2011-3025-Resolution No. 2011-124 Recorded 10/6/2011DESCHUTES
DS
REVIE D NANCY BLANKENSHIP, COUNTY CLERK0J 7011'3075
COMMISSIONERS' JOURNAL 10/06/2011 10;16;32 AM
LE AL c UNSEL II I I II I I
2 3 30I II II 111111 I II I I I I III
1 -
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
ACTING AS THE GOVERNING BODY OF THE DESCHUTES COUNTY 911 COUNTY
SERVICE DISTRICT
A Resolution Transferring Appropriations
Within the Various Funds of the 2011-12
Deschutes County 911 County Service
District Budget and Directing Entries
and
* RESOLUTION NO. 2011-124
WHEREAS, attached is an e-mail from the 911 Director requesting a transfer of appropriations,
WHEREAS it is necessary to transfer appropriations within the Deschutes County 911 County
Service District Budget to accommodate the request; now therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES
COUNTY, OREGON, ACTING AS THE GOVERNING BODY OF THE DESCHUTES COUNTY
911 COUNTY SERVICE DISTRICT as follows:
Section 1. That the following transfers of appropriations be made:
FROM: 705-7500-501.97-01 Deschutes County 911 County Service District,
Contingency $ 358,000
TO: 705-7500-429.94-45 Deschutes County 911 County Service District,
Technology Improvements $ 358,000
Section 2. That the Finance Director make the appropriate entries in the Deschutes County
Budget document to show the above appropriations.
PAGE 1 OF 2 -RESOLUTION NO. 2011-124 (09/26/11)
DATED this
ATTEST:
— (67XuAL "_
Recording Secretary
PAGE 2 OF 2 -RESOLUTION NO. 2011-124 (09/26/11)
th day of September, 2011.
BOARD OF COUNTY COMMISSIONERS OF
DESCHUTES COUNTY, OREGON ACTING AS THE
GOVERNING BODY OF THE DESCHUTES COUNTY
911 CO Y SERVICE DISTRICT
TAMMY BAN , Chair
ANTHONY DEBONE, Vice -Chair
OJ41—
ALAN UNGER, Commissioner
Lacy Nichols
From: Marty Wynne
Sent: Tuesday, September 06, 2011 9:30 AM
To: Lacy Nichols
Subject: FW: Vendor - New World Systems
Attachments: Fund 705 Appropriation Transfer.xls
Lacy,
This should have been forwarded to you much earlier. Thanks.
Marty
From: Robert Poirier
Sent: Thursday, August 25, 2011 1:44 PM
To: Marty Wynne
Cc: Kathleen DeForrest; Jeanine Faria
Subject: FW: Vendor - New World Systems
Marty,
Could you please prepare a resolution to transfer appropriation as outlined in the attached appropriation transfer
request. I have also filled out a capital outlay expenditure authorization form and is being sent via inter -office mail.
Thanks!
From: Jeanine Faria
Sent: Thursday, August 25, 20119:42 AM
To: Robert Poirier
Subject: FW: Vendor - New World Systems
This is in response to your email following up on the beginning net working capital. I sent this to Kathleen two weeks
ago. I've riot yet seen the request for the appropriation transfer nor the Capital Outlay form for FY 2012.
Let me know if there is anything else you need from me.
Jeanine
541-385-1411
From: Jeanine Faria
Sent: Thursday, August 11, 20113:27 PM
To: Kathleen DeForrest
Subject: RE: Vendor - New World Systems
Yes, the vendor data base shows that $842,257.72 has been paid by 911 to New World Systems. A few things need to
occur for FY 2012 . It appears nothing has been budgeted for the continuation of this project in FY 2012. So, a request
for a transfer of appropriation needs to be made to budget the amount that will be expended in FY 2012 for this
system. I've attached the Excel file. This file needs to be attached to an email sent to Marty requesting him to prepare
a resolution to transfer appropriation. A new capital outlay form will need to be completed. If the total contract is $1.2
million (and this is a firm price, that is — the amount will not increase), then the capital outlay form needs show that
$357,742 will be expended for capital outlay in FY 2012.
1
From: Kathleen DeForrest
Sent: Thursday, August 11, 2011 2:55 PM
To: Jeanine Faria
Subject: FW: Vendor - New World Systems
Jeanine,
Do you show that the total payments to this vendor are $842,257.72? Since I now have two new bills (FY12), do we
continue using the Capital Outlay form I was using for $1.2 or should we do a new one for the difference of $1.2M -
$842,257.72? According to Joe Sadony, "the system is not yet in production and will not be ready for several
months". We continue to receive bills for their employee's time and expenses however.
NathP.eerr Degetw6t
admin. Clsit.
9>LatPcee ffAdes&uteo.cvc .
(541) 322-6102
Deschutes County 9-1-1 Service District
20355 Poe Sholes Dr., Ste. 300
Bend, OR 97701
From: Kathleen DeForrest
Sent: Thursday, August 11, 2011 2:47 PM
To: Mark Pilliod
Cc: Robert Poirier
Subject: Vendor - New World Systems
Hi Mark,
Back in March, we were hoping to get a copy of the contract signed with New World Systems for the new Records
Management System (worth about $1.2M). It was dated 12/20/10 and is about 101 pages I'm told.
Jeff Sageser emailed me that he had talked with Nancy Blankenship about this "confidential" record and they directed
me to you. We let it go then but now that we're moving from one fiscal year to another and the bills will continue to
come for many months, we'd like to be able to review the terms/details of the contract. Can you help me with this?
Xa#deen De`3oaneat
admin. c oba.
X—v46 a A(_&deachuteg.gW.
(541) 322-6102
Deschutes County 9-1-1 Service District
20355 Poe Sholes Dr., Ste. 300
Bend, OR 97701
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DESCHUTES COUNTY
Capital Outlay Expenditure Authorization Form
1. Description of Expenditure: , e --,e ' Re-cor&40r A75 9%�..�� ? Sys Q h
2. Department
3. Budgeted Amount 11 20V 004
Less: Prior Expenditures 'ffyL1, 2.5 172—
Remaining Budget Expenditure Amount: v O i 7q2.30
4. Charge to: 70S- 7S&0 q2- 7 el `t S'—
Fund Dept /Div BAS Elem/Obj Project
5. Bids Received: Written Oral None
Bid Detail: Name of Firm Amount Comments
Vey Werke S „c%,S � , 2010 mod
*Reason Bids Not Requested:
6. Initial Purchase —Y-- Replacement _
Replacement Information:
Replaced Asset Description
Justification for Replacement
Replaced Asset Number
Year of Purchase
Original Cost
Make
Model #
Serial #
ADDITIONAL INFORMATION IF REQUIRED CRITERIA NOT MET (See Capital Outlay Policy
and Procedures, COEAF Form Section)
A. Item not budgeted or item exceeds budgeted amount (complete 1 or 2).
1. Source of appropriation if not budgeted or in excess of budget (no appropriation transfer
required) :
Appropriation transfer to Capital Outlay is necessary.
Request for an appropriation transfer must be attached to COEAF
B. Item not as described in budget ,
REASON: D.eP �vof- cy. rT4=�P s e vtr Frow �y l b tilt o� to c---, p 1c 4 lJ riOJ ��t
C. EMERGENCY PURCHASE — Item purchased prior to COEAF approval
REASON:
Department Head
Finance Department Review
County Administrator Approval
County Commissioner Approval
(If over $25,000)
Submit form to the Finance Department for review and approval.
Date $1ZS/I'D i(
Date
Date
Date