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Resolution No. 11-19 CITY OF TIGARD, OREGON TIGARD CITY COUNCIL RESOLUTION NO. J Cr A RESOLUTION TO ADOPT A SUPPLEMENTAL BUDGET TO ACHIEVE THE FOLLOWING: 1) TO RECOGNIZE THE $17 MILLION PARKS BOND PROCEEDS; 2) CORRECT THE BUDGETS FOR THE GENERAL OBLIGATION DEBT SERVICE, GAS TAX, STREET MAINTENANCE FEE, AND WATER CAPITAL IMPROVEMENT FUNDS; 3) RECOGNITION OF GRANT AND INTERGOVERNMENTAL REVENUES FOR PUBLIC WORKS, POLICE, AND THE CAPITAL IMPROVEMENT PROGRAM; 4) BUDGET OF UNANTICIPATED EXPENDITURES IN POLICY AND ADMINISTRATION. WHEREAS, the city is acknowledging those items that were unknown at the time the FY 2011 Budget was adopted;and WHEREAS, voters approved the Tigard Parks Bond on November 2, 2010 to be used for land acquisitions and development;and WHEREAS,the city will recognize the use of the$17,000,000 parks bond proceeds;and WHEREAS, there is not sufficient beginning fund balance in the Street Maintenance Fee Fund to pay for expenses incurred by the PMP within the first quarter, resulting in a $200,000 loan from the Gas Tax Fund to Street Maintenance Fee Fund to resolve the cash flow issue;and WHEREAS, the FY 2011 Adopted CIP includes $9,562,003 in capital improvements for the Water Capital Improvement Program (CIP)including the corresponding transfers;and WHEREAS, a scrivener's error resulted in only $7,143,043 of capital improvements were budgeted within Water CIP;and WHEREAS, the city will appropriate the remaining $2,418,960 to be used for the Water Mainline Oversizing project ($100,000), the Water System Development Charge Update ($25,000), and the Water Fund's portion of the L.O./Tigard Water Partnership in the amount of$2,293,960;and WHEREAS, the Library General Obligation Bond was refinanced in January 2011 resulting in a $180,000 refund and an additional beginning fund balance of$70,175;and WHEREAS, the city recognizes $555,955 of expenses to be reimbursed by grants and intergovernmental revenues in Public Works ($6,339);Police ($89,847);The Knoll at Tigard ($459,769); WHEREAS, additional appropriations are needed that are not included in the FY 2011 Adopted Budget as detailed in Exhibit A. NOW,THEREFORE,BE IT RESOLVED by the Tigard City Council that: SECTION 1: The FY 2010-11 Budget is hereby amended as detailed in Supplemental Budget #11-04 including Exhibit A. RESOLUTION NO. 11- I q Page 1 SECTION 2: This resolution is effective immediately upon passage. �t PASSED: This Iq day o 2011. f' t Mayor-City of Tigard ATTEST: -A" t City Recorder-City of Tigard RESOLUTION NO. 11- / G Page 2 City of Tigard Exhibit A FY 2011 Supplemental Budget Amendment Fiscal Year 2010-11 Budget Amendment#11-04 1.Recognition and Use of Parks Bond Proceeds On November 2,2010,Tigard voters approved the issuance of$17 million in General Obligation Bonds-. Those bonds were issued in January 2011. Oregon State Budget Law does-not require the issuing agency to budget use of bond proceeds in the year they are issued;however,this action will add to the transparency of the use of the Bond funds. This action will allow the full amount of the bond funds to be utilized this fiscal year, if they are needed resulting in a budgeted ending fund balance of$0 in the Parks Bond Fund in FY 2011. It is anticipated that approximately$9 million will be spent in this fiscal year. If only$9 million is spent,then the actual ending fund balance in the Parks Bond Fund would be$8 million at the end of FY 2011,which would be consistent with the beginning fund balance in the Parks Bond Fund in the Approved FY 2012 Budget. Revised Adopted Revised Budget Amendment Budget Parks Bond Fund Resources Beginning Fund Balance $ $ - Intergovernmental $ $ 17,000,000 $ 17,000,000 Total Resources $ $ 17,000,000 $ 17,000,000 Requirements Debt Service $ - $ - Transfers to Other Funds $ $ 17,000,000 $ 17,000,000 Total Budget $ $ 17,000,000 $ 17,000,000 Reserve For Future Expenditure $ $ - $ - Total Requirements $ $ 17,000,000 $ 17,000,000 Revised 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 $ 17,000,000 $ 19,692,100 Total Resources $ 6,157,120 $ 17,000,000 $ 23,157,120 Requirements Program Expenditures Total $ - $ - $ - Work-In-Progress $ 6,074,100 $ 17,000,000 $ 23,074,100 Transfers to Other Funds $ 71,898 $ 71,898 Total Budget $ 6,145,998 $ 17,000,000 $ 23,145,998 Reserve For Future Expenditure $ 11,122 $ - $ 11,122 Total Requirements $ 6,157,120 $ 17,000,000 $ 23,157,120 Page 1 of 13 City of Tigard Exhibit A FY 2011 Supplemental Budget Amendment Fiscal Year 2010-11 Budget Amendment#11-04 2.Street Maintenance&Gas Tax Funds The Street Maintenance Fee funds the Pavement Management Program(PMP).Although the The Street Maintenance Fee Fund collects enough revenue in total by the end of the year, the construction for the PMP is completed by October.Therefore,there is a lag in tirrng between when revenues are received and when they are expensed by the PMP.As a result, Gas Tax Funds have been used to provide a loan to the Street Maintenance Fee Fund. Revised Adopted Revised Budget Amendment Budget Street Maintenance Fund Resources Beginning Fund Balance $ 201,256 $ 201,256 Charges for Services $ (5,000) $ (5,000) Interest Earnings $ 2,013 $ 2,013 Miscellaneous $ 1,271,046 $ 1,271,046 Other Financing Sources $ - $ - Transfers In from Other Funds $ - $ 200,000 $ 200,000 Total Resources $ 1,469,315 $ 200,000 $ 1,669,315 Requirements Program Expenditures Total $ - $ - $ - Work-In-Progress $ 840,400 $ 840,400 Transfers to Other Funds $ 254,454 $ 200,000 $ 454,454 Contingency $ - $ - Total Budget $ 1,094,854 $ 200,000 $ 1,294,854 Reserve For Future Expenditure $ 374,461 $ - $ 374,461 Total Requirements $ 1,469,315 $ 200,000 $ 1,669,315 Page 2 of 13 City of Tigard Exhibit A FY 2011 Supplemental Budget Amendment Fiscal Year 2010-11 Budget Amendment#11-04 2.Street Maintenance&Gas Tax Funds Revised Adopted Revised Budget Amendment Budget Gas Tax Fund Resources Beginning Fund Balance $ 3,963,528 $ 3,963,528 Licenses-&Permits $ 2,602 $ 2,602 Intergovernmental $ 2,586,716 $ 2,586,716 Charges for Services $ - $ - Fines&Forefeitures $ - $ - Interest Earnings $ 54,906 $ 54,906 Miscellaneous $ $ - Other Financing Sources $ $ - Transfers In from Other Funds $ 877,310 $ 200,000 $ 1,077,310 Total Resources $ 7,485,062 $ 200,000 $ 7,685,062 Requirements Public Works $ 1,986,472 $ 1,986,472 Program Expenditures Total $ 1,986,472 $ - $ 1,986,472 Debt Service $ 564,000 $ 564,000 Loans $ 200,000 $ 200,000 Work-In-Progress $ 4,187,915 $ 4,187,915 Transfers to Other Funds $ 475,622 $ 200,000 $ 675,622 Contingency $ 58,000 $ 58,000 Total Budget $ 7,472,009 $ 200,000 $ 7,672,009 Reserve For Future Expenditure $ 13,053 $ - $ 13,053 Total Requirements $ 7,485,062 $ 200,000 $ 7,685,062 Page 3 of 13 City of Tigard Exhibit A FY 2011 Supplemental Budget Amendment Fiscal Year 2010-11 Budget Amendment#11-04 3.Water Capital Improvement Program The Capital Improvement Program has$9,562,003 of improvements budgeted in FY 2011. The necessary transfers to support the Water CIP Fund have been budgeted.However,only $7,143,043 of capital improvements were budgeted due to a scrivener's error.The difference of $2,418,960 is made up of the following projects:Water Mainline Oversizing($100,000), Water System Develop Charge Update($25,000);and the Water Fund's portion of the L.O./Tigard Water Partnership($2,293,960). Revised Adopted Revised Budget Amendment Budget Water CIP Fund Resources Beginning Fund Balance $ 2,290,176 $ 2,290,176 Licenses&Pemuts $ 70,000 $ 70,000 Intergovernmental $ 3,543,043 $ 3,543,043 Interest Earnings $ 12,902 $ 12,902 Other Financing Sources $ 2,500,000 $ 2,500,000 Transfers In from Other Funds $ 3,261,652 $ 3,261,652 Total Resources $ 11,677,773 $ $ 11,677,773 Requirements Program Expenditures Total $ - $ $ - Debt Service $ 225,000 $ 225,000 Work-In-Progress $ 7,143,043 $ 2,418,960 $ 9,562,003 Transfers to Other Funds $ 1,141,024 $ 1,141,024 Total Budget $ 8,309,067 $ 2,418,960 $ 10,928,027 Reserve For Future Expenditure $ 3,168,706 $ (2,418,960) $ 749,746 Total Requirements $ 11,677,773 $ - $ 11,677,773 Page 4 of 13 City of Tigard Exhibit A FY 2011 Supplemental Budget Amendment Fiscal Year 2010-11 Budget Amendment#11-04 4.General Obligation Debt Service Fund The Library General Obligation Bond was refunded in January 2011. Asa result,there were some additional unanticipated expenses to be paid which would result in expenditures being over budget if not corrected. In addition,the refunding also produced unanticipated revenues in the form of a$180,000 premium. Finally the FY 2010-11 Beginning Fund Balance was larger than anticipated when the Bugdet was adopted,in the amount of$70,175. The unanticipated revenues-and larger Beginning Fund Balance coves the unanticipated expenses-. Revised Adopted Revised Budget Amendment Budget GO Debt Service Fund Resources Beginning Fund Balance $ 78,761 $ 70,175 $ 148,936 Property Taxes $ 988,883 $ 988,883 Interest Earnings $ 4,544 $ 4,544 Miscellaneous $ - $ 180,000 $ 180,000 Total Resources $ 1,072,188 $ 250,175 $ 1,322,363 Requirements Program Expenditures Total $ - $ - $ - Debt Service $ 976,383 $ 250,175 $ 1,226,558 Total Budget $ 976,383 $ 250,175 $ 1,226,558 Reserve For Future Expenditure $ 95,805 $ - $ 95,805 Total Requirements $ 1,072,188 $ 250,175 $ 1,322,363 Page 5 of 13 City of Tigard Exhibit A FY 2011 Supplemental Budget Amendment Fiscal Year 2010-11 Budget Amendment#11-04 5.Professional/Contractual Services Additional labor attorney costs are anticipated to occur prior to the end of the fiscal year due to the Tigard Police Officers Association arbritration meetings. In addition,costs have been anticipated for the executive search firm's expenses for recruitment of a new City Manager. Revised Adopted Revised Budget Amendment Budget Central Services Fund Resources Beginning Fund Balance $ 58,376 $ 58,376 Licenses&Permits $ 20,000 $ 20,000 Interest Earnings $ 584 $ 584 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 $ 41,000 $ 6,072,190 Program Expenditures Total $ 6,031,190 $ 41,000 $ 6,072,190 Contingency $ 559,336 $ (41,000) $ 518,336 Total Budget $ 6,590,526 $ $ 6,590,526 Reserve For Future Expenditure $ 6,397 $ $ 6,397 Total Requirements $ 6,596,923 $ $ 6,596,923 Page 6 of 13 City of Tigard Exhibit A FY 2011 Supplemental Budget Amendment Fiscal Year 2010-11 Budget Amendment#11-04 6.Transfer from Water Fund Due to the switch to monthly billing in January 2011,the costs for printing and mailing utility bills has increased$68,000 and contracted meter reading has increased$40,000 in Utility Billing. The increased costs arc supported through an increased transfer from the Water Fund. Revised 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 Total Resources $ 10,556,331 $ $ 10,556,331 Requirements Public Works $ 6,334,338 $ 6,334,338 Program Expenditures Total $ 6,334,338 $ $ 6,334,338 Transfers to Other Funds $ 3,910,366 $ 108,000 $ 4,018,366 Contingencv $ 70,487 $ (70,487) $ - Total Budget $ 10,315,191 $ 37,513 $ 10,352,704 Reserve For Future Expenditure $ 241,140 $ (37,513) $ 203,627 Total Requirements $ 10,556,331 $ $ 10,556,331 Revised Adopted Revised Budget Amendment Budget Central Services Fund Resources Beginning Fund Balance $ 58,376 $ 58,376 Licenses&Permits $ 20,000 $ 20,000 Interest Earnings $ 584 $ 584 Transfers In from Other Funds $ 6,517,963 $ 108,000 $ 6,625,963 Total Resources $ 6,596,923 $ 108,000 $ 6,704,923 Requirements Policy and Administration $ 6,031,190 $ 108,000 $ 6,139,190 Program Expenditures Total $ 6,031,190 $ 108,000 $ 6,139,190 Contingency $ 559,336 $ - $ 559,336 Total Budget $ 6,590,526 $ 108,000 $ 6,698,526 Reserve For Future Expenditure $ 6,397 $ - $ 6,397 Total Requirements $ 6,596,923 $ 108,000 $ 6,704,923 Page 7 of 13 City of Tigard Exhibit A FY 2011 Supplemental Budget Amendment Fiscal Year 2010-11 Budget Amendment#11-04 7.Recognition of Grant and Intergovernmental Revenues in PW&Police Receipt of grant revenues not included in the FY 2011 budget and awarded since last Supplemental at end of September 2010 for Public Works and Police. The following is a list of the items: PAWL Works $ 2,700 Reimbursement Homeland Security for emergency tracking system. $ 2,806 Reimbursement from Homeland Secuirity for purchase of satellite phones. $ 833 Reimbursement from Homeland Security for costs associated with the Community Emergency Reponse Team program including travel. nAg $ 12,425 2010 Homeland Security $ 10,000 Grant from State Farm Insurance $ 6,000 SAFE Schools Grant-Summer Camp $ 5,000 SAFE Schools Grant-Twality $ 6,800 Washington Square $ 24,022 Tigard Tums the Tide $ 12,800 Metro Gang Task Force $ 12,800 Innocence Lost Task Force 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 $ 96,186 $ 5,712,327 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 $ 96,186 $ 34,704,037 Requirements Policy and Administration $ 808,510 $ 808,510 Community Development $ 3,050,141 $ 3,050,141 Community Services $ 19,304,054 $ 89,847 $ 19,393,901 Public Works $ 4,569,689 $ 6,3.39 $ 4,576,028 Program Expenditures Total $ 27,732,394 $ 96,186 $ 27,828,580 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 $ 96,186 $ 29,869,002 Ending Fund Balance $ 4,835,035 $ - $ 4,835,035 Total Requirements $ 34,607,851 $ 96,186 $ 34,704,037 Page 8 of 13 City of Tigard Exhibit A FY 2011 Supplemental Budget Amendment Fiscal Year 2010-11 Budget Amendment#11-04 8.The Knoll at Tigard This project is funded by a Community Development Block Grant.This grant is a pass-through,of which the city is the administrator for Community Partners for Affordable Housing(CPAq.This admendment will recognize both revenues and expenses for this project. The grant runs through the Gas Tax Fund because the proceeds were used for right-of-way,road,and sidewalk improvements. Revised Adopted Revised Budget Amendment Budget Gas Tax Fund Resources Beginning Fund Balance $ 3,963,528 $ 3,963,528 Licenses&Permits $ 2,602 $ 2,602 Intergovernmental $ 2,586,716 $ 459,769 $ 3,046,485 Interest Earnings $ 54,906 $ 54,906 Transfers In from Other Funds $ 877,310 $ 877,310 Total Resources $ 7,485,062 $ 459,769 $ 7,944,831 Requirements Public Works $ 1,986,472 $ 1,986,472 Program Expenditures Total $ 1,986,472 $ - $ 1,986,472 Debt Service $ 564,000 $ 564,000 Loans $ 200,000 $ 200,000 Work-In-Progress $ 4,187,915 $ 459,769 $ 4,647,684 Transfers to Other Funds $ 475,622 $ 475,622 Contingency $ 58,000 $ 58,000 Total Budget $ 6,908,009 $ 459,769 $ 7,367,778 Ending Fund Balance $ 577,053 $ - $ 577,053 Total Requirements $ 7,485,062 $ 459,769 $ 7,944,831 Page 9 of 13 City of Tigard Exhibit A FY 2011 Supplemental Budget Amendment Fiscal Year 2010-11 Budget Amendment#11-04 9. Water Building Lease Payment Payment for the lease of the Water Building is in the FY 2011 budget.However,a change in the allocation is needed that will save the General Fund a total of$39,487.Payment is based on FTE of which those operating funds including General Fund,Sanitary Sewer,and Storm Funds will share the cost. 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&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 $ $ 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 $ 872,956 $ (39,487) $ 833,469 Contingency $ 918,466 $ 918,466 Total Budget $ 29,772,816 $ (39,487) $ 29,733,329 Reserve For Future Expenditure $ 4,835,035 $ 39,487 $ 4,874,522 Total Requirements $ 34,607,851 $ $ 34,607,851 Page 10 of 13 City of Tigard Exhibit A FY 2011 Supplemental Budget Amendment Fiscal Year 2010-11 Budget Amendment#11-04 9. Water Building Lease Payment Adopted Revised Budget Amendment Budget Gas Tax Fund Resources Beginning Fund Balance $ 3,963,528 $ 3,963,528 Property Taxes $ - $ - Franchis'e Fees $ - $ - Licenses&Permits $ 2,602 $ 2,602 Intergovernmental $ 2,586,716 $ 2,586,716 Charges for Services $ - $ - Fines&Forefeitures $ - $ - Interes't Earnings $ 54,906 $ 54,906 Miscellaneous $ - $ - Other Financing Sources $ - $ Transfers In from Other Funds $ 877,310 $ $ 877,310 Total Resources $ 7,485,062 $ $ 7,485,062 Requirements Policy and Administration $ - $ - Community Development $ $ Community Services $ $ Public Works $ 1,986,472 $ 1,986,472 Program Expenditures Total $ 1,986,472 $ - $ 1,986,472 Debt Service $ 564,000 $ 564,000 Loans $ 200,000 $ 200,000 Work-In-Progress $ 4,187,915 $ 4,187,915 Transfers to Other Funds $ 475,622 $ (31;156) $ 444,466 Contingency $ 58,000 $ 58,000 Total Budget $ 7,472,009 $ (31,156) $ 7,440,853 Reserve For Future Expenditure $ 13,053 $ 31,156 $ 44,209 Total Requirements $ 7,485,062 $ - $ 7,485,062 Page 11 of 13 City of Tigard Exhibit A FY 2011 Supplemental Budget Amendment Fiscal Year 2010-11 Budget Amendment#11-04 9. Water Building Lease Payment Adopted Revised Budget Amendment Budget Sanitary Sewer Fund Resources Beginning Fund Balance $ 9,884,621 $ 9,884,621 Property Taxes $ - $ - Franchise Fees- $ - $ - Licenses&Permits $ 25,000 $ 25,000 Intergovernmental $ - $ - Charges for Services $ 1,700,000 $ 1,700,000 Fines&Forefenures $ - $ - Interest Earnings- $ 98,846 $ 98,846 Miscellaneous $ 125,000 $ 125,000 Other Financing Sources $ - $ - Transfers In from Other Funds $ - $ - Total Resources $ 11,833,467 $ $ 11,833,467 Requirements Policy and Administration $ - $ - Community Development $ $ Community Services $ - $ - Public Works $ 1,068,269 $ 1,068,269 Program Expenditures Total $ 1,068,269 $ - $ 1,068,269 Loans $ $ - Work-In-Progress $ - $ - Transfers to Other Funds $ 196,289 $ 30,275 $ 226,564 Contingency $ 265,000 $ (30,275) $ 234,725 Total Budget $ 1,529,558 $ $ 1,529,558 Reserve For Future Expenditure $ 10,303,909 $ $ 10,303,909 Total Requirements $ 11,833,467 $ $ 14833,467 Page 12 of 13 City of Tigard Exhibit A FY 2011 Supplemental Budget Amendment Fiscal Year 2010-11 Budget Amendment#11-04 9. Water Building Lease Payment Adopted Revised Budget Amendment Budget Storm Fund Resources Beginning Fund Balance $ 781,889 $ 781,889 Property Taxes $ - $ - Franchise Fees $ - $ Licenses&Permits $ $ - Intergovernmental $ - $ - Charges for Services $ 1,796,757 $ 1,796,757 Fines&Forefeitures $ - $ - Interest Earnings $ 7,819 $ 7,819 Miscellaneous $ - $ - Other Financing Sources $ - $ Transfers In from Other Funds $ - $ - Total Resources $ 2,586,465 $ $ 2,586,465 Requirements Policy and Administration $ - $ - Community Development $ - $ Community Services $ - $ - Public Works $ 1,315,372 $ 1,315,372 Program Expenditures Total $ 1,315,372 $ $ 1,315,372 Loans $ - $ - Work-In-Progress $ 304,000 $ 304,000 Transfers to Other Funds $ 214,839 $ 40,368 $ 255,207 Contingency $ 270,000 $ (40,368) $ 229,632 Total Budget $ 2,104,211 $ $ 2,104,211 Reserve For Future Expenditure $ 482,254 $ $ 482,254 Total Requirements $ 2,586,465 $ $ 2,586,465 Page 13 of 13