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HomeMy WebLinkAboutSummary FormAGENDA ITEM SUMMARY FORM FILE ID: 13 0033 f Date: 4/12/2013 Commission Meeting Date: 4/25/2013 Requesting Department: Management & Budget District Impacted: Various Type: ® Resolution ❑ Ordinance ❑ Emergency Ordinance ❑ Discussion Item ❑ Other Subject: Fiscal Year 2012-13 amending budget resolution for General Fund and Special Revenue Fund. Purpose of Item: Law Department Matter ID No. To propose an amendment to the FY2012-13 budget resolution for General Fund, Debt Service Fund, and Special Revenue Fund. Background Information: Continued in attached document. Budget Impact Analysis YES Is this item related to revenue? YES Is this item an expenditure? If so, please identify funding source below. General Account No: Various Special Revenue Account No: Various CIP Project No: No NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds? Start Up Capital Cost: Maintenance Cost: Total Fiscal Impact: CIP Final Approvals (SIGN AND DATE) =Bu4lget .. If using or receiving capital funds Grants Risk MVIanagement Purchasing Dept. Director Chief City Manager Page 1 of 1 AGENDA ITEM SUMMARY FORM CONTINUED BACKGROUND INFORMATION Background for General Fund Amendment Each year as the City provides needed services, the need arises to make adjustments to the City's operating budget plans. These adjustments are needed for a variety of reasons. Unforeseen changes in revenue and or expense assumptions, changes in law, and difficulties implementing mandated changes are but a few examples of the myriad of items that can change, creating a need to change the City's operational plans and the Budget. Given that it is the City Commission that has the final authority in approving said proposed changes, the accompanying proposed Budget Resolution is brought to the Commission for consideration. This memorandum describes the operational budget changes that are needed for FY 2012-13. The proposed changes for the General Fund amount to $2.95 million or 0.59 percent (less than one percent) of the Adopted General Fund Budget ($503.25 million). The changes to the budget include allocations for the carryover per the Fiscal Integrity Ordinance for Elected Officials, Parks and Public Facilities; and various other corrections to various departments as noted below. Adjustments to the General Fund Revenue Line Items (figures detailed in Attachment Al Franchise Fees and Other Taxes The FY 2012-13 Adopted Budget is $97.87 million. It is recommended that the budget be increased by $700,000 due to better than anticipated performance in the storm water utility category over the last two years. This increased revenue will be transferred to the Capital Improvement Department to be allocated for eligible expenses. Charges for Services The FY 2012-13 Adopted Budget is $88 million. It is recommended that the budget be increased by $400,000. This unanticipated revenue is from ticket surcharge on paid admissions to sightseeing boat tours at City -owned marinas as approved by City Ordinance#13367 on March 14th, 2013. Other Revenues The FY 2012-13 Adopted Budget is $9.2 million. It is recommended that the budget be increased by $1.85 million to allocate the prior year unspent funds ($548,800) in the departments required by the Financial Integrity Ordinance (Mayor, Commission, Information Technology, Public Facilities, and Parks); and the projected higher than budgeted revenue for traffic code violations captured by the Red Light Camera program ($1.3 million). BACKGROUND INFORMATION CONT. Page 2 of 7 Adjustments to Expenditures and or Staffing (figures detailed in Attachment Al City Manager's Office It is recommended that two positions be added to the Manager's Office. One is for the Agenda Office section; it is needed so that the process of training the next Agenda Coordinator can begin on the last quarter of this fiscal year. Additionally, it is recommended that a position be added to the Office of Management and Budget section of the Manager's Office. This staff member is needed to work on the City's strategic and long term planning functions, as well as departmental performance tracking. Additionally, the added staff member will assist with the departmental succession plan. The OMB has lost an employee this year due to a promotion and two analysts are scheduled to retire in the coming fiscal year. The cost of the above noted positions for FY 2012-13 is offset by attrition savings. Building The FY 2012-13 Adopted Budget is $7.63 million. It is recommended that the budget be increased by $78,800 to provide funding for seven additional positions. These seven positions include an Assistant Director, one Building Inspector I, one Professional Engineer I and four Inspector Ills. These positions are needed in part to prepare for upcoming departures from the department and to meet the increased demand for services from the building trades. As the City goes through a period of increased building activity demand for services has increased significantly. The four Inspector III positions will be hired for each of the Building Department's four key sections; Building, Plumbing, Electrical, and Mechanical. These positions will aid each section in managing the increasing volume of work as well as meeting the needs of our customers. The cost of the above noted positions for FY 2012-13 is partially offset by attrition savings. Planning and Zoning The FY 2012-13 Adopted Budget is $4.68 million. It is recommended that the budget be increased by $97,700 to provide funding for six additional positions. These positions include a Planner I, a Planner II, two Zoning Plans Processors, a Preservation Officer and an Administrative Aide I. These positions are needed to meet the increased demand for services in Planning and Zoning and to address underserved sections of the department. The cost of the above noted positions for FY 2012-13 is partially offset by attrition savings. Public Works It is recommended that a Chief Civil Engineer position be added to the Public Works Department. This staff member is needed to assist in the technical management duties of the department and the handling of additional workload placed on the department by burgeoning construction activity. The cost of the above noted position for FY 2012-13 is offset by attrition savings. BACKGROUND INFORMATION CONT. Page 3 of 7 Capital Improvement The FY 2012-13 Adopted Budget is $3.91 million. It is recommended that the budget be increased by $625,000. The increase is needed to allocate sufficient funding to pay the vendor that manages the Red Light Camera Program ($600,000) and $25,000 unbudgeted costs of replacing various computers and software needed in the Department's operation. Additionally, it is recommended that a Transportation Analyst be added in the Transportation and Transit section. The position is needed to assist in the management, administration and coordination of the Trolley program. It will be funded by special revenue from Transportation and Transit ($57,000) within the current funding appropriation (no added allocation is needed for the position). Human Resources It is recommended that four full time positions be added to the Human Resources Department. The added staff is needed to meet the demand that will be generated by anticipated surge in recruitment activity as more employees reach the mandatory retirement date. The cost of the above noted positions for FY 2012-13 is offset by attrition savings. Fire Rescue The FY 2012-13 Adopted Budget is $99.64 million. It is recommended that the budget be increased by $165,000; this funding will be allocated to overtime and equipment. A portion ($65,000) is needed to cover costs for backfilling fire fighters that are attending the Police College. These employees need to gain Law Enforcement Certifications so that they may serve as medics with the City's Police Special Weapons and Tactics (SWAT) teams. The full cost of this training is $195,000; however, the remaining amount of $130,000 is to be funded by UASI or USAR funds. Another $60,000 is needed in overtime to cover the cost of backfilling positions that are training as part of a succession plan for the department; and the remaining $40,000 of the increased allocation is needed to cover equipment costs for the second class of recruits that started the academy. The recruit salary is funded for two years with grant funding, but the equipment has to be provided by the City. The requested amount was greater than what is allocated above; however, the Department's Management has committed to offset the costs with other projected savings. Additionally, it is recommended that a Heavy Equipment Mechanic position be added. The position is needed to meet demand and to manage overtime costs for maintenance personnel. The cost of the above noted position for FY 2012-13 is offset by attrition savings. Public Facilities The FY 2012-13 Adopted Budget is $5.87 million. It is recommended that the budget be increased by $27,800, and one full time position. The position will be added as per City Ordinance #13367; it is needed to monitor, administer, and collect the new ticket surcharge revenues. BACKGROUND INFORMATION CONT. Page 4 of 7 Police The FY 2012-13 Adopted Budget is $155.72 million. It is recommended that the budget be increased by $1.24 million and to allocate funds for salaries and wages due to expedited recruitment that has resulted in lower than budgeted attrition and three positions ($500,000), overtime (650,000), and the remainder ($90,000) is needed to purchase a Two Factor Authentication & Single Sign -in system that is used to link to federal databases. The equipment is needed to be in compliance with the Federal Bureau of Investigation's Criminal Justice Information System Security Policy requirements by October 1, 2013. The three positions are the ones needed to strengthen the Human Resources group that is being formed in the Police Department to handle sworn personnel recruitment. Non -Departmental Adjustments (NDA) The FY 2012-13 Adopted Budget for NDA expenses and reserves excluding Transfers -Out is $32.59 million. It is recommended that the budget be decreased by $534,300 to offset increased costs in other sections of the budget as noted above. It is recommended that the reduction be made to the Overtime Reserve allocation that was approved as part of the Workers' Compensation double count correction. Transfers -Out The FY 2012-13 Adopted Budget is $36.03 million. It is recommended that the budget be increased by $1.25 million. The recommended changes can be summarized as follows: • Allocate the transfer of prior year unspent funds as per the Financial Integrity Ordinance ($548,800) as noted above and detailed in Attachment A. • Allocate the transfer of higher than anticipated Storm -Water Utility revenue to CIP Fund as noted above in the Revenue discussion ($700,000). The funding will be used for Storm Water related activities such pump stations, and of canal and drainage improvement. Changes in Debt Services The FY 2012-13 Adopted Budget is $115.71 million. The budget is revised to $117.56 million to include the additional appropriations of $1.86 million pursuant to Resolution R-12-0288 and R-12-0341 for redemption of outstanding Community Redevelopment revenue bonds series 1990 and the defeasance of a Section 108 loan, respectively (See Attachment B). Changes in Special Revenue Funds A number of Special Revenue funds require changes to comply with the Financial Integrity Ordinance. Due to the fact that the City ended FY 2011-12 with a budget surplus, unspent allocation of the elected officials, Parks and Recreation, Public Facilities, and Information Technology needed to be transferred to Special Revenue to be used by the aforementioned organizations in the current year. BACKGROUND INFORMATION CONT. Page 5 of 7 Additionally, Special Revenue Funds need to be amended to appropriate the sum total of grants accepted by the Commission that were not captured in the Adopted Budget as of October 1st, 2012. These grants include actual cash awards as well as reimbursement grants such as the various versions of the ARRA grants, Fire Rescue Services, Homeless Program, and City Clerk Services among others. Other changes to Special Revenue funds are needed to allocate new or unanticipated program revenue as well as the remaining prior year available fund balance based upon the reconciliation of the year end revenues and expenditures The Special Revenue Fund Budget that was initially approved by the City Commission in September of 2012 and amended in January of 2013 totaled $156.46 million. This Budget Amendment, if approved, adds $13.98 million for a revised total Special Revenue Fund Budget of $170.44 million. Attachment C includes a listing of the various Special Revenue funds and the amounts by which they changed as a result of the activity described above and detailed as follows. City Clerk Services The FY 2012-13 Adopted Budget is $477,800. It is recommended that the budget be revised to $586,900 to include higher than anticipated prior year fund balance ($84,100) and higher than anticipated program revenues ($25,000), primarily from the Wynwood Business Improvement District. Economic Development and Planning Services The FY 2012-13 Adopted Budget is $5.03 million. It is recommended that the budget be revised to $5.68 million to include higher than anticipated prior year fund balance carryover ($646,400). Fire Rescue Services The FY 2012-13 Adopted Budget is $26.94 million. It is recommended that the budget be revised to $30.86 million to include higher than anticipated prior year fund balance carryover ($2.43 million), program revenues ($150,000) related to the Ultra Festival, and budget adjustments of grants accepted pursuant to City resolutions ($1.34 million), primarily Homeland Security and USAR funding. Homeless Programs The FY 2012-13 Adopted Budget is $2.24 million. It is recommended that the budget be revised to $2.69 million to include higher than anticipated prior year fund balance carryover ($398,300) and budget adjustments of grants accepted pursuant to City resolutions ($48,700). Law Enforcement Trust Fund (LETF) The FY 2012-13 Adopted Budget is $2.68 million. It is recommended that the budget be revised to $3.68 million to include higher than anticipated prior year fund balance carryover ($1.00 million). This money was originally slated to be utilized to cover overtime expenses in the department; however, since the department did not exceed its original budget allocation, the balance being brought into FY 2012-13 is BACKGROUND INFORMATION CONT. Page6of7 higher than anticipated. The money will be used primarily to purchase upgraded Taser equipment for the police officers. Parks and Recreation Services The FY 2012-13 Adopted Budget is $3.44 million. It is recommended that the budget be revised to $5.39 million to include higher than anticipated prior year fund balance carryover ($1.75 million) and budget adjustments of grants accepted pursuant to City resolutions ($192,000), primarily for the Food and Snack programs. ARRA — Police The FY 2012-13 Adopted Budget is $11.45 million. It is recommended that the budget be decreased by $5.98 million to correct an error. The Fiscal Year 2011 Community Oriented Policing Services Hiring Program Grant was incorrectly programmed into this ARRA special revenue fund, but it should have been placed in the Police Services fund noted below. Police Services The FY 2012-13 Adopted Budget is $15.41 million. It is recommended that the budget be revised to $21.92 million to include the Community Oriented Policing Services Hiring Program Grant that was originally placed in in the ARRA Police fund ($5,98 million) as noted above, addition of program revenues ($350,000) related to the Ultra Festival, and budget adjustments for grants accepted pursuant to City resolutions ($185,100), primarily Burn Notice and Victims of Crimes Act grants. Public Works Services The FY 2012-13 Adopted Budget is $2.9 million. It is recommended that the budget be revised to $3.13 million to include higher than anticipated prior year fund balance carryover ($232,500). Strategic Development Initiatives The FY 2012-13 Adopted Budget is $4.36 million. It is recommended that the budget be revised to $5.53 million to include ($548,800) prior year surplus in selected departments as required by the Financial Integrity Ordinance, the allocation of higher than anticipated prior year fund balance carryover ($48,400), and budget adjustments of various grants accepted pursuant to City resolutions for the One Stop Career Center ($574,200). Net Offices & Code Enforcement The FY 2012-13 Adopted Budget is $1.88 million. It is recommended that the budget be revised to $1.95 million to include higher than anticipated prior year fund balance carryover ($65,300). BACKGROUND INFORMATION CONT. Page 7 of 7 Community and Economic Development The FY 2012-13 Adopted Budget is $49.19 million. It is recommended that the budget be revised to $52.99 million to include the allocation of prior year fund balance carryover ($3.8 million) for payment of Section 108 loans as per R-12-0252. Emergency Services Fund The FY 2012-13 Adopted Budget did not include an allocation for this fund. It is recommended that the budget be revised to $100,000 to cover expenses incurred by Fire Rescue personnel engaged in emergency deployments to disaster areas such as the recent Sandy event in the northeast. These costs are reimbursed to the City by the federal government. Attachments: