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AGENDA ITEM REVIEW FORM
7.B.
Regular City Council Meeting
Meeting Date:
05/14/2025
Department Head:
Roula Encinas
Submitted By:
Roula Encinas, Director of Finance, Finance Department
Action Requested:
Motion

ITEM:

Discussion and possible action on any all matters regarding authorization to reallocate Fiscal Year 2025 budget capacity to projects that staff requested in the Fiscal Year 2026 Budget, and to waive the procurement code as allowed under San Luis Purchasing Code Section 3.05.010 (F). (Roula Encinas, Director of Finance)

SUMMARY:

The City has been informed that the manufactured restroom unit for East Community Park, originally budgeted at $350,000 for Fiscal Year 2025, will not be delivered by June 30, 2025. As a result, there is available budget capacity in the current fiscal year, while the expense will now shift to the FY 2026 budget.

As part of our budget strategy to help alleviate next year's expenditures and effectively use the City's resources, we are requesting Council approval for the following:

  1. Reallocate unused FY 2025 budget capacity from the East Community Park restroom project to fund critical capital items included in the proposed FY 2026 budget that can be purchased and received before the end of the current fiscal year.
  2. To waive the formal purchasing procedures as allowed under San Luis Purchasing Code Section 3.05.010 (F) for all listed equipment purchases to facilitate the procurement process and ensure items arrive before the end of the fiscal year.
The items that are available to purchase:
  • PW Admin Toyota Tacoma $42,187.51
  • Plotter for Engineering $6,762.00
  • Engineering Pickup Ford F-150 $48,834.57 
  • Highway Users Ford F350 Service Truck $84,546.13
  • Wastewater Bobcat Skid-Steer Loader $78,867.62
  • Parks Ground Toro Proline H800 with high-lift dump $46,301.24
Additionally, staff recommends utilizing available budget capacity in FY 2025 to purchase one additional pick-up F-150 for the Engineering department for $48,834.57. This vehicle was not included in the FY 2026 budget but is essential to the department's operations.

RECOMMENDATION / SUGGESTED MOTION:

I MOVE TO APPROVE THE BUDGET TRANSFER AS PRESENTED IN THE FISCAL IMPACT OF THIS AGENDA ITEM TO COMPLETE IN FISCAL YEAR 2025 FOR CAPITAL PROJECTS REQUESTED FOR FISCAL YEAR 2026 BUDGET, AND TO WAIVE THE FORMAL PROCEDURES FOR THE GOOD CAUSE PRESENTED AS ALLOWED UNDER SAN LUIS PURCHASING CODE. ADDITIONALLY, TO AUTHORIZE THE PURCHASE OF THE VEHICLE NOT INCLUDED IN THE BUDGET FOR FY2026.

Fiscal Impact

IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
YES
CITY/STATE/FEDERAL FUNDS:
YES
TOTAL:
$361,300.00
BUDGETED AMOUNT:
See fiscal impact statement
AVAILABLE AMOUNT TO TRANSFER:
See fiscal Impact statement
ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
See fiscal impact statement

FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):

We have budget capacity for the project of the manufactured restroom unit for the East Community Park in the amount of $311,300 that will not be completed in this fiscal year. As a result, this amount remains available in the FY 2025 budget. We also have budget capacity in the salaries account for the Engineering department for the amount of $50,000.00.
Staff is requesting council authorization to reallocate these funds through a budget transfer to support the purchase of the listed capital items, all of which are scheduled to be procured and received by June 30, 2025.
From:
GL Acct GL Name Project Amount
806-144-90015 Capital Outlay - CIP 2025011 $311,300.00
100-770-50000 Salaries $50,000.00
$361,300.00
To:
100-999-90000 Capital Outlay - Equipment 2025071 $42,500.00
100-999-90000 Capital Outlay - Equipment 2025072 $6,800.00
100-999-90000 Capital Outlay - Equipment 2025073 $100,000.00
100-999-90000 Capital Outlay - Equipment 2025076 $47,000.00
200-210-90000 Capital Outlay - Equipment 2025074 $85,000.00
310-311-90000 Capital Outlay - Equipment 2025075 $80,000.00
$361,300.00

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