BATTERIES & PLASTICWARE 435.26
CREDIT FOR RETURN OF IPHONE CASES (20.84)
FOLDING CHAIR CART 219.49
GIFT CARDS FOR RAFFLE PRIZE-CPRS D3 TRAINING 70.00
REGISTR. FOR CPRS D3 TRAINING & LUNCHEON 118.00
OUTDOOR FOLDING CHAIRS & BULLETIN BOARD 1,197.37
BOTTLE FILLER STATION FOR LIBRARY 1,913.67
DRAINAGE MAINT. - STORM DEBRIS 1,222.50
TIRES FOR SWEEPER 1,026.24
TIRE FEES & PARTS - SWEEPER 33.34
ROCK & SAND PURCHASE 1,232.54
VEHICLE MAINT. - '16 CHEVY 284.13
VEHICLE MAINT. - FORD 250 126.84
STREET SIGNAGE - TIMBER PURCHASE 27.18
WORK BOOTS - R. GERK 200.00
MAILINGS 11.40
CARDS & ADAPTOR FOR IPHONE, HEADPHONE, SECURITY CAMERA 457.49 PLUMBING SUPPLIES, LIGHTCARDS, DISP. MASKS, LYSOL 957.84 LED BULBS, LIGHT BULBS, SPEAKER 362.88
DISPOSABLE GLOVES, FLOURSCENT BULBS, PLUMBING SUPPLIES 439.46 AMAZON SUBSCRIPTION FEES 130.60
COFFEE K-CUPS, SANITIZER, LED BULBS, SUBSCRIPTIONS - EAST BAY
TIMES & COGNITO
132.63
CAMP SUPPLIES 80.80
HARDWARE SUPPLIES 866.28
US BANK CHECK #66106 Issued JANUARY 13, 2022 15,913.61
Page: 1
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Attachment: January 2022 Cal-Card Transactions (2685 : Monthly Disbursements Rev Exp Fund Balance - January 2022) City of Orinda
Summay Check/Transaction Register
Payroll Register for January 2022
Document # Document Date Employee Name First, MI Name
9484 1/7/2022 Casey Cynthia C.
51635 1/7/2022 Alessio Douglas R.
51636 1/7/2022 Amerman Jennifer K.
51637 1/7/2022 Arroyo Miguel A.
51638 1/7/2022 Biggs David C.
51639 1/7/2022 Buckley Drummond F.
51640 1/7/2022 Chatman Rasha
51641 1/7/2022 Chen Jason Y.
51642 1/7/2022 Cheng Ly
51643 1/7/2022 Christie Scott
51644 1/7/2022 Cortez Christopher A.
51645 1/7/2022 Cronin Michele B.
51646 1/7/2022 Delmartini Matthew C.
51647 1/7/2022 Ecklund Steven C.
51648 1/7/2022 Ehrhardt Stephen D.
51649 1/7/2022 Fierner Tod D.
51650 1/7/2022 Flores Jennie
51651 1/7/2022 Frank James A.
51652 1/7/2022 Gerk Rueben A.
51653 1/7/2022 Hayden Carla L.
51654 1/7/2022 Hernandez Ricardo
51655 1/7/2022 Hughes Darin E.
51656 1/7/2022 Karuppusamy Natarajan Sivakumar
51657 1/7/2022 Laris Jane
51658 1/7/2022 Leach Mark S.
51659 1/7/2022 Low Jamila
51660 1/7/2022 Maples Joseph T.
51661 1/7/2022 McCourt Kevin
51662 1/7/2022 Mui Winnie
51663 1/7/2022 Perez Norma
51664 1/7/2022 Rankin Paul
51665 1/7/2022 Rubalcava Israel P.
51666 1/7/2022 Smith Sheri
51667 1/7/2022 Staton Virginia K.
51668 1/7/2022 Tamayo Julia M.
51669 1/7/2022 Thompson Linda M.
51670 1/7/2022 Thompson Robert A.
51671 1/7/2022 Trimble Todd
51672 1/7/2022 Wellman-Miner Sheena
51673 1/7/2022 Zhang Ning
9485 1/21/2022 Casey Cynthia C.
9486 1/21/2022 Hayashi Daniel T.
51674 1/21/2022 Alessio Douglas R.
51675 1/21/2022 Amerman Jennifer K.
51676 1/21/2022 Arroyo Miguel A.
51677 1/21/2022 Biggs David C.
51678 1/21/2022 Bodner Jude C.
51679 1/21/2022 Buckley Drummond F.
51680 1/21/2022 Chatman Rasha
Date: 2/10/2022, 2:11 PM Page: 1
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Attachment: January 2022 Payroll Listing (2685 : Monthly Disbursements Rev Exp Fund Balance - January 2022) City of Orinda
Summay Check/Transaction Register
Payroll Register for January 2022
Document # Document Date Employee Name First, MI Name
51681 1/21/2022 Cheng Ly
51682 1/21/2022 Christie Scott
51683 1/21/2022 Cortez Christopher A.
51684 1/21/2022 Cronin Michele B.
51685 1/21/2022 Delmartini Matthew C.
51686 1/21/2022 Ecklund Steven C.
51687 1/21/2022 Ehrhardt Stephen D.
51688 1/21/2022 Fierner Tod D.
51689 1/21/2022 Flores Jennie
51690 1/21/2022 Frank James A.
51691 1/21/2022 Gerk Rueben A.
51692 1/21/2022 Hayden Carla L.
51693 1/21/2022 Hernandez Ricardo
51694 1/21/2022 Hughes Darin E.
51695 1/21/2022 Karuppusamy Natarajan Sivakumar
51696 1/21/2022 Laris Jane
51697 1/21/2022 Leach Mark S.
51698 1/21/2022 Low Jamila
51699 1/21/2022 Maples Joseph T.
51700 1/21/2022 McCourt Kevin
51701 1/21/2022 Mui Winnie
51702 1/21/2022 Needoba Roger
51703 1/21/2022 Perez Norma
51704 1/21/2022 Rubalcava Israel P.
51705 1/21/2022 Smith Sheri
51706 1/21/2022 Staton Virginia K.
51707 1/21/2022 Tamayo Julia M.
51708 1/21/2022 Thompson Linda M.
51709 1/21/2022 Thompson Robert A.
51710 1/21/2022 Trimble Todd
51711 1/21/2022 Wellman-Miner Sheena
51712 1/21/2022 Zhang Ning
Payroll Payments Pay Period 01-07: 118,123.06
Pay Period 01-21: 92,464.05
Subtotal Payroll 185,023.94
Payroll Taxes 78,165.99
EE Benefits 160,082.28
Accounts Payable (See Attachment A) 1,010,921.21
Grand total 1,434,193.42
Date: 2/10/2022, 2:11 PM Page: 2
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Attachment: January 2022 Payroll Listing (2685 : Monthly Disbursements Rev Exp Fund Balance - January 2022) City Council
Staff Report
Agenda Item: F.4
Date: March 1, 2022
Department: City Clerk
AGENDA TITLE: Authorization For Continued Use of Remote Teleconference for City Meetings
RECOMMENDATION:
Approve the Ratification of Orinda City Council Resolution No. 42-21 and Authorize the Continued Use of Teleconference Meetings for the Period of March 2, 2022 to March 31, 2022 Pursuant to the Provisions of Assembly Bill 361.
BACKGROUND:
On October 5th, 2021 the Orinda City Council adopted Resolution No. 42-21 approving the continued use of teleconferencing for the meetings of all City legislative bodies pursuant to the provisions of Assembly Bill 361. The resolution was ratified on October 19th, and at subsequent meetings through 2021 and 2022.
DISCUSSION:
At the time of adoption, the City Council anticipated that the resolution would appear on its consent calendar for review and ratification or update at regular Council meetings.
The State law authorizes the continuation for as long as the Governor’s proclaimed state of emergency relating to the COVID-19 pandemic remains in effect. On November 10, 2021 Governor Newsom issued an Executive Order which extends the emergency proclamation to March 31, 2022. State law also provides that the City Council determine that they desire to continue remote public meetings and make the necessary findings at least every thirty days. Those findings were contained in Orinda City Council Resolution No. 42-21, which staff recommends the Council vote to ratify based on current conditions.
Approval of this item will allow all public bodies established by the City of Orinda and covered by Resolution No. 42-21 to continue to conduct teleconferencing meetings.
On February 2, 2022, Contra Costa Health Services issued the attached revised Recommendations for Safely Holding Public Meetings in which online meetings are still strongly recommended.
FISCAL IMPACT:
None.
ATTACHMENTS:
A. Weblink to: Staff Report, Adopted Resolution at October 5, 2021 Council Meeting B. Contra Costa Health Services Recommendations for Safely Holding Public Meetings F.4
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Respectfully Submitted by:
Sheri Smith
City Clerk
Prepared By: Sheri Smith, City Clerk
Approved by:
F.4
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RECOMMENDATIONS FOR SAFELY HOLDING PUBLIC MEETINGS
Each local government agency is authorized to determine whether to hold public meetings in person, on-line (teleconferencing only), or via a combination of methods. The following are recommendations from the Contra Costa County Health Officer to minimize the risk of COVID-19 transmission during a public meeting.
1. Online meetings (i.e. teleconferencing meetings) are strongly recommended as these meetings present the lowest risk of transmission of SARS CoV-2, the virus that causes COVID-19. This is particularly important in light of the current community prevalence rate as of February 2, 2022 which places Contra Costa County in the high community transmission tier as designated by the Centers For Disease Control, and our current trends as of February 3, 2022 in Covid-19 test positivity and COVID-19 hospitalizations which are decreasing but still near historical highs, and in light of the local detection of the Omicron variant of COVID-19, the impact of which on the spread of COVID-19 has shown to dramatically increase COVID-19 transmission.
2. If a local agency determines to hold in-person meetings, offering the public the opportunity to attend via a call-in option or an internet-based service option is recommended, when possible, to give those at higher risk of and/or higher concern about COVID-19 an alternative to participating in person.
3. A written safety protocol should be developed and followed. It is recommended that the protocol require social distancing – i.e., six feet of separation between attendees – and face masking of all attendees.
4. Seating arrangements should allow for staff and members of the public to easily maintain at least six-foot distance from one another at all practicable times.
5. Consider holding public meetings outdoors. Increasing scientific consensus is that outdoor airflow reduces the risk of COVID-19 transmission compared to indoor spaces. Hosting events outdoors also may make it easier to space staff and members of the public at least six feet apart.
6. Current evidence is unclear as to the added benefit of temperature checks in addition to symptom checks. We encourage focus on symptom checks as they may screen out individuals with other COVID-19 symptoms besides fever and help reinforce the message to not go out in public if you are not feeling well.
7. Consider a voluntary attendance sheet with names and contact information to assist in contact tracing of any cases linked to a public meeting.
Revised 2-2-2022
Ori Tzvieli, MD
Deputy Health Officer, Contra Costa County
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Attachment: Contra Costa Health Services Recommendations for Safely Holding Public Meetings (2696 : Ratify Continued Teleconference City Council
Staff Report
Agenda Item: F.5
Date: March 1, 2022
Department: City Council
AGENDA TITLE: Establishing the Rate per Equivalent Runoff Unit (ERU) for Fiscal Year 2022/2023 and requesting the Contra Costa County Flood Control and Water Conservation District to Adopt an Annual Parcel Assessment for Drainage Maintenance and the National Pollutant Discharge Elimination System (NPDES) Program RECOMMENDATION:
Staff recommends adoption of Resolution No. 09-22, establishing the Equivalent Runoff Unit (ERU) for Fiscal Year 2022-2023 for the National Pollutant Discharge Elimination System (NPDES) Program at the same rate as was levied in the current year.
BACKGROUND:
In the spring of each year, the Council sets the upcoming fiscal year's stormwater utility assessment (SUA) fee. This fee is a parcel based assessment that is calculated using an Equivalent Runoff Units (ERU) rate that is set each year by City Council.
The fees provide funding for activities that are necessary for the City to comply with the National Pollution Discharge Elimination System (NPDES) stormwater program. The NPDES Program is regulated under a State regional municipal NPDES permit issued by the State to the Contra Costa County Clean Water Program (CCCWP), of which the City of Orinda is a member. The SUA fees fund some of the City’s costs in complying with the NPDES permit, and also fund Orinda's share of the CCCWP required activities. This report addresses how the ERU rate is set and how the fees are used for the City's NPDES activities and the City’s share of the CCCWP costs.
The collection of these fees is subject to provisions in the State Constitution related to property related fees and assessments (Proposition 218). The fees cannot be increased above the maximum rate established in 1993 without a property owner ballot measure.
The amount of the recommended fee proposed for Fiscal Year 2022-2023 is the same amount as has been levied since 2002-2003.
DISCUSSION:
NPDES Program Description
The NPDES is a federally mandated program, the objectives of which are to eliminate the discharge of all types of pollutants into the nation's waterways. This objective is accomplished by requiring dischargers, such as industrial facilities, construction contractors, water treatment plants, cities, and counties, to obtain permits specifying ways in which they will eliminate the discharge of pollutants into waterways. For municipalities, the type of pollution that must be eliminated or reduced to the maximum extent practicable is called "non-point" pollution, consisting of all types of substances F.5
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generated as a result of urbanization (e.g. pesticides, fertilizers, PCB’s, Mercury, automobile fluids, sewage, litter, etc.).
In order to achieve compliance with the NPDES permit, the City of Orinda has been participating in the CCCWP with Contra Costa County, other Contra Costa cities within Contra Costa County, and the Contra Costa Flood Control and Water Conservation District since 1993. Orinda and the other member’s participation and funding of the CCCWP is authorized under an agreement executed by all member agencies.
The State’s San Francisco Bay Regional Water Quality Control Board (RWQCB) is the regulatory agency that issues NPDES permits. The current municipal permit is a Municipal Regional Permit (MRP) covering 76 municipalities in the San Francisco Bay Area. The current permit is the second MRP permit “MRP 2.0” (Order R2-2015-0049, NPDES Permit No. CAS612008) which went into effect on January 1, 2016 and has a five-year term, originally set to expire on December 31, 2020. This date has been extended until June 30, 2022, due to delay in the issuance of the new MRP 3.0. MRP
3.0 is expected to be adopted by the RWQCB on May 11, 2022.
CCCWP Program Budget
The CCCWP is managed by staff under direction of the Management Committee, which consists of representatives of the member cities and the county. CCCWP staff administers the various “Group” activities that are required under the NPDES permit, including technical studies, monitoring, compiling the annual report, conducting committee meetings and managing the various consultants required to perform technical work. The activities are carried out under the following permit provisions:
municipal operations (provision c.2)
new development /redevelopment (provision c.3)
industrial /commercial controls, including business inspections (provision c.4) illicit discharge control (provision c.5)
construction site controls (provision c.6)
public information and participation (provision c.7)
water quality monitoring (provision c.8)
pesticide toxicity control (provision c.9)
trash load reduction (provision c.10)
Mercury controls (provision c.11)
PCB controls (provision c.12)
The current MRP requirements such as water quality monitoring, trash reduction, Mercury and PCB control, and green infrastructure plans, have resulted in increases in CCCWP costs. Reserve funds at the CCCWP level have been used to keep CCCWP costs at a reasonable level but are being depleted. In 2012, the CCCWP sought additional funding to supplement the SUA fees by conducting a Proposition 218 election for a “Clean Water Initiative” fee, which did not pass.
The new MRP has significant additional requirements and unfunded mandates, which will cost cities more to comply with, which translates to a higher budget for the upcoming fiscal year. At the February 2022 meeting of the CCCWP’s Management F.5
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Committee meeting, a draft FY 2022/2023 CCCWP budget was presented in the amount of approximately $4.2 million, plus advance expenditures of $175,000 in order to perform studies and reports that are due early in fiscal year 2022/2023. Therefore, the combined amount is $4.4 million, which is 25% higher than the current year budget. (The final budget will be voted on at the March 16, 2022 Management Committee meeting.) This amount would be funded by the SUA’s from the member cities and county, and by drawing down some reserve funds held by the CCCWP. It is anticipated that the reserves will be fully expended by the end of the five year term of MRP 3.0. Note also that the City’s individual cost of compliance will likewise be going up.
Current Program Costs to be Funded from the Fee
Participation in the CCCWP by the City of Orinda, and other local agencies in Contra Costa County, is funded by a stormwater utility assessment fee (SUA). Contra Costa County Flood Control and Water Conservation District administers and collects the SUA fees on behalf of the City. This parcel-based fee is levied on properties within the City and collected with property tax bills. In addition to CCCWP programs and projects, the SUA also provides funding directly to the City for local stormwater program activities.
For the current fiscal year (FY 2021/22), the County estimates SUA fees to be collected from Orinda properties to be $387,500 (this is gross revenue, after both corrections and adjustments). From this amount, deductions are made by the County for approximately $73,000 for the following programs:
Funding the CCCWP: Orinda’s pro-rata share, based on the population, is 1.65% of the CCCWP budget of approximately $3.5 million, and amounts to approximately $58,000.
Payments to Central Contra Costa Sanitary District to perform required business facility clean water inspections. The City of Orinda (and most of the other cities in the CCCWP) contract with the District for these services, which are estimated to cost approximately $7,500 for the current year.
Collecting/County Auditor fees: Approximately $6,200
SUA administration shared costs, based on parcel count share for Orinda,
2.36%, approximately $1,500
The remaining, net amount of approximately $314,000 (for FY 2021/22) would be remitted to the City to fund budgeted local program costs. The City records the receipt and use of these funds in the Stormwater Fund #514. The primary use of these funds is for a portion of staff labor costs (public works engineering and maintenance) related to the City’s drainage programs. This staff work generally consists of administering the NPDES program work, participating in meetings and CCCWP activities, preparing the annual report, responding to regulatory and other inquiries (State Water Board, County Grand Jury, etc.), drainage plan review, managing storm drain pipes and related assets and their repair plans, implementing Best Management Practices (e.g. street sweeping, cleaning catch basins) and ongoing field maintenance work related to drainage.
For the upcoming subject fiscal year (2022/2023), the City’s share of the CCCWP budget is indirectly going up: the pro-rated share at 1.65% of the draft CCCWP budget F.5
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of $4.4 million amounts to approximately $72,500; however, as noted above, in order to fund the additional expected costs of MRP 3.0, CCCWP reserves will be used and therefore the net share contributed by Orinda will be approximately the same as last year: $58,000.
While the SUA funds can be used to fund other stormwater and drainage expenses, the City has generally limited its use for staff labor costs as noted above. This allows a positive Stormwater Fund balance, which varies during the year depending on when the 3 disbursements of the SUA revenue are received from the County during the year.
Staff estimates that in recent years $500,000 to $750,000 (per year) have been spent on stormwater maintenance, repairs, administration and related NPDES activities, such as implementing GIS for storm drain assets and preparing a Green Infrastructure Plan.
Beginning with the current two year Budget, the expenditures for stormwater activities were aligned with the funding available. With future Budgets and Capital projects, Staff will evaluate the opportunity to utilize fund balance to address needed activities. Since the amount of the assessment revenue is fixed and will not change without voter approval, the focus will be on one-time expenditures. The expenditures to date exclude capital improvement projects that include storm drain pipe rehabilitation or replacements. Other funding sources expended by the City for stormwater activities include Drainage Impact Fees (Fund 210) and General Fund (100).
An example of costs related to NPDES permit requirements that are paid by fund sources other than Stormwater Fund #514 are Green Infrastructure (GI) facilities costs.
The City approved the required GI Plan in 2019, which laid out plans for such facilities over the next 20 years which treat public road stormwater runoff using bioswales or other “green” treatment methods. The City completed the first project listed in the GI Plan in December 2020, the Lavenida Dr. bioswale. This project was performed under the 2020 Paving Project, and included design ($6,500) and construction ($45,000).
Annual operations and maintenance for this one facility are estimated at $2,000. These costs were borne by the project funding (Gas Tax and other road funds). More such facilities are required in the future, and the costs will likely increase.
Annual Setting of Fee
The City Council action requested as part of this report is to levy the assessment for the upcoming fiscal year at the ERU rate specified in the subject proposed Resolution.
The maximum annual SUA fee for the City of Orinda was reached in FY 2002-2003, as approved by Resolution No. 19-02 on April 2, 2002, at a rate of $35.00 per equivalent runoff unit (ERU). One ERU is equal to a single-family residence with a lot size of under 20,000 square feet; the per-parcel fee for larger lot sizes is calculated in multiples of the ERU. An attorney for Contra Costa County has made the determination that the levy of the SUA is exempt from voting requirements of Proposition 218 as long as the ERU rate remains at or below the maximum of $35.00 established by each City in 1993.
The following is the history of the amount levied for this fee since 1993 including the proposal for next year:
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Time Period Amount Levied / ERU
July 1, 1993 – June 30, 1998
Fiscal Years 1993/94 - 1997/98
$23.00
July 1, 1998 – June 30, 1999
Fiscal Year 1998/99
$25.00
July 1, 1999 – June 30, 2002
Fiscal Years 1999/00 - 2001/02
$30.00
July 1, 2002 – June 30, 2022
Fiscal Years 2002/03 – 2020/21
$35.00
PROPOSED FY 2022/2023
July 1, 2022 – June 30, 2023
$35.00
The costs to comply with the NPDES permits have increased since 2002 (when the SUA was last raised). Drainage Impact Fees and General Fund have been utilized to cover any shortfalls. Furthermore, NPDES permit requirements have increased over time and the compliance costs have likewise increased. These requirements are essentially unfunded mandates that impact the City finances.
As noted earlier, the current MRP 2.0 permit will expire and the MRP 3.0 permit will be effective July 1, 2022. The CCCWP and other Bay Area programs, along with municipal officials, have been negotiating with the State Water Board on the content and terms of the MRP 3.0 permit and while some progress was made, overall the new permit continues the trend of imposing more expensive requirements. Therefore, costs will increase and the shortfall in funding will increase.
NEXT STEPS:
Three certified copies of the subject Resolution will be submitted to the Contra Costa County Flood Control and Water Conservation District, who administers the SUA. They have requested the copies be submitted no later than April 1, 2022.
FISCAL IMPACT:
The adoption of the subject Resolution will result in charges to Orinda property owners in the amount of approximately $387,000 to pay for the costs as described above. The City’s share of the CCCWP budget, assessor fees, administrative fees, and inspection fees, as described above, amount to an estimated $73,000 for upcoming fiscal year, which is paid for by these funds. The net distributions after these charges, would be deposited to Stormwater Fund #514.
ATTACHMENTS:
A. Resolution 09-22 NPDES SUA Reso FY 22-23
Respectfully Submitted by:
Scott Christie
Acting Public Works Director
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Prepared By: Scott Christie, Acting Public Works Director Approved by:
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BEFORE THE CITY COUNCIL OF THE CITY OF ORINDA
In the Matter of:
Establishing the Rate per
Equivalent Runoff Unit (ERU) for
Fiscal Year 2022/2023 and
requesting the Contra Costa
County Flood Control and Water
Conservation District to Adopt an
Annual Parcel Assessment for
Drainage Maintenance and the
National Pollutant Discharge
Elimination System (NPDES)
Program
)
) Resolution No. 09-22
)
)
)
)
)
)
)
)
WHEREAS, under the Federal Water Pollution Control Act, prescribed discharges of Stormwater require a permit from the appropriate California regional water quality control board, under the National Pollutant Discharge Elimination System (NPDES) program; and
WHEREAS, the City of Orinda, as a member of the Contra Costa County Clean Water Program, did apply for, and did receive, a NPDES permit which requires implementing and operating various programs and activities, including selected Best Management Practices (BMPs) to minimize or eliminate pollutants from entering storm waters; and
WHEREAS, it is the intent of the City of Orinda to utilize funds received from its Stormwater Utility Area (SUA) for implementation of the NPDES program and drainage maintenance activities; and
WHEREAS, at the request of the City of Orinda, the Contra Costa County Flood Control and Water Conservation District ("District") has completed the process as required in order to form an SUA, including the adoption of the Stormwater Utility Assessment Drainage Ordinance No. 93-47; and WHEREAS, the SUA and Program Group Costs Payment Agreement between the City of Orinda and the District requires that the City of Orinda annually, by May 1, determine the rate to be assessed to a single Equivalent Runoff Unit (ERU) for the forthcoming fiscal year.
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Attachment: Resolution 09-22 NPDES SUA Reso FY 22-23 (2691 : SUA 22/23) NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Orinda does hereby determine that the rate to be assigned to a single ERU for FY 2022-2023 shall be set at $35.00.
BE IT FURTHER RESOLVED that the City of Orinda does hereby request the District to adopt SUA levies based on said amount.
ADOPTED by the City Council of the City of Orinda at a regular meeting of said Council held on March 1, 2022, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
Dennis Fay, Mayor
ATTEST:
Sheri Marie Smith, City Clerk
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Attachment: Resolution 09-22 NPDES SUA Reso FY 22-23 (2691 : SUA 22/23) City Council
Staff Report
Agenda Item: H.1
Date: March 1, 2022
Department: City Council
AGENDA TITLE: Mid Year Budget Adjustments Including 2nd Quarter General Fund Report Fiscal Year 2021-2022 (July 2021 - December 2021) RECOMMENDATION:
Receive the report and :1) Authorize Staff to record the Budget adjustments as described in Attachment E General Fund Budget Adjustment and Attachment F Other (Non-General Fund) And Transfers Budget Adjustment
BACKGROUND:
This report provides information based on the results of the first six months of the Fiscal Year (July 1, 2021 – December 31, 2021). It includes a detailed analysis of General Fund performance compared to the Budget as well as a discussion of proposed budget adjustments in other funds. The General Fund appears to be performing as anticipated when the budget was originally developed and adopted in June of 2021, and only minor adjustments are being proposed as part of this process. As discussed further in this report the City has a practice of adopting a balanced General Fund budget and making minor modifications to address unanticipated items and or changing trends.
Financial Planning Cycle
The City Council establishes a Budget on a two year cycle. The Fiscal Year begins on July 1st and ends on June 30th. Fiscal Year 2021-22 is the first year of the two year cycle. Since the Budget is an estimating tool, a periodic review of budget to actual performance is appropriate to identify deviations in the financial plan. Typically with a full six months of data available the mid-year Budget Report also includes recommended budget adjustments to the financial plan. The adjustments are proposed based on historical trends as well as actual results.
General Fund
The General Fund is the primary operating fund for the City and it also allows for the most discretionary use of funds. As the core support for City operations, the General Fund is the focus of the initial portion of this report (Including Attachments A – D).
The General Fund activity presented includes both the Local Add-on ½ Cent Add-On Sales Tax and the Local 1 Cent Add-on Sales Tax revenues and expenditures used primarily for street and drainage projects, as well as fire mitigation programs. For Annual Comprehensive Financial Reporting (ACFR) purposes these funds are also reported as part of the General Fund. However, the City also tracks these activities in separate sub-funds (#105 & #106). In the more detailed sections of the attachments to H.1
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this report, Revenue and Expense associated with the Add-On Sales Taxes are identified separately.
High Level Revenue & Expenditure Summary – Attachment A The first attachment to the Report provides a high level summary of General Fund Revenue and Expenditures (See Attachment A.) The revenues are broken down by major “types” and expenditures are shown by Department. As shown on Attachment A, as of December 31, 2021, in the General Purpose portion of the General Fund (excludes both Add-On Sales Taxes), the City recorded collection of approximately 38% of the Budgeted Revenue and spent 45% of the Budgeted Expenditures.
Revenue
The following summarizes the total revenue collected in the first six months of the current fiscal year (a detailed breakdown is shown in Attachment B). As shown below, the total is roughly the same as the previous year when looking at the total amount. The decrease in the “General Purpose” component will be discussed in more detail later in the report. The Add-On Sales Tax variances are primarily a function of the timing of tax collection implementation (1/2 cent tax ceasing and 1 cent tax commencing April 2021).
Revenue Collected First 6 Months Fiscal Year (2021 vs 2022) The following Chart compares the actual revenue collected in the first six months based on the type of revenue. As will be discussed in more detail, Taxes are slightly exceeding the prior year comparison, while Development Services revenue has fallen off from last year’s pace. The Revenue Detail Narrative section provides analysis on significant variance items.
General Fund Revenue by Type (July – December)
2020 Compared To 2021
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Expenditures
The following summarizes the total General Fund expenditures in the first six months (a detailed breakdown by type of expense is shown in Attachment C; and a breakdown by Department is contained in Attachment D). As shown below the total expended from July 2021 – December 2021 was approximately $7.3 million. The “General Purpose” component was $0.3 million more than the prior year, while total “Add-On” Sales Tax (combined #105 & #106) expenditures decreased from the prior year amount by approximately $0.2 million. The “Add-On” Sales Tax expenditures are primarily associated with Capital Project expenditures which do not always follow a consistent pattern from year to year. The increase in General Purpose expenditures reflect an organization which is returning to normalcy after a period of constrained activity and spending associated with the uncertainty of the pandemic.
Six Month Expenditure Comparison
Fiscal Year 2019-20 vs 2020-21
The following Chart compares the actual General Fund expenditures in the first six months based on the type of expense. The slight increase in spending for the first six months of the fiscal year was anticipated and underscores the increased activity level across programs as pandemic restrictions lighten and staff is gearing up for what is anticipated to be a busy spring and summer. The decrease in Add-On Sales Tax expenditures were the result of timing associated with Capital Project expenditures.
General Fund Expenditures by Type (July – December)
2020 Compared To 2021
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Budget To Actual Performance
The Budget serves as a Fiscal Plan for the City. Given the economic uncertainty resulting from the pandemic, it is very important to evaluate how the first six months of actual activity compares to the planned Revenue and Expenditures. The following high level analysis will focus on the General Purpose General Fund Budget to Actual.
Revenue Compared To Budget
Revenue collected as of December 31, 2021 was approximately 38.2% of the Budget. ($5.7 million received compared to $14.9 million budget). By comparison for the same period in 2020 through December, the City had collected 38.5% of the Fiscal Year 2020-2021 actual revenue.
FISCAL YEAR 2021-22 GENERAL FUND ACTUAL REVENUE (FUND #100)
COMPARED TO BUDGET
As will be discussed in a later section of this report, the Mid-Year recommended revenue budget adjustments include both increases and decreases with a net increase in Fiscal Year 2021-2022 estimated revenue of $248,500. The adjustments include increases of $125,000 in Sales Taxes, $100,000 in Documentary Transfer Tax and other minor adjustments; as well as reductions to Police Fines and Fees totaling $40,000.
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Expenditures Compared To Budget
General Purpose General Fund expenditures as of December 31, 2021 were approximately 44.9% of the Budget. ($6.7 million actual expense compared to the $14.9 million budget). By comparison for the same period in 2020, the City had recorded expenditures totaling 48.1% of the Fiscal Year 2020-2021 actual expenditures.
As will be discussed in a later section, the Mid-Year recommended expenditure budget adjustments include both increases and decreases with a net increase in Fiscal Year 2021-2022 authorized expenditures of $248,500.
The following Chart displays the December 31, 2021 expenditures by Department compared to the current Budget. Attachment D provides a detailed line item view of the Budget Compared to Actual Expense. The majority of Departments are at or below the 50% of the Budget which would be expected at half way through the Fiscal Year. The most significant deviations are:
Administrative Services (51% Budget) will be in-line with proposed MidYear Adjustments. Staffing changes within the Administrative Services function and organization wide (recruiting costs) are driving the budget numbers to be slightly higher than anticipated.
Police Services (37% Budget) and City Attorney Services (28% of Budget) are provided under contract. There is a billing lag which results in less than 50% of the budget spent as of December 31st. These expenses are tracking as expected. In addition, based on trends, barring unanticipated litigation
The City Attorney’s budget shows capacity to commit some time to proactively addressing some elements of a growing list of miscellaneous code amendments which are required and a level of support for the Plan Orinda elements now underway, with the full budget likely to be expended this year as a result.
Non- Departmental Services (86% Budget) includes the semi-annual City Hall Debt Service payments which was made as of December 31, 2021.
GENERAL FUND (FUND #100) ACTUAL EXPENDITURES COMPARED TO BUDGET By Department as of December 31, 2021
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Revenue Detail (Including Comparison to Prior Year) Attachment B Attachment B provides a detailed breakdown of the revenue collected in the first six months of the year compared to the Budget. Given the uneven distribution throughout the year, it is helpful to examine the actual revenue collected in the first six months of the previous Fiscal Year. Following the detailed financial information is additional narrative analysis of key areas of deviation.
Expense Detail by Type (Including Comparison to Prior Year) Attachment C Attachment C provides a breakdown of all General Fund expenditures by “type”. For Example, Salaries & Benefits, Contractors, Materials & Supplies, Vehicle Expense, Special Department Expense, and Add-On Sales Tax Expense. Similar to the Revenue Detail this schedule also provides a comparison to actual activity in the first six months of the previous Fiscal Year. As shown in the Chart below over 77% of the expenditures as of December 2021 were in: Salaries & Benefits, Contract Services, and Special Department Expenses. The remaining operating categories include debt service and internal charges for Risk Management; Fleet Replacement; Building Services; Information Technology; and Risk Management.
Comparison of Major Expenses by Type As of December 31, 2021 H.1
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DISCUSSION:
As shown on Attachment A the current General Fund (Fund #100 only) Budget projections show revenues in excess of expenditures and transfers of $5,135. The current Budget data presented in this report includes all prior changes approved by the City Council. During this fiscal year there has only been one General Fund adjustment previously approved by Council and it was for traffic signal repair in the amount of $50,000 resulting from a traffic accident which had a corresponding revenue offset in the form of an insurance settlement.
Based on the Mid-Year analysis it is recommended that the City Council to consider additional proposed adjustments to the Fiscal Year 2020-2021 Budget.
Proposed Budget Adjustments
Staff have prepared recommended budget adjustments. Based on the performance to date Staff is recommending some minor adjustments to both revenue and expenditures.
Although the primary focus of the changes remains on the General Fund, there are also additional changes recommended in other funds as well. Of particular note, the American Rescue Plan Act (ARPA) final guidance has been issued and some of the restrictions have been clarified. This creates the opportunity to partially program the award of $4,767,722. A summary of the Budget Adjustments is contained in Attachment E- General Fund Adjustments and Attachment F – Other Funds Adjustments / Transfers.
GENERAL FUND BUDGET ADJUSTMENTS
Staff is recommending a net revenue increase of $248,500 and a net expenditure increase of $248,500. The combination of these changes results in no anticipated change to reserves. As shown in the Table below, revenues remain in excess of expenditures. The overall spending plan for the General Fund remains balanced. The following Table shows the impact of the proposed General Fund Mid-Year changes:
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General Fund Change In Fund Balance After Proposed Adjustment (Excludes $130,000 Expenditure to OPEB Trust From Reserves) Budget As of
Dec. 2021
Proposed Net
Adjustments
Adjusted General
Fund Budget
Revenue $ 14,913,790 $ 248,500 $ 15,162,290
Expenditures (14,881,417) 248,500 (15,129,917)
Transfer In / (Out) Net (27,238) No Change (27,238)
Net Revenue In excess
of Expense / Transfers $ 5,135 $ 5,135
Although the estimated variance is positive is should be noted that the budget relies on estimates and it is expected that final results will vary.
General Fund Adjustments Revenue
Because of the uncertainties caused by the pandemic the number of changes to individual line items are more significant than in a typical year. Attachment E – Proposed General Fund Budget Adjustments provides both the current budget for the item as well as the revised budget along with a description. In addition the Narrative Analysis included in Attachment B – Detail Revenue discusses significant changes. A summary of changes is provided below.
General Fund (Net Increase +$248,500):
Sales Tax +$ 125,000
Documentary Transfer Tax +$ 100,000
Property Tax In-Lieu Vehicle License Fees +$ 45,000
Forfeiture +$ 18,500
Parking Fines -$ 40,000
General Fund Adjustments Expenditures
The proposed expenditure budget adjustments are also detailed in Attachment E. The following is a list of the net increase or decrease proposed by department. The list includes a brief comment on the most significant contributing factor(s).
Facilities- Heavy storms in the fall resulted in water damage at City Hall and the Community Center. The resulting damage is still in the process of being assessed, repaired, and corrected so this estimate may change when more information is available.
+$ 100,000
Various Departments – There were significant unforeseen resignation leave pay-outs which have occurred since the adoption of the budget. +$ 130,000 Non-Departmental – OPEB Expenditure Adjustment Net Change H.1
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Non-Departmental – OPEB Expenditure Adjustment Net Change Non-Departmental – Additional OPEB Trust contribution which is matched with a corresponding deferred compensation forfeiture by numerous employees over a number of years. By contributing this forfeiture to the OPEB Trust, it will provide benefit to employees generally in the future.
+$ 18,500
ADJUSTMENTS TO OTHER FUNDS (NOT GENERAL FUND)
Based on additional analysis as part of the Mid-Year Report Staff is also recommending Budget Adjustments within other funds, which are detailed in Attachment F Budget Adjustments – Other Funds. These proposed changes consist primarily of adjustments resulting from clarifying guidance being issued for use of American Rescue Plan Act (ARPA) Local Fiscal Recovery Funds. As a reminder, discussion regarding the use of ARPA Grant Funds occurred at the July 20, 2021 and the August 3, 2021 City Council Meetings. The respective staff reports from those meetings are attached to this report for reference as Attachment G and Attachment H. Key highlights of how the Local Fiscal Recovery Funds were made available to the City of Orinda include the following:
City of Orinda award of $4,767,722 ARPA Local Fiscal Recovery Funds Note: Funds are a one-time source and the City Council concurred with the City Manager that the programming of them should also be limited to one-time expenditures.
July 2021 City Received - $2,383,861 and $2,383,861 will be received by July 2022
City will need to formally obligate (budget) the entire award by 12/31/2024 All funds awarded must be spent by 12/31/2026
Funds were not programmed or included in the City Biennial Budget FY 2021- 22 and 2022-2023 nor in the City 5 Year CIP
Grant Eligible Federal Program Categories Presented July 20, 2021 Note: Direction provided by the City Council to Staff at the July meeting was to focus on Category C (General Government Services) and D Infrastructure - storm water. The City Council also concurred that the number and scope of projects should be limited to insure project management can be achieved with the resources available. The four eligible Federal Program Categories include:
A) Covid-19 response costs and/or addressing negative economic impacts B) Premium pay for eligible workers – prioritized for “lower income” and must involve regular in-person interactions and/or handling items handled by others C) General Government Services (Limited by “loss of revenue”) D) Infrastructure – Broadband, Water , Sewer (Storm water) Calculation of the Amount Available For General Government Services Previously, the City had calculated its “revenue loss” based on the two alternate formulas allowed under the “Interim Final Rules” issued by the Federal H.1
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government. Since that time, the “Final Rules” guidance has been issued by the Federal Government which allows cities to utilize up to $10 million of the award for General Government Services without a revenue loss calculation. Funds from this Category can be used for any government service excluding debt service, replenishing reserves, and pension plan deposits. This change to the “Final Rules” allows Orinda greater flexibility in how it plans to spend these funds.
For the August 23, 2021 City Council Meeting staff prepared a listing of Local Spending Priority Categories for the City Council to consider as the framework for a spending plan. The feedback received at that meeting is the basis for the following proposed adjustments.
Fund #256 ARPA State & Local Fiscal Relief
With clarifying guidance being issued, staff is recommending immediately programming some of the more critical items identified at the August 23, 2021 meeting as displayed in the table below:
Storm Water Infrastructure:
Project #3100 Glorietta Rheem SD Repair +$ 1,000,000
Project #3101 Orchard SD Repair +$ 1,000,000
Project #3102 Ivy Drive SD Repair +$ 1,000,000
Assessment of Technology Deployment and Enhancements:
Information Technology Assessment & Strategic Plan +$ 100,000 Records Management System +$ 50,000
Although no construction costs are budgeted in the current two-year budget for these three storm water projects, the CIP had programmed the use of Measure R funds for construction costs in Fiscal Year 2023-2024. This would provide an opportunity to program in the future the Measure R funds for another use.
Given the broad expansion of technology used to support government operations, it is prudent to consider the professional preparation of an independent assessment of the current technology in place and development of a multi-year plan for priority enhancements. The initial plan would review hardware, security, software, integration hardware and software; and current levels of support. A Strategic IT Plan would make recommendations on priorities and provide budgetary cost estimates over multiple years of the plan. Once a plan was in place it could set the stage for selecting targeted improvement projects, especially those that may reduce the level of risk exposure.
Additional funding to implement key Plan recommendations would be programmed in future fiscal years.
To date the City has not invested in an electronic records management system. As the City ages the archiving of records in a system that can provide improved access would provide long term benefits. A new Records Management System implementation is expected to cost roughly $200,000 and take as long as 2 years. This initial $50,000 allocation would enable staff to begin the process this fiscal year, with additional allocations being made when more information is available.
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These proposed changes result in a net increase to planned expenditures for Fund #256 of $150,000 for the current fiscal year and a commitment to Storm Water Infrastructure projects of $3 million in future fiscal years.
New 1 Cent Add-On Sales Tax Fund #106
The City established a new fund to account for the 1 Cent Add-On Sales Tax approved by the voters at the November 2020 election. This revenue is being reported in consolidated reports as part of the General Fund, since the voters approved the tax as a general revenue. However, assigning a separate sub-fund allows the City to track and report revenue and expenditures funded by the Add-On Sales Tax separately as well.
Presented below are recommended adjustments for Fund #106:
Storm Water Infrastructure:
Project #3100 Glorietta Rheem SD Repair -$ 1,000,000
Project #3101 Orchard SD Repair -$ 1,000,000
Project #3102 Ivy Drive SD Repair -$ 1,000,000
Emergency Evacuation Study +$80,000
As discussed previously, the “Final Rules” for the ARPA grant money provides certainty regarding allowable uses, creating opportunity to fund one-time expenditures for critical Storm Water Infrastructure in a timely manner. This in turn creates flexibility when planning future resource allocation among competing infrastructure needs. In addition, while the update of the City’s Safety Element, now underway, will do a deeper dive into evacuation issues, it does not include a new State mandate to undertake what is referred to as an AB 747, as amended by AB 1409 in 2021, analysis which would only be triggered by an update of the Local Hazards Mitigation Plan, which will not occur for a number of years. Given community concerns about evacuations, it is timely to undertake this more informative analysis and to incorporate the results into the safety element. Given the Measure R emphasis on emergency preparedness, this is the most appropriate source of funding for this analysis.
FISCAL IMPACT:
The details of the Fiscal Impact have already been discussed above. The proposed adjustments to the Budget include both increases and decreases of both revenue and expenditures.
ATTACHMENTS:
A. Summary of General Fund Rev & Exp Jul-Dec
B. General Fund Revenue Summary Jul-Dec
C. General Fund Expenditure Summary Jul-Dec
D. General Fund Expenditure by Dept Jul-Dec
E. General Fund Proposed Adjustments
F. Proposed Adjustments-Other Funds
G. July 20, 2021 ARPA Staff report
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H. August 3, 2021 ARPA Staff Report
Respectfully Submitted by:
Doug Alessio
Administrative Services Director
Prepared By: Doug Alessio, Administrative Services Director Approved by:
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City of Orinda
SUMMARY - General Fund Revenue And Expenditures
(Including Add-On Sales Tax Funds)
From 7/1/2021 Through 12/31/2021
YTD Actual
Jul-Dec 2021
2021-22
Adopted
Budget
Budget to
Actual
Variance
% YTD of
Budget
REVENUES - Fund #100- General Fund
Taxes 4,334,279 $ 11,281,850 $ 6,947,571 $ 38.4%
Rents & Interest 81,843 201,920 120,077 40.5%
Miscellaneous 21,249 8,000 (13,249) 265.6%
Police - Fees & Fines 22,672 111,100 88,428 20.4%
Engineering Permits - Fees 124,598 351,000 226,402 35.5% Recreation Fees & Rentals 640,560 1,717,000 1,076,440 37.3% Development Services Fees 468,987 1,242,920 773,933 37.7% TOTAL REVENUE 5,694,188 $14,913,790 9,219,602 38.2%
EXPENDITURES - Fund #100 - General Fund
00 - Non-Departmental (Excl Transfers) $ 583,300 $ 676,519 $ 93,219 86.2% 10 - City Management 229,571 528,302 298,731 43.5%
12 - City Attorney 150,309 635,000 484,691 23.7%
15 - City Clerk 163,628 332,283 168,655 49.2%
17 - Administrative Services 572,654 1,123,694 551,040 51.0% 20 - Police Services 1,860,426 5,033,288 3,172,862 37.0% 35 - Public Works 1,132,148 2,248,853 1,116,705 50.3%
40 - Parks & Recreation / Facilities 1,483,134 3,145,675 1,662,541 47.1% 47 - Library 21,006 37,875 16,869 55.5%
55 - Planning 503,329 1,119,928 616,599 44.9%
TOTAL EXPENDITURES Fund #100 $ 6,699,505 $ 14,881,417 $ 8,181,912 45.0% *Administrative Services = (Finance/Human Resources/Information Tech /General Services /Risk Management) OTHER SOURCES / USES GENERAL FUND (Inter-fund Transfers) Transfer IN Fund #100 - $ 16,850
Transfer OUT Fund #100 - (44,088)
TOTAL OTHER SOURCES (Net) - $ (27,238)
GENERAL PURPOSE GENERAL FUND
NET CHANGE IN FUND BALANCE TO DATE $(1,005,316) $ 5,135 (Revenue - Expenditures + Other Uses)
SUMMARY REVENUE/EXPENDITURES - ATTACHMENT A
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Attachment: Summary of General Fund Rev & Exp Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget City of Orinda
SUMMARY - General Fund Revenue And Expenditures
(Including Add-On Sales Tax Funds)
From 7/1/2021 Through 12/31/2021
YTD Actual
Jul-Dec 2021
2021-22
Adopted
Budget
Budget to
Actual
Variance
% YTD of
Budget
MEASURE L (Voter Approved Nov 2012 Collected Until March 31, 2021) REVENUES - Fund #105- 1/2 Cent Add-On Sales Tax
Taxes 80,795 $ - $ (80,795) $
Interest 10,811 5,000 (5,811) 216.2%
Project Reimbursement Utilities 0 0 0
TOTAL REVENUE FUND #105 91,606 $ 5,000 $ (86,606) $ 1832.1% EXPENDITURES - Fund #105 - 1/2 Cent Add-On Sales Tax
Capital Project Measure L (Add-On Sales Tax) $ 99,838 $ 2,666,515 $ 2,566,677 3.7% TOTAL EXPENDITURES FUND #105 $99,838 $2,666,515 $2,566,677 3.7% Measure L Add-On Sales Tax (1/2 Cent)
NET CHANGE IN FUND BALANCE TO DATE (8,232) $ (2,661,515) $ (Revenue - Expenditures + Other Uses)
MEASURE R (Voter Approved November 2020 Replaced Measure L Beginning April 1, 2021) REVENUES - Fund #106- 1 Cent Add-On Sales Tax
Taxes 1,094,114 $ 2,850,000 $ 1,755,886 $ 38.4%
Interest 1,502 3,300 1,798 45.5%
TOTAL REVENUE FUND #106 1,095,616 $ 2,853,300 $ 1,757,684 $ 38.4% EXPENDITURES - Fund #106 - 1 Cent Add-On Sales Tax
Capital Project Measure L (Add-On Sales Tax) $ 525,150 $ 1,246,585 $ 721,435 42.1% TOTAL EXPENDITURES FUND #106 525,150 $ 1,246,585 $ 721,435 $ 42.1% Add-On Sales Tax (1/2 Cent and 1 Cent)
NET CHANGE IN FUND BALANCE TO DATE 570,466 $ 1,606,715 $ (Revenue - Expenditures + Other Uses)
COMBINING SUMMARY GENERAL FUND #100 PLUS ADD-ON SALES TAX FUNDS (#105 AND #106) COMBINED TOTAL REVENUE $ 6,881,411 $ 17,772,090
COMBINED TOTAL EXPENDITURES 7,324,493 18,794,517
OTHER USES NET 0 (27,238)
REVENUE OVER / (UNDER) EXPENSE & USES (443,082) $ (1,049,665) $
SUMMARY REVENUE/EXPENDITURES - ATTACHMENT A
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Attachment: Summary of General Fund Rev & Exp Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget H.1.b
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Attachment: General Fund Revenue Summary Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget H.1.b
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Attachment: General Fund Revenue Summary Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget H.1.b
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Attachment: General Fund Revenue Summary Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget H.1.b
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Attachment: General Fund Revenue Summary Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget
CITY OF ORINDA GENERAL FUND EXPENDITURE SUMMARY
Quarter 2 (July - December 2021) With Comparison To Prior Year (General Fund = General Fund #100 ; Add-On Sales Tax Measures L & R Funds #105 & #106)
CURRENT FISCAL YEAR PRIOR YEAR ACTUAL
Expenditures Acct
YTD Actual
Jul-Dec 2021
Adopted Budget
2021-22
%
Budget
YTD Actual
Jul-Dec 2020
Fiscal Year
Actual 2020-21 % Actual
Salaries & Benefits
Salaries & Wages 7055 $ 1,444,969 $ 3,404,758 42% $ 1,376,620 2,992,133 46% Comptime Payout 7056 - - 4,139 4,139 100%
Leave/Float Holiday Payout 7057 91,673 59,606 154% 25,001 90,008 28% Standby Compensation 7060 5,808 14,022 41% 5,633 11,864 47% Overtime 7061 1,372 12,902 11% 2,039 8,082 25%
Accrued Comp Time 7062 - - - (5,907) 0%
Accrued General Leave 7063 - - - 82,468 0%
Temporary - Other 7079 63,841 190,000 34% 27,037 59,576 45% Medicare 7080 23,815 54,053 44% 21,305 47,019 45%
Unemployment Insurance 7081 2,526 30,000 8% 15,460 32,392 48% Worker's Compensation Ins 7082 115,655 124,194 93% 100,077 100,077 100% Medical & Dental Insurance 7083 190,452 517,803 37% 218,369 437,990 50% LTD & Life Insurance 7084 6,183 16,555 37% 11,474 20,598 56% Cash In Lieu 7085 23,994 49,230 49% 24,557 51,999 47%
Retiree Medical 7086 20,155 9,500 212% 1,804 141,982 1% Vehicle Allowance 7088 2,800 6,000 47% 4,520 9,170 49%
Retirement Plan 7089 248,988 563,470 44% 273,086 513,970 53% Subtotal - Salary & Benefits 2,242,232 5,052,093 44% 2,111,119 4,597,558 46% Contractors
Attorney - City General 7131 99,873 330,000 30% 111,699 293,573 38% Attorney - City Litigation 7132 3,540 100,000 4% 18,236 28,089 65% Attorney - Billed Services 7133 38,255 150,000 26% 45,559 210,273 22% Attorney - H R 7134 8,642 55,000 16% 17,893 34,365 52%
Software System Support 7135 77,417 142,420 54% 54,832 114,232 48% Audit - General 7138 22,903 38,500 59% 13,705 31,567 43% Contract Sheriff 7150 1,273,378 3,950,000 32% 1,355,994 3,094,408 44% Contract Sheriff - Overtime 7154 167,715 215,000 78% 131,561 308,490 43% Contract Sheriff - Dispatch 7157 45,403 132,000 34% 51,081 122,189 42% CCC Animal Control Contract 7165 64,536 130,000 50% 63,728 127,456 50% Temp Contract Staff 7170 - - - 1,885 0%
Contracts (Cost Recovery) 7171 37,193 200,000 19% 14,138 121,205 12% Adult Enrichment Instructors 7172 18,808 100,000 19% 2,061 23,432 9% Program Instructors - Youth 7173 174,649 450,000 39% 229,745 466,783 49% Minutes - Contractor 7178 4,020 14,500 28% 6,970 12,223 57% Cleaning Services 7179 34,541 75,750 46% 22,296 55,023 41% Professional Services 7180 122,572 269,000 46% 70,756 199,597 35% Volunteer Center 7181 2,250 4,500 50% 1,875 4,125 45%
Graphic Design 7182 930 35,000 3% 1,350 2,125 64%
Printing Costs 7183 - 30,000 0% - -
Guardrail Repair / Replace 7188 - 30,000 0% - 32,370 0% Drainage 7191 26,942 50,000 54% 50 33,832 0%
Hydrauger Cleaning 7192 - 15,000 0% - 7,360 0%
Tree Trimming 7196 16,650 80,000 21% 45,650 140,250 33% Landscaping 7197 85,457 191,500 45% 70,609 166,428 42%
Pavement/Shoulder Repair 7198 24,634 60,000 41% 67,492 83,749 81% Striping/Marking 7199 9,554 10,000 96% 481 1,204 40%
Maintenance Right of Way 7534 2,148 15,000 14% 81 6,736 1% Repairs & Improvements 7540 43,042 52,750 82% 12,690 62,779 20% Total Contractors 2,405,050 6,925,920 35% 2,410,531 5,785,746 42%
ATTACHMENT C - EXPENDITURES BY TYPE
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Attachment: General Fund Expenditure Summary Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget
CURRENT FISCAL YEAR PRIOR YEAR ACTUAL
Expenditures Acct
YTD Actual
Jul-Dec 2021
Adopted Budget
2021-22
%
Budget
YTD Actual
Jul-Dec 2020
Fiscal Year
Actual 2020-21 % Actual
Materials & Supplies
Permit Fees 7129 - 1,000 0% 534 4,594 12%
Supplies - Office 7200 4,701 21,230 22% 1,578 5,022 31% Supplies - General 7203 75,910 139,450 54% 48,452 126,280 38% Postage 7230 3,785 18,770 20% 3,990 7,885 51%
Maintenance - Office Equip 7290 - 200 0% - -
Maintenance - Other Equip 7291 1,213 5,700 21% 564 2,314 24% Maintenance - Copier 7292 1,446 22,600 6% 13,794 25,714 54% Maintenance - Building 7297 27,273 109,500 25% 61,054 109,790 56% Maintenance - Fields 7298 2,922 25,000 12% 28,260 36,785 77% Telephone Service 7300 82 210 39% 79 196 40%
Utilities - Gas 7302 8,621 17,500 49% 6,191 16,051 39%
Utilities - Electric 7303 61,803 126,290 49% 50,084 126,838 39% Utilities - Water 7304 92,894 154,345 60% 71,188 127,007 56% Utilities - Sewer 7305 5,679 8,840 64% 7,980 7,980 100% Utilities - Garbage -Landfill 7309 1,210 - - -
Taxes/Assessments 7310 1,618 3,100 52% 180 2,935 6%
Cellular Service 7313 15,413 32,520 47% 15,903 31,981 50% Administrative Fees 7499 32,120 130,000 25% 22,108 103,046 21% FF&E (Less than $5,000) 7998 2,576 11,500 22% 7,290 27,914 26% FF&E (More than $5,000) 7999 - - - 30,132 0%
Total Materials & Supplies 339,265 827,755 41% 339,230 792,463 43% Special Department Expense
Insurance - Liability 7501 - 500 0% - -
Insurance - Property 7503 2,073 3,000 69% 2,034 2,448 83% Election Costs 7504 - - - 24,215 0%
Off-Site Storage 7506 3,573 8,500 42% 3,735 7,615 49%
Code/Legal Updates 7507 36 3,000 1% 900 2,639 34%
Legal Notices 7508 2,275 9,300 24% 3,663 6,990 52%
Payroll/Benefit Fees 7511 930 5,700 16% 1,141 2,996 38% Safety Program Expenses 7515 - 2,500 0% - -
Communication 7517 2,202 7,000 31% 2,177 6,576 33%
Recruitment Expenses 7519 36,249 28,000 129% 6,939 25,243 27% Investigation Costs 7520 15,256 45,000 34% 19,966 53,081 38% Reserve Program 7528 - 500 0% - - 4%
Maintenance Traffic Signal 7531 50,563 50,000 101% - -
Traffic Control Signs 7532 3,983 15,450 26% 7,941 15,942 50% Street Name Signs 7535 879 1,600 55% 52 672 8%
Uniforms/Equipment 7541 25,653 43,600 59% 2,612 13,491 19% Referees/Clinics 7543 2,294 30,000 8% - -
Publicity / Promotion 7545 571 4,000 14% 583 3,790 15%
Teen Activities 7547 - 1,000 0% - -
Right of Way Costs 7570 - - 17,500 17,500 100%
Contingency 7599 - 30,000 0% - -
Rental - Equipment 7610 9,442 23,500 40% 7,729 16,989 45% Rental - Transportation 7611 988 10,000 10% - -
Rental - Facilities 7612 741 27,000 3% - 10,000 0%
Memberships 7700 17,136 44,750 38% 16,431 31,930 51%
Training & Conferences 7710 4,712 37,400 13% 4,293 11,509 37% Mayor's Conference Host 7713 - 5,000 0% - -
Council Expenses 7719 645 7,500 9% 128 285 45%
Meetings 7720 15 1,400 1% - 64 0%
Interest - City Hall (COP) 7802 225,619 225,619 100% 235,519 235,519 100% Principal - City Hall (COP) 7810 335,000 335,000 100% 325,000 325,000 100% Indirect Cost Alloc-Fleet 7895 113,490 113,410 100% 79,455 159,455 50% Indirect Cost Alloc-Bldg Svcs 7896 156,610 156,610 100% 155,940 165,340 94% Indirect Cost Allocation-IT 7897 226,520 226,520 100% 200,000 200,000 100% Indirect Cost Allocation-Ins. 7898 419,340 419,340 100% 365,610 365,610 100% Total Special Department Expenses 1,656,796 1,921,699 86% 1,459,348 1,704,900 86%
ATTACHMENT C - EXPENDITURES BY TYPE
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Attachment: General Fund Expenditure Summary Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget
CURRENT FISCAL YEAR PRIOR YEAR ACTUAL
Expenditures Acct
YTD Actual
Jul-Dec 2021
Adopted Budget
2021-22
%
Budget
YTD Actual
Jul-Dec 2020
Fiscal Year
Actual 2020-21 % Actual
Vehicle Expenses
Maintenance - Vehicle 7400 15,372 63,850 24% 45,032 77,370 58% Gasoline 7401 40,045 86,200 46% 25,600 70,265 36%
Mileage 7411 745 3,900 19% 771 1,717 45%
Total Vehicle Expenses 56,163 153,950 36% 71,402 149,352 48% TRANSFERS / OTHER USES - General Fund
Transfers Out (LLD) 8502 - 44,088 0% - 43,708 0%
Transfers Out -Other 8700 - - - 205,891 0%
Total Transfers - 44,088 0% - 249,599 0%
TOTAL GENERAL FUND
(General Purpose Including Transfers) 6,699,505 14,925,505 44.9% 6,391,630 13,279,619 48.1% Add-On Sales Tax Expenditures - Measure L 1/2 Cent
Contractors 97,750 514,515 19% 286,149 509,676 56%
Materials & Supplies 177 - - 1,309 0%
Special Dept Expenses 1,911 2,152,000 0% 545,641 941,909 58% Total Add-On Sales Tax Expenses 99,838 2,666,515 4% 831,790 1,452,894 57% Add-On Sales Tax Expenditures - Measure R 1 Cent
Salaries & Benefits / Insurance 43,890 134,335 33% - -
Contractors 241,562 638,000 38% - 198,438 0%
Materials & Supplies 22 5,820 0% - -
Special Dept Expenses 237,894 453,230 52% - -
Vehicle Op Expense 1,781 15,200 12% - -
Total Add-On Sales Tax Expenses 525,150 1,246,585 42% - 198,438 0%
GRAND TOTAL GENERAL
PURPOSE + ADD-ON SALES TAXES
(Including Transfers Out)
7,324,493 18,838,605 39% 7,223,420 14,930,950 48%
ATTACHMENT C - EXPENDITURES BY TYPE
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Attachment: General Fund Expenditure Summary Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget City of Orinda
General Fund Expenditures By Department
From 7/1/2021 Through 12/31/2021
Quarter 2
Oct - Dec Actual
Current YTD
(July 2021 - Dec
2021) Actual 2021-22 Budget
YTD Budget
Variance
%
Budget
Expended
00 - Non-Departmental
Other Expenditures
Unemployment Insurance 7081 2,526 2,526 30,000 27,474
Retiree-Med City Portion 7086 20,155 19,052 9,500 (10,655) Admin Fee Property Tax 7499 - - 46,400 46,400
Contingency 7599 - - 30,000 30,000
Interest Expense Debt COP 7802 225,619 110,297 225,619 0 Principal - Debt COP 7810 335,000 - 335,000 -
Transfers Out to LLD Districts 8502 - - 44,088 44,088
Transfers Out 8700 - - - -
Total Non-Departmental Expense 131,875 583,300 720,607 137,307 81% 10 - City Management & City Council
Personnel Services
Salaries & Wages 7055 71,462 122,219 280,918 158,699
Temporary - Other 7079 1,110 1,110 10,000 8,890
Total Personnel Services 72,572 123,329 290,918 167,589 42% Benefits
Medicare 7080 1,073 1,818 4,160 2,342
Worker's Compensation Ins 7082 - 8,712 9,355 643
Medical & Dental Insurance 7083 7,022 12,884 33,380 20,496 LTD & Life Insurance 7084 214 354 882 528
Cash In Lieu 7085 285 427 - (427)
Vehicle Allowance 7088 1,500 2,800 6,000 3,200
Retirement Plan 7089 11,526 19,670 44,947 25,277
Total Benefits 21,619 46,664 98,724 52,060 47%
-
Contractors
Professional Services 7180 - - 30,000 30,000
Volunteer Center 7181 1,125 2,250 4,500 2,250
Total Contractors 1,125 2,250 34,500 32,250 7%
Materials & Supplies
Supplies - Office 7200 - 80 500 420
Supplies - General 7203 769 931 2,250 1,319
Postage 7230 93 186 500 314
Maintenance - Copier 7292 71 71 800 729
Cellular Service 7313 95 273 450 177
Total Materials & Supplies 1,028 1,541 4,500 2,959 34%
Special Department Expenses
Communication 7517 2,202 2,202 7,000 4,798
Publicity/Promotion 7545 - 571 3,000 2,429
Membership & Subscriptions 7700 1,428 10,184 28,500 18,316 Training & Conferences 7710 2,523 2,523 9,000 6,477
Mayor's Conference - Host 7713 - - 5,000 5,000
Council Expenses 7719 20 645 7,500 6,855
Indirect Cost Alloc-Building 7896 - 6,620 6,620 -
Indirect Cost Allocation-IT 7897 - 5,150 5,150 -
Indirect Cost Allocation-Ins. 7898 - 27,890 27,890 -
Total Special Department Expenses 6,173 55,786 99,660 43,874 56% TOTAL CITY MANAGEMENT 102,518 229,571 528,302 298,731 43% Expenditure Detail By Department - Attachment D
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Attachment: General Fund Expenditure by Dept Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget City of Orinda
General Fund Expenditures By Department
From 7/1/2021 Through 12/31/2021
Quarter 2
Oct - Dec Actual
Current YTD
(July 2021 - Dec
2021) Actual 2021-22 Budget
YTD Budget
Variance
%
Budget
Expended
12 - City Attorney
Contractors
Attorney - City General 7131 69,795 99,873 330,000 230,127 Attorney - City Litigation 7132 1,486 3,540 100,000 96,460 Attorney - Billed Services 7133 11,752 38,255 150,000 111,745 Attorney - Human Resources 7134 8,004 8,642 55,000 46,358 Total Contractors 91,037 150,309 635,000 484,691 24%
TOTAL CITY ATTORNEY 91,037 150,309 635,000 484,691 24%
15 - City Clerk
Personnel Services
Salaries & Wages 7055 50,826 88,539 189,517 100,978
Overtime 7061 - - 118 118
Temporary - Other 7079 - - - -
Total Personnel Services 50,826 88,539 189,635 101,096 47% Benefits
Medicare 7080 795 1,383 2,915 1,532
Worker's Compensation Ins 7082 - 5,675 6,094 419
Medical & Dental Insurance 7083 605 1,136 2,551 1,415
LTD & Life Insurance 7084 238 412 1,024 612
Cash In Lieu 7085 2,850 5,319 11,398 6,079
Retirement Plan 7089 8,588 15,017 32,026 17,009
Total Benefits 13,075 28,943 56,008 27,065 52%
Contractors
Systems/Software Support 7135 900 1,159 10,500 9,342
Minutes Contractor 7178 1,860 3,330 12,500 9,170
Professional Services 7180 293 522 - (522)
Total Contractors 3,053 5,011 23,000 17,989 22%
Materials & Supplies
Supplies - Office 7200 - - 700 700
Supplies - General 7203 - - 1,000 1,000
Postage 7230 93 190 600 410
Maintenance - Copier 7292 148 148 4,000 3,852
Cellular Service 7313 94 240 620 380
Total Materials & Supplies 334 578 6,920 6,342 8%
Special Department Expenses
Off-Site Storage 7506 1,946 3,573 8,500 4,927
Code/Legal Updates 7507 36 36 3,000 2,965
Legal Notices 7508 1,035 2,029 7,500 5,471
Publicity / Promotion 7545 - - 1,000 1,000
Membership & Subscriptions 7700 200 200 400 200
Training & Conferences 7710 200 200 1,600 1,400
Indirect Cost Allocation Bldg 7896 - 6,050 6,050 -
Indirect Cost Alloc-Info Tech 7897 - 10,300 10,300 -
Indirect Cost Allocation-Ins. 7898 - 18,170 18,170 -
Total Special Department Expenses 3,417 40,557 56,520 15,963 72% Vehicle Expenses
Mileage 7411 - - 200 200
Total Vehicle Expenses - - 200 200 0%
TOTAL CITY CLERK 70,705 163,628 332,283 168,655 49%
Expenditure Detail By Department - Attachment D
H.1.d
Packet Pg. 80
Attachment: General Fund Expenditure by Dept Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget City of Orinda
General Fund Expenditures By Department
From 7/1/2021 Through 12/31/2021
Quarter 2
Oct - Dec Actual
Current YTD
(July 2021 - Dec
2021) Actual 2021-22 Budget
YTD Budget
Variance
%
Budget
Expended
17 - Administrative Services (Finance / Human Resources / Information Tech / General Services) Personnel Services
Salaries & Wages 7055 151,135 269,788 596,231 326,443
Leave/Float Holiday Payout 7057 9,266 9,266 12,003 2,737 Overtime 7061 - - 340 340
Accrued General Leave 7063 - - - -
Total Personnel Services 160,402 279,054 608,574 329,520 46% Benefits
Medicare 7080 2,332 4,052 8,907 4,855
Worker's Compensation Ins 7082 - 17,854 19,173 1,319
Medical & Dental Insurance 7083 19,144 37,871 88,944 51,073 LTD & Life Insurance 7084 611 1,103 3,018 1,915
Cash In Lieu 7085 1,425 2,660 5,699 3,039
Retirement Plan 7089 25,846 45,028 97,989 52,961
Total Benefits 49,358 108,568 223,730 115,162 49%
Contractors
Systems/Software Support 7135 - 3,641 9,700 6,059
Audit - General 7138 22,753 22,903 38,500 15,597
Professional Services 7180 5,325 14,753 60,000 45,247
Total Contractors 28,078 41,297 108,200 66,903 38%
Materials & Supplies
Supplies - Office 7200 1,077 1,578 9,500 7,922
Supplies - General 7203 1,366 2,621 6,000 3,379
Postage 7230 516 2,206 4,750 2,544
Maintenance - Copier 7292 143 143 2,000 1,857
Cellular Service 7313 586 839 1,080 241
Administrative Fees 7499 3,498 7,062 30,000 22,938
FF&E (less than $5,000) 7998 - 888 - (888)
Total Materials & Supplies 7,185 15,336 53,330 37,994 29% Special Department Expenses
Payroll/Benefit Fees 7511 283 930 5,700 4,770
Recruitment Expenses 7519 18,865 36,249 28,000 (8,249)
Membership & Subscriptions 7700 - - 1,750 1,750
Training & Conferences 7710 - - 2,800 2,800
Indirect Cost Allocation Bldg 7896 - 8,300 8,300 -
Indirect Cost Alloc-Info Tech 7897 - 25,740 25,740 -
Indirect Cost Allocation-Ins. 7898 - 57,170 57,170 -
Total Special Department Expenses 19,148 128,389 129,460 1,071 99% Vehicle Expenses
Mileage 7411 9 9 400 391
Total Vehicle Expenses 9 9 400 391 2%
TOTAL ADMINISTRATIVE SERVICES 264,179 572,654 1,123,694 551,040 51% Expenditure Detail By Department - Attachment D
H.1.d
Packet Pg. 81
Attachment: General Fund Expenditure by Dept Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget City of Orinda
General Fund Expenditures By Department
From 7/1/2021 Through 12/31/2021
Quarter 2
Oct - Dec Actual
Current YTD
(July 2021 - Dec
2021) Actual 2021-22 Budget
YTD Budget
Variance
%
Budget
Expended
20 - Police Services
Personnel Services
Salaries & Wages 7055 7,018 16,853 71,320 54,467
Leave Pay-Out 7057 - 6,952 - (6,952)
Overtime 7061 - - 757 757
Temporary - Part-Time 7079 7,216 12,751 50,000 37,249
Total Personnel Services 14,234 36,555 122,077 85,522 30% Benefits
Medicare 7080 220 563 1,846 1,283
Worker's Compensation Ins 7082 - 3,334 3,579 245
Medical & Dental Insurance 7083 207 433 1,766 1,333
LTD & Life Insurance 7084 27 63 407 344
Cash In Lieu Medical Ins. 7085 712 1,472 5,700 4,228
Retirement Plan 7089 1,237 4,044 12,323 8,279
Total Benefits 2,403 9,910 25,621 15,711 39%
Contractors
Systems/Software Support 7135 21,566 46,836 82,500 35,664 Contract Sheriff 7150 727,715 1,273,378 3,950,000 2,676,622 Contract Sheriff - Overtime 7154 96,308 167,715 215,000 47,285 Contract Sheriff - Dispatch 7157 27,242 45,403 132,000 86,597 CCC Animal Control Contract 7165 32,268 64,536 130,000 65,464 Professional Services 7180 - - - -
Total Contractors 905,099 1,597,867 4,509,500 2,911,633 35% Materials & Supplies
Supplies - Office 7200 51 51 2,530 2,479
Supplies - General 7203 1,017 2,482 16,700 14,218
Postage 7230 109 202 620 418
Maintenance - Other Equipment 7291 1,213 1,213 5,700 4,487 Maintenance - Copier 7292 151 151 2,000 1,849
Cellular Service 7313 2,835 4,727 12,400 7,673
Administrative Fees 7499 1,704 3,656 18,600 14,944
FF&E (less than $5,000) 7998 - 1,688 10,000 8,312
FF&E (more than $5,000) 7999 - - - -
Total Materials & Supplies 7,080 14,169 68,550 54,381 21% Special Department Expenses
Insurance - Liability 7501 - - 500 500
Investigation Costs 7520 10,081 15,256 45,000 29,744
Reserve Program 7528 - - 500 500
Uniforms / Equipment 7541 1,654 2,272 5,100 2,828
Membership & Subscriptions 7700 588 391 2,000 1,609
Training & Conferences 7710 978 1,004 7,000 5,996
Indirect Cost Alloc. - Fleet 7895 80 82,700 82,620 (80) Indirect Cost Allocation-Bldg Svc7896 - 21,550 21,550 - Indirect Cost Allocation-IT 7897 - 30,890 30,890 -
Indirect Cost Allocation-Ins. 7898 - 11,480 11,480 -
Total Special Department Expenses 13,381 165,544 206,640 41,096 80% Vehicle Expenses
Maintenance - Vehicle 7400 4,873 11,678 43,200 31,522
Gasoline 7401 14,877 24,703 57,500 32,797
Mileage 7411 - - 200 200
Total Vehicle Expenses 19,750 36,381 100,900 64,519 36% TOTAL POLICE 961,946 1,860,426 5,033,288 3,172,862 37%
Expenditure Detail By Department - Attachment D
H.1.d
Packet Pg. 82
Attachment: General Fund Expenditure by Dept Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget City of Orinda
General Fund Expenditures By Department
From 7/1/2021 Through 12/31/2021
Quarter 2
Oct - Dec Actual
Current YTD
(July 2021 - Dec
2021) Actual 2021-22 Budget
YTD Budget
Variance
%
Budget
Expended
35 - Public Works
Personnel Services
Salaries & Wages 7055 219,784 417,711 995,859 578,148
Comptime Payout 7056 - - - -
Leave/Float Holiday Payout 7057 5,857 52,210 25,417 (26,793) Standby Compensation 7060 3,311 5,808 14,022 8,214
Overtime 7061 433 475 4,686 4,211
Temporary - Other 7079 2,769 2,769 - (2,769)
Total Personnel Services 232,153 478,972 1,039,984 561,012 46% Benefits
Medicare 7080 3,529 7,209 15,323 8,114
Worker's Compensation Ins 7082 - 34,195 36,719 2,524
Medical & Dental Insurance 7083 24,078 50,849 127,304 76,455 LTD & Life Insurance 7084 993 1,851 5,136 3,285
Cash In Lieu 7085 5,153 8,796 16,812 8,016
Retirement Plan 7089 36,342 76,187 167,865 91,678
Total Benefits 70,095 179,087 369,159 190,072 49%
Contractors
Systems/Software Support 7135 - - 3,100 3,100
Contracts (Cost Recovery) 7171 23,260 23,260 100,000 76,740 Professional Services 7180 52,522 56,407 100,000 43,593 Guardrail Repair / Replace 7188 - - 30,000 30,000
Drainage 7191 26,942 26,942 50,000 23,058
Hydrauger Cleaning 7192 - - 15,000 15,000
Tree Trimming 7196 16,650 16,650 30,000 13,350
Pavement/Shoulder Repair 7198 24,634 24,634 60,000 35,366 Striping/Marking 7199 - 9,554 10,000 446
Maint. Right-of-Way 7534 1,569 2,148 15,000 12,852
Repairs & Improvements 7540 - - 15,000 15,000
Total Contractors 145,577 159,594 428,100 268,506 37%
Materials & Supplies
Permit Fees 7129 - - 1,000 1,000
Supplies - Office 7200 621 914 2,500 1,586
Supplies - General 7203 8,057 8,496 11,800 3,304
Postage 7230 186 372 1,200 828
Maintenance - Copier 7292 239 239 3,600 3,361
Utilities - Electric 7303 6,860 9,610 25,200 15,590
Utilities - Water 7304 - 1,003 2,700 1,697
Utilities - Garbage -Landfill 7309 1,210 1,210 - (1,210) Cellular Service 7313 3,455 5,287 9,270 3,983
Cellular Service 7998 - - 1,000 1,000
Total Materials & Supplies 20,627 27,131 58,270 31,139 47% Special Department Expenses
Legal Notices 7508 - - 300 300
Safety Program Expenses 7515 - - 2,500 2,500
Maintenance Signals 7531 - 50,563 50,000 (563)
Traffic Control Signs 7532 1,093 3,983 15,450 11,467
Street Name Signs 7535 - 879 1,600 721
Uniforms / Equipment 7541 1,166 1,941 6,000 4,059
Rental - Equipment 7610 - 137 13,000 12,864
Membership & Subscriptions 7700 180 5,104 7,800 2,696
Training & Conferences 7710 90 90 4,000 3,910
Indirect Cost Alloc. - Fleet 7895 - 20,950 20,950 -
Indirect Cost Allocation-Bldg Svc7896 - 25,060 25,060 - Indirect Cost Allocation-IT 7897 - 51,480 51,480 -
Indirect Cost Allocation-Ins. 7898 - 110,200 110,200 -
Total Special Department Expenses 2,529 270,387 308,340 37,953 88% Vehicle Expenses
Maintenance - Vehicle 7400 1,504 3,068 16,000 12,932
Gasoline 7401 7,712 13,173 26,000 12,828
Mileage 7411 498 736 3,000 2,264
Total Vehicle Expenses 9,714 16,977 45,000 28,023 38%
TOTAL PUBLIC WORKS 480,695 1,132,148 2,248,853 1,116,705 50% Expenditure Detail By Department - Attachment D
H.1.d
Packet Pg. 83
Attachment: General Fund Expenditure by Dept Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget City of Orinda
General Fund Expenditures By Department
From 7/1/2021 Through 12/31/2021
Quarter 2
Oct - Dec Actual
Current YTD
(July 2021 - Dec
2021) Actual 2021-22 Budget
YTD Budget
Variance
%
Budget
Expended
40 - Parks & Recreation / Facilities
Personnel Services
Salaries & Wages 7055 191,962 332,237 741,906 409,669
Leave/Float Holiday Payout 7057 4,173 8,197 9,276 1,079 Overtime 7061 225 225 2,401 2,176
Temporary - Other 7079 20,761 38,059 110,000 71,941
Total Personnel Services 217,120 378,718 863,583 484,865 44% Benefits
Medicare 7080 3,166 5,518 12,605 7,087
Worker's Compensation Ins 7082 - 27,640 29,682 2,042
Medical & Dental Insurance 7083 36,635 67,943 177,103 109,160 LTD & Life Insurance 7084 884 1,532 3,299 1,767
Cash In Lieu 7085 1,425 2,660 3,922 1,262
Retirement Plan 7089 31,610 54,815 120,821 66,006
Total Benefits 73,719 160,109 347,432 187,323 46%
Contractors
Systems/Software Support 7135 - 25,781 32,400 6,619
Adult Enrichment Instructors 7172 14,738 18,808 100,000 81,192 Program Instructors - Youth 7173 74,537 174,649 450,000 275,351 Cleaning Services 7179 24,796 32,353 69,000 36,647
Professional Services 7180 11,512 11,656 14,000 2,344
Graphic Design 7182 465 930 35,000 34,070
Printing Costs 7183 - - 30,000 30,000
Tree Trimming 7196 - - 50,000 50,000
Landscaping 7197 50,696 85,457 191,500 106,043
Repairs & Improvements 7540 25,906 42,479 35,500 (6,979) Total Contractors 202,649 392,115 1,007,400 615,285 39% Materials & Supplies
Supplies - Office 7200 1,018 1,820 3,000 1,180
Supplies - General 7203 31,780 60,252 100,000 39,748
Postage 7230 128 257 10,000 9,743
Maintenance - Copier 7292 201 201 2,700 2,499
Maintenance - Building 7297 9,905 24,834 105,000 80,166 Maintenance - Fields 7298 1,980 2,922 25,000 22,078
Utilities - Gas 7302 2,654 6,140 13,700 7,560
Utilities - Electric 7303 25,735 44,856 88,410 43,554
Utilities - Water 7304 39,722 90,205 148,600 58,395
Utilities - Sewer 7305 4,419 4,419 8,000 3,581
Taxes/Assessments 7310 1,618 1,618 3,100 1,482
Cellular Service 7313 1,145 2,196 5,000 2,804
Administrative Fees 7499 4,302 12,295 30,000 17,705
FF&E (less than $5,000) 7998 - - - -
Total Materials & Supplies 124,608 252,016 542,510 290,494 46% Expenditure Detail By Department - Attachment D
H.1.d
Packet Pg. 84
Attachment: General Fund Expenditure by Dept Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget City of Orinda
General Fund Expenditures By Department
From 7/1/2021 Through 12/31/2021
Quarter 2
Oct - Dec Actual
Current YTD
(July 2021 - Dec
2021) Actual 2021-22 Budget
YTD Budget
Variance
%
Budget
Expended
40 - Parks & Recreation / Facilities
Special Department Expenses
Uniforms/Equipment 7541 8,681 21,440 32,500 11,060
Referees 7543 2,294 2,294 30,000 27,706
Teen Activities 7547 - - 1,000 1,000
Rental - Equipment 7610 6,692 9,305 10,500 1,195
Rental - Transportation 7611 - 988 10,000 9,012
Rental - Rooms/Fields/Pool/Gym7612 - 741 27,000 26,259
Membership & Subscriptions 7700 855 1,205 3,500 2,295
Training & Conferences 7710 825 895 3,000 2,105
Meetings 7720 15 15 400 385
Indirect Cost Alloc-Fleet 7895 - 6,260 6,260 -
Indirect Cost Allocation-Bldg Svc7896 - 67,450 67,450 - Indirect Cost Allocation-IT 7897 - 51,480 51,480 -
Indirect Cost Allocation-Ins. 7898 - 135,510 135,510 -
Total Special Department Expenses 19,361 297,583 378,600 81,017 79% Vehicle Expenses
Maintenance - Vehicle 7400 476 476 3,950 3,474
Gasoline 7401 1,450 2,118 2,100 (18)
Mileage 7411 - - 100 100
Total Vehicle Expenses 1,926 2,593 6,150 3,557 42%
TOTAL PARKS & REC / FACILITIES 639,384 1,483,134 3,145,675 1,662,541 47% 47 - Library
Contractors
Systems/Software Support 7135 - - 100 100
Cleaning Services 7179 1,679 2,188 6,750 4,562
Repairs & Improvements 7540 563 563 2,250 1,687
Total Contractors 2,242 2,751 9,100 6,349 30%
Materials & Supplies
Supplies - General 7203 500 898 700 (198)
Maintenance - Building 7297 1,692 2,438 4,500 2,062
Telephone 7300 49 82 210 128
Utilities - Gas 7302 1,505 2,482 3,800 1,318
Utilities - Electric 7303 4,062 7,337 12,680 5,343
Utilities - Water 7304 944 1,686 3,045 1,359
Utilities - Sewer 7305 1,260 1,260 840 (420)
Total Materials & Supplies 10,012 16,182 25,775 9,593 63% Special Department Expenses
Insurance - Property 7503 - 2,073 3,000 928
Total Special Department Expenses - 2,073 3,000 928 69% TOTAL LIBRARY 12,254 21,006 37,875 16,869 55%
Expenditure Detail By Department - Attachment D
H.1.d
Packet Pg. 85
Attachment: General Fund Expenditure by Dept Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget City of Orinda
General Fund Expenditures By Department
From 7/1/2021 Through 12/31/2021
Quarter 2
Oct - Dec Actual
Current YTD
(July 2021 - Dec
2021) Actual 2021-22 Budget
YTD Budget
Variance
%
Budget
Expended
55 - Planning
Personnel Services
Salaries & Wages 7055 105,971 197,622 529,007 331,385
Leave/Float Holiday Payout 7057 - 15,047 12,910 (2,137) Overtime 7061 459 673 4,600 3,927
Temporary - Other 7079 3,727 9,152 20,000 10,848
Total Personnel Services 110,156 222,494 566,517 344,023 39% Benefits
Medicare 7080 1,656 3,272 8,297 5,025
Worker's Compensation Ins 7082 - 18,245 19,592 1,347
Medical & Dental Insurance 7083 9,002 19,335 86,755 67,420 LTD & Life Insurance 7084 496 868 2,789 1,921
Cash In Lieu 7085 1,425 2,660 5,699 3,039
Retirement Plan 7089 16,958 34,227 87,499 53,272
Total Benefits 29,537 78,607 210,631 132,024 37%
Contractors
Systems/Software Support 7135 - - 4,120 4,120
Contracts (Cost Recovery) 7171 9,605 13,933 100,000 86,068 Minutes Contractor 7178 690 690 2,000 1,310
Professional Services 7180 27,399 39,234 65,000 25,767
Total Contractors 37,694 53,856 171,120 117,264 31%
Materials & Supplies
Supplies - Office 7200 79 257 2,500 2,243
Supplies - General 7203 182 231 1,000 769
Postage 7230 186 372 1,100 728
Maintenance - Office Equipment 7290 - - 200 200
Maintenance - Copier 7292 451 494 7,500 7,006
Cellular Service 7313 1,114 1,851 3,700 1,849
Administrative Fees 7499 5,281 9,107 5,000 (4,107)
FF&E (Less than $5,000) 7998 - - 500 500
Total Materials & Supplies 7,294 12,312 21,500 9,188 57% Special Department Expenses
Legal Notices 7508 246 246 1,500 1,254
Membership & Subscriptions 7700 52 52 800 748
Training & Conferences 7710 - - 10,000 10,000
Meetings 7720 - - 1,000 1,000
Indirect Cost Alloc-Fleet 7895 - 3,580 3,580 -
Indirect Cost Alloc-Bldg Svcs 7896 - 21,580 21,580 -
Indirect Cost Allocation-IT 7897 - 51,480 51,480 -
Indirect Cost Allocation-Ins. 7898 - 58,920 58,920 -
Total Special Department Expenses 298 135,858 148,860 13,002 91% Vehicle Expenses
Maintenance - Vehicle 7400 150 150 700 550
Gasoline 7401 - 53 600 547
Mileage 7411 - - -
Total Vehicle Expenses 150 203 1,300 1,097 16%
TOTAL PLANNING 185,130 503,329 1,119,928 616,599 45%
TOTAL GENERAL FUND
(GENERAL PURPOSE) Includes Transfers 2,939,722 6,699,505 14,925,505 8,226,000 45% Expenditure Detail By Department - Attachment D
H.1.d
Packet Pg. 86
Attachment: General Fund Expenditure by Dept Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget City of Orinda
General Fund Expenditures By Department
From 7/1/2021 Through 12/31/2021
Quarter 2
Oct - Dec Actual
Current YTD
(July 2021 - Dec
2021) Actual 2021-22 Budget
YTD Budget
Variance
%
Budget
Expended
FOR DETAIL SEE ADD-ON TAXES DETAIL SCHEDULE
Measure L Add-On Sales Tax - Fund #105
(Measure L - 1/2 Cent Sales Tax )
TOTAL Measure L Add-On Sales Tax 63,570 99,838 2,666,515 2,566,677 4% Measure R Add-On Sales Tax - Fund #106
(Measure R - 1 Cent Sales Tax )
TOTAL Measure R Add-On Sales Tax 203,154 525,150 1,246,585 730,544 42%
GRAND TOTAL GENERAL PURPOSE
+ ADD-ON SALES TAXES (Measure
L & Measure R)
3,206,446 7,324,493 18,838,605 11,523,222 39%
Expenditure Detail By Department - Attachment D
H.1.d
Packet Pg. 87
Attachment: General Fund Expenditure by Dept Jul-Dec (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget CITY OF ORINDA Budget Change #015-2022
MID-YEAR BUDGET ADJUSTMENTS GENERAL PURPSE GENERAL FUND Proposed On Staff Report 3/1/2022 Posting Date - 2/28/2022 Fund Dept Pgm Acct BUDGET FY 2021-2022 Adjustment Revised Budget Description Revenue
Documentary Transfer Tax 100 00 00 4102 300,000 100,000 400,000 During first six months more sales activity than expected.Prop Tax In Lieu Vehicle Fees 100 00 00 4103 2,480,000 45,000 2,525,000 Increase based on on actual growth factor no longer estimate Sales Tax 100 00 00 4105 1,090,000 125,000 1,215,000 Projection based on actual data for sales July - SeptMiscellaneous Revenue 100 00 00 4190 1,500 18,500 20,000 Increase based on actual dataParking Fines 100 00 00 4235 65,000 (40,000) 25,000 Only minimal activity occurring due to pandemic Revenue Sub-Total (No Department) 248,500
Expenditures
Parks & Recreation
Facilties Repairs & Maint 100 40 50 7540 52,750 100,000 152,750 Heavy storms in the fall resulted in water damage at City Hall and the Community Center Facilities Sub-Total 100,000
Various Departments - Leave Pay-out
Police Admin - Leave Pay-out 100 20 10 7057 - 7,000 7,000 Significan unforseen resignationPublic Works Admin- Leave Pay-out 100 35 10 7057 25,417 69,000 94,417 leave-payoutsPlanning Admin- Leave Pay-out 100 20 10 7057 12,910 2,000 14,910 "Admin Services Finance- Leave Payout 100 20 26 7057 12,003 52,000 64,003 " Leave Pay-out Sub-Total (Various Departments) 130,000
Non-Departmental - OPEB Contribution To Trust
Retiree Medical Expense 100 00 00 7086 9,500 18,500 28,000 Accumulated Deferred Comp forfeitures Sub-Total 18,500
H.1.e
Packet Pg. 88
Attachment: General Fund Proposed Adjustments (2699 : Quarterly Financial Report (2nd Qtr FY 2021-
CITY OF ORINDA - FUNDS OTHER THAN GENERAL PURPOSE GENERAL FUND / TRANSFERS MID-YEAR BUDGET ADJUSTMENTS Budget Change #015-2022
Based On Staff Report 3/1/2022 Posting Date - 2/28/2022 Fund Dept Pgm Acct BUDGET FY 2021-2022 Adjustment Revised Budget Description ARPA State & Local Fiscal Relief Fund #256
Expenditures
Consulting Services 256 00 00 7180 - 150,000 150,000
IT Master Plan and Records Management System Implementation Project #3100 Glorietta Rheem SD Repair 256 00 00 7126 - 950,000 950,000 Currently anticpated construction in FY 23-24Project #3100 Glorietta Rheem SD Repair 256 00 00 7127 - 50,000 50,000 Currently anticpated construction in FY 23-24Project #3101 Orchard SD Repair 256 00 00 7126 - 950,000 950,000 Currently anticpated construction in FY 23-24Project #3101 Orchard SD Repair 256 00 00 7127 - 50,000 50,000 Currently anticpated construction in FY 23-24Project #3102 Ivy Drive SD Repair 256 00 00 7126 - 950,000 950,000 Currently anticpated construction in FY 23-24Project #3102 Ivy Drive SD Repair 256 00 00 7127 - 50,000 50,000 Currently anticpated construction in FY 23-24 Expenditure Sub-Total Fund #256 3,150,000
Add-On Sales Tax (1 cent 2020 Measure R) Fund #106
Expenditures
Consulting Services 106 10 13 7180 - 80,000 80,000 Emergency Evacuation StudyProject #3100 Glorietta Rheem SD Repair 256 00 00 7126 - (950,000) (950,000) Currently anticpated construction in FY 23-24 Project #3100 Glorietta Rheem SD Repair 256 00 00 7127 - (50,000) (50,000) Currently anticpated construction in FY 23-24Project #3101 Orchard SD Repair 256 00 00 7126 - (950,000) (950,000) Currently anticpated construction in FY 23-24 Project #3101 Orchard SD Repair 256 00 00 7127 - (50,000) (50,000) Currently anticpated construction in FY 23-24Project #3102 Ivy Drive SD Repair 256 00 00 7126 - (950,000) (950,000) Currently anticpated construction in FY 23-24 Expenditure Sub-Total Fund #106 (2,870,000)
H.1.f
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Attachment: Proposed Adjustments-Other Funds (2699 : Quarterly Financial Report (2nd Qtr FY 2021- H.1.g
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Packet Pg. 101 Attachment: July 20, 2021 ARPA Staff report (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget AdjustmeQuarterly H.1.g
Packet Pg. 102 Attachment: July 20, 2021 ARPA Staff report (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget AdjustmeQuarterly H.1.g
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Packet Pg. 113 Attachment: July 20, 2021 ARPA Staff report (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget AdjustmeQuarterly City Council
Staff Report
Agenda Item: H.3
Date: August 3, 2021
Department: Finance
AGENDA TITLE: Proposed Local Priority Spending Categories American Rescue Plan (ARP) Federal Local Fiscal Recovery Funds
RECOMMENDATION:
1) Receive the Staff Report and public testimony on the proposed spending categories; 2) Identify any areas where additional information is desired to be presented as part of a proposed plan; 3) Identify adjustments or revisions to the current draft categories and provide direction to Staff; and 4) Confirm the recommended accounting changes to establish a separate fund and accrue interest for eligible uses.
BACKGROUND:
At the July 20, 2021 City Council Meeting, Staff provided the City Council with background information on the City’s receipt of Federal Grant Funds in response to the COVID-19 Pandemic. The Staff Report (excluding the formal grant paperwork) has been included as Attachment A to this report. This includes the Staff Report; Department of Treasury Program Summary; and the List of Unfunded Projects included in the CIP.
Key highlights of how the State and Local Fiscal Recovery Funds (CSLFRF) as made available to the City of Orinda include the following (for detail refer to Attachment A):
City of Orinda one-time funding to be received $4,767,722 Note: Funds are a one-time source and the City Council concurred with the City Manager that the programming of them should also be limited to one-time expenditures.
July 2021 City Received - $2,383,861 will also receive $2,383,861 July 2022 City will need to formally obligate (budget) by 12/31/2024 All funds awarded must be spent by 12/31/2026
Funds were not programmed or included in the City Biennial Budget FY 2021- 22 and 2022-2023 nor in the City 5 Year CIP
Grant Eligible Federal Program Categories Presented July 20, 2021 Note: Direction provided by the City Council to Staff at the July meeting was to focus on Category C (General Government Services) and D Infrastructure - storm water. The City Council also concurred that the number and scope of projects should be limited to insure project management can be achieved with the resources available.
A) Covid-19 response costs and/or addressing negative economic impacts B) Premium pay for eligible workers – prioritized for “lower income” and must involve regular in-person interactions and/or handling items handled by others H.1.h
Packet Pg. 114 Attachment: August 3, 2021 ARPA Staff Report (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget AdjustmeQuarterly C) Government Services (Limited by “loss of revenue” formula / calculation) D) Infrastructure – Broadband, Water , Sewer (Storm water) Calculation of the Amount Available For General Government Services Note: The City calculated its revenue loss based on the two alternate formulas allowed under the Interim Final Rules issued by the Federal government. The planned direction presented in July was to use the 4.1% factor rather than a custom factor based on City of Orinda historical revenue. The Revenue Loss can be calculated / measured as of December 31st 2020; 2021; 2022; and 2023
The December 2020 measurement for Orinda is $1,904,768 using the 4.1% base. (If the City elected the Orinda historical average the preliminary calculated result is $4,533,331).
These funds can be used for any government service excluding debt service, replenishing reserves, and pension plan deposits.
Staff have prepared a listing of Local Spending Priority Categories for the City Council to consider as the framework for a spending plan. The feedback received from this meeting will be incorporated into a document that can be adopted by the City Council at a future meeting. Prior to that meeting Staff will also present the plan to the Finance Advisory Committee for any additional input.
DISCUSSION:
Disclosure: Federal Regulations May Alter Future Reports As explained at the July 20, 2021 City Council meeting, some elements of the regulation of these funds remain in flux. The Treasury Department was accepting comments until July 16, 2021 on the Interim Final Rule. It is anticipated that these will result in some revisions to the existing rules. Indications were that work on revisions was underway prior to the closure of the comment period and something may be issued by the end of August. As such, future reports may include additional modifications to the current proposed approach.
Recommended Accounting Changes – Establish New Fund
In order to segregate the funds received a new Fund #256 ARPA State & Local Fiscal Relief has been created in the financial Chart of Accounts. Although the current rules would allow the City to accrue the interest in the General Fund to be used for any purpose, Staff is recommending that the interest earnings from these funds be retained within Fund #256 and used for identified projects. For annual reporting purposes this fund may be consolidated with the Federal Grant Fund to simplify the Annual Financial Reports.
Proposed Format To Solicit Input On Development Of Spending Plan The purpose of this presentation is to solicit input on the framework of proposed onetime spending from the Federal Funds. At the meeting Staff will have a worksheet showing the total funds available and then the limits of: “General Services Based On Revenue Loss Calculation;” and “Infrastructure – Storm water”.
H.1.h
Packet Pg. 115 Attachment: August 3, 2021 ARPA Staff Report (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget AdjustmeQuarterly Within any of the Local Categories below the City Council may wish to reallocate the proposed projects and/or change the allocated amounts. At this time Staff is not recommending use of the funds for any projects already identified and funded in the adopted 2021-2025 CIP. The exception is the storm water Projects that are the only option for the Infrastructure category.
In the descriptions Staff have also included notes related to any limitations or significant factors that could impact the final plan. At this preliminary stage the costs presented have not incorporated any allowance for additional Project Management / temporary resources. As the plan is developed Staff will evaluate the areas of proposed projects, current workloads, and whether any supplemental assistance is needed.
PROPOSED LOCAL PRIORITY SPENDING CATEGORIES
I. Local Roads Safety Plan Implementation
Total: $150,000 (7.9% of General Government Services Allocation) Included in the adopted CIP for FY 2021/2022 is undertaking the development of a Local Roads Safety Plan, which is funded through a recently secured $40,000 grant (Note: Road Safety Plan grant is from a Federal source).
Once the Safety Plan is completed, this plan will identify needed improvements to enhance safety on the City’s network of streets, such as a possible guardrail along a section of Overhill Road (though staff would recommend that no projects be undertaken until the LRSP is completed which would asses and validate the need for any safety measures). Projects identified through a Local Roads Safety Plan have priority access to certain grant funds. (Note: If the grant is from a Federal source ARPA funds cannot be used as a match). These funds could be programmed in the future by action of the City Council to: a) provide a grant match where eligible; or b) for the direct implementation of projects identified in the Road Safety Plan.
I. a) If eligible Matching Funds and/or Project Implementation $100,000 I. b) Potential Overhill Road Guardrail* $ 50,000
*Subject to Safety Plan findings / priorities
I. c) Other Suggestions? ______________________________ II. Facility Maintenance Major Components (General Government Services) Total: $560,955 (29.5% of General Government Services Allocation) There is significant deferred maintenance for City facilities which have been recently catalogued in a number of facilities assessments. An allocation can be made to fund high priority projects which would be presented to the City Council for approval. Recent input from the vendor who services the Library Elevator recommended a Major Modernization of the elevator equipment that services public access to both the Library Community Center. Staff have not conducted an evaluation of alternatives to the proposed scope which is estimated to cost $180,000. For discussion purposes Staff have begun by assigning 20% of the available General Services Funds to future projects and a separate amount for the Library Elevator.
II. a) 20% Allocation $380,954
II. b) Library Elevator Replacement $180,000
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Packet Pg. 116 Attachment: August 3, 2021 ARPA Staff Report (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget AdjustmeQuarterly II. c) Other Suggestions? ______________________________ III. Assessment of Technology Deployment And Enhancements Total: $500,000 (26.2% of General Government Services Allocation) Expenditures of a one-time nature to support more efficient City operations would be a good use of these one-time funds. Given the broad expansion of technology used to support government operations, it is prudent to consider the professional preparation of an independent assessment of the current technology in place and development of a multi-year plan for priority enhancements. The initial plan would review hardware, security, software, integration hardware and software; and current levels of support. A Strategic IT Plan would make recommendations on priorities and provide budgetary cost estimates over multiple years of the plan. Once a plan was in place it could set the stage for selecting targeted improvement projects, especially those that may reduce the level of risk exposure. To date the City has not invested in an electronic records management system. As the City ages the archiving of records in a system that can provide improved access would provide long term benefits.
It is worth noting that in the current environment many technology services are offered under an arrangement of a “Software as a Service” (SaaS), which imposes on-going maintenance and/or subscription fees and would impact the on-going operating budget.
It may be determined that the efficiencies would create an offset to the additional costs.
This element of on-going costs should be evaluated further as part of the IT Strategic Plan and / or as any specific change is recommended.
III. a) Information Technology Assessment & Strategic Plan $100,000 III. b) Funding to Implement Key IT Plan Recommendations $200,000 III. c) Records Management System $200,000
III. d) Other Suggestions? ______________________________ IV. Underfund/Unfunded Capital Projects
$ Remaining If No Change I-III and $137,046 is allocated to V-Storm Drain:
$556,767 (29.2% of General Government Services Allocation) An allocation could be made for any of the projects on the Underfunded/Unfunded Capital Projects list. These could either be a full allocation for selected projects, or funding sufficient to proceed with deign for high priority projects which may be good candidates for grants as shovel ready projects are more likely to secure grant funding.
These could include parks and other projects of community benefit, especially those which do not have any dedicated sources of funding. From the unfunded CIP list the Parks & Recreation Director suggests the Oaks Park Restroom Replacement (#24 Unfunded List) as a potential candidate. The facility current facility is a wood frame with shake roof and records show it was built in 1992. The estimated cost is $100,000.
IV. a) Other Suggestions? ______________________________ V. Storm Water Infrastructure
As discussed at the July 20, 2021 meeting the only likely category of infrastructure use for the Storm water related projects. Staff is continuing to evaluate the regulations on H.1.h
Packet Pg. 117 Attachment: August 3, 2021 ARPA Staff Report (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget AdjustmeQuarterly the use of funds in this category. As currently written in order to be eligible the project must be conducted under the Federal Clean Water Program guidelines and “storm water projects must have a water quality benefit.”
There six critical storm drain projects about to start design. Because of permitting and other aspects they are listed as separate projects, however, for efficiency it is expected to use a single design team and the projects will likely be grouped for construction.
Three of the projects with an estimated $3.0 million construction budget, are currently programmed for construction in FY 2022/2023. The remaining three projects have an estimated construction budget of $3.8 million and are not projected to be under construction until FY 2024/2025, which depending on final schedules could be in jeopardy of not being completed by 2026.
Given that storm drain projects and these in particular, are high priority; Staff would propose to use construction costs for the 2023/2024 construction cost of this Federal Clean Water Act projects. This would fully commit the Infrastructure Funds of $2,862,954 as well as $137,046 of General Services Funds. (Original Grant $4,767,722 less amount calculated as revenue loss $1,904,768 = $2,862,954 available for Infrastructure).Although no funds are budgeted in the current two-year budget for these projects, the CIP had programmed the use of Measure R funds. This would provide an opportunity to program in the future the Measure R funds for another use.
Staff will continue to evaluate the any amendments to the guidelines which may be issued to identify the most flexible option to achieve the storm water priority projects. If required the final proposed plan may incorporate other clean water program improvements or costs, such as consideration of replacement street sweeping equipment.
V. a) 2023/2024 Storm Water Project Estimated Construction $3,000,000 V. b) Other Suggestions? ______________________________ NEXT STEPS:
Staff will take the input from this meeting and evaluate any areas where the City Council desires to have more information. Information on the proposal will also be presented to the Finance Advisory Committee at a public meeting. A final proposed framework for spending will be brought back to the City Council for adoption at a future meeting.
FISCAL IMPACT:
The total grant funds to be received by the City are $4,767,722. The funds have significant restrictions on their use and impose additional reporting and audit requirements. The funds must be obligated by December 31, 2024 and expended by December 31, 2026.
ATTACHMENTS:
A. City Council Staff Report 2021 07 20 ARP (Excludes Grant Application) H.1.h
Packet Pg. 118 Attachment: August 3, 2021 ARPA Staff Report (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget AdjustmeQuarterly Respectfully Submitted by:
Paul Rankin
Administrative Services Director
Prepared By: Paul Rankin, Administrative Services Director Approved by:
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Packet Pg. 119 Attachment: August 3, 2021 ARPA Staff Report (2699 : Quarterly Financial Report (2nd Qtr FY 2021-2022) Mid Year Budget AdjustmeQuarterly