HomeMy WebLinkAboutRes 021 - Transfer Appropr - County Legal FundDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of March 27, 2013
Please see directions for completing this document on the next page.
DATE: March 20, 2013
FROM: Mark Pilliod Legal (541 )388-6625
TITLE OF AGENDA ITEM:
Consideration and signature of Resolution #2013-021 transfer of appropriation in the Legal Counsel
Fund.
PUBLIC HEARING ON THIS DATE? NO
BACKGROUND AND POLICY IMPLICATIONS:
Consideration of Resolution #2013-021. An appropriation transfer within the Legal Counsel Fund is
necessary for the following reasons: The Department has need of case management software and
related computer hardware. Ordinarily, this type of purchase would be budgeted in the next fiscal year.
However, the least costly vendor of the software, Amicus Attorney, has offered a significant discount
on the system that would most benefit the department. Furthermore, the department has received
significant revenues in connection with the successful defense on a civil claim for which the county was
insured by the Special Districts Insurance Services. This revenue was unexpected and thus not included
in the departmental budget and would be sufficient to cover the expected cost of the purchase.
FISCAL IMPLICATIONS:
A transfer of appropriation from Contingency to Capital Outlay for $14,000 is necessary.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of Resolution #2013-021.
ATTENDANCE: Marty Wynne
DISTRIBUTION OF DOCUMENTS:
Marty Wynne, Finance Department 388-6559
Mark Pilliod, Legal Counsel 388-6625
REVIEWED
LEGAL COUNSEL
For Recording Stamp Only
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Transferring Appropriations *
Within the Various Funds of the 2012-2013 RESOLUTION NO. 2013-021 *
Deschutes County Budget and Directing Entries *
WHEREAS, attached is an e-mail from Legal Counsel requesting a transfer of appropriations,
and
WHEREAS it is necessary to transfer appropriations within the Deschutes County Budget to
accommodate the request; now therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES
COUNTY, OREGON, as follows:
I
:1
Section 1. That the following transfers of appropriations be made:
FROM: 640-2700-501.97 -01 Deschutes County Legal Counsel,
Contingency $ 14,000
TO: 640-2700-415.94-41 Deschutes County Legal Counsel,
Computer Hardware $ 6,500
TO: 640-2700-415.94-43 Deschutes County Legal Counsel,
Computer Software $ 7,500
Section 2. That the Finance Director make the appropriate entries in the Deschutes County
Budget document to show the above appropriations.
day of March, 2013.
BOARD OF C01JNTY COMMISSIONERS OF
DESCHUTES COUNTY, OREGON
ALAN UNGER, Chair
ATTEST: TAMMY BANEY, Vice-Chair
Recording Secretary ANTHONY DEBONE, Commissioner
PAGE I OF I·RESOLUTION NO. 2013-021 (03127/13)
Lacy Nichols
From: Mark Pilliod
Sent: Monday, March 18, 2013 12:05 PM
To: Marty Wynne
Cc: Lacy Nichols; Connie Scorza
Subject: FW: YTD Expenditure Report
Attachments: Appropriation Transfer Fund 640.xls
Follow Up Flag: Follow up
Flag Status: Flagged
I understand that this requires your approval.
We'd like to go ahead and order the software, as the vendor is offering a special through the end of this month.
Let me know jf you have any questions or concerns.
Mark Pilliod
Deschutes County Legal Counsel
541-388-6625
Confidential and privileged information attorney client communication. If you are not the intended recipient, please advise by
return e-mail and delete immediately without reading or forwarding to others.
From: Jeanine Faria
Sent: Monday, March 18, 2013 12:01 PM
To: Mark Pilliod
Subject: RE: YTD Expenditure Report
Mark,
The purchase of the hardware and software meets the County's definition of Capital Outlay. I've prepared the Excel
file. The next step is to send an email to Marty, with a copy to Lacy, with the Excel file attached, requesting that Finance
prepare the resolution. As you have already prepared the resolution and agenda request, this saves a bit a work for
Finance, so thank you for that.
Jeanine
From: Mark Pilliod
Sent: Monday, March 18, 2013 10:11 AM
To: Teri Maerki
Cc: Connie Scorza; Jeanine Faria; Jonathan Spring
Subject: RE: YTD Expenditure Report
I Is there anything else you would need in order to advance the proposed agenda request and order?
i
Mark Pilliod
Deschutes County Legal Counsel
541-388-6625
Confidential and privileged information attorney client communication. If you are not the intended reCipient, please advise by
return e-mail and delete immediately without reading or forwarding to others.
From: Mark Pilliod
Sent: Monday, March 11, 2013 4:55 PM
To: Teri Maerki
1
1
Cc: Connie Scorza; Jeanine Faria; Jonathan Spring
Subject: RE: YTD Expenditure Report
Connie will arrange to send the check as you have requested.
In the meantime, I have prepared for your review and approval an agenda request and resolution concerning the
software and hardware.
Even though the hardware purchase is not time sensitive (as is the software discount ending this month), I thought it
prudent to combine the two, since the one is related to the other. Jonathan Spring is recalculating the cost of the
computers, since the figures he prepared late last year have expired.
Let me know of any questions or concerns.
Mark Pilliod
Deschutes County legal Counsel
541-388-6625
Confidential and privileged information attorney client communication. If you are not the intended recipient, please advise by
return e-mail and delete immediately without reading or forwarding to others.
From: Teri Maerki
Sent: Monday, March 11, 2013 2:23 PM
To: Mark Pilliod
Cc: Connie Scorza; Jeanine Faria
Subject: RE: YTD Expenditure Report
Ihc check should be deposited into account 640-0000-341.64-00. The good news is that now your beginning
net working capital for FY ~014 budget (Irk'S not need to be reduced.
Ilowever, you may still require an appropriation transfer from Contingency to either Materials & Services or
Capital Outlay,
Ten Maerki
Financial/Budget Analyst
(541) 388-6536
From: Mark Pilliod
Sent: Monday, March 11, 2013 2:17 PM
To: Teri Maerki
Cc: Connie Scorza; Jeanine Faria
Subject: RE: YTD Expenditure Report
We received a check today from Special Districts Insurance Services as compensation for successfully defending against
the claim by the Sunriver Service District police chief (Kennedy). These were unbudgeted revenues of about $14K.
These should more than cover the cost of the hardware and software we've been discussing;
How should we handle this?
Mark Pilliod
Deschutes County legal Counsel
541-388-6625
Confidential and privileged information attorney client communication, If you are not the intended recipient, please advise by
return e-mail and delete immediately without reading or forwarding to others.
From: Teri Maerki
Sent: Sunday, March 10, 2013 11:29 AM
2
To: Mark Pilliod
Cc: Connie Scorza; Jeanine Faria
Subject: RE: YTD Expenditure Report
It sounds as though the FY 20] 4 beginning net working capital should be decreased for these FY 2013
expenditures. This will cause the internal service charges to other departments to increase by the same amount,
provided funding does not come from another source.
However, the Budget Editor was locked as of March 151 when all County budgets were due, so any changes to
the current FY 2014 requested budgets should be sent directly to me.
Teri Maerki
Financial/Budget Analyst
(541) 388-6536
From: Mark Pitliod
Sent: Thursday, March 07, 2013 3:52 PM
To: Jeanine Faria
Cc: Teri Maerki; Connie Scorza
Subject: RE: YTD Expenditure Report
I've got the software cost, but am double checking the latest prices on the hardware from IT.
So far, we have $6,248 for the software and $5,468 for the hardware. The latter might be reduced somewhat, since the
quoted price was from January.
I don't know whether we're spending down next year's beginning net working capital.
Based upon the (typical) software contract, J expect that this time next year, we'l[ be paying the updates/maintenance.
This will probably result in an increase in expenditures for software (either licenses or supplies).
Can/should I go into Budget Editor and make the necessary adjustments?
Mark Pi/liod
Deschutes County Legal Counsel
541-388-6625
Confidential and privileged information attorney client communication. If you are not the intended recipient, please advise by
return e-mail and delete immediately without reading or forwarding to others.
From: Jeanine Faria
Sent: Thursday, March 07,20133:33 PM
To: Mark PiJliod
Cc: Teri Maerki
Subject: FW: YTD Expenditure Report
Please let me know the amounts of the software and hardware when you receive them. Depending on the dollar
amount, this expenditure will be recorded either as Materials & Services or as Capital Outlay. I will prepare the
necessary Excel schedule and that will be the basis for the resolution to transfer appropriation.
Will you need to adjust the beginning net working capital for the FY 2014 budget as a result of this expenditure?
Jeanine
From: Teri Maerki
Sent: Thursday, March 07, 2013 12:55 PM
3
To: Jeanine Faria
Subject: FW: YTO Expenditure Report
Do you have time to help Mark with this?
Teri Maerki
Financial/Budget Analyst
(541) 388-6536
From: Mark Pi/liod
Sent: Thursday, March 07,2013 11:52 AM
To: Teri Maerki
Cc: Connie Scorza
Subject: RE: YTO Expenditure Report
Tom has allowed me to reque'st a transfer from contingency to materials and services to cover the cost of case
management software.
I am checking with Joe Sadony on the anticipated cost of hardware upgrades needed to run the new software, which I
would assume involve a transfer to capital (despite it's relatively modest size). Please correct me, if I am wrong on this.
Once I know more precise figures, I will offer an agenda request and order for Board approval, but need to move quickly
(based on a limited window to take advantage of a discount).
I appreciate your assistance.
Mark Pilliod
Deschutes County legal Counsel
541-388-6625
Confidential and privileged information attorney client communication. If you are not the intended recipient, please advise by
return e-mail and delete immediately without reading or forwarding to others.
From: Teri Maerki
Sent: Monday, March 04, 2013 11:46 AM
To: Mark Pilliod
Subject: YTO Expenditure Report
Attached are the PDF files of the prior month's Year to Date Expenditure reports, Actual
and Budgeted.
*
*
*
This email was sent to you by the automated report distribution system from
Deschutes County's Finance Department. If you feel you have received this in
error or have any questions regarding the reports, please contact Judi Hasse at (541)
385-1410.
1
I
4
i
Line Number
Item (HTE 14 digit code)
1 640-2700-415.94-41
2 640-2700-415.94-43
3 640-2700-501.97-01
TOTAL
Project
Code
Deschutes County
Appropriation Transfer Request
Category
(Pers, M&S, Cap Out,
Contingency)
Capital Outlay
Capital Outlay
Contingency
Description
(Element-Object, e.g. Time Mgmt,
Temp Help, Computer Hardware)
Computer Hardware
Computer Software
Contingency
Current
Budgeted
Amount
100
-
98,504
98,604
To (From)
6,500
7,500
(14,000)
-
Revised
Budget
6,600 j
7,500·
84,504
98,604
A transfer of appropriation is required for the following reason and will be used for the following purpose:
The Legal Department has need of case management software and related hardware.
This was not anticipated at the time the FY 2013 budget was prepared.
Fund:
Dept:
Requested by:
Date:
Gen Supp Svcs-Legal
Legal
Mark Pilliod
3/18/2013
