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HomeMy WebLinkAbout05.J- Finance DOC ID: 1597 B CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Budget From: Terrence Beaman M/CC Meeting Date: 03/19/2012 Prepared by: Veronica Martinez, (909) 384- 5242 Dept: Finance Ward(s): All Subject: Approve the Attached FY 2010-11 Continuing Appropriations and Encumbrance Carryovers into FY 2011-12 Financial Impact: Account No.Various (see attachment) Motion: Approve the FY 2010-2011 Continuing Appropriations and Encumbrance Carryovers, and authorize the Director of Finance to amend the FY 2011-2012 budget to include the approved Continuing Appropriations and Encumbrance Carryovers. Synopsis of Previous Council Action: © June 29,2011 Resolution 2011-212 approving and adopting the FY 2011-12 Budget. 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 appropriations reflect City commitments to projects, services or purchases that were made in FY 2010-11 but were not completed or paid for in FY 2010-11. 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 2010-11 remain available but Council approval is needed to re-appropriate the funds for use in FY 2011-12. Total net General Fund requested to be carried over from FY 2010-11 into QFY 2011-12 total $661,400. Updated:3/14/2012 by Jolena E.Grider B Packet Pg. 182 1597 ENCUMBRANCE CARRYOVERS 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 2010-11 bills. The proposed General Fund encumbrance carryovers total $454,600. 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 timefiame 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 $206,800. Large requests or non-routine requests are briefly explained below: Council Office A total of$65,700 of carryover is requested for the Council Office for unexpended meeting and conference funds for all Council members combined. Finance Department A total of $62,100 of carryover is requested for the Finance Department for part-time help needed to assist with New World Implementation as well as for collections. Police Department A total of$65,000 of carryover is requested for the Police Department. Of this amount $25,000 is for services agreed to with San Manual Band of Mission Indians. $40,000 is for the parking lot lease j i Updated: 3/14/2012 by Jolena E.Grider B i Packet Pg. 783 s 1597 © Animal Control A total of $89,700 of carryover is requested for Animal Control operations. These funds are needed for building and shelter improvements and renovations as well as for purchase of vaccinations and syringes for impounded animals. Information Technology Department A total of $45,000 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, the amount requested is for New World implementation costs. San Bernardino Employment and Training APencv A total of$1,517,005 of carryover is requested for SBETA. These funds are grant allocations previously awarded and are for ongoing programs. Suuaortine Documents: Copy of Continuing Appropriation(2) (XLSX) ENCUMBRANCE CARRYOVER (PDF) V Copy of Encumbrance(4) (XLSX) ENCUMBRANCE REQUEST FOR COUNCI (PDF) Updated:3/14/2012 by Jolene E.Grider B Packet Pg. 184 $ O o 0 0 0 0 0 0 0 0 o g o (�/�/.,] O O 0 O W O°d� o N0W 0N N 0J 00W 0N wo N NJ fN N 0 0 V W 0 T O 0 W W 0 On N N i W 0�N O 0 W N O 0 OW 0[0 N T• V 0 N N O 0 W 0 w O W 0 w 0 OO 0 O) N O O 0 O W 0 8 i J A O O 0 O N O O 0 N p 0 w 00 i O 00N O 0 N 0 0�N 0 i W O» O N o N W 0 O N o N O 0 0 <N O� 0 O ON O b i 0 p O O lO ON°i O O tO uo N°t Q D= O 00 0 n 07 O 000 O O O O O O O O 00 O 00 O O O p O O 000 O O O O O O O O 00 O 00 O O O xi' V V V J V V V V J O O O O O IJ N N (n (n IT N W N O W T A O1 N t0 A N W W W W W 8 W w . 80 ppw A p O O O O 0 0 m 0 Ot W Ut A w 0 V V W V <O W V � t0 m W N Ot � T o o ¢ m o v 0 2, m U = a x x � x s ° � � " � N o m m '°^ 3 w D vzi' m o = m, a n o o bzi m o n m C O t a = = 3 3 a °s' d 3 0 � mn v o m o o O = O m w m x 3 �^ a 0 o un+ ° d m r 0 v a a m ° ° v ° W m a 'e o m W _ d N C O v 'DVVO vo v v v v v vv vv v 0 5 O S 2 CD � � O o. o(. o o. °. 0.0 n K � m o 0 0 ° W n ° b N N N N ° ° 0 7 m 3 wm m m m m m c m m m m m m 3 0 3 m. m s 3 3 -o o m 3 w 4 C RL, m r� o m N < o a w � c 'n � � o' W o, Wo d R 8 m .g n _ 2 ° < K oZ a n c N 0 a o 4 y c m ° g n m m E .mss ti 3 3 d am o d v d m^ s8 m m m m < m N NNW OI 'p Ol N Ol fli O w N A W ' tT W p O) O q q w O m O 000 O O O O O O O O 0 O O O •O A 0 O O O O O O O O Q O O O O 0 O D O 0 Q O O Packet Pg. 185 ooSg o 000000 °00° 0 oogo 8 goo o 8 00 0 0 00 m oo °o °o °o °o °o °o o° OO °o So °o +0800 0 000 0 'o 0 0 +oo -� r o m O O O O v O O + V + 0 0 0 + V N V V V °� + N + V N V + NN + + N + A -+ + Si A Si NN 0 S 1p OV 00 OW W S N 0 OV O W J 0 o N W J 0 O O O fO 0 0 V 00 O.0+ V V W 00W W�00W V D A t00W V 0 W 0N O V 0 l V W 00W N-+f0 W V 0+ pW SV+0A q W dmu0W D)t q+td 0 A pA 0 OO W l�) tWO A f 0 0 T W d oOW p(W Y A 0A p O d OW d 0 W 0 O S t 0 W W OO pOA m 0)l p O W W V 0 O+ a 0 0 0 S S S S S S S S S O � O O O O W � pS 0 0 S O S 0 0 0 0 0 0 0 S n 0 0 ° O W . 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