AGENDA #10
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.