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Home My WebLink About04/16/2013 05G 2012 Year-End Encumbrances; Budget Amendment and AppropriationsBUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 5 � • For Meeting of: April 16, 2013 ITEM TITLE: Ordinance Amending the 2013 Budget for 2012 Year End Encumbrances (Second Reading) SUBMITTED BY: Department of Finance and Budget CONTACT Cindy Epperson, Director of Finance and Budget - 576 - PERSON /TELEPHONE: 6771 SUMMARY EXPLANATION: Attached is an Ordinance amending the 2013 Budget to provide appropriations for encumbrances outstanding at the close of the 2012 Fiscal year. Encumbrances represent orders (included in 2012 Budget appropriations) for materials which had been authorized but not yet received, or for services authorized but not yet completed, as of December 31, 2012. Therefore, appropriations from Unencumbered Fund Balances are required to move forward the budget for payment when the materials are received or services completed. The total encumbrance for all funds is 19 S11 494 aiz fr%1IMAIC4 General and Streets Fund (General Government) $783,789 Neighborhood Development (HUD Grants) $1,127,331 All other funds $620,304 Note: Neighborhood Development typically has a large encumbrance, because this annual budget is set based on "new" federal Community Development Block Grant (CDBG) and HOME grant awards. Amounts obligated but not yet spent at the end of each year are carried forward into the next year through the encumbrance ordinance. In some instances, the appropriations will be funded by approved grants (i.e. Neighborhood Development Block Grants, Trolley 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 Schedule 1 (specify) STAFF RECOMMENDATION: Pass Ordinance after the second reading at the April 16, 2013 meeting. BOARD/COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download E:1 Encumbrance Ordinance 2013 71 Schedule 1 -Encumbrance Ordinance 2013 ORDINANCE NO. 2013 - AN ORDINANCE amending the 2013 budget for the City of Yakima; and making appropriations for 2012 Year -End Encumbrances from Unappropriated Fund Balances within various Funds for expenditure during 2013. WHEREAS, the various funds indicated on the attached Schedule I contain Unappropriated Fund Balances available for appropriation and expenditures during 2013 in various amounts and for the purposes mentioned in the attached Schedule, and WHEREAS, at the time of the adoption of the 2013 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 2013, 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 12013 ATTEST: CITY CLERK First Reading: Publication Date: Effective Date: Cepperson 3/25/2013 MICAH CAWLEY, MAYOR City of Yakima 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 Economic Development 000.025.320.0000.55810.350 $30,000 Special Event canopies with City brand Police 000.031.113.0000.52120.350 $43,280 SWAT Rifles 000.031.113.0000.59428.642 $347,520 Motorola Dispatch Console Upgrade 000.031.113.0000.52120.280 $3,030 Ballistic Vests 000.031.117.0000.52120.41G $42,000 Gang -Free Initiative 000.031.119.0000.52110.312 $22,137 Ammunition $457,966 Fire 000.032.122.0000.52220.282 $34,690 Bunker Gear 000.032.122.0000.52220.350 $5,587 Fire Hose 000.032.122.0000.52220.350 $1,298 Fire Tools 000.032.125.0000.52240.31P $2,715 Public Education Display $44,291 Information Systems 000.052.631.0000.51880.35C $30,000 Equipment Upgrades -under $5,000 000.052.631.0000.59418.646 $80,000 Equipment Upgrades -over $5,000 000.052.631.0000.51880.480 $61,000 Maintenance Contracts $171,000 TOTAL GENERAL FUND $703,257 ECONOMIC DEV FUND 123.123.322.0000.55880.410 $45,000 $45,000 Professional Services - Economic Dev support NEIGHBORHOOD DEV FUND Grant awards carried forward 124 -124- 331 - 0000 - 55920 -41E $20,000 Public /Community Service 124- 124 - 331 -HSO1- 55920 -48F $200,000 Single Family First Time Homebuyers 124.124.331.HS02.55920.48E $688,993 Single Family Home Rehab 124 - 124 - 331 - 0000 - 55920 -48U $10,000 Public Facility 124.124.337.HS08.55920.48M $208,338 HOME Single Family Rehab Prgms $1,127,331 STREETS & TRAFFIC ENG FUND 141.141.521.0000.54230.312 $80,532 $80,532 Street Maintenance Supplies - Gravel PUBLIC SAFETY COMM. FUND 151.151.124.0000.59428.642 $15,000 $15,000 Equipment Upgrades cje 3/25/2013 Page 1 of 2 City of Yakima 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.JAGG.52120.120 DYBID FUND 161.161.320.0000.55910.311 161.161.320.0000.55910.480 TROLLEY FUND 162.162.326.2153.59479.650 162.162.326.0000.57590.480 $63,200 $63,200 Grant Funded Emphasis Patrol Overtime $42,048 $25,000 $67,048 $63,308 $10,000 $73,308 CBD CAPITAL IMPROVEMENT FUND 321.321.321.0000.55820.410 $30,000 321.321.321.0000.55820.350 $20,000 321.321.321.0000.55820.480 $8,500 PARKS CAPITAL FUND 331.331.428.0000.59476.630 $58,500 Enhanced Flower Baskets Tree Pruning - Downtown Trolley Barn Enhancement Project Trolley Lift Truck Repair Downtown Retail Study Replace Streetside Banners Restripe Parking lots, Fix broken standards $75,000 $75,000 Franklin Park Playground equipment LAW AND JUSTICE CAPITAL FUND 333.333.111.SWAT.52120.350 $8,927 333.333.518.0000.52120.480 $15,000 WASTEWATER OPERATIONS 473.473.211.S211.53581.3GC $7,966 WELLNESS /EAP FUND 516.516.655.0000.51790.480 $7,500 516.516.655.0000.59417.642 $11500 516.516.655.0000.51790.410 $7,500 EQUIPMENT REPLACEMENT FUND 551.552.636.ER06.59448.64P $27,276 551.552.636.ER06.59448.64P $137,580 TOTAL ALL FUNDS SWAT Gear Expand Evidence Room $23,927 $7,966 Pre -cut Pipe $26,500 $164,856 w_,.,., . ,__T cje 3/25/2013 Page 2 of 2 Repair Exercise equipment Purchase exercise equipment Professional services for wellness programs Parking GO -4 Vehicle Replacement Armored Vehicle -SWAT