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HomeMy WebLinkAboutReg 2009-04-20 Item 8C - Budget Amendment - Howard Hanson Dam Expenses for $50,000CAS NUMBER 09-052 SUMMARY MTG. DATE 04/20/09 Initials IVleeting Date Prepared by I Iviq i reviex Council revien) 04/20/09 SH t /ii1,.k1./ 1 Altg Date 04/20/09 A1tg Date 04/20/09 Altg Date $50,000 Fund Source: GENERAL FUND FUND.BALANCE Convnents: COUNCIL AGENDA SYNOPSIS ITEM INFORMATION hrl';nf TPri,l': Howard Hanson Dam budget amendment !ORIGINAL AGI D,\ DATI?: APRIL 20, 2009 RECORD OF COUNCIL ACTION AItg Date MTG. DATE ATTACHMENTS 04/20/09 I Informational memorandum dated 3/27/09 Authorization for Transfer of Funds dated 3/30/09 Minutes from the Finance and Safety Committee Meeting of 4/07/09 $50,000 ITEM No. Discussion Motion U Resolution T Ordinance 1 1 Bid Award 7 Public Hearin; Other Altg Date Altg Date Council 1 Nlcyor n Adm Svcs n DCD Finance Fire n Legul P&R Police I NV AItg Date The budget amendment will provide funding from General Fund fund balance for expenses related to the Howard Hanson Dam outreach, promotional material and other expenses. The Council is being asked to approve the budget amendment.. RI •;\'I I ;\\'I?D BY I COW Mtg. 1 1 CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte 1 Arts Comm. 1 I Parks Comm. Planning Comm. DATE: 04/07/09 RECOMMENDATIONS: SPONSOR /ADMIN. Approval of amendment COMMV1'iT, Unanimous Approval; Forward to Regular Meeting on 4/20/09 COST IMPACT FUND SOURCE ExPI,NDI'1'URl': RI?OUIRI?D AMOUNT BUDGETED APPROPRIATION REQUIRED TO: ISSUE BACKGROUND DISCUSSION City of Tukwila INFORMATIONAL MEMORANDUM Mayor Haggerton Rhonda Berry Finance and Safety Committee FROM: Shawn Hunstock, Finance Directo DATE: March 27, 2009 SUBJECT: Howard Hanson Dam Budget Amendment Jim Haggerton, Mayor Departments are incurring expenses related to public outreach and other tasks for the Howard Hanson Dam project. The expenses are currently being accumulated within the Public Works Department as a component of Emergency Management. The attached Authorization for Transfer of Funds will provide a budget for these expenses. The City began incurring expenses related to public outreach materials, web site updates, etc, as soon as we were aware that there was an issue with the Howard Hanson Dam. These expenses are related to increasing public knowledge about the condition of the dam, what the City's planning efforts are related to emergency response, as well as information for the public regarding flood insurance available from the National Flood Insurance Program. Staff time to date has been paid for through existing departmental budgets. Once it became clear that the City would incur additional expenses related to brochures, mailings and other items, an accounting structure was established within Emergency Management in Public Works to account for these expenses. The intent was to fund the expenses with a budget amendment once there was a better idea of the scope of the City's efforts. The attached Authorization for Transfer of Funds will provide funding for the various expenses related to the Howard Hanson Dam project. Funding will also be provided for overtime and benefits, as well as extra labor as needed, and for distribution of materials to residents and businesses. It is expected that departments will continue to pay for staff time related to the dam project, but the new funding considered herein would provide resources for incremental hourly wages or overtime, and accompanying benefits, as necessary for additional work outside of employee's normally scheduled work hours. Funding is also provided for supplies, professional services and other miscellaneous expenses. Budget monitoring and control will reside within the Public Works department which will administer the funds along with other emergency management funding. INFORMATIONAL MEMO Page 2 RECOMMENDATION The Council is being asked to approve the Authorization for Transfer of Funds and consider this item at the April 7, 2009 Finance and Safety Committee meeting, the April 13, 2009 Committee of the Whole meeting and subsequent April 20, 2009 Regular Meeting. ATTACHMENTS Authorization for Transfer of Funds form U:1Budgetll nfoMemoHHDBudget.dac To: the COrksn 3/31/2009 City of Tukwila AUTHORIZATION FOR TRANSFER OF FUNDS Department: Public Works Date: March 30, 2009 Under the provisions of Ordinance No. 2221, the following transfer of funds within the budget class is requested: Budget Line Item Number/ BAR From: 000.20.291.840.00.00 Total Budget Line Item Number BAR 000.13.525.600.11.00 000.13.525.600.21.00 000.13.525.600.31.00 000.13.525.600.41.00 APPROVED BY THE DEPARTMENT HEAD: Signature: APPROVED BY THE MAYOR: Signature: $50,000 $50,000 $15,000 $1,500 $13,500 $20,000 Total $50,000 Detailed justification for transfer: Transfer out of fund balance for estimated expenses related to public outreach for Howard Hanson Dam Project. Expenses for overtime, benefits, extra labor, supplies and professional services are estimated. APPROVED BY THE TUKWILA CITY COUNCIL AT A MEETING THEREOF: day of 20 Amount Amount Date: Date: 1 FINANCE AND SAFETY COMMITTEE Meeting Minutes April 7, 2009, 5:00 p.m.; Conference Room #3 PRESENT Councilmembers: Pam Linder, Chair; Joe Duffle and De' Sean Quinn Staff: Shawn Hunstock, Trish Kinlow, Mike Villa, Jim Morrow, Gail Labanara, Mary Miotke, Rhonda Berry and Kimberly Matej CALL TO ORDER: Chair Linder called the meeting to order at 5:04 p.m. I. PRESENTATIONS No presentations. City of Tukwila Finance and Safety Committee II. BUSINESS AGENDA A. Tukwila Municipal Court Participation in the Statewide Amnesty Program* Staff is seeking Council support of the Court's participation in a statewide Amnesty Program which will give defendants the opportunity to pay off delinquent fines with interest and collection fees reduced or eliminated. The amnesty program, which will run May 1 through May 31, will benefit both citizens and government. The United States Supreme Court has expressed support for such amnesty programs throughout the country. UNANIMOUS APPROVAL. FORWARD TO APRIL 20 REGULAR MEETING. B. Eden Proiect Accounting Module* Staff is seeking full Council approval to purchase the Project Accounting Module for EDEN Financial Systems in the amount of $33,763. The Project Accounting Module will provide the EDEN system the ability to: Integrate multiple projects Implement an hierarchy of phases and tasks Link funding sources with project expenditures Automatically post overhead costs to projects Prepare reports for project information and cost over multiple budget years Reclassify project details independently of the general ledge accounting Although the items above are not an exhaustive list of the Module's capabilities, it does provide a solid example of functions that currently must be done manually by staff. The Module will offer an increased efficiency to deliver financial information in a timely and appropriate manner, and offers a single information source which is excellent for auditing purposes. Additionally, the Project Accounting Module will replace the Job Costing Module which EDEN no longer supports. The Finance Department will absorb the cost of the module at this time, and will seek a mid biennium budget adjustment, if necessary. After the initial purchase price of $33,763 the annual software maintenance will be $6,380. UNANIMOUS APPROVAL. FORWARD TO APRIL 20 REGULAR MEETING. C. Howard Hansen Dam Budget Amendment* Staff is seeking full Council authorization to transfer $50,000 from the City's General Fund to budget line items created specifically for expenses related to public outreach involving the Howard Hanson Dam. The Emergency Management Division of the Public Works Department will continue to administer Finance Safety Committee Minutes Aoril 7, 2009 Paae 2 funding relative to this outreach. Expenses are estimated at this time. UNANIMOUS APPROVAL. FORWARD TO APRIL 20 REGULAR MEETING. *Due to a full agenda for the April 13, 2009, Committee of the Whole Meeting, Committee Chair Linder, with the concurrence of Committee Members, has approved the above three items to move directly to the April 20, 2009, Regular Meeting for discussion and subsequent action. D. General Fund Contribution to Eauipment Rental Staff is seeking full Council authorization to transfer $464,964 of General Fund contributions to the General Fund balance rather than to the Equipment Rental Fund. In response to continued unstable economic conditions, City Administration is proactively identifying opportunities, such as this, to reduce General Fund expenditures. Removing the 2009 General Fund contribution of $464,964 to the Equipment Rental Fund will not effect the Fund's operations and maintenance budget; it will only effect the 2009 equipment replacement contributions which are utilized to purchase replacement vehicles. The money will be moved to Department 20 (Contributions/Fund Balance), segregating the cost savings and preventing the money from being spent. It will be determined at a later time if this transfer is temporary or permanent. Temporary, meaning that the money will be reimbursed to the specific fund when and if the Administration determines replacement is plausible; or permanent, meaning that this is a one -time cost savings contribution that will not be returned to the Fund. Committee Members recognize the need for the City to be proactive during these times, and expressed their appreciation for Administration attention to and recognition of cost savings opportunities. UNANIMOUS APPROVAL. FORWARD TO APRIL 13 COW FOR DISCUSSION. E. King County Animal Control Services Staff is seeking full Council approval to enter into two interlocal agreements for enhanced animal services and programs. One interlocal agreement is between the City of Tukwila and King County in an amount not to exceed $60,000 annually. The second interlocal agreement is between Tukwila and SeaTac providing for priority response and mutual aid in the event of an emergency animal control incident. Assistant Chief Villa gave a brief history of animal control services in the City as summarized below (taken directly from his informational memo to Committee): The City of Tukwila and King County entered into an Interlocal Agreement dated December 15, 1993, relating to the provision of animal control services within the City. In 1994, the Interlocal was amended. King County agreed to provide supplemental animal control services to average 12 hours per week. In August of 2007, the City and King County amended the Interlocal Agreement increasing dedicated animal control services from 12 hours per week to 20 hours per week. However, the amendment was never finalized because King County was unable to provide 20 hours of supplemental services during 2007 or 2008. King County is now able to provide the supplemental animal control services, in the form of an additional animal control officer dedicated to the City, for an additional 20 hours per week. The total cost of this additional service will not exceed $60,000 annually. This amount includes $6,480 for the County to provide a dedicated animal control vehicle, plus the animal control officer's base hourly rate including benefits. As determined by the interlocal agreement, the animal control officer will report directly to the officer in charge (which will be Traffic Officer Jon Harrison) as well as the contract administrator (Assistant Chief Mike Villa).