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Home My WebLink About15-Finance -.........-.. -l CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION . From: . e Barbara Pachon Director of Finance Subject: Approval of FY 2005/2006 Continuing Appropriations and Encumbrance Carryovers into FY 2006-2007. Dept: Finance M & CC Date: 12/18/06 Synopsis of Previous Council Action: December 6. 2004 Motion approving FY 2003/200&1 Continuing Appropriations and Encumbrance Carryovers into FY 2004/2005. June 23, 2005 Resolution 2005-226 (Adopting FY 2005-2006 Final Budget) November 23, 2005 FY 2004/2005 to FY 2005/2006 Carryovers presented to Ways & Means Committee December 5. 2005 Motion approving FY 2004/2005 Continuing Appropriations and Encumbrance Carryovers into FY 2005/2006. June 29, 2006 Resolution 2006-235 (Adopting FY 2006-2007 Final Budget) November 22,2006 FY 2005-2006 Year-End Report (including FY 2005/2006 to 2006/2007 Carryovers) presented to Ways & Means Committee RECOMMENDATION: 1. That the Mayor and Council approve carrying over the attached listing of FY 2005- 2006 Continuing Appropriations and Encumbrances into FY 2006-2007. < !2 . ._ ~ f ,I .-:_ Slgnatur~./ J i;' y~' . Contact Person: Barbara Pachon Phone: (909)384-5242 Supporting data attached:Staff Report. carryover detaillistina Ward: FUNDING REQUIREMENTS: Amount: Varies by fund. see attached Iistina Source: Fund balance (varies by fund) see attached Iistina. Finance: Council Notes: Agenda Item No. IS 1:L)JfjDfo e e e STAFF REPORT SUBJECT The purpose of this staff report is to submit for approval to Council the attached list of FY 2005- 2006 continuing appropriations and encumbrances to carryover into FY 2006-2007. BACKGROUND As part of the year-end process, Finance analyzes outstanding purchase orders, contracts and remaining budget balances to determine what appropriations should be carried over into the new fiscal year. Because the City continues to receive and process invoices from the previous fiscal year through September, the carryover list cannot be included in the annual budget process which concludes in June. The attached list of encumbrance carryovers and continuing appropnattons reflect City commitments to projects, services or purchases that were made in FY 2005-2006 but were not completed or paid for in FY 2005-2006. In limited cases, savings from departmental budgets are requested to be carried over for purposes different from the originally budgeted items. (These exceptions are discussed in the respective departmental sections below.) The unexpended funds from FY 2005-2006 remain available but Council approval is needed to re-appropriate the funds for use in FY 2006-2007. Total net General Fund savings requested to be carried over from FY 2005-2006 into FY 2006-2007 total $903,800. ENCUMBRANCECARRYOVERS An item is placed on the encumbrance report if a purchase order and/or contract has been issued to a specific vendor for the item. Purchase orders and contracts are legally binding documents committing the City to pay the vendors for their products or services. Usually, items on the encumbrance report are on back-order, the service has been received but the invoice is pending, or the invoice was paid after the deadline to process FY 2005-2006. General Fund net encumbrance carryovers total $327,700. CONTINUING APPROPRIATIONS Items are placed on the continuing appropriations list when a purchase order or contract has not yet been issued or the project covers multiple fiscal years. (Purchase orders and contracts are only issued after the appropriate vendor has been identified and the department is ready to begin the project.) When Council originally gives approval for a project, all funds are budgeted; however the timeframe to complete the project may extend into the next fiscal year so the remaining budgeted funds need to be carried over. In limited cases, budget savings are requested to be carried over for purposes other than originally budgeted items. General Fund continuing appropriations total $576,100. Items that are not routine requests are briefly explained below: Develovment Services Development Services is requesting to carryover a total of $76,700 in unexpended funds. Included in this amount is $14,000 for the grant match for the Santa Fe Depot Area Plan Grant e e e which was not spent in FY 2005-2006, but is expected to be used in FY 2006-2007. Also included in Development Services continuing appropriations request is $57,000 in contractual savings for contract archival services (RFP currently in process). Facilities Manal!ement Included in the FY 2005-2006 Facilities Management budget were funds related to the council chamber voting system and council chamber recording system projects. Combined, these projects totaled approximately $49,800. Because the projects were completed after the fiscal year end, it is necessary to carryover these funds into the new fiscal year. For similar reasons, it is necessary to carryover $59,900 for facility improvements to the Boys & Girls Club (previously approved by Council). The City will be fully reimbursed by the County for these expenditures so there is no net impact to the General Fund. Police Deoartment The Police Department's continuing appropriations request (a total of $105,600) consists mainly of small savings from various line items being aggregated for things such as less lethal ammunition ($10,800); various maintenance projects at the PoliCe station ($24,000); training ammunition for new SWAT team members ($14,500) and handguns and shotguns ($13,300). Please see attached listing for other minor carryover requests. Fleet Fund The continuing appropriations request for the Fleet fund totals $1,132,500. This request is more of a housekeeping item and is similar in size to last year's request. Each year contributions are made to the Fleet Fund for the future purchase of vehicles. At the end of the fiscal year, the funds revert back to fund balance. So the only way, technically, these funds can be spent in the following year is to re-appropriate them. It has been the City's practice to re-appropriate the entire remaining balance so that it is available if needed. It should be noted to that this amount changed from the draft amount reported at the Ways & Means Committee meeting. Once the Finance Department completed it's year-end process, an adjustment was made to this line item. Information Techn%w Fund Similar to the Fleet fund, the Information Services (IT) fund carryovers the remaining balance of funds available for various upgrades and new equipment. $175,500 remains from FY 2005-2006 funds budgeted for upgrades and new equipment. FINANCIAL IMPACT All appropriations lapse at the end of the fiscal year and unexpended funds go back into fund balance. The unexpended funds remain in fund balance until they are re-appropriated through the carryover process in the new fiscal year. Total net General Fund continuing appropriations and encumbrance carryovers (both revenue and expenditures) total $903,800. 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