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Home My WebLink About28- Finance a � CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: BARBARA PACHON Subject: FY 1996/97 CONTINUING APPROPRIATIONS DIRECTOR OF FINANCE AND ENCUMBRANCE CARRYOVERS Dept: FINANCE DEPARTMENT r Date: October 23, 1997 ORXINAI 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 1996/97 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 retort Ward: FUNDING REQUIREMENTS: Amount: 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 1996-97 Continuing Appropriations and Encumbrances to carryover into FY 1997-98. The items listed on the Continuing Appropriations and Encumbrances report were not actually expended during FY 1996-97; 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 1996-97 invoices through September, the carryover report could not be prepared during the FY 1997-98 budget process. Combined, total Continuing Appropriation and Encumbrance carryovers are approximately $100,000 less than the 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: Public Works realized a savings in various maintenance and operation accounts (both General Fund and AD994) and has requested to utilize these funds for the purchase of 800mhz radios. The City Clerk's Office has requested that savings in election costs be utilized primarily for the purchase of conference room chairs, a docking station for Council chambers laptop computer, and staff training. The City Attorney's Office realized savings in litigation expenses and professional services. Use of these funds has been requested primarily for the purchase and maintenance of a fax machine. The amount of the vehicle replacement continuing appropriation has decreased significantly over the previous year's amount(36% decrease). Of the $291,900 requested for carryover, $164,800 is for Non-General Fund departments. Approximately fifty-nine percent of the Non-General Fund vehicle replacement carryover is for purchase of vehicles for the Sewer Fund. page 1 of 2 FY97 to FY98 Carryovers page 2 of 2 Approximately 38% of the General Fund portion of the vehicle replacement continuing appropriation is for Facilities Management purchases. Facilities had originally planned to expend these funds for the purchase of (3) three vehicles in March of last fiscal year. During the same period of time however, reductions in staff and programs for the following fiscal year were being considered that could impact the quantity and type of vehicles needed. Consequently, the Council tabled the purchase of vehicles for Facilities Management, along with vehicle purchases for Public Works, at the April 7, 1997 Council meeting. Facilities Management has reviewed their vehicle needs in light of the reductions made during the FY 1997-98 budget process and plans to use their carryover funds this fiscal year to replace two vehicles: a 1983 compact vehicle, and a 1979 pick-up truck, both with extremely high maintenance and operation costs due to age and wear and tear. The remaining General Fund 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 4 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 last year's practice, estimates for capital project carryovers were included and adopted in the FY 1997-98 budget. Although some of the final capital projects carryovers could vary slightly from the estimates provided in the FY 1997-98 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 1996-1997 Continuing Appropriations and Encumbrances be approved. ice• City of San Bernardino FY 97 TO FY 98 CONTINUING APPROPRIATIONS Department Account# Description Amount Mayor's Office 001-012-5133 Affirmative Action-ADA meeting 1,000 City Clerk 001-031-5702 Computer equipment 900 City Clerk 001-031-5133 Education &training 1,900 City Clerk 001-031-5704 Chairs -conf. rm/docking station for Council chb. laptop 3,500 11 City Attorney 001-051-5704 Office shelving; fax machine 5,700 fl Facilities Management 001-322-5606 Electric-ENVEST payment 11,700 Parks & Recreation 001-381-5193 Grant-match carryover 82,800 Parks & Recreation 001-382-5506 Landscape Contracts 22,800 Public Services 001-406-5505 Contractual-sidewalk repairs-to be used w/CDBG funds 24,000 Public Works 001-304-5703 Communications equipment-800mhz radios 1,100 Public Works 001-301-5703 Communications equipment-800mhz radios 1,500 Public Works 001-308-5703 Communications equipment-800mhz radios 7,400 GENERAL FUND 164,300 Fleet 635-341-5701 Vehicle replacement carryover 291,900 Fleet 635-341-5704 Miscellaneous equipment-vehicle hoist 40,000 Fleet FLEET FUND 331,900 Refuse 527-413-5502 Contractual-City Yard soil clean-up 123,000 Refuse 527-412-5502 Contractual-City Yard soil clean-up/Waterman LF engin. 166,000 Refuse 527-415-5505 Contractual-Refuse appraisal 22,800 REFUSE FUND 311,800 AD 994 257-604-5703 Communications Equipment-800mhz radios 5,500 AD 994 257-601-5703 Communications Equipment-800mhz radios 20,000 AD 994 FUND 25,500 Storm Drain Const. 248-368-5504 Storm drain construction (project#7022 21" Street) 19,800 STORM DRAIN FUND 19,800 TOTAL CONTINUING APPROPRIATIONS ALL FUNDS 853,300 City of San Bernardino FY 97 TO FY 98 ENCUMBRANCE CARRYOVERS Department Account# Description Amount Code 001-071-5505 Demolition 2,200 'I Code 001-071-5111 Materials & Supplies-chairs 500 Code 001-073-5505 Demolitions, asbestos survey (EDA reimbursable) 52,600 Code 001-073-5174 Printing-forms 2,300 Facilities Management 001-322-5507 Carousel Mall-contractual services-glass repair 2,500 Facilities Management 001-325-5111 Materials & supplies-compressor parts,light covers 13,700 Facilities Management 001-322-5706 Carpet in City Clerk, Personnel, Civil Service, &Admin 18,300 Facilities Management 001-321-5702 Computer equipment-Parking Control software 2,100 Fire 001-203-5505 Contractual services-office remodel 2,000 General Government 001-092-5702 Computer equipment-Sierra, CCS, Imaging 110,600 Finance 001-121-5702 Computer equipment-Scanning & Imaging 1,200 Parks & Recreation 001-382-5111 Materials & supplies-padlocks, hydroscape materials 2,200 Planning 001-173-5704 Miscellaneous equipment-fax machine 500 Planning 001-174-5111 Materials & supplies (Building Services) 300 Planning 001-173-5111 Materials & supplies (Plan ning-Admin) 200 Police 001-213-5112 Patrol-small tools & equipment-gun locks 1,000 Police 001-216-5111 MET-materials &supplies-ballistic helmit refits 1,100 Police 001-216-5704 MET-miscellaneous equipment-rifles 18,400 Police 001-216-5112 MET-small tools & equipment-rifle laser lights 1,500 Police 001-217-5701 Traffic-motorcycles 16,100 Police 001-218-5702 Investigations-computer software 400 Police 001-221-5112 Dispatch-small tools &equipment-headsets 1,500 Public Works 001-305-5702 Public Works-traffic computer software 1,600 Public Works 001-302-5952 Construction-EDA billable(proj. #1408 & 1332) 8,000 GENERAL FUND 260,800 Parking District 110-352-5704 Downtown Parking District-Bike for parking control 700 Parking District 110-352-5111 Downtown Parking District-Printing of parking citations 900 DOWNTOWN PARKING DISTRICT FUND 1,600 Asset Forfeiture 108-271-5505 Contractual services-phone/mail survey development 3,500 Asset Forfeiture 108-271-5702 Computer software-for crime analysis 400 ASSET FORFEITURE FUND 3,900 Fleet 635-341-5701 Motor vehicles-Animal Control, Police, & Public Works 180,600 Fleet 635-341-5111 Materials &supplies 15 overhead doors for Central Garage 15,000 FLEET FUND 195,600 MIS 679-251-5133 DEC Unix utilites 1,000 MIS 679-251-5702 Computer equipment-imaging 9,100 MIS 679-251-5507 Completion of upgrade to P.D. "B" building 9,000 M.I.S. FUND 19,100 City of San Bernardino FY 97 TO FY 98 ENCUMBRANCE CARRYOVERS Refuse 527-412-5702 800 mhz radios 5,000 Refuse 527-413-5704 800 mhz radios 12,400 Refuse 527-415-5502 MRF/TS study 62,900 REFUSE FUND 80,300 Sewer Line Maint. 132-431-5704 Jet rodder sewer truck 117,400 SEWER FUND 117,400 AD 994 257-601-5111 Street light parts 2,600 AD 994 257-602-5703 800mhz radios 7,000 AD 994 257-604-5111 Traffic light parts 21,900 AD 994 FUND 31,500 Traffic Syst. Fund 250-370-5504 Traffic System construction 3,700 TRAFFIC SYSTEM FUND 3,700 TOTAL ENCUMBRANCE CARRYOVERS ALL FUNDS 713,900 CITY OF SAN BERNARDINO INTEROFFICE MEMORANDUM CITY CLERK'S OFFICE RECORDS & INFORMATION MANAGEMENT (RIM) PROGRAM DATE: October 2, 1998 TO: All Clients FROM: City Clerk's Office RE: SCANNING DOCUMENT PROBLEM NOTICE MAYOR AND COMMON COUNCIL MEETING DATE: November 3, 1997 ITEM #: #28 DESCRIPTION: Authorize FY 1996/1997 Continuing Appropriations and Encumbrance Carryovers. ACTION: That the report of proposed FY 1996/1997 Continuing Appropriation and Encumbrance Carryovers as submitted by the Director of Finance, be approved. NOTICE OF: Missing Document. Exhibit/Attachment. Public Works/Engineering Bound Contract. Staff Report. Bad Ouality Original. X - Document. Map. Hand Written Original. Ordinance - Legal Advertisement Proof of Publication Bad Quality. Ordinance - No Staff Report. Missing Signature - FOR ASSISTANCE: Should you have any questions on this matter, please do not hesitate to contact either the records management staff or the Administrative Operations Supervisor at (909) 384-5002. Rachel Clark City Clerk RC:mam