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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 04/19/2011 - FIRST READING OF ORDINANCE NO. 042, 2011, APPROPRI DATE : April 19 , 2011 . STAFF : Mike Freeman _ John Voss First Reading of Ordinance No . 042 , 2011 , Appropriating Prior Year Reserves . EXECUTIVE SUMMARY City Council authorized expenditures in 2010 for various purposes . The authorized expenditures were not spent or could not be encumbered in 2010 because : • there was not sufficient time to complete bidding in 2010 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 2010 and reappropriation of those dollars is necessary for completion of the project in 2011 . • to carry on programs , services , and facility improvements in 2011 with unspent dollars previously appropriated in 2010 . In the above circumstances , the unexpended and/or unencumbered monies lapsed into individual fund balances at the end of 2010 and reflect no change in Council policies . Monies reappropriated for each City fund by this Ordinance are as follows : General Fund $ 158 , 797 Cultural Services Fund $ 247 , 428 Transportation Services Fund $ 9 , 600 Water Fund $ 6557000 Storm Water Fund $ 1037064 Wastewater Fund $ 276 , 386 Light and Power Fund $ 280 , 100 Data & Communications Fund $ 431 , 500 BACKGROUND / DISCUSSION GENERALFUND Larimer Emergency Telephone Authority - $23 , 302 The Larimer Emergency Telephone Authority (LETA) collects a monthly fee from all county telephone users . This fee is used to purchase and maintain equipment, and to train users to process E911 phone calls and dispatch appropriate Emergency Services Providers . LETA uses a formula to determine the annual budget for each Emergency Services Dispatch Center, based on the number of dispatchers and the number of E911 phones calls received in the Center. The funds remaining from the 2010 allocation for expenditure in 2011 total $23 , 302 . Performance Excellence & Meaurement - $ 12 , 955 In 2010 , funds were budgeted for the Internal Focus Group Project; however, funding was not utilized due to timing of the project and therefore , needs to be reappropriated into the 2011 budget in the amount of $ 12 , 000 . Also , in 2010 , $9 , 825 was budgeted for the Performance Excellence Project. As of December 31 , 2010 , $955 remained unspent. Reappropriation of $955 is requested for continued Performance Excellence support. April 19 , 2011 -2- ITEM 11 Access Fort Collins - $4 , 000 The City recently launched the new online customer service initiative called Access Fort Collins . This is a one-stop shop for submitting questions or concerns and tracking the City's response . The 2010 budget included $4 , 000 to advertise and promote this new service . Access Fort Collins did not come online until the end of the year, with an official launch in January 2011 . Integrated Talent Management ( 1 -TMS ) - $20 , 000 In 2010 , the I -TMS system upgrade was implemented and included the existing functionality of the performance and learning modules . Due to the time involved in the upgrade , staff resources were not available to identify changes needed to enhance the current functionality and to implement any additional functionality. At the end of 2010 , and working with the TalentlReward technical team , changes to the data feed from JDE have been identified that will improve current functionality and lay the groundwork for rolling out the succession planning module . The $20 , 000 is requested to cover the costs associated with any changes to the data feed , and rolling out additional modules . Waste Stream Study - $55 , 000 City Council approved the Waste Stream Study project in 2010 to study optimal ways to manage the community' s waste stream . After much deliberation , the recommendation of a Council subcommittee was made to hold a conference that will address emerging "waste-to-energy" concepts and technology. The conference has tentatively been scheduled for May 11 , 2011 . The balance of the 2010 money is intended to be appropriated to pay for speakers' fees , use of facility space , and other conference costs . Waste Innovation Fund - $9 , 540 The City Manager directed the Natural Resources Department to establish a Waste Innovation Program in which to deposit trash fees incurred by various departments' operations , and to spend the newly created fund on innovative ways to divert the City's own waste stream from landfill disposal . The remaining balance from 2010 is intended to be appropriated to pay for more waste diversion activities in 2011 . Household Hazardous Waste Events - $4 , 000 During 2010 , the Natural Resources Department prepared to conduct two household hazardous waste ( HHW) collection events for Fort Collins residents , as approved in the Budget. However, the response from the community was greater than anticipated at the June 5 event and insufficient funds remained for holding a second event in September as planned . In 2011 , the Storm Water Fund is the designated department lead for the HHW project and the Natural Resources budget has $4 , 000 of unspent funds from the 2010 HHW events . Therefore , this item appropriates the remaining $4 , 000 for transfer to the Storm Water Fund to augment the funding for upcoming HHW events in June and September. Council Chambers Protector Replacement - $30 , 000 The current projection system was initially installed in 1998 and is nearing the end of its useful life . A reliable projections system is critical to the effective broadcast (television and online) of City Council meetings and other programs that take place in Council Chambers . The system consists of the projector, A/V routing system , document camera and touch screen control interface . Audio failure and a complete lock-up of the A/V router have become more common and the overall performance of the projector is not up to industry standards . Replacement of the system will include a new projector, touch screen interface , and flat screen monitors . Funding will come from Cable 14 . CULTURAL SERVICES FUND Art-in-Public- Places - $247 , 428 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 . This item reappropriates $247 ,428 April 19 , 2011 -3- ITEM 11 in the Cultural Services Fund to be used for the APP projects that are scheduled or continued in 2011 , including the Lincoln Center Renovation , Fort Collins Discovery Museum , North College and other miscellaneous projects . TRANSPORTATION SERVICES FUND Transportation Planner - $9 , 600 Personnel services funds were appropriated and available in the Transportation Planning 2010 budget for a Transportation Planner position . Since this position was eliminated in the budget process , no funds were appropriated in the 2011 budget for this planner. Subsequently, the term of employment for this position was extended through January 2011 . Personnel service costs and termination pay were charged to the 2011 budget in the amount of $9 , 600 . Transportation Planning is requesting the reappropriation of 2010 personnel service savings to cover the 2011 personnel service expenses for this Transportation Planner. WATER FUND Art-in-Public- Places - $655 , 000 This item reappropriates $655 , 000 in the Water Fund to be used for the APP projects that are scheduled or continued in 2011 , primarily towards the Fort Collins Discovery Museum Educational Project and the Linden Street Park Projects . . STORM WATER FUND Art-in-Public- Places - $ 103 , 064 This item reappropriates $ 103 , 064 in the Storm Water Fund to be used for the APP projects that are scheduled or continued in 2011 , including the Water Quality Boxes and the Water Cycle Wall Projects . WASTEWATER FUND Art-in-Public- Places - $276 , 386 This item reappropriates $276 , 386 in the Wastewater Fund to be used for the APP projects that are scheduled or continued in 2011 , including the Water Restoration and Pickle Plant Projects . LIGHT AND POWER FUND Art-in-Public- Places - $ 175 , 100 This item reappropriates $ 175 , 100 in the Light and Power Fund to be used for the APP projects that are scheduled or continued in 2011 , including the Transformer Cabinet Mural and Pickle Plant Projects . Residential and Commercial Solar Rebates - $ 105 , 000 This item reappropriates $ 105 , 000 in the Light and Power Fund for residential and commercial customer solar rebates . Due to construction delays for nine residential and five commercial solar electric rebate applicants , projects which were approved in 2010 will not be completed until 2011 . The rebates range from $3 , 000 to $ 15 , 000 per customer. The Utilities is requesting reappropriation of 2010 funds in order for these solar rebate incentives to be paid in 2011 . DATA & COMMUNICATIONS FUND Hardware for the Energy Efficiency and Conservation Block Grant ( EECBG ) - $ 185 , 000 This item reappropriates $ 185 , 000 in the Data & Communications Fund to purchase storage hardware for the Energy Efficiency and Conservation Block Grant ( EECBG ) . MIS Information Services delayed purchasing this hardware to obtain the latest storage technology at the lowest price . This technology is available in 2011 and will complete MIS' portion of the grant. Vendor Consulting for Access Fort Collins - $64 , 000 April 19 , 2011 4- ITEM 11 This item reappropriates $64 , 000 in the Data & Communications Fund to purchase vendor consulting for Access Fort Collins , the City's Customer Relationship Management (CRM ) system . These monies will be used to address integration issues between Access Fort Collins and the Cityworks system , used by Streets and Traffic, and to explore integration with other line of business applications . Although budgeted in 2010 , the CRM vendor selection did not occur until mid-year and the application was not officially rolled out until January of this year. Purchase of Laptop Replacements for Police Services - $ 100 , 000 This item reappropriates $ 100 , 000 in the Data & Communications Fund to purchase patrol laptops . MIS Information Services budgeted for 50 patrol laptop replacements at $2 , 000 per laptop for a total of $ 100 , 000 . Police Services has changed its requirements to include more structurally rugged and technology rich laptops with longer replacement cycles . Each new laptop with these requirements will cost $4 , 000 , doubling the budgeted amount. To maintain the current replacement cycle of 50 patrol laptops for 20111 MIS Information Services will need an additional $ 100 , 000 to cover the difference between old laptop and new laptop requirements . Purchase of Consulting and Hardware for the City's Email Service - $82 , 500 This item reappropriates $82 , 500 in the Data & Communications Fund to purchase consulting and hardware for the City's Email Service . MIS Information Services will use this money to identify and adjust, where necessary, technology differences between Poudre School District's hosted system and the City' s . The transition to the Poudre School District hosted solution did not occur until late in the year so problem management could not be completed by year's end . FINANCIAL / ECONOMIC IMPACTS This Ordinance increases 2011 appropriations by $2 , 161 , 875 . A total of $ 158 , 797 is requested for reappropriation in the General Fund and $2 , 003 , 078 is requested from various other City funds . Reappropriation requests represent amounts budgeted in 2010 that could not be encumbered at year-end . The appropriations are from 2010 prior year reserves . STAFF RECOMMENDATION Staff recommends adoption of the Ordinance on First Reading . ORDINANCE NO. 042, 2011 OF THE COUNCIL OF THE CITY OF FORT COLLINS APPROPRIATING PRIOR YEAR RESERVES WHEREAS, Article V, Section 11 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 ONE HUNDRED FIFTY EIGHT THOUSAND SEVEN HUNDRED NINETY-SEVEN DOLLARS ($154,797) for the following purposes: Larimer Emergency Telephone Authority $ 23,302 Performance Excellence & Measurement 12,955 Access Fort Collins 4,000 Integrated Talent Management 20,000 Waste Stream Study 55,000 Waste Innovation Fund 9,540 Household Hazardous Waste Events 4,000 Council Chambers Projector Replacement 30,000 Total General Fund $158,797 Section 2. That there is hereby appropriated for expenditure from prior year reserves in the Cultural Services Fund the sum of TWO HUNDRED FORTY-SEVEN THOUSAND FOUR HUNDRED TWENTY-EIGHT DOLLARS ($247,428) 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 Transportation Services Fund the sum of NINE THOUSAND SIX HUNDRED DOLLARS ($9,600)to be used for personnel service costs in Transportation Planning. Section 4. That there is hereby appropriated for expenditure from prior year reserves in the Water Fund the sum of SIX HUNDRED FIFTY-FIVE THOUSAND DOLLARS ($655,000)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 Storm Water Fund the sum of ONE HUNDRED THREE THOUSAND SIXTY-FOUR DOLLARS ($103,064) 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 TWO HUNDRED SEVENTY-SIX THOUSAND THREE HUNDRED EIGHTY-SIX DOLLARS ($276,386) 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 Light and Power Fund the sum of TWO HUNDRED EIGHTY THOUSAND ONE HUNDRED DOLLARS ($280,100) for the following purposes: The City's Art in Public Places Program $ 175,100 Residential & Commercial Solar Rebates 105,000 Total Light& Power Fund $280,100 Section 8. That there is hereby appropriated for expenditure from prior year reserves in the Data and Communications Fund the sum of FOUR HUNDRED THIRTY-ONE THOUSAND FIVE HUNDRED DOLLARS ($431,500) for the following purposes: Hardware for Energy Efficiency& Conservation Block Grant $ 185,000 Vendor Consulting for Access Fort Collins 64,000 Purchase of Laptop Replacements for Police Services 100,000 Purchase of Consulting & Hardware for City's Email Services 82,500 Total Data& Communications Fund $431,500 Introduced, considered favorably on first reading, and ordered published this 19th day of April, A.D. 2011, and to be presented for final passage on the 3rd day of May, A.D. 2011. Mayor ATTEST: City Clerk -2- Passed and adopted on final reading on the 3rd day of May, A.D. 2011. Mayor ATTEST: City Clerk -3-