HomeMy WebLinkAboutDocumentation_Regular_Tab 11_03/18/2008VILLAGE OF TEQUESTA
AGENDA ITEM TRANSMITTAL FORM
1. VILLAGE COUNCIL MEETING:
Meeting Date:
03/13/08
Meeting Type: Regular
Ordinance #: N/A
Amount Remaining after item:
N/A
Consent Agenda: Yes
Resolution #: N/A
Originating Department: Various Departments
2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report)
Budget amendments for Fiscal Year 2007-2008.
3. BUDGET / FINANCIAL IMPACT:
Account #: Various
Amount of this item: N/A
Current Budgeted Amount Available:
N/A
Amount Remaining after item:
N/A
Budget Transfer Required: Yes
Appropriate Fund Balance: No
4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item)
Budget amendments for Fiscal Year 2007-2008, prepared by various Departments.
5. APPROVALS:
Dept. Head:
Attorney: (for legal sufficiency)
Village Manager:
Finance Director:
Yes ❑ No ❑
• SUBMIT FOR COUNCIL DISCUSSION: [�
• APPROVE ITEM: Cr
• DENY ITEM: ❑
i 1 • rWAT "01,
endments
Exceeding $5,000.00
(Could be a combination of several budget amendments
totaling $5,000.00 or more)
FISCAL YEAR 30e v� irl Villase of Teguesta
BA # 7 Budget Amendment Request JE # -
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Department: Account: Xccount #:
Original Budget
Balance Available
Transfer Amount
S
Department: Community Development Account: Temporary Services &ccount #:
Original Budget Balance Available Transfer Amount
$ 0.00
Justification / Comments: Funding for tem
FMLA leave.
Department:
Original Budget
$ 0.00
r staff due to a turn over of an em
_ Account:
Balance Available
$ 0.00 $
Justification / Comments:
Department:
Original Budget
New Balance Available
001-180-531.306
New Balance Available
$ 22,510.00 $
lovee in Building Inspector aos:
account #:
Transfer Amount New Balance Available
0.00 $ 0.00 $
_ Account:
Balance Available
4ccount #:
Transfer Amount New Balance Available
10.00
0.00
$ 0.00
$
0.00
$
0.00 $
0.00
Justification / Comments:
..� WIN,
mump
��� w
department: Community Development Account: Regular Salaries/Wages account #: 001-180.512.100
Original Budget Balance Available Transfer Amount New Balance Available pp
$ - 304,100.00 $ 284,967.00 $ 17,940.00 $ 267,027.00 U
Justification / Comments: Funding for temporary staff due to a tum over of an employee in Building Inspector position and employee using
FMLA leave.
Department: Community Development Account: Social Security Xccount #: 001-180-521.101
Original Budget Balance Available Transfer Amount New Balance Available
$ 19,200.00 $ 17,944.00 $ 1,110.00 $
Justification / Comments: Funding for temporary staff due to a tum over of an employee in Building Inspector position and employee using
FMLA leave.
Department: Community Development Account:
Original Budget Balance Available
Insurance kccount #: 001-180-523-101
Transfer Amount New Balance Available
$ 36,200.00 $ 33,600.00 $ 2,020.00 $
!cation /Comments: Funding for temporary staff due to a tum over of an employee in Building Inspector pos
FMLA leave.
Department: Community Development Account: VOT Pension Account #: 001-180-522.102
Original Budget Balance Available Transfer Amount New Balance Available
..31,590
$ 20,700.00 $ 19,592.00 $ 1,440.00 $ ` l-,032`08'
Justification/ Comments: Funding for temporary staff due to a turn over of an employee in Building Inspector position and employee using 1
FMLA leave. V
Village Manager Approval:
Village Council Approval:
Resolution Number
FISCAL. YEAR 2008 Village OT I eguesta
BA # l o q Budget Amendment Request
JE# D D 1
Department: VILLAGE CLERK Account: PERSONNEL TRAINING Account #: 001-120-554.301
Original Budget Balance Available Transfer Amount New Balance Available
$ 3,500.00 $ 1,665.00 $ 3,000.00 $ 4,665.00
Justification I Comments: See Attached Explanation
Department: Account: _
Original Budget Balance Available
Account #:
Transfer Amount New Balance Available
$ 0.00 $ 0.00 $ 0.00 $ 0.00
Justification I Comments:
Department: Account: Account #:
Original Budget Balance Available Transfer Amount New Balance Available
Department:
Account:
Account #:
Original Budget
Balance Available
Transfer Amount
New Balance Available
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Justification I Comments:
Department:
Account:
Account #:
Original Budget
Balance Available
Transfer Amount
New Balance Available
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Justification I Comments:
Department:
Account:
Account #:
Original Budget
Balance Available
Transfer Amount
New Balance Available
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Justification I Comments:
Department Head:
1�.---'
Date:
Finance Approval:
Date:
Village Manager Approval:
Date: } ? o
Village Council Approval:
Resolution Number
Date:
MEMORANDUM
Village of Tequesta
Clerk's Office
TO: Michael Couzzo, Village Manager
FROM: Lori McWilliams, Village Clerk
DATE: January 30, 2008
SUBJECT: Imaging System Transfer from OnBase to Laserfiche / Request to Approve
Budget Amendment
Through a coordinated effort between the Village Clerk's Office, the IT Director and the Chief of
Police, we have found a way to minimize the costs of the imaging system and thereby saving
the Village approximately $6,800 a year in support / maintenance costs.
At the beginning of December the Police Chief and the Director of IT approached me regarding
• my intentions for the expansion of the OnBase system Village wide as anticipated and planned
for by the previous Clerk. Mr. Gomberg explained that OnBase had no workflow installed base
within municipal government and their implementation in his opinion would have been a "best
effort" system. As such, a "best effort" system would further costs to the Village through
additional support service maintenance hours, administrative staff training needs and
manpower. He acknowledged there were other companies that specialize in municipal work
flow that would be better suited to the task.
The cost of maintaining simply an imaging system for a municipality of our size, and not a
workflow program, were discussed and it was collectively agreed that it would not be cost
effective for the Village to continue to use the current imaging system. As such, we demo'ed
various programs and suppliers and decided to use the Laserfiche system.
Through various phone contacts on December 26 and December 27, 2007 and personal
conversations on January 3, January 17 and January 24, 2008 the Village of Tequesta provided
IAS with notice of its intent to discontinue using their system for our imaging needs.
Additionally, Brad Gomberg, Director of IT; Deanna Mayo, Village Clerk's Office Assistant; and I
met with Glenn Walther on January 11, 2008 to discuss our issues and reasons for
discontinuing their service.
Subsequently, staff agreed with its initial assessment that it was in the best interest financially
for the Village to discontinue the business relationship. Our decision to move away from the
• OnBase product began with the decision to cease plans for using OnBase as a Village wide
workflow system. However, the main concern for staff was the total cost of ownership
associated with using OnBase; it even eclipsed the total cost of the new network system
purchased for the Village last year. The Village was being charged incredibly high maintenance
fees of which the services were never proactively provided. IAS's knowledge of the OnBase
system was, in Mr. Gomberg's opinion, unacceptable. This caused the Village to pay for
ineffective training sessions where employees were left with only a very basic knowledge of the
system making it almost impossible to use the system to its potential. As well, the majority of our
system problems, upgrades, and troubleshooting were plagued with lengthy and costly services
calls, extended by the apparent rudimentary knowledge of the technicians. This translated into
costs that were unnecessary and in IT's opinion unsubstantiated. Currently, the budgeted
support service / maintenance costs for OnBase are $10,042 as opposed to Laserfiche of
$3,179.00; for an annual approximate savings of $6,863.00.
Upon making the decision to limit the expansion of the OnBase system we also reviewed its
functionality and "fit" in the Village. There were multiple users who were concerned with its
ease of use, and IT was disappointed with the difficulty of its administrative modules. As a whole
the modular "do everything" approach that OnBase has taken has made it necessary to be
either completely vendor dependant for software maintenance (at $165 p/h), or to send people
to lengthy and costly training courses at the Village's expense. The Laserfiche support service
hourly charge is $110 per hour; for a savings of $55 per hour for program support.
As a final result, the Village has decided to move in a different direction for our imaging needs.
• Correspondence with IAS on 12/26/07, 12/27/07, 1/3/08, and 1/4/08 explained the Village would
no longer be dependent on IAS services and made a clear request for a refund for recently paid
Invoice of $5,752.50 and for the 10.5 unused support hours totaling $1,575.00. Since that
request, Brad and I have made numerous requests to Mr. Walther seeking a quick return of our
funds. To date, we have not received the funds nor have we received any response from Mr.
Walther with a projected date.
At this time it is necessary to move forward with the implementation of Laserfiche in order to
create a smooth transition from one program to the other. The cost of the Laserfiche imaging
system is $13,643.00. Currently I have $10,942 in unencumbered (budgeted) funds to use
towards imaging maintenance, support and upgrades until the $7,402.50 is returned by IAS.
Therefore, I am requesting the Village front $2,701 to help cover the implementation bf
the new system as well as approve the attached budget amendment request to place the
necessary funds in the proper account.
0
$ 0.00 $ 6,354.00 $ 56,347.00 $ 62,701.00
Justification / Comments: FUNDING FOR BUILDING INSPECTOR SERVICES. THIS POSITION WAS BUDGETED AS A VILLAGE
EMPLOYEE BUT BECAUSE OF DIFFICULTY FILLING THE OPEN POSITION, WORK HAS BEEN CONTRACTED OUT.
Department: COMMUNITY DEVELOPMNT Account: WORKER'S COMP INSURANCE Account #:001-180-524.100
Original Budget Balance Available Transfer Amount New Balance Available
TO "MUNICIPAL" EM
3,600.00 $ 2,555.00 $ 7,000.00 $ 9,555.00
nts: PER HR MANAGER, INSURANCE AUDIT REQUIRED RECODING OF TWO POSITIONS FROM "OFFICE"
A RATE INCR
.58 TO $9.23 PER $100.
Department: Account: Account #:
Original Budget Balance Available Transfer Amount New Balance Available
$ 0.00 $ 0.00 $ 0.00 $ 0.00
Justification/ Comments:
Decrease
Department: COMMUNITY DEVELOPMNT Account: REGULAR SALARIES Account #: 001-180-512.100
Original Budget Balance Available Transfer Amount New Balance Available
$ 304,100.00 $ 205,957.00 $ -50,800.00 $ 155,157.00
Justification / Comments: FUNDING FOR BUILDING INSPECTOR SERVICES. THIS POSITION WAS BUDGETED AS A VILLAGE
EMPLOYEE BUT BECAUSE OF DIFFICULTY FILLING THE OPEN POSITION, WORK HAS BEEN CONTRACTED OUT.
D�rtment: COMMUNITY DEVELOPMNT Account: FICA TXES Account #:
Original Budget Balance Available Transfer Amount
001-180-521.101
New Balance Available
$ 12,746.00 $ -3,151.00 $ 9,595.00
R BUILDING INSPECTOR SERVICES. THIS POSITION WAS BUDGETED ASA VILLAGE
Department: COMMUNITY DEVELOPMNT Account: MEDICARE TAXES Account #: 001-180-521.102
Original Budget Balance Available Transfer Amount New Balance Available
$ 4,500.00 $ 3,242.00 $ -996.00 $ 2,246.00
Justification / Comments: FUNDING FOR BUILDING INSPECTOR SERVICES. THIS POSITION WAS BUDGETED AS A VILLAGE
EMPLOYEE BUT BECAUSE OF DIFFICULTY FILLING THE OPEN POSITION, WORK HAS BEEN CONTRACTED OUT.
Department: COMMUNITY DEVELOPMNT Account: LIFEMEALTH INSURANCE Account #: 001-180-523.101
Original Budget Balance Available Transfer Amount New Balance Available
$ 36,200.00 $ 21,755.00 $ -4,300.00 $ 17,455.00
Justification/ Comments: FUNDING FOR BUILDING INSPECTOR SERVICES. THIS POSITION WAS BUDGETED ASA VILLAGE
EMPLOYEE BUT BECAUSE OF DIFFICULTY FILLING THE OPEN POSITION, WORK HAS BEEN CONTRACTED OUT.
Department: COMMUNITY DEVELOPMNT Account: VOT PENSION CONTRIBUTNS Account #: 001-180-522.102
Original Budget Balance Available Transfer Amount New Balance Available
$ 20,700.00 $ 14,156.00 $ -4,100.00 $ 10,056.00
on / Comments: FUNDING FOR BUILDING INSPECTOR SERVICES. THIS POSITION WAS BUDGETED AS A VILLAGE
Finance Approval:
Village Manager Approval:
Village Council Approval: Resolution Number Date:
Budget Amendments
Affecting Capital
Village of Tequesta
101' . � �J Budget Transfer Request
REASE:
Dept Police - Patrol. Acct Vehicles
Original Budget Balance Available
$ 48,000.00 $ 47,408.00
Justification: Funds for equipping new vehicles with markings, p
in account 001-175-552.302 (Small Tools & Equipment) when the}
Acct # 001-175-664.602
Transfer Amount. New Balance Available
$ 3,700.00 $ 51,108.00
its and accessories, flasher modules, and transport seats were originall
should have been in the Vehicle account. /;-1 i ,
Dept Acct Acct #
Original Budget Balance Available Transfer Amount
Justification:
Dept Acct Acct #
Original Budget Balance Available Transfer Amount
Justification:
New Balance A
New Balance Available
ra
Dept Head L ` Gccc ��'�' Date 11P7
Finance Appr val Date
V' age Manager's Approval Date i 3/
(�nents
DECREASE:
D t Police -Patrol Acct Small Tools & Equipment
Original Budget Balance Available Transfer Amount
$13,260.00 $ 9,357.00 $ 3,700.00
Justification: Moving funds for new vehicle equipment into proper account.
Acct # 001-175-552.302
New Balance Available
$ 5,657.00 i
Dept
Original Budget
Justification:
Acct
Balance Available
Transfer Amount
Acct #
New Balance Available
Dept
Original Budget
Justification:
Acct
Balance Available
Transfer Amount
Acct #
New Balance Available
Dept Head L ` Gccc ��'�' Date 11P7
Finance Appr val Date
V' age Manager's Approval Date i 3/
(�nents
Budget Amendments
Exceeding $5,000.00 and Affecting Capital
Village of Tequesta,
Budget Transfer Request���
P`T REASE:
Dept Police - Patrol Acct Vehicles Acct # 001-175-664.602 `
Original Budget Balance Available Transfer Amount. New Balance Available ` U r
$48,000.00 $35,938.70 $12,062.00 $48,000.70 1
Justification: Funds for the refurbishing of a police vehicle was originally in account 001-175-546.302 (Vehicle Repair & Maintenance)
when it should have been placed in the Vehicle account.
Dept Acct Acct #
Original Budget Balance Available Transfer Amount
Justification:
Dept Acct Acct
Original Budget Balance Available Transfer Amount
Justification:
New Balance Available
New Balance Available
DECREASE:
L Police - Patrol Acct Vehicle Repair & Maintenance Acct # 001-175-546.302
Original Budget Balance Available Transfer Amount New Balance Available
$41,780.00 $39,850.41 $12,062.00 $27,790.41 p `3/e%
Justification: Moving funds for vehicle refurbishing into proper account.
Dept Acct
Original Budget Balance Available
Justification:
Transfer Amount
Acct #
New Balance Available
$
Dept Acct Acct #
Original Budget Balance Available Transfer Amount New Balance Available
Justification:
Dept Head'Date i� D
Finance Approval Date i< `
Village Manager's Approval Date r 3/-7
ments
Budget Amendments
Inter -Departmental
FISCAL YEAR
BA #
W I 1;26010
/00
Village of Tequesta
Budget Amendment Request
JE# 1�34� I
Department: Building and Zoning Account: Licenses, Fees and Permits Account #: 001-180-549.304
Original Budget Balance Available Transfer Amount New Balance Available
$ 10.00 $ 0.00 $ 835.00 $ 835.00
Justification / Comments: See below
Department: Fire Control Account: Licenses, Fees and Permits Account #: 001-192-549.304
Original Budget Balance Available Transfer Amount New Balance Available
$ 750.00 $ 750.00 $ 75.00 $' 825.00
Justification/ Comments: See below
Department: Public Works Account: Licenses, Fees and Permits Account #: 001-210-549.304
Original Budget Balance Available Transfer Amount New Balance Available
$ 0.00 $ 0.00 $ 980.00 $ 980.00
Justification / Comments: See below
Department: Leisure Services
Original Budget
_ Account: Licenses, Fees and Permits Account #:
Balance Available Transfer Amount
0.00 $ 0.00
below
001-231-549.304
New Balance Available
$ 1,080.00 $ 1,080.00
Department: General Government Account: Licenses, Fees and Permits Account #: 001-160-549.304
Original Budget Balance Available Transfer Amount New Balance Available
$ 5,600.00 $ 5,314.00 $ -3,198.00 $ 2,116.00
Justification / Comments: Moving funds budgeted for ad valorem taxes, disposal and stormwater assessments for fiscal year 2008 to accounts
that better identify the expense. These expenses were paid out of general govt in the past, this change will charge the expense
to the specific function which results in more accurate financial revortinq.
Department: Account: Account #:
Original Budget Balance Available Transfer Amount New Balance Available
$ 0.00 $ 0.00 $ 0.00 $ 0.00
Justification / Comments:
Department: Account: _
Original Budget Balance Available
Account #:
Transfer Amount New Balance Available
$ 0.00 $ 0.00 $ 0.00 $ 0.00
Justification / Comments:
Village Council Approval: Resolution Number Date: