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Resolution No. 10-52 CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. 10- A RESOLUTION TO ADOPT A SUPPLEMENTAL BUDGET TO ACHIEVE THE FOLLOWING: 1) RESTORATION OF 5 STAFF POSITIONS FROM .80 TO 1.0 FULLTIME EQUIVALENT (FTE) DUE TO INCREASED SERVICE DEMANDS IN THE BUILDING DIVISION, AND INCREASE PERMIT COORDINATOR POSITION FROM.80 TO 1.0 FTE TO HANDLE CODE COMPLIANCE RELATED ISSUES, 2) RECOGNITION OF GRANT REVENUES IN POLICE, LIBRARY, AND THE CAPITAL IMPROVEMENT PROGRAM, 3) RECOGNITION OF BUDGETED CARRYOVERS, 4) BUDGET OF UNANTICIPATED EXPENDITURES IN PUBLIC WORKS WATER FUND,AND 5) RECOGNITION OF PRIOR YEAR FUND BALANCE IN THE TREE REPLACEMENT FUND. WHEREAS, the city is acknowledging those items that were unknown at the time the FY 2011 Budget was adopted;and WHEREAS, the Building Division in Community Development experienced an increase in demand for its services, therefore, increase 5 staff positions from .80 to 1.0 FTE in order to handle the increase in workload and service demands;and WHEREAS,increase the Permit Coordinator from.80 to 1.0 FTE in order to perform code compliance related duties in Community Development;and WHEREAS, the city will expend $139,892 from the General Fund for the Police and Library of which the city will be reimbursed by grants;and WHEREAS,the city recognized a total of$59,697 in budgeted carryover amounts into the existing budget;and WHEREAS,the Capital Improvement Program will recognize a$15,000 carryover for Fanno Creek Park;and WHEREAS, the city will receipt$230,500 of grant revenue for the Permit Center Roof to be refunded to the General Fund;and WHEREAS,the city entered into lease agreement with the Intergovernmental Water Board in 2007;and WHEREAS, due to a lack of payment for 3 years plus current year, the city will bring the lease agreement current with a payment of$235,007 for the Water Building to be transferred from those operating funds that are housed at 8777 S.W. Burnham St. These funds include the General Fund, Gas Tax, Sanitary Sewer, and Storm Funds;and WHEREAS, the Tree Replacement Fund was created in FY 2009 to account for funds collected from developers in lieu of planting trees;and WHEREAS, in FY 2009, $575,000 was budgeted as a transfer from General Fund to the Tree Replacement Fund for fees collected throughout that fiscal year;and WHEREAS, due to staffing changes, only the revenue for FY 2009 was transferred leaving the prior year fees in the General Fund;and WHEREAS, the amount remaining of $371,778 will be transferred from General Fund to the Tree Replacement Fund. RESOLUTION NO. 10 Page 1 NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: The FY 2010-11 Budget is hereby amended as detailed in Attachment #1-Supplemental Budget#11-02 including Exhibit A. SECTION 2: This resolution is effective immediately upon passage. PASSED: This 6 day of . t 11��('L 2010. - ity o Tigard ATTEST: City Recorder-City of Tigard I:\Cit}'wide\Council Packets\Packet'10\100112\Res-2009-10 Supplemental.docx RESOLUTION NO. 10- 52 Page 2 City of Tigard Exhibit A Sumary of Changes Project/Contract Description Dept/Div. Amount Comments Requested 1. Community Development a. Services for Building Activity Restoration of 5 staff(Building Official,Building Services Supervisor,Sr.Permit Tech, 1)Personnel Services CD/Building S 91,917 Permit Tech,Sr.Plans Examiner)to fulltime status. 2)Personnel Services CD/Building $ 13,500 Expense for Inspectors(3)to work two additional days per month for six months. Total Building $ 105,417 b. Code Compliance Program CD/Dev.Services- 1)Permit Coordinator approval of FTE change Planning $ 12,010 Change position from.80 FTE to 1.0 FTE to receive and evaluate all nuisance complaints. Total Development Services-Planning $ 12,010 Total Community Development $ 117,427 2. Police a. Recognition of Grant Revenues 1)FY 2009 Interoperability Homeland Grant Police/Support $ 23,300 Purchase of mobile data computers and mounts 2)FY 2010 justice Assistance Grant Police/Operations $ 18,869 Desktop computers 3)FY 2009 justice Assistance Grant-Recovery Police/Operations $ 53,572 For implementation of E-Ticketing Project 4)FY 2009 justice Assistance Grant-Formula Police/Operations $ 6,900 For purchase of miscellaneous equipment 5)FY 2009 Homeland Security Grant Police/Admin $ 1,249 Citizen Communication Software 6)FY 2009 Homeland Security Grant Police/Operations $ 6,217 GPS Units and Thumb Drives 7)FY 2009 Homeland Security Grant Police/Operations $ 18,928 For purchase of tent,scene control lighting,camera,and cell phone transmitter Total Police $ 129,035 2. Library b. Recognition of Grant Revenues Libra /Reader Sr-cs $ 8,349 Ready-to-Read grant Library/Reader Sres $ 2,508 Library Services&Technology Act grant Total Library $ 10,857 Total Grant Revenues $ 139,892 3.Finance&Information Services a. Professional Services Hire consultant to conduct a federally approved overhead and Carryover appropriation for citywide federally approved rate for determining indirect hourly rate study. Finance/Admin $ 35,000 charges. b. Contract carryovers Gaztrell Group: ArcGIS Serer Optimization Finance/IT $ 3,522 Contract began in FY 2010 and will be completed in FY 2011 TruePoint Solutions: Accela APO Tech Assistance Finance/IT $ 375 Contract began in FY 2010 and will be completed in FY 2012 Gartrell Group: GIS/Document Management Integration Finance/IT $ 20,800 Contract was awarded and work postponed until FY 2011. Total Finance $ 59,697 1of14 City of Tigard Exhibit A Sumary of Changes Project/Contract Description Dept/Div. Amount Comments Requested 4. Public Works A carryover amount for HDR Engineering for public hearing and completion of work a. Fanno Creek Park PW/CIP $ 15,000 through land use phase. This action completes the budget items from Supplemental#11-01 and recognizes the b. Permit Center Roof PW/CIP $ 230,500 grant revenues which are funding the majority of the project. Payment for the lease of the Water Building to bring payment schedule current.Payment is based on FTE of which those operating funds including General Fund,Gas Tax, c. Water Building Lease Payment PW/Admin $ 235,007 Sanitary Sewer,and Storm Funds will share the cost. Total Public Works $ 480,507 5. Tree Replacement Fund Transfer of tree replacement funds collected in prior fiscal years from the General Fund to Fund Transfer Finance/Admin $ 371,778 the Tree Replacement Fund 2of14 Exhibit A Fiscal Year 2010-11 Budget Amendment#11-02 1. a. Building Services 1) Due to increased service demand and revenues,restore of 5 staff from.80 to 1.0 FTE. Of these 5 positions,20%of the 0.2 FTE increase for the Building Services Supervisor position is paid by the General Fund,Development Services-Planting Division. 2) Also, an addition of$13,500 is required for 3 Inspectors to work two days per month based on increased workload. Adopted Revised Budget Amendment Budget Building Resources Beginning Fund Balance $ 162,031 $ 162,031 Property Taxes $ - $ - Franchise Fees $ - $ - Licenses&Permits $ 798,881 $ 101,937 $ 900,818 Intergovernmental $ 1,470 $ 1,470 Charges for Services $ - $ - Fines&Forfeitures $ - $ - Interest Earnings $ 19,489 $ 19,489 Miscellaneous $ 9,793 $ 9,793 Other Financing Sources $ - $ - Transfers In from Other Funds $ 175,000 $ 175,000 Total Resources $ 1,166,664 $ 101,937 $ 1,268,601 Requirements Policy and Administration $ - $ - Community Development $ 1,011,736 $ 101,937 $ 1,113,673 Community Services $ - $ - Public Works $ - $ - Program Expenditures Total $ 1,011,736 $ 101,937 $ 1,113,673 Loans $ - $ - Work-In-Progress $ - $ - Transfers to Other Funds $ 94,031 $ 94,031 Contingency $ 60,129 $ 60,129 Total Budget $ 1,165,896 $ 101,937 $ 1,267,833 Ending Fund Balance $ 768 $ - $ 768 Total Requirements $ 1,166,664 $ 101,937 $ 1,268,601 3of14 Exhibit A Fiscal Year 2010-11 Budget Amendment#11-02 1. a. Building Services Revised Adopted Revised Budget Amendment Budget General Fund Resources Beginning Fund Balance $ 6,117,299 $ 6,117,299 Property Taxes $ 12,218,117 $ 12,218,117 Franchise Fees $ 4,706,831 $ 4,706,831 Licenses&Permits $ 861,296 $ 861,296 Intergovernmental $ 5,616,141 $ 5,616,141 Charges for Services $ 254,793 $ 254,793 Fines&Forfeitures $ 936,000 $ 936,000 Interest Earnings $ 102,184 $ 102,184 Miscellaneous $ 22,209 $ 22,209 Other Financing Sources $ 249,000 $ 249,000 Transfers In from Other Funds $ 3,523,981 $ 3,523,981 Total Resources $ 34,607,851 $ - $ 34,607,851 Requirements Policy and Administration $ 808,510 $ 808,510 Community Development $ 3,050,141 $ 3,480 $ 3,053,621 Community Services $ 19,304,054 $ 19,304,054 Public Works $ 4,569,689 $ 4,569,689 Program Expenditures Total $ 27,732,394 $ 3,480 $ 27,735,874 Loans $ 249,000 $ 249,000 Work-In-Progress $ - $ - Transfers to Other Funds $ 1,158,456 $ 1,158,456 Contingency $ 632,966 $ (3,480) $ 629,486 Total Budget $ 29,772,816 $ - $ 29,772,816 Ending Fund Balance $ 4,835,035 $ - $ 4,835,035 Total Requirements $ 34,607,851 $ - $ 34,607,851 4of14 Exhibit A Fiscal Year 2010-11 Budget Amendment#11-02 1.b. Staff Changes related to Code Compliance Program Staffing changes for the Permit Coordinator to perform all duties related to code compliance.The staff change consists of increasing this position from.80 FTE to a 1.0 FTE at a cost of$12,010.The cost of the staff change will be paid from a combination of salary savings and reallocation of currently budgeted funds. Overall, there is no change to the General Fund. Revised Adopted Revised Budget Amendment Budget General Fund Resources Beginning Fund Balance $ 6,117,299 $ 6,117,299 Property Taxes $ 12,218,117 $ 12,218,117 Franchise Fees $ 4,706,831 $ 4,706,831 Licenses&Permits $ 861,296 $ 861,296 Intergovernmental $ 5,616,141 $ 5,616,141 Charges for Services $ 254,793 $ 254,793 Fines&Forfeitures $ 936,000 $ 936,000 Interest Earnings $ 102,184 $ 102,184 Miscellaneous $ 22,209 $ 22,209 Other Financing Sources $ 249,000 $ 249,000 Transfers In from Other Funds $ 3,523,981 $ 3,523,981 Total Resources $ 34,607,851 $ - $ 34,607,851 Requirements Policy and Administration $ 808,510 $ 808,510 Community Development $ 3,050,141 $ 3,050,141 Community Services $ 19,304,054 $ 19,304,054 Public Works $ 4,569,689 $ 4,569,689 Program Expenditures Total $ 27,732,394 $ - $ 27,732,394 Loans $ 249,000 $ 249,000 Work-In-Progress $ - $ - Transfers to Other Funds $ 1,158,456 $ 1,158,456 Contingency $ 632,966 $ 632,966 Total Budget $ 29,772,816 $ - $ 29,772,816 Ending Fund Balance $ 4,835,035 $ - $ 4,835,035 Total Requirements $ 34,607,851 $ - $ 34,607,851 5of14 Exhibit A Fiscal Year 2010-11 Budget Amendment#11-02 2 a. &2 b. Recognition of Grant Revenues Receipt of grant revenues received after adoption of FY 2011 budget for Police and Library. Revised Adopted Revised Budget Amendment Budget General Fund Resources Beginning Fund Balance $ 6,117,299 $ 6,117,299 Property Taxes $ 12,218,117 $ 12,218,117 Franchise Fees $ 4,706,831 $ 4,706,831 Licenses&Permits $ 861,296 $ 861,296 Intergovernmental $ 5,616,141 $ 139,892 $ 5,756,033 Charges for Services $ 254,793 $ 254,793 Fines&Forfeitures $ 936,000 $ 936,000 Interest Earnings $ 102,184 $ 102,184 Miscellaneous $ 22,209 $ 22,209 Other Financing Sources $ 249,000 $ 249,000 Transfers In from Other Funds $ 3,523,981 $ 3,523,981 Total Resources $ 34,607,851 $ 139,892 $ 34,747,743 Requirements Policy and Administration $ 808,510 $ 808,510 Community Development $ 3,050,141 $ 3,050,141 Community Services $ 19,304,054 $ 139,892 $ 19,443,946 Public Works $ 4,569,689 $ 4,569,689 Program Expenditures Total $ 27,732,394 $ 139,892 $ 27,872,286 Loans $ 249,000 $ 249,000 Work-In-Progress $ - $ - Transfers to Other Funds $ 1,158,456 $ 1,158,456 Contingency $ 632,966 $ 632,966 Total Budget $ 29,772,816 $ 139,892 $ 29,912,708 Ending Fund Balance $ 4,835,035 $ - $ 4,835,035 Total Requirements $ 34,607,851 $ 139,892 $ 34,747,743 6of14 Exhibit A Fiscal Year 2010-11 Budget Amendment#11-02 3. Increase in Professional Services& Contract Carryovers a. Carryforward appropriation to hire a consultant to conduct a federally approved overhead and hourly rate study. b. Contract carryovers for the Geographic Information System (GIS) and Accela. Adopted Revised Budget Amendment Budget Central Services Fund Resources Beginning Fund Balance $ 58,376 $ 58,376 Property Taxes $ - $ - Franchise Fees $ - $ - Licenses&Permits $ 20,000 $ 20,000 Intergovernmental $ - $ - Charges for Services $ - $ - Fines&Forefeitures $ - $ - Interest Earnings $ 584 $ 584 Nliscellaneous $ - $ - Other Financing Sources $ - $ - Transfers In from Other Funds $ 6,517,963 $ 6,517,963 Total Resources $ 6,596,923 $ - $ 6,596,923 Requirements Policy and Administration $ 6,031,190 $ 59,697 $ 6,090,887 Program Expenditures Total $ 6,031,190 $ 59,697 $ 6,090,887 Transfers to Other Funds $ - $ - Contingency $ 559,336 $ (59,697) $ 499,639 Total Budget $ 6,590,526 $ - $ 6,590,526 Ending Fund Balance $ 6,397 $ - $ 6,397 Total Requirements $ 6,596,923 $ - $ 6,596,923 7of14 Exhibit A Fiscal Year 2010-11 Budget Amendment#11-02 4. a. Fanno Creek Park Carryforward amount of the HDR Engineering contract to complete work through land use stage of project. Adopted Revised Budget Amendment Budget Parks SDC Fund Resources Beginning Fund Balance $ 2,546,398 $ 15,000 $ 2,561,398 Total Resources $ 2,922,863 $ 15,000 $ 2,937,863 Requirements Program Expenditures Total $ - $ - $ - Transfers to Other Funds $ 2,408,263 $ 15,000 $ 2,423,263 Contingency $ - $ - Total Budget $ 2,690,111 $ 15,000 $ 2,705,111 Ending Fund Balance $ 232,752 $ - $ 232,752 Total Requirements $ 2,922,863 $ 15,000 $ 2,937,863 Adopted Revised Budget Amendment Budget Parks Capital Fund Resources Beginning Fund Balance $ 115,020 $ 115,020 Intergovernmental $ 3,350,000 $ 3,350,000 Transfers In from Other Funds $ 2,692,100 $ 15,000 $ 2,707,100 Total Resources $ 6,157,120 $ 15,000 $ 6,172,120 Requirements Program Expenditures Total $ - $ - $ - Work-In-Progress $ 6,074,100 $ 15,000 $ 6,089,100 Transfers to Other Funds $ 71,898 $ 71,898 Contingency $ - $ - Total Budget $ 6,145,998 $ 15,000 $ 6,160,998 Ending Fund Balance $ 11,122 $ - $ 11,122 Total Requirements $ 6,157,120 $ 15,000 $ 6,172,120 8of14 Exhibit A Fiscal Year 2010-11 Budget Amendment#11-02 4.b. Permit Center Roof Recognition of grant revenue to be used for repair of Permit Center Roof. Revised Adopted Revised Budget Amendment Budget General Fund Resources Beginning Fund Balance $ 6,117,299 $ 6,117,299 Property Taxes $ 12,218,117 $ 12,218,117 Franchise Fees $ 4,706,831 $ 4,706,831 Licenses&Permits $ 861,296 $ 861,296 Intergovernmental $ 5,616,141 $ 230,500 $ 5,846,641 Charges for Services $ 254,793 $ 254,793 Fines&Forefeitures $ 936,000 $ 936,000 Interest Earnings $ 102,184 $ 102,184 Miscellaneous $ 22,209 $ 22,209 Other Financing Sources $ 249,000 $ 249,000 Transfers In from Other Funds $ 3,523,981 $ 3,523,981 Total Resources $ 34,607,851 $ 230,500 $ 34,838,351 Requirements Policy and Administration $ 808,510 $ 808,510 Community Development $ 3,050,141 $ 3,050,141 Community Services $ 19,304,054 $ 19,304,054 Public Works $ 4,569,689 $ 4,569,689 Program Expenditures Total $ 27,732,394 $ - $ 27,732,394 Loans $ 249,000 $ 249,000 Work-In-Progress $ - $ - Transfers to Other Funds $ 1,158,456 $ 1,158,456 Contingency $ 632,966 $ 230,500 $ 863,466 Total Budget $ 29,772,816 $ 230,500 $ 30,003,316 Ending Fund Balance $ 4,835,035 $ - $ 4,835,035 Total Requirements $ 34,607,851 $ 230,500 $ 34,838,351 9of14 Exhibit A Fiscal Year 2010-11 Budget Amendment#11-02 4.c. Water Building Lease Payment Payment for the lease of the Water Building to bring payment schedule current. In August 2007,an intergovernmental agreement was made between the Intergovernmental Water Board and the City to lease the Water Building. Due to staff turnover,payments for the lease are 3 years in arrears plus this year's payment at a cost of$58,752 per year for a total of$235,007. The cost for the lease will be paid by those operating funds that are housed in the Water Building. They include the Gas Tax,Storm,Sanitary Sewer,and General Funds. By agreement,the Water Fund is exempt. Adopted Revised Budget Amendment Budget Water Fund Resources Beginning Fund Balance $ 2,410,162 $ 2,410,162 Licenses&Permits $ 55,000 $ 55,000 Charges for Services $ 8,067,083 $ 8,067,083 Interest Earnings $ 24,086 $ 24,086 Transfers In from Other Funds $ - $ 235,007 S 235,007 Total Resources $ 10,556,331 $ 235,007 $ 10,791,338 Requirements Public Works $ 6,334,338 $ 235,007 $ 6,569,345 Program Expenditures Total $ 6,334,338 $ 235,007 $ 6,569,345 Transfers to Other Funds $ 3,910,366 $ 3,910,366 Contingency $ 70,487 S 70,487 Total Budget $ 10,315,191 $ 235,007 $ 10,550,198 Ending Fund Balance $ 241,140 $ - $ 241,140 Total Requirements $ 10,556,331 $ 235,007 $ 10,791,338 10 of 14 Exhibit A Fiscal Year 2010-11 Budget Amendment#11-02 4.c. Water Building Lease Payment Adopted Revised Budget Amendment Budget General Fund Resources Beginning Fund Balance $ 6,117,299 $ 6,117,299 Total Resources $ 34,607,851 $ - $ 34,607,851 Requirements Program Expenditures Total $ 27,732,394 $ - $ 27,732,394 Transfers to Other Funds $ 872,956 $ 149,327 $ 1,022,283 Contingency $ 918,466 $ (149,327) $ 769,139 Total Budget $ 29,772,816 $ - $ 29,772,816 Ending Fund Balance $ 4,835,035 $ - $ 4,835,035 Total Requirements $ 34,607,851 $ - $ 34,607,851 Adopted Revised Budget Amendment Budget Gas Tax Fund Resources Beginning Fund Balance $ 3,963,528 $ 3,963,528 Total Resources $ 7,485,062 $ - $ 7,485,062 Requirements Program Expenditures Total $ 1,986,472 $ - $ 1,986,472 Transfers to Other Funds $ 475,622 $ 31,156 $ 506,778 Contingency $ 58,000 $ (31,156) $ 26,844 Total Budget $ 7,472,009 $ - $ 7,472,009 Ending Fund Balance $ 13,053 $ - $ 13,053 Total Requirements $ 7,485,062 $ - $ 7,485,062 11 of 14 Exhibit A Fiscal Year 2010-11 Budget Amendment#11-02 4.c. Water Building Lease Payment Adopted Revised Budget Amendment Budget Sanitary Sewer Fund Resources Beginning Fund Balance $ 9,884,621 $ 9,884,621 Total Resources $ 11,833,467 $ - $ 11,833,467 Requirements Program Expenditures Total $ 1,068,629 $ - $ 1,068,629 Transfers to Other Funds $ 196,289 $ 23,368 $ 219,657 Contingency $ 265,000 $ (23,368) $ 241,632 Total Budget $ 2,359,585 $ - $ 2,359,585 Ending Fund Balance $ 9,473,882 $ - $ 9,473,882 Total Requirements $ 11,833,467 $ - $ 11,833,467 Adopted Revised Budget Amendment Budget Storm Fund Resources Beginning Fund Balance $ 781,889 $ 781,889 Total Resources $ 2,586,465 $ - $ 2,586,465 Requirements Program Expenditures Total $ 1,315,372 $ - $ 1,315,372 Transfers to Other Funds $ 214,839 $ 31,156 $ 245,995 Contingency $ 270,000 $ (31,156) $ 238,844 Total Budget $ 2,104,211 $ - $ 2,104,211 Ending Fund Balance $ 482,254 $ - $ 482,254 Total Requirements $ 2,586,465 $ - $ 2,586,465 12 of 14 Exhibit A Fiscal Year 2010-11 Budget Amendment#11-02 S. Tree Replacement Fund Transfer In FY 2008-09,the Tree Replacement Fund was created in order to account for funds collected from developers in lieu of planting trees. Fees collected were previously accounted for in the General Fund for 2007-2008 and prior to that were in the Parks Capital Fund. For FY 2008-2009,$575,000 was budgeted as a transfer from the General Fund to the Tree Replacement fund for fees collected through that fiscal year. Due to staff turnover, only the revenue for FY 2008-2009 was transferred leaving the prior year fees in the General Fund. The amount remaining for transfer to the Tree Replacement Fund is$371,778. While planning the FY 2011 Budget,it was anticipated that the issue would be rectified during FY 2009-2010. This did not happen. The result is that the FY 2010-2011 General Fund Beginning Fund Balance is higher by the remaining$371,778,funding the transfer to the Tree Fund. Adopted Revised Budget Amendment Budget Tree Replacement Fund Resources Beginning Fund Balance $ 464,412 $ (371,778) $ 92,634 Interest Earnings $ 4,000 $ 4,000 Tree Replacement Revenue $ 40,000 $ 40,000 Transfers In from Other Funds $ - $ 371,778 $ 371,778 Total Resources $ 508,412 $ - $ 508,412 Requirements Transfers to Other Funds $ 204,500 $ 204,500 Contingency $ - Total Budget $ 204,500 A - $ 204,500 Ending Fund Balance $ 303,912 $ - $ 303,912 Total Requirements $ 508,412 $ - $ 508,412 13 of 14 Exhibit A Fiscal Year 2010-11 Budget Amendment#11-02 5. Tree Replacement Fund Transfer Revised Adopted Revised Budget Amendment Budget General Fund Resources Beginning Fund Balance $ 6,117,299 $ 371,778 $ 6,489,077 Total Resources $ 34,607,851 $ 371,778 $ 34,979,629 Requirements Program Expenditures Total $ 27,732,394 $ - $ 27,732,394 Loans $ 249,000 $ 249,000 Transfers to Other Funds $ 1,158,456 $ 371,778 $ 1,530,234 Contingency $ 632,966 $ 632,966 Total Budget $ 29,772,816 $ 371,778 $ 30,144,594 Ending Fund Balance $ 4,835,035 $ - $ 4,835,035 Total Requirements $ 34,607,851 $ 371,778 $ 34,979,629 14 of 14