The URL can be used to link to this page

Home My WebLink AboutAGENDA REPORT 2010 0901 CC REG ITEM 10EMOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Ron Ahlers, Finance Director Q4__ ITEM 10.E. CITY OF MOOR °ARK, CALIFORNv p City Council Meeting of 9- l-o�o /o ACTION: � snrt DATE: August 4, 2010 (City Council Meeting of September 1, 2010) SUBJECT: Consider Resolution Amending FY 2010/11 Budget to Increase Appropriations for FY 2009/10 Purchase Order Carry Over SUMMARY Staff is requesting approval of the attached Resolution to increase the FY 2010/11 Adopted Budget by $73,346.65. This amount is the result of the carry forward of FY 2009/10 Purchase Orders (PO) for goods and services, not related to Capital Improvement Projects (CIP), into FY 2010/11. DISCUSSION On June 16, 2010 the City Council adopted the FY 2010/11 Operating and Capital Improvement Projects Budget for the City of Moorpark. The original adopted appropriation was $48.OM, which includes $19.7M for CIP. Resolution 2010 -2924 granted the City Manager the authority to amend the CIP budget after final accounting of FY 2009/10 project costs. In the prior years, PO for goods and services were closed and except for CIP, all unexpended encumbrances and appropriations were not carried forward into the current year. Thus, payments against these PO were usually charged against current year appropriations and the budget was subsequently adjusted during mid -year budget amendments. Staff realized that there were some commitments entered into by the City to purchase goods or services in the prior year. Funds were accordingly encumbered and PO were issued. But the timing of delivery for such goods and services went beyond June 30, 2010 and could not be recorded as accrued expenses in FY 2009/10. Therefore, these transactions should be paid in FY 2010/11. The PO roll over process will cancel any remaining encumbrance balance in prior year; move the appropriations and re- establish -V' Honorable City Council September 1, 2010 Page 2 the same encumbrance amount in the current year. In order for Accounts Payable to promptly process invoices related to these goods and services in the month of August, the carry over must have already occurred. Thus, the procedure was completed on August 3 and the action effectively increased the FY 2010/11 Adopted Budget. Exhibit 1 lists all the affected PO. FISCAL IMPACT The total roll -over increased the City's appropriations by $73,346.65 and impacted the following funds /departments: STAFF RECOMMENDATION (Roll Call Vote) Adopt Resolution No. 2010- Attachment: Exhibit 1 - FY2009/10 PO Carried Over to FY 2010/11 Resolution No. 2010- A_ dopted Budget Adjusted Fund /Department Budge Amendment Budget 1000/7100 General Fund Community Services $303,135.00 $530.00 $303,665.00 100017610 General Fund Active Adult $275,132.00 $530.00 $275,662.00 100017620 General Fund Facilities $783,476.00 $32,926.16 $816,402.16 1000/7630 General Fund Recreation $1,084,885.00 $566.60 $1,085,451.60 1000/8100 Public Works $156,742.00 $31,789.89 $188,531.89 101017620 Library Services /Facilities $63,625.00 $6,154.00 $69,779.00 Sub -Total General Fund $2,666,995.00 $72,496.65 $2,739,491.65 2200/6440 Community Development Fund /Planning $724,348.00 $850.00 $725,198.00 Sub -Total Non General Fund $724,348.00 $850.00 $725,198.00 TOTAL $3,391,343.00 $73,346.65 $3,464,689.65 STAFF RECOMMENDATION (Roll Call Vote) Adopt Resolution No. 2010- Attachment: Exhibit 1 - FY2009/10 PO Carried Over to FY 2010/11 Resolution No. 2010- Honorable City Council September 1, 2010 Page 3 FY 2009/10 PO Carried Over to FY 2010/11 A. CIP Related PO PO No. Vendor 08000053 Hartzog & Crabill, Inc 08000057 Rock Bottom, Inc. 08000071 Toro Enterprises, Inc 09000014 BJ Palmer & Associates 09000030 Beacon Integrated 09000031 Beacon Integrated 09000032 AECOM USA Inc 09000033 Manhole Adjusting Inc 09000038 KOA Corporation B. Non -CIP Related PO PO No. Vendor 09000029 MRC, LLC Budget Unit Description 4000 - 8310 -8078 Traffic Signal@ Collins & University Platinum Party Rentals Drives 2502 - 8310 -8042 Tierra Rejada Rd Median Landscape various Project 2904- 2410 -5052 Post Office 2001 - 8310 -8066 Planning & Design LA Ave 1000 - 7620 -2005 Undergrounding 2501- 8310 -8013 Right -of -Way LA Avenue widening 2501 - 8310 -8012 Right -of -Way Princeton Ave widening Exhibit 1 Carry Over Amount $8,240.00 16,563.50 2,545.09 11,462.50 108, 869.91 47,877.71 2501 - 8310 -8013 Technical design services 65,458.00 various Slurry sealing 47,283.11 2002- 8310 -8061 North Hills Parkway 1,376,720.28 Sub -Total CIP $1,685,020.10 Budget Unit 1000 -8100 -0000 09000045 Humanscale Corp various 09000047 Platinum Party Rentals 1000 - 7630 -7621 09000048 Chaney Welding various 09000049 Retchl, Ronald 1010 - 7620 -0000 09000050 Retchl, Ronald 1000 - 7620 -2005 09000051 Amar Wholesale 1000 - 7620 -0000 09000052 Facilities Protection 1000 - 7620 -2005 1,722.41 Systems 17,015.00 09000053 Bay Alarm 1000 -7620 -2005 TOTAL $1,758,366.75 MEZ Carry Over Description Amount Prepare LOMC; contract was approved $31,159.89 by CC on 11/18/09 Blanket PO for ergonomic chairs 2,540.00 Stage for 3rd of July 566.60 Installation of Hand Rail @ Library & 4,454.00 City Hall Pressure wash walls 2,800.00 Replace PSC fountain 10,088.75 Planter pots for City Hall 1,722.41 Installation of PCS FM 200 fire 17,015.00 protection Blanket PO for PCS for installation of 3,000.00 fire protection Sub -Total Non CIP $73,346.65 TOTAL $1,758,366.75 MEZ RESOLUTION NO. 2010- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2010/11 OPERATING AND CAPITAL IMPROVEMENT PROJECTS BUDGET TO INCREASE APPROPRIATIONS FOR FISCAL YEAR 2009/10 PURCHASE ORDER CARRY OVER WHEREAS, on June 16, 2010 the City Council adopted the Operating and Capital Improvement Projects Budget for FY 2010/11; and WHEREAS, a staff report has been presented to the Council requesting approval of the budget amendment generated by the FY 2009/10 Purchase Order roll over process completed on August 3, 2010, which resulted in an aggregate increased appropriations of $73,346.65; and WHEREAS, the Purchase Order carry over impacted the Library Services Fund (1010), Community Development Fund (2200) and General Fund (1000); and WHEREAS, Exhibit "A" hereof describes said budget amendments and the resultant impacts to the budget line items. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. A budget amendment appropriating $73,346.65 per Exhibit "A° and encumbering said funds for FY 2009/10 Purchase Order carried over to FY 2010/11 is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 1St day of September, 2010. Janice S. Parvin, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk AM Exhibit A BUDGET AMENDMENT to Various City Funds for the FY 2009/10 Purchase Order Encumbrances Carried Over to FY 2010/11 FY 2010/11 FUND ALLOCATION FROM: FUND ACCOUNT NUMBER AMOUNT General Fund 1000 -5500 $66,342.65 Library Services Fund 1010 -5500 $6,154.00 Community Development Fund 2200 -5500 $850.00 1000- 7620 - 0000 -9102 $17,600.00 $1,100.00 $18,700.00 1000 - 7620 - 2005 -9103 $0.00 TOTAL $17,915.00 $73,346.65 DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS: Account Number Current Budget Revision Amended Budget 1000- 7100- 0000 -9202 $1,230.00 $530.00 $1,760.00 1000- 7610- 0000 -9202 $2,000.00 $530.00 $2,530.00 1000- 7620 - 0000 -9102 $17,600.00 $1,100.00 $18,700.00 1000 - 7620 - 2005 -9103 $0.00 $17,915.00 $17,915.00 1000 - 7620- 0000 -9251 $1,000.00 $1,722.41 $2,722.41 1000 - 7620 - 2005 -9252 $28,200.00 $12,188.75 $40,388.75 1000 - 7630 - 7621 -9244 $30,000.00 $566.60 $30,566.60 1000 -8100- 0000 -9103 $5,000.00 $31,159.89 $36,159.89 1000- 8100- 0000 -9202 $2,000.00 $630.00 $2,630.00 1010 - 7620 - 0000 -9204 $5,000.00 $3,354.00 $8,354.00 1010 - 7620 - 0000 -9252 $12,000.00 $2,800.00 $14,800.00 2200- 6440 - 0000 -9205 $7,500.00 $850.00 $8,350.00 TOTAL $111,530.00 $73,346.65 $184,876.65 Finance Approval: M