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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 04/19/2022 - SECOND READING OF ORDINANCE NO. 035, 2022, REAPPROItem # 3 Page 1 AGENDA ITEM SUMMARY Agenda Item 2 April 19, 2022 Budget STAFF Lawrence Pollack, Budget Director John Duval, Legal SUBJECT Second Reading of Ordinance No. 035, 2022, Reappropriating Funds Previously Appropriated in 2021 That Were Not Expended or Encumbered in 2021. EXECUTIVE SUMMARY This Ordinance, unanimously adopted on First Reading on April 5, 2022, reappropriate monies in 2022 that were previously authorized by Council for expenditure in 2021 for various purposes. The authorized expenditures were not spent or could not be encumbered in 2021 because: •There was not sufficient time to complete bidding in 2021 and therefore, there was no known vendor or binding contract as required to expend or encumber the monies; or •The project for which the dollars were originally appropriated by Council could not be completed during 2021 and reappropriation of those dollars is necessary for completion of the project in 2022. Additionally, there may have been sufficient unspent dollars previously appropriated in 2021 to carry on programs, services, and facility improvements in 2022 for those specific purposes. In the above circumstances, the unexpended and/or unencumbered monies lapsed into individual fund balances at the end of 2021 and reflect no change in Council policies. Monies reappropriated for each City fund by this Ordinance are as follows: General Fund 756,031 Data & Communications Fund 106,500 Transportation Fund 52,825 Keep Fort Collins Great Fund 26,008 Total $941,364 STAFF RECOMMENDATION Staff recommends adoption of the Ordinance on Second Reading. ATTACHMENTS 1.First Reading Agenda Item Summary, April 5, 2022 (w/o attachments)(PDF) 2.Ordinance No. 035, 2022 (PDF) Agenda Item 6 Item # 6 Page 1 AGENDA ITEM SUMMARY April 5, 2022 Budget STAFF Lawrence Pollack, Budget Director John Duval, Legal SUBJECT First Reading of Ordinance No. 035, 2022, Reappropriating Funds Previously Appropriated in 2021 That Were Not Expended or Encumbered in 2021. EXECUTIVE SUMMARY The purpose of this item is to reappropriate monies in 2022 that were previously authorized by Council for expenditure in 2021 for various purposes. The authorized expenditures were not spent or could not be encumbered in 2021 because: •There was not sufficient time to complete bidding in 2021 and therefore, there was no known vendor or binding contract as required to expend or encumber the monies; or •The project for which the dollars were originally appropriated by Council could not be completed during 2021 and reappropriation of those dollars is necessary for completion of the project in 2022. Additionally, there may have been sufficient unspent dollars previously appropriated in 2021 to carry on programs, services, and facility improvements in 2022 for those specific purposes. In the above circumstances, the unexpended and/or unencumbered monies lapsed into individual fund balances at the end of 2021 and reflect no change in Council policies. Monies reappropriated for each City fund by this Ordinance are as follows: General Fund 756,031 Data & Communications Fund 106,500 Transportation Fund 52,825 Keep Fort Collins Great Fund 26,008 0BTotal $941,364 STAFF RECOMMENDATION Staff recommends adoption of the Ordinance on First Reading. BACKGROUND / DISCUSSION The Executive Team has reviewed the reappropriation requests to ensure alignment with organization priorities and the budget staff reviewed the requests to verify that all met qualification requirements. These requests were then reviewed with the Council Finance Committee on March 3, 2022, and the consensus of the Committee was to bring this Ordinance to Council for its consideration. The 2022 Reappropriation requests are as follows, by fund: ATTACHMENT 1 COPY Agenda Item 6 Item # 6 Page 2 GENERAL FUND City Council 1. Council High Performing Board- $25,300 Purpose for funds: The last Council approved a BFO offer for $30,000 for Council group and individual development. To date, three current Councilmembers have received funding for individual development requests with the balance carrying forward into 2022 for additional Councilmember needs. Strategies, such as individual mentors and coaches, conferences, and associations, such as Colorado Municipal League, National League of Cities, Water Literate Leaders, and development programs that were either “one size fits one” and “one size fits all” were discussed. Additionally, consideration was given to providing just-in-time training that aligns with the Council's work. Reason funds not expensed in 2021: Leaders at all levels were monitoring development spending in 2021 and communication needs to be enhanced to ensure each Councilmember is aware of available funds for individual and team development needs. Additional opportunities will be available in 2022. City Manager's Office 2. Principles of Community- $25,000 Purpose for funds: The purpose of this Offer is to support engagement with and dissemination of Principles of Community. A key deliverable identified by Council to advance the Equity and Inclusion priority was to develop Principles of Community for the organization to foster and enhance a sense of belonging for coworkers and the community we serve. Adopting Principles of Community can serve as a model across Fort Collins (as CSU’s principles do), and these principles will specifically provide an internal focus for the City organization and how it serves the community. While external input is being gathered in their development, the principles will not be imposed on anyone in the community. Upholding the Principles of Community will be a public commitment to the City’s strategic goals for equity and inclusion. The funds will be used for printing and promotion costs as well as for training and engagement efforts as the Principles of Community are shared throughout the organization, as part of talent development and equity and inclusion work. Reason funds not expensed in 2021: With the creation of the Equity Office in mid-2021, the development of Principles of Community was delayed until 2022. Economic Health Office 3. Economic Health Business Survey- $30,000 Purpose for funds: These funds were part of an ongoing offer within the Economic Health Office (EHO) to conduct Business Surveys every two years. EHO anticipated moving to annual surveys of businesses to correspond with the City’s Community Survey and this budgeted amount was intended for that purpose. It is even more timely and important now to conduct this survey in 2022, as it will help to inform recovery implementation and the update to the Economic Health Strategic Plan. Reason funds not expensed in 2021: The funds were not expended in 2021 because the City’s contract with its current survey provider expired resulting in the need to do a request for proposals (RFP). The RFP to select a new contractor was completed early in the fourth quarter of 2021. As a result, the Business Survey was not able to be distributed and completed before the end of the year. Additionally, the holiday season is a particularly difficult time to complete these types of surveys. The process will begin in 2022 to complete the survey and summarize the results in advance of the BFO process. COPY Agenda Item 6 Item # 6 Page 3 4. PRPA Funds for Main Street Lending Program- $36,226 Purpose for funds: These funds were received from Platte River Power Authority (PRPA) and intended to support economic development activities within the City of Fort Collins. The Economic Health Office has earmarked these funds to initiate a Main Street Lending Program targeting underserved business owners in our community. Each year, PRPA distributes the funds based on direction by the City. It is intended to use these funds collected through 2022 for a lending program to benefit small main street businesses in our community struggling to access debt capital. Reason funds not expensed in 2021: Implementation of the City’s Main Street Lending Program was delayed due to the COVID-19 pandemic. Various conversations have been occurring ever since and it is the intent of the Economic Health Office to initiate a new Main Street Lending Program either with Colorado Lending Source (CLS) or another partner in 2022, depending on the availability of funds and interest from the market. These funds will be part of the re-launch. Social Sustainability 5. Affordable Housing Program (AHP) (this request is also in the KFCG Fund) - $366,306 Purpose for funds: The Affordable Housing Funds are allocated annually through the Competitive Process to support critical affordable housing needs in the City of Fort Collins. Because of the cyclical nature of housing development, funding may be either unallocated or unexpended during a program year. Pursuant to Ordinance No. 28, 1994, any amounts appropriated by Council and not expended during the fiscal year should lapse into the Affordable Housing Reserve. Reason funds not expensed in 2021: $64,661 represents funding commitments to affordable housing projects that are not yet ready to contract and the balance of $327,653 represents unallocated/unexpended program funds. The balance of funds will be added to the Spring 2022 Competitive Process to be allocated to an eligible affordable housing project. Police Services 6. City Give Rifle Plates Support - $166,490 Purpose for funds: This reappropriation is for the remaining portion of the charitable gift that was given for appreciation to Police Services and to be used to purchase rifle plates and other protective gear for the police force. Reason funds not expensed in 2021: The money was not spent because the initial gift of $193,000 was received later in the year and the intent was to spend the amount on protective gear as it was needed. It is anticipated that this will take multiple years to fully spend. 7. Red Light Camera eCitation- $93,500 Purpose for funds: This reappropriation is needed so that the traffic unit can complete the deployment of the eCitation system that will assist Police Officers in efficiently issuing tickets for violators. Reason funds not expensed in 2021: The reason that this was not completed was because the original vendor was not meeting expectation and the contract was terminated. A suitable vendor has been selected and the work will be completed in 2022. Community Development & Neighborhood Services 8. Mediation and Restorative Justice - $5,009 Purpose for funds: Donations and program fees for Mediation and Restorative Justice were designated for COPY Agenda Item 6 Item # 6 Page 4 special projects that were unable to be completed in 2021. Planned uses for the funds included: supporting additional training and conferences for volunteers and staff, providing mediation training to diversify the mediation volunteer pool and/or provide specific advanced training for existing volunteers, funding the RePay Program where youth in the Restorative Justice programs who owe victim restitution can do community service to help pay the restitution (youth unable to do paid work due to age or other reasons). Reason funds not expensed in 2021: Funds came in late in the year and the RePay Program was started in the last quarter of 2021. Youth are beginning to participate in the program; however, funds have not yet been dispersed to victims. Trainings and conferences for staff and volunteers, mediation training for new volunteers and advanced training for existing volunteers has been stalled due to COVID. It is our hope that these projects can happen in 2022. Park Planning & Development 9. Park Planning & Development Special Project Support - $8,200 Purpose for funds: Special project support funding was appropriated in 2020 for Park Planning & Development staff to conduct site planning and prepare cost estimates for potential donor funded projects, enabling donors to move forward with fundraising efforts. Per same reason as last year, we are requesting this be reappropriated for continued use as needed by projects. To date, multiple projects have been completed utilizing this funding source, including Veteran's Plaza improvements, Eastside Park improvements, Sugar Beet Park art ’The Hand that Feeds’, a cyclo-cross training course in Rossborough Park, site planning for a pickleball complex, and a pledge from the mountain bike community to fund a feasibility study for a bike park as part of a GOCO grant. The remaining funds are needed to conduct planning and prepare guidelines for the memorial bench and tribute tree programs. In addition, a portion of the remaining funding will be used for planning efforts for improvements near the Poudre River, pending GOCO grant award. Reason funds not expensed in 2021: Funding partnerships with potential donors are unpredictable. This funding enables the City to be responsive to potential donors when fundraising opportunities arise. The remaining funds will be used to complete projects currently underway. DATA AND COMMUNICATIONS FUND Information Technology 10. Self Service Technology and Capabilities - $79,500 Purpose for funds: The Self Service Technology offer's intent was to provide the opportunity to evaluate and introduce solutions, technology, and interfaces that would enable departments, employees, and eventually residents, the capability to produce services independent of involvement of employee support. The result would elevate the timeliness, effectiveness, operational efficiency, and potential for City employees to solve IT issues in conjunction with the current service and support provided by IT staff. This would also allow for opportunities to remedy other paper driven processes that can slow productivity for both internal and external customers. Reason funds not expensed in 2021: In 2021, IT executed a contract with a vendor to perform an application discovery and application rationalization framework to identify applications to maintain, modernize, consolidate, and retire, and this initiative is still underway. In addition, an assessment and modernization of the IT Services framework was planned but could not be executed in 2021 due to the attrition of three key leaders within IT who were assigned to this project. In early 2022, we have been able to launch this initiative, and currently finalizing a contract to modernize and enable self-services for planned completion in 2022. COPY Agenda Item 6 Item # 6 Page 5 11. Technology Infrastructure and Process Performance - $27,000 Purpose for funds: This offer was intended to provide a performance evaluation with a focus on evaluating the standards, processes, performance, and resiliency of the City's digital ecosystem with a focus on our Cybersecurity maturity. This includes evaluating both current and future needs to identify any gaps that, if not addressed, may increase future ongoing expenses, limit new capabilities and/or increase the risk of performance issues, vulnerabilities, outages, and unplanned expenses. IT has limited expertise, resources, and bandwidth required to conduct an adequate self-assessment where funding from this offer would procure professional services to perform these in-depth assessments. Reason funds not expensed in 2021: In the first half of 2021, IT partnered with federal and state resources to perform an initial assessment. Results from these assessments required us to perform more extensive evaluations, and a third party expert was contracted to complete this assessment in Q4. From these assessment findings, IT leadership was able to develop a remediation roadmap to address. Progress was hampered due to the resignation of the IT leader managing this project and additional funds are required for City IT to complete this initiative. TRANSPORTATION FUND FC Moves 12. Bicycle Wayfinding - $9,000 Purpose for funds: The City's Active Modes Program implements a comprehensive set of strategies to improve safety and mobility for all transportation system users, while enhancing the accessibility of active and sustainable forms of transportation for people of all backgrounds across the community. This reappropriation will provide funding for the installation of approximately 70 bicycle wayfinding signs along the Hampshire bikeway, Mulberry bikeway, and at intersections between the low-stress, on-street bicycle network and the paved trail system. Bicycle wayfinding helps people navigate the City's low-stress bicycle network, access key destinations by bike, and identify where optimal cycling routes exist. Bicycle wayfinding can also strengthen community identity and encourage people to ride. Reason funds not expensed in 2021: Due to position vacancies, staff had limited capacity to plan, design, and install wayfinding signage in 2021. With key positions now filled, staff has increased capacity to continue implementing the bicycle wayfinding system plan. 13. FoCo Fondo and Scheels Donations to Safe Routes To School (SRTS) - $6,000 Purpose for funds: SRTS received 2 donations in 2021: $5,000 from FoCo Fondo and $1,000 from Scheels. The purpose of these donations is to expand bicycle-safety education by reaching out to underserved student populations. This funding will support Safe Routes to School (SRTS) bicycle programming targeted for K-12 students from lower income families at Poudre School District schools. Reason funds not expensed in 2021: The appropriation was completed at the end of the year so there was not enough time to expend the funding during 2021. Traffic 14. Traffic Collision Attenuator Safety Equipment Purchase- $37,825 Purpose for funds: Traffic Operations maintains the pavement markings on approximately 1,500 lane miles of streets in Fort Collins helping to ensure safe and efficient mobility throughout the City. Traffic Operations also provides equipment to employees so they can safely do their job while working in the roadway. Traffic Operations is requesting $37,825 to be re-appropriated from the 2021 budget for the purchase a truck mounted attenuator. COPY Agenda Item 6 Item # 6 Page 6 Traffic Operations maintains crosswalks, stop bars, turn arrows, and railroad pavement markings which requires employees to work in the roadway in heavy traffic. Increasing roadway volumes on our arterial network has presented some safety challenges for our crews that work to maintain our roadways. To increase the safety of our employees while working in the roadway, a truck mounted crash attenuator is needed. This barrier vehicle is used to protect the work zone and workers from errant motorists, and to reduce the severity of a crash for the motorist. Reason funds not expensed in 2021: A truck could not be found or purchased due to low inventory of used vehicles in 2021. The attenuator is mounted on a truck and the measurement of the truck bed determines the size of the attenuator. KEEP FORT COLLINS GREAT FUND Social Sustainability 1) Affordable Housing Program (AHP) (this request is also in the General Fund) - $26,008 Purpose for funds: The Affordable Housing Funds are allocated annually through the Competitive Process to support critical affordable housing needs in the City of Fort Collins. Because of the cyclical nature of housing development, funding may be either unallocated or unexpended during a program year. Pursuant to Ordinance No. 28, 1994, any amounts appropriated by Council and not expended during the fiscal year should lapse into the Affordable Housing Reserve. Reason funds not expensed in 2021: $64,661 represents funding commitments to affordable housing projects that are not yet ready to contract and the balance of $327,653 represents unallocated/unexpended program funds. The balance of funds will be added to the Spring 2022 Competitive Process to be allocated to an eligible affordable housing project. CITY FINANCIAL IMPACTS This Ordinance increases 2022 appropriations by $941,364. A total of $756,031 is requested for reappropriation from the General Fund, $106,500 is requested from the Data and Communications Fund, $52,825 from the Transportation Fund, and $26,008 from the Keep Fort Collins Great Fund. Reappropriation requests represent amounts budgeted in 2021 that could not be encumbered at year-end. The appropriations are from prior year reserves. BOARD / COMMISSION RECOMMENDATION City staff presented this reappropriation to the Council Finance Committee on March 3, 2022, and it was met with approval by the Committee. COPY -1- ORDINANCE NO. 035, 2022 OF THE COUNCIL OF THE CITY OF FORT COLLINS REAPPROPRIATING FUNDS PREVIOUSLY APPROPRIATED IN 2021 THAT WERE NOT EXPENDED OR ENCUMBERED IN 2021 WHEREAS, City Council authorized expenditures in 2021 for various purposes in the General Fund, the Data and Communications Fund, the Transportation Fund, and the Keep Fort Collins Great Fund, portions of which were not spent or encumbered in 2021; and WHEREAS, Article V, Section 11 of the City Charter provides that all appropriations unexpended or unencumbered at the end of the fiscal year lapse to the applicable general or special fund, unless it is an appropriation for capital projects or for federal, state or private grants or donations that has been previously designated by City Council as a non-lapsing appropriation; and WHEREAS, Article V, Section 9 of the City Charter permits the City Council, upon the recommendation of the City Manager, to make supplemental appropriations by ordinance at any time during the fiscal year such funds for expenditure as may be available from reserves accumulated in prior years, notwithstanding that such reserves were not previously appropriated; and WHEREAS, the Interim City Manager has recommended the appropriation described herein and has determined that the amounts to be appropriated as described herein are available and currently unappropriated and will not cause the total amount appropriated in the Funds as described herein to exceed the current estimate of actual and anticipated revenues and all other funds to be received in those Funds during this fiscal year; and WHEREAS, it is in the best interests of the City and its residents to re-appropriate funds for the expenditures below, in furtherance of these expenditures and their respective public purposes authorized in 2021 for which such appropriated funds were not expended and not encumbered during 2021. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF FORT COLLINS as follows: Section 1. That the City Council hereby makes and adopts the determinations and findings contained in the recitals set forth above. Section 2. That there is hereby appropriated from prior year reserves in the General Fund the sum of SEVEN HUNDRED FIFTY-SIX THOUSAND THIRTY-ONE DOLLARS ($756,031) to be expended in the General Fund for the following purposes: Council High Performing Board $25,300 Principles of Community $25,000 Economic Health Business Survey $30,000 PRPA Funds for Main Street Lending Program $36,226 Affordable Housing Programs (AHP) $366,306 City Give Rifle Plates $166,490 -2- Red Light Camera eCitation $93,500 Mediation and Restorative Justice $5,009 Park Planning & Development Special Project Support $8,200 GENERAL FUND TOTAL $756,031 Section 3. That there is hereby appropriated from prior year reserves in the Data and Communications Fund the sum of ONE HUNDRED SIX THOUSAND FIVE HUNDRED DOLLARS ($106,500) to be expended in the Data and Communications Fund for the following purposes: Self Service Technology and Capabilities $79,500 Technology Infrastructure and Process Performance $27,000 DATA AND COMMUNICATIONS FUND TOTAL $106,500 Section 4. That there is hereby appropriated from prior year reserves in the Transportation Fund the sum of FIFTY-TWO THOUSAND EIGHT HUNDRED TWENTY-FIVE DOLLARS ($52,825) to be expended in the Transportation Fund for the following purpose: Bicycle Wayfinding $9,000 FoCo Fondo and Scheels Donations to SRTS $6,000 Traffic Collision Attenuator Safety Equipment Purchase $37,825 TRANSPORTATION FUND TOTAL $52,825 Section 5. That there is hereby appropriated from prior year reserves in the Keep Fort Collins Great Fund the sum of TWENTY-SIX THOUSAND EIGHT DOLLARS ($26,008) to be expended in the Keep Fort Collins Great Fund for the following purpose: Affordable Housing Programs (AHP) $26,008 KEEP FORT COLLINS GREAT FUND TOTAL $26,008 Introduced, considered favorably on first reading, and ordered published this 5th day of April, A.D. 2022, and to be presented for final passage on the 19th day of April, A.D. 2022. __________________________________ Mayor ATTEST: _______________________________ City Clerk -3- Passed and adopted on final reading on the 19th day of April, A.D. 2022. __________________________________ Mayor ATTEST: _______________________________ City Clerk