HomeMy WebLinkAboutRes 061 - Transfer Appropr - Grant Projects-~---_._---------
Deschutes 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 6, 2012
Please see directions for completing this document on the next page.
DATE: May 15,2012
FROM: Marty Wynne Finance Phone # (541) 388-6559
TITLE OF AGENDA ITEM:
Consideration and signature of Resolution #2012-061, transfer of appropriation in the Grant Projects
Department of the Deschutes County General Fund.
PUBLIC HEARING ON THIS DATE? NO
BACKGROUND AND POLICY IMPLICATIONS:
Consideration of Resolution #2012-061. Expenditures for computer equipment were not anticipated at
the time of the FY 2012 original budget; therefore, additional appropriation is needed in the Materials
& Service Category.
FISCAL IMPLICATIONS:
A transfer of appropriation from Capital Outlay to Materials & Service for $100 is necessary.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of Resolution #2012-061.
ATTENDANCE: Marty Wynne
DISTRIBUTION OF DOCUMENTS:
Marty Wynne, Finance Department (541) 388-6559
Dave Inbody, BOCC (541) 322-7697
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REVIEWED
LEGAL COUNSEL
For Recordin~ Stamp Only
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Transferring Appropriations *
Within the Various Funds of the 2011-2012 * RESOLUTION NO. 2012-061
Deschutes County Budget and Directing Entries *
WHEREAS, attached is an e-mail 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: 001-2600-465.94-41 Deschutes County General Fund,
Grant Projects, Computer Hardware $ 100
TO: 001-2600-465.66-70 Deschutes County General Fund,
Grant Projects, Computers & Peripherals $ 100
Section 2. That the Finance Director make the appropriate entries in the Deschutes County
Budget document to show the above appropriations.
DATED this ..~~______~~ day of June, 2012.
BOARD OF COUNTY COMMISSIONERS OF
DESCHUTES COUNTY, OREGON
ANTHONY DEBONE, Chair
ATTEST: ALAN UNGER, Vice-Chair
Recording Secretary TAMMY BANEY, Commissioner
PAGE I OF i-RESOLUTlONNO. 2012-061 (06/06112)
Lacy Nichols
From: David Inbody
Sent: Tuesday, May 15, 2012 10:41 AM
To: Marty Wynne
Cc: Lacy Nichols; Jeanine Faria; Judith Ure
Subject: Appropriation Transfer Request
Attachments: Fund 001-2600 Appropriation Transfer -Capital Outlay.xls
-----Original Message----
From: Jeanine Faria
Sent: Tuesday, May 15, 2012 9:27 AM
To: Judith Ure; David Inbody
Subject: RE: General Fund/Grant Projects
Last year, $237.28 was expended for utilities, maintenance agreements, copy machine rental, telephone, computer
supplies, custodial supplies, and office & copier supplies between May 15,2011 and the end of the fiscal year. I don't
know; do you feel lucky? My recommendation is, AT LEAST, to transfer the $100 from capital outlay (this is a
"placeholder" and there is no way you would buy anything that meets the definition of capital outlay for $100). I think
that it's not a bad idea to transfer even a bit more appropriation from General Fund Contingency. As it is unlawful to
expend in excess of appropriation and as the County received a letter from the Secretary of State's office requiring the
BOCC to adopt a resolution describing its plans to avoid such unlawful events in the future, I'm a bit more sensitive to
this issue this year.
An Excel file has been attached. If it is determined that additional M & S appropriation is a good idea, just in case, please
attach the Excel file via email to Marty, with a copy to Lacy, requesting that Finance prepare a resolution.
Jeanine
-----Original Message----
From: Judith Ure
Sent: Tuesday, May 15, 2012 8:52 AM
To: Jeanine Faria; David Inbody
Subject: RE: General Fund/Grant Projects
I don't plan to go go anywhere or purchase anything out of the ordinary during the remainder of the fiscal year, but I
don't know what else is routinely charged to the grant projects budget. I'll defer to Dave Inbody to answer whether the
remaining appropriation is adequate or if an adjustment needs to be made.
Judith M. Ure
Management Analyst
Department of Administrative Services
Deschutes County
541-330-4627
-----OriginaJ Message----
From: Jeanine Faria
Sent: Monday, May 14, 2012 3:32 PM
To: Judith Ure; David Inbody
Subject: General Fund/Grant Projects
1
The Materials & Services budget for the General Fund -Grant Projects Department for FY 2012 is $7,167. As of today,
the actual expenditures plus what will be expended for ISF charges in June totals $6,900.67. This leaves $266.33
remaining appropriation for FY 2012. It appears a computer ($821.90) and some office furniture ($389.00) were
purchased, yet hadn't been budgeted. There are some M & S items budgeted but nothing has yet been expended
[telephone, printing, travel expenses and subscriptions].
If there are plans to expended more than $266.33 between now and June 30 (an expenditure occurs when the goods or
services are received NOT when the items are paid for), then an appropriation transfer will be necessary.
As you know it is unlawful to over expend a budgetary category. There is no downside to having too much
appropriation.
Please let me know if $266 will be sufficient for the rest of the fiscal year. If not, I will prepare a draft of excel file to
serve as the basis for a resolution.
Thank you.
Jeanine
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Deschutes County
Appropriation Transfer Request
Category DescriptionLine Number
Current
Budgeted Revised(Pers, M&S, Cap Out, (Element-Object, e.g. Time Mgmt,
To (From)Temp Help, Computer Hardware) Amount Budget(HTE 14 digit code) Contingency)Item
100 (100)001-2600-465.94-41 Capital Outlay Computer Hardware 1 -
100 1002 001-2600-465-66-70 Computer & Peripherals Materials & Services -
TOTAL 100 -100
A transfer of appropriation is required for the following reason and will be used for the following purpose:
Expenditures for computer equipement was not anticipated at the time the FY 2012 budget was prepared. Additional Materials
and Services appropriation is required.
Fund:
Dept:
Requested by:
Date:
General Fund
Grant Projects
Dave Inbody
May 15,2012