HomeMy WebLinkAbout4.05 FinalBudgetChang04-05CITY CLERK
File # ❑330-1451
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: November 1, 2005
SUBJECT: Final Budget Changes For Fiscal Year 2004-2005
Report Prepared By: Carole A. Perry, Administrative Services
Director and Fred W. Marsh, Finance Manager
ATTACHMENTS: Budget Change Forms
RECOMMENDATION: Approve the Budget Changes
�f
FINANCIAL STATEMENT: See Report
DESCRIPTION: Staff has reviewed the Preliminary Financial Reports and the Auditors are preparing
the final Comprehensive Financial Report information for the Fiscal Year ending June 30, 2005. Staff is
requesting year end adjustments at this time, as current City policies allow the City Manager to only make
budget adjustments between line items which are within the same activity (i.e. Department) and/or to
authorize 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. The Final Fiscal Year 2004-2005 results for all funds are anticipated to be presented to Council
in January 2005.
Proposed Adiustments
Many of the adjustments discussed in this section of the report were anticipated in the estimated actual
information presented in the Preliminary 2005-2006 Fiscal Year Budget and Financial Plan. Most of the
adjustments relate 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 (0011
General Government: Increase by $79,745
Central Services (10210) expenditures were approximately $2,490 higher than budgeted due to additional
expenditures incurred for advertising recruitments.
COPY TO:
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ITEM NO.
G:\Audit\FY 2004-05\cafr\agenda preliminary year end budget changesIdoc )
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Building Management (10500) expenditures were approximately $29,023 higher than budgeted due to
additional expenditures incurred for electrical, heating, air conditioning and generator maintenance,
repairs of civic center leaks and additional setup costs incurred for the regional meeting room due to the
closure of the Shannon Community Center.
Insurance (10600) expenditures were approximately $48,232 higher than budgeted due to higher than
anticipated expenditures incurred on settlements of outstanding claims.
Transportation: Increase bv $2.949
The expenditures in Transportation were approximately $2,949 over budget due to higher than expected
expenditures incurred for contract street maintenance (30200) and street tree maintenance (30400).
Community Development: Increase bv $95.059
Engineering (90300) expenditures were approximately $95,059 higher than budgeted due to higher than
expected contract services costs incurred for new development projects occurring within the City. The
additional expenditures incurred on new development were reimbursed to the City through additional fees
assessed on new development.
Cavital Imvrovement Proiects: Increase bv $3.125
Capital projects with budget variances are discussed in detail below.
Capital Amount of Adjustment Explanation of
Project Required Variance
Name of Capital Pro.iect Number (If over $5,000)
E-Commerce and Payment Processing 93321 $109
Emerald Glen Activitv Center 95601 $2,263
Downtown Traffic Equipment 96452 $753
Replacement
TOTAL $3.125
SUMMARY OF GENERAL FUND CHANGES
The total additional appropriation in the General Fund for all activities is $180,878. 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 summarizc 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 Spccial Rcvcnue 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.
Special Criminal Activitv Fund (200) Increase of $480
This fund is utilized to account for the receipt of funds derived rrom asset forfeitures. Unanticipated
funds were available from Fiscal Year 2003-2004 to pay for the installation of a computer data linc.
Therefore an additional budget adjustment of $480 in expenditures has been requested.
State COPs Grant Fund (202) Increase of $313
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 Fiscal Year 2003-2004 to pay for this program.
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Therefore an additional budget adjustment of $313 in expenditures has been requested. It should be noted
that the General Fund line item budget for police contract personnel will be decreased by the same
amount.
Budl!"et Transfer between the State Transportation Improvement Pro!!ram Fund (STIP - Fund (219)
and the Traffic Impact Fee Fund (Fund 300) of $1.309.044.
A Budget Transfer of $1,309,044 is proposed to be made between the two funds noted above to reimburse
the Traffic Impact Fee Fund for grant funds rcceived in Fiscal Year 2004-2005 for expenditures incurred
on the Tassajara Road Freeway Interchange capital improvement project in Fiscal Year 2003-2004.
Gsrba!!e Service Fund (225) Increase of $20.500
The Garbage Service Fund was established to account for the use of funds received which are levied by
the county for garbage pick-up and removal and recycling services. The variance in this fund is due to
higher than expected growth in residential garbage services, which was offset by a similar amount of
growth in revenue for this fund.
Traffic Impact Fee Fund (300) Iucrease bv $751.506
The Tassajara Road Freeway Intcrchange project (96420) was $1,088 over budget due to additional
printing costs for drawings required by Caltrans. These expenditures were offset by funds previously
received from developers responsible for the reimbursement of these costs to the City.
A proposed budget increase of $749,928 reflects refunds made to developers of remaining funds originally
collected for construction of the Tassajara Road Freeway Interchange. A budget increase of $490 is also
proposed for this fund to fund additional staff time incurred on the initial phase ofthe Scarlett Drive I Iron
Horse Trail Extension.
Fire Impact Fee Fund (320) Increase bv $542.298
A budget adjustment of $3,020 is proposed for additional expenditures incurred in completion of the Fire
Fee Study Updatc. In addition, a proposed budget increase of $479,808 reflects refunds made to
developers of remaining funds originally collected for construction of the Fallon Fire Station and purchase
of new apparatus for the station. Lastly, a budget adjustment of $59,470 is proposed for the interest due
for the year on the advance between the Fire Impact Fee Fund and General Fund
Housinl! In Lieu Fund (380) Increase bv $6.036
The variance in this fund is due to higher than expected costs incurred in legal expenditures related to
updates to the City's Affordable Housing and In Lieu fee programs and to reviews of approved loan
agreements for new affordable housing projects. Note that all expenditures in this fund are funded solely
from housing in licu fees received from development. Therefore an additional budget adjustment of
$6,036 in expenditures has been requested.
Assessment District Funds (710-717) Increase $1.315
Expenditures in various divisions of the Assessment District funds were over budget by a total of $1.315,
due to an additional outlay incurred by contract personnel for administration, landscaping and street
lighting maintenance services. Sufficient reserves are available in the individual assessment district funds
for these proposed appropriations. Therefore, a budget adjustment totaling $1,315 to cover expenditures
in various assessment districts has been rcqucsted.
RECOMMENDATION
Attached arc Budget Change fOITlls which will allow for amendments to the budget consistent with this
report. Staffrecommends that the City Council receive this report and authorize the Mayor to execute the
attached budget changes. This infoITllation will be reflected in the Final Comprehensive Annual Financial
Report, which is anticipated to be presented to Council in January 2006.
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CITY OF DUBLIN
BUDGET CHANGE FORM - FISCAL YEAR 2004-2005
\ot3
CHANGE FORM #:
New Appropriations (City Council Approval Roqu;"d):
x From Unappropriated Reserves Fund #
From New Revenues
Budget Transfen:
From Budgeted Contingent Reserve (1080-799.000)
Within Sarne Department Act;v;ty
Between Departments (City Council Approva.l Required)
Other
Name: Name: Centra.l Services - Advernsin __.~L490
..-------
Account: Account: 001·10210-715-000
Name; Name: Insurance - Claims Paid . m _i8,232
Account: Account: 001-10600-717-002
Name: Name: ª~~ldi!!ILJ'v1anagL"Inent - Contract Services 29,023
-.".- ____.m,.
Account: Name: 00 I-I 0500-740-000
Name: Name: Street Maintenance - Contract Services 1,106
...-.....-..---
Account; Account: 001-30200-740-000
Street Tree Maintenance - Improvements
Name: Name: ._.!"ot Bu;]dings 1,843
Account: Account: 001-30400-750-050
Name: Name: Engineering - Private .I?ev. ~~.imb. 95,059
."'..--......--..-- .._._.._m_......____
Account; Account; 001·90300-740-072
Namc; Name: E~COTm11CICC and Payment Pro.~~~~!~.g 109
---.- . ...--......-.-
Account: Account: 001-93321-750-073
. ...- ""..-..---
Name=---. ~m.rald(}len Activ;¡y..Ç~tcr
Account: 001-95601-740-078
2,263
Name:
Account:
::t:-+tM 4,5
11-1- 05"'
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CITY OF DUBLIN
BUDGET CHANGE FORM - FISCAL YEAR 2004-2005
2°b~
New Appropriations (City Council Approval Required):
x From Unappropria.ted Reserves Fund #
From New Revenues
CHANGE FORM #:
Budget Transfers:
From Budgeted Contingent Reserve (1080-799,000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Other
Neme:
Account:
Neme:
Account:
Name:
Police: - Contract Personnel
Account:
001-20100-740-001
Name:
Account:
Name:
Account:
Name:
-.."'...,.--..--------.----
Account:
Name:
... .. .... -----..-."'-..----.--- ---.....,..
Account:
Name:
.,,-.----
Account:
Name:
Account:
Name:
--...--....--.---
Account:
Name:
Account:
Name:
Account:
Na.me:
Downtown Traffic Equipment
Rcp]accm~..!_. ___._._.____".._________.._
753
Account: 001-96452-740-079
Special Criminal Activity Fund ~
Name: .. .,!.!:Ilp!?ve:r!lents Not B~~I.dings .
480
Account: 200-20100-750-050
313 Name:
Pollee - Contract Personnel
313
Account, 202-20100-740-001
Name:
STIP fund - Tra~sfers Out
1,309,044
Account: 219-10000-799-099
Name:
TIP Pund - Transfers In
1,309,044
Account:
300-599-000
Name:: G~rba c Service Fund r Contract Services
Account: 225-50200-740-000
Name:
Account: 300.96420-716-000
Name: osh Refunds
Account: 300-] 0000-740-000
Scarlett DrlIron Horse Extension -
Name: Salaries
Account: 300-96840-701-002
Name: fire - Intercst Expense
Account: 320-10000-732-000
Name: firc"- Pire Pee Study U dare
Account; 320-94510-740-000
Name: Fire.- Deposit Refunds
Account: 320-9351 ] -740-000
20,50Q
1,088
749,928
490
59,470
3,020
479,808
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10/2412005,,26 PM
CITY OF DUBLIN
BUDGET CHANGE FORM - FISCAL YEAR2004-2005
30h~
CHANGE FORM #:
New Appropriations (City Council Approval :Required):
X From Unappropriated Reserves Fund #
From New Revenues
~",.~~
Budget Transfers:
From Budgeted Contingent Reserve (1080-799,000)
Within Same Department Activity
Between Departments (City Council Approval Roquirod)
Othe"f
Name: 6,036
Name:
Account:
Account 380-10300-74]-005
Name:
Name; Street Light Assessm~t District - ,~~:!.HriCS
155
Account:
Account 710-30]00-701-001
Street Light Assessment District -
Name: Contract Services
293
Namc;
Account:
Account 711-30400-740-000
Street Líght Assessment District ~
Name: Contract Services
867
Name:
. . ---.. ------..--
....-...-.--.....-
Account:
Total
Account: 713-30400-740-000
313 Total
4,121,4]4
Reason for Budget Change: These represent the final year end budget adjustments for the Preliminary Financial Report for Fiscal
Year 2004-2005,
Fin Mgr I ASD:
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Signature
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Date:
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City Manager:
Date:
Signato'e
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Mayor:
Date,
Signature
Posted By,
Date:
(;,\Audi.IFY 2004-0Sloal,\buJg" ,h,ng' y'" end adjustments 04-05.<1, 3 of 3
1U124/2005 5,26 PM