AGENDA #4d
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Annual Budget Amendment to Reappropriate Funds for Prior Year Encumbrances and Obligations
DATE: September 22, 2003
The attached budget amendment would appropriate funds for encumbrances in various funds from the 2002-2003 fiscal year.
As in past years, after fiscal year end, we ask the Council to amend the current year budget to provide funding for encumbrances from the prior fiscal year. Encumbrances are obligations incurred by issuance of purchase orders for which payments had not been made as of June 30, 2003, because materials or services had not yet been delivered. In accord with generally accepted accounting principles, these encumbrances are not included in expenditure totals for 2002-2003. Funds should now be reappropriated to the 2003-2004 budget for these encumbrances that will be paid during the current fiscal year.
Funding for these expenditures will be shown in special reserves of fund balance that will be created for this purpose in each fund. The amounts will be shown in the 2002-2003 Audit Report on the balance sheets for each fund under the heading "Fund Balance-Reserved for Encumbrances." While these expenditures will increase total expenditures in each fund for fiscal 2003-2004, they do not change the amount of fund balances available or unappropriated at June 30, 2003.
In addition to the reappropriations for encumbrances in various funds, the attached amendment would also reappropriate a net total of $321,271 allocated last year for various projects in the Capital Improvements Fund that were not completed in 2002-2003 (see attached list). Most of this amount, about $231,000, is allocated for uncompleted sidewalks, curb and gutter projects and stormwater management contracts previously approved by the Council. We expect that these projects will be completed in 2003-2004.
That the Council enact the attached budget ordinance amendment reappropriating unexpended obligations from the 2002-2003 fiscal year.
BUDGET ADJUSTMENTS TO CIP PROJECTS FUNDED IN 2002-2003
(Based on CIP Fund Reconciliation at June 30, 2003)
|
Project |
Total Appropriation at Year End 2003 |
2002-2003 Expenditures/ Encumbrances at 6-30-03 |
Budget Balance Available for Reappropriation |
Adjustment Needed to 2003-2004 Budget
|
|
Stormwater Management |
419,986 |
340,558 |
79,428 |
79,428 |
|
Sidewalks/Bikeways |
194,621 |
77,037 |
117,584 |
117,584 |
|
ADA Ramps |
25,000 |
0 |
25,000 |
25,000 |
|
Curb and Gutter |
41,420 |
2,357 |
39,063 |
39,063 |
|
Police Parking Lot |
50,000 |
43,500 |
6,500 |
6,500 |
|
Traffic Calming |
25,000 |
0 |
25,000 |
25,000 |
|
Bridge Repair |
14,000 |
0 |
14,000 |
14,000 |
|
Railroad Signals |
9,000 |
0 |
9,000 |
9,000 |
|
Small Park Improvements |
30,427 |
24,731 |
5,696 |
5,696 |
|
Total |
|
|
321,271 |
321,271 |
AN ORDINANCE TO AMEND "THE ORDINANCE CONCERNING APPROPRIATIONS AND THE RAISING OF REVENUE FOR THE FISCAL YEAR BEGINNING JULY 1, 200 3” (2003-09-22/O-1)
BE IT ORDAINED by the Council of the Town of Chapel Hill that the Budget Ordinance entitled "An Ordinance Concerning Appropriations and the Raising of Revenue for the Fiscal Year Beginning July 1, 2003" as duly adopted on June 9, 2003, be and the same is hereby amended as follows:
ARTICLE I
Current Revised
APPROPRIATIONS Budget Increase Decrease Budget
GENERAL FUND
Mayor/Council 306,744 800 307,544
Town Manager/Clerk 990,045 10,766 1,000,811 Human Resources 594,406 12,606 607,012
Finance 931,404 21,276 952,680
Information Technology 582,698 167,339 750,037
Legal 235,943 3,624 239,567
Planning 990,128 75,779 1,065,907
Inspections 707,597 27,150 734,747
Engineering 975,565 283,144 1,258,709
Public Works 10,116,076 165,646 10,281,722
Police 9,749,452 62,184 9,811,636
Fire 5,321,401 12,362 5,333,763
Parks & Recreation 2,197,961 31,012 2,228,973
Library 1,959,490 47,921 2,007,411
Non-Departmental 4,779,847 124,283 4,904,130
TOTAL GENERAL FUND 40,438,757 1,045,892 41,484,649
PUBLIC HOUSING FUND 1,659,462 154,482 1,813,944
ON-STREET PARKING FUND 614,000 19,922 633,922
OFF-STREET
PARKING FUND 1,278,360 93,860 1,372,220
TRANSPORTATION FUND 10,711,048 83,461 10,794,509
Current Revised
APPROPRIATIONS Budget Increase Decrease Budget
VEHICLE REPLACEMENT
FUND 2,376,000 709,743 3,085,743
VEHICLE MAINTENANCE
FUND 897,423 28,378 925,801
COMPUTER REPLACEMENT
FUND 395,000 16,447 411,447
CAPITAL
IMPROVEMENTS FUND 1,225,000 769,191 1,994,191
HOUSING LOAN
TRUST FUND 291,300 113,592 404,892
ARTICLE II
Current Revised
REVENUES Budget Increase Decrease Budget
GENERAL FUND
Fund Balance 1,290,306 1,045,892 2,336,198
PUBLIC HOUSING FUND
Fund Balance 263,698 154,482 391,180
ON-STREET PARKING FUND
Fund Balance 0 19,922 19,922
OFF-STREET PARKING FUND
Fund Balance 0 93,860 93,860
TRANSPORTATION FUND
Fund Balance 325,465 83,461 408,926
Current Revised
REVENUES Budget Increase Decrease Budget
VEHCILE REPLACEMENT
FUND
Fund Balance 142,363 709,743 852,106
VEHICLE MAINTENACE
FUND
Fund Balance 0 28,378 28,378
COMPUTER REPLACEMENT
FUND
Fund Balance 0 16,447 16,447
CAPITAL IMPROVEMENTS
FUND
Fund Balance 0 601,727 601,727
Other 0 167,464 167,464
HOUSING LOAN TRUST FUND
Fund Balance 286,300 113,592 399,892
This the 22nd day of September, 2003.