Date: November 7, 2005
To:
From: G. Chapman
Re: 2005 End of the Year Budget Report
Recommendation for Bid Process
Recommendation:
Pending Finance Department review; approve for bid the final phase of carpet replacement and phase one of the acoustical plan. Also approve for purchase a carpet extractor.
Background:
Projected Fund
Balance
In the chart included are the remaining purchases for this year’s facilities and equipment replacement items. Also recommended are items that are not planned for this year’s budget. If the carpet replacement and phase one of the acoustical plan is approved because of the total cost the Board would also need to approve a bid process for each one. These bid items are a part of the Library Strategic Plan goals and have been reviewed previously.
The facility line items in the current budget will be over due to the remaining expenses and to uncontrollable costs of vandalism and equipment failures. However, city financial procedures allow for line items to be over if the ending balance is within budget and the items for purchase were scheduled in the existing budget. The non budgeted items are in review with City Finance and I am planning to give an update at the Board meeting. However, these two items have been requested previously in a funding process. The carpet is scheduled for the 2007 Budget Cycle and the acoustical plan has been reviewed by the Capital Improvements Plan (CIP) but denied at this time based on other priorities.
The facilities maintenance plan continues to be updated for the space built in 1972. Due to financial impact, the implementation is being phased in, as no previous plan existed. The vandalism has been addressed in a previous report for preventive measures.
Non Budgeted Items
The Finance Department review is based upon the City procedure of a portion of revenue for the city budget and is built upon end of the year funding returned by departments. The annual return from the library budget has been approximately $10,000 or less with the exception of one year that was $80,000 due to estimated funding for health benefits. The actual cost was not known until after the budget was set. If expenditures for the non budgeted items are approved the end of the year funding returned to the City General Fund would still be higher than average at approximately $34,500.
The remaining funding is due to
costs that are estimated two years in advance and vacancy savings as staff
changes occur. The non budgeted amount of $ 61,500 is recommended for
purchasing the final stage of carpet replacement, a carpet cleaner extractor,
and begin phase one of the
acoustical plan.
|
Remaining Annual Return (after budget and non budget
expenditures) |
$ 34,000 |
|
|
|
|
Budget Items to be purchased: Facilities: |
|
|
$ 1,200 |
|
$ 7,000 |
|
$ 4,000 |
|
Replacements: Equipment/Existing Building |
|
|
$ 11,422 |
|
$ 10,675 |
|
$ 8,550 |
|
$ 1,300 |
|
|
|
|
Non budgeted Items recommended for purchase: |
|
Carpet cleaner extractor (requested
in 2006, scheduled 2007) |
$ 39,000 $ 2,500 |
|
$ 20,000 ________ |
|
|
$ 61,500 |