HomeMy WebLinkAboutRes 119 - Transfer Appropr - General Fund1
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
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AGENDA REQUEST & STAFF REPORT
I For Board Business Meeting of September 26, 2011
Please see directions for completing this document on the next page.
DATE: September 12,2011
FROM: Marty Wynne Finance (541) 388-6559
TITLE OF AGENDA ITEM:
Consideration and signature of Resolution #2011-119, transfer of appropriation within the General
Fund Non-Departmental category.
PUBLIC HEARING ON THIS DATE? NO
BACKGROUND AND POLICY IMPLICATIONS:
Consideration of Resolution #2011-119. Two software upgrades, District Attorney's Office & Justice
Court, which began in FY 2011, are scheduled for completion in FY 2012. A transfer of appropriation
is required to increase Capital Outlay appropration.
FISCAL IMPLICATIONS:
A transfer of appropriation from General Fund Non-Departmental Contingency to Capital Outlay for
$250,000 is necessary.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of Resolution #2011-119.
ATTENDANCE: Marty Wynne
DISTRIBUTION OF DOCUMENTS:
Marty Wynne, Finance Department 388-6559
Dave Inbody, Board of County Commissioners 322-7697
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 ofthe 2011·2012 RESOLUTION NO. 2011-119 *
Deschutes County Budget and Directing Entries *
WHEREAS, attached is an e-mail from the Board of County Commissioners 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: 001-4500-501.97-01 Deschutes County Non-Departmental,
Contingency $ 250,000
TO: 001-4500-412.94-43 Deschutes County Non-Departmental,
Computer Software $ 250,000
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 September, 2011.
BOARD OF COUNTY COMMISSIONERS OF
DESCHUTES COUNTY, OREGON
TAMMY BANEY, Chair
ATTEST: ANTHONY DEB ONE, Vice-Chair
Recording Secretary ALAN UNGER, Commissioner
PAGE I OF I·REsOLUTION :-i0. 2011-119(09/26/11)
Lacy Nichols
From: Dave Inbody
Sent: Tuesday, August 09, 2011 8:48 AM
To: Marty Wynne
Cc: Lacy Nichols; Jeanine Faria
Subject: Appropriation Transfer Request
Attachments: FY 2012 Appropriation Transfer 001-4500 (Software Upgrades}.xls
This appropriation transfer is to cover the remaining expenses for two software upgrades -DA's Office and Justice
Court.
Dave Inbody
Assistant to the County Administrator
Deschutes County
(541) 322-7697 office
(541) 385-3202 fax
1300 NW Wall Street, Suite 200
Bend, Oregon 9770 J
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Deschutes County
Appropriation Transfer Request
Line Number
Project
Item (HTE 14 digit code) Code
1 001-4500-412.94-43
2 001-4500-501.97 -01
TOTAL
Category Description
(Pers, M&S, Cap Out, (Element-Object, e.g. Time Mgmt,
Contingency) Temp Help, Computer Hardware)
Capital Outlay Computer Software
Contingency Contingency
Current
Budgeted Revised
Amount To (From) Budget
-250,000 250,000
6,976,722 (250,000) 6,726,722 '
.
.-
-I
6,976,722 -6,976,722 '
A transfer of appropriation is required for the following reason and will be used for the following purpose:
Two software upgrades, District Attorney's Office & Justice Court, began in FY 2011. They are scheduled for completion in FY 2012.
This is a transfer to cover the remaining balance for each upgrade.
Fund:
Dept
Requested by:
Date:
General Fund
General Fund
Dave Inbody
8/9/2011
-----------
DESCHUTES COUNTY
Capital Outlay Expenditure Authorization Form
1. Description of Expenditure: New Software for Justice Court
2. Department Justice Court
3. Budgeted Amount _$244,990
Less: Prior Expenditures __$82,323
Remaining Budget _$162,667 Expenditure Amount: _$32,250
4. Charge to: _001__4500__412__94-43_ ~-:--_
Fund DepllDiv BAS EJem!Obj Project
5. Bids Received: Written X Oral None *
Bid Detail: Name of Finn Amount Comments
Aptitude Solution. $329,213 Scored highest by committee
Sustain Technology $528,000
New Dawn $271,741
*Reason Bids Not Requested: ______________________
6. Initial Purchase Replacement _X_
Replacement Infonnation:
Replaced Asset Description Operating case management and financial software
Justification for Replacement The IT Dept will no longer support the current software
system
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 1 or 2).
1. Source of appropriation if not budgeted or in excess of budget (no appropriation transfer
required) :
2. Appropriation transfer to Capital Outlay is necessary.
Request for an appropriation transfer must be attached to COEAF
t
B. Item not as described in budget REASON: ___________________________________________________
C. EMERGENCY PURCHASE -Item purchased prior to COEAF approval \REASON: ________________________________________________ I I r
t tDepartment Head Date ----t--____
Finance Department Review f ~ Date _---''---I-~---+.-'b\--
~.. , !......
County Administrator Approval ,\::y~"'-...M. \~'"'--~""<- Date _--1----,1----___
County Commissioner Approval at~~ Date ~I
(If over $25,000)
Submit form to the Finance Department for review and approval.