M&C Review


COUNCIL ACTION:  Approved on 12/13/2016 - Ordinance No. 22534-12-2016 & 22535-12-2016

DATE: 12/13/2016 REFERENCE NO.: **G-18909 LOG NAME: 80PROJECT_CLEANUP&SPECIAL_TRUSTS
CODE: G TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:  

Adopt Ordinance Adjusting Appropriations in Completed Projects in the Special Purpose Fund to Allow for Project Balancing and Closure and Adopt Ordinance Increasing Appropriations in the Special Purpose Fund by $122,590.00 for Citywide Special Events (ALL COUNCIL DISTRICTS)


RECOMMENDATION:

It is recommended that the City Council:

1.  Adopt the attached ordinance revising receipts and appropriations in the Special Purpose Fund as follows to facilitate project closure:  increasing receipts and appropriations in the Burnett Park Improvement Project by $0.26 from available funds; decreasing receipts and appropriations in the General Repairs Log Cabin Village Project by $145.78; and decreasing receipts and appropriations in the Streams and Valleys Benches Project by $3,910.00; and

2.  Adopt the attached ordinance, increasing estimated receipts and appropriations in the Special Events Project of the Special Purpose Fund by $122,590.00, from available funds, to establish a centralized financial structure for managing revenues and expenditures for citywide special events of the Park and Recreation Department.

 
DISCUSSION:

The purpose of this Mayor and Council Communication (M&C) is to amend budgets in completed projects to facilitate project closure and to establish budget for a new, centralized project for special events.

Project Closures

In each of the projects identified as listed for closure in the recommendation, the actual revenue and expenditures have been balanced against each other.  Adoption of the first appropriation ordinance will amend the project budgets, so that they are also equal to actual receipts and expenditures, which will allow these projects to be closed.

Special Event Appropriation

Approval of the second appropriation ordinance attached to this M&C will establish a Fiscal Year 2017 appropriation for the newly created Special Events Project of the Special Purpose Fund.  

Throughout the fiscal year, the Park and Recreation Department holds a number of special events and programs involving one or more community centers.  An example of such an event is the Winter Wonderland event, which includes a snow slide, ice rink, trackless train rides and other winter-themed activities and that is promoted citywide and attracts between 4,000 and 5,000 participants.

With the creation of a Special Events Project, Staff at all of the City's community centers will be able to collaborate on such events and book receipts and expenditures against a central project rather than creating a greater administrative and accounting burden by using individual projects for each of the 13 (soon to be 14) centers.

This M&C does not request approval of a contract with a business entity.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that upon approval of the above recommendations and adoption of the attached appropriation ordinances, funds will be available in the current budget of the Special Purpose Fund.

TO
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

FROM
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Richard Zavala (5704)
Additional Information Contact:
Reginald Hurd (5461)

 
 
ATTACHMENTS
  12.6 AO - Park Special Purpose Cleanup.docx
  12.6 AO - Special Events Project-1.docx