The URL can be used to link to this page

Home My WebLink About4.10 Budget Changes FY09-10~~~~ OF Dp~~~ ~ i9\~~;~%2 STAFF REPORT C I T Y C L E R K ~~~~,,F ~~~ ~ DUBLIN CITY COUNCIL File #^ 300~-~~ DATE: September 21, 2010 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJECT: Final Budget Changes for Fiscal Year 2009 - 2010 Prepared By: Paul S. Rankin, Administrative Services Director EXECUTIVE SUMMARY: The City's financial policies require City Council approval of budget adjustments when more than one activity or funding source is involved. The City Council will consider recommended budget changes as part of the closing of the City's financial records for Fiscal Year 2009 -2010. 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 the Mayor to execute the attached budget change; and 3) Direct Staff to include this information in the Final Comprehensive Annual Financial Report, which will be presented to the City Council later this year. . ~~~~ Submitted By: Administrative Services Director Reviewed Assistant City Manager DESCRIPTION: Staff has reviewed the Preliminary Financial Reports and the Auditors are scheduled in October 2010, to conduct the field work necessary to prepare the final Comprehensive Annual Financial Report (CAFR) information for the Fiscal Year ending June 30, 2010. It has been the City's past practice to have the City Council adopt year end adjustments prior to publishing the CAFR. City policies allow the City Manager to only make budget adjustments which meet both of the following criteria: 1) The change is being made between line items which are within the same activity (Department); and 2) the change uses the same funding source (ex: unspent General Page 1 of 4 ITEM NO. ~• ~ V Fund appropriations cannot be transferred to address expenditures in the Gas Tax Fund). The City Manager is also authorized to make limited transfers from the Contingent Reserve. The City Council must approve all other adjustments to appropriations. Proposed Adiustments Some of the adjustments discussed in this report were anticipated in the estimated actual information presented in the Preliminary 2010-2011 Fiscal Year Budget and Financial Plan. Most of the adjustments relate to situations where the total spending in a particular Activity (Department) 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 (1001) SUMMARY OF GENERAL FUND OPERATING BUDGET CHANGES The adopted Fiscal Year 2009 -2010 Operating Budget prior to these adjustments is $45.7 million. The total additional appropriation proposed for all operating activities is $38,298, which is far below 1% of total expenditures. The impact is offset by savings in other activities, however as explained above, City Council approval is required if correcting the imbalance would involve a transfer between different activities. General Government: :(No General Fund Chanqe Required) Public Safetv: (No General Fund Chanqe Required) Transportation: Increase bv $7,359 The Street Maintenance activity (#3201) requires a budget adjustment of $6,801 related to Contract Services for Spill Clean-up. The City will be recovering the cost of these services from the responsible party. The Street Landscape activity (#3401) requires a budget adjustment totaling $558. This activity also accounts for General Fund Maintenance costs associated with City events. Health & Welfare: (No General Fund Chanqe Required) Culture & Leisure: Increase bv $334 The Community Television activity had a small cost overrun for contract services associated with meeting production services. Communitv Development: Increase bv $30 605 The Planning activity (#8101) requires a Budget Adjustment of $11,971. The costs incurred for reimbursable professional services were more than anticipated. These costs are offset by revenue. The Engineering activity (#8301) requires a budget adjustment of $18,634. The adopted Budget projected more staff time would be expended on capital projects. The Staff time associated with Capital Improvement Program (CIP) projects become part of the total expense for the project. A difference was projected at the time that the Fiscal Year 2010 -2011 Budget was presented. The staff time was less due to the timing of projects. The impact was partially offset by savings in other line items. Page 2 of 4 SPECIAL REVENUE FUNDS The following sections summarize Budget Changes required in various Special Revenue Funds related to operating expenditures. The City financial records currently account for revenues and expenditures in over twenty different Special Revenue 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. The total additional appropriations total $6,746 and of this amount, $3,372 is funded from a transfer between activities and the remaining $3,374 is funded from reserves. State COPs Grant Fund (#2103) Increase of $331 This fund is utilized for expenditures under the State grant funds. The Police activity (#2102) requires a budget adjustment of $331. The small deviation represents interest revenue generated on the grant funds before the expenditures were recorded. By expensing an additional $331 in this fund it will bring the balance to zero. Street Landscapinq Assessment District 1983-2 Fund (#2702) Transfer between Activities This fund pays for the operation and maintenance of landscaping adjacent to Stagecoach Road. The Landscaping activity (#3401) requires an adjustment of $3,372 due to higher than anticipated expenditures for water. The Street Tree Maintenance activity (#3402) in this fund has adequate unexpended budget that can be transferred to the Landscape Activity. The impact was partially offset by savings in other line items. Leqal Notice Costs in Enqineerinq Related To Assessment Districts (#2701 -#2705) The Engineering Department coordinates the administration of the various Assessment Districts. The cost of legal advertisements was in excess of the amount budgeted in Engineering in each of the five Assessment Districts. Therefore, a minor additional appropriation is required as summarized below: ADDITIONAL APPROPRIATIONS TO ENGINEERING LEGAL NOTICE LINE ITEM FUND # / NAME ADDITIONAL APPROPRIATION 2701- Cit wide St Li ht $ 240 2702- Sta ecoach Landsca e $ 338 2703 - Dou hert Landsca e $ 332 2704 - Santa Rita Landsca e $ 504 2705 - East Dublin St Li ht $ 395 TOTAL $1,809 Measure D Fund (#2302) Increase of $1,234 In Fiscal Year 2009/2010 the City installed special storm water filters as part of a pilot project. Measure D and Used Oil recycling grants were being used to offset these costs. A minor adjustment is required to the Street Maintenance activity for drainage maintenance costs associated with the filters. Page 3 of 4 CAPITAL IMPROVEMENT PROJECTS The following are adjustments proposed for Capital Improvement Projects, which are shown on the final page of the Budget Change. Pool Heater Repair Project #950010 This project requires an additional appropriation of $130. The project was completed as of June 30, 2010 and no additional expenses will occur in Fiscal Year 2010/2011. Dublin Sports Ground Renovation #950003 This project requires an additional appropriation of $792 appropriation from the General Fund. The expenditure relates to Staff costs beyond the amount budgeted for inspection and project management. The majority of the project cost is funded from a East Bay Regional Park District Grant, however, this task was budgeted as a General Fund Expense. Eastern Dublin Arterial Street & Freeway Improvements #960004 This project is used to capture a variety of activities funded by the Eastern Dublin Traffic Impact Fee. With the new Finance System different fund numbers are used to capture each Traffic Impact Fee Type. When the Budget was established the amount budgeted in Traffic Impact Fee Category 1(TtF 1 Fund #4301) was more than what was required and insufficient Funds were budgeted in Traffic Impact Fee Category 2(TIF 2 Fund #4302) and Fallon Interchange Funds (Fund #4307). The recommended Budget Change will reduce TIF1 by $908,675 and increase TIF 2 by $186,675 and increase Fallon Interchange by $722,000. The net result is that there is no change in Total Appropriations for this project (i.e. $908,675 =$186,675 + $722,000). Villaqe Parkway - AVB Stormwater Treatment #960009 There was no change in the appropriations required for this project. However, there has been a change in the designated fund used to track the project costs. This project was originally budgeted in the General Fund. Staff has established a Special Revenue Fund (#2321 - Stormwater Management) to track both the revenue and expenditures for this project. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None ATTACHMENTS: 1. Budget Change Page 4 of 4 CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2009/2010 ~ ~ ~ ~ CHANGE FORM #: New Appropriations (City Council Approval Required): x From Unappropriated Reserves Various Funds From New Revenues Budget Transfers: From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity Between Depar[ments (City Council Approval Required) Other DECR~ASE,~UDGET ~,CCO.UN~ ` ~.. ; ' AMO[7NT.° INGR~!ASE BUDGET ACGE}U°NT . . ::.; AMOUNT '; General Fund - STREET MAINTENANCE - Contract Services Name: / Drainage Maintenance Account: 1001-3201 - 64076 $6,801 I General Fund - STREET LANDSCAPING - Contract Services - Name: Community Events Account: 1001-3401-64089 $558 ~ , General Fund - PLANNING - Name: Professional Services - Reimburseable Account: 1001 - 8101 - 65106 $11,971 ~ General Fund - ENGINEERING - Name: 5alaries Full Time Account: 1001 - 8301 - 51101 I $18,634 General Fund- COMMUNITY Name: TELEVISION - Contract Services Account: 1001-7101- 64001 $334 Reason for Budget Change: To reflect General Fund budget changes to Operating Budget Departments proposed as part of the City's year end adjustments to close the financial records for 2009/10 - per the report to the City Council 9/21/2010. ~~ ~~ ~~~~~~~ ATTACHMENT 1 Page 1 of 3 ~ ~~ ~ CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2009/2010 CHANGE FORM #: New Appropriations (City Councii Approval Required): Budget Transfers: x From Unappropriated Reserves Various Funds From Budgeted Contingent Reserve (1080-799.000) From New Revenues Within Same Department Activity Between Departments (City Council Approval Required) Other DECREASE, BUDGET AC~OUNT . AMOUNT ING'REASE BUDGET ACCQUNT= :` ' : AlYIOUNT .`' STATE COPS Fund - POLICE Name: (Patrol) - Contract Services Account: 2103 - 2102 -64021 I $331 Dougherty Landscape Assmt Fund - STREET TREE MAINTENANCE - Name: Contract Service Dougherty Landscape Assmt Fund - LANDSCAPE MAINTENANCE - Name: Utilities - Water Account: 2703 - 3402 - 64001 <$3,372> Account 2703-3401-63301 $3,372 Citywide St Light Assmt Fund - Name: Engineering - Legal Notices Account: 2701 - 8301 - 61117 $240 Stagecoach Assmt Fund - Name: Engineering - Legal Notices Account: 2702 - 8301 - 61117 $338 Dougherty Assmt Fund - Name: Engineering - Legal Notices Account: 2703 - 8301 - 61117 $332 Santa Rita Assmt Fund - Name: Engineering - Legal Notices Account: 2704 - 8301 - 61117 $504 East Dublin St Light Assmt Fund - Name: Engineering - Legal Notices Account: 2705 - 8301 - 61117 $395 Measure D Fund - Street Maint - Name: Contract Svcs Drainage Maint Account: 2302 - 3201 - 64075 $1,234 Reason for Budget Change: To reflect non- General Fund (Special Revenue Fund) budget changes to Operating Budget Departments proposed as part of the City's year end adjustments to close the financial records for 2009/10 - per the report to the City Council 9/21/2010. ATTACHMENT 1 Page 2 of 3 CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2009/2010 CHANGE FORM #: ~ ~T~ ~ ~~ New Appropriations (City Council Approval Required): Budget Transfers: x From Unappropriated Reserves Various Funds From Budgeted Contingent Reserve (1080-799.000) From New Revenues Within Same Department Activity Between Depat'tments (City Council Approval Required) Other DECREASE~.BUDGET:ACGOUNT;: ' AMOUNT ING'REASE BUDGET ACCQUNT" : AMOUNT General Fund - Pool Heater Repair Name: Project - Machinery & Equip $130 Project # 950010 - 9600 - 9603 -1001 ~ GL Acct 3500 - 9501 -73102 General Fund - Dublin Sports Grounds Renovation Project - Staff Name: Project Mgt Project # 950003 - 9100 - 9101 -1001 $792 ' GL Acct 3500 - 9501 -51101 # 4301 : EASTERN DUBLIN TRAFFIC IMPACT FEE (TIF 1) Funds - Eastern Dublin Arterial Street & Freeway Improvements Name: Project - Improvements $908,675 # 4302 : EASTERN DUBLIN TRAFFIC IMPACT FEE (TIF 2) Funds - Eastern Dubtin Arterial Street & Freeway Improvements Name: Project - Debt Repayment Principal ~186,675 Project # 960004.9400.9401.4301 GL Acct 3600.9601.73103 Project # 960004.9500.9507.4302 GL Acct 3600.9601.85102 #4307 : EASTERN DUBLIN I TRAFFIC IMPACT FEE (Fallon Interchange) Funds - Eastern Dublin Arterial Street & Freeway Improvements Project - Impact Fee Name: Obligations 722~000 Project # 960004.9500.9509.4307 GL Acct 3500 - 9501 -86101 ~ , Reason for Budget Change: To reflect budget changes to Capital Projects proposed as part of the City's year end adjustments to close the financiai records for 2009/10 - per the report to the City Council 9/21/2010. Fin Mgr / ASD: ~~ ~ i Signature Posted By: Signature Date: ~ ~ y ~~ Date: ATTACHMENT 1 Page 3 of 3 Mayor: Date: