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Home My WebLink About25-Finance CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Barbara Pachon Director of Finance Subject: Approve the FY 2009-10 Continuing Appropriations and Encumbrance Carryovers into FY 2010-11 Dept: Finance Date: December 14,2010 Council Date: December 20, 2010 Synopsis of Previous Council Action: July 6, 2010 Resolution 2009-224 approving and adopting the FY 2010-11 Budget December 14,2010 Ways and Means Committee reviewed and approved the FY 2009-10 Continuing Appropriations and Encumbrance Carry overs into FY 2010-11 and moved the report forward to the full Council. Recommended Motions: That the FY 2009-10 Continuing Appropriations and Encumbrance Carry overs be approved, and that the Director of Finance be authorized to amend the FY 2010-11 budget to include the approved Continuing Appropriations and Encumbrance Carryovers. ," . ~~ / ~k~,,-- vL~A~ S. / Ignature Contact Person: Barbara Pachon. Director of Finance Phone: 5242 Supporting data attached: Staff Report. Attachments Ward: All FUNDING REQUIREMENTS: Amount: Source: Finance: Council Notes: Agenda Item No. 02"':;- /oZ/~ tJ I/o ST AFF REPORT SUBJECT Approve the attached FY 2009-10 continuing appropriations and encumbrance carryovers into FY 2010-11. BACKGROUND As part of the year-end process, the Finance Department 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 the end of September, the carryover list cannot be included in the annual budget process. The attached list of encumbrance carryovers and continuing appropnatiOns reflect City commitments to projects, services or purchases that were made in FY 2009-10 but were not completed or paid for in FY 2009-10. 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 2009-10 remain available but Council approval is needed to re-appropriate the funds for use in FY 2010-11. Total net General Fund requested to be carried over from FY 2009-10 into FY 2010-11 total $779,300. 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 2009-10 bills. The proposed General Fund encumbrance carryovers total $366,800. 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 the Mayor and Common 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, 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. The proposed General Fund continuing appropriations total $412,500. Large requests or non-routine requests are briefly explained below: Council Office A total of $80,600 of carryover is requested for the Council Office for unexpended meeting and conference funds for all Council members combined. Parks, Recreation and Communitv Services Department A total of $113,200 of carryover is requested for Parks, Recreation and Community Services Department including $47,000 for equipment and repairs at Seccombe Lake. The Seccombe Lake funds will supplement Capital Improvement Program (CIP) funds budgeted for improvement at the lake. The remaining carryovers requested are for various items including; technology upgrades, park signs, and facility improvements at Speicher and Anne Shirrels Park. Police Devartment A total of $109,300 of carryover is requested for the Police Department. Of this amount $22,000 is for part-time salaries in the parking enforcement section of the Traffic program and $52,300 is for services agreed to with San Manual Band of Mission Indians. Services include crossing guards and equipment for vehicles. All the services will be reimbursed by the San Manual Band of Mission Indians per the agreement approved by the Mayor and Common Council on August 16, 2010. The remaining carryovers requested are for various technology upgrades for the Records and Forensic programs. Information Technologv Department A total of $67,500 of carryover is requested for the Information Technology Department. Information Technology routinely carryovers the remaining balance of funds available for various upgrades and new equipment. This year that amount is $17,500. The remaining $50,000 is for a city-wide upgrade to Windows 2010. San Bernardino Emvlovment and Training Agencv A total of $3,258,100 of carryover is requested for SBET A. These funds are grant allocations previously awarded and are for ongoing programs. 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 $779,300 RECOMMENDATION That the FY 2009-2010 Continuing Appropriations and Encumbrance Carryovers be approved, and that the Director of Finance be authorized to amend the FY 2010-2011 budget to include the approved Continuing Appropriations and Encumbrance Carryovers. 2 llJ~ ~~ co ro;= OlL llJ 0 U_ ~;:? -0 ' E~ B>- ClL W II 00 00 ~_ '7_ N'<1" <fl <fl c .2 '1ii o ;S VI ~ .., o.~ :.c co UlO D';" CO> roo ~>- ::JlL 00> 2 .~ E ~ roD E-g o u - ro ~n C llJ o ill E :;: 2~ ro- E Ul Ul ill llJD 190 g C E~ ~ ~'c ~ n. ro D llJ'<: C 02> ro llJ llJ <{ c.~.~ D Q)noc, .::: ro 0.. ro g: ~~1?~~5d 0.._-0 .~ <{ E'~ E -gG5-oE:; ~15~Eg ui .g; .g; g c .... co 0 C"' ~ ~Ecro= >......... 0:':: Q) g~~E~ .~ ~ E 1! ~ 2~E-c -o-ro.8~ ro co Q) Q) o.~ ..c ~'';::; ..-JLLI-"orJ) ai u '0 > .~ llJ E ro Z D C ro .... 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