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12/14/2021 05.H. Ordinance amending the 2021 Budget for the City of Yakima; and making appropriations from Unappropriated Fund Balances within various Funds for expenditure during 2021 for various purposes (Second Reading) 1 s° `Z,/. .,t a°++a 0� cut • rr 11 i ',i enc u nrry 1 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 5.H. For Meeting of: December 14, 2021 ITEM TITLE: Ordinance amending the 2021 Budget for the City of Yakima; and making appropriations from Unappropriated Fund Balances within various Funds for expenditure during 2021 for various purposes (Second Reading) SUBMITTED BY: Jennifer Ferrer-Santa Ines, Director of Finance and Budget Kimberly Domine, Finance Division Manager Jennifer Morris, Financial Services Officer SUMMARY EXPLANATION: This appropriation for prior year encumbrances is part of the annual budgeting process.Attached is an Ordinance amending the 2021 Budget to provide appropriations for projects or programs that were uncertain and therefore not included at the time of the 2021 Budget adoption. ITEM BUDGETED: NA STRATEGIC PRIORITY: Public Trust and Accountability APPROVED FOR SUBMITTAL BY THE CITY MANAGER RECOMMENDATION: Pass Ordinance ATTACHMENTS: Description Upload Date Type CI Ordinance 11/23/2021 Ordinance 0 Ordinance Schedule I 11/23/2021 Backup Material CI Memo 11/23/2021 Corer Memo 2 ORDINANCE NO. 2021- AN ORDINANCE amending the 2021 Budget for the City of Yakima; and making appropriations from Unappropriated Fund Balances within various funds for expenditure during 2021 for various purposes described in the attached Schedule. WHEREAS, the various funds indicated on the attached Schedule I contain Unappropriated Fund Balances available for appropriation and expenditures during 2021 in various amounts and for the purposes mentioned in the attached Schedule; and WHEREAS, at the time of the adoption of the 2021 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 2021, 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 14'h day of December, 2021. Patricia Byers, Mayor ATTEST: Sonya Clear Tee, City Clerk First Reading: December 7, 2021 Publication Date: Effective Date: City of Ya kima 2021 Budget Amendment SCHEDULE 4th Quarter From Fund From Dr Cr Iroir �I= # Description I Fund Account if Name Fund Account Name $ Ref New Revenue-offsetting increases in expenditures and revenues Parks Capital 331 8956711 Donation $ (8,895.00)331 5436300 Improvement Other than Buildings $ 8,895.00 1 Donation for Miller Park Improvements TPA 173 8951810 Operating Assessments $ (180,000.00) 173 2554100 Professional Service $ 180,000.00 2 Increase in Sales Tax for TPA $ (188,895.00) $ 188,895.00 Technical Adjustment-House Keeping I ARPA 180 6090055 Transfer Out $ (500,000.00) 170 8950550 Transfer In $ 500,000.00 3 Created ARPA Fund Technical changes for reporting out of fund 180 Correct ARPA transfer to Convention Center for negative tourism ARPA 170 2784110 Community Svc Program $ (500,000.00` 180 2784110 Community Svc Program $ 500,000.00 impact on revenues ARPA 180 6090055 Reserves $ (6,255,760.00) 180 Reserves $ 6,255,760.00 4 Reverse Transfer Out ARPA 180 6096400 Fire Machinery&Equipment $ (1,600,000.00) 180 3226400 Fire Machinery&Equipment $ 1,600,000.00 Fire Machinery&Equipment ARPA 180 6096430 Police Vehicles $ (4,655,760.00` 180 3016430 Police Vehicles $ 4,655,760.00 Police Vehicles Fire Capital 332 Reserves $ (1,600,000.00)332 8950050 Transfer In $ 1,600,000.00 Moved Revenue to ARPA Fund 180 Fire Capital 332 Reserves $ (1,600,000.00)332 8953119 American Rescue Plan $ 1,600,000.00 Moved Revenue to ARPA Fund 180 Police Capital 333 Reserves $ (4,655,760.00`333 8953119 American Rescue Plan $ 4,655,760.00 Moved Revenue to ARPA Fund 181 Police Capital 333 Reserves $ (4,655,760.00)333 8950050 American Rescue Plan $ 4,655,760.00 Moved Revenue to ARPA Fund 182 EMS Levy 150 3270092 Vehicle Replacement Reserve $ (75,000.00) 150 3270055 Transfer Out $ 75,000.00 5 Moved from Vehicle Reserve to transfer In Fire Capital 332 8950050 Transfer In $ (75,000.00`332 8956539 Replacement Monies $ 75,000.00 Moved from Revenue to Transfer in Clean City 1 1361120 Salaries/Temporary $ (35,728.00) 1 Reserves $ 35,728.00 6 Housekeeping-Clean City Fund moved to Special Revenue 136 Clean City 1 1363110 Office and Operating Supplies $ (21,660.00) 1 Reserves $ 21,660.00 Housekeeping-Clean City Fund moved to Special Revenue 136 Clean City 1 1364100 Professional Service $ (34,011.00` 1 Reserves $ 34,011.00 Housekeeping-Clean City Fund moved to Special Revenue 136 Clean City 1 Reserves $ (6,000.00) 1 8956718 Clean City Donation $ 6,000.00 Housekeeping-Clean City Fund moved to Special Revenue 136 2249995 Change in accounting move from Transfer out to expense account. Facilities 1 2240092 Vehicle Replacement Reserve $ (3,000.00) 1 Equipment Replacement Costs $ 5,000.00 7 Increase amount transferred into vehicle reserves by$2,000 2294995 1 2290092 Vehicle Replacement Reserve $ (2,500.00` 1 Equipment Replacement Costs $ 2,500.00 Change in accounting move from Transfer out to expense account 6534995 Parking 1 6530092 Vehicle Replacement Reserve $ (18,745.00) 1 Equipment Replacement Costs $ 18,745.00 Change in accounting move from Transfer out to expense account 7000092 7004995 Engineering 1 Vehicle Replacement Reserve $ (7,980.00) 1 Equipment Replacement Costs $ 7,980.00 Change in accounting move from Transfer out to expense account 2230092 2234995 1 Vehicle Replacement Reserve $ (2,500.00` 1 Equipment Replacement Costs $ 2,500.00 Change in accounting move from Transfer out to expense account 1260092 1264995 125 Vehicle Replacement Reserve $ (2,565.00) 125 Equipment Replacement Costs $ 2,565.00 Change in accounting move from Transfer out to expense account 5410092 5414995 Parks 131 Vehicle Replacement Reserve $ (90,000.00) 131 Equipment Replacement Costs $ 90,000.00 Change in accounting move from Transfer out to expense account 4130092 4134995 Streets 141 Vehicle Replacement Reserve $ (350,000.00` 141 Equipment Replacement Costs $ 350,000.00 Change in accounting move from Transfer out to expense account 7460092 7464995 Storm Water 441 Vehicle Replacement Reserve $ (60,000.00)441 Equipment Replacement Costs $ 60,000.00 Change in accounting move from Transfer out to expense account 4760092 4764995 Refuse 471 Vehicle Replacement Reserve $ (730,000.00)471 Equipment Replacement Costs $ 730,000.00 Change in accounting move from Transfer out to expense account 7264995 Waste Water 473 7260092 Vehicle Replacement Reserve $ (139,000.00`473 Equipment Replacement Costs $ 139,000.00 Change in accounting move from Transfer out to expense account 7294995 Waste Water 473 7290092 Vehicle Replacement Reserve $ (537.00)473 Equipment Replacement Costs $ 537.00 Change in accounting move from Transfer out to expense account 7314995 Waste Water 473 7310092 Vehicle Replacement Reserve $ (50,000.00)473 Equipment Replacement Costs $ 50,000.00 Change in accounting move from Transfer out to expense account 11/23/2021 1 of 3 \yakima_city\ykfn\Shared\Budget 2021\IM-2021 QTR 4 Budget Amendment spreadsheet Work in Progressv2 City of Ya kima 2021 Budget Amendment SCHEDULE 4th Quarter From Fund From Dr(Cr) To Dr(Cr) # Description Fund I Account#I Name Fund I Account Name $ Ref 7344995 Waste Water 473 7340092 Vehicle Replacement Reserve $ (8,944.00) 473 Equipment Replacement Costs $ 8,944.00 Change in accounting move from Transfer out to expense account Water 474 7640092 Vehicle Replacement Reserve $ (150,000.00)474 7644995 Equipment Replacement Costs $ 150,000.00 Change in accounting move from Transfer out to expense account Water 474 7650092 Vehicle Replacement Reserve $ (30,000.00)474 7650092 Equipment Replacement Costs $ 30,000.00 Change in accounting move from Transfer out to expense account Water 474 7710092 Vehicle Replacement Reserve $ (3,500.00)474 7714995 Equipment Replacement Costs $ 3,500.00 Change in accounting move from Transfer out to expense account Irrigation 475 7820092 Vehicle Replacement Reserve $ (55,000.00)475 7824995 Equipment Replacement Costs $ 55,000.00 Change in accounting move from Transfer out to expense account Equipment Rental 551 5510092 Vehicle Replacement Reserve $ (11,866.00)551 5514995 Equipment Replacement Costs $ 11,866.00 Change in accounting move from Transfer out to expense account PW Admin 560 4910092 Vehicle Replacement Reserve $ (15,000.00)560 4914995 Equipment Replacement Costs $ 15,000.00 Change in accounting move from Transfer out to expense account Customer Service Utilities 581 7670092 Vehicle Replacement Reserve $ (26,798.00)581 7674995 Equipment Replacement Costs $ 26,798.00 Change in accounting move from Transfer out to expense account Equipment Rental Capital 552 8956545 ER Replacement-Ent Funds $ (1,280,645.00)552 8956541 ER Replacement Funds-Ent Funds $ 1,226,981.00 Change in Accounting move from Transfer in to Revenue Equipment Rental Capital 552 8956546 ER Replacement-Govt Funds $ (479,785.00)552 8956542 ER Replacement Funds-Govt Funds $ 492,411.00 Change in Accounting move from Transfer in to Revenue $ (29,788,804.00) $ 29,749,766.00 Increase Budget Expenditures from Reserves General Fund 1 Reserves $ (120,000.00) 1 3221200 Overtime $ 120,000.00 8 Increase Fire overtime Professional Service General Fund 1 Reserves $ (123,243.00) 1 2514100 $ 123,243.00 9 Increase in Main Street Tax Credit Community Contractors Relations 180 Reserves $ (4,800.00) 180 1264800 $ 4,800.00 10 Install glass safety partition at the YCTV-Y-PAC Facility using ARPA Funds Contractors Trolley 162 Reserves $ (2,000.00) 162 2064800 $ 2,000.00 11 Increase in Trolley repairs ARPA 180 Reserves $ (14,153.29) 180 1444100 Professional Service $ 14,153.29 12 Laserfiche Upgrade using APRA Funds ARPA 180 Reserves $ (113,803.44) 180 3221200 Overtime-Fire $ 113,803.44 13 Fire Overtime directly related to COVID ARPA 180 Reserves $ (20,000.00) 180 2244100 Professional Service $ 20,000.00 14 Bank of America space study ARPA 180 Reserves $ (50,000.00) 180 2246100 Land $ 50,000.00 15 Cost for purchase of Bank of America Building ARPA 180 Reserves $ (2,000,000.00) 180 2246200 Buildings $ 2,000,000.00 Cost for purchase of Bank of America Building Machinery and Equipment Fire ARPA 180 Reserves $ (16,500.00) 180 3326400 $ 16,500.00 16 Increase cost for purchase Fire vehcicle ARPA 180 Reserves $ (18,450.26) 180 1444100 Professional Service $ 18,450.26 17 Granicus Billing software Refuse EQR Repair Services-Labor Operating 471 Reserves $ (44,412.00)471 4724891 $ 44,412.00 18 Increase EQR Repair Labor/Parts/Tires for increase in repair costs 11/23/2021 2 of 3 \yakima_city\ykfn\SharedIBudget 2021\IM-2021 QTR 4 Budget Amendment spreadsheet Work in Progressv2 City of Yakima 2021 Budget Amendment SCHEDULE 4th Quarter From Fund From Dr(Cr) L To Fun To Dr(Cr) # Description Fund I Account#I Name I Fund I Account I Name $ Ref Refuse EQR Repair Services-Parts Operating 471 Reserves $ (63,532.00)471 4724892 $ 63,532.00 Increase EQR Repair Labor/Parts/Tires for increase in repair costs Refuse EQR Repair Services-Tires Operating 471 Reserves $ (82,651.00`471 4724893 $ 82,651.00 Increase EQR Repair Labor/Parts/Tires for increase in repair costs Refuse Interfd Chgs-Customer Svc Operating 471 Reserves $ (64,850.00)471 4774994 $ 64,850.00 Increase EQR Repair Labor/Parts/Tires for increase in repair costs Medical 513 Reserves $ (500,000.00`513 1742560 Medical Claims Paid $ 500,000.00 19 Increase in medical claims paid. $ (3,238,394.99) $ 3,238,394.99 $ (33,216,093.99) $ 33,177,055.99 11/23/2021 3 of 3 \yakima_city\ykfn\Shared\Budget 2021\1M-2021 QTR 4 Budget Amendment spreadsheet Work in Progressv2 6 o¢Y'.. o -, FINANCE TO: Mayor and City Council FROM: Jennifer Ferrer-Santa Ines, Director of Finance and Budget Kimberly Domine, Finance Division Manager Jen Morris, Financial Services Officer DATE: November 23, 2021 RE: 4th Quarter 2021 Budget Ordinance This budget ordinance effects course corrections based on new information for the 2021 Budget year that was not known at the time of budget adoption. Staff routinely brings budget amendments, approximately quarterly to be transparent and accountable. Budget amendment is a recurring budget process step; staff accumulates new information anticipating to bring adjustments of this type to council on an approximately quarterly basis and is typically for one of four reasons: 1) New additional revenue makes it possible to approve additional related expenses, 2) Prior-year budgeted obligations need to be rolled forward to match disbursement in the current year, if not yet disbursed by Feb. 28th (60 days) 3) Accumulated fund balances can be appropriated, and 4) Corrections or changes between funds. Staff requests approval of adjustments and corrections to the 2021 budget that are now known that were not known at the time of adoption, per the attached detail spreadsheet, described in more detail as follows. Item numbers listed match red Ref#'s on attached spreadsheet: New Revenue: 1). Parks Capital Fund 331, Donation $8,895; this adjustment increases both revenue and expense in equal and offsetting amounts. 2). Tourist Promotion Area Fund 173, Increase in Sales Tax for Tourist Promotion Area$180,000; this adjustment increases both revenue and expense in equal and offsetting amounts. Technical Adjustment: Housekeeping 3). Housekeeping- On Sept 7th, Council approved Fund 180 ARPA(American Rescue Plan ACT) moving expenditures $500,000 to Fund 180 from Convention Center Fund 170 for reporting purposes. 4). Housekeeping-On Sept 7th, Council approved Fund 180 ARPA(American Rescue Plan ACT) moving expenditures for Police and Fire vehicles to Fund 180 ARPA for reporting purposes. 5). Housekeeping- Due to an accounting change moving $75,000 from Vehicle Replacement Reserves to a Transfer out and a revenue from Replacement Monies to a Transfer in. $75,000. 7 o �, FINANCE 6). Housekeeping- On Sept 7th Council Approved Fund 136 for Clean City. Move General Fund budget for Clean City expenditures from General Fund to Fund 136 Clean City. 7). Housekeeping- Due to an accounting change moving expenditures from vehicle replacement reserve line to Equipment replacement Costs from various departments. From Fund Balance: The adjustments and corrections to the 2021 budget that are now known that were not known at the time of adoption are: 8). Increase General Fund 001 from reserves, for increase in Fire overtime. Increase $120,000 9). Increase General Fund 001 from reserves, for increase in Main Street Tax Credit. Increase $123,243. 10). Increase ARPA Fund 180 from reserves, to install safety partition at the YCTV-Y-Pac Facility. Increase $4,800. 11). Increase Trolley Operating Fund 162 from reserves, for Trolley repairs. Increase $2,000 12). Increase in ARPA Fund 180 from reserves, for Laserfiche upgrade. Increase $14,153.29 13). Increase ARPA Fund 180 from reserves, for increase in Fire overtime due to COVID. Increase $113,803.44. 14). Increase ARPA Fund 180 from reserves,for Bank of America Space Study. Increase$20,000 15). Increase ARPA Fund 180 from reserves,for purchase of Bank of America Building. Increase $2,000,000. 16). Increase ARPA Fund 180 from reserves, for increase costs of Fire vehicles. Increase $16,500. 17). Increase ARPA Fund 180 from reserves, for Granicus Billing Software. Increase$18,450.26. 18). Increase Refuse Fund 471 from reserves, for increase in equipment repairs. Increase $255,445. 19). Increase Medical Fund 513 from reserves, due to increase in medical claims. Increase $500,000.