HomeMy WebLinkAbout45-03 RESOLUTIONRESOLUTION NO. 45-03
A RESOLUTION TO APPROVE THE BUDGET ADJUSTMENT
FOR VARIOUS CAPITAL PROJECTS TO BE REBUDGETED
FROM THE 2002 BUDGET TO THE 2003 BUDGET
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansis
hereby approves the 2003 Annual Budget Rollforward of various capital projects
from the 2002 budget to the 2003 budget as shown on Exhibit A attached hereto.
PASSED and APPROVED this 1st day of April, 2003.
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ATTEST
By: 4Slacidtel
Sondra Smith, Ci
APPROVED:
By
DAN COODY, May
• City of Fayetteville, Arkansas
Budget .kdjustment Forrn
•
Budget Year
2003
Department: Various
Division: Various
Program: Various
Date Requested
4/1/2003
Adjustment Number
03-012
Project or Item Requested:
Funding in various operational accounts and projects as
approved by City Council on April 1, 2003.
Project or Item Deleted:
None. From the various Use of Fund Balance accounts.
Justification of this Increase:
The funding is for 2002 budget amounts to be roll
forwarded into 2003.
Justification of this Decreme•
There is sufficient fund balance remaining. The funding is
coming from 2002 unexpended accounts.
Increase Expense (Decrease Revenue)
Account Name Account Number Amount Project Number
See Attached Schedule
Decrease Expense (Increase Revenue)
Account Name Account Number Amount Project Number
See Attached Schedule
Approval Signatures
Budeet Manag
Date
3
Date
Department Director Date
Finance & Internal Services Director Date
Mayor Date
Budget Office Use Only
Type: A B C C.)
Date of Approval 2C10
Date Initial
Posted to General Ledger q/3/6
Date Initial
Posted to Project Accounting
Date
Entered in Category Log
Date Initial
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NAME OF FILE:
CROSS REFERENCE:
Item #
Date
Resolution No. 45-03
Document
1
04/01/03
Res 45-03 w/Ex. A
2
03/19/03
Staff Review Form w/attachments
memo to Council
copy of 2003 Rollforward requests
copy of Budget & Planning Software
System
COPY of 2004-2008 Capital Improvements Program Calendar
draft resolution
NOTES:
•
AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
• •
STAFF REVIEW FORM
For the Fayetteville City Council Meeting of: April 1, 2003
FROM:
Kevin Springer
Name
Budget & Research Finance & Internal Services
Division Department
ACTION REQUIRED:
City Council is requested to approve a budget adjustment which will allow for the rebudget of all projects
appropriated in the 2002 Budget. The items which are approved will become part of the 2003 budget.
COST TO CITY:
See Attachment
Cost of this request
See Attachment
Account Number
See Attachment
Project Number
See Attachment See Attachment
Category/Project Budget Program Category / Project Name
See Attachment See Attachment
Funds Used to Date Program / Project Category Name
See Attachment See Attachment
Remaining Balance Fund Name
BUDGET REVIEW: Budgeted Item X Budget Adjustment Attached
Budget Mana er Date Finance & Internal Svcs. Director Date
CONTRACT/GRANT/LEASE REVIEW:
Accounting Manager
City Attorney
Purchasing Manager
Date
Date
Date
Internal Auditor Date
STAFF RECO
ATION: Staff recommends approval of the rollforward budget adjustment.
3 cross Reference
Date
Division Hea
ep r ment Director
Chief n strative Officer
-/7-03
Date
Mayor
to -o -a,
Date
zr?
Date
New Item:
Yee No
Previous Ord/Res#:
Orig. Contract Date
Orig. Contract Number
Staff Review Form - Page 2
Description 2003 Budget Rollforwards Meeting Date April 12003
Comments:
Budget Manager
Accounting Manager
City Attorney
•
Purchasing Manager
ADA Coordinator
Internal Auditor
Grants Coordinator
Reference Comments:
FAYETTEtILLE
YRS CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
•
TO:
THROUGH:
FROM:
DATE•
Fayetteville CityCo c I
Dan Coody, May /..‘,(
Hugh Earnest, Cff1tkdmrnistfa
we 0
Stephen Davis, Finance & Internal Services Direct
March 19,2003
SUBJECT: 2002 Capital Project Re -Budget Request
Background
City Council and Staff met on Monday, March 3 to review Staff's request for re -budget authorization
of some operational funds and capital projects. Funding for all of the items requested was part of an
appropriation that lapsed on December 31, 2002. At that meeting City Council requested Staff
evaluate each capital project proposed for re -budget.
Discussion
Staff has completed the project evaluations and has included a summary of the uncommitted
project evaluations in this agenda packet. This report identifies projects that Staff is proposing to
be re -budgeted, projects that can be postponed and projects that can be canceled because they are
complete. The postponed projects are viable and needed projects and are, for the most part, not
ready to be worked on in 2003. These projects will be re-evaluated in the 2004-2008 Capital
Improvement Program for priority ranking and scheduling.
A brief overview of the postponed and canceled projects follows:
Budgeting & Planning Software — this project is delayed due to several factors: staffavailability
to implement and verifiable assurance of a complete and stable software package at a reasonable
cost. A more detailed report is attached at the end of the agenda item.
Building Improvements — Staff is proposing this funding be retained pending a more
comprehensive building needs report. The report is expected to be available to discuss at a City
Council work session item for either April 8 or April 29.
Employee Parking Lot — staff is requesting that this funding be retained for use as part of a
comprehensive downtown assessment plan and/or a planned altemative development (new
PAD). Capital funds can be used for a portion of this type of plan to the extent that the study
results in capital improvements.
KASteve DavisCity Counci1\2002 Uncommitted Project Re -budget BA.doc
Gregg & Appleby Intersection, Ora Drive Drainage Improvements, School Avenue
Improvements, Shiloh & Futrall Intersection & Signal and Steele Property — Street Improvements
— Staff is requesting that this funding be retained to address needs identified in the Transportation
Plan.
White River Bridge 45 East Waterline, East Ridgeway — Waterline Extension, Hinkle Mobile
Home Park Waterline Replacement, Lake Fayetteville Dam- Monitor Wells and Double Springs
Bridge — Water Relocations — Staff requests this funding be retained to address needs identified
in the Master Water System Study.
Composting Pad Replacement — Staff requests this funding be retained in order to address any
regulatory issues that may arise from the City's current composting operation.
Finally, the City has canceled a previously committed project for a Multi -Level Parking Deck.
The funding released by canceling this project is S226,938.
Recommendation
Staff rccommends City Council approve the 2002 capital project schedule attached as part of this
agenda item.
KASteve DavisTity Counci1\2002 Uncommitted Project Re -budget 13A.doc
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Budgeting & Planning Software System - Overview
The purpose of this project is to purchase a complete budgeting and financial planning software system for the City of
Fayetteville. The new budgeting product will interface with the current financial software package and allow Budget &
Research and other divisions to develop the budget through Web based templates reducing the typical paperwork
and arithmetic burden imposed on staff. The current budgeting system involves the submission of requests by the
user divisions on spreadsheets. Budget & Research staff copies the data into other spreadsheets as needed to
develop specific reports. In the case any changes are made, it is necessary to re -copy data everywhere to all make
all information be consistant.
The package includes data analysis features that will not only improve budget analysis but also facilitate "advanced"
capabilities such as Activity Based Costing, Performance Measurement, and Financial Modeling/Forecasting which
will allow the City to be in compliance with the National Advisory Council on State and Local Budgeting's (NACSLB)
recommended practices.
The software system was originally slated for purchase in 2002. The City was interested in one particular vendor
since it was developed as part of a joint project with the Governmental Finance Officers Association (GFOA) Since
the software was developed in 2002 with only a few municipalities purchasing it, the City decided to wait until any
'bugs" or problems, if any, are worked out The other reason that the project was delayed was due to the massive
undertaking of Information Technology projects that were underway by City staff such as the Hansen system, Tele -
works, and the Citys website.
New World Systems - Financial System
Purchasing
Human Resources
Hansen - Municipal Management System
Financial Activity Maintenance Demand
Utility Billing Workorders
Asset Inventory
Budgeting & Planning System
Div'sions
(Budget Requests)
Mayor & Department Directors
(Management Reporting &
Analyses)
City Council
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Develop & Print Proposed 2004-2004 CIP
CIP Public Meetings/City Council Committees
Review CIP Submissions with Mayor & Directors
Budget & Research CIP Project Input & Analysis
Motor Pool Requests are due to Fleet Operations
Division Heads Work on 2004-2008 CIP
12004-2008 CIP Training Sessions
CIP Preparation Manual & Software Development
Task Name
12/2/2003
9/30/2003
9/29/2003
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