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DATE: FRIDAY,NOVEMBER 17,2017
TO: CHRIS QUIRK,FINANCE DIRECTOR
FROM: MICHELLE GLOAD,ACCOUNTING MANAGER
RE: FISCAL YEAR ENDING 09/30/17 ENCUMBRANCES
$723,380.62 of the Fiscal Year 2016/2017 Budget remained encumbered at fiscal year-end 09/30/17 and the
departments are requesting that the funds be rolled forward to fund the completion of the purchase orders in
Fiscal Year 2018. The purchase orders were funded and approved in Fiscal Yeaz 2016/2017 but not
completed. The departments expect the purchase orders to be completed in budget year ending 09/30/18.
RESOLUTION NO. 59-17
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, FLORIDA, AMENDING AND INCREASING THE 2017/2018
GENERAL FUND #001 BUDGET BY $214,418.00, THE 2017/2018 WATER
FUND #401 BUDGET BY $127,984.00, THE 2017/2018 STORMWATER
#403 BUDGET BY $210,234.00 AND THE 2017/2018 SPECIAL LAW
ENFORCEMENT TRUST FUND #605 BUDGET BY $170,749.00 BY
AMENDING EXPENDITURES AS SPECIFIED IN THE ATTACHED
"SCHEDULE A" PROVIDING FOR SEVERABILITY; PROVIDING AN
EFFECTIVE DATE; AND FOR OTHER PURPOSES.
WHEREAS, $723,380.62 of the Fiscal Year 2016/2017 Budget remained encumbered at
fiscal year-end 09/30/17 and the Departments are requesting that the funds be rolled
forward to fund the completion of purchase orders that were approved and funded but not
completed in budget year ending 09/30/17 and expect to be completed in budget year
ending 09/30/18;
NOW,THEREFORE,BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA,AS FOLLOWS:
Section 1 Resolution No. 59-17, amending and increasing the 2017/2018 General
Fund #001 Budget by $214,418.00, the 2017/2018 Water Fund #401 Budget by
$127,984.00.00, the 2017/2018 Stormwater Fund #403 Budget by $210,234.00.00 and
the 2017/2018 Special Law Enforcement Trust Fund #605 Budget by $170,749.00 by
amending expenditures as specified in the attached"Schedule A" is hereby approved;
Section 2 This Resolution shall become effective immediately upon passage.
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Funds to Roll
Outstandinq Forward as
Oriqinal Encumbnnces Reauested
GL Account#� P � Vendor Descriotion Encumbrances as of 09/30N7 bv Deuartments
GENERAL FUND�001
001-160-664.607 17-000037 SITESECURE LLC CCN 8 ACCESS CONTROL REPLACEMENT $ 8,906.83 $ 8,906.83 $ 8,907.00
001-175�64600 17-000048 BRUNSWICKCOMMERCIAL BOAT $ 60,000.00 S 60,000.00 $ 60,000.00
001-175-664.600 17-000051 WATSON FURNITURE GROUP INC DISPATCH FURNITURE $ 36,191.37 $ 36,191.37 $ 36,192.00
001-175�64.607 17-000037 SITESECURE LLC CCN 8 ACCESS CONTROL REPLACEMENT $ 38,979.65 $ 38,979.65 $ 38,980.00
001-180.551.300 17-000041 CDW GOVERNMENT LLC EQUIPPING VEHICLES AS MOBILE OFFICES $ 196.00 $ 196.00 3 196.00
001-180�64.601 17-000041 CDW GOVERNMENT LLC EQUIPPING VEHICLES AS MOBILE OFFICES $ 3,654.00 S 3,654.00 $ 3,654.00
001-180�64.602 17-000041 CDW GOVERNMENT LLC EQUIPPING VEHICLES AS MOBILE OFFICES $ 1,380.00 S 1,380.00 3 1,380.00
001-192�64.607 17-000037 SITESECURE LLC CCN 8 ACCESS CONTROL REPLACEMENT $ 38,979.65 S 38,979.65 3 38,980.00
001-231-663.600 17-000071 SHADE SYSTEMS INC. REPLACEMENT COOL NET $ 6,306.00 3 6,306.00 $ 6,306.00
001-231�64.607 17-000037 SITESECURE LLC CCN&ACCESS CONTROL REPLACEMENT $ 19,823.00 $ 19,823.00 $ 19,823.00
TOTAL: S 214,418.00
`�'.•%.i- �:�r�-:r�. - ` :�.,e;� '- .xd=-i'2- �e�w- ,-R•i . - u-t`., - - -
- 'k' ��' �:� ..s:.-
. . ._.. _ _ . K. . . . Funds to Roll
Outstandinu Forward as
Oriainal Encumbrances Reauested
GL Account* P � Vendor Descriotion Encumbrencea as of 09/30H7 bv Deoartmenb
WATER FUND#401
401-241-531.302 17-000026 MOCK ROOS 8 ASSOCIATES INC ENGINEERING SERVICES $ 1,898.79 $ 1,898.79 $ 1,899.00
401-242-546.342 17-000067 ALL COUNTY PAVING TE�UESTA DRIVE ROAD REPAIRS $ 1,800.00 $ 1,800.00 $ 1,800.00
401�11-531.302 17-000018 KIMLEY HORN 8 ASSOCIATES DESIGN AND PERMITTING WORK $ 63,153.58 $ 57,178.58 S 57,179.00
401-411-546.607 17-000070 DP DEVELOPMENT FLUSHING ASSEMBLY PROJECT $ 67,105.75 3 67,105.75 S 67,106 00
TOTAL: S 127,984.00
StortnwaEer Fund
Funds to Roll
Outstandina Forward as
Oriainal Encumbrances Requested
GL Account� PO* Vendor Description Encumbrances as of 09/30N7 bv Departments
STORMWATER FUND i 403
403250-534.300 17-000040 MOCK ROOS&ASSOCIATES INC ENGINEERINGPINE TREE DRIVE 5 17,620.00 $ 13,215.00 S 13,215.00
403-411-531.302 17-000027 MOCK ROOS 8 ASSOCIATES INC ENGINEERING 3 7,937.00 $ 1,98425 3 1,985.00
403-411-546.308 17-000069 DP DEVELOPMENT CYPRESS ALLEY PAVING $ 199,529 50 $ 195,033.53 $ 195,034.00
TOTAL: j 210,234.00
Tofal RoN Forward uost for Fw�ds: i 210,234.00
3pacial Law EMorsa�wM Tnat Fund
Funds to Roll
Outstandina Forward aa
Ori inal Encumbrances Reauested
GL Account i PO i Vendor Descriotion Encumbrances as of 09I30117 bv Deoartrnents
SPECIAL LAW ENFORCEMENT TRUST FUND#605
605-171-664.600 17-000036 ALAN JAY FORD TRUCK $ 50,748.22 $ 50,748.22 S 50,749.00
605-171-664.600 17-000048 BRUNSWICK COMMERCIAL BOAT $ 120,000.00 a 120,000.00 a 120,000.00
TOTAL: S 770,749.00
Total Ror Folwand wst for Non-EnWmb�rod Funds: = 170,749.00
. . -. . . -. ��
11/17/2017 1L 52 AM Balances By GL Number Report For Village Of Tequesta
User: mgload Start Date: 10/O1/2016 As-Of Date: 09/30/201�
DB: Tequesta
(Using Invoice Details)
Fur.d GL Numbec PO/Req $ Vendor Code Vendor Name O u g Amt Amt Rel Balance
001
001-160-664.607
Purchase Order
08/09/2017 17-000037 00548 SiTe5ECi7RE LLC 8,906.83 0.00 8,906.83
Pnrchase Order TOTALS FOR ACCOUNT: 8,906.83 0.00 8,906.83
--""'-------------------------"'-------------------"--"-----------------------------"--'---------------------------"---------------------------------'-"
001-160-664.60� TOTALS: 8,306.83 O.00 8,906.83
----------------"----------------------------"---------------------'-'----------------------------------'-------------------------------"'--------------------'
001-175-064.600
Purchase Order
OB/04/2017 17-000048 01246 BRUNSWICK COI•A7ERCIAL AND GOV'T PRC 60,000.00 0.00 60,000.00
OB/04/2017 17-000051 01327 WATSON FURNITURE GROUP INC 36,191.37 0.00 36,191.37
Purchase Order TOTALS FOR ACCOUNT: 96,191.37 0.00 96,191.37
_________________________________________________________________________________________________________________________________________________________________
001-175-669.600 TOTALS: 96,191.3� 0.00 96,191.37
----------------------------------------------------------------------------------------------------------------------------------------------------------------
001-1�5-664.607
Purchase Ordec
OB/09/2017 17-000037 00598 STTESeCUitE LLC 3B,979.65 0.00 38,979.65
Purchase Order TOTALS FOR ACCOUNT: 38,979.65 0.00 38,979.65
"""""""""""""___""""""""""""""""""""""""""""""""'_""""""""""'_""'_""""'_""""""""""""""
001-175-664.607 TO'ci�i.5: 38,979.65 0.00 38,979.65
-----------------------------------------------------------------------------------------------------------------------------------------------------------------
001-180-551.300
Purchase Order
08/09/2017 P-000041 00502 CDW GOVERNMENT LLC 156.00 0.00 196.00
Purchase Order TOTALS FOR ACCOUNT: 196.00 O.OG 196.00
_________________________________________________________________________________________________________________________________________________________________
001-180-551.300 TOTALS: 196.00 O.CO 196.00
-----------------------------------------------------------------------------------------------------------------------------------------------------------------
001-180-664.601
Purchase Order
08/09/2017 17-000041 00502 CDW GOVERNMENT LLC 745.00 0.00 795.00
08/04/2017 17-000041 00502 CDW GOVERNMENT LLC 215.00 0.00 215.00
08/09/201� 17-000041 00502 CDW GOVERNMENT LLC 310.00 0.00 310.00
08/09/2017 17-000041 00502 CDW GOVERNMEN? LLC 110.00 O.00 110.00
OB/09/2017 17-000041 00502 CDW GOVERNMENT LLC 2,274.00 0.00 2,274.00
Purchase Order TOTALS FOR ACCOUNT: 3,654.00 0.00 3,654.00
"'__"""'_""""_'_""""""""""""""""_"""""""_""""""""_""""""""""""""""_""""_""""_'_"""""""""'
001-180-664.601 TOTALS: 3,659.00 0.00 3,659.00
----------------------------------------------------------------------'-----------------------------------------------------------------------------------------'
001-180-664.602
P�rchase Order
08/09/2017 17-000041 00502 CDW GOVERNMENT LLC 745.00 0.00 745.00
OB/04/2017 17-000041 00502 CDW GOVERNMENT LLC 215.00 0.00 215.00
OB/09/2017 17-000041 00502 CDW GOVERNMEN? LLC 310.00 0.00 310.00
OB/09/2017 17-000041 00502 CDW GOVERNMENT LLC 110.00 C.00 110.00
Purchase Order TOTALS FOR ACCOUNT: 1,380.00 0.00 1,380.00
"""""""""""_'_""""""""""""'_"""""""""."""""""""'_"""""""""_""""""""""""""""""""""""""
001-180-664.602 TOTALS: 1,380.00 0.00 1,380.00
-----------------------------------------------------------------------------------------------------------------------------------------------------------------
001-192-669.60�
Purchase Order
OB/04/2017 ll-000037 0059B SITESECiJRE LLC 38,979.65 0.00 38,979.65
Purchase Order TOTALS FOR ACCOUNT: 38,9�9.55 0.00 38,979.65
""""_""""""""'_'_"""""""""""_""""""""""'_"""""_""""""""___""""""""_"""""""""""""""""'_""
001-192-664.607 TOTALS: 38,979.65 0.00 38,979.65
--------------"""----------------------------------'---------------------------------------------"--'------------------------------------""--------------
001-231-663.600
11/17/2017 1L•52 AM Balances By GL Number Report For Village Of Tequesta
User: mgload Start Date: 10/O1/2016 As-Of Date: 09/30/2017
Da: Tequesta
(Using Invoice Details)
Fund GL Number PO/Req k Vendor Code Vendor Name Crig Amt Amt Rel Balance
Purchase Order
09/29/2017 17-000071 MISC SHADE SYSTEMS INC 6,306.00 0.00 6,306.00
Purchase Order TOTALS FOR ACCOUNT: 6,306.00 0.00 6,306.00
--'---'--"""'-""-"-"'-'---------------------------------------------------'-'--""-'---------------------------------------------------------------------
001-231-663.600 TOTALS: 6,306.00 0.00 6,306.00
--------------------------------------"-'---'-"-'-----------------------------------------------------'--"-'--------------------------------------------------
001-231-669.007
Purchase Order
08/04/2011 17-00003� 00598 SITESECiJFiE LLC 19,823.00 0.00 19,823.00
Purchase Order TOTALS FOR ACCOUNT: 19,823.00 0.00 19,823.00
-----------------------------------------------------------------------------------------------------------------------------------------------------------------'
001-231-664.607 TOTALS: 19,823.00 0.00 19,823.00
-----------------------------------------------------------------------------------------------------------------------------------------------------------------'
FUND 001 TOTALS: 214,416.50 0.00 219,416.50
401
401-291-531.302
Purchase Order
08/03/2017 17-000026 00934 MOCK x005 5 ASSOCIATES INC 1,898.79 0.00 1,898.79
Purchase Order TOTALS FOR ACCOUNT: 1,898.79 0.00 1,898.79
----------------------'--'----"-'--------------------------------------------------'-'-_"-------------------------------------------------------------------
901-241-531.302 TOTALS: 1,898.79 0.00 1,898.79
-----------------------------------------------------------------------------------------------------------------------------------------------------------------
901-292-546.342
Purchase Order
09/26/2017 P-000067 01093 ALL COUNTY PAVING 1,800.00 0.00 1,800.00
Purchase Order TOTALS FOR ACCOUNT: 1,B00.00 0.00 1,800.00
------------------------------------'-------------------------------------------------------__-_--______---------------------------------------------------------
901-292-546.342 TOTALS: 1,800.00 0.00 1,800.00
-----------------------------------------------------------------------------------------------------------------------------------'----------------------------
401-911-531.302
Purchase Order
OB/03/2017 17-000018 01202 KIMLEY HORN AND ASSOCITATES 63,153.58 5,975.00 57,178.58
Purchase Order TOTALS FOR ACCOUNT: 63,153.58 5,975.00 57,178.58
""""""""""""""""""""""""""""""'_""_'_"""""".'_""""""""_"""""'_"""'____""""'_"""_'_""""""".'-.
901-411-531.302 TOTALS: 63,153.58 5,975.00 57,178.58
----------------------------------------------------'------------------------------------------------------------------------------------------------------------'
901-911-546.507
Purchase Order
09/27/2017 17-000070 01095 DP DEVELOPMENT OF THE TREASURE 67,105.75 0.00 67,105.75
Purchase Order TOTALS FOR ACCOUNT: 67,105.75 0.00 67,105.75
_________________________________________________________________________________________________________________________________________________________________
901-911-546.607 TOT7ai.S: 67,i05.75 0.00 67,105.75
---------------------------------------------------------------------------------------------------'-------------------------------------------------------------
FUND 401 TOTALS: 133,958.12 5,975.00 127,983.12
403
403-250-534.300
Purchase order
OB/09/2017 ll-000040 00939 MOCK ROOS 6 ASSOCIATES INC 17,620.00 9,905.00 13,215.00
Purchase Order TOTALS FOR ACCOUNT: 17,620.00 9,905.00 13,215.00
------------------------------------------------------------------------'-""-"'--'-"""'---'--'-'-----------------------------------------------------------
403-250-534.300 TOTALS: 17,620.00 9,905.00 13,215.00
""""-"'-'-'--'-----'--—-----'--------------------------------------------------------------------------------------------'---------------'--'-""'--'----'
403-411-531.302
Purchase Order
OB/03/2017 17-000027 00934 MOCK ROOS 6 ASSOCIATES INC 7,937.00 5,952.75 1,989.25
il/17/2017 11:52 AM Balances By GL Number Report For Villaqe Of Tequesta
User. mgload Start Date: 10/O1/2016 As-Of Date: 09/30/2017
DB: Tequesta
(Using Invoice Details)
Fund GL Number PO/Req H Vendor Code Vendor Name Orig Amt Amt Rel Balance
Purchase Order TOTALS FOR ACCOUNT: 7,937.00 5,952 75 1,984.25
_________________________________________________________________________________________________________________________________________________________________
403-911-531.302 TOTALS: 7,937.00 5,952.75 1,984.25
---"----------------------"'-----------------------"'------------------------'--'--------------------------"'--------------------------"-------------------
403-911-596.308
Purchase Order
09/27/2017 17-000069 01095 DP DEVELOPMENT OF THE TREASURE 199,529.�0 9,995.97 195,033.53
Purchase Order TOTALS EOR ACCOUNTc _ . __ _199:529_50 4,495_97_ 195,033.53
--""----------------------""---- '-'--------'
903-411-546.308 TOTALS: 199,529.50 9,995.97 195,033.53
-----------------------------------------------------------------------------------------------------------------------------------------------------------------
FlJND 403 TOTALS: 225,086.50 14,B53."12 210,232.78
605
605-171-664.600
Purchase Order
08/04/2017 17-000036 00701 ALAN JAY FORD LINCOLN MERCURY 50,798.22 0.00 50,748.22
OB/04/20 P 17-000048 01246 BRUNSWICK CONA�RCIAL 7�nlD GOV'T PRC 120,000.00 0.00 120,000.00
Purchase Order TOTALS FOR ACCOONT: 170,748.22 0.00 170,748.22
_________________________________________________________________________________________________________________________________________________________________
605-171-669.600 TOTALS: 170,748.22 0.00 170,748.22
---------"'-"""---------------------------'--""-----------------------------"----"""-'---------------------------'--"'-------------------------'-"---�
FUND 605 TOTALS: 170,�4B.22 0.00 170,748.22
REPORT TOTALS: 794,209.34 20,828.72 723,380.62