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Home My WebLink About04/15/2014 05G 2013 Year-End Encumbrances; Budget Amendment and AppropriationsBUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting of: 4/15/2014 IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII ITEM TITLE: Ordinance Amending the 2014 Budget for 2013 Year - End Encumbrances (Second Reading). SUBMITTED BY: Cindy Epperson, Department of Finance SUMMARY EXPLANATION: Attached is an Ordinance amending the 2014 Budget to provide appropriations for encumbrances outstanding at the close of the 2013 Fiscal year. Encumbrances represent orders (included in 2013 Budget appropriations) for materials which had been authorized but not yet received, or for services authorized but not yet completed, as of December 31, 2013. 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 $2,757,008, as follows: General Fund $301,393 Neighborhood Development (HUD Grants) $1,353,158 All other funds $1,102,457 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: Other (Specify): Ordinance: X Contract: Contract Term: Start Date: End Date: Item Budgeted: Yes Amount: $2,757,008 Funding Source/Fiscal Impact: Strategic Priority: Public Trust and Accountability Applicable Fund Reserves or Grants Insurance Required? No Mail to: Phone: APPROVED FOR SUBMITTAL: RECOMMENDATION: City Manager Ordinance was read by title only at the April 1, 2014 meeting. Pass Ordinance after the second reading at the April 15, 2014 meeting. ATTACHMENTS: Description Upload Date 2014 Encumbrance Ordinance 3/21/2014 2014 Encumbrance Ordinance -Schedule 1 3/24/2014 Type Ordinance Ordinance AN ORDINANCE ORDINANCE NO. 2014 - amending the 2014 budget for the City of Yakima; and making appropriations for 2013 Year -End Encumbrances from Unappropriated Fund Balances within various Funds for expenditure during 2014. WHEREAS, the various funds indicated on the attached Schedule I contain Unappropriated Fund Balances available for appropriation and expenditures during 2014 in various amounts and for the purposes mentioned in the attached Schedule, and WHEREAS, at the time of the adoption of the 2014 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 2014, 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 , 2014 MICAH CAWLEY, MAYOR ATTEST: CITY CLERK First Reading: Publication Date: Effective Date: Cepperson 3/21/2014 City of Yakima 2014 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 City Council 001-1223110 Planning 001 2164100 Police 001-3124180 001-3132800 001-3193112 001-3193500 001-3184800 001-3184800 Fire 001-3233500 001-3233500 001-3253190 001-3253132 001-3253133 001-3254100 001-3254910 Information Systems 001-3513510 001-3516460 001-3514800 $8,124 Ten new chairs for council chambers $8,000 Complete Development Code Update $8,231 $2,761 $42,176 $60,000 $3,444 $3,987 $120,600 Interview System Ballistic Vests Ammunition Desk -top Computer Replacement Interview System Replace drive-thru gate $1,353 Opticom/Console Unit $4,680 Mobile Data Terminal Docking Station for Nei $6,817 Training Tower paint $3,625 Public Education Supplies $1,515 Burn Room Smoke fluid $7,811 Training Room table $3,870 Misc Supplies $29,670 $50,000 $50,000 $35,000 $135,000 TOTAL GENERAL FUND $301,393 Equipment Upgrades -under $5,000 Equipment Upgrades -over $5,000 Maintenance Contracts cje 3/24/2014 Page 1 of 3 City of Yakima 2014 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 NEIGHBORHOOD ON -20-P12/4820 ON -20-P11/4820 ON-20-PO4/4820 ON -20-P06/3112 ON -20-P06/3200 ON -20-P06/3500 ON -10-P18/4820 DEV FUND #124 $35,470 $200,000 $328,418 $9,000 $2,000 $31,000 $747,270 PUBLIC SAFETY COMM. FUND 151-3423190 $1,282 TROLLEY FUND 162-2066500 FIRE CAPITAL FUND 332-3314800 332-3314800 332-3314800 332-3314800 332-3314800 332-3314800 332-3314800 332-3226400 332-3226420 332-3224800 LAW AND JUSTICE 333-3013500 333-3013500 333-3013500 333-3013500 333-3013503 333-3016420 Grant awards carried forward Economic Development Single Family First Time Homebuyers Single Family Home Rehab Graffiti Supplies - General Graffiti Supplies - Fuel Graffiti - Small Tools Home Single Family $1,353,158 MDS Microwave unit repair $1,282 $9,041 Trolley Barn Enhancement Project $9,041 $23,957 $9,522 $876 $6,817 $2,464 $5,303 $3,372 $30,000 $496,588 $7,452 $586,349 CAPITAL FUND $3,760 $8,927 $37,870 $16,230 $11,199 $56,175 $134,160 AIRPORT OPERATING FUND 421 2816400 $49,098 421-2824800 $34,225 421-2864100 $9,600 Replace Wood Facade @ 92's Safety eyes for apparatus bay doors (91, 92, 93 & 9: Replace Tower Doors @ 91 Repair/Repaint Training Tower Doors Replace fire alarm panal @ 95 Replace apparatus bay lights @ 93 Replace range/hood at 93 Balance on Fire Truck Breathing apparatus Roofing retainage Greenway lighting project Titan M7V Video Mobile Data Computer Patrol Room office furniture Administrative office furniture SWAT Gas mask,Clear outsert, Riot agent filtc Equipment for Police Cars Tractor with Cab for grounds maintenance Carpet and Paint inside Air Terminal Balance of Airport Master Plan cje 3/24/2014 Page 2 of 3 City of Yakima 2014 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 CONVENTION CENTER CAPITAL 370-2793500 $7,352 370-2793500 $6,922 370-2793500 $3,246 370-2793500 $24,791 REFUSE FUND 471-4784100 $92,923 $0 $42,311 Audio -Visual Equipment Skirting Storage Units Kitchen Equipment $6,690 Solid Waste Cost of Service Rate Study $6,690 WASTEWATER OPERATIONS 473 7314800 $150,000 WELLNESS/EAP FUND 516-1683500 516-1684100 $2,600 $2,100 PUBLIC WORKS ADMINISTRATION 560 4936500 $50,000 560 4924800 $25,000 Install light poles & fixtures/Security upgrade $150,000 Treadmill - Fire Station 91 Professional services for wellness programs $4,700 Facility Improvements at Public Works $75,000 Security TOTAL ALL FUNDS $2,757,008 $2,757,008 cje 3/24/2014 Page 3 of 3