HomeMy WebLinkAboutRes 110 - Transfer Appropr - Sheriffs OfficeDeschutes 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 August 22, 2012
Please see directions for completing this document on the next page.
DATE: August 14,2012
FROM: Marty Wynne Finance (541) 388-6559
TITLE OF AGENDA ITEM:
Consideration and signature of Resolution #2012-110, transfer of appropriations in the Sheriffs Office
Fund.
PUBLIC HEARING ON THIS DATE? NO
BACKGROUND AND POLICY IMPLICATIONS:
Consideration of Resolution #2012-110 transferring appropriation within the
Automotive/Communication Department Materials & Service category and from Contingency in the
Sheriffs Office Fund to the Automotive/Communication Department Materials & Service and Capital
Outlay categories, due to higher than anticipated expenditures for: 1.) The Motorola communication
system engineering contract was budgeted in FY 2012, however was not completed until August 2012
2.) an automotive vehicle lift was budgeted as Materials & Service, however the cost will exceed
$5,000; and therefore will be recorded at Capital Outlay.
FISCAL IMPLICATIONS:
A transfer of appropriation within the Materials & Service category is required and a transfer of
$155,575 from Contingency to the Materials & Service and Capital Outlay categories is required.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of Resolution #2012-110.
ATTENDANCE: Marty Wynne
DISTRIBUTION OF DOCUMENTS:
Marty Wynne, Finance Department 388-6559
Larry Blanton, Sheriffs Office 317-3118
James Ross, Sheriffs Office 322-4819
REVlEWED
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. 2012-1lO *
Deschutes County Budget and Directing Entries *
WHEREAS, attached is an e-mail from the Sheriffs Office 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: 255-4500-501.97-01 Deschutes County Sheriffs Office,
Contingency $ 155,575
FROM: 255-2900-421.66-50 Deschutes County Sheriffs Office,
Automotive, Minor Tools & Equipment $ 5,lOO
TO: 255-2900-421.34-52 Deschutes County Sheriffs Office,
Automotive, Consulting Fee $ 155,575
TO: 255-2900-421.94-35 Deschutes County Sheriffs Office,
Automotive, Operating Equipment $ 5,lOO
PAGE I OF 2-RESOLUTIONNO. 2012-110(08/22/12)
Section 2. That the Finance Director make the appropriate entries in the Deschutes County
Budget document to show the above appropriations.
DATED this ____nd day of August, 2012.
BOARD OF COUNTY COMMISSIONERS OF
DESCHUTES COUNTY, OREGON
ANTHONY DEBONE, Chair
ATTEST: ALAN UNGER, Vice-Chair
Recording Secretary TAMMY BANEY, Commissioner
PAGE 2 OF 2-RESOLUTION NO. 2012-110 (08/22112)
Lacy Nichols
From: James Ross
Sent: Tuesday, August 14, 2012 7:45 AM
To: Shelley Pichardo; Lacy Nichols
Cc: Marty Wynne
Subject: Capital Outlay and Appropriation Transfer
Attachments: cap and tran_20120814073807.pdf
(fAuto lift" capital outlay and Appropriation Transfer for the Lift and carryover of the Motorola Communication
Engineering Project.
Jim
Jim Ross
Business Manager
Deschutes County Sheriffs Office
541 322-4819
1
REQUIREMENTS
Line Number Category Description
Item (HTE 14 digit code)
Project
Code (Pers, M&S, Cap Out, Contingency)
(Element-Object, e.g. Time Mgmt,
Temp Help, Computer Hardware)
Current Budgeted
Amount To (From)
Revised
Budget
1 255-2900-421.34-52 Materials & Service Consulting Fee -155,575 155,575
2 255-2900-421.94-35 Capital Outlay Operating Equipment -5,100 5,100
3 255-2900-421.66-50 Materials & Service Minor Tools & Equipment 25,084 (5,100) 19,984
4 255-4500-501.97-01 Contingency Contingency 5,724,795 (155,575) 5,569,220
TOTAL 5,749,879 -5,749,879
A transfer of appropriation is required for the following reason and will be used for the following purpose:
1 Carryover ofthe Motorola's communciation system engineering contract. Was in the FY 2012 budget, but the project was not completed until August 2012.
2 Automotive vehicle lift actual cost is over $5,000 and will be capilalized as Operating Equipment.
3 Expense budget for auto lift is being moved to Capital.
4 Carryover of the Motorola engineering project will be funded from Contingency.
Fund:
Dept:
Requested by:
Date:
255
Sheriffs Office
Jim Ross
8/1312012
DESCHUTES COUNTY
Capital Outlay Expenditure Authorization Form
1. Description of Expenditure Automotive Department Auto Lift
2. Department Sherirrs Office Dept 2900
3. Budgeted Amount FY2011 SO
Less: Prior Expenditures SO
Remaining Budget SO Expenditure Amount: S5,068.23
Appropriation Transfer is being submitted
to move 55,100 from M&S to Capital. Item
was budgeted as expense based on prior estimate.
4. Charge to: 255-2900-421.94-35
Fund DeptlDiv BAS ElemJObj Project
...5. Bids Received: Written Yes Oral None
Bid Detail Unit: Comments
Possy $5,068.23 Accepted
Rotary Lift $6,124.25
Baxter Auto Parts $4,410.00 (excludes installation)
6. Initial Purchase Replacement Yes
Replacement Information:
Justification for
Replaced Asset Number 00003532 Make
Year ofPurchase 1989 Model
Original Cost $2,347 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:
2. Appropriation transfer to Capital Outlay is necessary.
Request for an appropriation transfer must be attached to COEAF (see attached)
B. Item not as described in budget
REASON:
C. EMERGENCY PURCHASE -Item purchased prior to COEAF approval Yes (old lift can't
lift trucks due to weight limit restrictions)
REASON
~ Department Head
Finance Department R
County Administrator
Date _____________
Date _____________
County Commissioner Approval _____________ Date ________
(If over $25,000)
Submit form to the Finance Department for review and approval.