HomeMy WebLinkAboutAGENDA REPORT 2008 0917 CC REG ITEM 10O .i
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MOORPARK CITY COUNCIL --
AGENDA REPORT
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TO: Honorable City Council
FROM: Hugh Riley, Assistant City M na
BY: Irmina Lumbad, Finance/Accounting Manager
DATE: September 9, 2008 (City Council Meeting of September 17, 2008)
SUBJECT: Consider Resolution Amending FY 2008/09 Budget to Increase
Appropriations for FY 2007/08 Purchase Orders Roll-overs
SUMMARY
Staff is recommending to roll-over FY 2007/08 Purchase Orders for goods and services
into FY 2008/09. This action would increase the current year's appropriation and
encumbrances by $90,400.
DISCUSSION
On July 2, 2008 the City Council adopted the FY 2008/09 Operating and Capital
Improvements Budget for the City of Moorpark. The resolution granted the City
Manager the authority to amend the capital improvement budget after final accounting
of FY 2007/08 project costs. The original adopted appropriation was $49.5M, which
includes $19.5M for capital improvement projects.
In the prior years, Purchase Orders (PO's) for goods and services were closed and
except for Capital Improvement Projects (CIP), all unexpended encumbrances and
appropriations were not carried forward into the current year. Thus, payments against
these PO's 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 Purchase
Orders were issued. But the timing of delivery for such goods and services went
beyond June 30 and could not be recorded as accrued expenses in FY 2007/08.
Therefore, such transactions should be paid in the current FY 2008/09. By approving
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Honorable City Council
September 17, 2008
Page 2
the budget amendment, any remaining encumbrance amounts in PO's listed in Exhibit 1
would be carried forward into FY 2008/09 to cover these payments.
FISCAL IMPACT
The total roll-over will increase the City's appropriations by $90,400 and will impact the
following funds:
Proposed
Original Budget Adjusted
Funds Adopted Budget Amendment Budget
1000 General Fund $15,271,545 $50,400 $15,321,945
1010 Library Services Fund $797,507 $10,000 $807,507
2200 Community Development _ _$2,574,711 $10,500 $2,585,211
2400 Park Maintenance Fund $1,892,224 $12,000 $1,904,224
2605 Gas Tax $1,828,971 __$7,500 $1,836,471
TOTAL _$21,364,958 $90,400 $22,455,358
STAFF RECOMMENDATION (Roll Call Vote)
Adopt Resolution No. 2008-
Attachment: Exhibit 1
Resolution No. 2008-
_
Exhibit 1
CITY OF MOORPARK
FY 2007108 Purchase Order
Carry Forward to FY 2008/09
Purchase
Order No Vendor Description Budget Unit Amount
07000145 CPI Solutions Imaging Software-Library 1010-7640-0000 $9,962.89 city
07000152 CPI Solutions' Dell Hardware/Software 0100-3120-0000 $65,126.02 See Note
07000154 Dell Marketing' 2 Year Extended Contract 0100-3120-0000 $5,263.92 See Note
07000156 Dell Marketing' Processor 0100-3120-0000 $9,673.84 See Note
07000157 Signature Signs Repaint Aluminum City Seal-Monument PD 1000-9200-0000 $855.00 city
07000160 Amuseum Moorpark Mammoth Multimedia 1000-2120-0000 $3,000.00 city
07000162 Preferred Glass & Window Remove & Instal! New Window-City Hall 1000-7620-0000 $1,694.00 city
$95,575.67
NOTE:
Internal Services Fund/Information Systems: Any operating or capital outlay charges in this budget unit is subsequently allocated to
various other funds/divisions. The percentage allocation is based on the Cost Plan for FY 2007/08 and total encumbrance of$80,100 will
impact the following budget units:
Budget Unit Percent of Allocation Amount Allocated
1000-2100-0000 6.780% 5,428.32 City
1000-3100-0000 10.750% 8,606.86 City
1000-3110-0000 2.280% 1,825.45 City
1000-5110-0000 9.100% 7,285.80 City
1000-7100-0000 22.950% 18,374.64 City
1000-8100-0000 4.120% 3,298.63 City
2200-6100-0000 13.140% 10,520.38 City
2400-7800-0000 14.920% 11,945.52 City
2605-8310-0000 9.440% 7,558.02 City
2901-2420-0000 1.670% 1,337.07 MRA
2902-2410-0000 4.850% 3,883.09 MRA
100% 80,063.78
,7
RESOLUTION NO. 2008-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FY 2008/09
OPERATING BUDGET TO INCREASE APPROPRIATIONS
FOR FY 2007/08 PURCHASE ORDER ROLL-OVERS
WHEREAS, on July 2, 2008 the City Council adopted the Operating and Capital
Improvements Budget for FY 2008/09; and
WHEREAS, a staff report has been presented to the Council requesting a budget
amendment to increase appropriations by $90,400 to allow FY 2007/08 Purchase Order
encumbrances to be carried forward to FY 2008/09; and
WHEREAS, as the roll over will impact the Library Services, Community
Development, Park Maintenance, Gas Tax and General Funds; and
WHEREAS, Exhibit "A" hereof describes said budget amendment and its
resultant impact to the budget line item(s).
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A budget amendment appropriating $90,400 per Exhibit "A" and
encumbering said funds for FY 2007/08 Purchase Order rolled over to FY 2008/09 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 17th day of September, 2008.
Patrick Hunter, Mayor
ATTEST:
Deborah S. Traffenstedt, City Clerk
Attachment: Exhibit "A"
Exhibit A
BUDGET AMENDMENT FOR
FY 2007/08 PURCHASE ORDER
ENCUMBRANCES ROLLED OVER TO
FY 2008/09
FUND ALLOCATION FROM:
Fund _ Account Number Amount
General Fund 1000-5500 $50,400
Library Services Fund 1010-5500 $10,000
Community Development Fund 2200-5500 $10,500
Park Maintenance District Fund 2400-5500 $12,000
Gas Tax 2606-5500 $7,500
TOTAL $90,400
DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS:
Account Number Current-Budget Revision Amended_B_udget
1000-2100-0000-9598 $0 _ $5,400 $5,400
1000-2120-0000-9240 _ _ $0 $3,000 $3,000
1000-3100-0000-9598 $0 $8,600 -----$8,600
1000-3110-0000-9598 __ _ $0 $1,800 $1,800
1000-5110-0000-9598 _ _ $0 $7,300 $7,300
1000-7100-0000-9598 $0 _ $18,400 $18,400
1000-7620-0000-9102 $23,400 $1,700 $25,100
1000-8100-0000-9598 $0 $3,300 $3,300
1000-9200-0000-9205 $18,350 $900 $19,250
1010-7640-0000-9102 $478,002 $10,000 _$488,002
2200-6100-0000-9598 $0 $10,500 $10,500
2400-7800-0000-9598 $0 _ $12,000 $12,000
2605-8310-0000-9598 $0 $7,500 $7,500
TOTAL $519,752 $90,400 $610,152
Approved as to Form: -