HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 07/07/2009 - SECOND READING OF ORDINANCE NO. 063, 2009, APPROPR ITEM NUMBER: 7
AGENDA ITEM SUMMARY DATE: July 7, 2009
FORT COLLINS CITY COUNCIL STAFF: Chuck Seest
SUBJECT
Second Reading of Ordinance No. 063, 2009, Appropriating Prior Year Reserves.
RECOMMENDATION
Staff recommends adoption of this Ordinance on Second Reading.
EXECUTIVE SUMMARY
Ordinance No. 063, 2009, was unanimously adopted on First Reading on June 2, 2009. The
Ordinance appropriates prior year's reserves for expenditures authorized in 2008 by Council but
which could not be completed by the end of 2008.
ATTACHMENTS
I. Copy of First Reading Agenda Item Summary - June 2, 2009.
(w/o original attachments)
ATTACHMENT 1
ITEM NUMBER: 16
AGENDA ITEM SUMMARY DATE: June 2, 2009
FORT COLLINS CITY COUNCIL
�TAFF: Chuck Seest
SUBJECT
First Reading of Ordinance No. 063, 2009, Appropriating Prior Year Reserves.
RECOMMENDATION
Staff recommends adoption of the Ordinance on First Reading.
FINANCIAL IMPACT
This Ordinance increases 2009 a�p�afions b%y $�,092,134. A total of$496,696 is requested
for reappropriation in the Gene al Fund and $595,438-is�requested from various other City funds.
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Reappropriation requests represent amountsbudg6 d in 2008 that could not be encumbered at
year-end. The appropriations are from 2008 prior year reserves.
EXECUTIVE SUMMARY
City Council authorized expenditures in 2008 for various purposes. The authorized expenditures
were not spent or could not be encumbered in 2008 because:
• There was not sufficient time to complete bidding in 2008 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 200&and reappropnation of those dollars is
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necessary for , ,completion of, , the project in 2009.�
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• To carry on programs, services, and facility improvements in 2009 with
unspent dollars previously appropriated in 2008.
In the above circumstances, the unexpended and/or unencumbered monies lapsed into individual
fund balances at the end of 2008 and reflect no change in Council policies.
June 2, 2009 -2- Item No. 16
Monies reappropriated for each City fund by this Ordinance are as follows:
General Fund $ 496,696
Cultural Services and Facilities F•undl -V0 $ 157,396
Light and Power Fund ff $ 203,042
Data and Communications Fund $ 235,000
BACKGROUND
GENERAL FUND
Downtown Newsstands - $24,281. In December 2008, the Parks Department received $25,000
to install and maintain newsstands in downtown. Due to the timing of the newsstand delivery
and installation, most of the bills for the installation were not paid until 2009. The Parks
Department needs to reappropriate the remaining balance of$24,281 to cover the various costs
incurred in 2009 for this purpose.
Larimer Emergency Telephone Authority - $15,418. The Larimer Emergency Telephone
Authority (LETA) collects a monthly]f��frbm all-county-telephone� users. This fee is used to
purchase and maintain equipment and train users to p ocess,Emergency 911 (E911) phone calls
and dispatch appropriate emergency services providers. LETA uses a formula to determine the
annual budget for each emerge`ncrsery es=dispatch center-based on its number of dispatchers
and the number of E911 phone calls received in the center. The formula takes into consideration
any unspent balance from the prior year allotment. Any funds remaining from the 2008
allocation must be used for LETA specified purchases during 2009.
Solid Waste Reduction and Recycling - $15,039. During the 2007 Budgeting for Outcomes
process, Council requested staff to work on options that would increase the community's waste
diversion/recycling and reduce the impacts to streets from heavy trash trucks. A total of$75,000
was approved for the project, which was placed in Natural Resources' Solid Waste Reduction
and Recycling program budget.
To complete the work, a consulting firm (R3 Consulting), was hired, at a cost of $59,961, to
prepare a report, which was drafted in June 2008. A remaining balance of$15,039 was intended
to be used for implementing any further actions that Council directed staff to work on, pending
its review of the report. \�
The Council's decision-making on thisLject was not co pleted during 2008; a Council
hearing on May 5, 2009 provided staff with new assignments that are anticipated to come out of
the Trash Services Study. This request reallocates the $15,039 that remained in the 2008 project
budget to be spent for the intended purpose of implementing those new actions.
Northern Integrated Supply Project (NISP) - Remaining Expenses - $14,723. On May 20, 2008,
Council adopted Ordinance 047, 2008, appropriating prior year reserves in the amount of
$225,000 for review and analysis of the draft environmental impact statement for NISP. At the
June 2, 2009 -3- Item No. 16
end of 2008, there was a balance of $23,546, of which $8,823 was encumbered by an
outstanding Purchase Order. This request reappropriates the balance of$14,723 for the purpose
of paying for ongoing expenses in association with this matter.
Mayor's Sustainability Scholarshi- 00. The Mayor�eeidt support the Council Finance
Committee (CFC) annually with a $1 000 donation. This request will transfer $1000 from the
2008 budget to the 2009 budge\t-�to•co er this expense not-originally budgeted for in the 2009
budget.
CityWorks Internal Addition $1,500. On November 25, 2008, $1,500 was moved from the
Human Resources budget to the Communications & Public Involvement Office (CPIO) budget
to be used for the 2009 City Works Internal Edition class. Although this was "held" in a mini
order, the funds were swept from the CPIO budget. CPIO would like to have these funds
reappropriated into the CPIO budget to be used toward the 2009 City Works Budget.
Site Work for Haiston Oil Purchase - $22,500. Due to the mid-December 2008 purchase of the
Haiston Oil site, located on the northwest side of Block 32, work was not able to be completed as
needed. The remaining item carried over into 2009 will be used to fill the hole that resulted from
the hazardous material clean-up.
Land Bank Property Maintenance—$32,835. FuTnr s we e appropriated in 2008 for property
maintenance of land bank properties ownedd�Ieased by�the department. These funds are
needed in 2009 in anticipation of any mai��ten�ance required for these properties. Funds could
not be spent or encumbered in 9008 because there is unanticipated property maintenance that
occurs frequently each year and the vendor would not be known until the maintenance issue
develops.
UniverCity Connections - $20,000. Funds were appropriated in 2008 for contractual services.
City funds were intended to match funds from the Community Foundation for consultant and
meeting support, coordinating committee and task group support, feasibility studies and reports,
and marketing and outreach materials. Because the Community Foundation was able to provide
additional funding for the UniverCity Connections effort, the City's match was not immediately
needed. Instead, the funds will be used to implement several UniverCity Connections action
items that were underway in 2008 but not completed, including the Downtown Wayfinding Sign
System Refill/Development-Ready Sites project and future UniverCity stakeholder meetings.
Affordable Housing Items - $199.:400, For-the Home,Buyer Down Payment Assistance Program
administered by the Advance Planning/Department, $J,0,000 was not encumbered in 2008 and
needs to be added to the 2009Cbudget. In addit�ionito his, there are funds of$149,400 that were
not encumbered in 2008. Of this;�$'100;00.0�is for the Larimer Home Improvement Program,
$33,600 is for the Neighbor-to-Neighbor Program, and $16,340 is for the City's Home Buyer
Assistance Program for Rental Properties.
Facilities Major Repair and Maintenance Tasks - $150,000. When the final 2008 -2009 Budget
was approved, Major Maintenance (Offer 173 for $2,300,000) was not "directly" funded.
Funding was to come from "end of year" remaining dollars via the reappropriation process. For
2008, $1,162,000 was reappropriated. For 2009, the amount would have been $741,200. In
June 2, 2009 -4- Item No. 16
anticipation of needing 2008 year-end dollars for 2009, Operation Services purposely maintained
a high year-end fund balance.
In reviewing the 2009 projects, the-amount-requested=has-been reduced to cover the high priority
items. Additionally, maintaining the�Cty's facilities is one of the primary tenets of Cost of
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Government funding. Within\lthese concepts, are appropriation requests from Operations
Services' 2008 year-end remaining=funds for -work as follows:
1. $40,000 - install required pool drain retro-fits at City's pools
2. $25,000 - replace access control units at various City bldgs to accommodate additional
users
3. $20,000 - re-roof the 110-114 North Howes building
4. $35,000 - update and standardize fire/security alarm dialer systems of various City
buildings
5. $30,000 - replace air conditioning unit for City Hall PBX room
CULTURAL SERVICES AND FACILITIES FUND
Art in Public Places - $157,396. City Council approved legislation in 1995 creating an Art-in-
Public Places ("APP") Progr,;;�The purpose of the program is to encourage and enhance
artistic expression and appreciation adding value toT' community through acquiring, exhibiting
and maintaining public art. �T(he program isjfundedUy siting aside 1% of all eligible City
construction projects, including Ut lift' j'ect-sL,�over $2i0,000, as defined in the APP
guidelines. Funds totaling $456,555 were appropriated in the Cultural Services and Facilities
Fund for the APP program and included in the 2008 revised budget. As of December 31, 2008,
$92,268 had been spent or encumbered, leaving a balance of$364,286. This balance represents
funding for projects that were either postponed, delayed or are anticipated multi-year projects.
This item reappropriates $157,396 in the Cultural Services and Facilities Fund to be used for the
APP projects that are scheduled or continuing in 2009, including the Harmony Road Project, the
Museum/Discovery Science Center and other miscellaneous projects.
LIGHT AND POWER FUND
Hybrid Truck Purchase - $203,042. In 2008, funds were budgeted by Light and Power for the
replacement of a bucket used by the Utilities for street light maintenance. As part of the 21 st
Century Utility initiative, staff is pursuing the option of hybrid technology when replacing
conventionally fueled vehicles at/the end of-their useful lives. Hybrid technology for this type of
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power operated equipment is relatively new to the industry and has not been used by the Utilities
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in the past. The purchase was delayed in 2008 while staff investigated and researched available
equipment options. In early 2009,-staff\d'etermmed-(that the-liybrid technology was ideal for this
use in that it will significantly reduce CO2 emissions while the truck is employed for street
lighting maintenance. A reappropriation of the $203,042 funds originally budgeted in 2008 for
the purchase of this bucket truck is requested. The hybrid truck is $119,993 and the boom and
bucket assembly is $83,049.
June 2, 2009 -5- Item No. 16
DATA AND COMMUNICATIONS FUND
VoIP Migration Project - $200,000. The VoIP migration project, led by the Infrastructure
Services Division in MIS, req e ts=reappropriation-funds-in`the-amount of$200,000 from 2008.
In the 2008 Budgeting for Outcomes(B'FO) offer number 27 $200,000 was budgeted with the
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Voice Services Business Unite to cover VOIP communication equipment. Due to resource
constraints for shared project pipeline apacity, -this migratilon was pushed out to 2009. MIS
requests these funds to move forward on the VoIP migration, given that the existing Nortel
system is over 27 years old and subject to lengthy downtime should it fail.
Application Services - Police Services Projects - $35,000. City Police Services provided the
Application Services Division, in MIS, with $45,000 to expedite specific Police Services
projects through the shared project pipeline. These expedited funds were aligned with external
support. $10,000 of the $45,000 was used to expedite the Police Services conference call project
in 2008. The remaining $35,000 will be required to expedite additional 2008 Police Services
projects for completion in 2009.
The following lists a detailed breakout of expenditures for the Police Services Projects provided
by Application Services:
$ 10,000 City-wide (VoIP) Meeting g Place Express projepimp ementation
$ 8,000 Telestaff Application Upgrade (5 versions,b'ehind)f
$ 2,000 Laptop Battery reimbursement
$ 3,740- Additional Firewall necessary to protect the Drug Task Force fiber connection
$ 4,100 Cisco equipment for City perimeter network ring for Library and Gold Elite
equipment
$17,160 Remaining funds will be to finalize the interface of the Identix Booking System
10 000 Used to expedite the Police Services conference call project in 2008
$ 35,000
ORDINANCE NO. 063, 2009
OF THE COUNCIL OF THE CITY OF FORT COLLINS
APPROPRIATING PRIOR YEAR RESERVES
WHEREAS, Article V, Section I I of the City Charter requires that all appropriations
unexpended or unencumbered at the end of the fiscal year lapse to the applicable general or
special fund, except that appropriations for capital projects and federal or state grants do 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 City 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 FOUR HUNDRED NINETY SIX THOUSAND SIX
HUNDRED NINETY SIX DOLLARS ($496,696) for the following purposes:
Downtown Newsstands $ 24,281
Larimer Emergency Telephone Authority 15,418
Solid Waste Reduction & Recycling 15,039
NISP Project 14,723)
Sustainability Scholarship 1,000
CityWorks 1,500
Site Work for Flaiston Oil Purchase 22,500
Land Bank Property Maintenance 32,g35
UniverCity Connections 20,000
Affordable Housing 199,400
Pool Drain Retro-fits at City Pools 40,000
Replace Access Control Units 25,000
Re-roof 110-114 N. Howes 20,000
Fire / Security Alarm Systems - Various Buildings 35,000
AC Unit for City Hall PBX Room 30,000
Total General Fund $496,696
Section 2. That there is hereby appropriated for expenditure from prior year reserves
in the Cultural Services & Facilities Fund the sum of ONE HUNDRED FIFTY SEVEN
THOUSAND THREE HUNDRED NINETY SIX DOLLARS ($157,396) to be used for the
purpose specified in the City's Art in Public Places program.
Section 3. That there is hereby appropriated for expenditure from prior year reserves
in the Light & Power Fund the sum of TWO HUNDRED THREE THOUSAND FORTY TWO
DOLLARS ($203,042) to be used for the purchase of a hybrid truck.
Section 4. That there is hereby appropriated for expenditure from prior year reserves
in the Data & Communications Fund the sum of TWO HUNDRED THIRTY FIVE
THOUSAND DOLLARS ($235,000) to be used for the following purposes:
VolP Migration Project $200,000
Application Services-Police Services Projects 35,000
$235,000
Introduced, considered favorably on first reading, and ordered published this 2nd day of
June, A.D. 2009, and to be presented for final passage on the A of July, A.D. 2009
Mayo
ATTEST:
City Clerk
Passed and adopted on final reading on the 7th day of July, A.D. 2009.
Mayor
ATTEST:
City Clerk