HomeMy WebLinkAbout144-16 RESOLUTION113 West Mountain
Street Fayetteville,
AR 72701
(479) 575-8323
Resolution: 144-16
File Number: 2016-0337
AUDIO-VISUAL RENOVATION:
A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT TO MOVE FUNDS FROM VARIOUS
AUDIO-VISUAL SUB -PROJECTS TO MASTER PROJECT 13004 CITY HALL AUDIO-VISUAL
RENOVATION
NOW, THEREFORE, 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 a budget
adjustment, a copy of which is attached to this Resolution, to move funds from various audio-visual sub-
projects to master project 13004 City Hall Audio -Visual Renovation. toren
PASSED and APPROVED on 8/2/2016
%%%1A IRfi1.
\�r�
'Y' IYR 't/I
e�.' • 1l Y 0'SG'..
r; FAYETTEVILLE •�=
Attest: '. ,•;�kANS .q''.:`
Sondra E. Smith, City Clerk Treasurer
Page 1 Printed on 813116
r._.. City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2016-0337
Agenda Date: 8/2/2016 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A, 5
AUDIO-VISUAL RENOVATION:
A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT TO MOVE FUNDS FROM VARIOUS
AUDIO-VISUAL SUB -PROJECTS TO MASTER PROJECT 13004 CITY HALL AUDIO-VISUAL
RENOVATION
NOW, THEREFORE, 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 a budget
adjustment, a copy of which is attached to this Resolution, to move funds from various audio-visual
sub -projects to master project 13004 City Hall Audio -Visual Renovation.
City of Fayetteville, Arkansas Page 1 Printed on 81312016
Doug Bankston
Submitted By
City of Fayetteville Staff Review Form
2016-0337
Legistar File ID
8/2/16
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
7/11/16 Communications & Marketing/
Communications & Marketing Department
Submitted Date Division / Department
Action Recommendation:
The City Hall Audiod Visual Renovation project, specified by RFP 15d 09 that was approved by City Council in
December 2015, as a whole absorbed several subd projects that had been set up independently because of
technology advancements over the fived year CIP period. Staff recommends moving funds from subd projects into
the master project 13004 City Hall Audiod Visual Renovation to simplify the payment and accounting process for
installation and equipment and requests approval of a budget adjustment.
4470.9470.5315.00
Account Number
13004
Project Number
Budgeted Item? No
Does item have a cost? No
Budget Adjustment Attached? Yes
Budget Impact:
Sales Tax Capital Improvements
Fund
City Hall A-V Upgrade
Project Title
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
$ 254,747.00
$ 262,641.55
$ j ,z 4.5Sj
$ 7,896.00
L4S
V20140710
Previous Ordinance or Resolution # 240-15
Original Contract Number:
Approval Date:
Comments: $4.638.00 from 15007 Digital Signage Implementation, $2,664.00 from 12005 On -Screen Graphics Generator
Upgrade and $594.00 from 13014 Remote Meeting Recording for a total of $7,896.00 will be moved into
master project 13004 City Hall Audio-visual Renovation.
CITY OF
r
e
ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Communications Director
Don Marr, Chief of Staff
FROM: Doug Bankston, Media Services Director
DATE: July 11, 2016
STAFF MEMO
SUBJECT: Resolution to Approve Moving Sub -Project Funds into the Master Project City
Hall Audio -Visual Renovation
RECOMMENDATION:
Staff recommends moving funds from sub -projects into the master project 13004 City Hall Audio -
Visual Renovation to simplify the payment and accounting process for installation and equipment.
BACKGROUND:
The City Hall Audio -Visual Renovation project, specified by RFP 15-09 that was approved by City
Council in December 2015, as a whole absorbed several sub -projects that had been set up
independently, because of technology advancements over the five-year CIP period.
DISCUSSION:
At the beginning of the current CIP cycle, several smaller sub -projects for City Hall audio-visual
improvements were set up as independent projects. These include: 12005 On -Screen Graphics
Generator Upgrade; 13014 Remote Meeting Recording; and 15007 Digital Signage Implementation.
A master audio-visual renovation project was also set up: 13004 City Hall Audio -Visual Renovation.
At the beginning of the current CIP cycle five years ago, these projects were approached as
individual installations because of the nature of technology then. However, during this CIP cycle,
technology advancements accelerated and created significant equipment and installation -type
crossover between the sub -projects and master project 13004 to the point that what the sub -projects
and master project accomplished went hand in hand and saved Sub- and Master -project money by
having concurrent installation. Rather than breaking payments for services across multiple projects,
moving sub -project funds into the master project 13004 would simplify the payment and accounting
process by pulling from one account, instead of many.
BUDGET/STAFF IMPACT:
$4,638.00 from 15007 Digital Signage Implementation, $2,664.00 from 12005 On -Screen Graphics
Generator Upgrade and $594.00 from 13014 Remote Meeting Recording fora total of $7,896.00 will
be moved into Master Project 13004 City Hall Audio-visual Renovation.
Attachments:
Staff Review Form, Staff Review Memo, Budget Adjustment
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division: Media Services Adjustment Number
Dept.: Communications & Marketing
20 ] 6
Requestor: Doug Bankston
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
The City Hall Audio -Visual Renovation project, specified by RFP 15-09 that was approved by City Council in December
2015, as a whole absorbed several sub -projects that had been set up independently, because of technology
advancements over the five-year CIP period. Staff recommends moving funds from sub -projects into the master project
13004 City Hall Audio -Visual Renovation to simplify the payment and accounting process for installation and
equipment.
COUNCIL DATE:
8/2/201 6
LEGISTAR FILE ID#:
2016-0337
3a4-bfW t' feu
7/18/2016
10:40 A1'4
Budget Director
Date
TYPE:
DESCRIPTION:
GLDATE:
RESOLUTION/ORDINANCE
POSTED:
TOTAL
- -
v.20160624
Increase / (Decrease)
Proiect.Sub#
Account Number
Expense Revenue
Project Sub AT
Account Name
4470.9470.5210.00
(594) -
13014 1 EX
Minor Equipment
4470.9470.5210.00
(2,664) -
12005 1 EX
Minor Equipment
4470.9470.5210.00
(4,638) -
15007 1 EX
Minor Equipment
4470.9470.5315.00
7,896 -
13004 1 EX
Contract Services
C:AUsers\lsmith\AppDafa\Roaming\L5\Temp\fcb4aabd-3b75-44c4-aa0e-6ffb3] 157576