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Home My WebLink AboutRes. 2009-041, Transfer Appropriation in Sheriff's Office 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 April 22, 2009 Please see directions for completing this document on the next page. DATE: April 13, 2009 FROM: Marty Wynne Finance Phone # (541) 388 -6559 TITLE OF AGENDA ITEM: Consideration and signature of Resolution #2009 -041, transfer of appropriation in the Deschutes County Sheriffs Office Fund. PUBLIC HEARING ON THIS DATE? NO BACKGROUND AND POLICY IMPLICATIONS: Consideration of Resolution #2009 -041, transfer of appropriation in the Deschutes County Sheriffs Office Fund. The need for two new snowmobiles for use by the Special Services Department was not foreseeable at the time the FY 2009 budget was prepared. It was subsequently determined that replacing two snowmobiles was more cost effective than maintaining them. Snowmobiles are necessary for Search & Rescue missions. A portion of the cost (approximately 80 %) will be reimbursed from Title III Funds. FISCAL IMPLICATIONS: A transfer of appropriation from Contingency to Capital Outlay in the amount of $23,000 is necessary. RECOMMENDATION & ACTION REQUESTED: Approval and signature of Resolution #2009 -041. ATTENDANCE: Marty Wynne DISTRIBUTION OF DOCUMENTS: Marty Wynne, Finance Department 388 -6559 Larry Blanton, Sheriff's Office 317 -3118 Jim Ross, Sheriffs Office 322 -4819 C REVIE /ED 110 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 2008 -2009 * RESOLUTION NO. 2009 -041 Deschutes County Budget and Directing Entries * WHEREAS, attached is a request 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 Sheriff's Office, Contingency TO: 255- 4100- 421.94 -25 Deschutes County Sheriff's Office, Special Services, Snowmobiles $23,000 $23,000 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 April, 2009. BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON TAMMY BANEY, Chair ATTEST: DENNIS R. LUKE, Vice -Chair Recording Secretary ALAN UNGER, Commissioner PAGE 1 OF 1- RESOLUTION NO. 2009-041 (4/22/09) Deschutes County Appropriation Transfer Request A transfer of appropriation is required for the following reason and will be used for the following purpose: Special Services needs to replace two older snowmobiles due to age and cost of keeping the equipment in operational order. They will be used on search and rescue missions. The cost of this vehicle will be partially (80 %) reimbursed from Title Ill funds. Fund: Dept: Requested by: Date: 255 Sheriff's Office Jim Ross 18- Mar -09 Item Line Number Category Description Item (HTE 14 digit code) (Pecs, M &S, Cap Out, Contingency) (Element- Object, e.g. Time Mgmt, Temp Help, Computer Hardware) Current Budgeted Amount To (From) Revised Budget 1 255 - 4100 - 421.94 -25 Capital Snowmobiles 15,310 23,000 38,310 3 255 - 4500 - 501.97 -01 Contingency Contingency 2,945,365 (23,000) 2,922,365 TOTAL 2,960,675 - 2,960,675 A transfer of appropriation is required for the following reason and will be used for the following purpose: Special Services needs to replace two older snowmobiles due to age and cost of keeping the equipment in operational order. They will be used on search and rescue missions. The cost of this vehicle will be partially (80 %) reimbursed from Title Ill funds. Fund: Dept: Requested by: Date: 255 Sheriff's Office Jim Ross 18- Mar -09 DESCHUTES COUNTY Capital Outlay Expenditure Authorization Form 1. Description of Expenditure Sheriff's Office Two 2 Seat Snowmobiles for SAR (80% Title III Reimbursement) 2. Department 255 -4100 3. Budgeted Amount FY08 /09 $ 15,310 Less: Prior Expenditures $ 18,000 Remaining Budget $ - 3,090 Special Services /SAR See attached appropriation transfer Note: The two new snowmobiles are replacing one snowmobile 13 year old and is inoperable due to an electrical problem. The second snowmobile is 7 years old and is inoperable due to major engine failure. Repair is not cost effective. 4. Charge to: 255- 4100421.94 -25 fund Dept /Div DAS PJem/obj Project 5. Bids Received: Written Yes Oral None Bid Detail: Name of Firm Amount Comments Venture GT Pro Caliber $19,260 Required 2 seat model Pro Caliber is a local firm where the Sheriff "s Office has purchased snowmobiles before. The Venture GT sold by Pro Caliber has the SAR required two seats. Other models /vendors did not have this feature. 6. Initial Purchase Replacement Yes Replacement Information: Justification for Replaced Asset Number 7310 & 7308 Year of Purchase 1996 & 2002 Original Cost $5,000 & $5,616 Make Attic Cats Model 550 & 600 Serial 9638717 & 115017 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 (See Attached) B. Item not as described in budget REASON: C. EMERGENCY PURCHASE - Item purchased prior to COEAF approval REASON Department Head Date Finance Department view/ j Date County Administrator Approval Date County Commissioner Approval .Date (If over $25,000) Submit form to the Finance Department for review and approval.