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Home My WebLink About4.06 Budget Change Fy 06-07 CITY CLERK File # D~IiJ[]-~~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: October 16, 2007 SUBJECT: Final Budget Changes For Fiscal Year 2006-2007 Report Prepared By: Paul S. Rankin, Administrative Services Dir. q7J/2., 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, 2007. It has been the City's past practice to have the City Council adopt year end adjustments prior to publishing the CAFR. With the exception of a change in the Engineering Budget, the Budget Changes have been incorporated in the Preliminary June Financial Statements. The adjustment to the Engineering Budget will be reflected in the final CAFR. 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 Some of the adjustments discussed in this report were anticipated in the estimated actual information presented in the Preliminary 2007-2008 Fiscal Year Budget and Financial Plan. Most of the adjustments relat~_ 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) General Government: Increase bv $122.268 City Attorney Department (10300) comprised $117,480 of the adjustments required in this category. Legal services are billed based upon the actual number of hours provided. The budget adjustment was required for COPY TO: Page 1 of6 ITEM NO. ~.~ G:\Audit\FY 06-07 Annual AUdit\Budget Changes Final\ag_06_07 _year end budget_changes.doc two line items to balance the Legal Services budget. The General Legal Services exceeded the budget, a portion of which was offset by fewer than budgeted expenditures for the litigation line item. An additional appropriation of $66,400 for General Legal Services is required. Among the special projects requiring more time than was originally estimated was work associated with the Municipal Code Update and Zoning Ordinance Update. In addition the Reimbursable Legal Services line item requires a budget adjustment. This line item captures expenses for City Attorney time expended on Development Applications and any other reimbursable legal matters. The City recovers these costs from the applicant. During 2006/07 the level of activity was higher than originally projected. An additional appropriation of $51,080 is necessary for the Legal Services - Reimbursable line item. In the Elections activity (10700) the Alameda County contract services charges for the November 2006 election, were higher than originally projected. This resulted in a need for an additional appropriation of$4,788. Transportation: Increase by $39.245 The expenditures in Transportation were approximately $39,245 over budget due to expenditures incurred in Street Tree Maintenance (30400) and Street Landscape Maintenance (30500). An additional appropriation of $27,863 for contract tree maintenance services is required. During completion of the pruning of street trees as planned, additional locations were identified, including along the San Ramon Road Trail. This work was necessary to improve safety by removing low hanging hazardous branches and trimming branches away from the light standards to improve visibility. This work was not anticipated, but was necessary to insure the continued safety of those using the trail. An additional appropriation of$II,382 is required in street landscape maintenance due to cost overruns for water services. Eneineerine: Increase by $191.693 The Engineering activity experienced expenses higher than the budget primarily due to: 1) A delay in the start of construction ofCIP projects resulted in less staff time being allocated to CIP projects requiring these costs to bt;,-.. absorbed in General Engineering. Part ofthe budget overage in full time salaries was offset by savings in part- r time salaries and benefit accounts. The budget increase required for the salary line item is $19,195. 2) Contract Engineering services primarily attributable to several large development projects which proceeded more quickly than anticipated. The costs for these services are recovered in fees charged to the developer. The amount of the increase required for the contract services line item is $172,498. Capital Improvement Proiects: Increase by $1.456 One capital project funded by the General Fund incurred a budget variance. Project 94942 Seasonal Street Banners incurred costs of $1 ,228 more than the initial budget. These costs primarily related to additional set-up charges to accommodate the final banner designs selected. In addition final costs associated with Project 93181 Habitat Monitoring Camera exceeded the budget by $228. SUMMARY OF GENERAL FUND CHANGES The total additional appropriation in the General Fund for all activities is $354,622. 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. Page 2 of6 VehicJe Abatement Fund (201) Increase of $320 (Offsettine Reduction In Different Fund) This fund is utilized for the County Vehicle Abatement Funds. In Fiscal Year 2006/07 the Sheriffs Technician vehicle was outfitted with a specialized computer. Since the vehicle is used for a variety of assignments only a pro-rata share of the computer cost was expended to this fund. This reduced the amount funded from the General Fund. State COPs Grant Fund (202) Increase of $753 (Offsettine 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 previous Fiscal Years as well as interest earnings in this fund for Fiscal Year 2006-2007. Therefore an additional $753 appropriation is proposed for Police Personnel Servicesl 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. County RecycJineFunds (224) Increase Street Landscape Maintenance bv $1.742 (Decrease) - Project 95631 - Park Furniture Replacement Project MCE Corporation selected a location to utilize recycled rubberized bark chips in a landscape area. In addition to promoting the use of recycled material this also has positive impacts on the planting area. The area selected for the use of the rubberized bark incurred costs which require an additional appropriation of $1,742. This is proposed to be funded from project savings with the recycled products purchased as part of the Park Furniture Replacement Project (Project 95631), resulting in no net increase in expenditures for this fund. Traffic Coneestion Relief Fund (240) Increase Street Overlav Project by $15.419 (Offsettine Reduction In Different Fund) The Annual Street Overlay Project (#96580) utilize.s three different funding sources (State Gas Tax; Measure B; and Traffic Congestion Relief Funds - (TCRF)). The TCRF funds have requirements that they be fully expended within two years of receipt. This adjustment will assure that the funds including all accrued interest were allocated and expended for authorized project expenses prior to June 30, 2007. The Measure B Fund line item budget for improvements will be decreased by the same amount, resulting in no net increase in budgeted expenditures. Public Facility Fee Fund (310) Increase by $4.750 The variance in this fund is due to higher than expected costs incurred for the Civic Center Expansion Study (Project 93910). The results of the Study were presented to the City Council March 20,2007. Housine In Lieu Fund (380) Increase by $17.190 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. In addition, the City incurred support expenditures associated with the redevelopment of the Dublin Housing Authority Arroyo Vista project. Approximately $4,889 of these costs will be reimbursed as part of an agreement with the project developer. All expenditures in this fund are funded solely from housing in lieu fees received from development. An additional appropriation of $17,190 in expenditures has been requested to match the 2006/07 expenditures. ASSESSMENT DISTRICT FUNDS Assessment District Funds are used to finance expenditures for specific maintenance activities in a clearly defined geographic area. The parcels which benefit from these services are assessed for the cost of the maintenance. Page 3 of6 Citywide Street Liehtine Fund (710) Increase by $11.335 The Citywide Street Light Assessment District covers most of the City west of Tassajara Road. The variance in this fund is due to higher than expected Pacific Gas & Electric (PG&E) Company billings. The charges included costs for lights added to the system that had not been previously billed by PG&E. Doueherty Road Maintenance Assessment Fund (713) Increase Street Tree Maintenance by $1.117 (Decrease) Landscape Maintenance Contract Street Tree Maintenance (30400) exceeded the budgeted funds by $1,117. This is proposed to be funded from budgetary savings in the contract services for "Landscape Maintenance" (30500), resulting in no net increase in expenditures for this fund. The additional work related to removal of several trees that presented what a consulting Arborist deemed as a potential hazard to the public. Santa Rita Maintenance Assessment Fund (716) Increase Street Tree Maintenance by $11.584 (Decrease) Landscape Maintenance Contract Street Tree Maintenance (30400) exceeded the budgeted funds by $11,584. This is proposed to be funded from budgetary savings in the contract services for "Landscape Maintenance" (30500). It was determined that the trees in this area would benefit from pruning for structural stability, since they were exhibiting ever increasing distressed growth patterns. As noted the costs were offset from savings resulting in no net increase in expenditures for this fund. 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 the City Council later this year. Page 4 of6 CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2006/2007 CHANGE FORM #: New Appropriations (City Council Approval Required): x From Unappropriated Reserves From New Revenues Budget Transfers: Various Funds From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity x Between Departments (City Council Approval Required) Other Name: Professional Services Account: 001-10300-741-000 $66,400 General Fund - City Attorney Name: Professional Services - Reimburseable Account: 00 I-I 0300-741-003 $51,080 General Fund- Elections - Contract Name: Services Account: 001-10700-740-000 $4,788 General Fund- Street Tree Name: Maintenance - Contract Services Account: 001-30400-740-000-740-000 $27,863 General Fund- Street Landscape $11,382 Name: Maint - Water Account: 001-30500-725-010 Name: General Fund: Engineering -Salaries Account: 001-90300-701-001 $19 195 General Fund: Seasonal Banner Name: Project -Machinery & Equip Account: 001-90300-740-072 $172,498 General Fund- Habitat Monitoring $228 Name: Camera - Machinery & Equip Account: 001-93181-750.073 General Fund: Seasonal Banner Name: Project -Machinery & Equip Account: 001-94942-750-071 $1,228 General Fund - Police - Machinery Vehicle Abatement Fund - Police- Name: & Equipment Name: Machinery & Equipment Account: 001-20100-750-073 $320 Account: 201-20100-750-073 $320 General Fund - Police - Contract SLES/COPS Grant Fund - Police - Name: Personnel Name: Contract Personnel Account: 001-20100-740-00 I $753 Account: 202-20100-740-001 $753 Recycling Fund- Playground Recycling Fund- Street Landscape Name: Renovation Project - Improvements Name: Maint - Improvements Account: 224-95631-750.050 $1,742 Account: 224-30500-750.050 $1,742 Page 50f6 CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2006/2007 . '1' CHANGE FORM #: New Appropriations (City Council Approval Required): x From Urtappropriated Reserves From New Revenues Budget Transfers: PAGE 2 OF 2 . Various Funds . From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity. x Between Departments (City Council Approval Required) . Other Name: Account: Measure B Fund- 2006/07 Overlay Project - Improvements 217-96580-750.050 Name: Account: Dougherty Rd Assmt Fund - St Landscape Maint - Improvements 713-30500-750.050 Name: Account: Santa Rita Assmt Fund - St Landscape Maint - Contract Service 716-30500-740.000 Traffic Congestion Relief Fund - 2006/07 Street Overlay Project - Name: Improvements $15419 Account: 240-96580-750.050 Public Facility Fee Fund - Civic Name: Center Expansion Project - Design Account: 310-93910-740-078 Housing Fund - City Atty - Name: Professional Services Account: 380-10300-740-003 Housing Fund - City Atty - Name: Professional Services Account: 380-10300-740-003 Citywide St Light Assmt Fund - Signals & St Lights - Electricity (Fr -Name: Unappropriated Reserves) Account: 710-20400-725.005 Dougherty Rd Assmt Fund - St Tree Name: Maint - Contract Service $1117 Account: 713-30400-740.000 Santa Rita Assmt Fund - St Tree Name: Maint - Contract Service $11 584 Account: 716-30400-740.000 $15419 $4750 $6,170 $11,020 $11335 $1117 $11 584 Reason for Budget Change: To reflect budget changes proposed as part of the City's year end adjustments to close the financial records for 2006/07 - per the report to the City Council 10/16/2007. Fin Mgr / ASD: _~ig~~~::, , 4 City Manage~: .~... c::.--z9:-.. (: . . . Slgna ure Mayor: Signature Posted By: Signature Page 6 of6 Date: /o/slo ':f Date: 10 /'3/0 :7 , Date: Date: S~-:It~~ )OlJb ~7 ~ ATTACHMENT