To: Honorable Mayor and Members of Town Council
From: Aaron Monks, Project Manager
Carl Armijo, Engineering Manager
Title
Resolution Authorizing the Town Manager and Finance Director to Reallocate Approved Funds for the Pavement Maintenance Program (PMP)
Body
________________________________________________________________________________
Executive Summary
This item is requesting Town Council’s Approval of a Resolution (Attachment A) authorizing the Town Manager and Finance Director to reallocate contract funds among existing PMP contracts, for the purpose of expediting construction and payment.
The 2016 PMP is anticipated to be completed under the total appropriated program budget amount. The Town Council approved budget established a total program budget of $6,965,000, account 120-3140-431-40-35 on December 1, 2015.
In order to expedite completion of projects within the PMP, staff is requesting that Town Council authorize the Town Manager and Finance Director to reallocate savings as necessary in certain approved contract to other approved contracts, all within the total Town Council approved budget line item for the 2016 PMP. These reallocations of funds will not increase the total appropriated budget for the program.
Public Works and Finance Department staff recommends approval of the Resolution authorizing the Town Manager and Finance Director to reallocate funds for the PMP.
History of Past Town Council, Boards & Commissions, or Other Discussions
Town Council approved five contracts under the 2016 PMP account. Table 1 (Attachment B) shows the existing construction encumbrances to date with the Council approval dates. All of these items are under the umbrella of the PMP budget of $6,965,000, account 120-3140-431-40-35 approved by Council on December 1, 2015.
Staff presented the Resolution authorizing the Town Manager and Finance Director to reallocate funds for the PMP to the Public Works Commission at their October 3, 2016 meeting. The Public Works Commission voted unanimously to recommend that Town Council approve this Resolution.
Discussion
During the course of the contract period, some additional work is identified in some contracts while savings are realized in others. In order to improve administrative efficiencies, the ability to reallocate funds between each contract would be beneficial. This allows for minimum disruption to the traveling public, and potential cost increases, by minimizing the need for contractors to remobilize resources to an area they are working in to complete additional work. This overall approved PMP budget would not be exceeded.
Budget Impact
This Resolution will not exceed the total appropriated budget of $6,965,000, account 120-3140-431-40-35.
Staff Recommendation
Public Works and Finance Department staff recommends approval of the Resolution authorizing the Town Manager and Finance Director to reallocate funds for the PMP.
Proposed Motion
“I move to approve a Resolution Authorizing the Town Manager and Finance Director to Reallocate Funds for the PMP.”
Attachments
Attachment A: Resolution
Attachment B: Table 1 - Existing Encumbrances