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Home My WebLink About243-09 RESOLUTIONRESOLUTION NO. 243-09 A RESOLUTION AMENDING THE 2009 CITY BUDGET TO ACCEPT REIMBURSEMENT OF EQUIPMENT AND VEHICLE FUEL EXPENSES FROM THE U.S. MARSHALS SERVICE IN THE AMOUNT OF $22,000.00 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. The City Council of the City of Fayetteville, Arkansas hereby amends to the 2009 city budget pursuant to the attached budget adjustment, which is incorporated into this Resolution by reference as if set out word for word herein, accepting reimbursement of equipment and vehicle fuel expenses from the U.S. Marshals Service in the amount of $22,000.00. PASSED and APPROVED this 15th day of December, 2009. APPROVED: ATTEST: By: lotAntOtt-0-) & 1 SON E. SMITH, City Cl erk/Treas,,,, ` ��G��FtK/TR�s,, ��; o, .G� U • 'i EE FAYETTEVILLE; 's .. . Ci ...TOtlo,, Budget Adjustment Form Budget Year 2009 Department: Police Division: .'Police Program: Police/Animal Projects Date Requested 12/15/2009 Adjustment Number Project or Item Added/Increased: Minor Equipment and Fuel Project or Item Deleted/Reduced: Miscellaneous Revenue - Police Justification of this Increase: Recognize expenses resulting from federal funds allocated for unmarked vehicle equipment and fuel. Justification of this Decrease: Recognize federal funding through the U.S. Marshal Service to support law enforcement activity throughout the Western District of Arkansas Account Name Minor Equipment Increase Budget Account Number Amount Project Number 1010 2920 5210 00 10,000 09020 0902 Fuel 1010 2920 5213 04 12,000 09020 0902 Decrease Budget Account Name Account Number Amount Project Number fiscellaneous Revenue - Police Departmei 1010 0001 4996 00 22,000 09020 0902 Division Head Date -Z-7 Date -PaJ Q. (i wk. Finan tue Ara • Director a.r f A / Date 11 -17-20159 Date /aan Date Date V.090403 Budget & Research Use Only Type: A B C �L , E Requested By General Ledger Date Posted to General Ledger Posted to Project Accounting Initial Date Initial Date G Tabor Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 12/15/2009 City Council Meeting Date Agenda Items Only Patrol Division Action Required: Police Department Approval of a budget adjustment to accept reimbursement of equipment and vehicle fuel expenses from the U.S. Marshal Service in the amount of $22,000.00. 22,000.00 Cost of this request 1010-2920-5210.00 1010-2920-5213.04 Account Number 09020-0902 Project Number Budgeted Item 85,000.00 Category / Project Budget 75,033.00 Police - US Marshal Service Program Category / Project Name Reimbursement Funds Used to Date Program / Project Category Name 9,967.00 General Remaining Balance Fund Name Budget Adjustment Attached X Date Date 11-95-2609 Finance and Internal Services Director Date Chief of Staff I1 -23-c Date Mayor Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in Mayor's Office Comments: Revised January 15, 2009 Wet ev Ale ARKANSAS Departmental Correspondence Fayetteville Police Department 100-A West Rock Fayetteville, AR 72701 Telephone: (479) 587-3555 Fax: (479) 587-3563 To: Mayor Lioneld Jordan and Members of the City Council From: Greg Tabor, Police Chief Date: November 25, 2009 Re: Approval of a Budget Adjustment for Equipment and Fuel Expenses from the U. S. Marshal Service Background The Fayetteville Police Department partnered with the U.S. Marshals Service through a memorandum of understanding to share intelligence, statistical data, and reduce criminal activity. Fayetteville is one of fourteen law enforcement agencies throughout the Western District of Arkansas to be associated with the U.S. Marshal Service in this manner. U.S. Marshal Richard O'Connell has obtained federal funding to support the law enforcement activities of the participating agencies. In 2009, we have already received $85,000 in federal funding through the U. S. Marshal Service. Discussion On November 12, 2009, the U. S. Marshal Service released an additional $22,000 for the Fayetteville Police Department to be spent on vehicle equipment and fuel. We have been allocated funding to equip two (2) unmarked vehicles with necessary equipment up to $5,000 per vehicle for a total of $10,000. Furthermore, these vehicles will be given $6,000 per vehicle in a lump sum payment of $12,000 for fuel allowance. Recommendation Staff recommends acceptance of these funds and approval of a budget adjustment in the amount of $22,000. Budget Impact None. RESOLUTION NO. A RESOLUTION AMENDING THE 2009 CITY BUDGET TO ACCEPT REIMBURSEMENT OF EQUIPMENT AND VEHICLE FUEL EXPENSES FROM THE U S MARSHALS SERVICE IN THE AMOUNT OF $22,000.00 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. The City Council of the City of Fayetteville, Arkansas hereby amends to the 2009 city budget pursuant to the attached budget adjustment, which is incorporated into this Resolution by reference as if set out word for word herein, accepting reimbursement of equipment and vehicle fuel expenses from the U.S. Marshals Service in the amount of $22,000.00. PASSED and APPROVED this 15th day of December, 2009. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer 11/12/2009 10:49 4794245002 USMS FORT SMITH U.S. Department of Justice United States Marshals Service Western District of Arkansas PAGE 02/06 November 12, 2009 MEMORANDUM TO: Task Force Participants (2009 Vehicle Recipients) Alma Police Dept Arkansas Dept of Community Corrections Benton County Sheriff. Clarksville Police Dept Fayetteville Police Dept Greenwood Police Dept Johnson County Sheriff Madison County Sheriff Miller County Sheriff Polk County Sheriff Siloam Springs Police Dept Springdale Police Dept Texarkana (AR) Police Dept Washington Cou Sheriff FROM: Steve Moody, Administrative Officer, Western District of Arkansas SUBJECT: Vehicle Equipment & Fuel Invoicing Instructions ENCLOSURE: (1) ACH Form (2) Invoice Sample This District has received funding for equipping and fueling the vehicles you purchased in September Unlike those vehicle purchases with USMS Headquarters processing the invoices, reimbursement of these expenditures will be processed locally. Those of you who have been reimbursed for OT from us in the past no doubt know it is easier and much quicker when processed from our office. The reimbursement will be made directly to your organization, not to the vendors This office, however, will now be paying by direct deposit instead of mailing checks. Accordingly, you must complete and return Enclosure (1) immediately. 11/12/2009 10:49 4794245002 USMS FORT SMITH PAGE 03/06 Please do not wait until you are also invoicing for reimbursement to return the ACH Form — it should be forwarded to me right away so that when you invoice later for reimbursement you will already be in the finance system for the direct deposit payments. Again, the payments will be processed locally, so while you are getting direct deposits instead of checks, the payments will be dust as quick. When you receive direct deposits in the future the description line will include one of the following. TFRetrofitting (for Vehicle Equipment) TFFueI (for Fuel Reimbursement) TaskForceOT (for Overtime) TFEquipment (for General Equipment) You are eacli allotted $5,000 per vehicle for equipment and $6,000 per vehicle for fuel. We are not permitted to mix the vehicle and fuel allotments, so, as an example, if you only spend $4,000 to outfit a vehicle, you may not spend $7,000 for fuel. If you only spend $4,000 to outfit a vehicle, you can only be reimbursed $4,000 and the remaining $1,000 will be returned to HO. Enclosure (2) is a sample invoice. For equipping your vehicle, you may use as many vendors as necessary up to the $5,000. You must attach proof of the expenditures, which may include a copy of the invoice from a vendor, several vendors, or equipment from a catalog. The attached documentation of what you spent to equip the vehicle should add up to the amount you are invoicing for. The invoice you submit will be very similar to invoicing for OT in the past where you listed the names, hourly rates, and hours of officers who worked. You may invoice only once for equipping each vehicle. Invoicing for fuel will be slightly different It would be administratively ridiculous on our end or yours to process reimbursement payments every time fuel was purchased or, frankly, even monthly. Accordingly, I offer two options for obtaining reimbursement for fuel: 1 -Purchase a universal prepaid fuel card (one per vehicle at $6,000 per vehicle) and invoice with proof attached of the fuel card purchase (receipt). Then use the fuel card until expended, Many of them also permit minor maintenance. 2 -Invoice for $6,000 per vehicle — If you plan to use your own fuel pumps or utilize existing agreements to fuel or maintain the new vehicles the way you fuel your other vehicles, the $6,000 may simply be applied toward your fuel costs or budget, best suited to your organization. In this case, simply submit a fuel invoice for $6,000 for each vehicle purchased. Utilizing either of these procedures means there is only one invoice for fuel per vehicle. Please invoice for fuel no later than 12/31/09. 11/12/2009 10:49 4794245002 • ii USMS FORT SMITH PAGE 04/06 In addition to distribution of this Memorandum as necessary, please ensure your finance personnel get a copy. I apologize for the length of this, but laying everything out in detail proved very effective for the purchase of the vehicles in September. All of you quickly submitted the necessary documents for reimbursement, and nationwide, we were the first District to submit everything required for all participants, and even though it seemed to take too long, your vehicle vendors were the first to be paid. Please send invoices to: US Marshals, Western Arkansas S. Moody, Room #243 30 South 6th Street Fort Smith, AR 72901 We remain g?ateful for your continued participation and cooperation and are really happy you received the vehicles and are getting this equipment and fuel. Please do not hesitate to call me at (479) 424-5020 if you have any questions.