HomeMy WebLinkAbout4.08 Budget Carryovers 07-08~~ ~ ~r
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CITY CLERK
File # ^~ 3^^-0^~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: October 21, 2008
SUBJECT: Budget Carryovers and Adjustments from Fiscal Year 2007-2008 to Pc~j,~
Fiscal Year 2008-2009
Report Prepared By: Paul S. Rankin, Administrative Services Dir.
ATTACHMENTS: 1. Detail of Proposed Capital Project Carryovers and
Adjustments
2. Budget Change Form -Operating Budget
3. Budget Change Form -Capital Projects
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 2008-2009 Budget based on the timing
of expenditures for specific projects and activities that carried over from Fiscal Year 2007-2008.
Operating Budget
There were expenditures in three Operating Departments that were originally anticipated to occur in Fiscal
Year 2007-2008, but will actually need to be carried over to Fiscal Year 2008-2009. The operating
carryovers total $78,900 and the seven line items that are impacted are all General Fund activities. Each
of the areas that are proposed to be adjusted had final Fiscal Year 2007/2008 expenditures which were less
than estimated as part of the budget preparation. The items are summarized below:
a.) $4,000 proposed carryover for Central Services (Department #10210) for costs associated with
management training activities that were delayed until the new City Manager was selected.
b.) $7,500 proposed carryover for Administrative Services (Department #10400) for consulting
services associated with the development of a multi-year financial forecast report.
c.) $5,000 proposed carryover for the Information Services division (Department # 10410) for
consulting services. These funds are necessary to complete an update which was underway prior
to June 30, 2008. The update will allow the Geographic Information System to utilize a new
version of the software.
d.) $16,500 is proposed to be carried over for the Building Management Department (Department
#10500)- for Furnishings and Equipment. Replacement of heavily used meeting room furniture
was underway, as of June 30th, however the final delivery could not occur until Fiscal Year
2008/2009.
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ITEM NO.
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e.) $33,400 is proposed to be carried over for the Planning Division of Community Development
(Department #90100) for contract services. This change is necessary to adjust for timing
differences in when work was completed on the multi-year project involving preparation of a
Community Design Element and Downtown Specific Plan.
f.) $12,500 is proposed as a carryover for items to be expended in the Economic Development
Budget (Department #90400) The funds will be used for printing of re-designed brochures that
was underway prior to June 30th ($11,000) and completion of the Business Recognition Program
($1,500).
The Operating Budget Changes are shown on Attachment 2 and are recommended for approval by the
City Council.
Capital Projects
In June 2008, Council appropriated funds for Fiscal Year 2008-2009, which is the first year of the 2008 -
2013 Five Year Capital Improvement Program. The total Capital Project Appropriations were $38.8
million. 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. The timing of project progress can result in the need to make
additional appropriations as well as reductions in the upcoming year.
There are a total of 16 projects where the projected spending was either more or less than the estimate and
the work has carried over to Fiscal Year 2008/09. The following table summarizes the net impact of the
Capital Project carryover budget changes proposed at this time for Fiscal Year 2008-2009.
CAPITAL PROJECT EXPENDITURE CARRYOVER FUND SUMMARY
Fund Total Proposed
Ad'ustments
General Fund $ 1,228,919
Gas Tax $ 8,244
TEA-21 Transportation Grant $ 10,928
Measure D (Recycling) $ 41,859
Traffic Impact Fee $ 663,594
Public Facility Fee $ 1,721,339
Total Pro osed Ad'ustments $ 3,674,883
Attachment 1 provides the list of Capital Projects that make up the proposed Capital Project Budget
Changes. As noted above the Public Facility Fee Fund and the General Fund contain the largest amount
of carry-over project funding (approximately 80%). The timing of construction payments for the Shannon
Center Reconstruction encompasses majority of theses changes. The project is funded by both General
Fund and Public Facility Fee Funds. The total carry over for the Shannon Center project is $ 2,466,376
($1.010 million General Fund and $1.455 million Public Facility Fee Fund).
The Gas Tax and TEA - 21 Transportation Grants are related to the Dublin Boulevard Corridor
Enhancement Projects. Included in the Budget Change is an increase in TEA 21 Revenue of $10,298,
which the budget had assumed would be received in the prior year.
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As shown on Attachment 1 the 2008/2009 Appropriations for four projects will be decreased. This occurs
when the project incurred more expenses in Fiscal Year 2007/2008 than was projected in the projections
included in the Budget. If an adjustment was not made the total funds appropriated over the multiple
years would have increased. Projects where a decrease in funding will occur in 2008/2009 are:
Accounting /Permit System; I-580 Fallon Interchange (General Fund Portion Only); BART Corridor
Enhancement Clark to Tassajara; and the Dublin / Dougherty Intersection and Improvements between I-
580 and Houston Place.
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 2008-
2009, it is recommended that the City Council approve the budget changes as presented in attachment 2
and Attachment 3.
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ADJUSTMENTS TO FISCAL YEAR 2008/2009 BUDGET
Detail of Proposed Capital Project Carryovers and Adjustments
(Original Adopted Budget + Proposed Changes =Revised Project Budget)
Capital 2008-2009 Proposed Adjusted
Project Project Name Adopted Budget Adjustment Budget
General Fund (Fund 0011
93150 Network System Upgrade 62,500 24,000 86,500
93191 Accounting /Permit System 593,300 (2,975) 590,325
95465 Shannon Center Reconstruction 1,158,896 1,010,673 2,169,569
95557 Historic Park Development 3,498,145 185,867 3,684,012
95830 Dublin Sports Ground Renovation 75,675 3,050 78,725
96030 Storm Drain Condition Assessment 100,760 23,070 123,830
96430 I-580 / Fallon Road Interchange 934,942 (27,406) 907,536
96777 San Ramon Rd Trail Project 109,278 3,722 113,000
96853 Stormwater Units -Dublin / Dougherty 0 8,918 8,918
Total General Fund 1,228,919
Gas Tax Fund (Fund 206)
96011 BART /Dublin Blvd Corridor Enhancement
(Hansen -Clark) 44,875 4,182 49,057
96012 BART /Dublin Blvd Corridor Enhancement
(Clark -Tassajara) 338,709 4,062 342,771
Total Gas Tax Fund 8,244
TRAFFIC EFFICIENCY ACT -TEA 21 (Fund 210)
96011 BART /Dublin Blvd Corridor Enhancement
(Hansen -Clark) 54,875 17,526 72,401
96012 BART /Dublin Blvd Corridor Enhancement
(Clark -Tassajara) 1,032,112 (6,598) 1,025,514
Total TEA Transportation Fund 10,928
MEASURE D RECYCLING FUND (Fund 224)
95631 Park Furniture Replacement 77,000 41,859 118,859
Total Measure D Fund 41.859
Traffic Impact Fee Fund (Fund 300
96430 I-580 / Fallon Road Interchange 11,242,140 345,139 11,587,279
96852 Dublin Blvd/Dougherty Rd Intersection 1,911,138 (63,709) 1,847,429
96870 St Patrick Way Project 1,065,791 382,164 1,447,955
Total Traffic Impact Fee Fund 663,594
Public Facility Fee Fund (Fund 310
94500 public Facility Fee Study 14,864 5,395 20,259
93910 Civic Center Renovation 0 130,637 130,637
95465 Shannon Community Center 1,017,290 1,455,703 2,472,993
95851 Falion Sports Park 4,192,556 129,604 4,322,160
Total Public Facility Fee Fund 1 721 339
Total Proposed Adjustments for All Funds 3,674,883
(~
ATTACHMENT 1
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CITY OF DUBLIN °~~ '~
BUDGET CHANGE FORM FISCAL YEAR 2008/2009
CHANGE FORM #:
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
(*For Revenue changes) Between Departments (City Council Approval Required)
DECREASE BUDGET ACCOUNT AMOUNT INCREASE BUDGET ACCOUNT: AMOUNT
General Fund Expense -Central
Name: Services - Training
Account: 001-10210-724 $4,000
. General Fund Expense-
Administrative Services (Finance) -
Name: Contract Services
Account: 001 - 10400 - 740 - 000 $7,500
General Fund Expense-
Administrative Services (Information
Name: Services) -Contract Services
Account: 001 - 10410 - 740 - 000 $5,000
General Fund Expense- Building
Name: Management -Furniture & Equipment
Account: 001 - 10500 - 750 - 061 $16,500
General Fund Expense- Community
Development (Planning) -Contract
Name: Services
Account: 001 - 90100 - 740 - 000 $33,400
General Fund Expense: Economic
Name: Development -Printing
Account: 001 - 90400 - 716-000 $11,000
General Fund Expense: Economic
Development -Community
Name: Promotion
Account: 001-90400-731-000 $1,500
Reason for Budget Change: To reflect budget changes proposed as part of the City's carryover operatin4 budget items for
activities started in Fiscal Year 2007/2008, per report to City Council 10/21/2008.
Fin Mgr / ASD:~~G,M~~~
Sign ture
City ager: ~~CJr.~G-~.lJ
gnature
Mayor:
Signature
Posted By:
Signature
Date: ~~ ~Y Og
Date: w /3' v j
~s .~ppru~ ed at the City Council Meeting on: 10/21/2008
Date:
Date:
ATTACHMENT 2 Operating Budget & Revenue Changes
CITY OF DUBLIN ~ ~ ..
BUDGET CHANGE FORM FISCAL YEAR 2008/2009
CAPITAL PROJECT CARRY OVERS CHANGE FORM #:
New Appropriations (City Council Approval Required): Budget Transfers:
x From Unappropriated Reserves Various Funds From Budgeted Contingent Reserve (1080-799.000)
x From New Revenues Within Same Department Activity
Between Departments (City Council Approval Required)
Other
DCCRCASE BUDGET :ACCOUNT AMOUNT 1"~1CREASE BUDGET' ACCOUI`JT AMOUNT
STREET PROJECTS
Gas Tax Fund -EXPENSE -
BART/Dublin Blvd Corridor Enhancement
Name: (Hansen -Clark)
Account: 206 - 96011 -xxx -xxx $4,182
TEA 21 Fund - EXPENSE -
BART/Dublin Blvd Corridor Enhancement
Name: (Hansen -Clark)
Account: 210 - 90611 -xxx -xxx $17,526
TEA 21 Fund - EXPENSE - Gas Tax Fund -EXPENSE -
BART/Dublin Blvd Comdor BART/Dublin Blvd Comdor Enhancement
Name: Enhancement (Tassajara -Clark) Name: (Tassajara-Clark)
Account: 210 - 96012 -xxx -xxx $6,598 Account: 206 - 9012 -xxx -xxx $4,062
TEA 21 Fund -REVENUE -
ame: BART/Dublin Blvd Corridor Grant Revenue
ccount: 210 - 559 - 003 $10,92;
General Fund -EXPENSE -
Name: I580/Fallon Interchange - Traffic Impact Fee Fund -EXPENSE - -
Name: I580/Fallon Interchange
Account: 001-96430 -xxx -xxx $27,406 Account: 300 - 96430 -xxx -xxx $345,139
General Fund -EXPENSE - San
Name: Ramon Rd Trail Project
Account: 001 - 96777 -xxx -xxx $3,722
Traffic Impact Fee Fund -EXPENSE
Name: Dublin/Dougherty Intersection Project
Account: 300 - 96852-xxx-xxx $63,709
General Fund -EXPENSE Storm Drain
Name: Assessment Project
Account: 001 - 96030-xxx-xxx $23,070
General Fund -EXPENSE Stormwater
Name: Treatment Units -Construction Admin
Account: 001 - 96853 - 740- 081 $8,918
Traffic Impact Fund -EXPENSE St
Name: Patrick Way Project
Account: 300 - 96870 - 750 - 010 $382,164
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CITY OF DUBLIN (.-~~ ,~
BUDGET CHANGE FORM FISCAL YEAR 2008/2009
CAPITAL PROJECT CARRY OVERS CHANGE FORM #:
New Appropriations (City Council Approval Required):
x. From Unappropriated Reserves Various Funds
x From New Revenues
Budget Transfers:
From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Other
DECREASE BUDGET ACCO[?NT AMOUNT INCREASE BUDGET AC COUNT AMOUNT
PARK PROJECTS
General Fund EXPENSE -Shannon
Name: Center Reconstruction Project
Account: 001 - 95465 -xxx -xxx $1,010,673
Public Facility Fee Fund EXPENSE -
Name: Shannon Center Reconstruction Project
Account: 310 - 95465 -xxx -xxx $1,455,703
General Fund EXPENSE -Dublin Historic
Name: Park Development Project
Account: 001 - 95557 -xxx -xxx $185,867
Measure D Funds EXPENSE Park
Name: Furniture Replacement - Impvts
Account: 224 - 95631 - 750 - 050 $41,859
General Fund -EXPENSE Dublin Sports
Name: Crrounds Renovation Project
Account: 001- 95830 -xxx -xxx $3,050
Public Facilities Fund -EXPENSE Fallon
Name: Sports Park
Account: 310 - 95851 -xxx -xxx $12
G:~Audit~FY 07-08 Annual Audit~BudgetChangeFinal~Budget CarryOverWgenda~BudgetChngFormOct2008 ATTACHMENT 3 pg ~ Of
CITY OF DUBLIN ~ art,
BUDGET CHANGE FORM FISCAL YEAR 2008/2009 ~ V
CAPITAL PROJECT CARRYOVERS CHANGE FORM #:
New Appropriations (City Council Approval Required): Budget Transfers:
x From Unappropriated Reserves Various Funds From Budgeted Contingent Reserve (1080-799.000)
x From New Revenues Within Same Department Activity
Between Departments (City Council Approval Required)
Other
1)ECRE.aSE BUDGET.aC~oti~'T :1MOUNT L~ICREASE BUDGET ACCOUNT .-AMOUNT
GENERAL PROJECTS
Public Facility Fee Fund EXPENSE -
Public Facilities Fee Study -Contract
Name: Services
Account: 310 - 94500 - 740 - 000 $5,395
Public Facilities Fund -EXPENSE Civic
Name: Center Renovation Design
Account: 310 - 93910 - 740 - 078 $130,637
General Fund EXPENSE -Network
Name: System Upgrade Project - Impvts
Account: 001 - 93150 - 750- 050 $24,000
Geueral Fund EXPENSE -
Accounting L Permit System Project -
Name: Contract Services
Account: 001 - 93191 - 740- 000 $2,975
Reason for Budget Change: To reflect budget changes proposed as part of the City's carryover for Capital Projects
with activities that started in Fiscal Year 2007/2008 and carried over to 2008/09.
Fin Mgr / ASD: `J G(itaJ( ~',
Stgnatur _ ^
City anager: 6~-~ IJ/`-)
Sienat re
Mayor:
Signature
Posted By:
Signature
Date: ~ D / Jp
Date: ~ f
As .~pprovcd al the City Council !~~iceting vn: 10/21/2008
Date:
Date:
G:Wudit~FY 07-08 Annual Audit~BudgetChangeFinal~Budget CarryOver~Agenda~BudgetChngFormOct2008 ATTACHMENT 3 pgg Of