HomeMy WebLinkAboutRes 085 - Transfer Appropr - CDD 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 June 16,2014
Please see directions for completing this document on the next page.
DATE: June 4, 2014
FROM: Wayne Lowry ~< Finance (541) 388-6559
TITLE OF AGENDA ITEM:
Consideration and signature of Resolution #2014-085, transfer of appropriations in the Community
Development Fund.
PUBLIC HEARING ON THIS DATE? NO
BACKGROUND AND POLICY IMPLICATIONS:
Consideration of Resolution #2014-085 transferring appropriation from Contingency to the Materials &
Service category in the Community Development Fund for the following: 1.) Consulting fees are higher
than anticipated 2.) The department purchased softwarellicensing agreements to convert to new COD
software (Acce1a) 3.) Bank and Trustee charges increased due to the volume of development activity
and permits issued 4.) Travel expenses for Accela contractors was not anticipated 5.) Tablets were
purchased for inspectors and code enforcement technicians to utilize Accela in the field. This function
allows for real-time permit results, and reduces data entry time for permit technicians 6.) Increase in
printinglbinding expenditures due to increased development activity and permits issued 7.) Much of the
department's computers were replaced. Some due to being out dated, others were replaced in order to
be compatible with Accela.
FISCAL IMPLICATIONS:
A transfer of appropriation from Contingency to Materials & Services totaling $161,646 is required.
I
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of Resolution #2014-085. I
ATTENDANCE: Wayne Lowry I
DISTRIBUTION OF DOCUMENTS:
Wayne Lowry, Finance Department 388-6559
Nick Lelack, Community Development 385-1708
REVIEWED
LEGAL COUNSEL
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Transferring Appropriations *
Within the Various Funds of the 2013-2014 * RESOLUTION NO. 2014-085
Deschutes County Budget and Directing Entries *
WHEREAS, attached is a request from the Community Development Department 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:
Section 1. That the following transfers of appropriations be made:
FROM: 295-3600-501.97-01 Deschutes County Community Development,
Contingency $ 161,646
TO: 295-3600-419.34-52 Deschutes County Community Development,
Consulting Fee $ 60,000
TO: 295-3600-419.43-10 Deschutes County Community Development,
Software Maintenance Agreement $ 7,981
TO: 295-3600-419.43-45 Deschutes County Community Development,
Maintenance Agreements $ 2,300
TO: 295-3600-419.50-50 Deschutes County Community Development,
Bank and Trustee Charges $ 29,975
TO: 295-3600-419.50-75 Deschutes County Community Development,
Tech Improvement Support $ 12,000
TO: 295-3600-419.53-30 Deschutes County Community Development,
Cellular $ 15,150
TO: 295-3600-419.55-10 Deschutes County Community Development,
Printing/Binding -General $ 3,850
PAGE I OF 2·RESOLUTION NO. 2014·085 (06/16/14)
TO: 295-3600-419.66-70 Deschutes County Community Development,
Computers & Peripherals $ 30,390
Section 2. That the Finance Director make the appropriate entries in the Deschutes County
Budget document to show the above appropriations.
DATED this ____th day of June, 2014.
BOARD OF COUNTY COMMISSIONERS OF
DESCHUTESCOUNTY,OREGON
TAMMY BANEY, Chair
ATTEST: ANTHONY DEBONE. Vice-Chair
Recording Secretary ALAN UNGER, Commissioner
PAGE 2 OF2·RESOLUTION NO. 2014·085 (06116114)
Lacy Nichols
From: Nick Lelack
Sent: Thursday, May 29, 2014 3:49 PM
To: Wayne Lowry
Cc: Jeanine Faria; Lacy Nichols; Kathleen Stockton
Subject: Proposed FY 14 Budget Transfer
Attachments: Appropriation Transfer Fund 295 FY 14.xls
Follow Up Flag: Follow up
Flag Status: Flagged
Hi Wayne,
It is necessary to increase the Materials & Services appropriation in the Community Development Fund to pay for
required services to meet increased permit volume demand. Please see attached Excel file for the details and prepare a
resolution for the Board of County Commissioners' approval.
Please let me know if you have any questions or there is more information for me to provide.
Thank you.
Nick Lelack, AICP, Director
Deschutes County Community Development Department
PO Box 6005
117 NW Lafayette
Bend, OR 97708-6005
Office: 541.385.1708/ Cell: 541.639.5585/ Fax: 541.385.1764
www.deschutes.org/cdd
1
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Deschutes County
Appropriation Transfer Request
Line Number
Item (HTE 14 digit code)
1 295-3600-419.34-52
2 295-3600-419.43-10
3 295-3600-419.43-45
4 295-3600-419.50-50
5 295-3600-419.50-75
6 295-3600-419.53-30
7 295-3600-419.55-10
8 295-3600-419.66-70
9 296-3600-501.97-01
TOTAL
Category Description
(Pers, M&S, Cap Out, (Element-Object, e.g. Time Mgmt,
Contingency) Temp Help, Computer Hardware)
Materials & Services Consulting Fee
Materials & Services Software Maintenance Agreements
Materials & Services Maintenance Agreements
Materials & Services Bank and Trustee Charges
Materials & Services TechlmprovementS~ort
Materials & Services Cellular
Materials & Services Printing/Binding-General
Materials & Services Computers & Peripherals
Contingency Contingency
Current
Budgeted
Amount To (From)
-60,000
27,019 7,981
5,700 2,300
25,025 29,975
-12,000
5,850 15,150
3,650 3,850
13,610 30,390
305,725 (161,646)
386,579 .
Revised
Budget
60,000
35,000
8,000
55,000
12,000
21,000
7,500
44,000
144,079
386,579
A transfer of appropriation is required for the following reason and will be used for the following purpose:
1 Consulting Fee: Funds US EPA Brownfields Grant consultants. Reimbursement from US EPA.
2 Software Maintenance Agreements: Required per softwarellicensing agreements to convert to new COD software Accela. Not
anticipated to occur in FY 13-14 (expected in FY 14-15 budget).
3 Same as #2 above
4 Bank and Trustee Charges: Increased due to the volume of development activity and permits issued.
5 Tech Improvement Support: Travel expenses for Accela contractors per contract.
6 Cellular: Purchased tablets for inspectors and code enforcement technicians to utilize Accela in the field for real-time permit
results, and to reduce time for permit tecnicians to manually enter data into Accela.
7 Printing/Binding-General: Increase is due to increased development acitivity and permits. For example, COD needs to print
updated development permit applications, provide notices, handouts, etc.
Deschutes County
Appropriation Transfer Request
._-------------------------------------------------------
8 Computer & Perhipherals: Most of COD's computers and peripherals were 7-8 years old and some were failing. In addition,
computers needed to be updated to be compatible with Accela (e.g., faster operating system and wide screen monitors).
9 Contingency: Resources necessary to pay for the materials &services described above.
Fund:
Dept:
Requested by:
Date:
COD
COD
Nick Lelack
5/27/2014