TO: Board of Supervisors
FROM: Tracy Cleveland - Agricultural Commissioner/Sealer of Weights & Measures
REPORT BY: Jaspreet Faller - Staff Services Analyst
SUBJECT: Budget Amendment to purchase medium capacity weight truck shared by Napa, Marin and Sonoma Counties.
RECOMMENDATION
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Approve a Budget Amendment to contribute additional monies to the MOA fund with Marin and Sonoma Counties to replace the shared medium capacity weight truck. (Fiscal Impact: $55,250 Expense; Weights & Measures Special Revenue Fund & General Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
The Sealers of Weights and Measures of Napa, Marin and Sonoma have successfully managed a Maintenance of Agreement (MOA) of sharing equipment resulting in significant cost savings to the County of Napa. The original agreement was entered into by Napa and Sonoma Counties in 1995, with Marin County joining in 2004. Since inception, this cost sharing agreement has permitted each county to pool financial resources in order to purchase and maintain specialized testing equipment needed to perform State mandated inspections.
Each County contributes to an equipment replacement and maintenance fund annually, Sonoma County is the fund administer of the MOA.
In 2018, a heavy capacity weight truck was purchased with the MOA funds. The quote came in much higher than anticipated, the Sealer’s agreed to deplete the medium capacity weight truck replacement fund to pay for the increased costs of the heavy capacity weight truck. In FY24-25, the Sealer’s agreed to increase their contributions to the replacement fund in order to purchase a new medium capacity truck in FY26-27. The original plan was to amend the MOA to include language about the increased costs, however, the MOA was not amended before Sonoma started the process of obtaining bids. The current MOA states each county needs BOS approval for any increased costs over $25,000 for a single county.
Napa County utilizes the medium capacity weight truck during May - October to perform State mandated activities throughout the valley, heavily supporting the wine industry by certifying their scales prior to harvesting. The medium capacity weight truck needs to be replaced as the maintenance costs continue to increase because it is underrated for use, which leads to frequent brake and tire replacements.
The anticipated replacement cost is approximately $200,000. The MOA replacement fund balance is currently $70,000. Napa’s portion of the $130,000 deficit is 42.5% ($55,250). Sonoma’s contribution is 45% and Marin’s is 12.5%. Approval of the budget amendment will authorize the Agricultural Commissioner’s Office to pay Sonoma County their portion of the contribution that was requested in FY24/25 & FY25/26. The department has allocated an additional $25,000 in their FY26/27 budget to pay for any additional costs related to the procurement of the medium capacity weight truck.
Requested Actions (4/5 vote required):
1. Approval of a Budget Amendment for the following:
a. Increase Transfers Out appropriations by $55,250 in the Weights and Measures Public Protection Special Revenue Fund (Fund 2420, Sub-Division 1600050, Account 56100) offset by use of its available fund balance to transfer to Ag Commissioner - Sealer and increase to its Transfers In revenues (Fund 1000, Sub-Division 1600000, Account 48200);
b. Increase Contributions appropriations by $55,250 in Ag Commissioner - Sealer (Fund 100, Sub-Division 1600000, Account 54800) offset by the transfer-in revenues from the Weights & Measures Public Protection Special Revenue Fund.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
Ag Commissioner and W&M SRF |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
A new heavy capacity weight truck is necessary for the Weights & Measures staff to perform State mandated tasks to ensure the scales throughout the County are in compliance with State regulations. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
There will be future fiscal impact past the current fiscal year after the purchase of the new truck, the MOA will be updated to increase replacement fund contributions for future needs. |
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Consequences if not approved: |
If this item is not approved, Napa County will not be able to share the medium capacity weight truck with Marin and Sonoma Counties and would not be able to perform State mandated activities. |
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Additional Information |
Strategic Initiative: Preserve Napa County’s Agricultural Legacy |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.