HomeMy WebLinkAbout4.06 Final Budget Changes 05-06
CITY CLERK
File # D[3][3][Q]-[Z]~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: October 3,2006
SUBJECT:
Final Budget Changes For Fiscal Year 2005-2006
Report Prepared By: Paul S. Rankin, Administrative Services
Director and Fred W Marsh, Finance Manager
ATTACHMENTS:
RECOMMENDATION:~
'\
FINANCIAL STATEMENT:
Budget Change Forms
Approve the Budget Changes
See Report
DESCRIPTION: Staff has reviewed the Preliminary Financial Reports and the Auditors are preparing
the final Comprehensive Annual Financial Report (CAFR) information for the Fiscal Year ending June
30,2006. It has been the City's past practice to have the City Council adopt year end adjustments prior to
publishing the CAFR. The changes are also incorporated in the Preliminary Financial Statements. City
policies allow the City Manager to only make budget adjustments between line items which are within the
same activity (i.e. Department), using the same funding source. The City Manager is also authorized to
make limited transfers from the Contingent Reserve. The City Council must approve all other
adjustments to appropriations. It is important to note that these changes will not result in General Fund
expenditures being in excess of revenues.
Proposed Adjustments
Many of the adjustments discussed in this section of the report were anticipated in the estimated actual
information presented in the Preliminary 2006-2007 Fiscal Year Budget and Financial Plan. Most of the
adjustments relate to situations where the total spending in a particular Activity (i.e. Department or
Project) exceeded the total budget. If a budget imbalance occurred between line items within the same
Activity a formal budget change is not required. The Staff Report will describe changes by both Fund and
Program, beginning with the General Fund.
GENERAL FUND (001)
Public Safety: Increase bv $16.956
Animal Control (20300) expenditures were approximately $16,956 higher than budgeted due to additional
expenditures incurred for contract animal control field services due to higher than expected contract
charges from Alameda County.
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Page 1 of3
ITEM NO. 4-. b
G:\Audit\FY 2005-06\Agendas\agenda preliminary year end budget changes3.doc
Transportation: Increase by $20.147
The expenditures in Transportation were approximately $20,147 over budget due to higher than expected
expenditures incurred for contract street tree maintenance (30400).
Community Development: Increase by $186.347
Engineering (90300) expenditures were approximately $186,347 higher than budgeted primarily due to
two factors: 1) higher than expected salaries expenditures in the General Fund; and 2) higher than
expected contract service costs. The salary portion relates directly to staff time associated with capital
projects. Staff time is divided with time budgeted in General Engineering (General Fund) and against
Capital Projects (Capital Project Fund). Therefore, any delay in the project schedule resulting in less Staff
time during the year on capital projects requires those costs to be absorbed in the General Fund. The
additional expenditures for contract services incurred on new development were reimbursed to the City
through additional fees assessed from the project applicants.
Capital Improvement Proiects: Increase by $1.181
Capital projects funded by the General Fund with budget variances are noted below. These were
relatively minor amounts and the budget adjustment will balance appropriations with the expenditures.
Name of Capital Pro.iect
Public Safety Memorial
Furniture Replacement Regional
Meeting Room
Capital
Project
Number
93175
93913
Amount of Adjustment
Required
$1,103
$78
TOTAL
$1,181
Contributions were received to offset the additional costs of the Public Safety Memorial, so a budget
adjustment of $4,000 is also proposed for the General Fund - Contribution revenue account.
SUMMARY OF GENERAL FUND CHANGES
The total additional appropriation in the General Fund for all activities is $224,631. Even with these
additional expenditures the budget will be balanced and General Fund revenues will exceed General Fund
expenditures.
SPECIAL REVENUE AND CAPITAL PROJECT FUNDS
The following sections summarize Budget Changes required in various Special Revenue and Capital
Project Funds. The City financial records currently account for revenues and expenditures in over twenty
different Special Revenue and Capital Project Funds. These funds are used when there are special
restrictions on the expenditure of the funds and accounting for them separately provides a clear record for
the auditors and for City reporting purposes.
State COPs Grant Fund (202) Increase of $788 (Offsettin2 Reduction In Different Fund)
This fund is utilized for the State portion of Police related expenses associated with the Police bicycle
patrol unit. Unanticipated funds were carried over from Fiscal Year 2004-2005 to pay for this program, as
well as higher than expected interest earnings in this fund for Fiscal Year 2005-2006. Therefore an
additional $788 appropriation is proposed for Police Personnel Services in this fund. The General Fund
line item budget for police contract personnel will be decreased by the same amount, resulting in no net
increase in expenditures.
Page 2 of3
Federal Emer2ency Mana2ement A2ency (FEMA) Fund (212) Increase of $15.747
A budget increase of $15,747 is proposed to be made to this fund to account for grant funds received for
expenditures incurred by the City responding to storm events in December 2005. The grant revenue in
Fund 212 has also been increased by the same amount.
Traffic Impact Fee Fund (300) Increase by $1.272.610
Expenditures in the Tri Valley Transportation Development Fee project (96001) was $1,250,000 over
budget due to a timing difference in the first advance payment being made to BART for construction of
the West Dublin BART. As part of a multi-agency agreement the City was obligated to forward the
payment on June 28, 2006. The timing of the payment was based on when BART completed the sale of
bonds. The City had included funding in the Fiscal Year 2006-2007 project, which will not be required.
A proposed budget increase of$22,610 for the Dublin Boulevard Widening project from Village Parkway
to Sierra Court (96920) reflects additional legal costs incurred in responding to contractors claims which
exceeded the City's original estimate.
Fallon Sports Park - Park Dedication Fund (Fund (310) $1.343.097 (Offsettin2 Reduction In
Different Fund)
An additional appropriation in the Park Dedication Fund (310) is required to match funding sources used
for expenditures incurred in Fiscal Year 2005-2006 on land acquisition for the Fallon Sports Park project
(95851). A matching reduction is being made in the Public Facility Fund (315) resulting in no net
increase in budgeted expenditures.
Senior Center - Public Facilities Fund (310) Increase by $14.172 (Offsettin2 Reduction In Different
Fund)
This project is funded by both General Fund monies and Public Facility Fee Funds. The amount allocated
to the Public Facility Fee Fund is based upon a prorata share of the facility costs required to serve new
development. A budget change is proposed on this project to increase the expenditures authorized to be
incurred for the Senior Center (95930) in the Public Facilities Fund. A matching reduction is being made
in the General Fund (001) resulting in no net increase in budgeted expenditures for the project.
Housin2 In Lieu Fund (380) Increase by $17.560
The variance in this fund is due to higher than expected costs incurred in legal expenditures related to the
City's affordable housing programs and to the City's new Non Residential Housing In Lieu fee program.
All expenditures in this fund are funded solely from housing in lieu fees received from development. An
additional appropriation of $17,560 in expenditures has been requested to match the 2005/06
expenditures.
RECOMMENDATION
Attached are Budget Change forms which will allow for amendments to the budget consistent with this
report. Staff recommends that the City Council receive this report and authorize the Mayor to execute the
attached budget changes. This information will be reflected in the Final Comprehensive Annual Financial
Report, which is anticipated to be presented to Council in December 2006.
Page 3 of3
CITY OF DUBLIN
BUDGET CHANGE FORM - FISCAL YEAR 2005-2006
{coz,
CHANGE FORM #:
New Appropriations (City Council Approval Required):
x From Unappropriated Reserves Fund #
From New Revenues
Budget Transfers:
Frorn Budgeted Contingent Reserve (1080-799.000)
X Within Same Department Activity
Between Departments (City Council Approval Required)
Other
~
General Fund - Animal Control - Animal
Name: Name: Field Service 16,956
Account: Account: 001-20300-740-061
General Fund - Street Tree Maintenance -
Name: Name: Improvements 20,147
Account: Account: 001-30400-750-050
General Fund - Engineering - Salaries Full
Name: Name: Time 32,091
--,"
Account: Account: 001-90300-701-001
General Fund - Engineering - Private
Name; Name: Development Reimbursable 154,256
~-
Account: Account: 001-90300-740-072
General Fund - Public Safety Memorial -
Name: Name: Improvements 1,103
Account: Account: 001-93175-750-050
Name: Name; General Fund - Contributions
Account: Account: 001-570-002 4,000
General Fund - Furniture Replacement
Name: Name: RMR - Furniture and Fixtures 78
-. --
Account: Account: 001-93913-750-061
General Fund - Police - Contract
Name: Personnel 788 Name: State COPS Fund - Contract Personnel 788
-
Account: 001-20100-740-001 Account: 202-20100-740-001
FEMA - Street Maintenance - Stonn
Name: Name: Patrol 15,747
-- ------ ---.
Account: Account: 212-30200-740-022
Name: Name: FEMA - Grant Revenue 15,747
-
Account: Account: 212-559-004
TIF Fund - Tri Valley Transportation
Name: Name: Development Fee - BART Advance 1,250,000
----~- ----~
Account: Account: 300-96001-798-000
TIF Fund - Dublin Blvd - Village Parkway
Name: Name: to Sierra - Contract Services 18,549
-_.'-- .--.---.
Account: Account: 300-96920-740-000
TIF Fund - Dublin Blvd - Village Parkway
Name: Name; to Sierra - ImP2:~yements 4,061
-.'.-- -_..__._.~~ --~- ----.- --.--
Account: Account: 300-96920-750-050
G:\Audit\FY 2005-06\cafr\budget change year end adjustments.xIs
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4-. 0 10/3/Gb
ATTACHMENT 1
CITY OF DUBLIN
BUDGET CHANGE FORM - FISCAL YEAR 2005-2006
bV
-- C\
CHANGE FORM #:
New Appropriations (City Council Approval Required):
x From Unappropriated Reserves Fund #
From New Revenues
Budget Transfers:
From Budgeted Contingent Reserve (1080-799.000)
X Within Same Department Activity
Between Departments (City Council Approval Required)
Other
Name:
Public Facility Fund - Fallon
Sports Park - Land Acquisition
1,343,097 Name:
Park Dedication Fund - Fallon Sports Park
- Land Acquisition
1,343,097
Account:
315-95851-750-010
Account: 310-95851-750-010
Name:
General Fund - Senior Center -
Furniture and Fixtures
14,172 Name:
Public Facility Fund - Senior Center -
Furniture and Fixtures
14,172
Account:
Account:
310-95930-750-062
Housing In Lieu Fund - City Attorney -
Professional Services
17,560
Name:
Name:
Account:
Total
Account:
1,358,057 Total
380-10300-741-000
2,908,352
Reason for Budget Change: These represent the final year end budget adjustments for the Preliminary Financial Report for Fiscal
Year 2005-2006.
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Mayor:
Date:
Signature
Posted By:
Date:
G:\Audit\FY 2005-06\cafr\budget change year end adjustments.xls
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9/26/20063:18 PM