The URL can be used to link to this page

Home My WebLink About03/15/2011 17 2010 Year-End Encumbrances; Budget Amendment BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 44 1 For Meeting Of March 15, 2011 ITEM TITLE An Ordinance Amending the 2011 Budget for 2010 Year -End Encumbrances SUBMITTED BY: Department of Finance and Budget CONTACT PERSON/TELEPHONE: Cindy Epperson, Deputy Director of Accounting & Budgeting -- 575 -6070 SUMMARY EXPLANATION: Attached is an Ordinance amending the 2011 Budget to provide appropriations for encumbrances outstanding at the close of the 2010 Fiscal year. Encumbrances represent orders (included in 2010 Budget appropriations) for materials which had been authorized but not yet received, or for services authorized but not yet completed, as of December 31, 2010. Therefore, appropriations from Unencumbered Fund Balances are required to move forward the budget for payment when the materials are received or services completed. • In some instances, the appropriations will be funded by approved grants (i.e. Neighborhood Development Block Grants, Transit grants, etc.) For these items, Finance will also increase the grant revenue budgets to match the estimated revenues to the corresponding expenditures. In all other instances, the appropriations will be funded by reserves in their respective funds. This is an annual year -end accounting requirement. Resolution Ordinance XX Contract Other (Specify) Schedule 1 Funding Source Various Funds APPROVED FOR SUBMITTAL City Manager STAFF RECOMMENDATION: Read Ordinance by title only at the March 15, 2011 meeting. Pass Ordinance after the second reading at the April 5, 2011 meeting. BOARD /COMMISSION /COMMITTEE RECOMMENDATION: COUNCIL ACTION: • • • ORDINANCE NO. 2011 AN ORDINANCE amending the 2011 budget for the City of Yakima; and making appropriations for 2010 Year -End Encumbrances from Unappropriated Fund Balances within various Funds for expenditure during 2011. WHEREAS, the various funds indicated on the attached Schedule I contain Unappropriated Fund Balances available for appropriation and expenditures during 2011 in various amounts and for the purposes mentioned in the attached Schedule, and WHEREAS, at the time of the adoption of the 2011 budget it could not reasonably have been foreseen that the appropriation provided for by this ordinance would be required; and the City Council declares that an emergency exists of the type contemplated by RCW 35.33.091 and that it is in the best interests of the City to make the appropriation herein provided, now, therefore, BE IT ORDAINED BY THE CITY OF YAKIMA: • Section 1. Appropriations are hereby made, for expenditure during 2011, from Unappropriated Fund Balances in the various Funds to the various accounts and . in the various amounts, and for the various specific purposes, all as specified in the Schedule attached hereto and incorporated herein. Section 2. This ordinance is one making an appropriation and shall take effect immediately upon its passage, approval and publication as provided by law and by the City Charter. PASSED BY THE CITY COUNCIL, signed and approved this day of , 2011 MICAH CAWLEY, MAYOR ATTEST: CITY CLERK First Reading: Publication Date: • Effective Date: Cepperson 3/10/2011 City of Yakima • 2010 Encumbrance Ordinance SCHEDULE I II/ Appropriate out of unappropriated fund balances of the various funds and in the various amounts and for the purposes as described: ACCOUNT AMOUNT FUND TOT. DESCRIPTION GENERAL FUND Finance _ 000.015.624.0000.51420.350 $4,548 Upgrade Microsoft version Hearing Examiner 000.020.313.0000.55860.410 $8,500 Hearing Examiner Caseload Police • 000.031.103.0000.52120.280 $2,253 Uniform Items . 000.031.113.0000.52120.280 $2,383 Uniforms 000.031.113.0000.52120.280 $3,246 Protective Vests • 000.031.115.0000.52320.410 $6,952 Electonic Home Monitoring Equipment 000.031.119.0000.52110.422 $1,361 • Pack/transport Lab Microscope $16,194 Fire 000.032.125.0000.52240.31P $5,000 Fire Public Education Supplies (funded by donation) • Engineering 000.041.528.0000.53220.410 $5,000 Professional services - project support Information Systems 000.052.631.0000.59421.641 $164,610 Prosecutorial Case Mgmt System 000.052.631.0000.51880.35C . $6,121 HP Server for Firewall • 000.052.631.0000.51880.35C $12,500 GIS Server Upgrade 0.052.631.0000.51880.35C $25,000 Equipment Upgrades -under $5,000 00.052.631.0000.59418.646 $50,000 Equipment Upgrades -over $5,000 000.052.631.0000.59418.646 $15,000 Network Communications Equipment 000.052.631.0000.51880.480 $27,350 Maintenance Contracts (timing) 000.052.631.0000.51880.410 $38,817 Time & Attendance Mgmt Software • $339,398 TOTAL GENERAL FUND $378,640 NEIGHBORHOOD DEV FUND Grant awards carried forward • 124.124.331.CBGR.55920.48F $11,055 CDBG -R (ARRA) Grants Program 124.124.331.0000.55920.48W. $91,159 CDBG Infrastructure 124.124.331.0000.55920.48T $340,000 CDBG Economic Development 124.124.331.HS02.55920.48E $600,000 Single Family Home Rehab - S/F and Sr /Disabled, etc 124.124.331.2299.59212.650 $15,642 "A" Street Improvement Project 124.124.331.2299.59570.650 $77,861 "A" Street Improvement Project 124.124.334.0000.55920.350 $22,945 Public / Community Service (Graffiti) 124.124.337.HS09.55920.48M $498,961 HOME Single Family Rehab Prgms 124.124.337.HS09.55920.48Y $263,692 HOME CHDO Program • $1,921,315 GROWTH MGMT FUND 140.140.314.1994.54440.410 $6,296 $6,296 Transportation Modeling Update • • . cje 3/10/2011 Page 1 of 3 • City of Yakima 2010 Encumbrance Ordinance SCHEDULE I Appropriate out of unappropriated fund balances of the various funds and in the various amounts and for the purposes as described: ACCOUNT AMOUNT FUND TOT. DESCRIPTION STREETS & TRAFFIC ENG FUND 141.133.525.0000.54264.314 $3,056 Pedestrian Countdown LED Modules 141.133.526.0000.54340.410 $25,000 Prof Services- Transportation Plan 141.141.521.0000.54230.312 $7,531 Chemicals $35,586 POLICE GRANTS FUND 152 - 152 - 117 - 0000 - 52130 -311 $2,164 ARRA Byrn grant - supplies 152 - 152 - 117 - 0000 - 52130 -52C $650 ARRA Byrn grant- Yakima County 152 - 152 - 117 - 0000 - 52130 -52S $5,254 ARRA Byrn grant - Sunnyside 152 - 152 - 117 - 0000 - 52130 -52T $159 ARRA Byrn grant - Toppenish 152 - 152 - 117 - 0000 - 52130 -52U $18,569 ARRA Byrn grant- Union Gap $26,796 • TROLLEY FUND 162.162.326.2153.59479.650 $134,112 $134,112 Trolley Barn Enhancement Project CONV CENTER PFD FUND 172.172.327.0000.57541.491 $11,000 $11,000 Approved Artwork FEDERAL "ARRA" FUND 199.199.527.0000.51820.480 $55,816 Energy Upgrade - Public Works 199.199.527.0000.51830.480 $34,230 Energy Upgrade -City Hall 199.199.527.0000.52120.480 $45,612 Energy Upgrade -Law & Justice Center 199.199.527.0000.52220.480 $32,465 Energy Upgrade -Fire Stations 199.199.527.0000.53514.480 $6,384 Energy Upgrade - Wastewater 199.199.527.0000.55920.480 $52,482 Energy Upgrade -SE Comm Center $226,989 PARKS CAPITAL FUND 331.331.428.0000.59476.630 $2,770 $2,770 Portable Tent LAW AND JUSTICE CAPITAL FUND 333.333.111.0000.51220.350 $5,310 Police Car Radios 333.333.518.0000.52120.410 $7,657 Security System Improvements $12,968 TRANSIT CAPITAL FUND 364.364.518.0000.59447.630 $89,806 $89,806 Replumb Public Works Complex CONVENTION CENTER CAPITAL FUND 370.370.328.0000.57520.350 $15,307 Podiums 370.370.328.0000.57520.350 $11,688 Dance Floor 370.370.328.0000.57520.350 $35,734 Snap Drapes, Portable Stage $62,729 TRANSIT OPERATIONS 462.462.514.T646.54780.410 $82,792 $82,792 Dept of Transportation -ADA grant WASTEWATER OPERATIONS 473.473.232 -S232- 53584 -3BI $54,100 $54,100 Chemicals - Bioxide WATER OPERATIONS 474.474.343.000053480.312 $2,644 PVC Spacer 474.474.343.000053480.312 $4,781 Magnetic Flow Transmitter $7,426 EQUIPMENT REPLACEMENT FUND cje 3/10/2011 Page 2 of 3 City of Yakima 2010 Encumbrance Ordinance SCHEDULE I • Appropriate out of unappropriated fund balances of the various funds and in the various amounts and for the purposes as described: ACCOUNT AMOUNT FUND TOT. DESCRIPTION 551.551.634.ER02.54848.346 $9,145 Equipment Maintenance Parts 551.552.636.ER06.59448.644 $286,730 Wastewater TV Camera Van $295,875 ENVIRONMENTAL FUND 555.555.639.2145.54650.480 $43,644 Richardson Airway Dirt Removal 555.555.639.2274.53190.410 $24,340 Airport Tank Cleanup 555.555.639.2192.59439.630 $225,000 Fuel Capacity Expansion $292,984 TOTAL ALL FUNDS $3,642,184 • • • • • • cje 3/10/2011 Page 3 of 3 17 MEMORANDUM DATE: March 15, 2011 TO: The Honorable Mayor and City Council FROM: Cindy Epperson, Deputy Director- Acct/Bud C)- RE: Correction to Encumbrance Ordinance The first reading of the 2010 Encumbrance Ordinance is on today's City Council agenda. It has come to my attention that there was an error in the detail of the Community Development Block Grant (CDBG) being carried forward in the Neighborhood Development Fund. For many ongoing programs, if the timing is such that the expenses will go into the subsequent year, it would simply be re- budgeted. However, because the Block Grant program holds public hearings on the uses of grant funding and needs to quickly identify the new allocation from existing allocations, it was Tess confusing to only budget "new" funding in the next year, and include any programs being carried forward in the annual encumbrance process. At the end of 2010, there was $1,921,315 to be carried forward in the Neighborhood Development Fund. The attached correction does not change the total amount; it just reallocates the total among the various programs. Specifically, $106,978 was moved into Infrastructure, while $50,000 and $56,978 was removed from Economic Development and Single Family Home Rehab, respectively. • City of Yakima 2010 Encumbrance Ordinance SCHEDULE 1 Appropriate out of unappropriated fund balances of the various funds and in the various amounts and for the purposes as described: 1 ACCOUNT AMOUNT FUND TOT. DESCRIPTION GENERAL FUND Finance 000 .015.624.0000.51420.350 $4,548 Upgrade Microsoft version Hearing Examiner 000.020.313.0000.55860.410 $8,500 Hearing Examiner Caseload • Police 000.031.103.0000.52120.280 $2,253 Uniform Items 000.031.113.0000.52120.280 $2,383 Uniforms 000.031.113.0000.52120.280 $3,246 Protective Vests 000.031.115.0000.52320.410 $6,952 Electonic Home Monitoring Equipment 000.031.119.0000.52110.422 $1,361 Pack/transport Lab Microscope $16,194 Fire 000.032.125.0000.52240.31P $5,000 Fire Public Education Supplies (funded by donation) Engineering 000.041.528.0000.53220.410 $5,000 Professional services- project support Information Systems 000.052.631.0000.59421.641 $164,610 ' Prosecutorial Case Mgmt System 000.052.631.0000.51880.350 $6,121 HP Server for Firewall 000.052.631.0000.51880.350 $12,500 GIS Server Upgrade 000.052.631.0000.51880.350 $25,000 Equipment Upgrades -under $5,000 000.052.631.0000.59418.646 $50;000 Equipment Upgrades -over $5,000 000.052.631.0000.59418.646 $15,000 Network Communications Equipment 000.052.631.0000.51880.480 $27,350 Maintenance Contracts (timing) 000.052.631.0000.51880.410 $38,817 Time & Attendance Mgmt Software $339,398 TOTAL GENERAL FUND $378,640 NEIGHBORHOOD DEV FUND Grant awards carried forward 124.124.331.CBGR.55920.48F $11,055 CDBG -R (ARRA) Grants.Program • 124.124.331.0000.55920.48W $198,137 CDBG Infrastructure 124.124.331.0000.55920.48T $290,000 CDBG Economic Development 124.124.331.HS02.55920.48E $543,022 Single Family Home Rehab - S/F & Sr /Disabled 124.124.331.2299.59212.650 $15,642 "A" Street Improvement Project 124.124.331.2299.59570.650 $77,861 "A" Street Improvement Project 124.124.334.0000.55920.350 . $22,945 Public / Community Service (Graffiti) 124.124.337.HS09.55920.48M $498,961 HOME Single Family Rehab Prgms 124.124.337.HS09.55920.48Y $263,692 HOME CHDO Program $1,921,315 GROWTH MGMT FUND 140.140.314.1994.54440.410 $6,296 $6,296 Transportation Modeling Update STREETS & TRAFFIC ENG FUND 141.133.525.0000.54264.314 $3,056 Pedestrian Countdown LED Modules 141.133.526.0000.54340.410 $25,000 Prof Services- Transportation Plan 141.141.521.0000.54230.312 $7,531 Chemicals $35,586 cje 3/15/2011 Page 1 of 3 City of Yakima 2010 Encumbrance Ordinance SCHEDULE I Appropriate out of unappropriated fund balances of the various funds and in the various . amounts and for the purposes as described: ACCOUNT AMOUNT FUND TOT. DESCRIPTION POLICE GRANTS FUND 152 - 152 - 117 - 0000 - 52130 -311 $2,164 ARRA Byrn grant - supplies 152 - 152 - 117 - 0000 - 52130 -52C $650 ARRA Bym grant- Yakima County 152- 152 - 117 - 0000 - 52130 -52S $5,254 • ARRA Bym grant - Sunnyside 152 - 152 - 117 - 0000 - 52130 -52T $159 ARRA Byrn grant - Toppenish 152 - 152 - 117 - 0000 - 52130 -52U $18,569 ARRA Byrn grant- Union Gap $26,796 TROLLEY FUND 162.162.326.2153.59479.650 $134,112 $134,112 Trolley Barn Enhancement Project CONV CENTER PFD FUND 172.172.327.0000.57541.491 $11,000 $11,000 Approved Artwork FEDERAL "ARRA" FUND 199.199.527.0000.51820.480 $55,816 Energy Upgrade - Public Works 199.199.527.0000.51830.480 $34,230 Energy Upgrade -City Hall 199 .199.527.0000.52120.480 $45,612 Energy Upgrade -Law & Justice Center 199.199.527.0000.52220.480 $32,465 Energy Upgrade -Fire Stations 199.199.527.0000.53514.480 $6,384 Energy Upgrade - Wastewater 199.199.527.0000.55920.480 $52,482 Energy Upgrade -SE Comm Center $226,989 PARKS CAPITAL FUND 331.331.428.0000.59476.630 $2,770 $2,770 Portable Tent LAW AND JUSTICE CAPITAL FUND 333.333.111.0000.51220.350 $5,310 Police Car Radios 333.333.518.0000.52120.410 $7,657 Security System Improvements $12,968 TRANSIT CAPITAL FUND 364.364.518.0000.59447.630 $89,806 $89,806 Replumb Public Works Complex CONVENTION CENTER CAPITAL FUND 370.370.328.0000.57520.350 $15,307 Podiums 370.370.328.0000.57520.350 $11,688 Dance Floor 370.370.328.0000.57520.350 $35,734 Snap Drapes, Portable Stage $62,729 TRANSIT OPERATIONS 462.462.514.T646.54780.410 $82,792 $82,792 Dept of Transportation -ADA grant WASTEWATER OPERATIONS 473.473.232 -S232- 53584 -3B1 $54,100 $54,100 Chemicals - Bioxide • WATER OPERATIONS 474.474.343.000053480.312 $2,644 PVC Spacer 474.474.343.000053480.312 $4,781 Magnetic Flow Transmitter $7,426 EQUIPMENT REPLACEMENT FUND 551.551.634.ER02.54848.346 $9,145 Equipment Maintenance Parts 551.552.636.ER06.59448.644 $286,730 Wastewater TV Camera Van $295,875 cje 3/15/2011 Page 2 of 3 City of Yakima 2010'Eh umtirance Ordinaance SCHEDULE I Appropriate out of unappropriated fund balances of the various funds and in the various amounts and for the purposes as described: { ACCOUNT AMOUNT FUND TOT. DESCRIPTION ENVIRONMENTAL FUND 555.555.639.2145.54650.480 $43,644 Richardson Airway Dirt Removal 555.555.639.2274.53190.410 $24,340 Airport Tank Cleanup 555.555.639.2192.59439.630 .$225,000 Fuel Capacity Expansion $292,984 TOTAL ALL FUNDS $3,642,184 • cje 3/15/2011 Page 3 of 3