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Home My Public Portal About20-11 Budget Amendment 2019-20201st Reading/Public Hearing: 2"d Reading/Public Hearing: Adopted: Effective Date: Sponsored By: 06/10/2020 07/08/2020 07/08/2020 07/08/2020 City Manager ORDINANCE NO. 2020-11 AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AMENDING THE ANNUAL ADOPTED GENERAL, PROPRIETARY AND SPECIAL REVENUE FUNDS BUDGETS FOR THE FISCAL YEAR COMMENCING OCTOBER 1, 2019 AND ENDING SEPTEMBER 30, 2020, ADJUSTING REVENUES AND EXPENDITURES AS REFLECTED IN EXHIBIT "A"; PROVIDING FOR THE EXPENDITURE OF FUNDS ESTABLISHED BY THE BUDGET; AUTHORIZING THE CITY MANAGER TO TAKE CERTAIN ACTIONS; PROVIDING FOR APPROPRIATION OF ALL BUDGETS AND EXPENDITURES; PROVIDING FOR FEES CONSISTENT WITH APPROPRIATIONS AND AMENDEMENT; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR CONFLICT AND REPEALER; PROVIDING FOR SEVERABILITY; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Commission of the City of Opa-Locka, FL adopted its 2019- 2020 fiscal year General, Proprietary and Special Revenue Funds budgets by passage of Ordinances 19-12 and 19-13; and WHEREAS, pursuant to Florida Statute 166.241(5), the governing body of each municipality at any time within a fiscal year or within 60 days following the end of fiscal year may amend a budget for that year as follows: a) Appropriations for expenditures within a fund may be decreased or increased by motion recorded in the minutes if the total appropriations of the fund is not changed; b) The governing body may establish procedures by which the designated budget officer may authorize budget amendments if the total appropriations of the fund is not changed; c) If a budget amendment is required for a purpose not specifically authorized in paragraph (a) or paragraph (b), the budget amendment must be adopted in the same manner as the original budget unless otherwise specified in the municipality's charter; and WHEREAS, pursuant to 4.7(c) of the City of Opa-Locka Charter, entitled "Appropriation Amendments During the Fiscal Year", the City Commission may otherwise amend the annual budget from time to time during the year, by ordinance, as it deems necessary to do so; and Ordinance No. 2020-11 WHEREAS, the City Commission desires to amend its 2019-2020 Fiscal Year General, Proprietary and Special Revenue Funds budgets as set forth in Exhibit "A". NOW, THEREFORE, BE IT DULY ORDAINED BY THE CITY COMMISSION OF THE CITY OF OPA- LOCKA, FLORIDA: SECTION 1. RECITALS ADOPTED The recitals to the preamble herein are incorporated by reference. SECTION 2. AUTHORIZATION Pursuant to Article IV, Section 4.5 of the City Charter, the City Manager has recommended proposed Amended General, Proprietary and Special Revenue Funds Budgets to the City Commission for the Fiscal Year retroactive to October 1, 2019, a copy of which is attached hereto as Exhibit "A" and incorporated by reference herein. The City Commission of the City of Opa-locka hereby approves, adopts and ratifies the proposed Amended General, Proprietary and Special Revenue Funds Budgets for the Fiscal Year 2019-2020, and hereby appropriates the budgeted expenditures and revenues as set forth in the attached Exhibit "A". The City Manager is authorized to expend or contract for expenditures, pursuant to the City of Opa-locka Charter and the adopted Code of Ordinances in accordance with the adopted Amended General, Proprietary and Special Revenue Funds Budgets for Fiscal Year 2019-2020. The department/division expenditure allocations established by the City Manager, as revised and summarized in the budget attached as Exhibit "A", are hereby adopted and ratified. Funds of the City for General, Proprietary and Special Revenue Funds Budgets shall be expended in accordance with the appropriations provided by the budget, which shall constitute an appropriation of amounts specified therein. Expenditure control shall be at the fund level. Funds may be expended by, and with the approval of, the City Manager and the City Commission, in accordance with the provisions of the City Charter, adopted Code of Ordinances and applicable laws. Supplemental appropriations and reduction of appropriations, if any, shall be made in accordance with the City Charter. Any and all outstanding encumbrances as of September 30, 2019, shall not lapse at that time and appropriations have been hereby provided for those outstanding encumbrances that have been incurred prior to September 30, 2019, but are not expected to be paid until after then. Receipts from sources not anticipated in the attached budget may be appropriated and expensed by Ordinance duly enacted by the City Commission Ordinance No. 2020-11 in accordance with the applicable law. Adjustments within the same fund to departmental appropriations made in the attached Budget may be approved, from time to time, in the appropriate lawful manner. The City Manager is authorized to approve adjustments to the expenditure code allocations, within the limit of department appropriations made in the attached Budget and as otherwise consistent with the City of Opa-Locka's Code of Ordinances. All Ordinances setting fees and charges, and all other fees and charges consistent with appropriations adopted herein, as may be amended during the fiscal year, are hereby ratified, confirmed and approved. SECTION 3. SCRIVENER'S ERRORS. Sections of this Ordinance may be renumbered or re -lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager, or the City Manager's designee, without need of public hearing, by filing a corrected copy of same with the City Clerk. SECTION 4. EFFECTIVE DATE. This Ordinance shall take effect upon the adoption of this Ordinance by the Commission of the City of Opa-locka and upon a filing of a certified copy hereof with the Florida Department of State and is subject to the approval of the Governor or Governor's Designee. SECTION 5. EFFECTIVE DATE. This Ordinance shall take effect upon the adoption of this Ordinance by the Commission of the City of Opa-locka and upon a filing of a certified copy hereof with the Florida Department of State and is subject to the approval of the Governor or Governor's Designee. PASSED and ADOPTED this 8th day of July, 2020. Matthew A. Pigatt, Mayor ATTEST: Flores, City Clerk Ordinance No. 2020-11 APPROVED AS TO FORM AND LEGAL SUFFICIENCY: 1 Burnadette Norr •-Weeks, P.A. Moved by: COMMISSIONER KELLEY Seconded by: COMMISSIONER BASS VOTE: 3-0 Commissioner Bass YES Commissioner Burke ABSENT Commissioner Kelley YES Vice -Mayor Davis YES Mayor Pigatt ABSENT City of Opa-locka Agenda Cover Memo Department Director: Robert Anathan Department Director Signature: City Manager: John Pate CM Signature: Commission Meeting Date: June 10, 2020 Item Type: (EnterX in box) Resolution Ordinance Other X Fiscal Impact: (EnterXin box) N/A Yes No Ordinance Reading: (EnterXin box) 1u Reading 2°" Reading X Public Hearing: (Enter X in box) Yes No Yes No X X Funding Source: Account#: General Fund (Enter Fund & Dept) See Attachments Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (EnterX in box) Yes No RFP/RFQ/Bid#: X Strategic Plan Related (EnterXin box) Yes No Strategic Plan Priority Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Area: IN Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) Improves focus toward meeting current requirements X • • • • MI Sponsor Name City Manager Department: City Manager's Office City Manager Short Title: Budget Amendment #3 - FY 20 Staff Summary: There are fifteen proposed amendments in this package, seven of which are material, as follows: # 1- Due to COVID-19, County funding (based on sales tax) to the People's Transportation Plan (PTP) Fund is anticipated to decline. Additionally, the recently completed FY 18 PTP audit indicates that as of September 30, 2018 this fund had $1.34 million of fund balance available to be used on roadway projects. It's estimated that $135,000 will have been used in FY 19, leaving $1.2 million available as of the start of FY 20. It is proposed that $280,637 of this available fund balance be used to compensate for the anticipated revenue shortfall and the additional infrastructure work. # 2 - FY 20 budget had assumed a Finance Director would be hired by the beginning of the year. Despite ongoing efforts, this hasn't occurred. In the absence of this position being filled, increased financial consulting has been required to get overdue audits completed and support ongoing operations. Other Contract Services budget needs to be increased to support this additional effort. # 3 — The 2105 Ali Baba budget requires an increase to allow a future change order to be submitted for additional parking. # 7 — Stormwater Professional Services requires funding to allow initiation of a stormwater master plan # 8 — Stormwater Machinery & Equipment requires additional funding since budgeted pump on a trailer to be used for flood issues is more extensive than had been budgeted for. # 9 — Building Maintenance Machinery & Equipment requires funding to replace six extremely old and high maintenance air conditioning units for the Sherbondy Village Recreation Center. #12 — Procurement of personal temperature monitoring equipment to monitor participants in Parks & Recreation programs. The remaining proposed amendment items are administrative adjustments for minor anticipated budget overruns. .Proposed Action: Staff recommends that the City Commission approve the proposed amendments. Attachment: 1. Summary of the recommended amendments 2. Detailed information on each recommended amendment Requested Amendment 1 People's Transportation Plan - Infrastructure PTP Rev 176-334951 PTP Exp 47-541340 PTP Exp 47-541342 PTP Exp 47-541992 PTP Bal 176-271000 County Trans Sys - Roads Other Contracted Service Circulator Bus Contingency Fund Balance 2 Finance - Other Contracted Services Finan Finan Bus & L Bus & L Pol Adm Veh Mnt Exp 17-513340 Other Contract Services Exp 17-513110 Salaries - Executive Exp 30-524110 Salaries - Executive Exp 30-524130 Salaries - Part -Time Exp 36-521130 Salaries - Part -Time Exp 49-541450 Gas, Oil & Grease * Exp * Assumes $25,000 In Amendment # 2 Approved FY 20 Budget Amendment #3 Budget Adj Revised 1,495,390 (140,551) 1,354,839 1,438,140 116,933 1,555, 073 180,000 29,000 209,000 5,847 (5,847) - 280,637 280,637 160,000 130,000 290,000 22,500 (10,000) 12,500 121,500 (25,000) 96,500 105,281 (15,000) 90,281 165,954 (50,000) 115,954 286,000 (30,000) 256,000 Comments Revenue anticipated to be reduced due to COVID-19. Other Contracted Services to increase due to additional infrastructure improvement of roads and sidewalks. Cost of bus higher than budget, but consistent with prior years. FY 18 audit indicates $1.34 million of available fund balance for infrastructure projects within this fund. It is estimated that $135,388 (unaudited) was used in FY 19, leaving $1.21 million for use in FY 20 and beyond. This use of fund balance will leave $0.93 million for further use. Finance budget assumed presence of a new Finance Director and a lesser role for financial consultants. Although actively recruited, City has been unable to hire for this position, necessitating additional effort from the financial consultants. The savings from this vacant position would offset the additional consultant effort. However a prior budget amendment didn't acknowledge this trade-off and used these savings for other items, now necessitating identification of alternate savings. EXhibit "A" FY 20 Budget Amendment #3 Requested Amendment Budget Adi Revised 3 Safe Neighborhood - 2105 Ali Baba Veh Mnt Exp 49-541450 Gas, Oil & Grease * 256,000 (17,000) 239,000 Gen Fnd Trf Out 80-581920 From Gen Fund To Safe Nei 300,000 17,000 317,000 Safe Nei Trf In 320-381001 From Gen Fund To Safe Nei 300,000 17,000 317,000 Safe Nei Exp 44-541818 2105 Ali Baba Project 464,750 17,000 481,750 * Adjusted Due To Item # 2 4 Community Development - Miscellaneous Expense CD Exp 37-515440 Rentals & Leases 3,560 1,800 5,360 CD Exp 37-515470 Office Supplies 1,000 300 1,300 CD Exp 37-515530 Advertisements 5,000 4,000 9,000 CD Exp 37-515540 Pubs/Subs/Memberships 3,600 (2,100) 1,500 CD Exp 37-515541 Education 5,000 (4,000) 1,000 5 Parks & Recreation - Office Supplies P & R Exp 72-572510 Office Supplies 1,500 1,500 3,000 P & R Exp 72-572403 Special Events 26,000 (1,500) 24,500 6 Wastewater Collection & Transmission Sewer Exp 35-535430 Electric, Gas, Water 78,500 11,500 90,000 Sewer Exp 35-535461 Repair & Maintenance - Bldg 15,000 14,000 29,000 Sewer Exp 35-535260 Rentals & Leases 25,000 (12,000) 13,000 Sewer Exp 35-535312 Other Professional Services 28,000 (13,500) 14,500 7 Stormwater - Other Professional Services Storm Exp 43-538312 Other Professional Services Storm Bal 450-271000 Fund Balance 100,000 100,000 100,000 100,000 Comments 2105 Ali Baba project has committed $461,750 against a budget of $464,750, (including two change order requests to be presented at this meeting). This leaves $3,000 available. If this budget amendment is approved in July (second reading), two additional change orders will then be presented for approval. 1. Additional Parking Lot ($15,000), 2. Window Replacement - Phase 2 ($5,000) - Total of $20,000. With $3,000 already available, $17,000 will be required to fund these additional change orders. Low gas prices and reduced City driving due to COVID-19 stand -down provide savings. Miscellaneous minor adjustments Miscellaneous minor adjustments Brings utility budget in line with prior year expenditures. Pump station roof repair is now required. Initiation of a stormwater master plan. As per FY 18 Annual Financial Report, $1,335,524 available fund balance. EXhibit "A" Requested Amendment 8 Stormwater - Machinery & Equipment Storm Exp 43-538640 Machinery & Equipment Storm Bal 450-271000 Fund Balance * Adjusted budget due to Item #7 9 Building Maintenance - Air Conditioning Unit Replacement Bldg Mn Exp 39-541640 Machinery & Equipment Bldg Mn Exp 39-541493 Building Maint Reserve 10 General Government - Rentals & Leases Gen Gov Exp Gen Gov Exp 19-519440 19-519997 Rentals & Leases Tax Payments 11 Parks & Recreation - Office Supplies Prk Rec Exp 72-572510 Office Supplies Prk Rec Exp 72-572485 Recreational Activities 12 IT - Parks Personal Temperature Monitors Gen Gov Exp 19-519997 Tax Payments * Gen Gov Trf Out 19-519441 To IT Services ** IT Trf In 119-383030 Into IT Services** IT Exp 85-512646 Computer Equipment ** * Reduced budget due to Item #10 ** Budget increased in Amendment #2 13 Parks & Recreation - Senior Bus Prk Rec Exp 72-572648 Vehicle Lease/Purchase Prk Rec Exp 72-581920 Parks & Recreation Reserve FY 20 Budget Amendment #3 Budget Adj Revised 20,000 36,000 56,000 100,000 36,000 136,000 43,745 90,000 133,745 266,985 (90,000) 176,985 33,800 4,000 37,800 24,000 (4,000) 20,000 1,500 1,500 3,000 13,000 (1,500) 11,500 20,000 (7,000) 80,235 7,000 677,707 7,000 111,900 7,000 13,000 87,235 684,707 118,900 - 21,350 21,350 217,144 (21,350) 195,794 Comments Additional funding required to procure a pump on a trailer to deal with City flooding. Replace six air conditioning units at Sherbondy Village Recreation Center which are extremely old with ongoing significant maintenance expense. Copier expense under budgeted. Budget now in line with FY 19 Additional office supplies offset by reduced recreational activities due to COVID 19 Acquisition of personal temperature monitors to monitor participants in Parks & Recreation programs. Purchase of senior bus charged to an incorrect account EXhibit "A" 14 City Clerk - Minor Clerk Exp Clerk Exp Clerk Exp Clerk Exp Clerk Exp Clerk Exp Clerk Exp Clerk Exp Clerk Exp Clerk Exp Requested Amendment Account Adjustments 16-512120 Salaries - Regular 16-512230 Life And Health Insurance 16-512646 Computers 16-512540 Memberships 16-512312 Other Professional Services 16-512420 Postage & Freight 16-512440 Rentals & Leases 16-512520 Software Licensing 16-512541 Education 16-581920 Reserve 15 Police - Patrol - Minor Account Adjustments Pol Ptrl Exp 22-521520 Operating Expense Pol Ptrl Exp 22-521644 Public Safety Equipment FY 20 Budget Amendment #3 Budget Adj Revised 137,714 2,000 139,714 21,530 9,000 30,530 2,000 1,000 3,000 600 50 650 25,538 (1,000) 24,538 3,000 (2,250) 750 12,000 (2,300) 9,700 10,000 (2,500) 7,500 2,000 (2,000) 2,000 (2,000) - 17,100 (6,500) 10,600 3,500 6,500 10,000 Comments Minor account adjustments to facilitate bill payment Reverses Budget Amendment # 2, Item 14, which had been set up to better classify expenditures. However funds were expended against the old account before the amendment was approved. Prior amendment reversed to minimize administrative workload EXhibit "A"