Regular 2.
Regular City Council Meeting
- Meeting Date:
- 04/22/2013
- TITLE
- Public Hearing and Resolution for FY13 Third Quarter Budget Amendments
- PRESENTED BY:
- Patrick M. Weber Finance Director
- Department:
- City Hall Administration
Presentation:
Information
PROBLEM/ISSUE STATEMENT
Third Quarter Budget amendments for Fiscal year 2012/2013 are requested for the following:
The City Clerk is purchasing software with a cost of $4,800 per year to manage public records requests. All departments will use this software as it is a product of AgendaQuick which the City uses for Council memos.
HUD performed a site audit of grant programs and determined that there were certain expenditures made that should not have been supported by grant funds. In FY13, the City sold land to the Catholic Church that was part of the land held for sale in the Urban Renewal Property Acquisition Fund. A portion of these proceeds will be used to reimburse the CDBG grant fund for salaries and HUD to return award monies.
On May 29, 2012, Council approved the use of $1,000 of council contingency funds to be used by the Human Relations Board. As of July 1, 2012, the amount remaining of this award was $1,000. The Board also received a $500 donation for its cost of materials, of which $41 remained as of July 1, 2012. Therefore, the Board requests that Council reduce the FY 13 Council Contingency budget by $1,000, and increase the Human Relations account by $1,041.
On March 25, 2013, Council approved the use of Council Contingency monies for four projects. One of the projects was to establish a HOME-like loan/grant program in Community Development Grants Fund of $250,000. This results in a decrease in budget authority in the Council Contingency account and an increase in revenues and expenses in the Community Development Grants Fund.
On March 25, 2013, Council approved the use of Council Contingency monies for four projects. One of the projects was to purchase New World Software for the Police Department for $600,000. Since the contracts for the new software will not be completed until FY14, the budget authority needs to be reduced in FY13 to not overstate available contingency funds. The $600,000 will be budgeted in FY 14 as a contract cannot not be executed by June 30, 2013.
The City Clerk is purchasing software with a cost of $4,800 per year to manage public records requests. All departments will use this software as it is a product of AgendaQuick which the City uses for Council memos.
HUD performed a site audit of grant programs and determined that there were certain expenditures made that should not have been supported by grant funds. In FY13, the City sold land to the Catholic Church that was part of the land held for sale in the Urban Renewal Property Acquisition Fund. A portion of these proceeds will be used to reimburse the CDBG grant fund for salaries and HUD to return award monies.
On May 29, 2012, Council approved the use of $1,000 of council contingency funds to be used by the Human Relations Board. As of July 1, 2012, the amount remaining of this award was $1,000. The Board also received a $500 donation for its cost of materials, of which $41 remained as of July 1, 2012. Therefore, the Board requests that Council reduce the FY 13 Council Contingency budget by $1,000, and increase the Human Relations account by $1,041.
On March 25, 2013, Council approved the use of Council Contingency monies for four projects. One of the projects was to establish a HOME-like loan/grant program in Community Development Grants Fund of $250,000. This results in a decrease in budget authority in the Council Contingency account and an increase in revenues and expenses in the Community Development Grants Fund.
On March 25, 2013, Council approved the use of Council Contingency monies for four projects. One of the projects was to purchase New World Software for the Police Department for $600,000. Since the contracts for the new software will not be completed until FY14, the budget authority needs to be reduced in FY13 to not overstate available contingency funds. The $600,000 will be budgeted in FY 14 as a contract cannot not be executed by June 30, 2013.
ALTERNATIVES ANALYZED
The Council may approve or not approve the budget amendments. In several cases, the Council approved projects and expenditures from the affected Funds with the knowledge that amendments would be needed before the end of the fiscal year. Spending more than is permitted by official Council action would violate the state's municipal budget law.
FINANCIAL IMPACT
The requested budget amendments will be funded by additional revenues or reserves as indicated on the Resolution attachment.
RECOMMENDATION
Staff recommends that the City Council conduct a public hearing and approve the resolution approving and adopting the third quarter budget amendments for Fiscal Year 2012/2013.