Report to Mayor and City Council
Tuesday, November 21, 2023
Consent
SUBJECT:
Title
CONSIDER ADOPTION OF RESOLUTION NO. 23-186 “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2023-24 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS" TO CORRECT RESOLUTION NO. 23-160 (CITY COUNCIL)
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I. SUMMARY
On November 7, 2023, the City Council awarded four (4) three-year contracts for annual pavement maintenance in District 1, District 2, District 3, and District 4. In addition to the contract award, Council also approved Resolution No. 23-160 to allocate funds from the Reserve Fund to cover the cost of year one of the contracts. Resolution No. 23-160 contained an incorrect transfer amount of $12,000,000 resulting in the need to clarify that the amount being allocated from the Reserve funds for year one of all four contracts is $8,000,000. Therefore, city staff proposes that City Council adopt Resolution 23-186 to ensure that the appropriate funds are allocated to General Fund Public Works Roadway Maintenance account for the annual pavement management contracts. This Resolution, when adopted, will replace, and supersede Resolution No. 23-160 previously adopted by the City Council.
II. RECOMMENDATION
Recommendation
ADOPT Resolution No. 23-186, “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2023-24 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS” appropriating $8,000,000 from General Fund Reserve Fund, to cover the cost of year one of all four (4) pavement maintenance contracts (Exhibit 1)
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III. ALTERNATIVES
1. DO NOT ADOPT Resolution No. 23-186; however, this will result in an identification of an incorrect amount of funds to be appropriated from the General Fund Reserve Fund.
2. TAKE another action the City Council deems appropriate, consistent with the requirements of the law.
IV. BACKGROUND
On November 7, 2023, staff presented four annual pavement maintenance contracts to City Council for approval. Each contract’s not-to-exceed contract amount totaled $8,000,000, which includes a year-one designation of $2,000,000 and a not-to-exceed amount of $3,000,000 designated per year for years three and four of the contract term. It was noted in the Staff Report that funds were not included in the adopted FY 2023-24 budget, and if Council approved of the awards, $8,000,000 would need to be appropriated to cover the cost of year-one of all four contracts. Council approved the contract awards and the associated Resolution No. 23-160 (Exhibit 2) that would approve and authorize the movement of funds from the Reserve Fund to the General Fund Public Works Roadway Maintenance account.
After the City Council meeting, it was discovered that the resolution presented to and approved by Council incorrectly stated the amount being allocated from the Reserve Fund - it read $12M instead of $8M.
Staff therefore requests the City Council adopt Resolution No. 23-186 to correct the incorrect amount presented in Resolution No. 23-160. It should be noted that Resolution No. 23-160 has not been executed by the Mayor.
V. FISCAL IMPACT
If Resolution 23-186 is approved, $8,000,000 will be transferred from the Reserve Fund to General Fund Public Works Roadway Maintenance account 101-80-840-281-6019 to cover year 1 of all four (4) annual pavement maintenance contracts as identified in Exhibit 1, Resolution No. 23-186.
VI. EXHIBITS
1. Resolution 23-186 (pgs. 4-6)
2. Resolution 23-160 (pgs. 7-8)
Prepared by: Arlington Rodgers, Public Works Director and Kanesha Pompey, Administrative Analyst