Budget Adjustments and Monitoring

Budget Adjustments and Monitoring

After approval of the annual budget, staff brings forward budget amendment recommendations to the City Council.  These budget amendments are in response to urgent and unforeseen issues, acceptance of grant funds, or Council direction.  The tables below summarize Council approved budget amendments by fund type.

To keep the Council and public informed regarding the City’s revenues and expenditures, staff presents quarterly reports to the Finance Committee and the City Council with the focus on the General Fund, Enterprise Funds, and the Capital Improvement Fund.  These reports summarize actual expenditures incurred and revenue receipts, discuss any major variances, and highlight major issues.

Council Approved Budget Amendments by Fund Type

The tables below list City Council approved budget amendments by fiscal year and provide links to the corresponding staff reports.  In addition, the City Council approved numerous budget amendments in various funds as part of the approval of the Midyear Budget Review report and the Budget Closing and Comprehensive Annual Financial Report as listed below.

FY 2016

General Fund 

 City Manager Report Title                                                                         Approval Date  Net Budget Change
Approval of Transfer of Transportation Contingency Funds

06/27/2016

($45,000)

Purchase Order for Intrusion Detection System

06/27/2016

$0

Airport Planning & Consulting Services

06/06/2016

($208,008)

Comp Plan 5th Scenario for EIR

05/16/2016

$0

2016 Summer Aquatics Swim Lesson Contract

05/09/2016

$0

Approval of Acceptance of COPS Funds

02/29/2016

$0

Development Center and Business Registry Staffing

02/08/2016

$0

Airplane Noise Consultant

02/08/2016

$0

Ordinance and Resolution for Citywide and Downtown RPP

02/01/2016

($158,329)

Stanford Fire Agreement 3rd Amendment

01/25/2016

($1,350,000)

Amendment No. 1 to Integrated Design 360 Contract

01/11/2016

$0

Add 1.0 FTE Project Manager Position in Public Works

12/14/2015

$21,565

DNV GL Contract Amendment 1

12/14/2015

$0

Golf Course Budget Amendment

 12/14/2015

$0

Approval of a Contract with Cypress Security, Inc. for Track Watch Services

11/16/2015

$328,715

Purchase of One Fire Engine

10/19/2015

$289,265

Purchase of Two Ambulances

10/19/2015

$500,471

 PA Art Center & Jr. Museum & Zoo Creative Ecology Project Grant

09/15/2015

$43,125

 Comprehensive Plan Consultant Contract Increase

 09/15/2015

$482,612

 Project Safety Net - Caltrain Memorandum of Understanding

 08/24/2015

 $390,400

ABC Grant Funding for Law Enforcement & Education

08/17/2015

$41,053

Historic Preservation Certified Local Government Grant

08/17/2015

$37,000

Seismic Hazards & Inventory Study

08/17/2015

$29,432

Residential Permit Parking - Enforcement Contract

06/29/2015

$378,000

Capital Improvement Funds

Fund Name 

 City Manager Report Title

Project Title and Number 

Approval Date 

 Net Budget Change

Capital
Improvement
Fund

Approval of Transfer of Transportation Contingency Funds

Safe Routes to Schools Project (PL-00026)

06/27/2016

$45,000

Capital
Improvement
Fund

Approval of Contract for Channing/Lincoln Storm Drain Improvements - Phase III

Channing/Lincoln Storm Drain Improvements (SD-11101)

06/20/2016

$0

Capital
Improvement
Fund

Contract Amendment for Charleston Arastradero Design Contract

Charleston/Arastradero Corridor Project (PE-13011)

05/16/2016

$0

Capital
Improvement
Fund

Sanitary Sewer Rehabilitation Project 27

Sanitary Sewer Rehabilitation Project 27 (WC-14001)

04/18/2016

$0

Capital
Improvement
Fund

Ordinance and Resolution for Citywide and Downtown RPP

Residential Preferential Parking Project (PL-15003)

02/01/2016

$64,329

Capital
Improvement
Fund

Award of Contract for Quarry Road Improvements Project Design

Quarry Road Improvements & Transit Center Access Project (PL-16000)

01/11/2016

$92,004

Capital
Improvement
Fund

Create New Airport Perimeter Fencing Project and
Close Existing Airfield Electrical Evaluation/Study Project

Airport Perimeter Fencing Project (AP-16003)
Airfield Electrical Study Project (AP-16001)

12/14/2015

$15,431

Capital
Improvement
Fund

Add 1.0 FTE Project Manager Position in Public Works

Infrastructure Management System (TE-13004)

12/14/2015

$32,348

 Capital
Improvement
Fund

 Embarcadero Road Corridor Improvements Project      

 Embarcadero Road Project (PL-15001) 

 10/05/2015

 $337,766


Internal Service Funds

Capital Budget Amendments

 Fund Name

City Manager Report Title 

Project Title and Number 

Approval Date 

Net Budget Change 

Vehicle Equipment &
Replacement Fund

Contract of Leasing Two Aerial Bucket Trucks

Lease and Purchase Option for Two Aerial Bucket Trucks

05/16/2016

($120,569)

 Vehicle Equipment &
Replacement Fund

 Approval of a Purchase Order With American Truck & Trailer Body

 Purchase of Three Utility Vehicles (VR-16000)

 01/11/2016

 $532,638


Enterprise Funds

Operating Budget Amendments

 Fund Name

 City Manager Report Title

 Approval Date

 Net Budget Change

Airport Fund

Airport Planning & Consulting Services

06/06/2016

$208,008

Wastewater Treatment Fund

Approve Advanced Water Purification System and Agreements with SCVWD and Mountain View

05/16/2016

($27,748)

Electric Fund

Contract of Leasing Two Aerial Bucket Trucks

05/16/2016

$120,569

    Electric Fund

Change Order Number 9 for MP Nexlevel Contract No. C15156474

04/04/2016

$0

Fiber Optic Fund

Contract Amendment and Temporary Fiber and Wireless Program
Program Manager (Contract)

11/30/2015

($228,000)

 Electric Fund  

Construction Services Contract for Overhead Distribution System           

   10/19/2015

 $1,000,000


Special Revenue Funds

Fund Name  

 City Manager Report Title       

Approval
Date 
 

Net Budget
Change
 

Downtown RPP Contractual Services Fund

Ordinance and Resolution for Citywide and Downtown RPP

02/01/2016

$94,000

Stanford University Medical Center Fund

Award of Contract for Quarry Road Improvements Project Design

01/11/2016

($92,004)

Residential Housing In-Lieu Fund

BAO for Colorado Park Apartments Loan

12/07/2015

$0

Stanford University Medical Center Fund

Approval of a Contract with Cypress Security, Inc. for Track Watch Services

11/16/2015

($328,715)

 Business Improvement
District Fund

 Business Improvement District Budget Adjustment

 06/29/2015  ($40,000)

FY 2015

General Fund 

City Manager Report Title 

 Approval Date

 Net Budget Change

 Residential Preferential Parking - Online Permit Sales Contract

04/13/2015

$284,068

 On-Call Traffic Data Collection - Services Contract    

04/06/2015

  $15,000

 Residential Preferential Parking - Signage Contract

03/09/2015

$118,500

 Tree Pruning and Removal - Services Contract

03/09/2015

$160,490

 Comprehensive Plan Update - Support Contract

03/02/2015

$157,525

Planning Consultant - Services Contract

02/23/2015

 $98,000

Golf Course Budget Adjustments

02/09/2015

$106,000

COPS Grant Funds for Various Law Enforcement Equipment

01/26/2015

$105,587

Golf Course Restaurant Lease Agreement Amendment

10/06/2014

($23,400)

Business Registry Program

10/06/2014

$0

Loan to the Airport Fund for Legal Service Funding

09/22/2014

$200,000

Extend Golf Course Operations (Sept. 01, 2014 to Feb. 28, 2015)

09/22/2014

$0

Climate Action Plan    

08/18/2014

$233,030

Transportation Management Association Study

08/18/2014

$30,000

Capital Improvement Funds

Fund Name   

City Manager Report Title   

Project Title and Number

Approval Date 

 Net Budget Change

Capital
Improvement
Fund 

 Palo Alto Historical Museum Option To Lease for the Roth Building 

 Roth Building Rehabilitation Reserve 

 06/29/2015

 $3,880,000

Capital
Improvement
Fund

 Contract Award to Walker Parking Consultants for Parking
Technology Design Services
 

 Garage Technologies Project (PL-15002)   

 05/04/2015

 $171,760

Capital
Improvement
Fund

Newell Road Bridge Design Contract

Newell Road/San Francisquito Creek
Bridge Replacement Project
(PE-12044)

04/13/2015

$668,000

Capital
Improvement
Fund

Baylands Sailing Station Accessibility Improvements Grant

City Facility Parking Lot Maintenance Project
(PE-09003)

01/26/2015

$40,000

Capital
Improvement
Fund

Award of Construction Contracts

El Camino Park Restoration Project
(PE-13016)

12/15/2014

$1,343,047

Capital
Improvement
Fund

Junior Museum and Zoo Environmental Review Funding

Rinconada Park Master Plan and Design
(PE-12003)

12/01/2014

$114,565

Capital
Improvement
Fund

El Camino Restoration Project

El Camino Park Restoration (PE-13016)

10/20/2014

$0

Capital
Improvement
Fund

Traffic Signal Upgrade Project

Traffic Signal and ITS Upgrades (PL-05030)

11/17/2014

$915,603

Capital
Improvement
Fund

Rehabilitation of Property Located at 2247 Bryant Street

Emergency Facility Improvements (PF-15005)

08/04/2014

$0

Enterprise Funds

Operating Budget Amendments

Fund Name 

 City Manager Report Title

 Approval Date

 Net Budget Change

Refuse Fund

Residential Curbside Compost Collection Program

03/23/2015

$387,000 

Water Fund 

Utilities Marketing Contract Amendment: SCVWD 

03/16/2015 

$400,000 

Fiber Optics Fund 

Consulting for Fiber-to-the-Premise Master Plan and a Complementary Wireless Network Plan - Services Contract

02/02/2015 

$276,594 

Electric Fund 

Electric Construction Services for Maintenance and Minor
System Improvement Work on the City's Overhead Electric
Distribution System
 

01/12/2015 

$500,000 

Water Fund 

Water Conservation Pilot Programs 

10/20/2014 

$100,000 

Water Fund

2014 Safe Clean Water Grant Program

10/20/2014

$75,000

Airport Fund

Legal Services Funding

09/22/2014

$250,000

Refuse Fund

Street Sweeping Services

09/22/2014

($294,173)

Capital Budget Amendments

 Fund Name

City Manager Report Title 

Project Title and Number 

 Approval Date

Net Budget Change 

Water Fund

Seismic Upgrade of Four Tanks & Three Turnouts 

Water Regulation System Improvements Project Budget (WS-08000) 

06/29/2015 

$786,375 

Electric Fund 

Street Light System Conversion - Final Payment 

Street Light System Conversion (EL-10009) 

05/18/2015 

$184,510 

Refuse Fund 

Design & Environmental Consulting for Sludge
Dewatering and Load Out Facility at Regional 
Water Quality Control Plant - Services Contract 

Biosolids Facility (WQ-140001) 

01/12/2015 

$1,942,651 

Airport Fund

Runway and Taxiway Rehabilitation

Runway and Taxiway Rehabilitation (AP-15003)

10/27/2014

($140,000)

Internal Service Funds

Operating Budget Amendments

Fund Name 

 City Manager Report Title        

 Approval Date

 Net Budget Change

Information Technology Fund 

Regional Public Radio System 

06/22/2015 

$1,000,000 

Information Technology Fund 

Computer Contract 

05/04/2015 

$622,837 

Information Technology Fund 

Microsoft Licenses 

12/15/2014 

$291,617 

General Benefits Fund

Caltrain Go Pass Program

11/10/2014

$80,280

Special Revenue Funds

 Fund Name

 City Manager Report Title

Approval Date 

 Net Budget Change

Residential Housing In-Lieu Fund 

1259 Pine St. Property Sale Authorization; Affordability Funds for Alma St.

06/22/2015 

$375,000 

Residential Housing In-Lieu Fund 

Loan for the Rehabilitation of Stevenson House 

04/20/2015 

$1,000,000 

University Avenue Parking Permit Fund 

On-Call Traffic Data Collection - Services Contract 

04/06/2015 

$15,000 

Stanford Medical Center Development
Impact Fee Fund 

Track Watch Contract Amendment 

04/06/2015 

$175,000 

University Avenue Parking Permit Fund

Parking Wayfinding Design Contract

03/09/2015

$104,600

University Avenue Parking Permit Fund 

Continuation of Lot R Parking Valet - Services Contract 

02/23/2015 

$30,000 

Residential Housing In-Lieu Fund

Law Firm of Goldfarb & Lipman LLP - Services Contract

01/12/2015

$150,000

Residential Housing In-Lieu Fund

Palo Alto Housing Corporation Loan Request for 2811 Alma Street

12/08/2014

$600,000

Residential Housing In-Lieu Fund

Housing Trust Silicon Valley Affordable Housing Grant Program

10/27/2014

$200,000

Residential Housing In-Lieu Fund

Loan to the Palo Alto Housing Corporation for the
Colorado Apartments Rehabilitation

09/08/2014

$200,000

Quarterly Financial Status Reports

Quarterly, staff brings forward financial status reports with a focus on the General Fund, Enterprise Funds, Internal Service Funds, and the Capital Improvement Program.  With the Midyear Budget Review and Budget Closing reports, staff also recommends budget amendments for various funds.

 
Fiscal Year 2016

First Quarter Financial Results

Fiscal Year 2015

First Quarter Financial Results

Midyear Budget Review

Third Quarter Financial Results

Year-End Budget Closing

Last Updated: Aug 11, 2016