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Home My WebLink About11- Finance CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: BARBARA PACHON Subject: FY 1997/98 CONTINUING APPROPRIATIONS DIRECTOR OF FINANCE AND ENCUMBRANCE CARRYOVERS Dept: FINANCE DEPARTMENT ORIGINAL Date: September 30, 1998 Synopsis of Previous Council action: Annual approval of carryovers from prior year's budget to current budget. Recommended motion: That the attached report of proposed FY 1997/98 Continuing Appropriation and Encumbrance carryovers as submitted by the Director of Finance be approved. Signature Contact person: Barbara Pachon, Director of Finance Phone: x - 5242 Supporting data attached: Staff report Ward: FUNDING REQUIREMENTS: Amount: see attached report for detail Source: Finance: Council Notes: Agenda Item No. // STAFF REPORT INTRODUCTION The purpose of this report is to submit for approval to Council the attached list of FY 1997-98 continuing appropriations and encumbrances to carryover into FY 1998-99. The items listed on the continuing appropriations and encumbrances report were not actually expended during FY 1997-98; therefore, the funds remain available but cannot be expended until they are moved into the new fiscal year. Since the City receives and pays FY 1997-98 invoices through September, the carryover report could not be prepared during the FY 1998-99 budget process. Combined, total continuing appropriation and encumbrance carryovers are approximately $636,700 less than the previous year's amount. Net General Fund carryovers (revenues and expenditures) are $193,100 less than previous year's amount. BACKGROUND 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. Usually, items on the encumbrance report are on back-order, or the service has been received but the department has not submitted final approval to Finance for payment. Continuing_Appropriations - Typically, 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. Funds requested for carryover are typically used for the same purpose as originally budgeted. In order to meet specific departmental needs, some departments have requested to use carryover funds for purposes different than originally budgeted, for example: - The Parks and Recreation Department has requested that savings in grant-match costs be utilized for mentoring program contract costs and the purchase of a computer for the mentoring program. The Fire Department has requested that savings in materials in supplies be utilized to offset the tuition cost of swift-water training. The Council Office has requested that savings in various maintenance and operations accounts be carried over for use in FY 1998-99. The amount of the vehicle replacement carryovers (encumbrance carryovers and continuing appropriations combined) has decreased significantly over the previous year's amount (19% decrease). Of the $383,300 requested for carryover, $205,000 is for Non-General Fund departments. Approximately 67% of the Non-General Fund vehicle replacement carryover is for purchase of vehicles for the Sewer Fund. page 1 of 2 FY98 to FY99 Carryovers page 2 of 2 Approximately 34% of the General Fund portion of the vehicle replacement carryovers is for encumbrance carryovers. A purchase order was issued in March for three trucks for the Public Services Department, but due to a delay in the installation of special equipment, Public Services is still awaiting delivery of these vehicles. The remaining General Fund portion of the vehicle replacement carryover amount consists mainly of balances for individual departments that are not sufficient to pay for the cost of a vehicle. Departments pay annually into the vehicle replacement fund until sufficient funding has been accumulated to purchase a vehicle(s). Smaller departments, depending on the size of their contribution, may have to contribute over a longer period of time before sufficient funding has been accumulated. Consistent with previous year's practice, estimates for capital project carryovers were included and adopted in the FY 1998-99 budget. Although some of the final capital projects carryovers could vary slightly from the estimates provided in the FY 1998-99 budget, they have not been listed on this report. If the Council would like this information, a final list of adjustments to the estimates can be provided. RECOMMENDATION That the attached listing of FY 1997-1998 Continuing Appropriations and Encumbrances be approved. City of San Bernardino FY 98 to FY 99 CONTINUING APPROPRIATIONS Department Account# Description Amount Council 001-021-5111 Miscellaneous maintenance&supplies savings 1,800 Council 001-021-5142 Savings from meetings&conferencesNVard 1 1,500 Council 001-021-5143 Savings from meetings&conferencesANard 2 100 Code Compliance 001-073-5505 Code demolitions-various EDA reimbursable 139,500 Code Compliance 001-000-4670 EDA revenue reimbursement for Code demolitions (139,500) Fire 001-202-5133 Swiftwater Training tuition 1,300 Parks & Recreaton 001-382-5506 Landscape maintenance/tree trimming 20,000 Parks & Recreaton 001-383-5505 Mentoring Program contract costs 31,600 001-383-5702 Computer for mentoring program 2,500 Police 001-213-5505 Police related board-ups 4,400 63,200 Fleet 635-341-5701 Vehicle replacement carryover 322,300 322,300 Liability Fund 629-453-5502 Removal of underground Tanks Fire ST.#1 37,000 37,000 Refuse 527-413-5502 City Yard Soil Clean-up/fuel station 120,500 Refuse 527-411-5702 Refuse billing system 45,300 165,800 Total Continuing Appropriations 588,300 City of San Bernardino FY 98 to FY 99 ENCUMBRANCE CARRYOVERS Department Account# Description Amount Council 001-021-5111 Partitions for Council Offices 5,800 Code 001-071-5702 Certified mailer 3,800 Code 001-071-5505 Demolitions 32,400 Code 001-073-5505 Demolitions-EDA reimbursable 136,000 Code 001-000-4670 EDA reimbursement revenue for demolitions (136,000) Development Services 001-184-5111 Miscellaneous engineering materials and supplies 300 Development Services 001-186-5111 Miscellaneous traffic materials and supplies 800 Development Services 001-186-5702 Laptop computer 1,900 Development Services 001-186-5111 Traffic signal parts 6,600 Development Services 001-187-5111 Miscellaneous traffic materials and supplies 1,000 Development Services 001-189-5111 Street light parts; misc.supplies 5,900 Finance 001-121-5505 Michrofiche of payroll records 1,100 Fire 001-206-5505 Fire portion of EOC renovations 2,300 Fire 001-201-5702 Combo printer-copier-fax machine 1,100 Fire 001-202-5172 800 Mhz time&materials 600 General Government 001-092-5704 Safe for Treasurer's Office 1,700 General Government 001-092-5702 Computer software/equipment:Sierra system,financial system 17,000 Parks& Recreation 001-383-5952-5030 Engineering for Nunez Park/swimming-EDA reimbursable 8,300 Parks& Recreation 001-383-5952-1412 Final payment of annual awards banquet-EDA reimbursable 2,000 Parks & Recreation 001-000-4670 EDA reimbursement revenue for Park carryovers (10,300) Police 001-213-5112 Shotguns 1,300 Police 001-213-5701 Ford Expedition 30,600 Police 001-213-5704 Light/siren installation for patrol units 3,100 Police 001-218-5111 Scent-transfer unit 1,500 Police 001-220-5505 Installation of 800mhz radios; property room audit 7,600 Police 001-224-5505 Light bar installations 1,900 Police 001-224-5111 Uniforms 800 Police 001-220-5505 Police portion of EOC renovations 500 Facilities Management 001-322-5706 Elevator repairs;tile installation 20,500 Facilities Management 001-325-5111 Misc.air condit.,carpet and building maintenance repairs 16,600 Public Services 001-402-5111 Misc.street maintenance materials 2,000 Public Services 001-405-5111 Misc.street maintenance materials 100 GENERAL FUND TOTAL 168,800 Sewer Maintenance 132-431-5111 Misc.sewer maintenance materials 1,600 SEWER LINE MAINTENANCE FUND TOTAL 1,600 Fleet 635-341-5701 Motor Vehicles-(Public Services) 61,000 FLEET FUND TOTAL 61,000 Refuse 527-411-5174 Recycled paper for school poster contest 600 Refuse 527-412-5111 Miscellaneous materials&supplies 400 City of San Bernardino FY 98 to FY 99 ENCUMBRANCE CARRYOVERS Refuse 527-412-5704 Radio units 5,000 Refuse 527-413-5111 Miscellaneous materials&supplies 1,500 Refuse 527-413-5704 Radio units 12,400 Refuse 527-413-5701 Roll off tarp system; radio units 29,500 Refuse 527-413-5704 Fax machine/printer 2,600 Refuse 527-414-5111 Miscellaneous materials&supplies 300 Refuse 527-414-5703 Spectra radio 7,000 Refuse 527-414-5502 Sweeper repairs 2,000 Refuse 527-415-5111 Recycled paper for school poster contest 5,700 Refuse 527-415-5502 groundwater monitor 24,900 REFUSE FUND TOTAL 91,900 Telephone 630-262-5502 Telephone maintenance 13,900 Telephone 630-262-5111 Telephone circuit card 800 TELEPHONE FUND TOTAL 14,700 MIS 679-252-5111 800 Mhz radio time&materials 3,700 MIS FUND TOTAL 3,700 Total Encumbrance Carryovers 341,700