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Home My WebLink About04/07/2015 17 2014 Year-End Encumbrances; YMC Budget Amendment and AppropriationsITEM TITLE: SUBMITTED BY: SUMMARY EXPLANATION: BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 17. For Meeting of: April 7, 2015 Ordinance Amending the 2015 Budget for 2014 Year - End Encumbrances (First Reading) Cindy Epperson, Director of Finance and Budget Attached is an Ordinance amending the 2015 Budget to provide appropriations for encumbrances outstanding at the close of the 2014 Fiscal year. Encumbrances represent orders (included in 2014 Budget appropriations) for materials which had been authorized but not yet received, or for services authorized but not yet completed, as of December 31, 2014. 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 $4,862,486 as follows: General Fund $306,580 Neighborhood Development (HUD Grants) $1,893,919 Road Improvement Carry Forward $900,238 All other funds $1,761,749 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 and Trolley Grants, etc.). Additional revenues in this ordinance total $1,953,919. 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): Contract: Ordinance: Contract Term: X Start Date: Item Budgeted: NA Funding Source/Fiscal Impact: Strategic Priority: Insurance Required? No Mail to: Phone: APPROVED FOR SUBMITTAL: RECOMMENDATION: End Date: Amount: $4,862,486 Applicable Fund Reserves or Grants Public Trust and Accountability City Manager Read Ordinance by title only at the April 7, 2015 meeting. Pass Ordinance after the second reading at the April 21, 2015 meeting. ATTACHMENTS: Description Encumbrance Ordinance 2015 El Schedule I - Encumbrance Ordinance 2015 Upload Date 3/31/2015 4/1/2015 Type Ordinance Ordinance AN ORDINANCE ORDINANCE NO. 2015 - amending the 2015 budget for the City of Yakima; and making appropriations for 2014 Year -End Encumbrances from Unappropriated Fund Balances within various Funds for expenditure during 2015. WHEREAS, the various funds indicated on the attached Schedule I contain Unappropriated Fund Balances available for appropriation and expenditures during 2015 in various amounts and for the purposes mentioned in the attached Schedule, and WHEREAS, at the time of the adoption of the 2015 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 2015, 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 , 2015 MICAH CAWLEY, MAYOR ATTEST: CITY CLERK First Reading: Publication Date: Effective Date: Cepperson 3/31/2015 City of Yakima 2015 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: ACCOUNT AMOUNT FUND TOTAL DESCRIPTION GENERAL FUND Legal 001 1536410 Human Resources 001 1623500 Police 001 3143500 001 3193112 001 3193110 001 3134806 001 3133503 Fire 001 3222800 001 3253190 Information Technology 001 3513510 001 3514800 001 3524800 001 3514800 Finance 001 6124100 Utility Services 001 6524100 001 6524100 001 6526410 001 6524800 001 6523500 001 6536410 TOTAL GENERAL FUND ECONOMIC DEV FUND 123 2544100 $ 9,000 18,300 4,879 13,264 1,900 2,500 4,750 27,294 3,193 11,091 14,283 Equipment -Civil Service Case Management Software Small Tools -Office Furniture and Computers Small Tools -Refrigerator Supplies -Ammunition Primearray CD Burner/Coban Emergency Mirror Beam Lights SWAT Uniforms YFD Clothing YFD Training Tower Lighting 107,032 Small Tools --Computers and Copy Machines 37,291 Maintenance-Cayenta Upgrades and installation 1,306 Maintenance -Microwave Radio Repair 25,000 Maintenance -Other Software 170,629 11,000 Professional Services -Arbitrage Compliance 5,000 Professional Svcs -Space Study 5,989 Yakima Utility Billing Business Analysis 10,085 Utility Services Communications Recorder 15,000 Remaining Balances For computers, Partitions, and for 13,000 the office remodel 7,000 Replace Parking Ticket Software 56,074 $ 306,580 25,000 25,000 Professional Svcs -Additional Retail Marketing Page 1 of 3 cje 4/1/2015 City of Yakima 2015 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 TOTAL DESCRIPTION NEIGHBORHOOD DEV FUND 124 2414820 124 2414820 124 2414820 124 2414820 Revenues 124 8953102 124 8953104 495,726 Single Family Housing Rehabilitation Program 200,000 HOME Community Housing Development Org. 998,193 HOME New Construction 200,000 HOME First Time Homebuyers 1,893,919 495,726 1,398,193 COMMUNITY DEVELOPMENT 125 1266300 STREETS & TRAFFIC 141 4134892 141 4343150 141 4343150 141 4134892 PUBLIC SAFETY COMM 151 3416410 151 3434300 ECONOMIC DEVELOPMENT 161 2633112 TROLLEY 162 2066300 162 2066500 1,893,919 64,109 64,109 CDBG Program- Prior Years HOME Program -Prior Years Run Fiber to ONDS, Capitol Theatre & Tower Bldg. 3,281 Repair & Maintenance -Cooling Systems 15,959 Inventory Supply-Polara Push Buttons 7,373 Inventory Supply -Sign Mounting Hardware 764 Repair & Maintenance -Spool Valve 27,377 42,262 25,612 Equipment-SunComm Remodel Travel & Training SunComm Staff 67,874 4,672 4,672 Supplies -Lights 71,915 Other Improvements -balance of $100,000 10,000 Construction Project -balance of grant 81,915 Revenue 162 8953323 10,000 10,000 Grant CAPITOL THEATRE CONST 322 2706500 140,000 140,000 Construction Project-ADA/safety upgrades PARKS CAPITAL 331 5436300 331 5436500 12,211 4 sets of Portable Bleachers 200,000 Miller Park facility improvements 212,211 Revenue 331 8956711 50,000 50,000 Washington Fruit 2015 contribution Note: The Miller Park building is owned by the Parks Department. The partnership with Washington Fruit to improve the facility was originally budgeted in the Law and Justice Capital Fund because of the connection to YPAL, but it more accurately belongs in the Parks Capital Fund. This represents 2 years of $100,000 improvements funded by the 2015 contribution of $50,000 --the 2014 contribution was deposited into this fund. cje 4/1/2015 Page 2 of 3 City of Yakima 2015 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 TOTAL DESCRIPTION FIRE CAPITAL 332 3223500 332 3226400 332 3226400 332 3226420 332 3314800 LAW & JUSTICE CAPITAL FUND 333 3184800 303 3013500 STREETS CAPITAL FUND 344 7176530 5,896 Small Tools -Annual Fire Hose Purchase 72,836 Equipment -Fire Vent Training Prop 70,126 Equipment -Brush Truck Service Body 533,756 Equipment -Fire Breathing Apparatus 5,728 R&M -Race Street Bay Doors Replacement 688,343 CONVENTION CENTER CAPITAL 370 2796450 370 2793500 370 2793500 370 2793500 370 2793500 370 2793500 370 2793500 AIRPORT 421 2846400 TRANSIT 462 4543112 462 4544892 462 4543500 EQUIPMENT RENTAL 551 5596440 551 5596440 551 5596440 551 5596440 551 5596440 551 5596450 551 5596450 PUBLIC WORKS 560 4933193 Grand Total -Expenditures Grand Total -Revenues 19,872 Fire Control Panel -Law & Justice Center 42,735 Radio System Improvements -Police 62,607 900,238 900,238 Roadway Rehabilitation Project -carry forward balance 14,611 Equipment- Portable Dance Floor and Caddy 7,575 Acoustical Improvements 3,845 Automatic Door Replacement 7,522 Outdoor Lighting 7,956 Wallpaper for Conference and Meeting Rooms 11,906 Servers for the Computer Network 6,375 Conference Room Furniture 59,791 2,669 2,669 Equipment -Security System upgrade 7,714 Supplies -Transit Refuse Bins 1,101 Equipment Repair -Hydraulic Motor 25,000 Small Tools -Transit Computers 33,816 26,356 126,013 34,189 10,986 42,347 28,195 17,955 286,041 2015 Ford Cargo Van -Engineering Step Van with Utility body -Water 2014 Ford 250 Truck -Parks Service Body for Parks Truck 2 2014 Ford F-150 Trucks Parking Enforcement 3 wheel vehicle Portable Traffic Alert Message Board 5,324 5,324 PW Facility Supplies $ 4,862,486 $ 1,953,919 $ 4,862,486 $ 1,953,919 Page 3 of 3 cje 4/1/2015