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HomeMy WebLinkAboutItem 10 Supplemental Budget Resolution AGENDA ITEM SUMMARY Meeting Date: 10/16/2017 Meeting Type: Regular Meeting Staff Contact/Dept.: Bob Duey/Finance Staff Phone No: 541.726.3698 Estimated Time: 10 Minutes S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Provide Financially Responsible and Innovative Government Services ITEM TITLE: SUPPLEMENTAL BUDGET RESOLUTION ACTION REQUESTED: Conduct a public hearing and adopt/not adopt the following resolutions: A RESOLUTION ADJUSTING RESOURCES AND REQUIREMENTS IN THE FOLLOWING FUNDS: GENERAL, STREET, SPECIAL REVENUE, TRANSIENT ROOM TAX, COMMUNITY DEVELOPMENT, BUILDING CODE, FIRE LOCAL OPTION LEVY, POLICE LOCAL OPTION LEVY, BANCROFT REDEMPTION, BOND SINKING, REGIONAL WASTEWATER REVENUE BOND CAPITAL PROJECT, DEVELOPMENT ASSESSMENT CAPITAL, DEVELOPMENT PROJECTS, REGIONAL WASTEWATER CAPITAL, STREET CAPITAL, SANITARY SEWER OPERATIONS, REGIONAL WASTEWATER, AMBULANCE, STORM DRAINAGE OPERATIONS, BOOTH-KELLY, REGIONAL FIBER CONSORTIUM, INSURANCE, VEHICLE & EQUIPMENT, AND SDC ADMINISTRATION FUNDS. ISSUE STATEMENT: At various times during the fiscal year, the Council is requested to adjust the annual budget to reflect needed changes in planned activities, to recognize new revenues, or to make other required changes. These adjustments to resources and requirements change the current budget and are processed through supplemental budget requests scheduled by the Finance Department on an annual basis. This is the first of three scheduled FY18 supplemental budget requests to come before Council. The supplemental budget being presented includes adjusting resources and requirements in General, Street, Special Revenue, Transient Room Tax, Community Development, Building Code, Fire Local Option Levy, Police Local Option Levy, Bancroft Redemption, Bond Sinking, Regional Wastewater Revenue Bond Capital Project, Development Assessment Capital, Development Projects, Regional Wastewater Capital, Street Capital, Sanitary Sewer Operations, Regional Wastewater, Ambulance, Storm Drainage Operations, Booth-Kelly, Regional Fiber Consortium, Insurance, Vehicle & Equipment, and SDC Administration Funds. The City Council is asked to approve the attached Supplemental Budget Resolution. ATTACHMENTS: Attachment 1. Council Briefing Memorandum Attachment 2. Supplemental Budget Resolution DISCUSSION/ FINANCIAL IMPACT: The overall financial impact of the Supplemental Budget Resolution is to increase Operating Expenditures of $1,844,058, Capital Projects $1,773,159 and reserves $2,233,694. These are offset by beginning cash adjustments $5,944,768, new revenue $57,841 and an adjustment to internal equipment charges ($151,668). Attachment 1, Page 1 of 10 M E M O R A N D U M City of Springfield Date: 10/9/2017 To: Gino Grimaldi COUNCIL From: Bob Duey BRIEFING Subject: SUPPLEMENTAL BUDGET REQUEST MEMORANDUM ISSUE: At various times during the fiscal year, the Council is requested to make adjustments to the annual budget to reflect needed changes in planned activities, to recognize new revenues, or to make other required adjustments. These adjustments to resources and requirements change the current budget and are processed through supplemental budget requests scheduled by the Finance Department on an annual basis. This is the first of three scheduled FY18 supplemental budget request to come before Council. The supplemental budget being presented includes adjusting resources and requirements in the General, Street, Special Revenue, Transient Room Tax, Community Development, Building Code, Fire Local Option Levy, Police Local Option Levy, Bancroft Redemption, Bond Sinking, Regional Wastewater Revenue Bond Capital Project, Development Assessment Capital, Development Projects, Regional Wastewater Capital, Street Capital, Sanitary Sewer Operations, Regional Wastewater, Ambulance, Storm Drainage Operations, Booth-Kelly, Regional Fiber Consortium, Insurance, Vehicle & Equipment, and SDC Administration Funds. The City Council is asked to approve the attached supplemental Budget Resolution. COUNCIL GOALS/ MANDATE: Financially Responsible and Stable Government Services BACKGROUND: Supplemental budgets may be used to meet unexpected needs or to spend revenues not anticipated at the time the original budget was adopted. In accordance with Oregon budget law, notification of this supplemental budget and a hearing is made no later than five calendar days before the public meeting. A public hearing is only required when a supplemental budget request changes total appropriations within a fund by 10% or greater. Notification of this public hearing was published in the Register Guard on Thursday, October 5th, 2017. The attached information identifies the individual items that are included in the October 16, 2017 Supplemental Budget request. Changes to the budget included in this request fall into three general categories: reallocation of existing resources, re-appropriations or carryovers, and new appropriation requests. Reallocations move existing approved budget authority between funds or between departments. These adjustments can include reallocating reserves within a fund and beginning cash adjustments. Re-appropriations or carryovers represent money that was committed by contract in the previous year but the contracted work was not completed within the fiscal year. The prior year’s remaining budget amount needs to be appropriated into this year’s budget to allow final payments to be made in the current year. Re-appropriations also may include money for capital projects that were planned but not completed in the prior year. The projects are still scheduled and funds are being carried forward to the current year’s budget. New appropriation requests include both expenditure items that are funded by new revenue, such as a new grant, and expenditure items that are being requested to be funded out of reserves. Those Attachment 1, Page 2 of 10 requests funded from reserves include items implementing Council direction, emerging issues identified by the City Executive Team that need to be resolved immediately or to meet legal requirements. SUPPLEMENTAL BUDGET REQUESTS BY FUNDS In the proceeding fund tables, requests will be reflected in two separate columns - one for adjustments and carryovers and a second for new requests. The intent of this format is to separate items that are strictly housekeeping efforts from requests for program changes. All funds Beginning Cash adjustments total $5,944,768. Usually Beginning Cash adjustments occur because prior year expenses were not as great as predicted, resulting in more money being available in the new year. When Beginning Cash is greater than expected, the balance is normally placed in Reserves. In February, the budget preparers attempt to estimate the status of the City’s expenditures as of the end of the fiscal year (June 30), but a variety of factors can result in costs being ahead or behind schedule. Beginning cash adjustment is reflected in the proceeding tables in the beginning cash line under the “Adjustment & Carryovers” column. General Fund – The proceeding table shows the impact of all General Fund requests on the FY18 amended budget. The numbers at the right of the table correspond to the description of the request that are below the table. FY18 Adopted Budget Adjustment & Carryovers New Request Amended Budget Resources FY18 Adopted Resources 44,570,901$ 44,570,901$ Beginning Cash 786,729 786,729 Total General Fund 44,570,901$ 786,729 45,357,630$ Requirements FY18 Adopted Operating Budget 36,208,405$ 36,208,405$ City Manager's Office 2,222 2,222 (1) Development & Public Works 5,000 5,000 (2) Finance 58,500 58,500 (3) Fire & Life Safety 30,000 30,000 (4) Information Technology 84,740 84,740 (5) Library 12,140 12,140 (6) Total Operating Budget 36,208,405$ 187,602 5,000 36,401,007$ Non-Departmental Expenses: Transfers 411,300$ 411,300$ Debt Service - - Contingency 1,000,000 1,000,000 Reserves 6,951,196 657,627 (5,000) 7,603,823 (1-6) Total Non-Departmental 8,362,496$ 657,627 (5,000) 9,015,123$ Total General Fund 44,570,901$ 845,229 - 45,416,130$ General Fund F100 1. Re-appropriates funds in the City Manager’s Office for legislative services provided by Howe Public Affairs where the contract extended into FY18. 2. City Council approved an expansion of the overnight parking program as part of the Affordable Housing Strategy during a City Council work session on June 5, 2017. In prior years, the City’s contract with St. Vincent de Paul covered $5,000 of reimbursement for hard costs of the overnight parking program. City Council decided to increase its annual contribution to this program to $10,000 in FY18. The additional funds may allow the program to expand, and St. Vincent de Paul may be able to request up to $2,000 of reimbursement for soft costs. 3. Re-appropriates funds in the Finance department for the budget software replacement project where system updates were not completed until the beginning of FY18. 4. FY17 budget included $30,000 for the purchase of equipment and implementation of Internet Protocol (IP) Alerting for fire stations. This project was not done in FY17 and Fire is requesting to roll forward these funds for this project in FY18. Instead of alerting fire stations Attachment 1, Page 3 of 10 one at a time in sequence, IP alerting can alert all stations in the system simultaneously in less than 1 second. IP Alerting meets NFPA 1221 standard for alerting and the system is credited with points by the Insurance Services Office (ISO) in rating community risk for the purpose of setting a community’s fire and accident insurance premiums. 5. The Information Technology Department has been working on network infrastructure and security compliance upgrades for the last few years. The latest up upgrades involve new server environment control systems (cooling) for the data centers, network segmentation software and endpoint protection software. Due to project and procurement delays the software was not purchased until Q1 FY18 and the request re-appropriates funds budgeted for the project in FY17. 6. Re-appropriates balances in the Library book funds that was not fully expensed in FY17. Street Funds – The proceeding table shows the impact of all Street Funds requests on the FY18 amended budget. The numbers at the right of the table correspond to the description of the request that are below the table. FY18 Adopted Budget Adjustment & Carryovers Amended Budget Resources FY18 Adopted Resources 9,636,846$ 9,636,846$ Beginning Cash 241,458 241,458 Total Funds 9,636,846$ 241,458 9,878,304$ Requirements FY18 Adopted Operating Budget 5,556,915$ 5,556,915$ Information Technology 38,531 38,531 (1-3) Total Operating Budget 5,556,915$ 38,531 5,595,446$ Non-Departmental Expenses: Reserves 2,556,986$ (103,073) 2,453,913$ (1-4) Total Non-Departmental 2,556,986$ (103,073) 2,453,913$ Total Capital Projects 1,522,945$ 306,000 1,828,945$ (4) Total Funds 9,636,846$ 241,458 9,878,304$ Street F201 and Street Capital F434 Street Funds 1. In FY17 Information Technology began a project to improve workflow efficiencies in the Infor Asset Management work order management processes. Many of the improvements involved the implementation of mobile computing to allow data query and update by field crews. One of the last steps in this project is to implement mobile computing for the Operation’s supervisors. This technology (VDI-OS) will allow the supervisors to have access to all their desktop applications while working in the field. Our original intent was to license the software Q4 FY17 but due to dependencies and delays with other network upgrade projects, we will not license the software until Q2 FY18. Request re-appropriates $13,767 in Street fund for this project. 2. Two software applications ordered in Q4 FY17 were not received and paid for until Q1 FY18. One system, Site Improve, is to audit and improve the City’s Internet site. The second, ServiceDesk, is renewal of the City’s Help Desk software. This request is to move the planned FY17 expenditures of $4,764 into FY18. 3. In FY17 Information Technology began a project to implement the next major release of the Infor software and upgrade the associated GIS interfaces. However Infor was delayed in releasing their upgrade, so the upgrade plans were rescheduled for Q2 or Q3 in FY18. Request re-appropriates $20,000 in the Street fund for this project. 4. Re-appropriates unspent FY17 funds be carried forward to FY18 for the completion of the Franklin Boulevard Reconstruction capital project. Local Option Levies – The proceeding table shows the impact of all Local Option Levies requests on the FY18 amended budget. The numbers at the right of the table correspond to the description of the Attachment 1, Page 4 of 10 request that are below the table. FY18 Adopted Budget Adjustment & Carryovers Amended Budget Resources FY18 Adopted Resources 8,891,879$ 8,891,879$ Beginning Cash 365,534 365,534 Total Funds 8,891,879$ 365,534 9,257,413$ Requirements FY18 Adopted Operating Budget 7,978,481$ 7,978,481$ Police 26,000 26,000 (1) Total Operating Budget 7,978,481$ 26,000 8,004,481$ Non-Departmental Expenses: Reserves 913,398$ 339,534 1,252,932$ (1) Total Non-Departmental 913,398$ 339,534 1,252,932$ Total Funds 8,891,879$ 365,534 9,257,413$ Fire Local Option Levy F235 and Police Local Option Levy F236 Local Option Levies 1. Police department is request the re-appropriation of funds for the creation of a second padded cell in the book-in area of the Municipal Jail in the amount of $26,000. In FY17, Council approved use of Public Safety Levy Reserves up to $40,000 for the creation of a second padded cell. Approximately $1,000 towards the padded cell project was expended in FY17. Multiple vendors did not complete the work associated with the second padded cell until July 2017, which must be processed in FY18. All Other Special Revenue Funds – The proceeding table shows the impact of all other Special Revenue Funds requests on the FY18 amended budget. The numbers at the right of the table correspond to the description of the request that are below the table. FY18 Adopted Budget Adjustment & Carryovers New Request Amended Budget Resources FY18 Adopted Resources 8,379,676$ 8,379,676$ Beginning Cash (289,537) (289,537) 2016 JAG Grant 11,430 11,430 (5) Pedestrian Grant 3,021 3,021 (7) CDBG and Section 108 43,390 43,390 (1) Total Funds 8,379,676$ (289,537) 57,841 8,147,980$ Requirements FY18 Adopted Operating Budget 2,505,352$ 2,505,352$ City Manager's Office (45,000) (45,000) (4) Development & Public Works 43,390 43,390 (1) Library 3,170 99,783 102,953 (2-4) Police 33,451 33,451 (5-7) Total Operating Budget 2,505,352$ 3,170 131,624 2,640,146$ Non-Departmental Expenses: Transfers 784,570$ 784,570$ Reserves 5,089,754 (292,707) (73,783) 4,723,264 (2-4,6) Total Non-Departmental 5,874,324$ (292,707) (73,783) 5,507,834$ Total Funds 8,379,676$ (289,537) 57,841 8,147,980$ All Other Special Revenue Funds Special Revenue F204, Transient Room Tax F208, Community Development F210 and Building Code F224 Attachment 1, Page 5 of 10 1. In 2011 Springfield used a low interest Section 108 loan via the CDBG program to loan NEDCO $441,000 to purchase their downtown Springfield main office building with upstairs apartment units. NEDCO makes biannual payments on the loan to the City; the City then pays the balance back to HUD. These regular expenses and associated revenue were not accounted for in the preparation of the FY18 adopted budget. 2. Re-appropriates unspent FY17 funds be carried forward to FY18 for the Springfield Arts Commission to fund heritage arts grants program, City hall gallery, the Mayor’s art show and the Library youth arts programming, $3,170. 3. Increase appropriation in the Library to fully fund programming for multicultural, adults and teens with the use of gift & memorial donation reserves, $11,600. 4. Request re-allocates funds from the City Manager’s Office and decreases Transient Room Tax reserves to fund the Museum program in the Library department beginning September 1st, 2017. This includes one full-time Museum curator who will oversee the daily operations of the Springfield Museum and its collections including curate exhibits, catalog the collection, supervise volunteers, fund raise and write grants, engage the Springfield community in Museum activity, and work with other Library staff to plan programs. The funds will also cover the costs of daily operations; total program expense for FY18 estimated at $88,183. 5. Request will allow for use of unexpended funds in the 2016 Justice Assistance Grant within FY18, totaling $11,430. 2016 Justice Assistance Grant funds are planned to be used for procurement of approximately eleven Axon Taser conducted electrical weapon devices up for replacement due to age or device failure. 6. Request will increase the allowable CHETT fund expenditures by $9,000 (total FY18 budget of $14,000) and establish a budget for CHETT - PET related expenses in the amount of $10,000. Both special revenue funds have FY18 beginning year balances exceeding the requested total budget. CHETT and CHETT Pet funds are made up of community donations to allow police and jail employees the ability to extend assistance those in need of short-term special assistance. 7. Request will allow for use of unexpended funds from the 2017 Pedestrian Safety Grant, in the amount of $3,021. 2017 Pedestrian Safety Grant funds will be used for overtime costs associated with pedestrian safety events performed in FY18. All Other Capital Funds – The proceeding table shows the impact of all other Capital Funds requests on the FY18 amended budget. The numbers at the right of the table correspond to the description of the request that are below the table. Attachment 1, Page 6 of 10 FY18 Adopted Budget Adjustment & Carryovers Amended Budget Resources FY18 Adopted Resources 5,084,838$ 5,084,838$ Beginning Cash (119,514) (119,514) Total Funds 5,084,838$ (119,514) 4,965,324$ Requirements FY18 Adopted Operating Budget 36,934$ 36,934$ Total Operating Budget 36,934$ 36,934$ Non-Departmental Expenses: Transfers 535,538$ 535,538$ Reserves 4,112,366 (218,780) 3,893,586 (1-2) Total Non-Departmental 4,647,904$ (218,780) 4,429,124$ Total Capital Projects 400,000$ 99,266$ 499,266$ (1-2) Total Funds 5,084,838$ (119,514) 4,965,324$ All Other Capital Funds Development Assessment Capital F419 and Development Projects F420 1. Re-appropriates unspent FY17 funds of $47,047 are carried forward to FY18 for the CLT and economic development initiatives. 2. Re-appropriates unspent FY17 funds of $52,219 are carried forward to FY18 for the completion of building preservation projects. Regional Wastewater Funds – The proceeding table shows the impact of all Regional Wastewater Fund requests on the FY18 amended budget. The numbers at the right of the table correspond to the description of the request that are below the table. FY18 Adopted Budget Adjustment & Carryovers Amended Budget Resources FY18 Adopted Resources 138,633,347$ 138,633,347$ Beginning Cash 3,602,269 3,602,269 Total Funds 138,633,347$ 3,602,269 142,235,616$ Requirements FY18 Adopted Operating Budget 20,191,200$ 20,191,200$ Development & Public Works 962,067 962,067 (1) Total Operating Budget 20,191,200$ 962,067 21,153,267$ Non-Departmental Expenses: Transfers 16,871,350$ 16,871,350$ Debt Service 5,458,032 5,458,032 Reserves 62,471,765 2,144,309 64,616,074 (1) Total Non-Departmental 84,801,147$ 2,144,309 86,945,456$ Total Capital Projects 33,641,000$ 495,893 34,136,893$ (1) Total Funds 138,633,347$ 3,602,269 142,235,616$ Regional Wastewater Funds Revenue Bond Capital Projects F412, Capital F433 and Operations F612 1. During the budget process staff attempts to estimate the status of City’s capital project expenditures. Variety of factors can results in costs being ahead or behind schedule, adjustments are requested for: Attachment 1, Page 7 of 10 Project Adjustment Thermal Pre-Implementation P80062 (18,241)$ Thermal Load I P80063 (630,000) Poplar Farm Harvesting P80083 185,001 Digestion Capacity P80084 (640,795) Operations & Maintenance Building P80085 642,946 Facilities Plan Engineering P80090 (1,051) Electrical Distribution System P80092 48,487 WPCF Lagoon Removal P80093 19,546 Brown Lane Prop P80094 890,000 Cogen 822,145 Eugene Operations 139,922 Total Operating and Capital Expenditures 1,457,960$ Sanitary Sewer & Storm Drainage Funds – The proceeding table shows the impact of the Sanitary Sewer and Storm Drainage Funds requests on the FY18 amended budget. The numbers at the right of the table correspond to the description of the request that are below the table. FY18 Adopted Budget Adjustment & Carryovers Amended Budget Resources FY18 Adopted Resources 53,067,414$ 53,067,414$ Beginning Cash (129,945) (129,945) Total Funds 53,067,414$ (129,945) 52,937,469$ Requirements FY18 Adopted Operating Budget 9,295,979$ 9,295,979$ Information Technology 61,315 61,315 (3-5) Total Operating Budget 9,295,979$ 61,315 9,357,294$ Non-Departmental Expenses: Debt Service 2,415,260$ 2,415,260$ Reserves 32,875,125 (1,063,260) 31,811,865 (1-5) Total Non-Departmental 35,290,385$ (1,063,260) 34,227,125$ Total Capital Projects 8,481,050$ 872,000 9,353,050$ (1-2) Total Funds 53,067,414$ (129,945) 52,937,469$ Sanitary Sewer & Storm Drainage Operations Funds Sanitary Sewer F611 and Storm Drainage F617 1. Re-allocates $680,000 funds for the Sanitary Sewer Rehab that was mistakenly not brought forward from FY17 to FY18. 2. Re-appropriates $115,000 unspent FY17 funds be carried forward to FY18 for Hamlin Channel Restoration capital project. 3. In FY17 Information Technology began a project to improve workflow efficiencies in the Infor Asset Management work order management processes. Many of the improvements involved the implementation of mobile computing to allow data query and update by field crews. One of the last steps in this project is to implement mobile computing for the Operation’s supervisors. This technology (VDI-OS) will allow the supervisors to have access to all their desktop applications while working in the field. Our original intent was to license the software Q4 FY17 but due to dependencies and delays with other network upgrade projects, we will not license the software until Q2 FY18. Request re-appropriates $18,170 for this project. Attachment 1, Page 8 of 10 4. Two software applications ordered in Q4 FY17 were not received and paid for until Q1 FY18. One system, Site Improve, is to audit and improve the City’s Internet site. The second, ServiceDesk, is renewal of the City’s Help Desk software. This request is to move the planned FY17 expenditures of $5,125 into FY18. 5. In FY17 Information Technology began a project to implement the next major release of the Infor software and upgrade the associated GIS interfaces. However Infor was delayed in releasing their upgrade, so the upgrade plans were rescheduled for Q2 or Q3 in FY18. Request re-appropriates $38,000 for this project. All Other Enterprise Funds - The proceeding table shows the impact of all Enterprise Fund requests on the FY18 amended budget. The numbers at the right of the table correspond to the description of the request that are below the table. FY18 Adopted Budget Adjustment & Carryovers Amended Budget Resources FY18 Adopted Resources 11,376,827$ 11,376,827$ Beginning Cash 193,035 193,035 Total Funds 11,376,827$ 193,035$ 11,569,862$ Requirements FY18 Adopted Operating Budget 6,692,159$ 6,692,159$ Fire & Life Safety 66,000 66,000 (1-2) Total Operating Budget 6,692,159$ 66,000 6,758,159$ Non-Departmental Expenses: Transfers 313,000$ 313,000$ Debt Service 835,032 835,032 Reserves 3,260,636 127,035 3,387,671 (1-2) Total Non-Departmental 4,408,668$ 127,035 4,535,703$ Total Capital Projects 276,000$ 276,000$ Total Funds 11,376,827$ 193,035 11,569,862$ All Other Enterprise Funds Ambulance F615, Booth-Kelly F618 and Regional Fiber Consortium F629 1. Initially approved in FY17 SB1, Fire Station 5 was in need of repairs and maintenance to enhance the appearance and liveability of the station. Not all funds were spent in FY17; this request reallocates the remaining $10,000 to FY18 in order to complete station maintenance project as planned. 2. The Emergency Medical Services (EMS) program provides pre-hospital emergency medical treatment and ambulance transportation, Quality Assurance, Paramedic training, and provide stand-by medical coverage at special events. The City of Springfield manages the ePCR hardware and software for ESF and is making purchases of hardware (14 CF20 Toughbooks) for the City of Eugene at their request. The full amount was reimbursed by City of Eugene in FY17, but equipment was not received until FY18. All Other Internal Service Funds – The proceeding table shows the impact of all Internal Service Fund requests on the FY18 amended budget. The numbers at the right of the table correspond to the description of the request that are below the table. Attachment 1, Page 9 of 10 FY18 Adopted Budget Adjustment & Carryovers New Request Amended Budget Resources FY18 Adopted Resources 39,913,951$ 39,913,951$ Beginning Cash 1,309,512 1,309,512 Internal Equipment Charges (151,668) (151,668) (8) Total Funds 39,913,951$ 1,157,844 41,071,795$ Requirements FY18 Adopted Operating Budget 11,224,082$ 11,224,082$ Development & Public Works 205,599 23,301 228,900 (1-3) Information Technology 48,879 48,879 (4-6) Police 85,000 85,000 (7) Total Operating Budget 11,224,082$ 254,478 108,301 11,586,861$ Non-Departmental Expenses: Debt Service 367,485$ 367,485$ Statutory Payments 11,376,360 11,376,360 Reserves 16,946,024 903,366 (108,301) 17,741,089 (1-8) Total Non-Departmental 28,689,869$ 903,366 (108,301) 29,484,934$ Total Funds 39,913,951$ 1,157,844 - 41,071,795$ All Other Internal Service Funds Insurance F707, Vehicle & Equipment F713 and SDC Administration F719 1. The building inspections program added a building inspector/plans examiner position last fiscal year. The position was added with the second supplemental budget request of FY17. The addition of the new FTE to the inspections program required an additional vehicle to be purchased to cover each inspector’s use of vehicles during the workday. This budget request allows for the purchase of a Ford Transit Connect to be added to the inspector’s fleet, $23,301. 2. This request allows for the replacement of a mower tractor $200,000. Operations division staff use this piece of equipment to positively impact driver safety by removing unwanted vegetation in and along City right of way and to positively impact water quality through its role in helping to maintain bio swales and other storm water quality facilities. 3. This request allows for the replacement of a traffic sign cutting machine $5,599. Traffic engineering and operations staff use this machine to make traffic signs for installation in City right-of-way. 4. Re-appropriate funds for the 10Gb network switch which is required for the virtual terminal upgrade in the Library training center. It has been on backorder from the manufacturer since late FY17. Since it will be paid for on arrival with FY18 funds, this request is to move the intended FY17 funds into FY18. 5. The Information Technology Department has been working on network infrastructure and security compliance upgrades for the last few years. The latest up upgrades involve new server environment control systems (cooling) for the data centers, network segmentation software and endpoint protection software. Due to project and procurement delays the software was not purchased until Q1 FY18 and the request re-appropriates funds budgeted for the project in FY17 for $18,631. 6. In FY17 Information Technology began a project to implement the next major release of the Infor software and upgrade the associated GIS interfaces. However Infor was delayed in releasing their upgrade, so the upgrade plans were rescheduled for Q2 or Q3 in FY18. Request re-appropriates $2,000 for this project with the use of SDC Administration reserves. 7. Approval of this request will allow for the purchase of two replacement patrol vehicles from the vehicle reserve fund. Two patrol vehicles were damaged and totaled in vehicle accidents Attachment 1, Page 10 of 10 in fourth quarter of FY17. The City will be at least partially reimbursed for the vehicle replacements by third party insurance company; however the total amount of compensation has yet to be identified. RECOMMENDED ACTION: Hold a public hearing and adopt/not adopt the following resolutions: A RESOLUTION ADJUSTING RESOURCES AND REQUIREMENTS IN THE FOLLOWING FUNDS: General, Street, Special Revenue, Transient Room Tax, Community Development, Building Code, Fire Local Option Levy, Police Local Option Levy, Bancroft Redemption, Bond Sinking, Regional Wastewater Revenue Bond Capital Project, Development Assessment Capital, Development Projects, Regional Wastewater Capital, Street Capital, Sanitary Sewer Operations, Regional Wastewater, Ambulance, Storm Drainage Operations, Booth-Kelly, Regional Fiber Consortium, Insurance, Vehicle & Equipment, and SDC Administration Funds. Attachment 2 Page 1 of 6 Resources Requirements Beginning Cash Balance 786,729$ Operating Expenses: City Manager's Office 2,222$ Development & Public Works 5,000 Finance 58,500 Fire & Life Safety 30,000 Information Technology 84,740 Library 12,140 Total Operating Expense 192,602$ Non-Departmental Expenses: Reserves 594,127$ Total Resources Adjustments 786,729$ Total Requirements Adjustments 786,729$ Comments: Beginning cash adjustment; re-appropriates funds for legislative services, IP alerting system, Library book funds, server environment control system and software implementations and upgrades; appropriates funds for increase in overnight parking program. CITY OF SPRINGFIELD FY 2017-2018 SUPPLEMENTAL BUDGET No. 1 RESOLUTION NO. xxx A RESOLUTION ADJUSTING RESOURCES AND REQUIREMENTS IN THE FOLLOWING FUNDS: General, Street, Special Revenue, Transient Room Tax, Community Development, Building Code, Fire Local Option Levy, Police Local Option Levy, Bancroft Redemption, Bond Sinking, Regional Wastewater Revenue Bond Capital Project, Development Assessment Capital, Development Projects, Regional Wastewater Capital, Street Capital, Sanitary Sewer Operations, Regional Wastewater, Ambulance, Storm Drainage Operations, Booth-Kelly, Regional Fiber Consortium, Insurance, Vehicle & Equipment, and SDC Administration Funds. WHEREAS, the 2017-2018 fiscal year appropriations for the City of Springfield were made by Resolution No. 2017- 22 dated June 19, 2017 and, WHEREAS, at various times during the fiscal year the Common Council is requested to make adjustments to the fiscal year budget to reflect needed changes in planned activities, to recognize new revenues, or to make other required adjustments; and, WHEREAS, the Common Council handles such requests for adjustment to the budget through Supplemental Budget Resolutions presented at public hearings at which the public may comment on such requests; and, WHEREAS, notice of a public hearing, including information regarding such revenues and expenditures was published in a newspaper of general circulation not less than 5 days prior to the public meeting; and, NOW, THEREFORE, BE IT RESOLVED, by the Common Council of the City of Springfield, a Municipal Corporation of the State of Oregon, as follows: Section 1. Resolution 2017-22 is hereby adjusted as follows: General - Fund 100 Attachment 2 Page 2 of 6 Resources Requirements Beginning Cash Balance 310,251$ Operating Expenses: Information Technology 38,531$ Non-Departmental Expenses: Reserves 271,720$ Total Resources Adjustments 310,251$ Total Requirements Adjustments 310,251$ Resources Requirements Beginning Cash 52,734$ Operating Expenses: JAG Grants 11,430 Library 11,600$ Pedestrian Grant 3,021 Police 33,451 Total Operating Expense 45,051$ Non-Departmental Expenses: Reserves 22,134 Total Resources Adjustments 67,185$ Total Requirements Adjustments 67,185$ Resources Requirements Beginning Cash 175,467$ Operating Expenses: City Manager's Office (45,000)$ Library 91,353 Total Operating Expense 46,353$ Reserves 129,114 Total Resources Adjustments 175,467$ Total Requirements Adjustments 175,467$ Resources Requirements CDBG Federal Grants 35,000$ Operating Expenses: Section 108 Repay 8,390 Development & Public Works 43,390$ Total Resources Adjustments 43,390$ Total Requirements Adjustments 43,390$ Street - Fund 201 Transient Room Tax - Fund 208 Comments: Beginning cash adjustment; re-appropriates funds for the Springfield Arts Commission operations and Community Development - Fund 210 Comments: Recognizes CDBG Federal grants and Section 108 Repay revenue; appropriate funds for Community Development Section 108 loan for NEDCO Special Revenue - Fund 204 Comments: Beginning cash adjustment; appropriates funds for Library programs, CHETT and CHETT-PET; recognizes 2016 JAG and Pedestrian Safety Grants and appropriates funds for Taser replacement and overtime. Comments: Beginning cash adjustment; re-appropriates funds for Infor system upgrade, mobile computing project and software purchases. Attachment 2 Page 3 of 6 Resources Requirements Beginning Cash (517,738)$ Non-Departmental Expenses: Reserves (517,738)$ Total Resources Adjustments (517,738)$ Total Requirements Adjustments (517,738)$ Resources Requirements Beginning Cash 70,868$ Non-Departmental Expenses: Reserves 70,868$ Total Resources Adjustments 70,868$ Total Requirements Adjustments 70,868$ Resources Requirements Beginning Cash 294,666$ Operating Expenses: Police 26,000$ Non-Departmental Expenses: Reserves 268,666$ Total Resources Adjustments 294,666$ Total Requirements Adjustments 294,666$ Resources Requirements Beginning Cash (17,222)$ Non-Departmental Expenses: Reserves (17,222)$ Total Resources Adjustments (17,222)$ Total Requirements Adjustments (17,222)$ Resources Requirements Beginning Cash 2,449$ Non-Departmental Expenses: Unappropriated Fund Balance 2,449$ Total Resources Adjustments 2,449$ Total Requirements Adjustments 2,449$ Resources Requirements Beginning Cash (758,798)$ Non-Departmental Expenses: Reserves 19,051$ Capital Projects (777,849)$ Total Resources Adjustments (758,798)$ Total Requirements Adjustments (758,798)$ Comments: Beginning cash and capital projects adjustments. Regional Wastewater Revenue Bond Capital Project - Fund 412 Fire Local Option Levy - Fund 235 Comments: Beginning cash adjustment. Bond Sinking - Fund 306 Comments: Beginning cash adjustment. Bancroft Redemption - Fund 305 Comments: Beginning cash adjustment. Building Code - Fund 224 Police Local Option Levy - Fund 236 Comments: Beginning cash adjustment. Re-appropriation of funds for municipal jail padded cell. Comments: Beginning cash adjustment. Attachment 2 Page 4 of 6 Resources Requirements Beginning Cash 13,515$ Non-Departmental Expenses: Reserves 13,515$ Total Resources Adjustments 13,515$ Total Requirements Adjustments 13,515$ Resources Requirements Beginning Cash (133,029)$ Non-Departmental Expenses: Reserves (232,295)$ Capital Projects 99,266$ Total Resources Adjustments (133,029)$ Total Requirements Adjustments (133,029)$ Resources Requirements Beginning Cash 2,851,819$ Operating Expenses: Development & Public Works 822,145$ Non-Departmental Expenses: Reserves 755,932$ Capital Projects 1,273,742$ Total Resources Adjustments 2,851,819$ Total Requirements Adjustments 2,851,819$ Resources Requirements Beginning Cash (68,793)$ Non-Departmental Expenses: Reserves 306,000$ Capital Projects (374,793)$ Total Resources Adjustments (68,793)$ Total Requirements Adjustments (68,793)$ Resources Requirements Beginning Cash (1,529,838)$ Operating Expenses: Information Technology 34,613$ Non-Departmental Expenses: Reserves (2,244,451)$ Capital Projects 680,000$ Total Resources Adjustments (1,529,838)$ Total Requirements Adjustments (1,529,838)$ Comments: Beginning cash and capital projects adjustments. Development Assessment Capital - Fund 419 Comments: Beginning cash adjustment. Development Projects - Fund 420 Comments: Beginning cash adjustment; re-appropriates funds for CLT, economic development and building Comments: Beginning cash and capital projects adjustments; appropriate funds for DPW capital outlay. Local Wastewater Operations - Fund 611 Comments: Beginning cash adjustment; re-appropriates funds for Infor system upgrade, mobile computing project and software purchases; appropriates funds for the Sanitary Sewer Rehab B capital project. Regional Wastewater Capital - Fund 433 Street Capital - Fund 434 Attachment 2 Page 5 of 6 Resources Requirements Beginning Cash 1,509,248$ Operating Expenses: Development & Public Works 139,922$ Non-Departmental Expenses: Reserves 1,369,326$ Total Resources Adjustments 1,509,248$ Total Requirements Adjustments 1,509,248$ Resources Requirements Beginning Cash 128,075$ Operating Expenses: Fire & Life Safety 66,000$ Non-Departmental Expenses: Reserves 62,075$ Total Resources Adjustments 128,075$ Total Requirements Adjustments 128,075$ Resources Requirements Beginning Cash 1,399,893$ Operating Expenses: Information Technology 26,702 Non-Departmental Expenses: Reserves 1,181,191$ Capital Projects 192,000$ Total Resources Adjustments 1,399,893$ Total Requirements Adjustments 1,399,893$ Resources Requirements Beginning Cash 105,661$ Non-Departmental Expenses: Reserves 105,661$ Total Resources Adjustments 105,661$ Total Requirements Adjustments 105,661$ Resources Requirements Beginning Cash (40,701)$ Non-Departmental Expenses: Reserves (40,701)$ Total Resources Adjustments (40,701)$ Total Requirements Adjustments (40,701)$ Ambulance - Fund 615 Comments: Beginning cash adjustment; re-appropriates funds for the purchase of CF20 toughbooks for the EMS program and Fire Station 5 building maintenance. Regional Fiber Consortium - Fund 629 Comments: Beginning cash adjustment. Booth-Kelly - Fund 618 Comments: Beginning cash adjustment. Comments: Beginning cash adjustment; re-appropriates funds for Infor system upgrade, mobile computing project and software purchases; re-appropriations of capital projects. Storm Drainage Operations - Fund 617 Regional Wastewater - Fund 612 Comments: Beginning cash adjustment; re-appropriates funds for MWMC Eugene operations. Attachment 2 Page 6 of 6 Resources Requirements Beginning Cash 464,523$ Non-Departmental Expenses: Reserves 464,523$ Total Resources Adjustments 464,523$ Total Requirements Adjustments 464,523$ Resources Requirements Beginning Cash 713,700$ Operating Expenses: Internal Equipment Charges (151,668) Development & Public Works 228,900$ Information Technology 46,879$ Police 85,000 Total Operating Expense 360,779$ Non-Departmental Expenses: Reserves 201,253$ Total Resources Adjustments 562,032$ Total Requirements Adjustments 562,032$ Resources Requirements Beginning Cash 131,289$ Operating Expenses: Information Technology 2,000 Non-Departmental Expenses: Reserves 129,289$ Total Resources Adjustments 131,289$ Total Requirements Adjustments 131,289$ Total Resources Adjustments 5,850,941$ Total Requirements Adjustments 5,850,941$ Attest: Section 2. This resolution shall take effect upon adoption by the Council and approval by the Mayor. Adopted by the Common Council of the City of Springfield this 16th day of October, 2017, by a vote of ______for and ______against. Mayor Christine L LundbergCity Recorder Amy Sowa Insurance - Fund 707 Comments: Beginning cash adjustment. Vehicle & Equipment - Fund 713 Comments: Beginning cash adjustment; appropriates funds for building inspector/plans examiner and two patrol vehicles; re-appropriates funds for mower, signage cutter, and 10Gb network switch. SDC Administration - Fund 719 Comments: Beginning cash adjustment; re-appropriates funds for Infor system upgrade.