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10-11-2011 CC Rpt A07 COUNCIL AGENDA STAFF REPORT CITY CLEff kp Y Meeting Date: October 11. 2011 K ZD(! Oefi 3 AM 8: 00 t Cr 1 ; Public Hearing: OFFICE Y CLERK Discussion Item: C CHINO 111LLS on.o. on . Consent Item: 8414'9 OCTOBER 4, 2011 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: APPROPRIATION AMENDMENT AND CARRYOVER FOR FISCAL YEAR 2011-12 FOR UNLIQUIDATED ENCUMBRANCES AND SPECIAL REQUESTS AS OF JUNE 30, 2011 RECOMMENDATION: Authorize the carryover of appropriations from the 2010-11 fiscal year to the 2011-12 fiscal year for unliquidated encumbrances and special requests as of June 30, 2011. BACKGROUND/ANALYSIS: As of the end of the fiscal year, there are a number of encumbrances (purchase orders, contracts, and special projects) that remain unliquidated. The City has an obligation to pay for these unliquidated encumbrances as they are binding commitments and cannot be unilaterally cancelled. In addition, the Departments submit special requests for carryover of appropriations for projects, equipment and services for which there is a continuing need. An appropriation carryover is included as part of this request for prepayment of lease payments to be used for the partial bond call for the 2007 Certificates of Participation for the English Channel Improvements. This request is the result of a timing difference. The prepayment was approved by the City Council on May 3, 2011, and the budget was adjusted accordingly. Funds were sent to the trustee on May 15, 2011, with a due date of July 1, 2011, in the amount of $1,996,700 for principal and interest. It is therefore requested the budgets for these projects and special requests be carried forward to the next fiscal year. Please refer to the attached Exhibit A for the details of these requests. Following is a schedule that summarizes the net impact to the various funds: Fund Name Amount General Fund $ 145,700 Gas Tax Fund 400 Air Quality Fund 124,700 Landscape and Lighting District Fund 105,200 Storm Drain Facilities Fee Fund 1,996,700 Water Utility Fund 83,100 Sewer Utility Fund 600 Water Facilities Fee Fund 1,400 Equipment Maintenance Fund 200 Information Technology Fund 7,000 A 7 TOTAL $Z465,000 1/4 AGENDA DATE: OCTOBER 11, 2011 SUBJECT: APPROPRIATION AMENDMENT AND CARRYOVER FOR FISCAL YEAR 2011-12 FOR UNLIQUIDATED ENCUMBRANCES AND SPECIAL REQUESTS AS OF JUNE 30, 2011 PAGE TWO FISCAL IMPACT: The 2011-12 fiscal year budget for the funds and activities discussed in this report will increase based on the appropriation carryover requested above. The sources of funds for the appropriation requests are the unexpended 2010-11 fiscal year budgets that are being carried over to the 2011-12 fiscal year. Respectfully submitted, Recommended by: Qgh, ` I fid.-6Ac, Michael S. Fleager7/9anager Ju 4a. Lthcasfer, Finance Director MSF:JRL:MH:ddk Attachment: Exhibit A—Appropriation Carryover Requests 2/4 EXHIBIT A APPROPRIATION CARRYOVER REQUESTS FY 2010/11 Rollover Amount Dept Account Number Account Title Encumbrance Special Request Total City Manager: Administration 001-0300-888-3090 Professional Services 3,100 3,100 Administration 001-0300-8884015 Advertising&Promotion 900 900 Public Safety 001-6000-888-4445 Special Parts&Supplies 900 900 Public Safety 001-6000-888-4445 Special Parts&Supplies 3,600 3,600 Community Services: Recreation 001-0900-888-3190 Contractual Services 5,000 5000 Finance: Administration 001-1200-888-4030 Printing&Photocopying 1,900 1,900 Development Fee Program 135-5000-888-7010 Interest Payments - 31,700 31,700 Development Fee Program 135-5000-888-7015 Principal Payments - 1,965,000 1,965,000 Information Technology 552-2520-888-3090 Professional Services - 7,000 7,000 Community Development: Development Services 0014200-888-3030 Development Professional Svcs 2,500 2,500 Development Services 001-4200-888-3030 Development Professional Svcs 38,800 38,800 Development Services 001-4200-888-3030 Development Professional Svcs 2,000 2,000 Development Services 001-4200-888-3030 Development Professional Svcs 600 600 Development Services 0014200-888-3030 Development Professional Svcs 6,400 6,400 Development Services 001-4200-888-3030 Development Professional Svcs 68,000 68,000 Engineering: Engineering Services 507-7500-888-3090 Professional Services 1,400 1,400 Public Works: Facilities Maintenance 001-2510-888-2030 Uniforms 200 200 Facilities Maintenance 001-2510-888-4445 Special Parts&Supplies 1,900 1000 Facilities Maintenance 001-2510-888-5020 Building and Structure Maintenance 9,500 9,500 Administration 001-8001-888-2030 Uniforms 100 100 Storm Drain Facilities 001-8121-888-3190 Contractual Services 200 200 Street Maintenance 001-8300-888-2030 Uniforms 100 100 Street Maintenance 010-8300-888-2030 Uniforms 400 400 Equipment Maintenance 011-8200-888-8060 Vehicles&Equipment 5,500 5,500 Equipment Maintenance 011-8200-888-8060 Vehicles&Equipment 119,200 119,200 Equipment Maintenance 551-8200-888-2030 Uniforms 200 200 Parks&Landscape Maintenance 026-8400,888-2030 Uniforms 600 600 Parks&Landscape Maintenance 030-8400-888-4430 Small Equipment and Tools 2,500 2,500 Parks&Landscape Maintenance 030-8400-888-8060 Vehicles and Equipment 7,500 7,500 Parks&Landscape Maintenance 040-7100-888-8040 Improvements other than Bldg 1,800 1,800 Parks&Landscape Maintenance 040-8400-888-8040 Improvements other than Bldg 30,000 30,000 Parks&Landscape Maintenance 045-7100-888-8040 Improvements other than Bldg 800 800 Parks&Landscape Maintenance 045-7100-888-8040 Improvements other than Bldg 12,000 12,000 Parks&Landscape Maintenance 071-7100-888-8040 Improvements other than Bldg 50,000 50000 Water 500-8110-888-2030 Uniforms 100 100 Water 500-8110-888-3090 Professional Services 32,500 32,500 Water 500-8110-888-3090 Professional Services 15,900 15,900 Water 500-8110-888-5235 Distribution Plant Maintenance 2,900 2,900 Water 500-8110-888-7810 Water Conservation Program 6,200 6,200 Water 500-8110-888-7810 Water Conservation Program 1,300 1,300 3/4 EXHIBIT A APPROPRIATION CARRYOVER REQUESTS FY 2010/11 Rollover Amount Dept Account Number Account Title Encumbrance Special Request Total Water 500-8110-888-7810 Water Conservation Program 2,500 2,500 Water 500-8110-888-7810 Water Conservation Program 20,000 20,000 Water 500-8111-888-2030 Uniforms 900 900 Water 500-8112-888-2030 Uniforms 300 300 Water 500-8113-888-2030 Uniforms 500 500 Sewer 501-8120-888-2030 Uniforms 600 - 600 Total 162,100 2,302,900 2,465,000 4/4