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Home My WebLink About4.02 Budget Carryover 06-07 CITY CLERK File # D~~~-~[ll] AGENDA STATEMENT CITY COUNCIL MEETING DATE: November 6, 2007 SUBJECT: Budget Carryovers and Adjustments from Fiscal Year 2006-2007 to Fiscal Year 2007-2008 Report Prepared By: Paul S. Rankin, Administrative Services Dir. fiJ12- ATTACHMENTS: 1. Detail of Proposed Capital Project Carryovers and Adjustments Budget Change Form - Operating Budget Budget Change Form - Capital Projects 2. 3. RECOMMENDATION: Approve the Budget Changes FINANCIAL STATEMENT: See Report. Sufficient Reserves exist to cover the adjustments required. DESCRIPTION: This report outlines budget adjustments required to the Fiscal Year 2007-2008 Budget based on the timing of expenditures for specific projects and activities that carried over from Fiscal Year 2006-2007. Operatin2 Bud2et There were expenditures in three Operating Departments that were originally anticipated to occur in Fiscal Year 2006-2007, but will actually need to be carried over to Fiscal Year 2007-2008. The operating carryovers total $22,694. Of this amount $20,925 is in the General Fund and $1,769 is in the Community Development Block Grant (CDBG) Funds. The items are summarized below: a.) $3,925 proposed carryover for Administrative Services (Department # 10400) for consulting services. Two projects were unable to be completed prior to June 30, 2007 - OPEB Actuarial Final Reports ($1,525) and Assistance with updating the rate study and fee schedule ($2,400). b.) $8,700 proposed carryover for the Heritage Center (Department # 80120). These funds are necessary to complete the Visitation Area Video System Upgrades. This was funded by a gift from the Women's Club and the final expenses carried over into 2007/2008. c.) $1,769 is proposed to be carried over for Social Services (Department #50400). A portion of the grant allocation to Senior Support Services, was not claimed within the fiscal year deadline. Community Development Staff have obtained concurrence from County CDBG Staff that the funds can be expended in 2007/2008. A second carryover in this department for the Eden I&R proposal to establish a 211 Referral Service, was already addressed as a separate Staff Report on October 16, 2007. COpy TO: Page 1 of3 G:\Audit\FY 06-07 Annual AUdit\Budget Changes Final\CarryOvers to 07 _08\agenda budget carryovers2007.doc -.1: I'J ITEM NO. · L. ~ d) $5,300 is proposed as a carryover in the Swim Center (Department #80800). In order to address safety issues it was necessary to replace the diving board. Staff was able to obtain and pay for the delivery of the board before June 30, 2007, however the installation took place in July. The installation costs were approximately $5,300. . e.) $3,000 is proposed as a carryover for items to be expended in the Economic Development Budget (Department #90400) The funds will be used as part of the Business Recognition Program. The City Council approved the recommended program near the end of the fiscal year. It was not possible to receive the items before the June 30th fiscal year end. In addition to expenditure adjustments there are two recommended adjustments to General Fund Revenue. (1) The City had expected that the Dublin Dougherty Utility Underground Project would be complete by June 30, 2007, to allow AT&T to process its reimbursement for their share of the project. This carried over and their payment was received in October, therefore the revenue budget will be increased by $258,334 to reflect the reimbursement received in 2007/2008. (2) The Workforce Housing Grants are a reimbursable grant programmed as part of the Shannon Center Reconstruction project. The City submits for reimbursement based on what has been expended on the project. During the preparation of the 2007/08 Budget it was expected that more would be claimed prior to June 30, 2007. Based on the construction schedule an additional $217,546 will be claimed in 2007/2008. In addition, at the October 16, 2007 City Council meeting, the City Council approved another Workforce Housing Grant for this project in the amount of$73,187, which was not part of the adopted 2007/08 Budget. Therefore, the 2007/2008 Workforce Housing Grant Revenue Budget will be increased by $290,733. The Operating Budget Changes are shown on Attachment 2 and are recommended for approval by the City Council. Capital Projects In June 2007, Council adopted the 2007/2008 Update to the City's Five Year Capital Improvement Program for 2006-2011. The adopted budget included $48.3 million in funding for 43 capital improvement projects to occur in Fiscal Year 2007-2008. Given that a Capital Project can span over multiple years, it is not uncommon to have differences in the projected spending for a specific year. There were 15 projects where the projected spending was less than the estimate and the work has carried over to Fiscal Year 2007/08. The projects are listed on Attachment 1 and the amount of the carryover with the exception of one project is based on the estimates presented as part of the 2007/2008 Budget process. Project # 93900 - Building Management Study is the one exception. The project costs were originally estimated to be $19,623 more in 2006/07. This would have resulted in the project being completed with a budgetary savings of $56,723. Based on the status of the report and the additional work to be done, it is requested that the full project savings be carried over to Fiscal Year 2007/2008. There are also five projects which expended more in Fiscal Year 2006/07 than what was estimated when developing the 2007/2008 Project Budgets. All of these projects were expected to have expenditures in 2007/2008 as well. All five projects had 2006/2007 expenditures which were less than the adopted budget. lfthe total project cost over all years were made to match the multi-year information presented in the CIP adopted in June, a budget reduction would be required (in the amount shown in the last column in the Table below). However, given the fact that these are all active projects, no adjustment is proposed at this time. The five projects are outlined below: 20f3 ON-GOING PROJECTS WHICH REMAINED WITHIN BUDGET HOWEVER EXCEEDED THE 200612007 ESTIMATE 2006/07 2006/07 2006/07 Amount Actual Budget Estimate Actual Exceeded Estimate 93150- Network Systems Upgrade $ 62,486 $ 38,500 $ 48,848 $ 10,348 (General Fund) 93191 - Accounting System $ 80,000 $ 26,570 $ 31,976 $ 5,406 Replacement (General Fund) 93200 - Building Permit System $ 252,000 $ 5,375 $ 6,549 $ 1,174 (General Fund) 96430 - Fallon Interchange (TIP Fund $ 8,595,872 $ 105,634 $ 107,144 $ 1,510 300) 96852 - Dougherty Rd / Dublin - $11,062,342 $ 3,040,749 $ 3,296,600 $ 255,851 I/580 to Houston Place (TIP Fund 300) The following table summarizes the net impact of the Capital Project carryover budget changes proposed at this time for Fiscal Year 2007-2008. CAPIT AL PROJECT CARRYOVER FUND SUMMARY Total Proposed Fund Ad.iustments General Fund $ 413,897 Gas Tax $ 15,534 TEA-2l Transportation Grant $ 97,158 Traffic Impact Fee $ 15,130 Public Facility Fee $ 370,955 Total Proposed Ad,iustments $ 912,674 Attachment 1 provides the list of Capital Projects that make up the proposed Capital Project Budget Changes. As noted above the General Fund contains the largest amount of carry-over project funding with approximately 69% of the carry over amount related to three Park Projects (Shannon Center Reconstruction; Historic Park Acquisition; and Dublin Sports Grounds Renovation.) The Gas Tax and TEA - 21 Transportation Grants are related to the Dublin Boulevard Corridor Enhancement Projects. Since the Gas Tax portion is for employee salaries coordinating the project, a reduction has been made to the General Fund salaries in the Engineering Department. The proposed change in the Traffic Impact Fee Fund allows for additional processing of environmental and planning work on the Scarlet Drive Extension Project. In the Public Facility Fee Fund 81 percent of the carryover adjustment is related to Dublin Ranch Neighborhood Park Projects. Attachment 2 is a Budget Change which addresses the adjustments required in the Operating Budget. Attachment 3 provides for the Capital Project adjustments. RECOMMENDATION: To provide Staff with the ability to complete the projects discussed in this report in Fiscal Year 2007- 2008, it is recommended that the City Council approve the budget changes as presented in attachment 2 and Attachment 3. 30f3 ADJUSTMENTS TO FISCAL YEAR 2007/2008 BUDGET Detail of Proposed Capital Project Carryovers and Adjustments (Original Adopted Budget + Proposed Changes = Revised Project Budget) }~ :;- Capital 2007 -2008 Proposed Adjusted Project Project Name Adopted Budget Adjustment Budget General Fund (Fund 001) 93135 TV30 Studio Remodel 325,277 5,223 330,500 93462 Inspection Trailer Relocation 160,580 1 ,440 162,020 93900 Building I Facility Management Study 0 56,730 56,730 93917 ADA Transition Plan 0 17,600 17,600 95010 Parks & Community Svcs Needs Assmt 36,485 17 ,280 53,765 95465 Shannon Center Reconstruction 2,502,404 280,556 2,782,960 94520 Historic Park Acquisition 2,417,165 30,739 2,447,904 95830 Dublin'Spo'!s Ground Renovation 62,775 4,329 67,104 Total General Fund 413,897 Gas Tax Fund (Fund 206) 96011 BART I Dublin Blvd Corridor Enhancement 34,150 7,627 41 ,777 (Hansen - Clark) 96012 BART I Dublin Blvd Corridor Enhancement 36,150 7,907 44,057 (Clark - Tassajara) Total Gas Tax Fund 15,534 TRAFFIC EFFICIENCY ACT - TEA 21 (Fund 210) 96011 BART I Dublin Blvd Corridor Enhancement 165,000 40,000 205,000 (Hansen - Clark) 96012 BART I Dublin Blvd Corridor Enhancement 224,000 57,158 281,158 (Clark - Tassajara) Total Measure B Bike and Pedestrian Fund 97,158 Traffic Impact Fee Fund (Fund 300) 96840 Scarlett DR I Iron Horse Trail Extn 0 15,130 15,130 Total Traffic Impact Fee Fund 15,130 Public Facilitv Fee Fund (Fund 310) 94500 Public Facility Fee Study 15,305 4,935 20,240 95635 Play Area Renovation - 93,550 12,603 106,153 95640 Dublin Ranch Neighborhood Parks 1,664,491 311,167 1,975,658 95851 Fallon Sports Park 1,662,690 42,250 1,704,940 Total Public Facility Fee Fund 370,955 Total Proposed Adjustments for All Funds 912,674 G:\Audit\FY 06-07 Annual AUdit\Budget Changes Final\CarryOversto 07 _08\cip carryovers 1/-~-D7 c.t.~ ATTACHMENT 1 CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2007/2008 ~~6 CHANGE FORM #: New Appropriations (City Council Approval Required): x From Unappropriated Reserves X* From New Revenues (*For Revenue changes) Budget Transfers: Various Funds From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity Between Departments (City Council Approval Required) Other General Fund Expense - Name: Administrative Services - Prof Svcs Account: 001-10400-740 $3,925 General Fund Expense- Heritage Name: Center - Equipment Account: 001-80120-750-071 CDBG Fund Revenue- Name: Intergovernmental Fed - CDBG Account: 209-559-002 CDBG Fund Expense- Social Svcs- Name: Contract Services-Sr Support Account: 209-50400-740-007 $8,700 $1,769 $1,769 General Fund Expense: Acquatics - Name: Improvements Not B1dgs Account: 001-81000-750-050 , $5,300 General Fund Expense: Economic Name: Development - Operating Supplies Account: 001-90400-713-000 $3,000 General Fund Revenue: -Other - Name: Reimbursements Account: 001-570-005 $258,334 General Fund Revenue: Intergovernmental - State - Workforce . Name: Housing Grant Account: 001-555-021 $290,733 Reason for Budget Change: To reflect budget changes proposed as part of the City's carryover operating budget items for activities started in Fiscal Year 2006/2007, per report to City Council 11/6/2007. Fin Mgr/ASD: (p~ b,~ 'J Signature Date: IlJ I f,OZ,( ZOOT City Manager: Date: Mayor: Date: Signature . Posted By: Date: Signature ATTACHMENT 2 Operating Budget & Revenue Changes G:\Audit\FY 06-07 Annual AUdit\Budget Changes Final\CarryOvers to 07 _08\BudgetChngFormOct2007 CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2007/2008 CAPITAL PROJECT CARRY OVERS CHANGE FORM #: 31J~ 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 Between Departments (City Council Approval Required) - Other General Fund - TV30 Studio Name: Remodel Project - Contract SerVices Account: 001-93135-740 General Fund- Inspection Trailer Narrie: Relocation Project - Design Account: 001-93462-750-078 General Fund- Building Management Study Project - Contract Name: Services Account: 001-93900-740 General Fund- ADA Transition Plan Name: Project- Contract Services Account: 001-93917-740-000 l Name: Account: General Fund: Parks & Cmmty Services Needs Assmt Project - Printing 001-95010-716 Name: Account: General Fund: Parks & Cmmty Services Needs Assmt Project - Contract Services 001-95010-740 General Fund- Shannon Center Name: Project - Buildings Account: 001-95465-750-030 . General Fund:. Historic Park Name: Acquisition Project - Land Account: 001-95556-750-010 General Fund - Dublin Sports Grounds Renovation - Impvts Not Name: Bldg Account: 001-95830-750-050 $5,223 $1,440 $56,730 $17,600 I i i -~ $1,600 I ~ $] 5,680 $280,556 I .~--~-- I $30,739 I I I 1____ ) , $4,329 G:\Audit\FY06-07 Annual AUdit\Budget Changes Final\CarryOvers to 07 _08\BudgetChngFormOct2007 ATTACHMENT 3 pg L of ~ CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2007/2008 y~~ CAPITAL PROJECT CARRY OVERS 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 Between Departments (City Council Approval Requi'red) , Other ~ Gas Tax Fund - BART/Dublin Blvd Corridor Enhancem,ent (Hansen- Name: Clark) - Salaries Fu11-Time $7,627 Account: 206-96011-70 I -001 Gas Tax Fund - BART/Dublin Blvd Corridor Enhancem,ent (Clark - Name: Tassajara) - Salaries Full-Time $7,907 Account: 206-96012-701-001 TEA 21 Fund - BART/Dublin Blvd Corridor Enhancem,ent (Hansen- Name: Clark) - Contract Services Account: 206-9601 1-740-000 TEA 21 Fund - BART/Dublin Blvd Corridor Enhancem,ent (Clark - Name: Tassajara) - Contract Svcs Account: 206-96012-740-000 Traffic Impact Fee Fund- Scarlett Dr/ IHT Extension - Engineering Name: Design Account: 300-96840-740-078 $7,627 Name: Account: General Fund - Engineering Department - Salaries Fu11- Time 001-90300-701-001 Name: Account: General Fund" Engineering Department' - Salaries Fu11- Time 001-90300-701-001 $7,907 $40,000 $57,158 $15,130 G:\Audit\FY 06-07 Annual AUdit\Budget Changes Final\CarryOvers to 07 _08\BudgetChngFormOct2007 ATTACHMENT 3pg d-. of ~ CITY.OFDUBLIN BUDGET CHANGE FORM FISCAL YEAR 2007/2008 6~~ CAPITAL PROJECT CARRY OVERS 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 Between Departments (City Council Approval Required) Other Public Facility Fund - Fee Study - Name: Contract Services Account: 310-94500-740-000 $4,935 Public Facility Fund - Play Area Name: Renovation - lmpvts Not B1dg Account: 310-95635-750-050 I --j $12,603 Public Facility ~und - Dublin Ranch I Neighborhood Parks -lmpvts Not Bldg I 310-95640-750.050 ---J' Name: Account: $311,167 ----+-- . Public Facility Fund - Fallon Sports Name: Park -lmpvts Not Bldg Account: 310-95851-750-050 $42,250 Reason for BudgetChange: To reflect budget changes proposed as part of the City's carryover for Capuital Projects with activities that started in Fiscal Year 2006/2007 and carried over to 2007/08. Fin Mgr/ASD: G7cJ.~.Q? 0 Signature Date: /()!ZZ, /O"Y- . I City Manager: Date: Mayor: Date: Signature Posted By: Date: Signature G:\Audit\FY 06-07 Annual AUdit\Budget Changes Final\CarryOvers to 07_08\BudgetChngFormOct2007 ATTACHMENT 3 pg1-of 3