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HomeMy WebLinkAbout4.06 Carry-Over Approp 08-09~~~~ OF Dp~~~ ~9' „ -'~'~`-~ ~~ STAFF REPORT CITY C L E R K ~~~~i _ `~~L~~~~~ DUBLIN CITY COUNCIL Flle # ^ 3^^3 ©©~ DATE: November 3, 2009 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJECT: Approval of Carry-Over Operating Appropriations From Fiscal Year 2008 - 2009 to Fiscal Year 2009 - 2010 Prepared By: Paul S. Rankin, Administrative Services Director EXECUTIVE SUMMARY: In Fiscal Year 2008 - 2009 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 2009 - 2010. 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 2009 - 2010 and 2) approve a budget change. FINANCIAL IMPACT: The financial impacts are discussed as part of the Staff Report. RECOMMENDATION: 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: sewed B Administrative Services Director Assistant Ci M Page 1 of 4 ITEM NO. ~"• ~v DESCRIPTION: This report outlines budget adjustments required to the Fiscal Year 2009-2010 Budget based on the timing of expenditures for specific projects and activities that carried over from Fiscal Year 2008-2009. 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 2009 - 2010 Budget specific authorization was granted to "carry-over" unexpended appropriations for Capital Projects without further action by the City Council. Operating Budget There were expenditures in several Operating Departments that were originally anticipated to occur in Fiscal Year 2008-2009, but will actually need to be carried over to Fiscal Year 2009- 2010. The operating carryovers total $536,841 and of that amount $401,335 (75%) is related to the completion of studies in the Community Development Budget (Downtown Specific Plan). The Specific Plan is offset by $200,000 in grant funds, which are also shown in the Budget Change (Attachment 1). Accounting for the grant revenue means that the total net carry-over is $336,841. The majority of expenditures are in the General Fund. The exceptions area $5,000 Traffic Signal expenditure which is in the Gas Tax Fund, and $29,967 in Housing Funds being used for the completion of the Housing Element. Each of the areas that are proposed to be adjusted had final Fiscal Year 2008 - 2009 expenditures which were less than estimated as part of the budget preparation. The items are summarized below: De artment Descri tion $ Amount #1201- Cit Mana er / Cit Clerk Munici al Code U dates $5,000 The City Clerk is responsible for coordinating the codification of Municipal Code Updates. The work outlined in Fiscal Year 2008-2009 included coordinating the Zoning Ordinance, which was previously handled separately from the document published by Code Publishing. The carry-over will allow for the City Clerk to continue working with codification of the Zoning ordinances. De artment Descri tion $ Amount #1401- Central Services / HR Cit -wide Staff Trainin $13,000 This carry-over is necessary to fund employee training and staff coaching which were unable to be scheduled and completed in Fiscal Year 2008 - 2009. De artment Descri tion $ Amount #1601- Administrative Services - Finance Consultant Services - Financial Forecast $12,400 This carry-over is necessary to fund consultant assistance to develop amulti-year financial forecast. The development of a model has been initiated, however, it was unable to be completed by the end of the fiscal year. Page 2 of 4 De artment Descri tion $ Amount #1801- Building Management Maintenance Facility e ui ment, furnishin s $35,610 With the acquisition of a maintenance facility site, purchases were not made to furnish or provide basic equipment pending the completion of any modifications to the facility. It is recommended that this carry-over be appropriated to the Capital Project rather than carried in the operating budget. De artment Descri tion $ Amount #2101- Police Administration / Su ort Furnishings /Fixtures -Copy Room $ 3,800 The reorganization of the copy room was unable to be completed by the end of the Fiscal Year. This will allow for reorganizing the work area in order and consists of shelving and other modifications. De artment Descri tion $ Amount #2105- Police Crime Prevention Printin Tradin Cards $ 4,095 The Crime Prevention Staff periodically purchase trading cards that can be distributed by Officers as part of their work with school age children. The updated project was started last year, however, the completion of the printing will be done in Fiscal Year 2009 - 2010. De artment Descri tion $ Amount #2801- Signals (Gas Tax) Upgrade Traffic Signal Interconnect Cable $ 5,000 Gas Tax funds were planned to be used to upgrade the traffic signal interconnect cable on Dublin Boulevard, between Dougherty Road and Dublin Court. This was unable to be completed before the end of the Fiscal Year. De artment Descri tion $ Amount #7701- Park Maintenance Field Su lies $ 3,000 An order of field supplies was expected to be delivered by June 30, 2009 and it was delayed. The carry-over will provide the funds in Fiscal Year 2009-2010 when delivery will occur. De artment Descri tion $ Amount #7702- Park Administration Printin U dated Brochures $ 4,800 Staff outlined updates to key Parks and Community Services brochures prior to the end of the Fiscal Year. However, due to staffing resources, it was not possible to complete the revisions and printing before June 30, 2009. De artment Descri tion $ Amount #8101 / #8102- Community Develo ment Dublin Downtown Specific Plan and EIR -Costs $ 401,335 The estimated Fiscal Year 2008 - 2009 expenses were presented in the Budget included an assumption that the full costs associated with the Specific Plan would occur prior to June 30, 2009. The Budget also assumed that the $200,000 grant revenue would be received. The proposed Budget Change includes the recognition of additional revenue in Fiscal Year 2009 - 2010 to partially off-set these expenses. Page 3 of 4 De artment Descri tion $ Amount #8101 / #8102- Community Develo ment General Fund Portion Housing Element -Consultant Costs $ 14,834 De artment Descri tion $ Amount #5701- Housing Department (Housing Fund Portion Housing Element -Consultant Costs $ 29,967 __ __ __ __ The estimated Fiscal Year 2008 - 2009 expenses were presented in the Budget including an assumption that the full costs associated with the completion of the Housing Element would occur prior to June 30, 2009. This project is funded partially in the Planning Budget with General Funds and partially in the Housing Budget with Housing Funds. The entries noted above will provide funds in both Departments to complete the Housing Element. De artment Descri tion $ Amount #8401- Economic Development Contract Services -Tri-Valley Jobs $ 4,000 The expenditure towards a joint effort to support Tri-Valley Jobs was not completed prior to June 30, 2009. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None ATTACHMENTS: Budget Change Page 4 of 4 Lrs~ Z. CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2009/2010 CARRYOVER FROM FY 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) I1ECIiE1~SEI3C;L?GF'1':1000lJNT AMOUl'~"I' TNCREAtiI, liIUGE'C,1CC()U\`T :1_VTOLTNl' General Fund Expense -CITY Name: MANAGER /CITY CLERK - Account: 1001 - 1201 - 64001 $5,000 General Fund Expense- CENTRAL Name: SERVICES / HR -Training Account: 1001 - 1401 -61504 $13,000 , General Fund Expense- ADMINISTRATIVE SERVICES Name: (Finance) -Contract Services Account: 1001 - 1601 - 64001 $12,400 General Fund Expense CIP PROJECT -Maintenance Facility Improvements Furniture & Equip. Name: (Carry-Over Fr 1801-Bldg Mgt) Account: 9300010 - 9600 - 6001 - 1001 $35,610 General Fund Expense- POLICE (Administration /Support) - Name: Furnishings /Fixtures Account: 1001 - 2101 - 71101 $3,800 General Fund Expense- POLICE (Crime Prevention) -Printing & Name: Binding Account: 1001 - 2105 - 61116 $4,095 Gas Tax Fund Expense: TRAFFIC Name: SIGNALS -Improvements Account: 2201-2801-73103 $5,000 General Fund Expense: PARK MAINTENANCE- Machinery & Name: Equipment Expendable Account: 1001 - 7501 - 71102 $3,000 General Fund Expense: PARKS & COMMUNITY SERVICES ADMIN- Name: Printing & Binding Account: 1001 - 7702 - 61116 $4,800 General Fund Expense: Economic Name: Development -Contract Services Account: 1001 - 8401 - 64001 $4,000 Reason for Budget Change: To reflect budget changes proposed as part of the City's carryover operating budget items for activities started in Fiscal Year 2008/2009, per report to City Council 11/03/2009. ATTACHMENT 1 Operating Budget & Revenue Changes Page 1 of 2 k~.~~ CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2009/2010 CARRYOVER FROM FY 2008 / 2009 CHANGE FORM #: Zs~Z 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) INCRE:\SE 13L!DGGT ,~<'C'pU\'T 1~IOUNT ` INCREASE BUDGET ACCO1"~7' :1vIOI~"l' General Fund REVENUE - Intergovernmental (Federal) - MTC Name: Grant $200,000 General Fund Expense - COMMUNITY DEVELOPMENT Name: (Planning) - Postage $5,570 Account: 1001 - 8101 -47101 Account: 1001 - 8101 -61102 General Fund Expense - COMMUNITY DEVELOPMENT (Planning) - Contract Services Name: Specific Plan $381,492 General Fund Expense - COMMUNITY DEVELOPMENT Name: (Plannin ) - Operating Supplies $950 Account: 1001 - 8101 -64001 Account: 1001 - 8101 -61104 General Fund Expense - COMMUNITY DEVELOPMENT Name: (Planning) - Printing & Binding $8,365 Account: 1001 - 8101 -61116 General Fund Expense - COMMUNITY DEVELOPMENT Name: (Plannin ) - Legal Notices $2,090 Account: 1001 - 8101 -61117 General Fund Expense - COMMUNITY DEVELOPMENT Name: (Planning) - Filing Fees $2,868 Account: 1001 - 8101 -61114 General Fund Expense - COMMUNITY DEVELOPMENT (Planning) - Contract Svcs Housing Name: Element $14,834 Account: 1001 - 8101 -64001 Housing Fund Expense -HOUSING Name: -Contract Svcs Housing Element $29,967 Account: 2901 - 5701 - 64001 Reason for Budget Change: To reflect budget changes proposed as part of the City's carryover operating budget items for activities started in Fiscal Year 2008/2009, per report to City Council 11/3/2009. Fin Mgr / ASD:~~~,~1`4 ~/~~ Signature City Manager: Signature Mayor: Signature Posted By: Signature Date: 10 2$ Date: 1s ~a~i~ra~~e~l at the Cir.~ C ~~uncil ~lretir~~ gym: I ]/3~'_009< Date: Date: ATTACHMENT 1 Operating Budget & Revenue Changes Page 2 of 2