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04/03/2012 04E 2011 Year-End Encumbrances (Second Reading); Budget Amendment • • BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT r Item No. � '. For Meeting of: April 3, 2012 ITEM TITLE: Ordinance Amending the 2012 Budget for 2011 Year -End Encumbrances (Second Reading) SUBMITTED BY: Department of Finance and Budget CONTACT Cindy Epperson, Acting Director of Finance and Budget - PERSON/TELEPHONE: 576 -6771 SUMMARY EXPLANATION: Attached is an Ordinance amending the 2012 Budget to provide appropriations for encumbrances outstanding at the close of the 2011 Fiscal year. Encumbrances represent c b a ces ep esent orders (included in 2011 Budget appropriations) for materials which had been authorized but not yet received, or for services authorized but not yet completed, as of December 31, 2011. 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 X Other (specify) Contract: Mail to: Contract Term: Amount: Expiration Date: Insurance Required? No Funding Phone: Source: APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: Read Ordinance by title only at the March 20, 2012 meeting. Pass Ordinance after the second reading at the April 3, 2012 meeting. BOARD /COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download ❑ 2012 Encumbrance Ordinance 0 2012 Encumbrance Schedule ORDINANCE NO. 2012 - AN ORDINANCE amending the 2012 budget for the City of Yakima; and making appropriations for 2011 Year -End Encumbrances from Unappropriated Fund Balances within various Funds for expenditure during 2012. WHEREAS, the various funds indicated on the attached Schedule I contain Unappropriated Fund Balances available for appropriation and expenditures during 2012 in various amounts and for the purposes mentioned in the attached Schedule, and WHEREAS, at the time of the adoption of the 2012 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 2012, 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 , 2012 MICAH CAWLEY, MAYOR ATTEST: CITY CLERK First Reading: Publication Date: Effective Date: City of Yakima 2011 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 GENERAL FUND Police 000.031.113.0000.52120.280 $2,952 SWAT Uniforms 000.031.113.0000.52120.280 $8,579 Tactical Carriers 000.031.119.0000.52110.312 $7,073 Ammunition 000.031.119.0000.52110.410 $18.008 Police Chief Recruitment $36,612 Fire 000.032.122.0000.52220.282 $20,407 Bunker Gear 000.032.122.0000.52220.350 $1,491 Fire Tools 000.032.122.0000.52220.350 $960 Gas Monitors 000.032.125.0000.52240.31 E $1,169 Public Education Supplies $24,026 Information Systems 000.052.631.0000.51880.35C $4,082 HP Replacement Server 000.052.631.0000.51880.35C $30,000 Equipment Upgrades -under $5,000 000.052.631 0000.51880.410 $9,398 ARCGIS Server Upgrade 000.052.631.0000.59418.646 $15,429 Unitrends Backup Upgrade 000.052.631.0000.59418.646 $35,000 Equipment Upgrades -over $5,000 000.052.631.0000.51880.480 $46,000 Maintenance Contracts (timing) $139,910 TOTAL GENERAL FUND $200,548 NEIGHBORHOOD DEV FUND Grant awards carried forward 124.124.331.0000.55920.48W $270,394 CDBG Infrastructure 124.124.331.0000.55920.48T $200,000 CDBG Economic Development 124.124.331.HS02.55920.48E $472,747 Single Family Home Rehab -i.e. S /F, Sr,Disabled 124.124.331.2316.55920.48W $52,967 High Crime Streetlight Project 124.124.331.0000.55920.41 E $98,209 Public / Community Service (CBDO) 124.124.337.HS09.55920.48M $619,310 HOME Single Family Rehab Prgms 124.124.337.HS09.55920.48Y $45,027 HOME CHDO Program $1,758,654 Revenue 124.124.330.0000.33114.2 PY $1,094,317 124.124.337.0000.331 14.2 H P $664,337 $1,758,654 Page 1 of 3 City of Yakima 2011 Encumbrance Ordinance ACCOUNT AMOUNT FUND TOT. DESCRIPTION STREETS & TRAFFIC ENG FUND 141.133.525.0000.54264.314 $13,786 $13,786 Video upgrades for Downtown Signals PUBLIC SAFETY COMM. FUND 151 - 151 - 124 - 0000 - 52850 -319 $6,449 Motorola radio batteries 151 - 151 - 124 - 0000 - 52810 -491 _ $1,082 Zetron Technical Services $7,531 POLICE GRANTS FUND 152 - 152 - 112 - 0000 - 52120 -312 $8,277 Case Management Software -Drug enforcement 152 - 152 - 117 - 0000 - 52130 -350 $30,000 ARRA Byrn grant -small tools 152 - 152 - 117 - 0000 - 52130 -410 $17,000 ARRA Byrn grant - Professional Services 152 - 152 - 117 - 0000 - 52130 -52T $159 ARRA Byrn grant - Toppenish 152 - 152 - 117 - 0000 - 52130 -52U $17,001 ARRA Byrn grant- Union Gap $72,437 Revenue 152-152-117-0000-33911-68J $64,160 TROLLEY FUND 162.162.326.2153.59479.650 $63,653 $63,653 Trolley Barn Enhancement Project Revenue 162 - 162 - 699 - 2153 - 33320 -20T $63,653 FRONT ST PBIA FUND 163.163.321.0000.57390.491 $1,298 $1,298 Street Banners FEDERAL "ARRA" FUND 199.199.527.0000.51830.480 $23,500 Energy Upgrade -City Hall 199.199.527.0000.52220.480 $16,500 Energy Upgrade -Fire Facilities 199.199.527.0000.54263.480 $18,500 Energy Upgrade- street lighting 199.199.527.0000.55920.480 $15,405 Energy Upgrade -SE Comm Center $73,905 Revenue 199 - 199 - 527 - 0000 - 33918 -11 E $73,905 FIRE CAPITAL FUND 332.332.122.0000.52250.480 $4,706 Repair at the Training Center 332.332.122.0000.52250.480 $5,302 Station 91 Ceiling Repair 332.332.122.0000.52250.480 $7,353 Station 95 Flooring 332.332.122.0000.59422.630 $104,649 Station 95 Pavement Repair 332.332.122.0000.59422.642 $29,253 Command Vehicle Replacement -Ford Expedition Page 2 of 3 City of Yakima 2011 Encumbrance Ordinance ACCOUNT AMOUNT FUND TOT. DESCRIPTION $151,262 LAW AND JUSTICE CAPITAL FUND 333.333.124.CPS1.59428.646 $210,554 IPSS Contract for Software and Installation 333.333.111.JAGG.52120.410 $20,227 JAGG grant supplies /services $230,781 Revenue No POS- -check bus line 333.333.124.CPS1.33116.710 210,554 333.333.111.JAGG.33116.7JA 20,227 230,781 CONVENTION CENTER CAPITAL FUND 370.370.328.0000.57520.350 $60,634 Replacement Chairs 370.370.328.0000.57520.350 $6,300 ADA compliant ramp for stage $66,934 STORMWATER OPERATING FUND 441.441.213.0000.53150.51 C $51,087 Yakima County Regional Stormwater Admin. 441.441.213.1911.53150.410 $134,625 _ Stormwater system /rate study $185,712 WASTEWATER OPERATIONS 473 473.211.S211.53581.311 $4,214 Workstations 473.473.232.S232.53584.311 $6,231 Analyzers and Probes 473.473.232.S232.53584.311 $6,295 Valve Assembly 473.473.232.S232.53584.410 $5,415 Landscaping project - -plant trees $22,156 EQUIPMENT REPLACEMENT FUND 551.552.636.ER06.59448.644 $273,619 $273,619 Refuse Truck to replace burned unit ENVIRONMENTAL FUND 555.555.639.2192.59439.630 $34,389 Fuel Capacity Expansion 555.555.639.2333.53190.410 $50,000 Fuel Tank Removal at Airport $84,389 TOTAL ALL FUNDS Expenditures $3,206,666 Revenues $2,191,153 $3,206,666 Page 3 of 3