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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 02/15/2000 - SECOND READING OF ORDINANCE NO. 16, 2000 APPROPRIA AGENDA ITEM SUMMARY ITEM NUMBER: 14 DATE: February 15, 2000 FORT COLLINS CITY COUNCIL STAFF: Doug Smith SUBJECT: Second Reading of Ordinance No. 16, 2000 Appropriating Prior Year Reserves. RECOMMENDATION: Staff recommends adoption of the Ordinance on Second Reading. EXECUTIVE SUMMARY: Ordinance No. 16, 2000, which was unanimously adopted on First Reading on February 1, 2000, reappropriates approximately$9.2 million of 1999 monies for the same uses or purposes in 2000 as originally approved by Council in 1999. ITEM NUMBER: AGENDA ITEM SUMMARY 20 DATE: February 1, 2000 • FORT COLLINS CITY COUNCIL STAFF: i Doug Smith SUBJECT: f First Reading of Ordinance No. 16, 2000 Appropriating Prior Year Reserves. RECOMMENDATION: Staff recommends adoption o keor oceoP' Readqw' in EXECUTIVE SUMMARY: FINANCIAL IMPACT: The funds recommended for appio e r m 1999. Appropriating these unencumbered funds does not ect thlb oject y -e b s presented in the adopted 2000- 2001 Biennial Budget. Rese s at 19 ear- opriat y this ordinance are as follows: General Fund $2,841,127 Cemetery Fund 23,548 Communications Fund 15,000 Cultural Services & Facilities Fund 269,370 Equipment Fund 6,000 Golf Fund 171,830 Light& Power Fund 2,950,022 Open Lands Fund 2,066,296 Storm DramagCpy76,918 Transportation d 101,184 Wastewater F 185,482 Water Fund 490,734 EXECUTIVE SUMMARY: Funds were appropriated in 1999 by City Council for specific purposes as described below, but not spent. The unspent funds were added to fund reserves at the end of 1999. Appropriations were typically not spent because: • • There was not sufficient time to complete bidding in 1999 and thus there was no known vendor or binding contract to encumber the funds for expenditure in 2000. DATE: February 1, 2000 2 ITEM NUMBER: 20 • The project for which the funds were originally appropriated could not be completed during 1999 and,therefore,appropriation of those funds is necessary for completion of the project in 2000. - This ordinance reappropriates approximately$9.2 million of 1999 monies for the same uses or purposes in 2000 as originally approved by Council in 1999. Of the total, the amount requested by the utilities amounts to slightly over$3.7 million to be used for purposes such as the Harmony Substation expansion, Light and Power undergrounding projects, and for Art-in-Public Places projects that were delayed or are multi-year projects. Over.$2.0 million is requested for reappropriation by the Open Lands Fund for several anticipated acquisitions that did not close duriCease b are ti a los in 2000. Of the General Fund request,$853,000 is fo ase p d expenditures associated with the J. D. Edwards Financi Following is the amount,and an explanation of why reappropriation of 1999 approved funds for 2000 is requested for each item included in this Ordinance: GENERAL FUND Community pportunity Investments - $63,891 The Community Opportunity Investments funds are appropriated to address potential projects and needs that were discussed during the budget process and oth ct a ' ed ' g the year that might be of benefit to the City. D g 19 393, ro d for potential needs. At the end of 1999 there are one me fun in th unt of$ ,891 that have not been spent or included in the 2000 b Th r ropria a remaining one-time funds for potential projects and needs in 2000. Camera Radar and Red-Light Camera Systems - $246,571 In 1999, $418,794 of estimated ticket revenue was appropriated for camera radar and red-light camera programs. Appropriations in the amount of$246,571 have not been spent or encumbered in 1999. These appropriations were set aside to pay any additional costs which City departments might incur related to the use of camera radar and red-light camera systems or related to other programs intended dr the s e is problems. This item reappropriates the $24 71 c a r d related expenses in 2000. Police Seizure Funds - 1 99 $6 685 was ropriated for Fort Collins Police Services seizure. In 1999 the Larimer County Drug Task Force instituted a new seizure disbursement program to make the distribution process more equitable for all agencies involved. Revenue in 1999 totaled$36,154 compared to $65,685 in 1998. In anticipation of an initial decrease in revenue, Police Services limited seizure expenditures to ensure enough resources for 2000. This item reappropriates$33,152 in seizure funds for the Police seizure activities in 2000. Police Copy Machine Rental-$22.101 In the 1999 Clean Up ordinance$27,447 from police report fees was appropriated to pay for 2000 copier rental. Historically Police Records encumbers funds in November of the previous year for copier rental for the next year. Increased pricing and equipment issues caused Fort Collins Police to re-evaluate their current vendor and pricing. Police Services is currently working with the City's Purchasing division to be released from current contract obligations. Due to the uncertainty of the vendor, DATE: February 1, 2000 3 ITEM NUMBER: 20 purchase orders were not entered at the end of the year. These funds are requested for • reappropriation to enable Police to pay for copier rental and maintenance for 2000. Police Laptop Computer Purchase-$101,OOO OnNovember 24,1999,apurchase requisition was entered for 55 Fujitsu laptop computers--to be installed in police cars. After installing 5 units,the systems unit discovered a problem. Police Services purchased these units with the understanding that the"bridge battery"feature would supply a constant power source to the laptop. Research from the vendor revealed that the battery was not designed to perform as originally represented,causing the computer to re-boot every time the car was started. The requisition was canceled and a comparable product could not be found in time to meet year- end deadlines. This mo is a op e p ase of laptop computers which meet the minimums ands fo a ne ste CMAO Projects - $18.8 n 19 , rdi a No. 1999, appropriated $24,500 of Natural Resources Department funds to be used as the City's matching contribution on two CMAQ(Congestion Mitigation and Air Quality)projects,the Hi-Emitter project and"Cars, Cures,Culture"project. Due to contractual problems with CDOT,the agency administering the CMAQ funds,Natural Resources was not allowed to spend all of the$24,500. This item reappropriates the balance of$18,872 not spent in 1999 to implement the City's matching component of the same two CMAQ projects in 2000. Visibility Data - $17,3999 N c epartment planned to hire a consultant to analyze City in i il' da ue to delays in the procurement • process,a consultant not se ted i o prepar a purchase order with 1999 funds. Therefore,$17,390 nee re a a cover ity's contract with Air Resource Specialists (ARS). During 2000,ARS will conduct an analysis of the City's visibility data and evaluate the effectiveness of City air quality programs in improving visibility. J.D.Edwards Financial System-$853,739 The Finance Department had approximately$1.5 million appropriated in 1999 for expenditures related to the implementation of a new financial system. The funds are used for lease purchase payments for the J.D. Edwards Financial System and associated consulting costs. This is an ongoing project to be completed in 2002. This item reap tes uns ro' in the amount of$853,739 to continue the project p en 00. Landmark Rehabilitati Gr 1 677 In 99. $54,124 was appropriated for the City's Landmark Reha ilitation t Program. Applicants have until March 2000 to complete their projects, therefore, some of the projects have not yet been completed. This item reappropriates the remaining $41,677 for grant applicants who will complete their projects in 2000. City Plan Revision-$118,091 During 1999,$555,106 was appropriated for the development of subarea plans under City Plan. The following plans are currently underway: Northern Colorado Communities Regional I-25 Plan, the I-25 Subarea Plan, and the Campus West . Subarea Plan. Work will continue on these plans during 2000. This item reappropriates the remaining funds of$118,091 to complete these plans. Historic Preservation-$78,739 Historic Preservation receives ongoing funds for the Design Assistance Program and other historic preservation projects. Funding has been awarded to DATE: February 1, 2000 4 ITEM NUMBER: 20 applicants for various projects which should be completed in 2000. The remaining funds of $78,739 need to be reappropriated to complete these projects. Larimer County Outreach Services-$17.762 Larimer County contributed$29,835 in 1999 to the Fort Collins Library for Outreach Services to residents living in rural areas of the County. Of this amount$17,762 was unspent at year-end. The library strives each year to have a remainder to be reappropriated in order to cover salary and vehicle expenses until a new contract is negotiated and the first payment is received, generally in mid year. Therefore,$17,762 is available in 1999 reserves and needs to be reappropriated to continue Library Outreach Services in Latimer County. Lease Purchase ofEautent-X.65 1 11 urc money appropriated in 1999 was not spent or encumber as o emb 3 1999. O 'nance No. 36, adopted in March 1999,and Ordinance No. adop m vember 1 authorized the lease purchase of City vehicles and equipment. However,vendors had not been identified by year-end for all lease purchase vehicles and equipment and thus,purchase orders could not be created. This item reappropriates $228,651 to complete the purchases of vehicles and equipment. Parks Maintenance Life cycle-$32,852 Each year life cycle funds are budgeted to cover the cost of upgrades,repair and replacement of assets within the parks system. These funds were not spent or encumbered because the City did not retain a slurry contractor in 1999 and because staff was not ab m 1 This money will be used in 2000 for parking lot sl wo d fo ks d fencing at Landings Park. Communi ark Im ro is- 0 999,$ 00 was budgeted for community park improvements. Parks is currently waiting for approval from Union Pacific Railroad to relocate a portion of the disc golf course at Edora Park onto the railroad easement. This move will help alleviate over crowding in the park. A new picnic shelter was completed last fall at Edora Park and expanded parking will be finished in 2000 to accommodate the shelter use. This item reappropriates $25,000 to relocate the disc golf course at Edora Park and $5,830 to expand the parking at Edora Park. Cable and Video Gra hics me -0 1 A f)Of)-Thp fnhlp nnti Video Production program had $14,000 approprio c acter generator and graphics equipment used for thens. s received in late December came in over budget. The pew ddit al funds were available from the 2000 budget. This item reappropriates the$14,000 to help purchase the equipment in 2000. Cable and Video Technical Review - $5,000 - The Cable and Video Production program requests a reappropriation of$5,000 from 1999 to complete a technical review of the AT&T Cable Services upgrade. The upgrade was not completed until after December 17, and because of the holidays and other commitments by the contractor, the inspection was not completed in 1999. This item reappropriates the $5,000 to complete the inspection. Network Security Firewall Replacement - $60,000 - The Data Network program requests reappropriation of$60,000 from 1999 to complete a project to replace the City's network security firewall. The Request for Proposal was issued late in 1999,and the bid award was delayed until after the end of that year. As the City prepares to enhance it's presence on the DATE: February 1, 2000 5 ITEM NUMBER: 20 Internet,this equipment is vital to protect the City's valuable data and computer assets. This • item reappropriates the $60,000 for the firewall replacement project. i Fiber Optic Network Expansion - $15,000 The Information Technology Department, in partnership with the Utility Service Area, issued a Request for Proposal for consulting services for planning and designing the City's fiber optic network expansion. This project makes use of the fiber made available from the PRPA fiber optic network,and will result in a plan to connect City facilities to enhance communication capabilities and reduce the cost of phone and other lease services. This item reappropriates the $15,000 for this project. Internet Server and So are a e Y s Internet presence is currently hosted on a server ove ee yea old. 9, 00 was appropriated from the IT Department's General and me lacemeerves to purchase an upgraded_internet server and relate are is I ,;trnneeded to provide a more reliable and secure hardware platform, and to enable new Internet capabilities desired by the City. A planning process is underway to determine the specific needs and requirements for an upgraded Internet server and software. This process was not completed in 1999 so the planned purchase was not made. IT staff intends to finalize the requirements and complete the purchase of the above components in the first half of 2000. Dedicated Circuit for Internet Access - $11.940 A charge of$11,940 was recently paid to Quest,Inc.for the City' ' to a in 0. This charge was to be paid out of the 1999 budge ut du ongo g ati th the vendor it was paid out of • the 2000 budget. Thi quest i o rea ro ate thes ds from the 1999 budget to the 2000 budget to cover ns . Additional Web Development Labor-$15,000 In 1999,$30,000 was appropriated from the IT Department's Savings Incentive reserves to hire a contractor to assist with the heavy workload in the applications development and support area. Approximately half of these funds were expended in 1999, and this request is to reappropriate the remaining half for additional labor to meet the high demand for web applications development in 2000. CPES Network File Serve - 1 00 ES Administrationd$15.000 of savings incentive reserves appropriated ' 999 o plat leR a' etwork file server. Because of delays in adopting the ormati Tec teg lan,CPES has not completed this project. This item reap ri s e$ ,0w pletion of this project in the year 2000. Development Tracking System Data Entry - $25,000 The Current Planning Department is requesting$25,000 from the 1999 budget to be carried over to the 2000 budget. These funds were appropriated for an hourly position to enter historic files into the Development Tracking System. Staff felt it would be best if the department waited until the new Sierra System is up and running to enter old project files into the system. The Current Planning Department will be on-line with the new Sierra System in 2000 and will be hiring someone at that time to enter the historic information into the system. • Contractual Legal Services-$21,500 The City Attorney's Office had$23,400 appropriated in 1999 for hourly salaries for contractual legal services. Several projects were identified in 1999 which could be funded by this appropriation,including special litigation projects,legal DATE: February 1, 2000 6 ITEM NUMBER: 20 research projects,and possible City Code review. A research assistant was hired late in 1999 to undertake these projects, and time did not permit completion of the assigned projects by year-end. This item reappropriates the remaining $21,500 in 2000 to allow the research assistant to continue and complete these assignments. Equipment Loan Pool - $503,935 Each year funds are appropriated to provide a revolving loan pool for the timely replacement of operating equipment (vehicles, machinery, and computer systems). Operating managers may borrow from this loan pool to bridge the period of time when the equipment is needed and the next available lease purchase package. At the end of 1999 $503,935 remains in the equipment loan pool. This amount is requested for reappropriation to prod an q rnr0)1oeP31.434Y I'W20W.Visitor and Envirmun al Ce t .P 1999 budget included funds for_ the City's portion of m - e Vi4sftV?and!PnL"romneanh Center. This project is the result of a partnership with CSU Environmental Learning Center and Colorado State Parks. All of these funds were not spent in 1999 while the final negotiations continue. This item reappropriates the $231,935 for tourism capital in 2000. CEMETERY FUND Lease Purchase- $23,548 Ordinance No. 153, 1999 was adopted by Council in November 1999, authorizing theCle02r ' i t. wever, vendors had not been identified by year-en it s us purchase orders could not be created. Funds in thee rea ropriated in the Cemetery Fund to complete the purchas COMMUNICATIONS FUND Fiber Optic Network Expansion - $15,000 The Information Technology Department, in partnership with the Utility Service Area, issued a Request for Proposal for consulting services for planning and designing the City's fiber optic network expansion. This project makes use of the fiber made available from the PRPA fiber optic network,and will result in a plan to connect City fac' ' 'e to obonce commumcati%Sapabilities and reduce cost of phone and other lease ce Dsi pp es 15,000 in the Communications Fund for this project. CULTURAL SERVICES &FACILITIES FUND Art-in-Public Places-$269,370 City Council approved legislation in 1995 creating an Art- in-Public Places(APP)Program. The purpose of the program is to encourage and enhance artistic expression and appreciation adding value to the community through acquiring, exhibiting and maintaining public art. The program is funded by setting aside 1% of all eligible City construction projects(including Utility projects)over$250,000, as defined in the APP guidelines. Funds totaling$397,019 were appropriated in the Cultural Services& Facilities Fund in 1999. As of December 31, 1999,$127,649 had been spent or encumbered leaving a balance of$269,370. This balance represents funding for projects that were either postponed,delayed or are multi-year projects. This item reappropriates the$269,370 in the Cultural Services & Facilities Fund to be used for the APP program in 2000. DATE: February 1, 2000 7 ITEM NUMBER: 20 EQUIPMENT FUND Lease Purchase of Fleet Services Equipment-$6,000 Ordinance No.36, 1999,was adopted by Council in March 1999, authorizing the lease purchase of City vehicles and equipment. However,vendors had not been identified by year-end for all lease purchase items and thus purchase orders could not be created. Funds in the amount of $6,000 need to be reappropriated in the Equipment Services Fund to complete the purchases of equipment for Fleet Services in 2000. GOLF FUND Lease Purchase- 171 0 Ordi ce N 1 9, adopted by Council in November 1999,authorizing the 1 e pur h e of hicles an quipment. However,vendors had not been identified by ye - nd for eas p chase i ems and thus purchase orders could not be created. Funds in the amount of$171,830 need to be reappropriated in the Golf Fund to complete the purchases of equipment in 2000. LIGHT & POWER FUND Station Capacitors- $108,200 Light& Power Fund had$108,200 appropriated in 1999 for installation of system capacitors. Due to other site construction,capacitors were not installed in 1999. The reapprop ' be ac' installation in 2000. • Station Additions - 7 627 In 9, $ ,6 o the st ion additions budget was unused. This item reappropriate additi n 2000 and will provide for the installation of oil containment infrastructure required by federal regulations at Harmony Substation. The oil containment modifications were not made in 1999 since they must be constructed after other substation modifications currently in progress. Harmony Station 3rd Unit - $257,655 The Light & Power Fund's 1999 appropriation included $3,032,109 for the Harmony Substation expansion. This item reappropriates the remaining $257,655 for completion of the project in 2000. Ma'or Duct Banks and 41 rcuit -Je4F9XB1e`%heV Jriload for new construction and limited labor resource fight&f1wer c not a to complete all major duct banks and circuits budgeted t co "Ed 1 9. The re ropriated funds of$149,661 will be used to finish these projects in 2000 in addition to the duct bank work originally scheduled for 2000. Automated Distribution and Loan Control - $62,000 Light & Power Fund had $183,296 appropriated in 1999 for automated distribution and load control upgrades. This item reappropriates the remaining$62,000 for the completion of the upgrade of the Hot Shot load control master and SCADA (Supervisory Control and Data Acquisition) equipment at the wastewater plants. These activities could not be completed in 1999 due to other project priorities. • System Purchases-$21,082 Light&Power Fund appropriated funds in 1999 for the payment of service rights fees and purchase of facilities from Public Service and Poudre Valley REA. This item reappropriates$21,082 from this budget for purchase of service rights from Poudre DATE: February 1, 2000 8 ITEM NUMBER: 20 Valley REA in the Fossil Lake Area. The service agreement was not complete in time to issue payment in 1999. Undererounding- $1,000,000 Due to the heavy workload for new construction and limited labor resources Light & Power crews were not able to complete all the undergrounding projects budgeted and planned for 1999. The reappropropriated funds of$1,000,000 will be used to complete construction of these projects in addition to the undergrounding work originally scheduled for 2000. Customer Information Svstem-$620,000 Purchase and implementation of the Utilities'new SCT Banner Customer 714 ti y 1998 and will be completed in 2000. $620,000 of th 999 ap opria n e C roject was unused in 1999. The reappropriated funds be u n 20 t omplete a implementation of the system. _ General Plant Additions-$512,000 Due to other workloads and business priorities,the funds budgeted for master planning, neighborhood coordination and site improvements at the Service Center were not utilized in 1999. The reappropriated funds of$512,000 from the 1999 budget will be used to continue this work in 2000. Art-in-Public Places-$140,797 City Council approved legislation in 1995 creating an Art- in-Public Places(APP)Program. The purpose of the program is to encourage and enhance artistic expression and iat d' th mmurn through acquiring, exhibiting and main g pu art. ro am ded by setting aside 1% of all eligible City constru0 pro.e (incl in lity pr ects) over$250,000, as defined in the APP guidelines. F lin 6 ere ap .ated in the Light&Power Fund in 1999. As of December 31, 1999,$26,879 had been spent or encumbered leaving a balance of $140,797. This balance represents funding for projects that were either postponed, delayed or are multi-year projects. This item reappropriates the $140,797 in the Light & Power Fund to be used for the APP program in 2000. OPEN LANDS FUND Natural Areas Ac uisitio s- 66 n 1 th ty received proceeds from the County Help Preserve en sale o f natural areas land acquisitions. These proceeds are re ded in Ope und. veral anticipated acquisitions did not close during 1999, wev i o uing to essively pursue land acquisition and anticipates requiring ese fun in 2000. This item reappropriates the remaining balance of$2,066,296 to be available and used for natural area land acquisition and other purposes specified in the County's Help Preserve Open Spaces Initiative in 2000. STORM DRAINAGE FUND Stormwater Operations - $30,000 Various Stormwater operations blanket purchase orders were canceled as of December 31, 1999 for projects in process. A$30,000 reappropriation is needed to cover estimated expenditures for these projects in 2000. Art-in-Public Places-$46,918 City Council approved legislation in 1995 creating an Art-in- Public Places (APP) Program. The purpose of the program is to encourage and enhance artistic expression and appreciation adding value to the community through acquiring, DATE: February 1, 2000 9 ITEM NUMBER: 20 exhibiting and maintaining public art. The program is funded by setting aside 1% of all eligible City construction projects (including Utility projects) over$250,000, as defined in the APP guidelines. Funds totaling$48,742 were appropriated in the Storm Drainage Fund in 1999. As of December 31, 1999,$1,824 had been spent or encumbered leaving a balance of$46,918. This balance represents funding for projects that were either postponed,delayed or are multi-year projects. This item reappropriates the$46,918 in the Storm Drainage Fund to be used for the APP program in 2000. TRANSPORTATION SERVICES FUND Lease Purchase- 101 84 Ordi nee N 1 9, adopted by Council in November 1999,authorizing the I se pur h e of hicles an quipment. However,vendors had not been identified by ye - nd for eas p chase ins and thus purchase orders could not be created. Funds in the amount of $101,184 need to be reappropriated in the Transportation Services Fund to complete the purchase of a parking ticket system from Spectra Corporation in 2000. WASTEWATER FUND Wastewater Operations - $70,000 Various Wastewater operations blanket purchase orders were canceled as of Dec 1 fo r s. A$70,000 reappropriation is needed to cover es ted a di f e p ' s in 2000. Art-in-Public Places- roveLgislation in 1995 creating an Art- in-Public Places (APP)Program. The purpose of the program is to encourage and enhance artistic expression and appreciation adding value to the community through acquiring, exhibiting and maintaining public art. The program is funded by setting aside 1% of all eligible City construction projects (including Utility projects) over$250,000, as defined in the APP guidelines. Funds totaling$140,387 were appropriated in the Wastewater Fund in 1999. As of December 31, 1999, $24,905 had been spent or encumbered leaving a balance of $115,482. This balance represents funding for projects that were either postponed, delayed or azemulti-year a ts. itema$115,482 in the Wastewater Fund to be used for thJro preaDpryomiates WATER FUND Water Production - $30,071 The Water Treatment Plant was not invoiced for three 1999 chemical deliveries before the purchase orders issued for these purchases were canceled on December 30, 1999. This item reappropriates $30,071 from the 1999 budget in order to make final payment for the chemicals. Water Operations - $100,000 Various Water operations blanket purchase orders were canceled as of December 31, 1999 for projects in process. A $100,000 reappropriation is needed to cover estimated expenditures for these projects in 2000. • Art-in-Public Places-$360,663 City Council approved legislation in 1995 creating an Art- in-Public Places (APP)Program. The purpose of the program is to encourage and enhance artistic expression and appreciation adding value to the community through acquiring, DATE: February 1, 2000 10 ITEM NUMBER: 20 exhibiting and maintaining public art. The program is funded by setting aside 1% of all eligible City construction projects (including Utility projects)over$250,000, as defined in the APP guidelines. Funds totaling$374,265 were appropriated in the Water Fund in 1999. As of December 31, 1999, $13,602 had been spent or encumbered leaving a balance of $360,663. This balance represents funding for projects that were either postponed,delayed or are multi-year projects. This item reappropriates the$360,663 in the Water Fund to be used for the APP program in 2000.