HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 02/01/2005 - FIRST READING OF ORDINANCE NO. 011, 2005, APPROPRI ITEM NUMBER: 14
AGENDA ITEM SUMMARY DATE: February 1, 2005
FORT COLLINS CITY COUNCIL
STAFF: Doug Smith
SUBJECT
First Reading of Ordinance No. 011, 2005, Appropriating Prior Year Reserves.
RECOMMENDATION
Staff recommends adoption of the Ordinance on First Reading.
FINANCIAL IMPACT
Reappropriating these monies does not affect the projected year-end reserve balances because,
for budgetary purposes, all appropriated monies are considered spent when estimating reserves
prior to completion of audited numbers.
EXECUTIVE SUMMARY
City Council authorized expenditures in 2004 for various purposes. The authorized expenditures
were not spent or could not be encumbered in 2004 because:
• There was not sufficient time to complete bidding in 2004 and therefore,
there was no known vendor or binding contract as required to expend or
encumber the monies.
• The project for which the dollars were originally appropriated by Council
could not be completed during 2004 and reappropriation of those dollars is
necessary for completion of the project in 2005.
• To carry on programs, services, and facility improvements in 2005 with
unspent dollars previously appropriated in 2004.
Because of the above circumstances, the unexpended and/or unencumbered monies lapsed into
individual fund balances at the end of 2004.
February 1, 2005 -2- Item No. 14
Monies reappropriated for each City fund by this Ordinance are as follows:
General Fund $ 1,948,506
Cultural Services and Facilities Fund $ 587,329
Recreation Fund $ 115,258
Enterprise Funds
Light and Power Fund $ 852,348
Storm Drainage Fund $ 202,050
Wastewater Fund $ 170,178
Water Fund $ 448,338
BACKGROUND
GENERAL FUND
Advance Planning - $17,214. These funds were appropriated in 2004. The planned use of these
funds was for consulting services for the Northwest Subarea Plan. The RFP for consulting
services is currently being prepared with the intent to select a consultant in the first quarter of
2005, and complete the project in 2006. In 2004, $145,000 was encumbered for this purpose but
it is expected that there will be additional needs based upon the final scope of work. The
requested funds will be added to the purchase order for the consultant.
Historic Preservation - $15,412. These funds were appropriated for the historic structure survey
of the Eastside and Westside neighborhoods, but due to other work program priorities, the
project was not able to be completed by the end of 2004. These funds will be needed in 2005 to
complete this project.
Affordable Housing Land Bank - $4,672. These funds were appropriated for the Land Bank
Program. The remaining funds from 2004 will be used for expenses associated with the
purchase and maintenance of Land Bank properties in 2005.
Affordable Housing Competitive Process - $752,542. These funds were appropriated for the
Spring and Fall cycles of the affordable housing competitive process. The Fall funding cycle
awarded projects in late 2004 and these projects will not be completed until 2005. These
appropriations will be needed in 2005 to complete the awarded projects.
CommunityOp orp tunity Investments - $7,823. The Community Opportunity Investments funds
are appropriated to address potential projects and needs that were discussed during the budget
process and other projects that may be identified during the year that might be of benefit to the
City. During 2004, $190,200 was appropriated and $356,651 was reappropriated for potential
needs. A major portion of the 2004 funding, $283,371, was used for West Nile Virus mosquito
control. At the end of 2004, one-time funds in the amount of $7,823 had not been spent or
included in the 2005 budget. The 2005 budget includes $190,200 appropriated for Community
Opportunity Investment projects. This item reappropriates the remaining one-time funds from
2004 for potential projects and needs in 2005.
February 1, 2005 -3- Item No. 14
Camera Radar and Red-Light Camera Systems - $200,000. At the end of 2004, $353,567 of
estimated ticket revenue that was appropriated for camera radar and red-light camera programs
had not been spent or encumbered. These appropriations are set aside to pay the costs which
City Departments incur related to the use of camera radar and red-light camera systems and
other programs intended to address traffic related issues. This item reappropriates $200,000 of
the total amount for unexpected equipment failures or other camera radar program related
expenses in 2005. Any unappropriated and unspent camera radar revenues will be saved in a
reserve for future camera radar needs.
Bohemian Foundation - $28,138. In 2003 and 2004, the Bohemian Foundation contributed a
total of $46,000 to the Restorative Justice Program in Fort Collins Police Services. (This
program also receives funding from a state grant.) The 2004 donation was appropriated in
December. These private foundation funds are to be used for ongoing training and program
evaluation, services which are not funded by the grant. The balance remaining in the 2004
budget needs to be reappropriated to help fund the program in 2005.
Latimer Emergency Telephone Authority Funding - $53,852. The Latimer Emergency
Telephone Authority ("LETA") collects a monthly fee from all county telephone users to
purchase equipment, train users and maintain equipment used to process E911 phone calls and
dispatch appropriate Emergency Services Providers. LETA uses a formula for the anticipated
annual budget for these services for each Public Safety Answering Point ("PSAP") based on the
number of dispatchers and the number of E911 phones calls received in the Center. The LETA
Board has provided direction that the PSAP's be allowed to use the funds remaining from the
2004 allocation for additional purchases during 2005. The amount from the 2004 LETA funding
to be reappropriated for 2005 is $24,464.
In the same manner, a formula was developed for each PSAP for Emergency Medical Dispatch
("EMD") based on the number of dispatchers and the number of EMD calls handled by the
Center. The LETA Board provided the same direction for the remaining 2004 EMD funds. The
amount from the 2004 EMD funding to be reappropriated for 2005 is $29,388.
Facility Major Maintenance and Repair - $243,700. Major Maintenance and Repair project
appropriations in the General Fund lapse at the end of the year. The projects were funded in
2004, but could not be completed due to contractor and labor scheduling, the customer's
schedule, weather conditions, and material delivery delays. The projects are: replace two HVAC
rooftop units at the Lincoln Center; upgrade the access control system at City Hall; replace seven
HVAC rooftop units at 281 N. College; replace the upper and lower roofs at EPIC. Funds need
to be reappropriated to complete these facilities alteration, maintenance and repair projects.
Parks Lifec clime Project - $72,500. In 2004, the Parks lifecycle budget included appropriations to
replace the Buckingham Park restroom. This project was not encumbered in 2004 because
matching funds for this project will not be received from Park Planning until 2005. This item
reappropriates the funds set aside in 2004 to pay for the replacement of Buckingham Park
restroom in 2005.
February 1, 2005 -4- Item No. 14
Sustainability Project - $20,000. In 2004, the Clean Air program identified funding to support
work on Sustainability. The Clean Air lead representative to the City's Sustainability Team
terminated her employment with the City in August 2004. This position was not refilled in 2004
so all of the work intended for sustainability was not completed. This item reappropriates
Natural Resources Department funds allocated for sustainability to be used for Sustainability
work in 2005.
Clean Air Project - $10,000. In 2004, the Clean Air program identified funding to conduct a
project in support of reducing vehicle miles of travel ("VMT"). The lead on this project left the
City in August 2004. The initial planning work on a community readiness project was
completed, but there were several questions that needed to be discussed and answered before a
contract with the consultant could be executed. The clean air position will be filled in late
January. This item reappropriates Natural Resources funds identified for VMT reduction to
support a best practices analysis of VMT reduction programs in 2005.
Udall Property Maintenance - $3,115. In 2002, the Natural Resources Department received
property donated by the Estate of Robert H. Udall. Along with the property the City also
received a donation of $125,000 to be invested and the interest would be used for repairs and
maintenance on the donated property. Maintenance and repair expenses vary from year to year,
and the 2004 expenses were minimal. This item reappropriates the balance of the interest to be
used for repairs and maintenance, which may include vegetation management, on the property
in 2005.
Rivendell Recycling Drop-Off Center - $24,638. The Natural Resources Department budget has
about $35,000 allocated to run the Rivendell Recycling Center. Any rebates received from
recyclable commodities sales at the center are also appropriated to help cover Recycling Center
operating expenses. In addition, remaining appropriations from the 2000 one-time funding of
$100,000 is reappropriated for unanticipated expenses such as equipment repair or replacement.
At the end of 2004, $24,638 is available and requested for reappropriation to cover unanticipated
recycling center expenses in 2005.
Solid Waste Projects - $11,000. In 2004, $247,000 was budgeted for 2.75 employees and a
variety of small projects such as the leaf drop-off program, Christmas tree collection, and public
outreach. At the end of 2004 the budget has $11,000 from project savings. This item requests
the reappropriation the project savings to help pay for the various projects in 2005.
Marketing Position - $27,000. In 2004, a contractual marketing position, shared between the
Natural Resources Department and the Communications and Public Involvement Department,
was extended. Budget savings from climate protection appropriations and clean air
appropriations were identified during 2004 and approved by the City Manager's Office to extend
the marketing position in 2005. This item reappropriates Natural Resources 2004 funds
earmarked for the position, to be used to continue the contract in 2005.
Recycling Initiatives - $25,000. In 2003 funds were allocated by City Council for special
recycling initiatives to help the community reach its goal of diverting 35% of the waste stream
away from the landfill. A new planner was also approved to help complete the special projects.
The position was filled for seven months during 2003 before the person resigned in November
February 1, 2005 -6- Item No. 14
RECREATION FUND
EPIC Ice Rink Remodel - $115,258. In 2004, the City's Operations Services Department
provided some renovations and remodeling at the Blue ice rink at EPIC. The work included
increasing the size of the chiller, condenser and skids, extending the piping from the mechanical
room, adding to the dessicant system, and upgrading the fire alarm system. The work was
completed in 2004; however, Operations Services did not bill Recreation for the work until 2005.
This item reappropriates funds budgeted in 2004 in the Recreation Fund for repayment to
Operations Services in 2005.
ENTERPRISE FUNDS:
LIGHT AND POWER FUND
Art in Public Places - $412,275 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 $447,767 were appropriated in the Light and Power Fund in 2004.
As of December 31, 2004, $35,492 had been spent or encumbered leaving a balance of
$412,275. This balance represents funding for projects that were either postponed, delayed or
are anticipated multi-year projects. This item reappropriates the $412,275 in the Light and
Power Fund to be used for the APP program in 2005.
Conservation and Demand Side Management ("DSM") Programs- $440 073 In November 2003,
City Council approved a 1% rate increase effective January 1, 2004 for the development and
implementation of conservation and DSM programs to meet the City's Energy Supply Policy
goals. The funds were appropriated in the Light and Power Fund for that purpose. Since the
energy supply policy was a new level of commitment for the Utility, staff spent much of 2004
researching and planning new DSM and energy conservation programs. While several programs
were implemented and funded by the 1% rate increase, staff has not been able to implement all
the planned programs so the funds collected and dedicated to these programs were not expended
in 2004. This item reappropriates the $440,073 in the Light and Power Fund to be used for the
DSM programs in 2005.
STORM DRAINAGE
Art in Public Places - $202,050. 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 $212,032 were appropriated in the Storm Drainage Fund 2004. As of
December 31, 2004, $9,982 had been spent or encumbered leaving a balance of $202,050. This
balance represents funding for projects that were either postponed, delayed or are anticipated
February 1, 2005 -7. Item No. 14
multi-year projects. This item reappropriates the $202,050 in the Storm Drainage Fund to be
used for the APP program in 2005.
WASTEWATER FUND
Art in Public Places - $170,178. 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 $187,971 were appropriated in the Wastewater Fund in the 2004. As
of December 31, 2004, $17,793 had been spent or encumbered leaving a balance of $170,178.
This balance represents funding for projects that were either postponed, delayed or are
anticipated multi-year projects. This item reappropriates the $170,178 in the Wastewater Fund
to be used for the APP program in 2005.
WATER FUND
Art in Public Places - $448,338. 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 $545,777 were appropriated in the Water Fund in 2004. As of
December 31, 2004, $97,439 had been spent or encumbered leaving a balance of$448,338. This
balance represents funding for projects that were either postponed, delayed or are anticipated
multi-year projects. This item reappropriates the $448,338 in the Water Fund to be used for the
APP program in 2005.
ORDINANCE NO. 011, 2005
OF THE COUNCIL OF THE CITY OF FORT COLLINS
APPROPRIATING PRIOR YEAR RESERVES
WHEREAS, City Council authorized expenditures in 2004 that were not expended due to
unidentified vendors because bidding did not finish in 2004, projects could not be completed in
2004, or unspent funds are needed to continue the programs, services, and facility
improvements; and
WHEREAS, Article V, Section 11 of the Charter of the City of Fort Collins ("Charter"),
requires that all appropriations unexpended or unencumbered at the end of the fiscal year shall
lapse to the applicable general or special fund, except that appropriations for capital projects and
federal or state grants shall not lapse until the completion of the capital project or until the
expiration of the federal or state grant; and
WHEREAS, Article V, Section 9, of the Charter permits the City Council to appropriate
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.
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
FORT COLLINS as follows:
Section 1. That there is hereby appropriated for expenditure from prior year reserves
in the General Fund the sum of ONE MILLION NINE HUNDRED FORTY-EIGHT
THOUSAND FIVE HUNDRED SIX DOLLARS ($1,948,506) for the following purposes:
Advance Planning $17,214
Historic Preservation 15,412
Affordable Housing Land Bank 4,672
Affordable Housing Competitive Process 752,542
Community Opportunity Investments 7,823
Camera Radar and Red-Light Camera Systems 200,000
Bohemian Foundation 28,138
Larimer Emergency Telephone Authority Funding 53,852
Facility Major Maintenance and Repair 243,700
Parks Lifecycle Project 72,500
Sustainability Project 20,000
Clean Air Project 10,000
Udall Property Maintenance 3,115
Rivendell Recycling Drop-Off Center 24,638
Solid Waste Projects 11,000
Marketing Position 27,000
Recycling Initiatives 25,000
Radon Program 3,921
Strategic Consulting Services - Desktop Management System 18,500
Building and Zoning Projects 9,479
Equipment Loan Pool 400,000
Total General Fund $1,948,506
Section 2. That there is hereby appropriated for expenditure from prior year reserves
in the Cultural Services and Facilities Fund the sum of FIVE HUNDRED EIGHTY-SEVEN
THOUSAND THREE HUNDRED TWENTY-NINE DOLLARS ($587,329) to be used for the
purpose specified in the City's Art-in-Public Places program.
Section 3. That there is hereby appropriated from prior year reserves in the
Recreation Fund, the sum of ONE HUNDRED FIFTEEN THOUSAND TWO HUNDRED
FIFTY-EIGHT DOLLARS ($115,258) to be used for the EPIC Ice Rink Remodel.
Section 4. That there is hereby appropriated for expenditure from prior year reserves
in the Light and Power Fund the sum of EIGHT HUNDRED FIFTY-TWO THOUSAND
THREE HUNDRED FORTY-EIGHT DOLLARS ($852,348) to be used for the following
purposes:
Art in Public Places Program $412,275
Conservation and Demand Side Management Programs 440,073
Total Light and Power Fund $852,348
Section 5. That there is hereby appropriated for expenditure from prior year reserves
in the Storm Drainage Fund the sum of TWO HUNDRED TWO THOUSAND FIFTY
DOLLARS ($202,050) to be used for the purpose specified in the City's Art in Public Places
program.
Section 6. That there is hereby appropriated for expenditure from prior year reserves
in the Wastewater Fund the sum of ONE HUNDRED SEVENTY THOUSAND ONE
HUNDRED SEVENTY-EIGHT DOLLARS ($170,178) to be used for the purpose specified in
the City's Art in Public Places program.
Section 7. That there is hereby appropriated for expenditure from prior year reserves
in the Water Fund the sum of FOUR HUNDRED FORTY-EIGHT THOUSAND THREE
HUNDRED THIRTY-EIGHT DOLLARS ($448,338) to be used for the purpose specified in the
City's Art in Public Places program.
Introduced, considered favorably on first reading, and ordered published this 1st day of
February, A.D. 2005, and to be presented for final passage on the 15th day of February, A.D.
2005.
Mayor
ATTEST:
City Clerk
February 1, 2005 -5- Item No. 14
2003. This position has remained vacant through November 2004 due to the City's hiring
freeze. Most of the work on the special initiatives was put on hold in 2004 including increased
outreach on recycling to multi-family residents, development of greater opportunities for yard
waste composting, and improvements to the program's data collection and reporting. A new
planner was hired at the end of 2004 and these funds are requested for reappropriation to resume
the recycling initiative projects in 2005.
Radon Program - $3,921. The Natural Resources Department receives a state grant to purchase
radon test kits. Revenue is generated from the sale of the radon test kits and then appropriated
for the radon program. This item reappropriates the remaining radon funds to be used in 2005 to
provide a portion of the necessary matching funds for the radon grant.
Strategic Consulting Services-Desktop Management System - $18,500. The Portal Technology
Initiative was begun in the 4th quarter of 2004. This project provides the foundation for the
City's technology architecture for the next three to five years. Due to the complexity of the
project, and the end of year workload, Communication and Technology Services was unable to
retain consulting services necessary to insure a successful implementation. These funds are
requested for reappropriation to complete the project in 2005.
Building and Zoning Projects - $9,479. This amount is the total of unspent and unencumbered
funds from the Building and Zoning 2004 budget. This amount is requested for reappropriation
to be used toward one-time expenses related to additional improvements to the Development
Tracking System. These funds will help improve the public and user access and services
including the Rental Housing Registration program anticipated to be implemented later in 2005.
Equipment Loan Pool - $400,000. 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 the loan pool to bridge the period of time when
the equipment is needed and the next available lease purchase package is started. The loan pool
is paid back on approval of the lease purchase package. The balance in the Equipment Loan
Pool, at the end of 2004, is $400,000. This amount is requested for reappropriation to provide an
equipment loan pool for 2005.
CULTURAL SERVICES AND FACILITIES FUND
Art in Public Places - $587,329. 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 $740,709 were appropriated in the Cultural Services and Facilities
Fund in 2004. As of December 31, 2004, $153,380 had been spent or encumbered leaving a
balance of $587,329. This balance represents funding for projects that were either postponed,
delayed or are anticipated multi-year projects. This item reappropriates the $587,329 in the
Cultural Services and Facilities Fund to be used for the APP program in 2005.
Passed and adopted on final reading this 15th day of February, A.D. 2005.
Mayor
ATTEST:
City Clerk