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Home My WebLink About4.09 Carry Over Appropriations~~~~ or ~~,~~~~ ~ i9`~~~~Z STAFF REPORT C I T Y C L E R K ``c~~,,~ ~~ DUBLIN CITY COUNCIL File #^~]~ 0^-~~ DATE: September 21, 2010 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJE . Approval of Carry-Over Operating Appropriations From Fiscal Year 2009 - 2010 to Fiscal Year 2010 - 2011 Prepared By: Paul S. Rankin, Administrative Services Director EXECUTIVE SUMMARY: In Fiscal Year 2009 - 2010 the City Council appropriated funds in the operating budget which were not expensed by the last day of the fiscal year. However, the expenditures will occur in Fiscal Year 2010 - 2011. The City Council is requested to: 1) Authorize a designation of funds in the City financial records as reserved for activities to occur in Fiscal Year 2010 - 2011 and 2) approve a budget change. FINANCIAL IMPACT: The financial impacts are discussed as part of the Staff Report. RECOMMENDATION: Staff recommends that the City Council: 1) Receive the report; 2) Authorize Staff to record a Budget Change as presented in the Listing of Carry-Over Items; and 3) Direct Staff to include this information as a reserve in the Final Comprehensive Annual Financial Report, which will be presented to the City Council later this year. /~ Submitted By: Administrative Services Director ~ Reviewe B . Assistant City Manager DESCRIPTION: This report outlines budget adjustments required to the Fiscal Year 2010-2011 Budget based on the timing of expenditures for specific projects and activities that carried over from Fiscal Year 2009-2010. The amount of the carry-over appropriations reflects that expenditures in the previous year were less than the authorized appropriation. The item only addresses Operating Budget items. When the City Council adopted the Fiscal Year 2010 - 2011 Budget specific authorization was granted to "carry-over" unexpended appropriations for Capital Projects without further action by the City Council. Page 1 of 2 ITEM NO. 1• Attachment 1 provides a detailed listing of all of the proposed carry-over appropriations including the amount and a description. The operating carryovers total $1,054,601 and of that amount $777,250 (74%) is related to expenditures associated with Affordable Housing. This includes obligations for relocation costs associated with the Arroyo Vista Project and the purchase of a Below Market Rate Unit. The following is a summary of the carry-over appropriations by type of funds. As noted the additional appropriations are all off-set by funds not expended in Fiscal Year 2009-2010. SUMMARY OF FISCAL YEAR 2010 CARRY-OVERS BY FUND TYPE FUND TYPE TOTAL CARRY - OVER APPROPRIATION General Fund $ 171,100 Law Enforcement Block Grant 8,630 Gas Tax Fund 5,000 Measure B- Bike Pedestrian 1,761 Affordable Housin 777,250 Internal Service Re lacement Funds 90,860 TOTAL $1,054,601 NOTICING REQUIREMENTS/PUBLIC OUTREACH: None ATTACHMENTS: 1. Listing of Carry-Over Items Fiscal Year 2009/2010 Appropriations To Be Carried Over To Fiscal Year 2010 / 2011. Page 2 of 2 Listing Of Carry-Over Items Fiscal Year 2009/10 Appropriations To Be Carried Over To Fiscal Year 2010/2011 Presented For City Council Approval September 21, 2010 1. City Manaqer / Citv Clerk ~.~+~1 e,~~ ~ ~; pM FUND / ACCOUNT Department / Division Description $ Amount 1001 - General Fund #1201- City Manager / City Contract Services: Clerk Municipal Code Updates $10,000 - including zoning ordinance; LaserFiche 1001-1201-64001 assistance 2. Human Resources / Central Services FUND / ACCOUNT Department / Division Descrintion $ Am~unt 1001 - General Fund #1401- Human Resources / Travel / Conference / - -- - Central Services Meetinqs: $ 2,000 Staff development 1001-1401-61503 expense. 1001 - General Fund #1401- Human Resources / Traininq: Central Services Employee Training $ 22,000 1001-1401-61504 needs 1001 - General Fund #1401- Human Resources / Contract Services: Central Services Human Resources $ 7,000 ' 1001-1401-64001 Consultant assistance 3. Administrative Services FUND / ACCOUNT Department / Division Descri tion $ Amount 1001 - General Fund #1601 - Administrative Contract Services: Services (Finance) Fee Study Assistance $67,500 ($45,000) ; Financial Forecast and long term planning assistance ($15,000); Finance 1001-1601-64001 System Custom Report Pro rammin ($7,500 4. Police Services FUND / ACCOUNT Department / Division Descri tion $ Amount 2104 - Law #2101 -Police Services Contract Services: Enforcement Block (Administration) Existing grant funds to be $7,548 Grant utilized under the grant requirements for eligible 2104-2101-64001 equipment or services. 2104 - Law #2103 -Police Services Equipment: Enforcement Block (Traffic) Motorcycle Traffic Unit $ 1,082 Grant communications equipment for helmet. 2104-2103-72102 ~'" ) /(~ A . ~.....~~..~«^..~. Attachment 1 Page 1 of 4 ~~~ ~,/,~ ~.:~ Listing Of Carry-Over Items Fiscal Year 2009/10 Appropriations To Be Carried Over To Fiscal Year 2010/2011 Presented For City Council Approval September 21, 2010 4. (Continued - Police Services) FUND / ACCOUNT Department / Division Description $ Amount 1001 - General Fund #2101 -Police Services Traininq: (Crime Prevention) A contribution was made $ 1,000 1001 -2105-61504 to Police Services that was proposed to be used for Rad - Kids Training for a Police Officer. The training was postponed to 2011. 5. Traffic Signals FUND / ACCOUNT De artment / Division Descri tion $ Amount 2201 - Gas Tax #2801 - Traffic Signals Improvements: The upgrading of a traffic $ 5,000 signal interconnect cable was delayed and will be 2201 -2801-73103 completed in Fiscal Year 2010/2011. 6. Public Works Administration FUND / ACCOUNT De artment / Division Descri tion $ Amount 1001 - General Fund #3101 -Public Works Furnishinqs & Fixtures: Administration Replacement of office $5,000 furniture was unable to 1001 -3101-73101 be completed prior to ear end. 2205 - Measure B- #3101 -Public Works Operating Supplies: Bike / Ped Administration Recognition and event $ 1,761 supplied for Bike and 2104-3101- 61104 Pedestrian programs. 7. Housing Services FUND / ACCOUNT Department / Division Description $ Amount 2901 - Affordable #5701 - Housing Contract Services: Housing Fund On June 1, 2010 the City $ 24,881 Council authorized the purchase of a Below Market Unit, but the 2901 - 5701 - 64001 transaction was not completed before June 30, 2010. Attachment 1 Pa~e 2 of 4 r~ ~ ~ °'`.~ _`!~.} ~ Listing Of Carry-Over Items Fiscal Year 2009/10 Appropriations . To Be Carried Over To Fiscai Year 2010/2011 Presented For City Council Approval September 21, 2010 7. (Continued - Housinq Servicesl FUND / ACCOUNT Department / Division Description $ Amount 2901 - Affordable #5701 - Housing Buildinq: Housing Fund On June 1, 2010 the City $ 176,658 Council authorized the purchase of a Below Market Unit, but the ~ transaction was not 2901 - 5701 - 73104 completed before June 30, 2010. 2901 - Affordable #5701 - Housing Land: Housing Fund On June 1, 2010 the City $ 75,711 Council authorized the purchase of a Below Market Unit, but the transaction was not 2901 - 5701 - 73105 completed before June 30, 2010. 2901 - Affordable #5701 - Housing Contract Services: Housing Fund The City has committed $ 500,000 up to $1.5 million towards Arroyo Vista relocation costs. $1 million is already 2901 - 5701 - 64001 included in the 2011 Adopted Bud et. 8. Recreation & Communitv Services - Unsnent Fundinn Fr~~„ ~hannnn r_on+or r~c FUND / ACCOUNT . - - Department / Division ---------- - . _... _.._........ Descri tion .......~.,. .... $ Amount 1001 - General Fund #7701 - Recreation (Facility Contract Services: Operations) The reconstruction of the $ 12,000 Shannon Community Center is complete with the exception of processing the LEED certification and some minor adjustments to site fixtures. The CIP has unexpended funds and it is proposed to close the Capital Project and fund 1001 - 7701 - 64001 these items in the Operations Project # Department Operating 770101.4000.4001 Bud et. Attachment 1 Page 3 of 4 Listin Of Car -Over Items Fiscal Y ~~ g ry ear 2009/10 Appropriations To Be Carried Over To Fiscal Year 2010/2011 Presented For City Council Approval September 21, 2010 9. Planning FUND / ACCOUNT Department / Division Description $ Amount 1001 - General Fund #8101 - Community Contract Services: Development (Planning) Contract Services $ 37,600 associated with the Grant Funded Project related to the Downtown Specific Plan. The work did not occur prior to June 30, EXPENSE: 2010 and will be 1001 - 8101 - 64001 completed in Fiscal Year 2010 / 2011. There is also offsetting revenue in REVENUE: the same amount. 1001-8101-47101 10. Economic Development FUND / ACCOUNT De artment / Division Description $ Amount 1001 - General Fund #8401 - Economic Contract Services: Development Contract Services $ 7,000 associated with the design and publication of the City Newsletter will 1001 - 8401 - 64001 be completed after June 30tn 11. Internal Service Fund (ISFI FUND / ACCOUNT Department / Division Description $ Amount 6101 - Internal Service #1901 - Non-Departmental Equipment: Fund (Vehicle (Vehicle Replacement) There was a delay in the $ 47,460 Replacement) purchase of one unmarked vehicle as well as the receipt of safety equipment for marked vehicles purchased. 6101 - 1901 - 72102 These expenditures are anticipated to occur in Fiscal Year 2010/2011 6301 - Internal Service #1901 - Non-Departmental Equipment: Fund (Equipment) (Equipment Replacement) There was a delay in the $ 43,400 purchase of new hand 6101 - 1901 - 72102 held radios. Attachment 1 Pa~e 4 of 4