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HomeMy WebLinkAbout06-03-1996 CITY COUNCIL AGENDAv 1 SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. 2'� 1� AGENDA ITEM �� MEETING DATE: June 3, 1996 CITY MGR. ORIGINATING DEPT.: FINANCE SUBJECT: 1995/96 BUDGET AMENDMENTS Recommended Motion(s): Approve resolution amending the Fiscal Year 1995/96 Budget. Report Summary: Attached is a resolution amending the 1995/96 Budget for the following three items: 1) a supplemental appropriation from the Recreation Fund for emergency HVAC repairs at the Civic Theatre, 2) a supplemental appropriation from the Gas Tax Fund to cover the cost of repairing damaged traffic controllers and 3) a supplemental appropriation in the General Fund for additional geotechnical and surveyor consulting fees due to increased development activity. All three supplemental appropriations have a related revenue source. The revenue budget will need to be amended to reflect the additional revenue. Also included with the resolution are a Budget Resolution Supporting Worksheet and Resolutions Approved schedule for your consideration. The first item, revises the Recreation Fund revenue and appropriations budget by $4,000 for additional ticket surcharge revenues and $2,535 for building maintenance to cover emergency HVAC repairs in Program 4043 - Cultural Services. The Public Works Director has prepared an explanatory memorandum on this matter and it is attached. The second item, revises the Gas Tax Fund revenue and appropriations budget by $21,454 for insurance reimbursements and associated costs resulting from accident damage to two traffic signal controllers in Program 3033 - Traffic Control. An additional $5,000 will need to be transferred from contract services to repair services to cover the cost of performing the work. Again, the Public Works Director has prepared an explanatory memorandum on this matter and it is attached. The third and final item, revises the General Fund revenue and appropriations budget by an additional $18,000 in Engineering Fee revenue and $13,000 for additional contract work performed by the City's geotechnical consultant and surveyor in development activity in Program 2029 - For more information on this item, pleas memorandum from the Public Works Director. 1 related to the increase Development Regulation. e refer to the attached There are sufficient balances available in the Recreation, Gas Tax and General Funds to cover these requests. Fiscal Impacts: Overall revenues increase by $43,454. Overall expenditures increase by $36,989. As indicated previously, the costs associated with these appropriations will be paid from additional revenues. Accordingly, there is no negative impact to the fund balances as a result of implementing this action. Specific changes by Fund are as follows: Fund Revenues Expenditures 01- General Fund $18,000.00 $13,000.00 14 -Gas Tax $21,454.00 $21,451.00 40- Recreation $4,000.00 $2,535.00 The unaudited fund balances as of 4130196 were: 01- General Fund $3,365,021 14 -Gas Tax $48,028 40- Recreation $26,719 Follow Up Actions: None. Transfers $0.00 $0.00 $0.00 Consequences of Not Acting on the Recommended Motions: Outstanding invoices for emergency HVAC and traffic controller work can not be paid. Geotechnical and surveyor work associated with the increase in development activity can not be performed. Attachments c: \execsumm \exsm0531.96 2 TO: Finance Director FROM: Public Works Director SUBJECT: Supplemental Budget Appropriations DATE: May 30, 1996 This memo is to request that you prepare a Resolution for City Council adoption on June 5 to approve two supplemental budget appropriations. The details are as follows: 1. A supplemental appropriation of $21,454.11 is needed for Activity 33 (Traffic Control), Account 4530 (Repair Services), to cover the cost of repairing $26,454.11 worth of accident damage to two traffic signal controllers at the intersections of Allendale Ave. /Fruitvale Ave., and Saratoga Ave. /Vineyard Dr. Funding is available from insurance settlements received from the City's insurance carrier and available funding remaining in Activity 33. Three payments totalling the $21,454.11 have been received by the City this year (copies of receipts are attached) and have been booked to Fund 14 (Gas Tax), Account 9890 (Refunds & Reimbursements). This amount needs to be appropriated in the manner described above. The remaining $5,000 will come from existing unexpended budgetary authority in Activity 33, Account 4510 (Contract Services). 2. A supplemental appropriation of $13,000 is needed for Activity 2029 (Development Regulation) , Account 4510 (Contract Services) , to cover anticipated costs of the City Geotechnical Consultant and City Surveyor through June 30. This is due to an increased level of development activity occurring this year over what was projected at the beginning of the year. Funding is available from Engineering Fees collected from project applicants. As of April 30, actual Engineering Fee revenues are roughly $18,000 ahead of budgeted revenues. Please let me know if you need any further information regarding this. Larry I. Perlin TO: Finance Director FROM: Public Works Director SUBJECT: Emergency HVAC Repairs at Theatre DATE: May 29, 1996 On May 14, I authorized O.C. McDonald Co., Inc., the City's HVAC maintenance contractor, to perform emergency repairs to the Theatre HVAC system. The primary stage compressor for the air conditioning unit failed on April 30 and required replacement prior to May 17, the opening night performance of the most recent Theatre production. The work was authorized by the issuance of Purchase Order No. 16650 (attached) in the amount of $5,378, and was completed on May 16. The purpose of this memo is twofold. First, it is to serve as a report to the City Council of the circumstances regarding the emergency purchase as required by Municipal Code Section 2- 45.070(c). Second, it is to serve as backup information in support of a Resolution to amend the budget to appropriate funds to cover the cost of the repairs. The Purchase Order charges the repair costs to Activity 43 (Cultural Services), Account 5625 (Building Maintenance), the same line item in the budget where all of the improvements to the Theatre funded by the ticket surcharge imposed this year are programmed. In order to fund the HVAC repairs in this manner, it is necessary to increase the budget for this account by $2,535. Since YTD Ticket Surcharge revenues ($14,000) exceed budgeted revenues for the entire year ($10,000) already by $4,000, there appears to be sufficient funds available to do this. It is therefor requested that you prepare a Resolution to amend the budget as recommended above for City Council approval on June 5. If you have any questions about this or need additional information, please let me know. i Larry I. Yerlin attachments