HomeMy WebLinkAboutAgenda Packet CC - 07/22/2019 - Special Called - PacketMILTON%
ESTABLISHED 2006
CITY COUNCIL AGENDA ITEM
TO: City Council DATE: July 16, 2019
FROM: Steven Krokoff, City Manager
AGENDA ITEM: Consideration of an Ordinance of the Mayor and Council of
the City of Milton, Georgia, to Establish the Ad Valorem Tax
Rate of the City of Milton for Fiscal Year 2020; and for Other
Purposes.
MEETING DATE: Monday, July 22, 2019 9:00 AM Special Called
City Council Meeting
BACKGROUND INFORMATION: (Attach additional pages if necessary)
See attached memorandum
APPROVAL BY CITY MANAGER: (,APPROVED () NOT APPROVED
CITY ATTORNEY APPROVAL REQUIRED: (J YES (-KNO
CITY ATTORNEY REVIEW REQUIRED: (J YES („YNO
APPROVAL BY CITY ATTORNEY: () APPROVED () NOT APPROVED
PLACED ON AGENDA FOR: (,1 11ZI &)i S
2006 Heritage Walk Milton, GA P: 678.242.2500 1 F: 678.242.2499 infoQcityofmiltonga.us I www.cityofmiltonga.us
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To: Honorable Mayor and City Council Members
From: Bernadette Harvill, Finance Director
Date: Submitted on July 2, 2019 for First Presentation on the July 8, 2019
Regular City Council Meeting and Unfinished Business for the July
22, 2019 Regular City Council Meeting
Agenda Item: Consideration of Budget Amendments to the General Fund of the
City of Milton for Fiscal Year 2019.
_____________________________________________________________________________________
Department Recommendation:
The recommendation is to approve the budget amendments as proposed.
Executive Summary:
As the City budget is a dynamic rather than static plan, it requires amending from time
to time. The proposed budget amendments enclosed are an update to the plan last
amended on May 6, 2019 and reflect the most recent circumstances and
recommendations.
Requests outlined include funding for the implementation of the Laserfiche program to
allow for enhanced paperless processes and records management as well as internal
work-flows, trail maintenance at Birmingham Park, clerical support through a unique
community connection opportunity, and the reinstatement of the Accounting
Manager position in Finance. All requests will be covered by the contingency line item
within the General Fund in FY19, and the calculated impact on future budgets has
been outlined for the new initiatives.
The public hearing for this amendment was advertised in the Milton Herald on June 27,
2019.
Funding and Fiscal Impact:
Please refer to the attached budget amendment documents.
Alternatives: Other directed Council action.
Concurrent Review: Steve Krokoff, City Manager
Attachment(s): Fiscal Year 2019 Proposed Budget Amendments
Page 1 of 2
STATE OF GEORGIA ORDINANCE NO.
FULTON COUNTY
AN ORDINANCE OF THE MAYOR AND COUNCIL OF THE CITY OF MILTON,
GEORGIA, TO ADOPT AMENDMENTS TO THE FISCAL 2019 BUDGET FOR
THE GENERAL FUND OF THE CITY OF MILTON, GEORGIA AMENDING THE
AMOUNTS SHOWN AS EXPENDITURES, PROHIBITING EXPENDITURES TO
EXCEED APPROPRIATIONS, AND PROHIBITING EXPENDITURES TO
EXCEED ACTUAL FUNDING AVAILABLE.
BE IT ORDAINED by the City Council of the City of Milton, GA while in a
council meeting on July 22, 2019 at 6:00 p.m. as follows:
WHEREAS, the City Manager of the City of Milton has presented
amendments to the fiscal year 2019 Budget to the City Council with regards to the
General Fund; and
WHEREAS, each of these budget amendments results in a balanced
budget, so that anticipated revenues equal proposed expenditures for each fund;
and
WHEREAS, the amended fiscal year 2019 budget provides a financial plan
for the government, establishing appropriations for each operating department in
order to extend services;
NOW, THEREFORE BE IT ORDAINED that this budget amendment,
“Exhibit A” attached hereto and by this reference made a part hereof this ordinance
shall be the City of Milton’s amended fiscal year 2019 budget; and
BE IT FURTHER ORDAINED that this budget be and is hereby approved
and the several amounts shown in the budget for each fund as proposed
expenditures are hereby appropriated to the departments named in each fund;
and,
BE IT FURTHER ORDAINED that the expenditures shall not exceed the
appropriations authorized by this budget or amendments thereto provided; that
expenditures for the fiscal year shall not exceed actual funding available.
Page 2 of 2
ADOPTED AND APPROVED this 22nd day of July, 2019.
CITY OF MILTON, GEORGIA
By: ________________________
Mayor Joe Lockwood
_________________________ ________________________
Councilmember Peyton Jamison Councilmember Carol Cookerly
_________________________ ________________________
Councilmember Matt Kunz Councilmember Joe Longoria
_________________________ ________________________
Councilmember Laura Bentley Councilmember Rick Mohrig
Attest:
_______________________________
Sudie AM Gordon
City Clerk
FY 2019
Current Budget
Proposed
Amendment
Total
Amended
Budget
REVENUES
Taxes 27,347,321$ -$27,347,321$
Licenses & Permits 608,832 -608,832
Intergovernmental Revenues 8,942 -8,942
Charges for Services 508,300 -508,300
Fines & Forfeitures 350,000 -350,000
Investment Income 276,000 -276,000
Contributions & Donations 7,244 -7,244
Miscellaneous Revenue 56,506 -56,506
Proceeds from Sale of Assets 10,000 -10,000
subtotal 29,173,145$ -$ 29,173,145$
TOTAL REVENUES $ 29,173,145 $-$ 29,173,145
EXPENDITURES
Mayor & Council 178,229$ -$178,229$
City Clerk 231,569 6,848 238,417
City Manager 742,616 -742,616
General Administration 65,899 -65,899
Finance 554,705 16,833 571,538
Legal 295,000 -295,000
Information Technology 1,128,520 28,566 1,157,086
Human Resources 326,577 -326,577
Risk Management 272,707 -272,707
General Government Buildings 222,928 -222,928
Communications 286,891 -286,891
Community Outreach &
Engagement 137,324 -137,324
Municipal Court 463,582 -463,582
Police 5,153,840 -5,153,840
Fire 7,306,581 -7,306,581
Public Works 2,322,379 -2,322,379
Parks & Recreation 1,436,693 20,000 1,456,693
Community Development 1,408,987 -1,408,987
Economic Development 258,509 -258,509
Debt Service 852,436 -852,436
Contingency 233,768 (72,247)161,521
subtotal 23,879,740$ -$ 23,879,740$
Interfund Transfers Out:
Capital Projects Fund 6,833,582$ -6,833,582$
Capital Grant Fund 565,693 -565,693.00
subtotal 7,399,275$ -$ 7,399,275$
TOTAL EXPENDITURES $ 31,279,015 $-$ 31,279,015
Total Revenues Over/(Under)
Expenditures (2,105,870)$ -$(2,105,870)$
Beginning Fund Balance 10,271,476 10,271,476
ENDING FUND BALANCE 8,165,606$ 8,165,606$
General Fund Budget Summary
Proposed Budget Amendment
Fiscal Year 2019
GENERAL FUND
CURRENT
BUDGET
BUDGET
AMENDMENT
REVISED
BUDGET REASON FOR AMENDMENT
EXPENDITURES BY DEPARTMENT:
INFORMATION SERVICES
Contract Labor/Maintenance Contracts 574,984 28,566 603,550
Increase to account for expenses
associated with Laserfiche set-
up/implementation hours
TOTAL: INFORMATION SERVICES 28,566
PARKS & RECREATION
Grounds Repair & Maintenance 90,500 20,000 110,500
Increase to account for costs associated
with maintaining the trails at Birmingham
Park
TOTAL: PARKS & RECREATION 20,000
OTHER FINANCING USES
Contingency 233,768 (72,247) 161,521 Decrease to cover outlined requests to
continuing operations and new initiatives
TOTAL: OTHER FINANCING USES (72,247)
NEW INITIATIVES:
City Clerk: Clerical Support through Community Connections 6,848
Finance: Reinstate the Accounting Manager Position 16,833
TOTAL: NEW INITIATIVES 23,681
NET REVENUE/(EXPENDITURE) REQUEST -
Please see attached requests
Strategy:
Strategic Action Item:
Salary 4,250
Benefits 298
Professional Fees -
Repairs & Maintenance -
Communications -
Advertising -
Printing -
Travel -
Dues & Fees -
Education & Training -
Contract Labor -
Maintenance Contract -
General Supplies -
Utilities -
Gasoline/Diesel -
Food/Meals -
Uniforms -
Machinery -
Vehicles -
Furniture/Fixtures -
Computer Software -
Computer Hardware 1,800
Other Equipment 500
-
-
-
-
TOTAL 6,848
Salary/Benefits 4,548
Maintenance & Operating 2,300
Impact on Future Operating Budgets FY 2020 FY 2021 FY 2022 FY 2023
Increases Operating Costs 24,584 25,322 26,081 26,864
Decreases Operating Costs - - -
Additional Revenues - - -
Other - - -
Total Operating Impact 24,584 26,081 26,864
This request is to fund a clerical position aimed at providing work for those who have
graduated high school and also have special needs. This position will provide a
positive, rewarding, and mutually beneficial environment through collaboration
between the new employee and the current staff at City Hall. This initiative is also
directly related to Milton's mission and core values including that of having an inclusive
community/work environment by engaging citizens of all ability levels.
CITY OF MILTON
MAINTENANCE & OPERATING INITIATIVE REQUEST FORM
City Clerk
Clerical Support through Community Connections
Supportive of which strategy from the Strategic Plan (required field)
Enter Funding Request by Account in the Area
Below:
Build Community Connections
ACCOUNT
DESCRIPTION
BUDGET
REQUESTSupport programs designed to assist those
who have graduated high school and also
have special needs.
Brief Description of New Program/Service or Improvement of Existing Service Level:
What measurement will be used to gauge the performance of this new
service/program or what current performance measure will be improved through the
implementation of this initiative? (this can be a current performance measurement or
the addition of a new measurement).
Completion of clerical tasks that meet the ability of the applicant as well as the needs
of the City. Once the parameters of the work to be accomplished are set there will be
follow-up to ensure that both parties are able to achieve their goals from the program
through employee feedback and managerial oversight.
Explain any fiscal impact this initiative will have on future budgets and provide actual
future year costs below. (example: utilities, maintenance contract costs).
This will have an impact on salary/benefit costs for this employee.
-
-
-
48,571
Notes:
Strategy:
Strategic Action Item:
Salary 11,653
Benefits 2,680
Professional Fees -
Repairs & Maintenance -
Communications -
Advertising -
Printing -
Travel -
Dues & Fees -
Education & Training -
Contract Labor -
Maintenance Contract -
General Supplies -
Utilities -
Gasoline/Diesel -
Food/Meals -
Uniforms -
Machinery -
Vehicles -
Furniture/Fixtures -
Computer Software -
Computer Hardware 2,000
Other Equipment 500
-
-
-
-
TOTAL 16,833
Salary/Benefits 14,333
Maintenance & Operating 2,500
Impact on Future Operating Budgets FY 2020 FY 2021 FY 2022 FY 2023
Increases Operating Costs 99,859 105,940 109,119
Decreases Operating Costs - - -
Additional Revenues - - -
Other - - -
Total Operating Impact 99,859 105,940 109,119
CITY OF MILTON
MAINTENANCE & OPERATING INITIATIVE REQUEST FORM
Finance
Reinstate the Accounting Manager Position
Supportive of which strategy from the Strategic Plan (required field)
Enter Funding Request by Account in the Area
Below:
Brief Description of New Program/Service or Improvement of Existing Service Level:
This request is to reinstate the Accounting Manager position within the Finance
Department. After the resignation of the prior Accounting Manager in early 2016 the
duties of this position were distributed between the then Finance Manager and the
Payroll & Revenue Manager. Since that time the City has taken on more workload with
accounting related responsibilities regarding GAAP/GASB compliance including:
impact fees, TSPLOST, bond recordkeeping/financial management, and grant
management. These responsibilities have grown to the level of requiring a dedicated
accounting professional once again.
What measurement will be used to gauge the performance of this new
service/program or what current performance measure will be improved through the
implementation of this initiative? (this can be a current performance measurement or
the addition of a new measurement).
Improved efficiency and timeliness of financial record keeping and reporting. In
addition, this will allow the Payroll & Revenue Manager to improve efficiency and
timeliness with regard to property tax related processes, and allow the Finance Director
to focus on enhanced budget processes, long-range planning, investing, and
employee advancement.
Explain any fiscal impact this initiative will have on future budgets and provide actual
future year costs below. (example: utilities, maintenance contract costs).
This will have an impact on salary/benefit costs for this employee.
Strategic, Efficient & Engaged
Government
Identify appropriate staffing needs and
make sound recommendations as
needed.
ACCOUNT
DESCRIPTION
BUDGET
REQUEST
Notes:
102,855
102,855
-
-
-