HomeMy WebLinkAboutDocumentation_Regular_Tab 08_11/13/2008VILLAGE OF TEQUESTA
AGENDA ITEM TRANSMITTAL FORM
Meeting Date:
11 /13/08 Meeting Type: Regular Ordinance #: t ~c~::i<. ~~ ,~~v t~° ~~ ~r r~,
Consent Agenda: Yes Resolution #: 52-08
Originating Department: Finance
2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report)
Rolling fiscal year 2008 encumbrance funding into fiscal year 2009.
3. BUDGET /FINANCIAL IMPACT:
Account #: Various-See Attached
Schedule A Amount of this item: $239,245.00
Current Budgeted Amount Available: Amount Remaining after item:
N/A N/A
Budget Transfer Required: Yes Appropriate Fund Balance: Yes
4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item)
Funds were allocated in budget year 2007/2008 to fund specific projects that were not completed by
fiscal year end September 30, 2008. The Department's are requesting that these funds be rolled into
budget year 2008/2009 as this is when the projects will be completed.
5. APPROVALS:
/"
Dept. Head: !~''~"` Finance Directox. _ Approved
^ No Financial Impact
Attorney: (for legal sufficiency)
Yes ^ No ^
Village Manager: ~ 1-~-~_~~~°'-----*
• SUBMIT FOR COUNCIL DISCUSSION: []~
• APPROVE ITEM: C~'
• DENY ITEM: ^
Form amended 08/26/08
Routing Sheet Process
1. Send ALL completed forms to
Finance for review ONE WEEK prior
to agenda items due into Clerk's
Office.
2. Finance sends Routing Sheet to
Clerk by deadline.
3. Clerk formulates agenda and sends
to Manager for review /approval.
MEMORAIVD UM
FINANCE DEPARTMENT
DATE: NOVEMBER 4, 2008
TO: MICHAEL COUZZO, VILLAGE MANAGER
CC: LORI MCWILLIAMS, VILLAGE CLERK
FROM: JOANN FORSYTHE, FINANCE DIRECTOR
RE: INCREASING THE BUDGETS DESCRIBED IN THE ATTACHED
"SCHEDULE A" TO FUND THE COMPLETION OF PURCHASE ORDERS
THAT WERE APPROVED AND FUNDED BUT NOT COMPLETED IN
BUDGET YEAR ENDING 9/30/2008 AND ARE EXPECTED TO BE
COMPLETED IN BUDGET YEAR ENDING 9/30/2009.
Please add the attached agenda item to the November 13, 2008 Regular Council Meeting
of the Village of Tequesta.
This resolution approves a roll forward of funding for purchase orders that were
not completed in budget year 2008 and expected to be completed in budget year 2009
(see exhibit "A")
This will require additional appropriation of Fund Balance in the 2008-2009
Budgets.
11/4/084:18 PM
RESOLUTION N0.52-08
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, PALM BEACH COUNTY, FLORIDA, APPROPRIATING
ADDITIONAL FUND BALANCE OF:
$40,221.00 FROM THE GENERAL FUND #001;
$12,752.00 FROM CAPITAL PROJECTS FUND #303;
$186,272 FROM WATER UTILITY FUND #401;
AND INCREASING THE BUDGETS OF ACCOUNTS DESCRIBED IN
THE ATTACHED "SCHEDULE A" WHICH BECOMES A PART OF
THIS RESOLUTION; TO FUND THE COMPLETION OF PURCHASE
ORDERS THAT WERE APPROVED AND FUNDED BUT NOT
COMPLETED IN BUDGET YEAR ENDING 9/30/2008 AND EXPECT TO
BE COMPLETED IN BUDGET YEAR ENDING 9/30/2009.
WHEREAS, funds were allocated in budget year 2007-2008 to fund specific
projects and;
WHEREAS, specific projects were not completed and funds were not used and;
WHEREAS, these projects are scheduled to be completed in budget year 2008-
2009 and
WHEREAS, the unused funds need to be appropriated into budget year 2008-
2009 to fund completion of these projects;
NOW, THEREFORE, BE IT ORDAINED BY THE VILLAGE COUNCIL OF
THEVILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS
FOLLOWS:
Section 1 The appropriation of additional fund balance from General Fund #001, Capital
Projects Fund #303, Water Utility Fund #401 and authorization to increase budgeted accounts as
specified in "Schedule A" is hereby approved.
Schedule of Department Requested Roll Forward Funding
for Fiscal Year 2009
"Schedule A"
Funds to Roll
Outstandina Forward as
Original Encumbrances Requested
GL Account # PO # Vendor Description Encumbrances as of 09/30/08 by Departments
GENERAL FUND # 001
001-160-534.300 2044 Rachlin Cohen & Holtz Other Contractual Service $ 1,800.00 $ 1,800.00 $ 1,800.00
001-160-546.310 2051 Atesi Generator Repair $ 5,024.00 $ 5,024.00 $ 5,024.00
001-160-546.310 2064 Atesi Digital Actuator $ 1,055.00 $ 1,055.00 $ 1,055.00
001-172-664.600 2097 Car Comm EF Johnson Radio Warranty $ 2,729.00 $ 2,729.00 $ 2,729.00
001-180-531.322 1999 Bell David Planning Group Comprehensive Plan $ 28,000.00 $ 16,000.00 $ 16,000.00
001-192-552.305 2022 Fisher Safety Bunker Gear X4 $' 2;631.40 $ 2,631.40 $ 5,263.00
001-193-552.305 2022 Fisher Safety Bunker Gear X4 $ 2,631:40 $ 2,631.40. $ -
001-193-664.601 2091 CDW Government Laptop X4 $ 14,430.00 $ 519.00 $ 519.00
001-193-664.601 2098 Documed Systems int Software Licenses $ 3,000.00 $ 3,000.00 $ 3,000.00
001-210-546.306 2087 Martin Fence Fence Repair $ 3,045.72 $ 3,045.72 $ 3,046.00
001-210-546.350 2101 Wynn & Sons Road Striping $ 1,784.20 $ 1,784.20 $ 1,785.00
General Fund Totai: $ 40,221.00
CAPITAL PROJECTS FUND # 303
303-323-663.672 2090 Roy Fisher Assoc Inc Tequesta Park $ 5,229.00 $ 5,229.00 $ 5,229.00
303-399-663.675 2080 Rood Landscaping FEC Project $ 7,522.95 $ 7,522.95 $ 7,523.00
Capital Projects Fund Total: $ 12 752 00
WATER FUND # 401
401-241-534.300 2065 Public Resourced Mgmnt Water Study consult $ 2,750.00 $ 849.27 $ 850.00
401-241-534.300 2081 Public Resourced Mgmnt Amendment #2 update Utilities $ 5,600.00 $ 1,624.46 $ 1,625.00
401-411-552.601 2099 Avanti Company Meter Well #25 $ 2,560.00 $ 2,560.00 $ 2,059.00
401-414-662.632 2009 Arcadis Beach Road Water Main $ 13,000.00 $ 5,500.00 $ 5,500.00
401-414-662.632 2066 Arcadis Engineering For Tequesta Dr $ 20,350.00 $ 17,787.50 $ 17,788.00
401-414-662.641 2094 Centerlinr Utilities Water Main Replacement $ 84,450.00 $ 84,450.00 $ 84,450.00
401-414-665.632 2010 Arcadis Water Plant Expansion $ 92,500.00 $ 74,000.00 $ 74,000.00
Water Fund Total: $ 186,272.00
Total Roll Forward Amount: $ 239,245.00
"NoteThis encumbrance was originally split beiween Dept.'s 192 and 193,: but',Dept. 192 absorbed: Dept. 193`in'the fiscal year 2009 budget.
FISCAL YEAR 2009 Village of Teauesta
BA # Budget Amendment Request J E #
Increase: ~~ ~` ' ,~ ,~ ~€~ ~~~'. ; ~ .~;~`~
Department: General Government Account: Other Contractual Services Account #: 001-160-534.300
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 25,000.00 $ 0.00 $ 1,800.00 $ 1,800.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
Department: General Government Account: Equipment Repair & Maint Account #: 001-160-546.310
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 5,000.00 $ 0.00 $ 6,079.00 $ 6,079.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
Department: Police Communication Account: Machinery/Equipment Account #: 001-172-664.600
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 2,729.00 $ 2,729.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
Department: Building & Zoning Account: Misc Planning Service Account #: 001-180-531.322
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 2,000.00 $ 0.00 $ 16,000.00 $ 16,000.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
Department: Fire Control Account: Uniforms Account #: 001-192-552.305
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 22,140.00 $ 0.00 $ 5,263.00 $ 5,263.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
**Note: This encumbrance was originally split between Dept.'s 192 & 193, but Dept. 192 absorbed Dept. 193 in the fiscal year 2009 bud et.
Department: Fire Control Account: Computer Equipment Account #: 001-192-664.601
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 1,500.00 $ 0.00 $ 3,519.00 $ 3,519.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
**Note: $3,000.00 of this encumbrance was originally budgeted in 193, but Dept. 192 absorbed Dept. 193 in the fiscal year 2009 bud et.
Department: Public Works Account: General Maintenance Account #: 001-210-546.306
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 30,000.00 $ 0.00 $ 3,046.00 $ 3,046.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
Department: Public Works Account: R&M Roads Account #: 001-210-546.350
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 14,000.00 $ 0.00 $ 1,785.00 $ 1,785.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
- ~,. , ,, .
Increase` ~ _.
Department: Other/Reserves/Contingency Account: Appropriate Fund Balance Account #: 001-990-399.999
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 40,221.00 $ 40,221.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
Department Head: Date:
Finance Approval: Date:
Village Manager Approval: Date:
Village Council Approval: Resolution Number Date:
FISCAL YEAR 2009 Village of Teguesta
BA # Budget Amendment Request J E #
Increase:.. ~~ 1.: ~ .. .... , . ,,_ ,~ _ 4,.
Department: Tequesta Park Account: Misc. Park Projects Account #: 303-323-663.672
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 5,229.00 $ 5,229.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009
Department: Misc. Projects-General Account: FEC Project Account #: 303-399-663.675
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 7,523.00 $ 7,523.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
Department: Account: Account #:
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 0.00 $ 0.00
Justification /Comments:
Department: Account: Account #:
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 0.00 $ 0.00
Justification /Comments:
Department: Account: Account #:
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 0.00 $ 0.00
Justification /Comments:
Department: Account: Account #:
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 0.00 $ 0.00
Justification /Comments:
Department: Account: Account #:
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 0.00 $ 0.00
Justification /Comments:
Department: Account: Account #:
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 0.00 $ 0.00
Justification /Comments:
Increaserr„,l.,r°~ _. m, ,
Department: Other/Reserves/Contingency Account: Appropriate Fund Balance Account #: 303-990-399.999
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 a 0.00 $ 12,752.00 $ 12,752.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
Department Head: Date:
Finance Approval: Date:
Village Manager Approval: Date:
Village Council Approval: Resolution Number Date:
FISCAL YEAR 2009
BA #
Village of Teauesta
Budget Amendment Request JE #
Increase: .. ~ ,r . - ~, , ~ .f~ .. . u~~i~. ~ ,:, , k
Department: Water Admin Account: Other Contractual Services Account #: 401-241-534.300
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 46,575.00 $ 0.00 $ 2,475.00 $ 2,475.00
Justification /Comments: Roliing fiscal year 2008 encumbrances into fiscal year 2009.
Department: Renewal & Replacement Account: Meters, Valves & Hydrants Account #: 401-411-552.601
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 10,000.00 $ 0.00 $ 2,059.00 ~ 2,059.00
Justification /Comments: Rollin fiscal year 2008 encumbrances into fiscal year 2009.
Department: Capital Expansion Projects Account: Architecture & Engineering Account #: 401-414-662.632
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
a 0.00 $ 0.00 $ 23,288.00 $ 23,288.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
Department: Capital Expansion Projects Account: Construction-Pipeline Account #: 401-414-662.641
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 125,000.00 $ 0.00 $ 84,450.00 $ 84,450.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
Department: Capital Expansion Projects Account: Engineering-RO WTP Expansion Account #: 401-414-665.632
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 74,000.00 $ 74,000.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
Department: Account: Account #:
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 0.00 $ 0.00
Justification /Comments:
Department: Account: Account #:
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 0.00 $ 0.00
Justification /Comments:
Department: Account: Account #:
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 0.00 $ 0.00
Justification /Comments:
Increase: '~_ .. ~ ::: , .. ~: - ~: ._:. .:
Department: Other/Reserves/Contingency Account: Appropriate Fund Balance Account #: 401-990-399.999
Original Budget Appropriated to Date Appropriation Request New Appropriation to Date
$ 0.00 $ 0.00 $ 186,272.00 $ 186,272.00
Justification /Comments: Rolling fiscal year 2008 encumbrances into fiscal year 2009.
Approvals- _. - ~. _ "~'~' .
Department Head: Date:
Finance Approval: Date:
Village Manager Approval: Date:
Village Council Approval: Resolution Number Date: