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Home My WebLink About12-27-1996 CITY COUNCIL AGENDA1 SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. v AGENDA ITEM` MEETING DATE: December 27, 1996 CITY MGR. ORIGINATING DEPT.: FINANCE SUBJECT: 1996/97 BUDGET AMENDMENTS Recommended Motion(s): Approve resolution amending the Fiscal Year 1996/97 Budget for Police Services. Report Summary: Attached is a resolution amending the 1996/97 Budget and authorizing a $42,213 transfer from the Contingency Appropriation to Police Services for increases in law enforcement costs. Also included with the resolution are Budget Resolution Supporting Worksheet and Resolutions Approved schedule. As part of the Saratoga's budgetary policy, a provision for contingencies has been established. The Approved Budget included a $200,000 contingency appropriation. The appropriation has been previously authorized for expenditure and its transfer to another program results in no impact to budgeted fund balance. A supporting memorandum regarding this matter has been prepared by the City Manager. Fiscal Impact: No overall change to revenues and expenditures. The unaudited fund balances as of 10131196 were: 1- General Fund $3,013,024 The contingency approriation balance available for reallocation is $195,500. Follow U- Actions: Post entries to system. Consequences of Not Acting on the Recommended Motions: Unable to carry out law enforcement program at current level of effort. Attachments c: \execsumm \exsm1127.96 1 SARATOGA CITY COUNCIL DATE: DECEMBER 4, 1996 FROM: CITY MANAGER • SUBJECT: BUDGET ADJUSTMENT FO LAW ENFORCEMENT SERVICES Recommended Motion: Adopt Resolution No. authorizing a transfer of $42,213 from the contingency appropriation to police protection, general contracts, to provide additional funding required as a result of revised charges by the County of Santa Clara for fiscal year 1996 -97. Background: The 1996 -97 law enforcement budget was adopted with an assumed cost of service based on projections provided by the Santa County Clara Sheriff's Office in anticipation of completing a new labor agreement with the Deputy Sheriffs Association. That agreement has now been reached and the City has been notified as to the actual rates for various services based upon revised costs calculated as a result of the ratification of the labor agreement. Overall these rates, when combined with the increased cost of communications services, less a refund for overpayment for fiscal 1995 -96, result in a cost which will be $42,213 more than the approved appropriation for contract services. See the attached spreadsheet which recalculates the rates and compares them with the budgeted rates for 1996 -97 as adopted in the budget. A major area of increase occurs in communications costs which are some $37,174 higher than budgeted, an increase of almost 15 %. Discussion: At my request the contract cities met with County Communications and representatives from the Sheriff's office on November 25th to discuss the justification of these costs. At the conclusion of the meeting it was decided to meet again on December 17th to receive further justification since the cities were not satisfied that the costs were either justified or in accordance with the provisions of the contract. Nevertheless, the adoption of this resolution will provide the necessary appropriation in the event that the charges prove to be justified and in accordance with the contract. For this reason staff suggests that the Council consider this resolution at this time. Unless otherwise directed I do not intend to sign the 1996 -97 Plan of Service which approves the final rates and costs until this matter has been resolved. Fiscal Impacts: Would reduce the contingency appropriation balance from the current $195,500 to $153,287. No change in the General Fund.Balance will occur because of this transfer. Follow Up Actions: Sign the Plan of Service Agreement with the revised Appendix A once actual communications costs are justified as being in compliance with the contract provisions. Appendix A Recalculation: November 22, 1996 Rate Rate Actual Budget 96-97 Total 96-97 Total General $72.58 $1,424,020.00 $71.29 $1,398,710.00 Supp. Day $71.34 $135,332.00 $70.26 $133,283.00 Supp. P.M. $73.24 $87,888.00 $71.73 $86,076.00 SRO $67.23 $96,811.00 $64.04 $92,218.00 Detectives $69.43 $125,599.00 $69.61 $125,924.00 Reserves $18.87 $9,510.00 $18.51 $9,329.00 W.S. Station $20,813.00 $20,813.00 $20,813.00 $20,813.00 Communications $287,174.00 $287,174.00 $250,000.00 $250,000.00 Booking $17,119.00 $17,119.00 $17,119.00 $17,119.00 $2,204,266.00 $2,133,472.00 Actual 95 -96 Limit 10% App. A Comm. $281,776 (96 -97) $256,160 (95 -96) Total Credit Net $70,794 —$28,581 $42,213 $37,174 Communications increase only 1 RESOLUTION NUMBER - RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING THE FISCAL YEAR 1996/97 BUDGET: WHEREAS, it has been recommended by the City Manager that the following amendments to the present budget revenue and appropriations be made: NOW, THEREFORE, BE IT RESOLVED, that the budget of the City of Saratoga adopted by Resolution 96 -42 be amended as follows: $42,213.00 Increase 1- 1011 -4510 Police Serv- Contract ($42,213.00) Decrease 1- 7070 -6999 Contingency -Misc Purpose: To transfer funds from Program 7070 - Contingency to Program 1011 - Police Services to cover the cost of revised law enforcement costs pursuant to the contract between the City and the County of Santa Clara Sheriff's Department. The above and foregoing Resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 4th day of December, 1996 by the following vote: AYES: NOES: ABSENT: ATTEST: DEPUTY CITY CITY CLERK c: \bgtres97 \res9642.5 1 City of Saratoga 11/27/96 Budget Resolution Supporting Worksheet Budget Resolution Number 96 — 42. ° Amount: Revenues $0.00 Expenditures $0.00 Source of Funding: Ref. No. General Fund: Contingency — Miscellaneous 1 7070 6999 #1 $42,213.00 Use of Funding: General Fund: Police Services — Contracts 1 1011 4510 #1 $42,213.00 General Fund Contingency Appropriation: Balance before resolution $195,500 Effect of this resolution (42,213) Remaining Balance $153,287 General Fund Balances: Comments: #1 To cover the cost of revised law enforcement costs pursuant to the contract with the County of Santa Clara Sheriff's Department. CA13GI'K IS97050 1'R ISS. W Kl EXPENDITURES: Approved Budget Res 96 -42.0 4th of July Res 96 -42.1 Warner Hutton House Res 96 -42.2 Year End Clean Up Res 96 -42.3 Not Applicable Res 96 -42.4 Pierce Road Bridge Res 96 -42.5 Pending Resolution Total REVENUES: Approved Budget Res 96 -42.0 4th of July Res 96 -42.1 Warner Hutton House Res 96 -42.2 Year End Clean Up Res 96 -42.3 Not Applicable Res 96 -42.4 Pierce Road Bridge Res 96 -42.5 Pending Resolution Total a��ORCZ. ri City of Saratoga Resolutions Approved Schedule Fiscal YE 6/30/97 11/27/96 Operating General Government Intragovermmritl Services Total Operations Capital Projects Contingency Appropriation Indirect Cost Allocation Grand Total -Programs $10,354,977.00 $1,195,369.00 $944,992.00 $12,495,338.00 $611,100.00 $204,000.00 ($2,344,361.00) $10,966,077.00 4,800.00 0.00 4,800.00 22,192.00 $0.00 4,800.00 16,900.00 $3,231,064.00,$10,561,302.00 $0.00 16,900.00 ($28,370.00 (8,500.00 ) 8,400.00 47,913.00 36,542.00 84,455.00 53,711.00 138,166.00 0.00 0.00 (5,548.00 ) (5,548.00 ) 27,740.00 22,192.00 42,213.00 42,213.00 (42,213.00 0.00 $10,461,255.00 $1,195,369.00 $981,534.00 $12,638,158.00 $692,551.00 $153,287.00 ($2,344,361.00 $11,139,635.00 General Other Total $7,325,438.00 $3,200,472.00 $10,525,910.00 4,800.00 ;!$3,Q46;601.L� 4,800.00 $0.00 8,400.00 8,400.00 $0.00 $0.00 0.00 ($109,796.00) ($28,370.00) 0.00 22,192.00 22,192.00 $0.00 0.00 $7,330,238.00 $3,231,064.00,$10,561,302.00 $0.00 IMPACT TO FUND BALANCES: Audited - 6/30/96 Res 96 -42.0 4th of July Res 96 -42.1 Warner Hutton House Res 96 -42.2 Year End Clean Up Res 96 -42.3 Not Applicable Res 96 -42.4 Pierce Road Bridge Res 96 -42.5 Pending Resolution Total General Other Total $4,12.f 080.Q� ;!$3,Q46;601.L� $7,167,681,00 $0.00 $0.00 $0.00 $0.00 $0.00 ($109,796.00) ($28,370.00) ($138,166.00) $0.00 $0.00 $0.00 $0.00 $0.00 ($109,796.00) ($28,370.00 ($138,166.00)