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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 02/20/2007 - FIRST READING OF ORDINANCE NO. 032, 2007, APPROPRI ITEM NUMBER: 18 AGENDA ITEM SUMMARY DATE: February 20, 2007 FORT COLLINS CITY COUNCIL STAFF: Mike Freeman SUBJECT First Reading of Ordinance No. 032, 2007, 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 2006 for various purposes. The authorized expenditures were not spent or could not be encumbered in 2006 because: • There was not sufficient time to complete bidding in 2006 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 2006 and reappropriation of those dollars is necessary for completion of the project in 2007. • To carry on programs, services, and facility improvements in 2007 with unspent dollars previously appropriated in 2006. In the above circumstances, the unexpended and/or unencumbered monies lapsed into individual fund balances at the end of 2006. February 20, 2007 -2- Item No. 18 Monies reappropriated for each City fund by this Ordinance are as follows: General Fund $ 999,111 Cultural Services and Facilities Fund $ 317,736 Light and Power Fund $ 524,933 Storm Drainage Fund $ 318,116 Wastewater Fund $ 138,887 Water Fund $ 487,416 Recreation Fund $ 155,000 Transportation Services Fund $ 489,346 BACKGROUND GENERAL FUND Internal Affairs Track Software - $20,000. In 2006, Fort Collins Police Services ("FCPS") identified a software package which would enable data-collection and would provide long-term tracking capability for the Internal Affairs Office. Currently no adequate system is in place. At year end, the system was still being tested by FCPS to ensure it would perform as needed. FCPS has now decided to purchase the software and requests the reappropriation of the funds identified in 2006 for this software which were not spent or encumbered in 2006. Latimer Emergency Telephone Authority - $20,055. The Larimer 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 and Emergency Services Dispatch Center ("PSAP") based on the number of dispatchers and the number of E911 phones calls received. The LETA Board has provided direction that the PSAP's be allowed to use the funds remaining from the 2006 allocation for additional purchases during 2007. These expenses may include headsets, handsets, repairs and jacks for dispatchers; printer and cartridges; and training. The amount from the 2006 LETA funding to be reappropriated for 2007 is $16,956. In the same manner, a formula was developed for each Public Safety Answering Point for Emergency Medical Dispatch (EMD) based on the number of dispatchers and the number of EMD calls received. The LETA Board provided the same direction for the remaining 2006 EMD funds. These funds may be used for training, EMD quality assurance, EMD cardset maintenance, or a physician advisor. The amount from the 2006 EMD funding to be reappropriated for 2007 is $3,099. Police Matchine Funds for Armored Car Grant - $15,000. In cooperation with the Larimer County Sheriff's office and the regional homeland security team, Fort Collins Police Services has been awarded a grant for the purchase of an armored vehicle. For many years, FCPS has sought funding from different sources to make the purchase of this piece of equipment a reality. February 20, 2007 -3- Item No. 18 Now via grant funding, and a $48,000 contribution from the Larimer County Drug Task Force, all but $15,000 of the $203,529 purchase price has been secured. FCPS has done extensive research to ensure this is the best product in the industry and needs to reappropriate $15,000 from the 2006 Patrol budget to compliment the grant. This vehicle will be used in high risk situations where officer/public safety is in jeopardy and will be shared with other jurisdictions in the region when needed. 2006 Traffic Unit Equipment - $3,000. In 2006, the Traffic Unit was given authorization to move $15,000 from the overtime category to purchase radar units. At year end all but $3,000 was spent. This request is to have $3,000 from last year's traffic unit budget brought forward to 2007 so the final pieces of equipment can be purchased. Critical Incident Team Training, - $4,500. The Fort Collins Critical Incident Team ("CIT") is a team of employees trained to provide peer support services including but not limited to post- traumatic stress debriefing. Dr. Dan Dworkin, Staff Psychologist for Fort Collins Police Services leads this team. In 2006, training for 2007 and the necessary budget was identified, but advance payment arrangements could not be made. FCPS is requesting $4,500 from the remaining balance in Police Administration 2006 training budget to pay for the 2007 CIT training. Police Rifle Program - $43,000. In 2006, $200,000 was approved and appropriated for use from Police equipment reserves for a rifle replacement project. All but $43,000 was spent in 2006. This request is to reappropriate the remaining $43,000 to purchase rifle racks and ammunition. These items were not purchased in 2006. Community Opportunity Investments - $249.629. 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 2006, $190,200 was appropriated and $81,626 was reappropriated for potential needs. In 2006 $22,197 was used with the major items funding $15,000 for Downtown holiday lights and $3,000 to sponsor the BE LOCAL coupon book. At the end of 2006, one-time funds in the amount of$249,629 have not been spent or included in the 2007 budget. The 2007 budget includes $190,200 appropriated for Community Opportunity Investment projects. This item reappropriates the remaining one-time funds, from 2006, for potential projects and needs in 2007. 2006-2007 Biennial Budget One-time Savings - $256 041. With the adoption of the 2006 - 2007 Biennial Budget, City Council appropriated $256,041 from one-time savings in the General Fund. These funds were not earmarked for a particular use, but were budgeted for a service use that may be identified and approved by Council in 2006 or 2007. These funds were not used in 2006 and are requested for reappropriation to be used in 2007. February 20, 2007 -4- Item No. 18 Web Portal Project - $170,000. The Management Information Service area requests a reappropriation of$170,000 to complete a web portal project. Web technology provides a means to effectively integrate and access various systems, and is a foundation needed for ongoing improvements that support informed decision making by means of ad-hoc reports, simplified access to data, and additional tools to improve employee productivity. This project was budgeted in 2006, but the IT consolidation in the latter half of 2006 took priority over other projects, and MIS was unable to conduct the research and evaluation of products that would best meet the City's needs. Upon completion of this evaluation, MIS will use the reappropriated funds to purchase the needed hardware, software and other vendor services to implement the technology in 2007. Parks Maintenance - Buckingham Park Shelter - $6,596. At the end of 2006 Parks Maintenance had lifecycle money in the amount of$6,596 that had not been encumbered or spent by year end. These funds are requested for reappropriation to replace the shelter at Buckingham Park. The total cost of the project is estimated to be $34,000. At the end of 2006, $25,000 was encumbered for the shelter, but additional funds are needed for cement replacement and excavation work in 2007. Human Resources - Collective Bar ag ining - $11,290. In 2006, $15,490 was budgeted for legal services associated with Collective Bargaining. Funds in the amount of$11,290 were not spent or encumbered in 2006 and are requested for reappropriation in 2007 to cover an outstanding invoice from 2006 that was not received until 2007 and anticipated legal fees for 2007. The 2007 legal fees could not be encumbered because the contract with the legal representative had not been finalized. Equipment Loan Pool - $200,000. 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 2006, is $200,000. This amount is requested for reappropriation to provide an equipment loan pool for 2007. CULTURAL SERVICES AND FACILITIES FUND Art in Public Places - $317,736. 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 $958,306 were appropriated in the Cultural Services and Facilities Fund and included in the 2006 revised budget. As of December 31, 2006, $640,570 had been spent or encumbered leaving a balance of$317,736. This balance represents funding for projects that were either postponed, delayed or are anticipated multi-year projects. This item reappropriates the $317,736 in the Cultural Services and Facilities Fund to be used for the APP program in 2007. February 20, 2007 -5- Item No. 18 LIGHT AND POWER FUND Art in Public Places - $524,933 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 $532,118 were appropriated in the Light and Power Fund and included in the 2006 revised budget. As of December 31, 2006, $7,185 had been spent or encumbered leaving a balance of $524,933. This balance represents funding for projects that were either postponed, delayed or are anticipated multi-year projects. This item reappropriates the $524,933 in the Light and Power Fund to be used for the APP program in 2007. STORM DRAINAGE Art in Public Places - $318,116. 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 $318,116 were appropriated in the Storm Drainage Fund and included in the 2006 revised budget. As of December 31, 2006, nothing had been spent or encumbered leaving a balance of $318,116. This balance represents funding for projects that were either postponed, delayed or are anticipated multi-year projects. This item reappropriates the $318,116 in the Storm Drainage Fund to be used for the APP program in 2007. WASTEWATER FUND Art in Public Places - $138,887. 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 $162,273 were appropriated in the Wastewater Fund and included in the 2006 revised budget. As of December 31, 2006, $23,386 had been spent or encumbered leaving a balance of $138,887. This balance represents funding for projects that were either postponed, delayed or are anticipated multi-year projects. This item reappropriates the $138,887 in the Wastewater Fund to be used for the APT program in 2007 WATER FUND Art in Public Places - $487,416. 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 $499,399 were appropriated in the Water Fund and included in the February 20, 2007 -6- Item No. 18 2006 revised budget.. As of December 31, 2006, $11,983 had been spent or encumbered leaving a balance of$487,416. This balance represents funding for projects that were either postponed, delayed or are anticipated multi-year projects. This item reappropriates the $487,416 in the Water Fund to be used for the APP program in 2007. RECREATION FUND Fitness and Other Equipment for Northside - $100,000. During 2006, the Recreation Division set aside $100,000 to be used to purchase fitness and other equipment for the new Northside Aztlan Community Center. Although appropriated in 2006, a purchase order was not issued because a vendor and the specific equipment had not been selected by the end of the year. This item appropriates $100,000 in the Recreation Fund for the purchase of fitness and other equipment for the Northside Aztlan Community Center. Vehicle for Lee Martinez Farm - $25,000. This item reappropriates unspent Recreation Division prior year reserves, totaling $25,000, to be used to replace the 1985 truck used at The Farm at Lee Martinez Park for hauling feed, animals, and assisting in repair work. The Recreation Division and Operation Services employees were coordinating to find a suitable replacement vehicle, but were unable to locate and purchase one before the end of 2006. The vehicle needs to be replaced immediately, as ongoing repair costs continue to escalate. 214 North Howes Utilities. Custodial. and Maintenance - $30,000. This item reappropriates Recreation Fund prior year reserves for the purpose of funding the utilities, custodial, and maintenance for the Recreation Division administrative offices at 214 North Howes Street until staff moves from the building later in 2007. Closing this building was an accepted budget reduction from Operation Services to help balance the 2007 budget. Recreation staff was not planning to move from this facility until the new Northside Aztlan Community Center is completed in summer 2007. Operation Services is transferring utility and custodial costs to the Recreation Division in exchange for allowing Recreation employees to continue to utilize the office space until the planned move. Reserve funds of$30,000 originally appropriated in 2006 were not able to be encumbered in advance to the various utilities and to Operation Services. TRANSPORTATION SERVICES FUND Hannon Road Maintenance - $489,346. In the summer of 2005 the State of Colorado and the City of Fort Collins had agreed upon Harmony Road being accepted by the City of Fort Collins for maintenance and repairs. The State paid Fort Collins $13.7 million lump sum as compensation, which has been deposited into a special account for Harmony operations and maintenance. In 2006 monies were appropriated and a portion of the repair and maintenance had to be postponed until 2007. Due to the delay of the Bayer Properties projects on East Harmony, the 2006 appropriation for maintenance had to be postponed until 2007. The unencumbered monies are needed to complete those repairs and maintenance. ORDINANCE NO. 032, 2007 OF THE COUNCIL OF THE CITY OF FORT COLLINS APPROPRIATING PRIOR YEAR RESERVES WHEREAS, Article V, Section 11 of the Charter of the City of Fort Collins (the "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 NINE HUNDRED NINETY-NINE THOUSAND ONE HUNDRED ELEVEN DOLLARS ($999,111) for the following purposes: Internal Affairs Track Software $20,000 Larimer Emergency Telephone Authority 20,055 Police Matching Funds for Armored Car Grant 15,000 2006 Traffic Unit Equipment 3,000 Critical Incident Team Training 4,500 Police Rifle Program 43,000 Community Opportunity Investments 249,629 2006-2007 Biennial Budget One-time Savings 256,041 Web Portal Project 170,000 Park Maintenance- Buckingham Park Shelter 6,596 Human Resources - Collective Bargaining 11,290 Equipment Loan Pool 200.00 Total General Fund $999,111 Section 2. That there is hereby appropriated for expenditure from prior year reserves in the Cultural Services & Facilities Fund the sum of THREE HUNDRED SEVENTEEN THOUSAND SEVEN HUNDRED THIRTY-SIX DOLLARS ($317,736) 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 FIVE HUNDRED TWENTY-FOUR THOUSAND NINE HUNDRED THIRTY-THREE DOLLARS ($524,933) to be used for the purpose specified in the City's Art-in-Public Places program. Section 4. That there is hereby appropriated for expenditure from prior year reserves in the Storm Drainage Fund the sum of THREE HUNDRED EIGHTEEN THOUSAND ONE HUNDRED SIXTEEN DOLLARS ($318,116) to be used for the purpose specified in the City's Art-in-Public Places program. Section 5. That there is hereby appropriated for expenditure from prior year reserves in the Wastewater Fund the sum of ONE HUNDRED THIRTY-EIGHT THOUSAND EIGHT HUNDRED EIGHTY-SEVEN DOLLARS ($138,887) 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 Water Fund the sum of FOUR HUNDRED EIGHTY-SEVEN THOUSAND FOUR HUNDRED SIXTEEN DOLLARS ($487,416) 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 Recreation Fund the sum of ONE HUNDRED FIFTY-FIVE THOUSAND DOLLARS ($155,000) for the following purposes: Fitness and Other Equipment for Northside Aztlan Community Center $100,000 Vehicle for Lee Martinez Farm 25,000 214 N. Howes Utilities, Custodial, and Maintenance 30.000 Total Recreation Fund $155,000 Section 8. That there is hereby appropriated for expenditure from prior year reserves in the Transportation Services Fund the sum of FOUR HUNDRED EIGHTY-NINE THOUSAND THREE HUNDRED FORTY-SIX DOLLARS ($489,346) to be used for maintenance and repairs of Harmony Road. Introduced, considered favorably on first reading, and ordered published this 20th day of February, A.D. 2007, and to be presented for final passage on the 6th day of March, A.D. 2007. Mayor ATTEST: City Clerk -2- Passed and adopted on final reading on the 6th day of March, A.D. 2007. Mayor ATTEST: City Clerk -3-