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09-28-2010 CC Rpt A05 COUNCIL AGENDA STAFF REPORT FeEtiCEEIF,tESDONLY Meeting Date: September 28. 2010 2Q10 SEP 22 PM 12: 30 A 4 Public Hearing: o OFFICE OF CITY CLERK Discussion Item: C / CHINO HILLS ,?n? 9 gya,P Consent Item: SEPTEMBER 21, 2010 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: APPROPRIATION AMENDMENT AND CARRYOVER FOR FISCAL YEAR 2010-11 FOR UNLIQUIDATED ENCUMBRANCES AND SPECIAL REQUESTS AS OF JUNE 30, 2010 RECOMMENDATION: Authorize the carryover of appropriations from the 2009-10 fiscal year to the 2010-11 fiscal year for unliquidated encumbrances and special requests as of June 30, 2010. 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. It is therefore requested the budgets for these projects and special requests be carried forward to the next fiscal year. Please refer to 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 $ 155,100 Air Quality Fund 151,700 Landscape and Lighting District Fund 209,300 Local Energy Efficiency Grant 55,500 Water Utility Fund 80,400 Sewer Utility Fund 4,700 Water Facilities Fee Fund 18,200 Equipment Maintenance Fund 232,300 Information Technology Fund 47,000 TOTAL $ 954,200 AGENDA DATE: SEPTEMBER 28, 2010 SUBJECT: APPROPRIATION AMENDMENT AND CARRYOVER FOR FISCAL YEAR 2010-11 FOR UNLIQUIDATED ENCUMBRANCES AND SPECIAL REQUESTS AS OF JUNE 30, 2010 PAGE TWO FISCAL IMPACT: The 2010-11 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 2009-10 fiscal year budgets that are being carried over to the 2010-11 fiscal year. Respectfully submitted, Recommended by: 4 Zuteitatk.,„ Michael-S. Fleager✓✓ eity Manager J 2.bncaster, Finance Director MSF:JRL:AH:ddk Attachment: Exhibit A—Appropriation Carryover Requests EXHIBIT A APPROPRIATION CARRYOVER REQUESTS FY 2009/2010 Rollover Amount Dept Account Number Account Title Encumbrance Special Request Total City Manager: Administration 001-0300-888-3135 Special Studies 11,300 11,300 Administration 001-0300-888-3135 Special Studies 3,400 3,400 Administration 001-0300-888-3190 Contractual Services 4,200 4,200 Community Relations 001-0320-888-3090 Professional Services 400 400 Community Relations 001-0320-888-3090 Professional Services 1,600 1,600 Community Relations 001-0320-888-4015 Advertising&Promotion 1,200 1,200 Community Relations 001-0320-888-4015 Advertising&Promotion 700 700 Community Services: Recreation 001-0900-888-5610 Facilities Rental - 5,700 5,700 Recreation 001-0900-888-5690 Maintenance& Rentals - 2,500 2,500 Finance: Administration 001-1200-888-4030 Printing& Photocopying 3,300 3,300 Non Departmental 001-2500-888-4445 Special Parts&Supplies 2,000 2,000 Utility Customer Services 600-1210-888-3090 Professional Services 1,100 1,100 Information Technology 552-2520-888-3090 Professional Services - 5,000 5,000 Information Technology 552-2520-888-3190 Contractual Services - 10,000 10,000 'rmation Technology 552-2520-888-3110 Computer Services - 17,000 17,000 tmation Technology 552-2520-888-5025 Office Equipment Maintenance - 15,000 15,000 Community Development: Administration 182-4000-888-2015 Conference, Mtgs&Trainings - 3,600 3,600 Administration 182-4000-888-3090 Professional Services 6,900 6,900 Administration 182-4000-888-3090 Professional Services - 45,000 45,000 Building Services 001-4100-888-4450 Reference Materials&Svcs - 1,200 1,200 Development Services 001-4200-888-3030 Development Professional Svcs 2,500 2,500 Development Services 001-4200-888-3030 Development Professional Svcs 53,100 53,100 Development Services 001-4200-888-3030 Development Professional Svcs 1,900 1,900 Development Services 001-4200-888-3030 Development Professional Svcs 31,500 31,500 Development Services 001-4200-888-3030 Development Professional Svcs 1,900 1,900 Development Services 001-4200-888-3030 Development Professional Svcs 700 700 Development Services 001-4200-888-3030 Development Professional Svcs - 3,500 3,500 Economic Development 001-4400-888-3030 Development Professional Svcs 19,000 19,000 Engineering: Engineering Services 507-7500-888-3090 Professional Services 18,200 18,200 Public Works: Storm System Maintenance 001-8121-888-3090 Professional Services 3,300 3,300 Storm System Maintenance 001-8121-888-3190 Contractual Services 200 200 Equipment Maintenance 011-8200-888-8060 Vehicles&Equipment 6,500 6,500 Equipment Maintenance 011-8200-888-8060 Vehicles& Equipment - 145,200 145,200 Equipment Maintenance 551-8200-888-8060 Vehicles& Equipment 205,100 205,100 'Semen(Maintenance 551-8200-888-8060 Vehicles& Equipment 27,200 - 27,200 . arks&Landscape Maintenance 026-8400-888-3090 Professional Services 2,200 2,200 Parks&Landscape Maintenance 030-8400-888-5625 Equipment Rental 2,600 2,600 Parks&Landscape Maintenance 031-7100-888-8040 Improvements other than Bldg 7,300 7,300 Parks&Landscape Maintenance 031-7100-888-8040 Improvements other than Bldg - 20,000 20,000 ^^rks&Landscape Maintenance 040-7100-888-8040 Improvements other than Bldg 1,800 1,800 .s&Landscape Maintenance 040-7100-888-8040 Improvements other than Bldg 8,600 8,600 t-arks&Landscape Maintenance 040-7100-888-8040 Improvements other than Bldg - 30,000 30,000 Parks&Landscape Maintenance 045-7100-888-8040 Improvements other than Bldg - 21,000 21,000 " Parks&Landscape Maintenance 045-7100-888-8040 Improvements other than Bldg - 40,000 40,000 Parks&Landscape Maintenance 050-7100-888-8040 Improvements other than Bldg - 10,000 10,000 Parks&Landscape Maintenance 071-7100-888-8040 Improvements other than Bldg 4,300 4,300 Parks&Landscape Maintenance 071-7100-888-8040 Improvements other than Bldg - 61,500 61,500 Water 500-8110-888-3090 Professional Services 64,100 64,100 Water 500-8110-888-5590 Equipment Maintenance 200 200 Water 500-8110-888-7810 Water Conservation Program 5,000 5,000 Water 500-8110-888-7810 Water Conservation Program - 10,000 10,000 Sewer 501-7100-888-8210 Sanitary Sewer Lines 900 900 Sewer 501-7100-888-8210 Sanitary Sewer Lines 3,800 - 3,800 Total 508,000 446,200 954,200