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Home My WebLink AboutFS 2009-07-21 COMPLETE AGENDA PACKETItem 1. PRESENTATION(S) 2. BUSINESS AGENDA City of Tukwila Finance and Safety Committee O Pam Linder, Chair O Joe Duffle o De'Sean Quinn a. Authorization for transfer of funds to purchase John Deer Front Loader; Shawn Hunstock, Finance Director. b. Authorization for transfer of funds representing 3% budget adjustments; Shawn Hunstock, Finance Director. 3. ANNOUNCEMENTS 4. MISCELLANEOUS AGENDA TUESDAY, JULY 21, 2009 CONFERENCE ROOM #3; 5:00 PM Distribution: P. Linder J. Duffle D. Quinn J. Hernandez D. Robertson Mayor Haggerton R. Berry C. O'Flaherty B. Fletcher D. Haynes S. Hunstock Action to be Taken a. Forward to 7/27 C.O.W. and Pg.1 8/3 Regular. b. Forward to 7/27 C.O.W. and Pg.3 8/3 Regular. Next Scheduled Meeting: Tuesday, August 4, 2009 Committee Goals: Work together in cooperation with nearby cities to address common problems in the Highway 99 corridor and Military Road. Ensure a commitment to continued human services funding in relation to the cost of living through consistent review of regional, state and federal budgets affecting human services progams and services (also assigned to CAP). Research the viability of sponsoring a City-wide Citizens' Academy (also assigned to CAP). 15. The City of Tukwila strives to accommodate individuals with disabilities. Please contact the City Clerk's Office at 206 433 -1800 for assistance. M. Hart D. Speck V. Jessop R. Still S. Kerslake D. Tomaso T. Kinlow M. Villa K. Matej Judge Walden D. McOmber B. Arthur M. Miotke C. Parrish J. Morrow J. Eide G. Labanara K. Narog(cover) N. Olivas S. Kirby(emaii) J. Pace S. Norris(email) Page City of Tukwila TO: Mayor Haggerton Finance Safety Committee FROM: Finance Director Public Works Directo DATE: July 14, 2009 INFORMATIONAL MEMORANDUM n SUBJECT: Purchase of John Deer Front Loader Jim Haggerton, Mayor ISSUE Authorize transfer of funds from the Water, Sewer and Surface Water Capital Outlay funds to the Equipment Rental 501 Fund to purchase a front loader. BACKGROUND The City budgeted $57,500.00 in each of the Street, Water, Sewer and Surface Water funds for a total of $230,000.00 to purchase a front loader in the 2009/2010 Budget. Due to the economic downturn and the General Fund's 3% reduction, the $57,500.00 was reduced from the Street Fund 000.16. The front loader will support daily maintenance operations and infrastructure repairs. The loader will facilitate the removal of ditch cleaning waste, vactor waste and emergency management sanding operations. The loader will be very beneficial for any flood control operations that may be necessary as it will remove large logs, stumps and rocks. To our benefit, the John Deere dealership still has a 2008 Front Loader available that will meet all of the City's requirements. The dealership will honor the 2008 State bid price for the 2008 front loader rather than the 2009 bid prices. The price of the front loader including the 3.5 cubic yard quick change bucket and quick change forks is $146,783.00 and with tax and licensing the total will be $161,167.74. Analysis Using just the three enterprise funds; Water, Sewer, and Surface Water, their budgeted amounts of $57,500.00 provide a budget total of $172,500.00. The Enterprise funds are more than adequate to purchase the 2008 front loader and no General Funds are needed. Funds need to be transferred from the Enterprise Fund's Capital Outlay accounts to corresponding Transfer -out funds and then transferred to the 501.02 Equipment Rental Fund. The Equipment Rental fund needs to recognize the purchase in order to start the depreciation and replacement funds. RECOMMENDATION The Council is being asked to approve the Authorization for Transfer of Funds and consider this item at the July 27, 2009 Committee of the Whole meeting and the subsequent August 3, 2009 Regular meeting. attachment: Transfer of Funds form W: \PW Eng \OTHER \Pat Brodin \Info Memo Loader Transfer.doc City of Tukwila AUTHORIZATION FOR TRANSFER OF FUNDS Department: Public Works Date: 7/15/09 Under the provisions of Ordinance No. 2221, the following transfer of funds within the budget is requested: From: To: 1 Budget Line Item Number/ BAR Water 401.01.594.340.64.00 Sewer 402.01.594.350.64.00 Surface Water 412.01.594.380.64.00 Budget Line Item Number/ BAR Water 401.01.597.380.00 Transfer Out Sewer 402.01.597.380.00 Transfer Out Surf Wtr 412.01.597.380.00 Transfer Out Equip Rental 501.397.380.00.00 Transfer -In Equip Rental 501.02.293.800.00.00 No. Amount balance of 501.02 Fund. $54,000.00 $54,000.00 $54,000.00 $54,000.00 $54,000.00 $54,000.00 $162,000.00 $162,000.00 Amount Detailed justification for transfer: See 2009/2010 budget Page 184 Line 17 Transfer Enterprise Funds Capital Outlay budgeted for the Loader (pg 163,167,177) to Enterprise funds Transfer -Out funds in order to transfer to 501 Equipment Rental and reduce ending fund APPROVED BY THE TUKWILA CITY COUNCIL AT A MEETING THEREOF: the day of APPROVED BY THE FINANCE DIRECTOR: Signature: Date: APPROVED BY THE MAYOR: Signature: Date: W: \PW Eng\ OTHER\ Pat Brodin \Loader Authorization for Transfer of Funds.doc CO:ksn 7/16/2009 TO: FROM: DATE: SUBJECT: ISSUE BACKGROUND DISCUSSION City of Tukwila INFORMATIONAL MEMORANDUM Mayor Haggerton Rhonda Berry Finance and Safety Committee Shawn Hunstock, Finance Director July 15, 2009 Departmental Budget Reductions Jim Haggerton, Mayor The City is in need of reducing expenditures or increasing revenues in an attempt to address our current revenue shortfalls, particularly in the area of sales tax receipts. Sales tax receipts are currently over 23% behind budget for the year, and nearly 20% behind where we were at the same time a year ago. Property taxes are coming in very close to budget so far this year. Other major revenue sources, such as utility taxes and gambling taxes, are tracking close to budget, if not slightly over. The deficit in sales tax, though, is approximately $1.4 million now and is growing each month. The Mayor recently asked department Directors to implement a 3% budget reduction for the year. The intent was to not reduce permanent staffing levels, if possible. The feedback received from each Director was that, while difficult to implement, a 3% reduction was feasible and would not require changes to permanent staffing. As you can see from the attached spreadsheet, a 3% reduction of the 2009 budget totaled $1,385,322. A large portion of the reduction ($464,964) came in the form of an elimination of the equipment replacement contribution for 2009, which Council previously approved. The balance of the reduction came from each department as a reduction in their operating budgets. The actual reduction recommended by Directors totals $958,158, which is $37,800 above the 3% targeted reduction. The amount removed from department budgets will be allocated to ending fund balance in Department 20. The attached Authorization for Transfer of Funds form implements the remaining amount of the 3% departmental budget reductions. The recommendation is to implement the reduction at the department level, rather than the specific line item level. This means Directors will have the flexibility to implement the reduction as they see fit based on the needs of their department and the services they provide. One of the options Directors have is to utilize temporary vacancies while INFORMATIONAL MEMO Page 2 recruiting for positions. They can use this salary and benefit savings to account for some of their budget reduction. RECOMMENDATION The Council is being asked to approve the attached Authorization for Transfer of Funds. This item is scheduled to be discussed at the July 21, 2009 Finance and Safety Committee meeting, the July 27, 2009 Committee of the Whole meeting and subsequent August 3, 2009 Regular Meeting. ATTACHMENTS Authorization for Transfer of Funds Implementation of 3% Budget Reduction spreadsheet C:\ temp \XPG rpW ise \I nfoMemoTh reePercentRed uctions. doc Department: Finance Department From: To: Budget Line 000.01.511.600.00.05 000.03.513.100.00.05 000.04.516.200.00.05 000.05.514.230.00.05 000.06.515.200.00.05 000.07.574.200.00.05 000.07.574.204.00.05 000.08.559.600.00.05 000.09.512.500.00.05 000.09.523.300.00.05 000.10.521.220.00.05 000.10.521.230.00.05 000.11.522.200.00.05 000.12.518.880.00.05 000.13.532.100.49.50 000.15.576.800.00.05 000.16.594.430.64.00 City of Tukwila AUTHORIZATION FOR TRANSFER OF FUNDS Under the provisions of Ordinance #2221, the following transfer of funds within the budget is requested: Item Number/ BAR City Council Mayor's Office Admin Services /Personnel Finance Legal P &R Recreation P &R Volunteer /Event Svc DCD Court Court Probation Police Patrol Police Records Fire Information Technology Public Works Parks Maint. PW Streets Division Total Budget Line Item Number/ BAR 000.20.291.840.00.00 Ending Fund Balance Total No. Date: July 21, 2009 Amount 8,474 71,552 18,176 53,598 14,872 63,882 13,500 94,800 12,612 15,518 212,500 13,843 246,180 33,267 15,000 12,884 57,500 958,158 Amount 958,158 958,158 Detailed justification for transfer: Remove the remaining 3% budget reduction from department budgets, allocate to ending fund balance in the General Fund. APPROVED BY THE TUKWILA CITY COUNCIL AT A MEETING THEREOF: the day of APPROVED BY THE FINANCE DIRECTOR: Signature: APPROVED BY THE MAYOR: Signature: W: \2009 InfoMeinos \Authorization for Transfer of FundsThreePercent_1.doc CO:ksn 7/16/2009 Date: Date: Implementation of 3% Budget Reduction Dept DEPARTMENT CITY OF TUKWILA 2009 BUDGET REDUCTION GENERAL FUND Equipment Targeted 3% Replacement Remaining Actual 2009 Budget Adjustment Contribution Reduction Reduction Difference Administration 01 City Council 282,470 8,474 8,474 8,474 03 Mayor, Boards, Commissions, etc. 2,695,849 80,875 9,323 71,552 71,552 04 Administrative Services /Personnel 605,882 18,176 18,176 18,176 05 Finance 1,786,591 53,598 53,598 53,598 06 City Attorney 495,726 14,872 14,872 14,872 07 Recreation 3,546,267 106,388 16,605 89,783 77,382 12,401 08 Community Development 2,964,395 88,932 10,791 78,141 94,800 (16,659) 09 Municipal Court 1,149,884 34,497 34,497 28,130 6,367 12 Information Technology 1,108,886 33,267 33,267 33,267 15 Park Maintenance 1,019,621 30,589 30,106 483 12,884 (12,401) Subtotal Administrative 15,655,571 469,667 66,825 402,842 413,135 (10,293) Police Department 10 Administration 1,407,998 42,240 16,985 25,255 25,255 10 Investigation 1,504,164 45,125 22,737 22,388 22,388 10 Patrol 6,640,571 199,217 119,886 79,331 212,500 (133,169) 10 Special Services 1,486,058 44,582 44,582 13,843 30,738 10 Gambling /Special Operations 869,709 26,091 4,994 21,097 21,097 10 Crime Prevention 694,783 20,843 20,843 20,843 10 Training 234,915 7,047 7,047 7,047 10 Traffic 633,511 19,005 13,206 5,799 5,799 Subtotal Police 13,471,709 404,151 177,808 226,343 226,343 Fire Department 11 Administration 686,166 20,585 30,028 (9,443) (9,443) 11 Suppression 8,126,536 243,796 4,564 239,232 246,180 (6,948) 11 Prevention Investigation 818,550 24,557 17,474 7,083 7,083 11 Training 319,383 9,581 5,081 4,500 4,500 11 Facilities 101,500 3,045 3,045 3,045 11 Special Operations 58,638 1,759 1,759 1,759 11 Ambulance, Rescue Emergency 227,151 6,815 6,811 4 4 Subtotal Fire 10,337,924 310,138 63,958 246,180 246,180 Public Works 13 Administration General 925,889 27,777 2,455 25,322 15,000 10,322 13 Administration Maintenance 342,740 10,282 4,134 6,148 6,148 13 Engineering 670,417 20,113 1,929 18,184 18,184 13 Administration Development 495,658 14,870 14,870 14,870 13 Facility Maintenance 1,576,956 47,309 10,864 36,445 36,445 16 Street Maintenance Operation 2,700,541 81,016 136,991 (55,975) 57,500 (113,475) Subtotal Public Works 6,712,201 201,366 156,373 44,993 72,500 (27,507) TOTAL GENERAL FUND 46,177,405 1,385,322 464,964 920,358 958,158 (37,800)