HomeMy WebLinkAboutRes 116 - 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 September 26, 2011
Please see directions for completing this document on the next page.
DATE: September 9,2011
FROM: Marty Wynne Finance (541) 388-6559
TITLE OF AGENDA ITEM:
Consideration and signature of Resolution #2011-116, transfer of appropriations in the Sheriffs Office
Fund.
PUBLIC HEARING ON THIS DATE? NO
BACKGROUND AND POLICY IMPLICATIONS:
Consideration of Resolution #2011-116 transferring appropriation from Contingency in the Sheriffs
Office Fund to the Automotive/Communication Department Materials & Service category and to the
Adult Jail Capital Outlay category due to higher than anticipated expenditures for: 1.) Motorola's
engineering design of a P25 trunked radio system and narrowband VHF communication system and 2.)
Adult Jail Management Software system replacement project.
FISCAL IMPLICATIONS:
A transfer of appropriation from Contingency to Materials & Service and Capital Outlay for $455,575
is required.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of Resolution #2011-116.
ATTENDANCE: Marty Wynne
DISTRIBUTION OF DOCUMENTS:
Marty Wynne, Finance Department 388-6559
Larry Blanton, Sheriffs Office 317-3118
James Ross, Sheriffs Office 322-4819
REVIEWED
LEGAL COUNSEL
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Transferring Appropriations *
Within the Various Funds of the 2011-2012 RESOLUTION NO. 2011-116 *
Deschutes County Budget and Directing Entries *
WHEREAS, attached is an e-mail from the Sheriff's 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,
Non-Departmental, Contingency $ 455,575
TO: 255-2900-421.33-55 Deschutes County Sheriff's Office,
Automotive/Communications, Engineering $ 155,575
TO: 255-3700-423.94-45 Deschutes County Sheriffs Office,
Adult Jail, Technology Improvements $ 300,000
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 September, 2011.
BOARD OF COUNTY COMMISSIONERS OF
DESCHUTES COUNTY, OREGON
TAMMY BANEY, Chair
ATTEST: ATHONY DEBONE, Vice-Chair
Recording Secretary ALAN UNGER, Commissioner
PAGE 1 OF I·REsOLUTION NO. 2011·116 (09/26111)
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Lacy Nichols
From: James Ross
Sent: Wednesday, August 03,2011 3:56 PM
To: Marty Wynne
Cc: Lacy Nichols; Larry Blanton
Subject: Appropriation Transfer
Attachments: Appropriation transfer request FY2012 #2.xls
Marty
The attached Appropriation Transfer is for carryover of two projects in last year's budget which were delayed to
FY2012. They are not in the FY2012 budget and funding will need to be transferred from Contingency.
Thanks
Jim Ross
Business Manager
Deschutes County Sheriffs Office
541 322-4819
1
Deschutes County
Appropriation Transfer Request
Item Line Number
Item (HTE 14 digit code)
1. 255-2900-421.33-55
2. 255-3700423.9445
3. 2554500-501.97-01
TOTAL
Category Description
(Pers, M&S, Cap Out, (Element-Object, e.g. Time Mgmt,
Contingency) Temp Help, Computer Hardware)
M&S Consulting Fee
Capital Technology Improvements
Contingency Contingency
Current
Budgeted
Amount To (From)
-155,575
-300,000
5,030,082 455,575
5,030,082 °
A transfer of appropriation is required for the following reason and will be used for the following purpose:
1. Carryover of Motorola's engineering design of a P25 trunked radio system and narrowband VHF communication system.
2. Carryover of the Jail Management Software system replacement project.
3. From Contingency for above items.
---.... ~ --.... ~.......... -..... ........._._ .... _.... _ ........... _-.... .......
Revised
Budget
155,575
300,000·
.
,
4,574,507.
I
5,030,0821
I
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-
Fund:
Dept:
Requested by:
Date:
255
Sheriffs Office
Jim Ross
3-Aug-11
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DESCHUTES COUNTY
Capital Outlay Expenditure Authorization Form
1. Description of Expenditure Adult Jail Management System Software
Purchased Software to replace the existing internally developed
software which is obsolete and County IT no longer has the
personnel to support it. Failure to replace the current software will
jeopardize jail operations.
2. Department Sheriff's Office Adult Jail
3. Budgeted Amount FY2012 SO Was included in FY2011 budget S350,000
Less: Prior Expenditures SO
Remaining Budget SO Expenditure Amount: S300,000
FY2012 Funds from Contingency will be used
4. Charge to: 255-3700-423.94-45 Technology Improvements
5. Bids Received: Written Yes Oral None *
Three vendors responded to RFP. Interact Public Safety was selected as the vendor of choice for
the Jail Management Software
New World Systems
Intellitech Corporation
InterAct Public Safety Selected by Committee
6. Initial Purchase __ Replacement Yes
Replacement Information:
Justification for
Replaced Asset Number Make
Year of Purchase Model
Original Cost 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 lor 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
REASON
Department Head