AGENDA #10

 

MEMORANDUM

 

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:             October 8, 2003

 

This memorandum responds to the request by the Council for additional information on the proposed reappropriations for the Capital Improvements Fund included in the attached agenda item submitted to the Council for consideration at its meeting on September 22, 2003. 

 

Below is a brief description of the purpose of each proposed reappropriation for the capital improvement projects.  The attached budget ordinance would reappropriate funds as originally recommended for these projects and for the General Fund and all other funds. 

 

BACKGROUND AND DISCUSSION

 

The reappropriations proposed for the Capital Improvements Fund (CIP) as submitted on September 22, 2003, totaled $321,271 as shown in the table in the attached copy of that agenda item.  Below is a brief description of the purpose of the proposed reappropriations we recommend for each project.  Two changes from the original recommendations are discussed below.  With these changes, the total proposed reappropriations would be reduced from $321,271 to $256,903. 

 

Stormwater Management ($40,060)

After further review of this category, we determined that the original proposed reappropriation of $79,428 was overstated due to an expenditure reclassification error.  As a result of this correction, only $40,060 needs to be reappropriated in this category for the Burning Tree Drive project authorized by the Council last year.  The revised budget ordinance reflects this change.

 

Sidewalks/Bikeways (117,584)

The proposed reappropriation of $117,584 would be added to the $50,000 appropriated this year to continue construction of 10 sidewalk projects approved by the Council last year and the updated priority list approved on September 22, 2003.  These projects include West Rosemary Street ($25,000), Legion Road ($68,000), Culbreth Road ($36,000), $25,000 for each of two local matches for State funding for Airport Road, and four other projects.

 

ADA Ramps/Curb and Gutters ($64,063)

The amounts for ADA Ramps and curb and gutters were shown separately on the original chart of reappropriations presented on September 22, 2003.  These were two separate appropriations from prior years that were both originally allocated by the Council for the ADA ramp renovation program.   Therefore, we recommend reappropriating the amount into a single allocation of $64,063 for continuing the ongoing ADA Ramps program to comply with federal handicapped regulations.  This amount is only a portion of the total needed to complete all ramps.  Work on this project was suspended last year pending revisions to the federal handicapped guidelines and ramp specification requirements, but is expected to continue in the current year now that the federal revisions have been completed.

 

Police Parking Lot ($6,500)

The balance of $6,500 is proposed for reappropriation to complete the paving and lot project, including final pavement markings and pavement patches.

 

Traffic Calming ($25,000)

After further review of this project, we determined that the proposed reappropriation of $25,000 was in error.  The allocation of $25,000 in last year budget was spent in 2002-03, leaving no balance for reappropriation.  Therefore the total proposed reappropriations have been reduced by $25,000. The attached budget ordinance reflects this reduction.

 

Bridge Repair ($14,000)

The reappropriation of $14,000 has been committed for several projects including $3,600 for bank stabilization at Lake Ellen Drive Bridge, $7,900 for dredging work at North Lakeshore Drive bridge, and $2,500 to correct pending drainage problems at Douglas and Rogerson Drives.

 

Railroad Signals ($9,000)

This reappropriation of $9,000 is proposed to continue the reserve established as the Town’s matching share of a State grant for repairs to the railroad signals and crossing at Cameron Avenue and Merritt Mill Road, which we expect to be completed by the State in the current budget year.

 

Small Park Improvements ($5,696)

This reappopriation of $5,696 would be allocated to supplement the current CIP funding of $20,000 for an extensive list of park improvement needs.  We propose allocating this $5,696 towards the total cost of approximately $14,000 estimated for repairs to the log cabin at Meadowmont, a project that the Council approved last spring.

 

RECOMMENDATION

 

We propose that the Council enact the attached revised budget ordinance reappropriating funds to the Capital Improvements Fund with the two changes discussed above.  For the General Fund and other funds the budget ordinance is as originally proposed on September 22, 2003.

 

ATTACHMENT

 

1.            September 22, 2003 Memorandum. (p. 6).


 

AN ORDINANCE TO AMEND "THE ORDINANCE CONCERNING APPROPRIATIONS AND THE RAISING OF REVENUE FOR THE FISCAL YEAR BEGINNING JULY 1, 2003” (2003-10-08/O-4)

 

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                                                     9,777,978             62,184                                   9,840,162

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                 40,467,283        1,045,892                                 41,513,175

 

 

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           704,823                                   1,929,823

 

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           576,727                                      576,727

  Other                                                                 0           128,096                                      128,096

 

HOUSING LOAN TRUST FUND

  Fund Balance                                          286,300           113,592                                      399,892

 

 

This the 8th day of October, 2003.