AGENDA REQUEST AGENDA HEADING: COMMISSION MEETING DATE: AGENDA ITEM NO:

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1 AGENDA HEADING: Consent Agenda No. 2 AGENDA REQUEST COMMISSION MEETING DATE: August 21, 2017 AGENDA ITEM NO: IV.B.1. BY Financial Administration Kelly Strickland Financial Administration Director Strickland Originating Department SUBJECT: Department Head Presenter Adoption Re: Proposed Resolution No. 17R-2670 will modify the original approved budget for fiscal year COMMISSION PRIORITIES: Budget and Finance EXPLANATION: (see next page for additional explanation) Proposed Resolution No. 17R-2670, amending the fiscal year budget to reallocate expense budget of $40,000 in the Development Application System Fund for required traffic studies, establish revenue and expense budget of $15,000 in the Police Dog Grant Fund for purchase of a Police Dog and associated training and equipment, use $55,000 from the Tree Replacement Fund fund balance for a Tree Inventory and Urban Tree Canopy Baseline Study and purchase trees for City Parks, reallocate expense budget of $40,000 in the Renewal and Replacement and Improvement Fund for Utilities Administration Office Rehabilitation project, reallocate expense budget of $254,000 in the Renewal and Replacement and Improvement Fund for Lift Stations No. 74, 77 & 85, reallocate expense budget of $295,000 in the Renewal and Replacement and Improvement Fund for US 41-10th and 14th Street Roundabout projects, reallocate expense budget of $90,000 in the 2010A W & S Improvements Bonds for continued replacement of aging water distribution pipelines, ADMINISTRATION'S RECOMMENDATION: Recommend motion to adopt proposed Resolution No. 17R APPROVAL SUMMARY: Approval Department Head Approval City Manager Approval City Auditor and Clerk Approval Required Date Completed Y 08/11/2017 Y 08/11/2017 Y 08/11/2017 Completed By David Flatt John Lege Pamela Nadalini Status APPROVED APPROVED APPROVED

2 ADDITIONAL EXPLANATION: AGENDA REQUEST increase revenue budget $297,00, expense budget of $838,550 and use $541,550 in the Group Medical and Dental Fund fund balance for medical claim reimbursements and medical claim expenses; as enumerated in Exhibit A and the appropriate supporting documents. ADDITIONAL ADMIN RECOMMENDATION: FUNDING SOURCE: AMOUNT: HOUSING IMPACT (Per House): NEW CONSTRUCTION: REHABILITATION: SUPPORT DEPARTMENTS: $ 0 $ 0 City Auditor and Clerk - Pamela Nadalini Police - Bernadette DiPino Parks and Recreation - Jerry Fogle Human Resources - Stacie Mason Utilities - Mitt Tidwell COMMISSION ACTION: Final Action Motion: Motion By: AGENDA DISPOSITION Second By: Vote: 2

3 RESOLUTION NO. 17R-2670 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SARASOTA, FLORIDA AMENDING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2016 BY PROVIDING FOR SUPPLEMENTAL APPROPRIATIONS IN THE AMOUNTS IDENTIFIED IN EXHIBIT A; PROVIDING FOR SEVERABILITY IF ANY OF THE PARTS HEREOF ARE DECLARED INVALID; PROVIDING FOR READING BY TITLE ONLY; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, pursuant to Resolution No. 16R-2591 the City has adopted a budget for the fiscal year beginning on October 1, 2016 and ending on September 30, 2017; and WHEREAS, the City needs to amend said budget so as to provide for supplemental appropriations in the amounts identified in Exhibit A; and WHEREAS, Section (4) (c) Florida Statutes requires such a budget amendment be adopted in the same manner as the original budget. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SARASOTA, FLORIDA: Section 1. The budget for the fiscal year commencing October 1, 2016 is hereby amended by providing for supplemental appropriations in the amounts identified in Exhibit A. Section 2. Should any section, sentence, clause, part or provision of this Resolution be declared invalid or unenforceable, by a court of competent jurisdiction, the same shall not affect the validity of this Resolution as a whole, or any part hereof other than the part declared to be invalid. Said provision declared to be invalid shall be deemed severed from the remaining provisions of this Resolution. Section 3. Resolutions or parts of Resolutions in conflict herewith are hereby repealed to the extent of such conflict. 1 of 11

4 Section 4. This Resolution shall take effect immediately upon adoption. ADOPTED by the City Commission of the City of Sarasota, upon reading by title only, after posting on the bulletin board at City Hall for at least three (3) days prior to adoption, as provided by Article IV, Section 2 of the Charter of the City of Sarasota, this 21st day of August, Mayor Shelli Freeland Eddie ATTEST: Pamela M. Nadalini, MBA, CMC City Auditor and Clerk Mayor Eddie Vice Mayor Alpert Commissioner Shaw Commissioner Brody Commissioner Ahearn-Koch 2 of 11

5 EXHIBIT A City of Sarasota Budget Amendments for Back-up Appropriated Appropriated Use of # FND DPT CC OBJECT PROJ Project Description Expense Revenue Fund Balance Development Application System 8/ Request to reallocate budget for $ 40, traffic studies (40,000) Police Dog Grant Fund 8/ Establish revenue and expense budget for donation received $ 15, for purchase of a Police Canine and training 5, , ,170 Tree Replacement Fund 8/ Establish budget for Tree Inventory and Urban Tree Canopy 35, Baseline Study and purchase trees for City parks 20,000 Use of Fund Balance $ (55,000) Renewal and Replacement and Improvement Fund 8/ Request to reallocate budget for Utilities 40, Administration Office Rehabilitation project (40,000) 8/ Request to reallocate budget for Lift Stations No. 74, 77 & , (75,000) (35,000) (75,000) (10,000) (59,000) 8/ Request to reallocate budget for US 41-10th and 14th St. 295, Roundabout projects (295,000) 2010A W & S Improvements Bonds 8/ Request to reallocate budget for continued replacement 90, of aging water distribution pipelines (90,000) Group Medical and Dental 8/ Request to increase revenue budget for medical claim reimbursements 838, and expense budget for medical claim expenses 297,000 Use of Fund Balance (541,550) 3 of 11

6 Interoffice Memorandum Date: Ju.l}' Mayor Shelli Freeland Eddie Vice Mayor Liz Alpert Commissioner Jen Ahearn-Koch Commissioner Hagen Brody Commissioner Willie Charles Shaw Pamela M. Nadalini, BBA, MBA, CMC City Auditor and Clerk/Chief Audit Executiv- ~~ Budget Amendment - Development Applications The Office of the City Auditor and Clerk is requesting a budget amendment to move a portion of the funds established for mailings related to the adoption of the form based code to fund required traffic studies for the remainder of the fiscal year. The postage funds are not projected to be needed this fiscal year for the form based code adoption and additional postage funds have been budgeted in the next fiscal year for this purpose. Traffic study demands have exceeded the amount budgeted for this fiscal year therefore the Office of the City Auditor and Clerk is requesting that the postage expense budget be reallocated in order to process purchase orders for traffic studies for development projects, as needed for the remainder of the fiscal year ending September 30, Account Code $ $ Please be advised that I plan to work with the Finance Department to place this item as a budget amendment on the August 21, 2017 Regular City Commission meeting agenda for the City Commission's consideration and approval. Please feel free to contact me with any questions or for additional information. consideration. Thank you for your c: Thomas Barwin, City Manager Robert Fournier, City Attorney Kelly Strickland, Director, Financial Administration Tim Litchet, Director, Neighborhood & Development Services Steven Cover, Director, Planning Karin Murphy, Director, Urban Design Studio Alex DavisShaw, City Engineer David Smith, Senior Planner Lori Rivers, Development Applications Coordinator File bmce of!im-~ Cl-l;, Auditor m1c CP.erlr /21-01(1of 1) 1 Stroet, Room 1 il) - Sarirliola, frlwl.1l 342JG om,c-,,-,1,.1:i;d:..e:1. i\.\-1' 1) r-ri, ri,.:mlz,: (f.4:) ri 5!1' C". oi il 4 of 11

7 +Interoffice Memorandum Date: July 25, 2017 City Commission Thro: Thomas Barwin, City Manager Bernadette DiPino, Chief of Police Request for Budget Amendment to create a budget for the donation received from the Boar's Head Provisions(Fund ). tuo ll,\, 111,'P The Sarasota Police Department requests a budget amendment for the appropriation of $15, contribution received :from the Boar's Head Provisions Co., Inc. These funds were received as a donation to purchase a bomb dog, training and equipment necessary for the bomb dog. The donation was deposited in the Police Dog Grant Fund. Also, requested is the budget amendment to create a funding structure. allowing spending of this donation. Below is the requested funding strqcture: Account Description Revenue Account Code Budget Amount () $15, Bomb Dog $5, Training $1, Equipment Over $1, $8, Expenditure Recommend approval. BD/gg D32.COS /21-02(1of 1) 5 of 11

8 Date: August 7, 2017 Interoffice Memorandum Kelly Strickland, Finance Director Jerry Fogle, Director Parks and Recreation Request for Budget Amendment }1 The City of Sarasota Parks and Recreation Department is requesting a Budget Amendment of$35,000 to develop a Tree Inventory and Urban Tree Canopy (UTC) Baseline Study and $20,000 to purchase trees for City parks per the request of residents. The puipose of the proposed Tree Inventory and Urban Tree Canopy (UTC) Baseline Study is to develop new regulations with the goal of reducing environmental impacts of site development, while promoting reasonable use of land in the City. The proposed assessment will encompass the total 25.9 square miles of the City of Sarasota. The project will increase the City and community's understanding of its urban forest resources, measure how the City's Urban Tree Canopy (UTC) compares to similar communities and prioritize areas for community outreach. It will be used in conjunction with the tree inventory to establish an Urban Forestry Management Plan. The Tree Inventory and Urban Tree Canopy (UTC) Baseline Study includes:, Acquire and georeference data necessary for geospatial analysis of City of Sarasota tree canopy. Conduct automated land cover mapping to extract land cover features for classification of vegetative cover including, but not limited to areas of tree canopy, shrubs, grass, bare soil, water and impervious surfaces. Analyze existing urban land cover and tree canopy percentages city-wide and by land use zone and property ownership to establish overall baseline percentage of tree canopy. Data, maps and written report summarizing the methodologies, findings and recommended actions of the Urban Tree Canopy Assessment. Provide all information in Environmental Systems Research Institute (ESRI) Geographic Information Systems (GIS) compatible format. Provide client with one (1) electronic copy of data on disc. Utilize GIS layers generated from UTC assessment to overlay onto existing Utility GIS data to improve overall management of city storm.water runoff, critical overhead and underground infrastructure data. The amendment would be utilizing fund balance of fund 194, which would leave approximately $118,000 in that fund The amendment requested for the Tree Inventory and Url:lan Tree Canopy (UTC) Baseline Study and to purchase trees for City parks is: $35,000 to 194~219-0Cl0~ Replacement Tree Fund $20,000 to Replacement Tree Fund 8/21-03(1of 1) 6 of 11

9 Interoffice Memorandum Date: July 14, 2017 Kelly Strickland, Finance Direct~r 1 / Thru: Mitt Tidwell, Utilities Director r,[/ Marlc Nicholas, Public Works Finance & Administration Manag~ Budget Amendment for Utilities Administration Office Rehabilitation The Utilities Department is seeking to redirect funding from Water Distribution to the Utilities Administration Office Rehabilitation project. This amendment will address the need to install three new HV AC heat pumps and the necessary upgrades to the electrical service in the building. This transfer will total $40,000. The amendment will be as follows: ($40,000) $40,000 AECEN~1> JUL 18 20'7 032.C /21-04(1of 1) f\nf\n<. Or. ;..-RA1'MENl 7 of 11

10 Interoffice Memorandum Date: July 14, 2017 Thru: Kelly Strickland, Finance Direc~o;,/ Mitt Tidwell, Utilities Director 'J1l1' Mark Nicholas, Public Works Finance & Administration Manager /Y) ~ Budget Amendment for Lift Station Rehabilitation / The Utilities Department is seeking to redirect funding left within a number of small utility projects to address the rehabilitation of Lift Stations No. 74, 77 & 85. This amendment will transfer $254,000 to the Lift Station Rehabilitation Project account (003003). The amendment will be as follows: ($75,000) ($35,000) ($75,000) ($10,000) ($59,000) $254,000 AECEIVED JUL FINANCE DEPAATMENT 032.C /21-05(1of 1) 8 of 11

11 Interoffice Memorandum Date: July 24, 2017 Thru: Kelly Strickland, Finance Director Mitt Tidwell, Utilities Director~ Mark Nicholas, Public Works Finance & Administration Mana~ Budget Amendment for US 41-10th and 14th St. Roundabouts The Utilities Department is seeking to redirect funding from the Force Main Reconstruction Project to the US 41-lOth and 14th St. Roundabouts project. This amendment will address Amendment No. 4 to Stantec Consulting Services Inc. for construction phase services related to the project. The Force Main Reconstruction Project will not be impacted by moving this amount to another project. This transfer will total $295,000. The amendment will be as follows: ($295,000) $295,000 RECEIVED JUL C /21-06(1 of 1) FINANCE DEPAATMENT 9 of 11

12 Interoffice Memorandum Date: July 20, 2017 Thru: Kelly Strickland, Finance Director " 1 / Mitt Tidwell, Utilities Director p (Jr{ Mark Nicholas, Public Works Finance & Administration Manager~ Budget Amendment for 201 OA Revenue Bond J The Utilities Department is seeking to redirect funding from the Compost Facility Modification Project to the Water Distribution Pipeline Replacement project. The Compost Facility Modification Project is complete and this amendment will address the need to continue to replace aging water distribution pipelines. This transfer will total $90,000. The amendment will be as follows: ($90,000) $90,000 RECEfVf.D JUL FINANCE DEPARTMENT 032.COS /21-07(1of 1) 10 of 11

13 Interoffice Memorandum Date: August 9, 2017 Kelly Strickland, Director of Finance Stacie Mason, Director of Human R e s o ~ Budget Amendment for Active Group Medical Self-insurance Fund Please accept this memorandum as a request to appropriate fund balance to sustain the Active Group Medical and Dental Self Insurance fund for claims through September 30, 2017, for presentation at the regular City Commission Meeting on August 21, The reason for this funding request is a direct result of a high.er than projected medical claims incuited by our active employees and their covered dependents. The claims budget for the Active Medical Fund for2017 is $6,018,865. As of July 31, 2017, claims have already reached $5,714,512 which is $498,872 greater than the same period last fiscal year. This amount includes two claims exceeding our stop loss deductible of $250,000. I am requesting that the claims budget ( ) be increased by $838,550 to cover claims through the end of the fiscal year utilizing the fund balance. Thank you. $838, I Claims Expense (297,000) (541,550) (838,550) Use Fund Balance Reimbursements 8/21-08(1of 1) 11 of 11