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Home My WebLink AboutItem 4.04 SupplemntlBudgetAdjtmnts ~' . . / .. CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: october 3, 1994 EXHIBITS ~\,supplemental 1993/94 Year End Budget Adjustments Q:b" (Prepared by: Paul S. Rankin, Assistant city Manager) ATTACHED: 1. / Budget Change Form SUBJECT: 2 . ~hart Comparing General Engineering Budget To / Actual For Fiscal Year 1993/94 RECOMMENDATION: /J l,r~eceive the Report and authorize the Mayor to execute ( V' the Budget Change Form. FINANCIAL STATEMENT: All changes are offset by either; appropriations from reserves, transfer from another budgeted activity, or an offsetting revenue. DESCRIPTION: Attached as Exhibit 1 is a supplemental 1993/94 Budget Adjustment required to correctly reflect the financial information presented to the auditors. These changes were recognized following the entry of final accruals and preparing the 1993/94 Financial Reports for review by the auditors. The following summarizes the changes required: 1. stagecoach Rd Landscape Upgrade Design The original 1993/94 budget assUlled that this project would be complete in Fiscal Year 1992/93. The work was actually completed in the first month of Fiscal Year 1993/94 and reviewed by the city council at its meeting on July 26, 1993. This change is consistent with the estimated 1993/94 expenditures presented in the 1994/95 Budget. . 2. Public works Administration Expense Funded By Dougherty Rd Assessment District The original budget assumed that Engineerin9 Staff time would be expended and not Public works Staff . Th~s will transfer the necessary funds from the Engineering Budget to the Public' Works Administration Budget in the Assessment District Fund. . 3. SB 300 Final Expenditure for Dublin Blvd Extension (19691) The original budget did not anticipate any further payments to the city of Pleasanton for this project. Interest earnings were accrued on this fund, which were applicable to this project. This will reduce the total obligation to the city of Pleasanton for this project by $ 10,594. 4. General Fund Engineering Worker's compensation Insurance A final accrual of an adjustment for worker's compensation insurance resul ted in a slight budget imbalance. Funds are remaining in the budgeted contingent reserve, which can be transferred to this activity. A detailed discussion of Engineering costs follows. staff bas prepared a Budget Change Form outlining these changes, which is attached as Exhibit 1. ---------------------------------------------------------------------- ITEM NO. 4.4 COPIES TO: CITY CLERK FILE ~ / . . . At the city council meeting on September 12, 1994, Councilmember Houston requested further explanation of the adjustments required to the budget for General Engineering acti vi ties. These services are budgeted among 13 different funds. In addition, Engineering Staff time is accounted for under various CIP Projects, as well as the General Engineering Department. Exhibit 2 was developed to assist in explaining the need for year end budget adjustments in this activity. The current city council pOlicy does not allow Staff to change budgeted amounts between funds or between different acti vi ties. When the Ci ty Council adopts its annual budget it includes an estimate of the amount of Engineering Staff time, which will be allocated to various CIP projects. Often the CIP budgets utilize Special Revenue Funds, which allows the city to leverage the cost of its engineering operations with funding sources other than the General Fund. In Fiscal Year 1993/94 some of the anticipated grant funded CIP projects were delayed to Fiscal Year 1994/95. This meant that a greater amount of Engineering staff time had to be accounted for in the General Fund. For example, the CIP Project to be funded with Fund 210 (Federal Highway Grant ISTEA) monies did not begin construction in Fiscal Year 1993/94. Therefore, the General Fund had to absorb a larger share of the Staff costs. As shown in Exhibit 2, the first four columns relate to the Budget at June 30, 1994. This was prior to making any of the Year End Budget Adjustments authorized by the city Council on september 12, 1994. The approved Budget was $398,043. The actual total eXPenditures shown on the right side of the schedule were $396,071, which is less than the authorized budget. The changes authorized by the city council formally provide an adequate appropriation in each of the funds where expenditures were incurred. However, these adjustments do not result in exceeding the total amount originally budgeted for this activity. Staff recommends that the city Council receive the report and authorize the Mayor to execute the Budget Change Form. . . el'l'Y m' UUIlLIN JlIJUGE'.r CIl/INGE FORM 1993/94 YEAR END BUDGET ADJUSTMENTS ?~ I D~~ CIIAJlGE FORM -1L- new oppropriaUonL-j budget transfer (I) ~ account /I 2 $ L-l budget change L-l r ADl1~~~Q~~~~y.AI.ION FROM ASSESSMENT DISTRICT RESERVE~I I n~eSTAGECOACH RD ASSESSMENT BISTRICT LANDSCAPE UPGRADE laccount /I DESIGN SERVICES 11 711 - 9403 - 740 - 078 $ 4, '500.00' I lIame laccount II 12 $ L_n~ laccount II uecrease bUdget account name account II 1 $ name account II 3 nF.CltF.AC::F. - ~ ENGINEERING FULL TIME account II 5 71':\ - Q010- 701 - 001 $ ~ BUDGET TRANSFER FROM ENGINEERING TO PUBLIC WORKS DOQ9H~R~I ~OAD LANDSCAPE DISTRICT . .--- INCREf.SE "- SALARIESI l)al~PUBLIC WORKS ADMIN FULL TIME SALARIES laccount II 21 7 . 00 15 711 ( 1- 1 n 1 0 I~ laccount II 16 ADMIN 701 001 $ 217. 00 ~ ac(:oUn t II 6 $ (3) $ DIrIONAL APPROPRIATION FROM SPECIAL REVENUE FUND . ' ,. . SP ROW (NPID PROJECT) $10,594.00 $ 8 1UTAL BUDGEr INCREASES $ $ I~DUBLIN BLVD. EXT. EAST OF laccount II SB300 GRANT MONIES 18 220- 9691 - 750 - 050 TOTAL BUDGET DECREASES name account II REASONS, JUSTIFICATION, lIND ITEMIZED COSTS: 1) THE ADOPTED' 1993/94 BUDGET ASSUMED THAT THE STAGECOACH ROAD LANDSCAPE UPGRADE DESIGN WOULD BE COMPLETED IN FISCAL YEAR 1992/93. THE PROJECT WAS ACTUALLY COMPLETED IN JULY 1993. THEREFORE, THE COSTS WERE INCURRED IN A DIFFERENT YEAR THAN WAS ORIGINALLY ANTICIPATED. THIS WILL MAKE AN APPROPRIATION FROM RESERVES WHICH IS CONSISTENT WITH THE ADOPTED 1994/95 BUDGET ASSUMPTIONS. 2) THE ORIGINAL 1993/94 BUDGET ASSUMED THAT ENGINEERING STAFF TIME WOULD BE EXPENDED ON ASSESSMENT DISTRICT ADMINISTRATION. INSTEAD THIS WAS UNDERTAKEN BY STAFF ASSIGNED TO THE PUBLIC WORKS ADMIN DIVISION. THIS BUDGET CHANGE WILL REDUCE THE APPROPRIATION IN ENGINEERING AND INCREASE THE APPROPRIATION IN PUBLIC WORKS ADMINISTRATION. 3) THE CITY OF DUBLIN RECEIVED SB300 GRANT MONIES FOR A PROJECT CONSTRUCTED BY THE CITY OF PLEASANTON. THIS WILL ACCOUNT FOR THE PASSTHROUGH OF INTEREST EARNINGS NOT ORIGINALLY ANTICIPATED. CITY MANAGER signature \ \ date CITY COUNCIL signature PETER W. SNYDER, MAYOR \ \ date EXHIBIT 1 TRANSFER In ease udget account I llMeGEN FUND ENGINEERING WORKERS COMPENSATION laccount II 11 001- 9030 - 701 - 006 I~ laccount II 12 I~ laccount II 13 l....lli!!!!g laccount II 14 I~ I account II /5 I...!li!!!!! laccount II 16 L...!!~ laccount It 17 I~ laccount It 18 TOTAL BUDGET DECREASES . CiTi' Of DUBLIN BUDGE'I' CHANGE FORM CHANGE FORM Hew appropdaUon-L-l. budget transfer itLf) decrease budget account ~ BUDGET account II 1 001 -1080 - 799 - 000 $ 578.00 name account 1/ 2 :I: ~ account II 3 $ ~ accounl II 1 $ nilme account 1/ 5 $ name account /I 6 $ ~ account /I 7 $ name account /I 8 TOTAL BUDGET INCREASES $ $ . f>~ ;J. 012. ~ TO ENGINEERING $ 578.00 $ $ $ $ $ $ $ $ REASONS, JUSTIFICA'fION, AND ITEMIZED COSTS: ~TO ALLOCATE GENERAL FUNDS TO COVER ENGINEERING COSTS ORIGINALLY ANTICIPATED TO BE ON CAPITAL PROJECTS FUNDED BY SPECIAL REVENUE FUNDS. DUE TO DELAYS ON THE PROJECTS A LARGER PERCENTAGE OF THE ENGINEERING COSTS WERE INCURRED IN THE CITY MANAGER signature CITi' COUNCIL signature EXPENDED CAPITAL GENERAL FUND. \ \ date \ \ date EXHIBIT ;l