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Item 6ACitv of Southlake. Texas MEMORANDUM March 28, 2007 TO: Shana Yelverton, City Manager FROM: Sharen Jackson, Director of Finance SUBJECT: Ordinance No. 898 -A; 2 "d Reading, Amend Ordinance No. 898 amending Fiscal Year 2007 Annual Budget Action Requested: City Council consideration of Ordinance No. 898 -A to amend the FY 2007 Annual Budget. Background Information: Ordinance No. 898 -A is presented to the Council to reflect the proposed changes to the Adopted FY 2007 Annual Budget. The amendments to the Utility Fund budget reflect an increase of $53,000 in expenditures. Utility Billing division jointly with Municipal Court requested additional funds of $3,000 for temporary labor. As of April 2, 2007, City of Southlake Dispatch will be transitioned to the City of Keller and will no longer accept payments from Southlake residents whose water services have been turned off. This budget request will allow the hiring of a temporary cashier to provide approximately 8 -10 hours of extended services for Utility Billing customers until the Tyler MUNIS software system is integrated in FY 2008. Water Utility division requested $50,000 to repair an unbudgeted waterline blow -out. Completion of this repair is critical to the distribution of water from South side of the City to the North side. Fund integrity will be maintained, as the proposed amendments reflect the utility fund ending fiscal year with 97 days of working capital. The amendments to the General Fund budget reflect an increase of $87,500 in expenditures $20,157 increase in transfers in. As noted above, Municipal Court jointly with Utility Billing requested additional funds of $3,000 for temporary labor. This budget request will allow the hiring of a temporary cashier to provide approximately 8 -10 hours of extended services for Municipal Court customers. DPS Support division requested an additional $12,000. This item is the funding for the one -time payment of sick leave to 911 dispatch employees transferred to the City of Keller as of April 1, 2007. This item will only be required if Resolution No. 07 -015 is approved by City Council. Public works requested an additional $50,000 for engineering review of development plans. The funds are necessary to provide supplemental construction plan review services until the department is able to fill the two vacant staff engineer positions. Community Services requested an additional $9,000. This budget amendment is necessary to fund the increase in Southlake Sister Cities Community Services Agreement from $1,000 to $5,000 approved on December 5, 2006. City Council also approved a Community Services Agreement with APEX Arts League on December 5, 2006 in amount of $5,000. The FY 2006 Adopted budget did not include funding for the APEX agreement therefore this amendment would fund both the increase in Sister Cities agreement and APEX agreement. Parks and Recreation requested an additional $13,500. $8,500 is requested to replace two mowers (52" and 62" decks) with a new 29 hp Grasshopper mower. Both mowers are in need of engine repairs and with minimum additional funds the new mower could be purchased in lieu of repairing the older mowers. $5,000 is requested for overtime. Since the strike began with Allied Waste the parks maintenance division is averaging overtime in the amount of 10 hours each week and 10 hours each weekend to provide tracking of service areas. Increase in transfers of $20,157 reflects indirect cost recovery received from the Stormwater fund. Fund integrity will be maintained, as the proposed amendments reflect the general fund balance at 25.01% ($6,806,812). This is within the adopted Fund Balance Policy, which states minimum balance of 15% and an optimum balance of 25 %. The budget amendment to Court Technology Fund reflects an increase of $45,000.. This request if for automated citation writers. The automated citation writers would provide a more accurate and efficient handling of citations. Utilizing the magnetic strip on the State issued driver's licenses to fill in data fields will increase accuracy of the information on citations and the ability to download the citation information into the Court system eliminates a significant amount of data entry that increases the risk of human error. Fund integrity will be maintained, as the proposed amendments reflect the fund to end the fiscal year with $220,375 in fund balance. The budget amendment to Park Dedication Fund reflects an increase of $16,000. On December 5, 2006 City Council approved an amendment to the professional service agreement with Schrickel, Rollins, and Associates for the schematic design of Bicentennial Park in the amount of $16,000 to include a three - dimensional animated flyover of the schematic design. This request will fund the amendment to the agreement. Fund integrity will be maintained, as the proposed amendments reflect the fund to end the fiscal year with $291,839 in fund balance. The budget amendment includes the Stormwater budget which reflects total revenues of $903,500 and expenditures of $774,669. On October 17, 2006 City Council approved Ordinances No. 900 and 901 establishing the Stormwater Drainage Utility System and establishing the fee, respectively. The revenues reflect a partial year of collections which includes $579,500 and $304,000 for residential and commercial respectively and $20,000 for interest income. The expenditures includes $82,745 for personnel cost to hire an engineer and temporary labor for cleaning drainage facilities and litter abatement. $240,549 for operational cost which includes $34,694 for professional services for surveying and geo- technical cores for defined localized projects, $67,000 for engineering services, $104,780 for drainage materials and the remaining $34,075 for miscellaneous tools and other operational items for storm water division. Capital cost of $226,000 for the purchase of a new gradall to grade drainage channels and roadside ditches. The remaining expenditures of $225,375 included in transfers out consist of $205,218 transferred to the CIP fund for the purchase of ROW and construction cost and $20,157 transferred to the General Fund for indirect cost. The proposed budget items reflect the fund to end the fiscal year with $128,831 in fund balance. The budget amendment to Vehicle Replacement Fund reflects an increase of $17,838. Earlier in the year, one of public works vehicles (F -450 Flatbed -unit #829) was in an auto accident and the insurance proceeds ($27,610) are not sufficient to replace the unit. The total replacement cost is $45,448 a difference of $17,838. This amendment would allow staff to replace the vehicle this fiscal year. The proposed budget item reflects the fund to end the year with $1,962,492 in fund balance. Considerations: Outlined above Citizen Input/ Board Review: A Public Hearing is scheduled for April 3, 2007 Legal Review: None required Alternatives: Approve, deny or modify Supporting Documents: Ordinance No. 898 -A Fund Summaries for budget amendments Staff Recommendation: Approval of Ordinance No. 898 -A ORDINANCE NO. 898-A AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, REVISING BUDGET FIGURES FOR FISCAL YEAR 2006 -07 BEGINNING OCTOBER 1, 2006, AND TERMINATING SEPTEMBER 30, 2007, AND MAKING APPROPRIATIONS FOR EACH DEPARTMENT, PROJECT AND ACCOUNT; REPEALING CONFLICTING ORDINANCES; PROVIDING A SAVINGS AND SEVERABILITY CLAUSE; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City Manager has prepared a revision of certain figures in the 2006 -07 budget which was approved by City Council with Ordinance No. 898 on September 19, 2006, and submitted same to the City Council; and, WHEREAS, a copy of said ainendment is attached hereto as Exhibit "A" and incorporated herein for all purposes; and WHEREAS, the City Council has studied the Budget Amendment and has determined that the Budget Amendment attached hereto is in the best interest of the City. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS: Section 1. That all of the above premises are found to be true and correct and are incorporated into the body of this Ordnance as if copied in their entirety. Section 2. That the revised figures, prepared and submitted by the City Manager for the 2006 -07 budget, be, and the same are hereby, in all things, approved and appropriated, and any necessary transfers between accounts and departments are hereby authorized, approved, and appropriated. Section 3. That the Budget Amendment attached hereto as Exhibit "A" and incorporated herein for all purposes is adopted for the Fiscal Year beginning October 1, 2006, and ending September 30, 2007; and there is hereby appropriated from the funds indicated such projects, operations, activities, purchases and other expenditures as proposed in the Budget Amendment. Section 4. That the City Manager has determined that there are revenues available for appropriation in excess of those estimated in the 2006 -07 approved budget. Section 5. That any and all ordinances, resolutions, rules, regulations, policies or provisions in conflict with the provisions of this Ordinance are hereby repealed and rescinded to the extent of conflict herewith. Section 6. If any section, article, paragraph, sentence, clause, phrase or word in this Ordinance, or application thereto any person or circumstances is field invalid or unconstitutional by a Court of competent jurisdiction, such holding shall not affect the validity of the remaining portions of this Ordinance; and the City Council hereby declares it would have passed such remaining portions of this Ordinance despite such invalidity, which remaining portions shall remain in full force and effect. Section 7. That the necessity of adopting and approving a proposed budget for the next fiscal year as required by the laws of the State of Texas requires that this Ordinance shall take effect iminediately from and after its passage, and it is accordingly so ordained. PASSED AND APPROVED on first reading this day of 1 2007. Andy Wambsganss, Mayor 0461038 Lori Farwell City Secretary PASSED AND APPROVED ON second reading this day of 1 2007. Andy Wambsganss, Mayor ATTEST: Lori Farwell City Secretary APPROVED AS TO FORM: City Attorney Date: Adopted: Effective: EXHIBIT A UTILITY FUND 2006 -07 Budget Amendment 01'.28 PM 03!28!07 REVENUES Miscellaneous Interest Income Water Saies- residential Water Sales - commercial Sewer Sales Sanitation Sales Other utility charges Total Revenues EXPENSES Debt Service Utility Billing Water Wastewater Sanitation Total Expenses Net Revenues Transfers In Developers Contributions Transfers Out Total Other Sources (Uses) Net Change In WIC Components Beginning working capital Ending fund balance No. of days working capital $ Increase/ 2006 -07 200647 (Decrease) % Increase/ AdD;pted Amended .... Adopted - Decrease 3102,500`; ?$102,500 $0 0.0% 1 DD ODD s i OD,D00 0 0.0% 1. 10,200,OOfl 0 0.0% 2SDO,DDD< j . 2800"Ofld:'' 0 0.0% 3,30A;400;, 3 7.00i 00 0 0.0% 960,oD0` 96{3.,000.': 0 0.0% X85.509 285;500 i 0 0.0% $78;148000 $1$,148,00fl $0 0.0% 5;16I"99:' 5.,41 "6,199: 0 0.0% 355,863', 35$,863' 3,000 0.8% 9641,024,' 50,000 0.5% 1 „922,268; t 258 0 0.0% 754.50() _754,500 0 0.0% $17;999,854' $1;8 052,854 ` $53,000 0.3% ? X95.746 0 $50;000. $50 ; 000 0 275 595. 275 5.95 0 t$225:59b1 $0 $4,914,212 $4.836163 $4,914,212: 0 [$53.U001 98 97. EXHIBIT A GENERAL FUND 2006 -07 Budget Amendment 01:28 PM 43128107 REVENUES Ad Valorem Taxes Sales Tax Franchise Taxes Fines Charges for Services Permits /Fees Miscellaneous Interest Income Total Revenues EXPENDITURES City Secretary Human Resources City Manager Support Services General Gov. Total Finance Municipal Court Teen Court Finance Total Fire Police Public Safety Support Building Inspections Public Safety Total Streets /Drainage Public Works Admin Public Works Total Planning Planning Total Economic Development Economic Dev. Total Community Services Parks and Recreation Library Services Community Svcs. Total Total Expenditures Net Revenues Lease Proceeds Transfers in Transfers Out Total Other Sources (Uses) Beginning Fund Balance Residual Equity Transfer Ending Fund Balance Fund balance percentage $ Increase/ 200647 2006 07 (Decrease) % Increase! Adopted .Amended - :' - Decrease $12953276' $12;953,275; $D 0.0% 7 952 DDD , 7,952,000 a 0.0 2188 723 , 2,188.723 0.0% 1216,000- 1296,000, 0.0% 7.29;612 729 672 - D.0% 657 954 • 1 960;1 0.0°/ 484;965 1 184,966 0.0% 250:000 , 250,000 0.0% $27,4Q,53 $27 442,537 ` $0 0.0% $351;920 $351;920.? $0 0.0 382 214 362 214 585,752, 585,752' 0.0% _3,_778,310 3,778.310 °: 0.0 5 098 196 s 5 098 $D 0.0% 965 864 968,864 0.0 % 531,1739, 534,089 3,000 0.6% 116,224 11 B,224 : 0.0% b1 675 777 , $1,13118, 3 0L09 0.2% 3 802,935 - 3 802,9.35 � 0.0% 5,6D0,222 . 5,6o 222: 0.0 1503,609: 12,000 D.$% 719,370 710,370 0.0% 111 '826,136 $19 838;x36 12,000 0.1% 1,589,732 1,589,732 ' O.0 925:989 975:989 50,000 5.4% 2 515,721 $2,565J21 '2 50 000 2.0% 931.298 931298 0.0% 931 298 931 298 0.0 391:541 391,541 0.0% $91`541 $131,541 $0 0,4% 515,061 524;061 9,000 1.7% 3,956;202 3,969,702 - 13,500 0.3% 480,1.65 48D,165 0,0% 4981428. 49�,, 73,928'1 2 s 2,500 0.6% $27,129,497. $27 $87,500 0.3% b313040 5 540 ($B7,500 i $0. $0 275;595 295,752 20,157 ($1,7D0;000) 700OOD1 f$7 424.4051 ($1.444.2481 $20.15 $7.,985,520 $7,985,520' $4 $0: 36_874.155 806 6 fg67.3431 2534°/ 25.01 EXHIBIT A COURT TECHNOLOGY 2006 -07 Budget Amendment 01:28 PM 03!28!07 REVENUES Fines and forfeitures Interest Total Revenues EXPENDITURES Personnel Operations Capital Total Expenditures Net Revenues Transfers Out Total Other Sources (Uses) Beginning Fund Balance Ending Fund Balance A $ Increase/ 2006 -.07i 200607 (Decrease) % Increase/ Adopted Amended Adapted - Decrease $0. $40;000 $40,000 100.0% 0 , 4;000 4 DOD 100.0% $0 $44;000; $44,000 100.0% $0 : $0 $0 0.0% 0.0% 45.'000 f 45,000 100.0% 1$0 $45;1300 $45,000 100.0% 0 . 1 0 $00 $0 $221;375.; 0 ,' 1 0 SPECIAL REVENUE FUND Park Dedication 2006 -07 Budget Amendment 01,28 PM 03!28107 REVENUES Permits /Fees Miscellaneous Interest Total Revenues EXPENDITURES Parks and Recreation Park Improvements Land Total. Expenditures Net Revenues Bond proceeds Transfer to other funds Total Other Sources /(Uses) Beginning Fund Balance Ending Fund Balance $ Increase/ 2006 07 2006 07 (Decrease) % Increase/ Adopted Amended ..' Adopted Decrease 6D•DDD $60 $0 0.0% 0: 0 0.0% 15 A)oCl 15,OD0 0 0.0% $75 1 000..; $0 OA% 0 0.0% 327;0001 341-000; 16,000 0.0% 1j. Os 0 0.0% OVUM.: $343 000.; $16,000 0.0% 0252.0003 $0 $0 $0 $559,839: $550,83.9 ` $0 $301.030 ? $291.839 1 Q EXHIBIT A STORMWATER 2006 -07 Budget Amendment 01:22 PM 03123107 REVENUES Stormwater- residential Stormwater - commercial Interest Total Revenues EXPENDITURES Personnel Operations Capital Total Expenditures Net Revenues Transfers Out Proceeds from C.O. Sale Total Other Sources (Uses) Beginning Fund Balance Ending f=und Balance `i $ increase/ .2 06 -07 2006 =07 (Decrease) % Increase/ Ado ; pted Amended Adopted - Decrease $0 $579;'51)0 "1 $579,500 100.0% =0 304,000 100.0% 0 2p 040 20.000 100.0% $0'' $90350D :': $903,500 100.0% $0 $82;745`` =' $82,745 100.0% $0 $240 „549 240,549 100.0 % 226`000; 226,000 100.0% $549,294 100.0% 0 (225;375)1 (225,375) 0. 0 $© $0: 0 EXHIBIT A VEHICLE REPLACEMENT 2006 -07 Budget Amendment 01:28 PM 03128107 REVENUES Miscellaneous Interest Income Total Revenues EXPENDITURES Capital Total Expenditures Net Revenues Transfers In- General Fund Transfers Out -Debt Service Total Other Sources (Uses) Beginning Fund Balance Prior period adjustment Ending Fund Balance $ increase/ 20fl6 -07 2606-b! . (Decrease) ° Increase) igtOpted 1#nlended.:; Adopted Decrease $s0.;0o0 $50 00d $0 0.0% 4fl'040 40000 <, s0 0.0% $9o;non ' $9.010.00. $0 431 '900 < 449 738 1138 6.3% $431;900 $449,738 $17,$38 6.3% $0 0 0` $0 $2 322,230 34 D `0