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Home My WebLink About146-01 RESOLUTION• • • 1 RESOLUTION NO. 146-01 A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT TO TRANSFER FUNDS FROM CONSTRUCTION AND POLICE EQUIPMENT PURCHASES TO MAINTENANCE AND CONTRACT SERVICES NEEDED FOR FLEET OPERATIONS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves the Budget Adjustment attached as Exhibit A. PASSED and APPROVED this the 16th day of October, 2001. ,rAYfrt. Cry Ng•! 1 ATTEST: By: eather Woodruff, City C erk APPROVED: By: • NAME OF FILE: CROSS REFERENCE: Resolution No. 146-01 1 10/16/01 Resolution No. 146-01 10/16/01 Copy of the Budget Adjustment Form 10/05/01 Memo to Mayor Coody & City Council from Greg Boettcher, PW Director, regarding Fleet Operations Div. Budget Over -run Approval Request 10/04/01 Memo to Greg Boettcher, Director of Public Works, from W. A. Oestreich, Fleet Operations Superintendent, regarding budget over -run detail 10/16/01 Staff Review Form 10/29/01 Memo to W. A. Oestreich, Fleet Operations, from Heather Woodruff, City Clerk NOTES: • gleet Operations C. 13. Page 2 •City of Fayetteville, Arkansas Budget Adjustment Form • Res. 146-01 Budget Year 2001 Department: Public Works Division: Fleet Program: Operations Date Requested Oct 16, 2001 Adjustment fi Project or Item Requested: Additional funding is requested for Personnel Services, Materials a Supplies, Services a Charges and Maintenance categories for Fleet Operations. Project or Item Deleted: Portions of Construction Equipment project and Police/Passenger vehicles projects are proposed for this adjustment. Justification of this Increase: The additional funds are needed for. Personnel Services - additional overtime cost is being incurred due to being one mechanic down from approved staffing.,. Materials a Supplies - additional funding is primarily needed due to increased parts needed to maintain large equipment. Services a Charges - additional funding is primarily needed due to increased contract maintenance needed to maintain large equipment. Maintenance - Additional funding is needed primarily due to increased cost of fuel. Justification of this Decrease: The funds are being transferred from Construction Equipment project to fund increased maintenance cost for large equipment items such as the paver. Funds are being transferred from Police/Passenger vehicles because the annual purchase of vehicles is complete for 2001. Account Name Increase Expen e (Decrease Revenue) Amount Account Number Project Number Overtime 5,125 9700 1910 Shop Supplies 6,600 9700 1910 Parts, Oil a Accessories 86,750 9700 1910 Contract Services 81,000• 9700 1910 Small Equipment Maintenance 1,500 9700 1910 Vehicle a Machine Maintenance 8,000 9700 1910 Account Name Vehicles 6 Equipment Vehicles 6 Equipment 5103 5214 5214 5315 5407 5403 00 00 00 Decrease Expense (Increase Revenue) Amount 98,475 90,500 00 00 00 Account Number Project Number 9700 1920 5802 00 01024 1 9700 1920 5802 00 98066 1 Reque ed By Bud et an: er Deoart ent Director Approval Signatures Mayor Date /o-4 of Date Date Admin. Servi DirectorDam /0 D te Blue Copy: Budget . search / White Copy: Requester Budget Office Use Only Type: A B C Date of Approval Posted to General Ledger Posted to Project Accounting Entered in Category Log E 11:IBUDGETPROJECTSIBUD_ADJIBA 20011 SHOP_ BA.WK4 Co Ad Fo PUBLIC WORKS DIVISION CITY OF FAYETTEVILLE, ARKANSAS October 5, 2001 Mayor Dan Coody and Members of City Council City of Fayetteville, Arkansas Re: Fleet Operations Division Budget Over -run Approval Request City Council Meeting Agenda of October 16, 2001 Dear Mayor Coody and Council Members: The Fleet Operations Division is seeking City Council approval for a Budget Over -run. Budget overages are most significant in the Contract Services and Parts categories; with some of the contributing factors being outlined in the "Budget Over -run Detail" attached hereto. A brief overview of this request is as follows: BACKGROUND Certain equipment has experienced catastrophic or repeated breakdowns, necessitating major expenditures for services and parts Solid Waste transmission rebuilding, the asphalt paving machine breakdowns, the loader engine failure and the tub grinder failure have greatly impacted annual expenses The costs developed in 2000 did not anticipate this level of mechanical problems and are not adequate to cover actual repair costs for the year. CORRECTIVE ACTIONS Fleet operations is identifying problematic units and is scheduling the replacement of equipment based upon reliability and costs of operation. Replacement units are being planned in current/proposed budgets to minimize the high operation/maintenance/repair attributed to undesirable units Due to the fact that the City does not have spare or back-up units for the larger, expensive pieces of equipment, there is no choice when breakdowns occur other that to repair the unit as soon as is possible to maintain essential city services. REQUESTED ACTION It is requested that the City Council approve a fund transfer from the Fleet Operations capital to designated Fleet Operations expense accounts to sustain operations for the balance of the fiscal year (not increase in total budget, internal fund transfers). The requested adjustments are predicted to be adequate to meet the needs of this Division for the remainder of the fiscal year. Greg Boettcher, P. E. Public Works Director Mc C.C. Bac • • FAVE 1 1 EVILLE cnsv OP FAYETTEVILLE Inter -Office Memo FLEET OPERATIONS DIVISION - PHONE: 501.444.3495 FAX: 501.444.3425 1525 S. Happy Hollow Road Extension: 495 FAX: 325 Fayetteville, AR 72701 TO: FROM: DATE: Greg Boettcher, Director of Public Works W. A. Oestreich, Fleet Operations Superintendent October 4, 2001 SUBJECT: Budget Over -run Detail Following are specifics for major expenses for accounts listed: 9700-1910-5315.00 Contract Services Precision Eng. (Paver Engine Overhaul) Fayetteville Transmission (10 Med. Duty Transmission O.H.) Shipley Motors (Transmission & Inj. Pump O.H.) Hydro -Spec (Sanitation Vehicle Hydraulic Cyl. O.H.) Scott Const. (Gradal Repairs) Bell International (Transmission Repairs) NWA Truck Freightliner (NC Repairs) E A Martin Mach. (Track Loader Engine O.H.) Drive Train Specialists (Solid Waste Transmission O.H.) Riggs Tractor (Sanitation Veh. Hydraulic Cyl. O.H.) United Engines (Sanitation Veh. Trans. O.H.) Ford Fleet (Transmission Repairs) $ 4,399.00 $13,110.00 $13.829.00 $ 9,164.00 $ 2,309.00 $ 9,987.00 $ 4,465.00 $13,264.00 $21,831.00 $ 9,079.00 $15,462.00 $ 3,246.00 Mem Boem W.A 1 • • • Lewis Ford (Transmission Repairs) Total: 9700-1910-5214.00 Parts, 00 & Accessories Morbark (Tub Grinder Parts) J & R Equipment (Sanitation Vehicle Parts) Shipley Motors (Sanitation Vehicle & Recycle Veh. Parts) Mitchell Machinery (Paver Parts) Bell International (Recycle Vehicle Parts) Baker Equipment (Sweeper Parts) Total: • $ 1,674.00 $121,819.00 $17,698.00 $44,321.00 $27.195.00 $24,337.00 $23,577.00 $ 6,588.00 $143,716.00 If you have questions or comments regarding these items, please contact me at ext. 494. Thank You STAFF REVIEW FORM XX AGENDA REQUEST CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of October 16, 2001 FROM: Bill Oestreich Name Fleet Public Works Division Department ACTION REQUIRED: Approve a budget adjustment increasing the maintenance budget for Fleet Operations. COST TO CITY: $188,975.00 Cost of this Request see attachment Account Number Project Number 4,944,160.00 see attachment Program/Project Budget Category/Project Name 3,365,531.00 Vehicle Maintenance Funds Used To Date Program Name 1,578,629.00 Shop Remaining Balance Fund BUDGET REVIEW: Budgeted Item XX Budget Adjustment Attached Budget Manager Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY: i)7cu, $rte Accounting Manager • sr - City Atorney Purchasing Officer /OH4I Date Int-rnal Aum for Date /D 0 ate ADA Coordinator Date Date Grant Coordinator Date STAFF RECOMMENDATION: Approval of budget adjustment. /Oral Date ID j� Date Date Mayor Date H:\BUDGETWROJECTS\Bud_Adj\Agenda Request Fleet Operations BA.wpd Cross Reference New Item: Yes No Prev Ord/Res #: Orig Contract Date: Orig Contract Number: sia Re Po • • STAFF REVIEW FORM - Page 2 Description Meeting Date Comments: Reference Comments: Budget Manager Accounting Manager City Attorney Purchasing Officer ADA Coordinator Internal Auditor Grants Coordinator H:\BUDGETPROJECFS\Bud_Adj\Agenda Request Fleet Operations BA.wpd FAYETTEVII.LE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: W. A. Oestreich, Fleet Operations From: Heather Woodruff, City Clerk Date: October 29, 2001 Attached is a copy of Resolution No. 146-01 approving a budget adjustment to transfer funds from construction and Police equipment purchases to maintenance and contract services needed for Fleet Operations. The original will be microfilmed and filed with the City Clerk. Your budget adjustment form has been forwarded to Budget & Research. cc: Nancy Smith, Internal Audit Steve Davis, Budget & Research m Ci