HomeMy WebLinkAboutItem 05 Supplemental Budget Resolution AGENDA ITEM SUMMARY Meeting Date: 2/6/2012
Meeting Type:Regular Meeting
Staff Contact/Dept.: Bob Duey/Finance
Staff Phone No: 541-726-3740
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: Mandate
ITEM TITLE: SUPPLEMENTAL BUDGET RESOLUTION
ACTION
REQUESTED:
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, Building Code, Sanitary
Sewer Capital, Development Projects, Storm Drainage Capital, Street Capital,
Local WW Operations, Storm Drainage Operations, Booth-Kelly, and Vehicle &
Equipment Funds.
ISSUE
STATEMENT:
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 second of three scheduled FY12 supplemental budget requests to come
before Council. The supplemental budget being presented includes adjusting
resources and requirements in the General, Street, Special Revenue, Building Code,
Sanitary Sewer Capital, Development Projects, Storm Drainage Capital, Street
Capital, Local WW Operations, Storm Drainage Operations, Booth-Kelly, and
Vehicle & Equipment Funds.
The City Council is asked to approve the attached Supplemental Budget Resolution.
ATTACHMENTS: Attachment A. Council Briefing Memorandum
Attachment B. Supplemental Budget Resolution
DISCUSSION/
FINANCIAL
IMPACT:
The overall financial impact of the Supplemental Budget Resolution is increasing
Capital Projects ($34,500), decreasing Reserves ($73,562), increasing Interfund
Transfers ($388,055) and increasing Operating ($131,594). These are offset by
Grants ($75,000), new revenue ($17,532) and other Fund transfers ($388,055).
M E M O R A N D U M City of Springfield
Date: 10/17/2011
To: Gino Grimaldi COUNCIL
From: Bob Duey and Paula Davis 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 second of three scheduled FY12 supplemental budget request to come before
Council. The supplemental budget being presented includes adjusting resources and
requirements in the General, Street, Special Revenue, Building Code, Sanitary Sewer Capital,
Development Projects, Storm Drainage Capital, Street Capital, Local WW Operations, Storm
Drainage Operations, Booth-Kelly, and Vehicle & Equipment 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 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; however the City of
Springfield practice has been to process all supplemental budget requests through a public
hearing for Council approval and adoption. Notification of this public hearing was published in
the Springfield Times on Friday, January 27, 2012. The attached information identifies the
individual items that are included in the February 6, 2012 Supplemental Budget request.
Changes to the budget included in this request fall into three general categories: Re-
appropriation or carryovers, reallocation of existing resources, and new appropriation requests.
Of these three categories, re-appropriations can be considered “housekeeping” type adjustments,
as they are implementing decisions that Council has made in the past.
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 include money for capital
projects that were planned but not completed in the prior year. The projects are still scheduled
to occur and so the funds are requested to be carried over to the current year’s budget.
MEMORANDUM 2/2/2012 Page 2
Reallocations move existing approved budget authority between funds or between departments.
These adjustments can include moving money between departments for a capital project or
reallocating reserves within the same fund.
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 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. These requests will not significantly impact reserve balances.
SUPPLEMENT BUDGET REQUESTS
Re-appropriations none are requested for this supplemental budget.
Re-allocations move budgetary authority within funds and departments totaling $1,138,048:
Storm
Drainage
Capital
Request uses $25,000 from the Lower Mill Race Project to
allow staff from the Environmental Services Division to conduct
testing on the former Police outdoor firing range. This testing is
required to define the extent of the clean-up needed for this
site, which has become a priority for the Mill Race
Rehabilitation. $ 25,000
Sanitary
Sewer
Capital
Due to the proximity of project P21037, 10th and N Street
Sewer Upgrade, and project P21056, Sanitary Basin 22
Rehabilitation, the work has been combined into one project.
This will result in a better coordinated project to facilitate street
repairs and minimize the duration of impacts to the
neighborhood. The estimated cost of the Basin 22 work being
combined with the P21037project is $1,050,000, so the
supplemental budget requests moving this amount funding into
the P21037 account.
$1,050,000
Building
Code and
Booth
Kelly
This erratum is to correct an incorrectly budgeted amount in the
FY12 adopted budget. It reallocates facility rent to the
appropriate fund. $ 63,048
The following New appropriation requests totaling $91,019 are requested to be funded with
new revenues.
Special
Revenue
Request recognizes the grant from Comcast which is to be
used on enhancing public meetings in the EOC, Library
Meeting room and Wildish Theater. The facilities will be
updated to provide meeting distribution over the Public
Educational and Government Channels (PEG). $ 75,000
General
Fund
Request recognizes revenue from State Conflagration funds for
Fire & Life Safety personal and vehicle expenses during the
High Cascades Complex fire. $ 8,548
General
Fund
Request recognizes revenue form the City of Eugene, Public
Works department for the use of the Springfield Fire & Life
Safety boat and crew to perform water testing on the McKenzie
River. $ 4,140
General
Fund
Reimbursement from the City of Eugene's Fire and EMS
department for the printing expense of mapbooks. $ 979
General
Fund
Reimbursement from Intel for overtime related to a Urban
Search and Rescue (USAR) drill in Beaverton. $ 2,352
MEMORANDUM 2/2/2012 Page 3
New appropriations of $390,575 are requested to be funded with existing reserves.
Vehicle &
Equipment
Replacement
Request provides funding from reserves to purchase Police
vehicles previously approved by Council on Jan 17th, 2012. $ 35,500
Vehicle &
Equipment
Replacement
Request addresses the need to replace two plotters which
have outlived their useful life cycle and replacement
schedules. $ 5,075
Street and
Street Capital
Request transfers funds from the Street reserves to the
Street Capital Fund for the first time in four years. It will allow
for the funding of the City's matching funds of $30,000 for the
design of the Glenwood Connector Path Extension. The
federal STP-U funds have been obligated and the preliminary
engineering phase has been kicked-off. This project is
identified as a high priority in the FY12-16 Capital
Improvement Program. The remainder of the funds $320,000
will be placed in Street Capital reserves. $ 350,000
New appropriations of $642,495 are requested to be funded with a mix of new revenues and
existing reserves.
Special
Revenue and
Development
Projects
Request recognizes the SUB rebate that was received from
the Depot relighting project. This rebate plus the Energy
Efficiency and Conservation Block Grant (EECBG) rebate in
FY11 from the City Hall lighting project will be used in building
preservation projects for FY12. $ 7,487
Street,
Sanitary
Sewer Capital,
Storm
Drainage
Capital, Local
Wastewater
Operations
and Storm
Drainage
Operations
Request provides funding for the Asset Management System
Replacement Plan that was presented to Council on
11/28/2011. The current asset management system is over
ten years old and is now obsolete. Vendors no longer support
critical system components and system failures have
increased to a point that staff feels that an immediate
migration to an updated system is required to prevent a
catastrophic system failure.
$ 635,008
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, Building Code, Sanitary Sewer
Capital, Development Projects, Storm Drainage Capital, Street Capital, Local WW Operations,
Storm Drainage Operations, Booth-Kelly, and Vehicle & Equipment Funds.
WHEREAS, this supplemental Budget #2 as amended by Supplemental Budget #1 Resolution #11‐29,for the
2011‐2012 fiscal year, amends Resolution #11‐21.
RESOLUTION NO._____________
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 11‐21 is hereby adjusted as follows:
General‐Fund100
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,
CITY OF SPRINGFIELD
FY 2011‐2012
SUPPLEMENTAL BUDGET No. 1
A RESOLUTION ADJUSTING RESOURCES AND REQUIREMENTS IN THE FOLLOWING FUNDS:
General, Street, Special Revenue, Building Code, Sanitary Sewer Capital, Development Projects, Storm
Drainage Capital, Street Capital, Local WW Operations, Storm Drainage Operations, Booth‐Kelly, and Vehicle
& Equipment Funds.
WHEREAS, the 2011‐2012 fiscal year appropriations for the City of Springfield were made by Resolution No. 11‐
21 dated June 20, 2011; 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,
ResourcesRequirements
Miscellaneous Receipts7,471$ Operating Expenses:
State Conflagration Funds8,548 Fire & Life Safety16,019$
Total Resources Adjustments16,019$ Total Requirements Adjustments16,019$
ResourcesRequirements
Transfer From Fund 61120,771$ Operating Expenses:
Transfer From Fund 61714,297 Public Works35,068$
Non‐Departmental Expenses:
Interfund Transfer350,000$
Reserves(350,000)
Total Non Departmental Expenses‐$
Total Resources Adjustments35,068$ Total Requirements Adjustments35,068$
General ‐ Fund 100
Street ‐ Fund 201
ResourcesRequirements
Comcast Grant75,000$ Operating Expenses:
Library5,000$
Public Works70,000
Total Operating Expense75,000$
Non‐Departmental Expenses:
Interfund Transfer2,987$
Reserves(2,987)
Total Non Departmental Expenses‐$
Total Resources Adjustments75,000$ Total Requirements Adjustments75,000$
ResourcesRequirements
‐$ Operating Expenses:
Development Services31,524$
Non‐Departmental Expenses:
Reserves(31,524)$
Total Resources Adjustments‐$ Total Requirements Adjustments‐$
ResourcesRequirements
‐$ Capital Projects‐$
Total Resources Adjustments‐$ Total Requirements Adjustments‐$
ResourcesRequirements
Miscellaneous Receipts1,513$ Capital Projects4,500$
Development Projects ‐ Fund 420
Building Code ‐ Fund 224
Sanitary Sewer Capital ‐ Fund 409
Special Revenue ‐ Fund 204
Transfer from Fund 2042,987
Total Resources Adjustments4,500$ Total Requirements Adjustments4,500$
ResourcesRequirements
‐$ Capital Projects‐$
Total Resources Adjustments‐$ Total Requirements Adjustments‐$
ResourcesRequirements
Transfer from Fund 201350,000$ Non‐Departmental Expenses:
Reserves320,000$
Capital Projects30,000$
Total Resources Adjustments350,000$ Total Requirements Adjustments350,000$
ResourcesRequirements
‐$ Operating Expenses:
Public Works(20,771)$
Non‐Departmental Expenses:
Interfund Transfers20,771$
Total Resources Adjustments‐$ Total Requirements Adjustments‐$
Local Wastewater Operations ‐ Fund 611
Street Capital ‐ Fund 434
Storm Drainage Capital ‐ Fund 425
ResourcesRequirements
‐$ Operating Expenses:
Public Works(14,297)$
Non‐Departmental Expenses:
Interfund Transfers14,297$
Total Resources Adjustments‐$ Total Requirements Adjustments‐$
ResourcesRequirements
‐$ Operating Expenses:
Development Services(31,524)$
Non‐Departmental Expenses:
Reserves31,524
Total Resources Adjustments‐$ Total Requirements Adjustments‐$
ResourcesRequirements
Beginning Cash‐$ Operating Expenses:
Police35,500$
Public Works5,075
Total Operating Expense40,575$
Non‐Departmental Expenses:
Reserves(40,575)$
Total Resources Adjustments‐$ Total Requirements Adjustments‐$
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Storm Drainage Operations ‐ Fund 617
Vehicle & Equipent ‐ Fund 713
Booth‐Kelly ‐ Fund 618
Attest:
Mayor Christine L Lunberg
City Recorder Amy Sowa
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 17th day of October, 2011, by a vote of ______for
and ______against.