HomeMy WebLinkAbout4.6 Budget Modifications 1985-86 CITY OF DUBLIN '330 --/o
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: October 27, 1986
SUBJECT 1985-86 Budget Modifications
EXHIBITS ATTACHED Budget Charge Forms
RECOMMENDATION Approve budget transfers and additional
appropriations .
FINANCIAL STATEMENT: See Attached
DESCRIPTION The City presently accounts for expenditures and
revenues on a modified accrual basis. This means that the City incurs
expenses during the fiscal year based on the criteria of delivery of goods
or the provision of service within that fiscal year, even if the billing is
not received until after the close of the fiscal year. This makes it
difficult to anticipate some budget modifications until all of the accrued
expenses have been accounted for.
The City Manager is authorized to make adjustments within , individual
department budgets . However, when an appropriation is required from
reserve accounts, the City Council must approve transactions involving
reserves, or transfers between two different departmental budgets.
For Fiscal Year 1985-86, there were several accounts which require
additional budget authorizations . Each budget change is described on the
attached forms .
Among the significant appropriations are three involving public works
activities. The first involves a cost overrun on the Maintenance
Supervision account. The level of activity mandated the equivalent of a
full-time supervisor. Included in the maintenance activities were
significant changes in the Landscape Maintenance accounts . This affected
General Fund accounts and activities funded through the Stagecoach Road
Assessment District 83-2 .
The level of development activity was higher than anticipated creating a
cost overrun on the Engineering Professional Services account. It is
important to note that a substantial amount of this work is paid for by the
developers . Therefore, the amount of revenue collected was also greater
than the estimate contained in the adopted budget.
The budget appropriations for the San Ramon Road Specific Plan Assessment
District will consolidate the entire costs of the bond issurance under a
single account. The funds will be provided from the proceeds of the
issuance. The incremental closing costs of the Civic Center purchase should
have been consolidated with the cost of the land. An additional
appropriation for this purpose would be provided from the proceeds of the
Certificate of Participation issue. The final area where cost overruns
existed were among various capital projects , an explanation of each overrun
is contained on the attached forms .
It is recommended that the City Council review the Budget Change Forms and
authorize the Mayor to execute the Budget transfers and additional
appropriations .
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COPIES TO:
ITEM NO. �o�
CITY OF DU "BLIN
B ;U D G E T C H A N G ,E F O R M
FROM TO
APPROPRIATION ACCOUNT AMOUNT ACCOUNT AMOUNT
TRANSFER
1-1 108 705.22 11,137.00 1-1 103 701.04 760.00
AMENDMENT 1-1 103 705.22 20,000.00 1-1 103 705.05 30,377.00
U S T I FI C A T I ON DURING 1985/86 THE LEGAL SERVICES BUDGET WAS EXCEEDED DUE TO THE FOLLOWING
_..._...___..SPECIAL PROJECTS:
1. SPECIAL LEGAL SERVICES RELATED TO THE TRANSFER OF ARROYO VISTA.
2. CONTINUING LITIGATION, WHICH WAS NOT ANTICIPATED.
3. LEGAL REVIEW OF THE ENTIRE MUNICIPAL CODE.
4. INCLUSION OF CITY ATTORNEY IN P.E.R.S. PROGRAM.
5. CITY ATTORNEY REVIEW OF SPECIAL FINANCING ON CIVIC CENTER. -
THIS BUDGET CHANGE WILL BALANCE THE ACCOUNT.
TEMITIZED COST
LEGAL SERVICES
RETIREMENT 760.00
PROFESSIONAL SVCS 30,377.00
TOTAL 31,137.00
. ITY
DATE
TANAGER APPROVAL
I T Y
DATE
OUNCIL APPROVAL
CITY OF DUBLIN
4' BUDGET CHANGE FORM
FROM
TO '
APPROPRIATION ACCOUNT AMOUNT ACCOUNT AMOUNT
TRANSFER 1=1 104 701.01 7,516.00 1-1 104 705.05 12,250.00
AMENDMENT 1-1 104 701 03 179.00
1-1 104 701 04 560.00
1-1 104 701 05 2,727.00
1-1 104 701 06 10.00
1-1 104 757 152.001
1-1 108 705 22 1,106.00
IUSTIFICAT10N
-- ---- THE 1985/86 BUDGET PROJECTED A DECREASE IN THE CONTRACT COMPUTER
SERVICES, AS A RESULT OF THE ADDITION OF A FINANCE TECHNICIAN AND A CONTRACT FINANCE
DIRECTOR. THE IN-HOUSE RECRUITMENT WAS COMPLETED LATER THAN ANTICIPATED, REQUIRING
CONTINUED USE OF CONTRACT COMPUTER SERVICES. THE CITY ALSO PROCEEDED WITH COMPLEX
FINANCIAL TRANSACTIONS (COP) REQUIRING MORE CONTRACT FINANCE DIRECTOR TIME THAN
ANTICIPATED. THE CITY ALSO UNDERTOOK A CONTRACT WITH L.A.V.T.A. TO PROVIDE
ACCOUNTING SERVICES.
TEMITIZED COST
FINANCE DEPT.
PROFESSIONAL SVCS 12,250.00
T O T A L 12,250.00
- .. �_....._.... ---- --. . .._.. D A T E
1ANAGER APPROVAL
� ITY `
D A T E
OUNCIL APPROVAL
CITY OF DUBLIN
BUDGET CHANGE FORM
FROM TO
APPROPRIATION ACCOUNT A 0 UNN T ACCOUNT ?.MOUNT
TRANSFER
0 AMENDMENT 1-1 6,600.00 1-1 205 712.01 6,600.00
JUSTIFICATION
e1S � con�c Selvj\cues are
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�.,..d
ITEMITIZED COST
TRAFFIC SIGNALS & SAFETY
LIGHTING
CONTRACT SERVICES 6,600.00
T O T A L 6,600.00
D I T Y
AANAGER APPROVAL DATE
' I T Y
� OUNCIL APPROVAL DATE
CITY OF DUBLIN`
B ; U D. G E T C- H A N G E F O R M
FROM TO
APPROPRIATION ACCOUNT AMOUNT ACCOUNT AMOUNT
3TRANSFER
1-1 303 701.01 1,891.00, 1-1 303 712. 17 11,688.00
3 AMENDMENT 1-1 303 701.04 161.00 1-1 301701.06 2.00
1-1 303 701.05 2,377.00
1-1 303 705.12 601.00
1-1 303 705. 16 100.00
1-1 303 757 106.00
1-1 108 705.22 1�61�0.00
1-1 430
USTIFICAT10N
THE WORK EFFORT REQUIRED BY THE CONTRACT MAINTENANCE SUPT.
WAS GREATER THAN WAS ESTIMATED IN THE-BUDGET. IN PART THIS
WAS CAUSED BY SIGNIFICANT TIME EXPENDED ON STORM DAMAGE &
CLEAN UP, FIRE BREAK WORK, CATEPILLAR INFESTATION, AND
OTHER SPECIAL PROJECTS.
TEMITIZED COST
PUBLIC WORKS
CONTRACT SVCS 11,688.00
WORKERS COMP 2.00
TOTAL 11,690.00
; ITY - -- - - - -
DATE
IANACER APPROVAL
I T Y
DATE
OUNCIL APPROVAL -
CITY OF DUBLIN
BUDGET CHANGE FORM
FROM TO
APPROPRIATION ACCOUNT AIN11OUNT ACCOUNT
AMOUNT
TRANSFER
1-1 305 705.21 3,759.00
O ALMENDMENT 1-1 305 712.02 344.00 1-1 305- 712. 15 24,948.00
1-1 305 757 159.00
1-1 am q-30 20,686.00
JUSTIFICATION
THE EXPENSES FOR LANDSCAPE MAINTENANCE WERE MORE THAN ESTIMATED
IN THE 1985/86 BUDGET DUE TO--EXTENSIVE FIRE BREAKS REQUIRED ALONG
SAN RAMON ROAD, VANDALISM TO LANDSCAPING ALOP&MAJOR ARTERIALS, AND
A LARGER THAN ESTIMATED WORK EFFORT TO MAINTAIN NEWLY INSTALLED
LANDSCAPING.
ITEMITIZED COST
STREET LANDSCAPING
CONTRACT SVCS PUBLIC WK 24,948.00
T O T A L 24,948.00
CITY
4ANAGER APPROVAL DATE
: ITY
DATE
� OUNCIL APPROVAL
CITY OF DUBLIN
BUDGET CHANGE FORM
FROM TO
APPROPRIATION ACCOUNT AA;OUNT ACCOUNT
AMOUNT
E3 TRANSFER
1-1 430 76,627.00 1-1 903 705.05 76,627.0
A,�IENDMENT
JUSTIFICATION
THE LEVEL OF PRIVATE DEVELOPMENT ACTIVITY WAS HIGHER THAN
ANTICIPATED IN THE PRELIMINARY BUDGET. AS A RESULT ENGINEERING
& PLAN CHECKING COSTS WERE HIGHER THAN ESTIMATED.
THE CITY ALSO RECEIVED MORE REVENUE FOR THE ACTIVITY THAN WAS
PROJECTED IN THE BUDGET DOCUMENT.
ITEMITIZED COST
ENGINEERING DEPT
PROFESSIONAL SVCS 76,627.00
T O T A L 76,627.00
CITY
AANAGER APPROVAL DATE
CITY
OUNCIL APPROVAL DATE
CITY OF DUBLIN
BUDGET CHANGE FORM
FROM TO
APPROPRIATION ACCOUNT AMMOUNT ACCOUNT
AMOUNT
D TRANSFER
2-19 M 430 20,781.00 2-19 305 705.21 1, 177.00
0 AMENDMENT 2-19 305 712. 15 19,604.00
JUSTIFICATION
1985/86 REPRESENTED THE FIRST FULL YEAR IN WHICH THE CITY HAD EXPENSES
FOR THE OPERATION OF THE STAGECOACH ROAD ASSESSMENT DISTRICT. THE
EXPENSE FOR UTILITIES WERE GREATER THAN ORIGINALLY ESTIMATED.
THE FIRE DEPARTMENT REQUIRED EXTENSIVE FIRE PREVENTION WEED REMOVAL
ON CUT SLOPES AND THE 90 ACRE OPEN SPACE AREA. SUFFICIENT RESERVES
ARE AVAILABLE TO FUND THESE ACTIVITIES.
ITEMITIZED COST
LANDSCAPE DISTRICT 83-2
SERVICE & SUPPLIES - UTILITIES 1,177.00
CONTRACT SVCS- PUBLIC WORKS 19,604.00
TOTAL 20,781.00
:. ITY _
DATE
AANAGER APPROVAL
: ITY
� OUNCIL APPROVAL DATE
CITY OF DUBLIN
BUDGET C" HANGS FORM
FROM TO r
APPROPRIATION ACCOUNT AMOUNT ACCOUNT AMOUNT
TRANSFER
5-20 430 22, 124.00 5-20 736.01 22, 124.00
AMENDMENT
U8TIFICATION
THE BUDGET FOR THE SAN RAMON RD SPECIFIC PLAN INCLUDED THE $15,729.00 FOR THE COST
OF A TRANSFER AGENT ON THE ISSUE. THE OTHER COSTS OF ISSUE BOND COUNCIL, PRINTING
OF OFFICIAL STATEMENT, AND PRINTING OF BONDS WERE NOT REFLECTED.
THIS WILL CONSOLIDATE ALL OF THESE COSTS UNDER A SINGLE BUDGET ACCOUNT AND PROVIDE
FUNDING FROM THE PROCEEDS.
TEMITIZED COST
SAN RAMON RD SPECIFIC PLN
OTHER COSTS OF ISSUE 22,124.00
TOTAL 22, 124.00
. ITY DATE
+MANAGER APPROVAL
CITY DATE
: OUNCIL APPROVAL-
. -
CITY OF - DUBLIN
BUDGET CHANGE FORM
FROM TO r
APPROPRIATION ACCOUNT AMOUNT ACCOUNT AMOUNT
TRANSFER 7-23 430 22,677.00 7-23 751 22,677.00
3 AMENDMENT
US TIFICATION
......- _._-.._._ . THE PURCHASE OF THE CIVIC CENTER PROPERTY ALSO REQUIRED EXPENSES
RELATED. TO: TITLE INSURANCE, APPRAISAL, BOUNDARY SURVEY, AND
REAL ESTATE BROKER. THESE COSTS SHOULD HAVE BEEN BUDGETED WITH THE
COST OF THE LAND. A BUDGET TRANSFER WILL REFLECT THE TOTAL COST OF
LAND PURCHASE INCLUDING THE SPECIAL SERVICES.
TEMITIZED COST
PUBLIC FACILITIES FUND
LAND 22,677.00
TOTAL 22,677.00
CITY
DATE
AANAGER APPROVAL
: ITY DATE
: OUNCIL APPROVAL-
CITY OF DUBLIN
BUDGET C- HANGE FORM
.......... - -- . . - --- - ---- ------
FROM TO
APPROPRIATION ACCOUNT AMOUNT ACCOUNT AMOUNT
3 TRANSFER
3 AMENDMENT 3-25 430 3,595.00 3-25 705.05 3,595.00
U S TI F C A T 10 N DURING THE CONSTRUCTION ADDITIONAL LOCATIONS WERE FOUND WHICH
----- --- REQUIRED REPAIR. THE UNIT PRICE WAS FAVORABLE AND THE REPAIRS
NEEDED TO BE MADE TO LIMIT THE CITY'S LIABILITY.
TEMITIZED COST
DEFECTIVE SIDEWALK REPAIR
PROFESSIONAL SVCS 3,595.00
T O T A L 3,595.00
: ITY DATE
1ANAGER APPROVAL
I T Y DATE
OUNCIL APPROVAL _
CITY OF DU -BLIN.
BUDGET C- HA_ NGE FORM
- gs_ -7z
FROM TO
APPROPRIATION ACCOUNT AMOUNT ACCOUNT AMOUNT
J TRANSFER
3 AMENDMENT 3-4 430 46.0 3-4 '705.05 46.00
USTIFICATION
THE COST FOR DEVELOPING INTERSECTION DIAGRAMS AS THE LAST PHASE OF
THE CITY BASE MAP PROJECT EXCEEDED THE BUDGET BY A MINIMAL AMOUNT.
SUFFICIENT FUNDS ARE AVAILABLE IN RESERVES.
TEMITIZED COST
CITY BASE MAPS
PROFESSIONAL SERVICES 46.00
TOTAL 46.00
CITY
. DATE
MANAGER APPROVAL
: ITY DATE
: OUNCIL APPROVAL .
CITY OF DU -BLIN�
r
B - U D. G E T C-H A N G E FORM
FROM TO
JAPPROPRIATION ACCOUNT .AMOUNT ACCOUNT AMOUNT
3 TRANSFER
A�IENDMENT 3-41 430 1,711.00 3-41 755 1,711.00
USTIFICATION
DURING CONSTRUCTION CHANGES WERE REQUIRED TO ACCOMODATE THE FUTURE RIGHT
OF WAY. ALSO, THERE WAS A CONFLICT WITH UTILITY LOCATIONS, WHICH
REQUIRED ADDITIONAL ENGINEERING SERVICES. PRIOR TO COMPLETION OF THE
PROJECT, A PEDESTRIAN POLE WAS DAMAGED IN A HIT AND RUN ACCIDENT. THE
TRANSFER WILL BALANCE THESE COSTS.
TEMITIZED COST
TRAFFIC SIGNAL @ DUBLIN/CLARK
IMPROVEMENTS OTHER THAN BLDG. 1,711.00
TOTAL 1,711.00
ITY
DATE
ANAGER APPROVAL
I T Y
DATE
OUNCIL APPROVAL -
CITY OF DUBLIN;
- r ,
B;UD. GET CHANGE FORM
FROM TO -
APPROPRIATION ACCOUNT AMOUNT ACCOUNT AMOUNT
3 TRANSFER
3 AMENDMENT 3-48 430 161.00 3-48 705.05 161.00
USTIFICATION
THE CITY UNDERTOOK A STUDY JOINTLY WITH THE CITY OF SAN RAMON.
THE TOTAL COSTS EXCEEDED THE ESTIMATED AMOUNT BY A MINIMAL AMOUNT.
TEMITIZED COST
DUBLIN SAN RAMON FIRE SVC STUDY
PROFESSIONAL SVCS 161.00
TOTAL 161.00
; ITY DATE
1ANAGER APPROVAL
I T Y DATE
OUNCIL APPROVAL.
CITY OF DU -BLIN
B ;UD. GET CHANGE FORM
FROM TO
APPROPRIATION ACCOUNT AMOUNT ACCOUNT AMOUNT
3 TRANSFER
3AMENDMENT 3-51 430 1,039.00 3-51 705.05 1,039.00
US TIFICAT10N
THE TOTAL PROJECT COST WAS EXCEEDED DUE TO THE COST OF INSTALLING
LANDSCAPING�WAS DONE ON A TIME & MATERIAL BASIS, WHICH WAS GREATER
THAN ESTIMATED, AND SOME CHANGES WERE MADE TO THE GRADING TO OBTAIN
APPROPRIATE DRAINAGE. A TRANSFER FROM RESERVES WILL BALANCE THE ACCT.
TEMITIZED COST
CITY STORAGE YARD
PROFESSIONAL SVCS 1,039.00
TOTAL
TY _ DATE
TANAGER APPROVAL
: TTY DATE
OUNCIL APPROVAL -
' - -
CITY OF DUBLIN
BUDGET CHANGE FORM
7
FROM TO
APPROPRIATION ACCOUNT AMOUNT ACCOUNT AMOUNT
TRANSFER
AMENDMENT 3-44 430 19,727.00 3-44 755 19,727.00
A-
U STIFICAT10N
THE IMPROVEMENT OF VILLAGE PARKWAY MEDIANS INCLUDED THE INSTALLATION
OF STREET LIGHTS AND THE CONDUIT FOR A FUTURE TRAFFIC SIGNAL INTER-
CONNECT. THE COSTS ASSOCIATED WITH THE INTERCONNECT PROJECT WERE _
A PROPORTIONATE COST OF THE TRENCHING WORK AND THE COST OF THE CONDUIT.
ALTHOUGH $20,000 WAS INCLUDED IN THE 85/86 CIP FOR THE INTERCONNECT
PROJECT, A TRANSFER WAS NOT MADE FROM THAT BUDGET ACCOUNT TO THIS
PROJECT AT THE TIME OF THE AWARD OF THE BID. THE ADDITIONAL BUDGET
APPROPRIATION WILL BALANCE THE EXPENDITURE.
TEMITIZED COST
MEDIAN LANDSCAPING-
VLLG PKWY TO KIMBALL
IMPROVEMENTS OTHER THAN
BLDG 19,727.00
TOTAL -F
: ITY
DATE
TANAGER APPROVAL
I T Y
DATE
OUNCIL APPROVAL