HomeMy WebLinkAboutVIII-12 Approve 2023 Budget Carry-Forwards
City Council Memorandum
To: Mayor Fasbender & City Councilmembers
From: Chris Eitemiller, Finance Manager
Date: March 18, 2024
Item: Budget Carryovers – 2023 to 2024
Council Action Requested:
Staff requests Council approval to carryover expense budgets from the 2023
budget to the 2024 budget for unspent donations and select capital and equipment
purchases.
Background Information:
A balanced budget is adopted before the beginning of a fiscal year. Current
practice is to allow the budget amount for capital items that are not purchased in a
budget year due to extenuating circumstances to be moved to the next fiscal year.
A capital item is an individual purchase greater than $10,000 with a useful life
greater than one year. The requests include several items that were budgeted in
2023 but were not completed due to various factors or delays.
The first item staff is requesting is from the Finance department. This $311,090
request is needed to complete implementing a new Finance System. This needs to
be carried forward into 2024 due to the vendor’s schedule.
The Facilities Department requests carrying forward a total of $34,688 for the
Highway 55 City sign. This was also delayed due to the vendor’s schedule.
The IT department asks to carry forward 3 items. These include: $3,000 for
mobile device management, $23,435 for a phone system upgrade and $5,500 for
a server refresh. The phone system upgrade was completed earlier this month,
and the others were delayed by equipment availability.
Fire requests to carry forward $99,000 for the remaining balance for a new Brush
Truck, and Public Works requests $260,000 for a new dump truck. Both items
were delayed in being delivered to the respective departments.
The Parks department is requesting six items be carried forward. First, $20,000 is
requested for carry forward to assist property owners that qualify for assistance in
removing trees that must be removed due to Emerald Ash Borer infections. Next,
there is a need to carry forward $37,269 to complete 2023 trail work. Another
request is for $400 to complete vision planning for the Civic Arena. Planning
funds for the trail system in the amount of $19,752 are requested to be carried
forward. The department requests $425,931 be carried forward to complete the
Lake Isabel Redevelopment project. Finally, the department needs a total of
$38,053 carried forward to complete projects from the 2022 and 2023
Community Investment Fund lists that need more time to be completed.
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Community Development requests that $50,000 to fund a zoning ordinance review and
update be carried forward, along with $100,000 for environmental cleanup of Artspace on
Block 1.
Fire requests that $2,100 be carried forward for the department’s marina slip rental payment
that was delayed.
The remaining eight items requested are for the City’s utilities. The Water utility
requests $50,000 to complete the multi-year water meter replacement project,
$13,594 for a variable frequency drive and $97,479 for Water’s share of the
SCADA upgrade all be carried forward.
The Wastewater utility needs $41,449 carried forward for a Lift Station Pump
Control and $8,304 for the utility’s share of the SCADA upgrade.
The Stormwater utility requests $20,216 be carried forward to fund a direct
drainage assessment that requires more time to be completed.
Finally, the Hydro Plant requests $58,000 be carried forward to complete the study
examining the hydro plant’s ongoing viability. This will be completed in 2024.
Donations:
Donations are accepted by the City Council and designated for a special purpose.
Donations received by departments can be carried to the next fiscal year for two
years before reverting to the fund balance if not spent. The donation amounts
requested on the schedule are consistent with prior practice.
Financial Impact:
All items are currently in the 2023 budget and all funds requested for carryforward
remain unspent.
Advisory Commission Discussion:
N/A
Council Committee Discussion:
N/A
Attachments:
Listing of budget carryover requests
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* Donations have historically remained in a department's expense budget for two consecutive years before reverting
to fund balance.
Amounts presented here reflect only those funds eligible for roll‐forward to the 2022 budget.
Budget Carryover Requests ‐ 2023 to 2024
2023 Spent Carryforward
Account #Description Budget YTD Request
Capital & Initiative Items:
101-120-1201-6580 Finance system project 430,000.00 118,910.00 311,090.00
101-140-1401-6520 Highway 55 sign 50,000.00 15,312.00 34,688.00
101-150-1501-6311 Zoning Ordinance review/update 50,000.00 - 50,000.00
101-160-1601-6571 Mobile Device Management 3,000.00 3,000.00
101-160-1601-6571 Phone System Upgrades 33,000.00 9,564.96 23,435.04
101-160-1601-6571 SQL Server Refresh 5,500.00 - 5,500.00
101-401-5002-6347 Hardship Relief - EAB tree removal 20,000.00 - 20,000.00
200-401-4440-6311 Trail Wayfinding Planning funds 35,200.00 15,447.59 19,752.41
615-401-4103-6311 Arena vision Planning funds 28,000.00 27,600.00 400.00
401-401-4142-6590 2023 trail work 259,050.00 221,781.00 37,269.00
401-401-4115-6590 Lake Isabel Redevelopment 637,753.00 211,822.00 425,931.00
401-401-4101-6590 Community Investment Fund Projects 21,834.00 6,150.00 15,684.00
200-401-4440-6311 Community Investment Fund Projects 33,675.00 11,306.00 22,369.00
213-210-2100-6581 Marina slip 2,600.00 500.00 2,100.00
407-180-1502-6520 Environmental Cleanup-Artspace 100,000.00 8,682.00 91,318.00
600-300-3300-6580 Variable Frequency Drive 14,000.00 405.98 13,594.02
600-300-3300-6590 Water Meter replacement 466,000.00 416,000.00 50,000.00
601-300-3400-6590 SCADA Upgrade -Sewer Portion 60,000.00 51,696.00 8,304.00
600-300-3300-6590 SCADA Upgrade -Water Portion 100,000.00 2,520.62 97,479.38
601-300-3400-6580 Lift Station Pump/Control 157,500.00 116,051.00 41,449.00
603-300-3600-6590 Direct Drainage Assessment 46,000.00 25,784.00 20,216.00
620-300-3500-6311 Hydro Study 114,977.00 56,736.00 58,241.00
703-600-6006-6580 Fire Brush Truck 150,000.00 50,991.89 99,008.11
703-600-6006-6580 PW - Dump Truck 260,000.00 - 260,000.00
2023 Spent Carryover
Account #Description Budget YTD Request
Donations:
101-201-2010-6494 HPD needs 2,139.00 1,939.00 200.00
101-201-2010-6494 Medical Equipment 8,267.47 6,628.88 1,638.59
200-401-4440-6494 Memorial bench 25,565.00 23,627.38 1,937.62
200-401-4440-6494 Paws in the Park 500.00 140.19 359.81
200-401-4440-6494 Forestry 200.00 - 200.00
200-401-4440-6494 National Night Out 1,559.40 300.00 1,259.40
200-401-4440-6494 Public Arts 2,500.00 1,000.00 1,500.00
200-401-4440-6494 Safety Camp 1,315.00 500.00 815.00
200-401-4445-6494 Music in the Park 20,739.00 13,256.40 7,482.60
210-170-1704-6494 Pioneer room 889.00 157.39 731.61
213-210-2100-6494 Fire department 3,000.00 177.86 2,822.14
213-210-2100-6494 Fire Prevention 4,470.00 4,150.00 320.00
221-201-2021-6494 Police reserves 2,500.00 - 2,500.00
401-401-4134-6494 Parks Department 275,207.00 270,937.14 4,269.86
TOTAL 26,036.63
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