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Home My WebLink About06-01-09 PacketPage 1 of 3 Milton City Hall City Council Chambers 13000 Deerfield Parkway, Suite E Milton, GA 30004 Persons needing special accommodations in order to participate in any City meeting should call 678-242-2500. CITY OF MILTON, GEORGIA Joe Lockwood, Mayor CITY COUNCIL Karen Thurman Julie Zahner Bailey Bill Lusk Burt Hewitt Tina D’Aversa Alan Tart Monday, June 1, 2009 Regular Council Meeting Agenda 6:00 PM INVOCATION - Reverend John Wolfe (retired) Birmingham United Methodist Church 1) CALL TO ORDER 2) ROLL CALL 3) PLEDGE OF ALLEGIANCE (Led by the Mayor) 4) APPROVAL OF MEETING AGENDA (Add or remove items from the agenda) (Agenda Item No. 09-866) 5) PUBLIC COMMENT 6) CONSENT AGENDA 1. Approval of the May 11, 2009 Work Session Minutes. (Agenda Item No. 09-867) (Jeanette Marchiafava, City Clerk and Clerk of the Court) 2. Approval of the May 18, 2009 Regular Meeting Minutes. (Agenda Item No. 09-868) (Jeanette Marchiafava, City Clerk and Clerk of the Court) 7) REPORTS AND PRESENTATIONS (None) 8) FIRST PRESENTATION 1. RZ09-02 - Text amendment to amend Article 22.3.1 Variances: Variance Considerations (Agenda Item No. 09-869) (Jeanette Marchiafava, City Clerk and Clerk of the Court) MILTON CITY COUNCIL REGULAR MEETING AGENDA JUNE 1, 2009 – 6:00 PM Page 2 of 3 Milton City Hall City Council Chambers 13000 Deerfield Parkway, Suite E Milton, GA 30004 Persons needing special accommodations in order to participate in any City meeting should call 678-242-2500. 2. RZ09-03 - Text amendment to amend Article 33 Signs: Section 11 Considerations. (Agenda Item No. 09-870) (Jeanette Marchiafava, City Clerk and Clerk of the Court) 9) FIRST PRESENTATION AND PUBLIC HEARING 1. Approval of an Ordinance to Adopt Amendments to the Fiscal 2009 Budget for Each Fund of the City of Milton, Georgia Amending the Amounts Shown in Each Budget as Expenditures, Amending the Several Items of Revenue Anticipations, Prohibiting Expenditures to Exceed Appropriations, and prohibiting Expenditures to Exceed Actual Funding Available. (Agenda Item No. 09-871) (Presented by Stacey Inglis, Finance Manager) 10) ZONING AGENDA (None) 11) UNFINISHED BUSINESS 1. Approval of an Ordinance of the City Council to Authorize Fulton County to Conduct Election. (First Presentation on May 18, 2009.) (Agenda Item No. 09-864) (Jeanette Marchiafava, City Clerk and Clerk of the Court) 12) NEW BUSINESS 1. Revision to Task Order 09-SSI-01 for Traffic Calming Services with Street Smarts, Inc. for $ 8,028.99 (Agenda Item No. 09-872) (Carter Lucas, Principal Engineer) 2. Approval of an application to the Department of Homeland Security for the Assistance to Firefighters Grant program sponsored by FEMA for the purchase of a diesel exhaust extraction system for two fire stations. (Agenda Item No. 09-873) (Matt Marietta, Assistant to the City Manager) 3. Approval of a grant application to the Department of Homeland Security for the Assistance to Firefighters Grant program sponsored by FEMA for the purchase of a tanker-truck to serve as a water supply and spare apparatus for the Fire Department. (Agenda Item No. 09-874) (Matt Marietta, Assistant to the City Manager) 4. Approval for City Clerk Jeanette Marchiafava to serve as Chief Municipal Registrar and Absentee Ballot Clerk, and approval for Deputy City Clerk to serve as Deputy Municipal Registrar. (Agenda Item No. 09-875) (Jeanette Marchiafava, City Clerk and Clerk of the Court) MILTON CITY COUNCIL REGULAR MEETING AGENDA JUNE 1, 2009 – 6:00 PM Page 3 of 3 Milton City Hall City Council Chambers 13000 Deerfield Parkway, Suite E Milton, GA 30004 Persons needing special accommodations in order to participate in any City meeting should call 678-242-2500. 13) MAYOR AND COUNCIL REPORTS 14) STAFF REPORTS 15) EXECUTIVE SESSION (If needed) 16) ADJOURNMENT (Agenda Item No. (09-876) The minutes will be Provided electronically City of Milton 13000 Deerfield Parkway, Suite 107 Milton, GA 30004 To: Honorable Mayor and City Council Members From: Alice Wakefield, Community Development Director Date: May 19, 2009, for Submission onto the June 1, 2009, City Council Meeting (First Read) Agenda Item: Text Amendments to Article 22, “Appeals” and Article 33, “Signs” of the City of Milton Zoning Ordinance. CMO (City Manager’s Office) Recommendation: To approve RZ09-02 and RZ09-03 in regards to variance considerations for signs in both the Appeals and Sign portions of the Zoning Ordinance. Background: At the January 21, 2009 Mayor and City Council Meeting, a text amendment to Article 22, “Variances” was approved. One change was the variance consideration when evaluating sign variances. Once this amendment was approved, the sign variance consideration in Article 33, Signs was inconsistent. These amendments correct this inconsistency as well as implementing recommendations of the Planning Commission within the sign considerations. Discussion: At the Planning Commission meeting on March 24, 2009, the Planning Commission requested to concurrently hear Article 22, Appeals with Article 33 based on recommendations that would apply to both Articles. The Planning Commission recommended deleting the first “only” and inserting “only” after may. In addition they pointed out that using “maximum” is correct instead of “minimum”. Staff is in agreement with this recommendation. Alternatives: The Mayor and City Council may choose to approve, deny or defer this text amendment to Article 22, Appeals and Article 33, Signs. Concurrent Review: Chris Lagerbloom, City Manager Ken Jarrard, City Attorney MILTON ZONING ORDINANCE RZ09-02 – Text Amendment to Article 22 Mayor and City Council Meeting – First Read – June 1, 2009 1 ADOPTED BY THE CITY OF MILTON CITY COUNCIL DECEMBER 21, 2006 AMENDED JANUARY 21, 2009 ARTICLE XXII APPEALS 22.3.1. VARIANCE CONSIDERATIONS. A Variance must be based upon credible evidence submitted at a public hearing before the Board of Zoning Appeals demonstrating compliance with paragraphs A-D. A. Relief, if granted would not offend the spirit or intent of the Ordinance; and B. There are such extraordinary and exceptional situations or conditions pertaining to the particular piece of property that the literal or strict application of the Ordinance would create an unnecessary hardship due to size, shape or topography or other extraordinary and exceptional situations or conditions not caused by the variance applicant; and C. Relief, if granted would not cause a substantial detriment to the public good and surrounding properties; and D. That the public safety, health and welfare are secured, and that substantial justice is done. 22.3.1.1 SIGN VARIANCE CONSIDERATION. Relief only to the Sign Ordinance may only be granted where existing foliage or structures bring about a hardship whereby a sign meeting minimum maximum letter size, square footage and height requirements can not be read from an adjoining public road. ADOPTED BY THE MILTON CITY COUNCIL DECEMBER 21, 2006 AMENDED ON APRIL 19, 2007 AMENDED ON SEPTEMBER 6, 2007 AMENDED ON APRIL 27, 2009 CITY OF MILTON ZONING ORDINANCE 1 RZ09-03 – Text Amendment to Article 33 Mayor and City Council – First Read – June 1, 2009 ARTICLE XXXIII Signs Section 11: Variance. A. Limitations The Board of Zoning Appeals shall be allowed to grant variances to this Article B. Timing The Board of Zoning Appeals shall hear and decide upon a variance within eighty (80) days of the submission of a complete and accurate application. C. Procedure Except as modified by this Article, the procedures for requesting a variance from the standards of this Article shall be the same procedures as that for seeking a variance from the City’s ordinances regulating zoning. D. Standards Relief only to the Sign Ordinance may only be granted where existing foliage or structures bring about a hardship whereby a sign meeting maximum maximum letter size, square footage and height requirements cannot be read from an adjoining public road. ORDINANCE NO. _____ STATE OF GEORGIA FULTON COUNTY AN ORDINANCE OF THE MAYOR AND COUNCIL OF THE CITY OF MILTON, GEORGIA, TO ADOPT AMENDMENTS TO THE FISCAL 2009 BUDGET FOR EACH FUND OF THE CITY OF MILTON, GEORGIA AMENDING THE AMOUNTS SHOWN IN EACH BUDGET AS EXPENDITURES, AMENDING THE SEVERAL ITEMS OF REVENUE ANTICIPATIONS, 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 regular Council meeting on June _____, 2009 at 6:00 p.m. as follows: WHEREAS, the City Manager of the City of Milton has presented amendments to the fiscal year 2009 Budget to the City Council on each of the various funds of the City; 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 2009 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 2009 budget; and BE IT FURTHER ORDAINED that this budget be and is hereby approved and the several items of revenues shown in the budget for each fund in the amounts anticipated are adopted and that 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. ADOPTED AND APPROVED this ____ day of June, 2009. CITY OF MILTON, GEORGIA By: ________________________ Mayor Joe Lockwood _________________________ ________________________ Councilmember Karen Thurman Councilmember Tina D’Aversa _________________________ ________________________ Councilmember Julie Zahner Bailey Councilmember Burt Hewitt _________________________ ________________________ Councilmember Bill Lusk Councilmember Alan Tart Attest: _______________________________ Jeanette R. Marchiafava, City Clerk (SEAL) First Reading ____________________ Second Reading __________________ City of Milton, Georgia Fiscal Year 2009 Summary of Departmental Budget Amendments #1 ""- (City of Milton :!' Fiscal Year 2009 Budget Amendment #1 2 The goal of the fiscal year 2009 budget amendment is to revise departmental budgets and interfund transfers based on activity-to-date and future projections. The intent of the amendment is to offset revenue shortfalls the City is experiencing as a result of the current economic environment. GENERAL FUND The General Fund is the principal operating fund of the government and is used to facilitate current year operations. General Fund revenues have unrestricted use. Expenditure requests are categorized into two categories: Salary/Benefits and Maintenance/Operating. Salary / benefits line items include salaries, overtime, vacation pay, retirement and other associated payroll expenditures. The maintenance/ operating category includes expenditures related to operational line items such as, supplies, professional fees, training, dues/fees, travel, utilities, communications, machinery & equipment, etc. GENERAL FUND SUMMARY: Revenue Appropriation Decrease (1,492,860) Expenditure Appropriation Decrease (1,492,860) Net Revenue/(Expenditure) Requests:- Revenue Amendments: Current economic conditions have had a detrimental effect on several of the revenue sources. Collection trends indicate a 6.5% decrease in initial projections. The table on page 3 shows the necessary amendments to the revenues. The most significant changes are explained below: • When the projections for the FY 2009 budget were compiled, the anticipated collection rate for 2009 property taxes was 93%. However, given the prior year collection rate of 89%, a decrease of approximately $1 million for Real and Personal Property Taxes (Current Year) is suggested. • A decrease of almost ($524,000) in Current Year Utility Taxes is necessary due to an error in the tax digest. Based on the Georgia Department of Revenue, last year’s digest for the utility property within Milton inadvertently included property located elsewhere within the County. The error was corrected on this year’s digest greatly reducing the amount of taxes owed to the City. • Since the collection rate for last year’s property taxes was expected to be higher than 89%, the FY 2009 Prior Year Property Tax was projected at a low rate. A combined increase of $435,000 is being suggested based on actuals in the Real and Personal Prior Year Property Tax line items. • The franchise fees collected from Georgia Power and Sawnee EMC this fiscal year were considerably higher than the two previous years. An increase of $300,000 is being suggested. • Local Option Sales Taxes are trending almost 13% lower than this time last year. A decrease of ($607,000) is recommended. • Currently, only 82% of Milton’s businesses have renewed their business licenses. Collection efforts are underway to encourage the remaining active businesses to renew; however, because of business closings and lower than anticipated license fees, a decrease of ($70,000) is suggested. Fiscal Year 2009 Budget Amendment #1 3 BUDGET ACTUALS AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET TAXES Current Yr Property Taxes-Real $ 8,700,000 $ - $ 8,700,000 $ (970,000) $ 7,730,000 Current Yr Property Taxes-Utility 576,277 52,364 523,913 (523,728)52,549 Prior Yr Property Taxes-Real 241,407 506,753 (265,346)408,593 650,000 Current Yr Prop Taxes-Personal 173,394 0 173,394 (33,394) 140,000 Motor Vehicle Tax 449,867 258,529 191,338 70,133 520,000 Intangible Tax 208,516 86,870 121,646 (38,516) 170,000 Prior Yr Prop Taxes-Personal 12,913 35,788 (22,875)27,087 40,000 Real Estate Transfer Tax 47,671 16,666 31,005 (17,671)30,000 Franchise Fees 1,400,000 964,486 435,514 300,000 1,700,00 Local Option Sales Tax 4,007,230 1,475,566 2,531,664 (607,230) 3,400,000 Alcohol Beverage Excise Tax 254,000 124,705 129,295 0 254,00 Business & Occupation Tax 650,000 555,749 94,251 (70,000) 580,000 Insurance Premium Tax 773,200 0 773,200 76,800 850,000 Financial Institution Tax 30,000 20,511 9,489 (7,000)23,000 Penalties & Interest-Real Prop 15,000 40,892 (25,892)27,000 42,000 Penalties & Interest-Pers Prop 3,000 859 2,141 (2,000)1,000 Penalties & Interest-Business Lic 4,000 1,898 2,102 0 4,00 LICENSES & PERMITS Alcohol Beverage Licenses 120,000 106,455 13,545 (9,000) 111,000 Advertising Fee 0 895 (895)895 89 Pouring Permit 6,650 3,445 3,205 0 6,650 Solicitation Permit 420 20 400 0 420 Zoning & Land Use Permits 30,000 3,716 26,284 (25,000)5,000 Application Fees 0 0 0 (20,000) (20,000) Land Disturbance 40,000 16,344 23,656 0 40,000 Modification 2,000 950 1,050 0 2,000 Variance 8,000 6,150 1,850 0 8,000 Seasonal & Special Events 0 120 (120)120 120 Sign Permits 6,000 5,951 49 1,000 7,00 Building Permits 100,000 39,731 60,269 (30,000)70,000 NPDES Fees 0 706 (706)706 70 CHARGES FOR SERVICES Finance Admin Fee 57,000 63,225 (6,225)13,000 70,000 Court Admin Fee 172,292 82,830 89,462 (25,000) 147,292 Maps & Cert Letters 2,000 475 1,525 (1,000)1,000 Plan Review Fees 20,000 36,629 (16,629)25,000 45,000 Open Records Fees 860 155 706 0 860 Development Bond Fee 1,200 350 850 0 1,200 Election Qualifying Fee 3,330 0 3,330 0 3,33 Accident Reports 6,354 3,457 2,898 0 6,354 Expungement Fees 300 250 50 0 30 Alarm Registration 0 5,375 (5,375)5,500 5,50 False Alarms 4,000 10,075 (6,075)10,000 14,000 Fire Plan Review 2,000 751 1,249 (600)1,400 Fire Inspection 600 293 308 0 600 Background Check Fees 1,500 6,170 (4,670)5,500 7,00 Bad Check Fees 120 210 (90)140 26 FINES & FORFEITURES Fines & Forfeitures 455,636 252,677 202,959 (55,636) 400,00 Ordinance Fines 2,000 2,243 (243)500 2,50 INVESTMENT INCOME Interest Revenue 24,000 6,200 17,800 (15,000)9,000 Tan Proceeds Interest 0 180 (180)180 180 Realized Gain/Loss on Investmt 30,000 11,168 18,832 (10,000)20,000 MISCELLANEOUS REVENUE Merchandise & Products 1,000 0 1,000 (1,000)0 Insurance Proceeds-Pub Sfty 0 2,321 (2,321)2,321 2,32 Insurance Proceeds-PW 0 1,440 (1,440)1,440 1,44 Other Misc Revenue 37,802 25,672 12,130 0 37,802 OTHER FINANCING SOURCES Operating Transfers In-Htl/Mtl Fd 15,000 0 15,000 (7,000)8,000 Budgeted Fund Balance 4,176,896 0 4,176,896 0 4,176,89 TOTAL REVENUES $ 22,873,436 $ 4,838,260 $ 18,035,176 $ (1,492,860) $ 21,380,576 FY 2009 REVENUE SOURCE 0 0 0 5 0 6 0 0 0 0 0 0 0 1 0 6 Fiscal Year 2009 Budget Amendment #1 4 Expenditure Amendments: The recommended expenditure amendments are presented on the following pages by department. GENERAL FUND EXPENDITURES SUMMARY DEPARTMENT BUDGET ACTUAL AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET Mayor & Council 401,299 155,714 245,585 (56,170) 345,129 City Clerk 698,319 445,905 252,414 (950) 697,369 City Manager 338,764 89,736 249,028 (104,630) 234,134 General Administration 2,414,872 1,555,553 859,319 (29,751) 2,385,121 IT 976,842 651,211 325,631 18,000 994,842 Municipal Court 537,180 343,667 193,513 (9,473) 527,707 Public Safety:- Administration 1,050,376 416,685 633,691 (151,556) 898,820 Police 1,836,308 870,428 965,880 (55,244) 1,781,064 Fire 3,599,424 1,993,392 1,606,032 94,882 3,694,306 EMS Operations 132,250 66,125 66,125 - 132,250 Public Works 2,942,600 1,285,186 1,657,414 (545,668) 2,396,932 Parks & Recreation 203,619 42,371 161,248 (20,000) 183,619 Community Development 1,816,752 1,129,208 687,544 (73,552) 1,743,200 Debt Service 742,995 742,984 11 - 742,995 Other Financing Sources/(Uses) 5,181,836 1,073,958 4,107,878 (558,748) 4,623,088 Total Expenditures 22,873,436 10,862,122 12,011,314 (1,492,860) 21,380,576 FY 2009 Fiscal Year 2009 Budget Amendment #1 5 MAYOR AND COUNCIL BUDGET ACTUALS AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET Salaries $ 157,375 $ 53,608 $ 103,767 $ (37,121) $ 120,254 Stipend: Thurman 2,720 0 2,720 0 2,72 Zahner Bailey 2,720 0 2,720 0 2,72 Lusk 2,720 0 2,720 0 2,72 Hewitt 2,720 0 2,720 0 2,72 D'Aversa 2,720 1,125 1,595 0 2,72 Tart 2,720 487 2,233 0 2,72 Lockwood 3,720 2,251 1,469 0 3,72 Group Insurance 7,286 0 7,286 (5,053)2,233 401A SS Match 5,902 2,010 3,892 (1,393)4,509 FICA Medicare 2,197 748 1,449 (518)1,679 401A 1% Match to 457B 564 0 564 (395)169 Pension 2,559 0 2,559 (2,006)55 Unemployment Insurance 1,840 916 924 0 1,840 Worker's Comp 1,150 1,024 126 1,150 2,30 Flexible Spending 300 0 300 0 300 Professional Fees 74,500 23,025 51,475 (12,500)62,000 Rental Land & Buildings 100,466 66,812 33,654 0 100,466 Communications 1,000 0 1,000 666 1,66 Advertising 600 75 525 0 60 Travel 13,465 317 13,148 0 13,465 Education & Training 8,155 1,100 7,055 0 8,15 General Supplies 500 1,013 (513)1,000 1,50 Food/Meals 700 282 418 0 70 Promotional 2,000 639 1,361 0 2,00 Non-recurring 700 283 417 0 70 TOTAL $ 401,299 $ 155,714 $ 245,585 $ (56,170) $ 345,129 BUDGET AMENDMENT NOTES Account Name 1. Worker's Comp To cover adjusted costs based on payroll audit 1,150 2. General Supplies Purchased poinsettias for City holiday decorations 1,000 Total Increase 2,150$ 3. Salary & Benefits Vacant Executive Aid position (46,486) 4. Professional Fees To reflect contract costs for ADA Coordinator (12,500) 5. Communications Vacant Executive Aid position 666 Total Decrease (58,320)$ TOTAL MAYOR & COUNCIL BUDGET AMENDMENTS (56,170)$ ACCOUNT DESCRIPTION FY 2009 Amendment Reason INCREASE DECREASE 0 0 0 0 0 0 0 3 0 6 0 5 0 0 0 0 Fiscal Year 2009 Budget Amendment #1 6 CITY CLERK BUDGET ACTUALS AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET Regular Employees $ 83,861 $ 44,512 $ 39,349 $ - $ 83,861 Group Insurance 7,920 4,871 3,049 0 7,92 401A SS Match 3,145 1,669 1,476 0 3,14 FICA Medicare 1,171 612 559 0 1,17 401A 1% Match 839 138 701 0 83 Pension 3,807 725 3,082 (1,065)2,742 Unemployment Insurance 230 223 7 0 23 Worker's Comp 115 131 (16)115 23 Flexible Spending 300 0 300 0 30 Professional Fees - Contracted 498,714 332,476 166,238 0 498,71 Rental Land & Buildings 30,140 20,044 10,096 0 30,140 Communications 700 667 33 0 70 Travel 2,000 1,116 884 0 2,00 Dues/Fees 250 72 178 0 25 Education/Training 1,500 641 859 0 1,50 Maintenance Contracts 1,300 0 1,300 0 1,30 General Supplies 600 348 253 0 60 Food/Meals 500 101 399 0 50 Other Equipment 61,227 37,560 23,667 0 61,227 TOTAL EXPENDITURES $ 698,319 $ 445,905 $ 252,414 $ (950) $ 697,369 BUDGET AMENDMENT NOTES Account Name 1. Worker's Comp To cover adjusted costs based on payroll audit 115 Total Increase 115$ 2. Pension To reflect actual pension costs (1,065) Total Decrease (1,065)$ TOTAL CITY CLERK BUDGET AMENDMENTS (950)$ ACCOUNT DESCRIPTION FY 2009 Amendment Reason INCREASE DECREASE 0 5 1 9 0 0 0 4 0 0 0 0 0 0 0 Fiscal Year 2009 Budget Amendment #1 7 CITY MANAGER BUDGET ACTUALS AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET Salaries and Wages $ 246,061 $ 64,418 $ 181,643 $ (82,043) $ 164,018 Car Allowance 7,200 1,108 6,092 (2,548)4,652 Group Insurance 17,032 1,342 15,690 (9,196)7,836 401A (SS match)9,227 2,457 6,770 (3,024)6,203 FICA Medicare 3,435 893 2,542 (1,152)2,283 401A 1% Match to 457B 2,461 125 2,336 (1,393)1,068 Pension 11,171 725 10,446 (7,361)3,810 Unemployment Insurance 460 445 15 215 675 Worker's Compensation 2,250 2,097 153 2,097 4,347 Flexible Spending 600 502 98 0 600 Temporary Housing 6,000 5,333 667 0 6,000 Rental Land & Buildings 10,047 6,681 3,366 0 10,047 Communications 2,400 231 2,169 0 2,40 Printing 0 31 (31)200 200 Travel 7,900 125 7,775 (2,000)5,900 Dues/Fees 7,520 2,350 5,170 325 7,84 Education/Training 2,500 711 1,789 0 2,50 General Supplies 0 162 (49)1,000 500 Natural Gas 2,500 0 2,500 0 2,50 Food/Meals 0 (113)500 Machinery 0 0 0 250 25 TOTAL EXPENDITURES $ 338,764 $ 89,736 $ 249,028 $ (104,630) $ 234,134 BUDGET AMENDMENT NOTES Account Name 1. Worker's Comp To cover adjusted costs based on payroll audit 2,097 2. Printing To cover the cost of printing business cards 200 3. Dues/Fees Add fees for GCCMA and GACP 325 4. General Supplies To cover projected costs for the remainder of the year 1,000 5. Machinery Cell phone for Assistant City Manager 250 Total Increase 3,872$ 6. Salary & Benefits Vacant Assistant City Manager position (106,502) 7. Travel Bring budget in line with projected costs (2,000) Total Decrease (108,502)$ TOTAL CITY MANAGER BUDGET AMENDMENTS (104,630)$ Amendment Reason INCREASE DECREASE ACCOUNT DESCRIPTION FY 2009 0 5 0 0 0 Fiscal Year 2009 Budget Amendment #1 8 GENERAL ADMINISTRATION BUDGET ACTUALS AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET Administrative Fees 44,350 38,184 6,166 8,000 52, Professional Fees 39,150 50,771 (11,621)15,389 54, Legal Fees 180,000 68,325 111,675 0 180, Professional Fees - Contracted 1,828,617 1,219,078 609,539 0 1,828,617 Rental Land & Buildings 55,256 36,747 18,509 0 55, Insurance: Umbrella Liability 50,000 0 50,000 (50,000)0 General Liability 34,608 28,650 5,958 0 34, Law Enforcement Liability 9,737 7,568 2,169 0 9, Public Officials Liabiltiy 70,609 55,602 15,007 0 70, Automobile Liability 26,592 20,940 5,652 0 26, Property & Equipment Liability 3,899 3,185 714 0 3, Automobile Physical Damage 10,839 8,549 2,290 0 10,839 Boiler & Machinery 708 579 129 0 Claims and Adjustments 15,000 8,107 6,893 0 15, Police Animal Mortality 1,260 994 266 0 1,260 Crime/Fidelity 1,837 1,449 388 0 1, Unallocated 15,000 0 15,000 0 15, Communications 10,500 4,867 5,633 0 10, Advertising 1,900 756 1,144 3,000 4, Printing 6,270 1,169 5,101 2,500 8, Travel 900 0 900 (900) Dues & Fees 590 0 590 (590)0 Education & Training 800 0 800 (800)0 General Supplies 0 32 (32)100 100 Furniture & Fixtures 6,200 0 6,200 (6,200)0 Machinery & Equipment 250 0 250 (250)0 TOTAL EXPENDITURES $ 2,414,872 $ 1,555,553 $ 859,319 $ (29,751) $ 2,385,121 BUDGET AMENDMENT NOTES Account Name 1. Administrative Fees 5,000 2. Administrative Fees Include a retirement cost study 3,000 3. Professional Fees Fees for completing FY 2007 audit 12,740 4. Professional Fees To cover various fees not budgeted 649 5. Professional Fees To cover the anticipated cost of tax bill mailing fees 2,000 6. Advertising Recruitment ads for open positions 3,000 7. Printing To cover the anticipated cost of tax bill mailing 2,500 8. General Supplies Ordered deposit slips 100 Total Increase 28,989 9. Umbrella Liability (50,000) 10. Travel, Dues & Fees, Education & Training (2,290) 11. Furniture & Fixtures (6,200) 12. Machinery & Equipment Transfer cost of cell phone to City Manager's department (250) Total Decrease (58,740)$ TOTAL GENERAL ADMIN BUDGET AMENDMENTS (29,751)$ ACCOUNT DESCRIPTION FY 2009 Amendment Reason INCREASE DECREASE Flexible spending administration costs higher than anticipated Excess liability insurance is included in the monthly payment to CH2M Hill Cut because this is included in the City Manager's department Filing cabinets and bookshelf orders placed on hold 350 539 000 256 608 737 609 592 899 708 000 837 000 500 900 770 0 Fiscal Year 2009 Budget Amendment #1 9 INFORMATION TECHNOLOGY BUDGET ACTUALS AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET Professional Fees $ - $ - $ - $ 18,000 $ 18,000 Professional Fees - Contracted 966,795 644,530 322,265 0 966,79 Rental Land & Buildings 10,047 6,681 3,366 0 10,047 TOTAL $ 976,842 $ 651,211 $ 325,631 $ 18,000 $ 994,842 BUDGET AMENDMENT NOTES Account Name 1. Professional Fees 18,000 Total Increase 18,000$ TOTAL INFO TECHNOLOGY BUDGET AMENDMENTS 18,000$ ACCOUNT DESCRIPTION FY 2009 Amendment Reason INCREASE The formula in the original budget document failed to pick up the budget request for the high speed data connection with Alpharetta's 911 center 5 Fiscal Year 2009 Budget Amendment #1 10 MUNICIPAL COURT BUDGET ACTUALS AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET Regular Employees $ 55,500 $ 37,981 $ 17,519 $ 1,279 $ 56,779 Stipend 4,800 2,400 2,400 0 4,80 Group Insurance 0 0 0 0 0 401A (SS match)1,886 1,424 462 243 2,129 FICA Medicare 702 3,025 (2,323)2,585 3,28 401A 1% Match 0 0 0 0 0 Pension 0 0 0 0 0 Unemployment Insurance 690 703 (13)460 1,150 Worker's Compensation 230 164 66 460 690 Flexible Spending 0 0 0 0 0 Professional Fees 31,250 6,172 25,078 (15,000)16,250 Professional Fees - Contracted 332,476 221,650 110,826 0 332,476 Rental Land & Buildings 100,466 66,812 33,654 0 100,466 Communications 5,080 2,372 2,708 0 5,08 Travel 2,000 177 1,823 0 2,00 Dues & Fees 600 0 600 0 600 Education & Training 500 0 500 0 500 General Supplies 0 128 (50)500 200 Food/Meals 300 300 (78)0 60 Uniforms 0 351 (351)500 50 Furniture & Fixtures 500 0 500 (500)0 Other Equipment 200 7 193 0 20 TOTAL $ 537,180 $ 343,667 $ 193,513 $ (9,473) $ 527,707 BUDGET AMENDMENT NOTES Account Name 1. Salary & Benefits 5,027 2. General Supplies Ordered deposit slips and badges 500 3. Uniforms Purchased uniforms for bailiffs 500 Total Increase 6,027$ 4. Professional Fees Transfer cost of bailiffs to Salaries & Benefits (15,000) 5. Furniture & Fixtures Do not need additional furniture (500) Total Decrease (15,500)$ TOTAL MUNICIPAL COURT BUDGET AMENDMENTS (9,473)$ Amendment Reason INCREASE DECREASE Include the expense for two bailiffs (initially budgeted in Professional Fees) ACCOUNT DESCRIPTION FY 2009 0 7 0 0 0 0 0 Fiscal Year 2009 Budget Amendment #1 11 PUBLIC SAFETY ADMINISTRATION BUDGET ACTUALS AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET Salaries $ 348,994 $ 161,145 $ 187,849 $ (36,309) $ 312,685 Salaries/Overtime 1,000 17 983 (500)50 Group Insurance 37,926 16,600 21,326 (10,000)27,926 401A SS Match 13,087 5,833 7,254 (1,572)11,515 FICA Medicare 4,872 2,155 2,717 (609)4,263 401A 1% Match 3,490 658 2,832 (1,413)2,077 Pension 15,844 2,175 13,669 (9,029)6,815 Unemployment Insurance 1,150 1,476 (326)326 1,476 Worker's Comp 5,500 7,127 (1,627)5,500 11,000 Flexible Spending 1,500 1,500 0 4,450 5,950 Relocation 0 2,500 (2,500)2,500 2,500 Professional Fees 52,285 11,191 41,094 (25,000)27,285 Equipment R & M 3,500 0 3,500 0 3,500 Vehicles R & M 75,000 30,881 44,119 0 75,000 Rental Land/Buildings 30,140 17,520 12,620 0 30,140 Rental Equip & Vehicles 1,000 0 1,000 0 1,000 Communications 8,232 2,092 6,140 0 8,232 Advertising 5,000 932 4,068 0 5,000 Printing 11,000 1,722 9,278 0 11,000 Travel 4,300 4,825 (525)1,500 5,800 Dues & Fees 790 545 245 0 79 Education & Training 3,150 318 2,832 (1,500)1,650 Maintenance Contract 140,725 86,988 54,559 0 140,725 General Supplies 7,800 3,241 4,559 0 7,800 Gasoline/Diesel 262,041 52,988 209,053 (80,000) 182,041 Food/Meals 1,750 432 1,318 0 1,750 Uniforms 2,500 33 2,468 0 2,500 Furniture & Fixtures 1,000 1,068 (68)100 1,100 Other Equip/Cell Phone Repl 500 207 293 0 500 Other Equipment/ Hardware 6,300 519 5,781 0 6,300 TOTAL EXPENDITURES $ 1,050,376 $ 416,685 $ 634,512 $ (151,556) $ 898,820 BUDGET AMENDMENT NOTES Account Name 1. Worker's Comp 5,500 2. Flexible Spending 4,450 3. Relocation Cost for relocating the Fire Chief 2,500 4. Travel 1,500 5. Furniture & Fixtures Ordered filing cabinets 100 Total Increase 14,050 6. Salaries & Benefits (59,106) 7. Professional Fees (25,000) 8. Education & Training (1,500) 9. Gasoline/Diesel Initially budgeted for $4/gallon (80,000) Total Decrease (165,606)$ TOTAL PUBLIC SFTY ADMIN BUDGET AMENDMENTS (151,556)$ ACCOUNT DESCRIPTION FY 2009 Amendment Reason INCREASE To cover adjusted costs based on payroll audit DECREASE Eliminated Public Safety Director position Cut City Hall Security Implementation Transfer funds to Travel to cover anticipated costs Transfer funds from Group Insurance for those employees that opt out of medical/dental insurance, but receive additional contribution to their flexible spending account Transfer funds from Education & Training to cover anticipated travel costs 0 0 Fiscal Year 2009 Budget Amendment #1 12 POLICE BUDGET ACTUALS AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET Salaries $ 1,144,451 $ 556,313 $ 588,138 $ (50,000) $ 1,094,451 Termination Liability 3,000 0 3,000 0 3,00 Overtime 60,000 23,973 36,027 (12,500)47,500 Holiday 56,057 41,824 14,233 12,500 68,557 Group Insurance 175,787 61,335 114,452 (45,000) 130,787 401A SS Match 42,917 23,374 19,543 0 42,917 FICA Medicare 13,564 8,454 5,110 2,400 15,964 401A 1% Match 11,179 3,936 7,243 (2,300)8,879 Pension 50,758 15,949 34,809 (16,000)34,758 Tuition Reimbursement 21,000 1,017 19,983 (12,000)9,000 Unemployment Insurance 7,130 5,587 1,543 1,200 8,33 Worker's Comp 38,600 44,791 (6,191)44,791 83,391 Flexible Spending 7,500 7,500 0 17,625 25,125 Professional Fees 8,733 2,860 5,873 0 8,73 Professional Fees-Investigations 3,800 0 3,800 0 3,80 Rental Land & Buildings 5,023 2,919 2,104 0 5,02 Communications 42,433 9,904 32,529 (12,960)29,473 Travel 7,000 493 6,507 0 7,00 Dues & Fees 1,150 135 1,015 0 1,150 Education & Training 12,200 11,345 855 2,000 14,200 Maintenance Contracts 33,546 5,040 28,506 0 33,546 General Supplies 25,240 2,754 22,486 (5,000)20,240 Uniforms 23,500 10,882 12,618 0 23,500 Furniture & Fixtures 600 600 0 0 600 Cell Phones 1,200 196 1,004 0 1,20 Weaponry 10,640 10,605 35 3,600 14,240 Motorola Radios 4,900 17,862 (12,962)20,000 24,900 Misc Equipment-Investigations 24,400 780 23,620 (3,600)20,800 TOTAL $ 1,836,308 $ 870,428 $ 965,880 $ (55,244) $ 1,781,064 BUDGET AMENDMENT NOTES Account Name 1. Worker's Comp 44,791 2. Flexible Spending 17,625 3. Education & Training To cover anticipated expenditures 2,000 4. Weaponry 3,600 5. Motorola Radios Additional radios needed 20,000 Total Increase 88,016 6. Salaries & Benefits (109,700) 7. Tuition Reimbursement (12,000) 8. Communications (12,960) 9. General Supplies Cut supplies costs for new employees (5,000) 10. Misc Equip-Investigations (3,600) Total Decrease (143,260)$ TOTAL POLICE BUDGET AMENDMENTS (55,244)$ ACCOUNT DESCRIPTION FY 2009 Amendment Reason INCREASE To cover adjusted costs based on payroll audit Transfer funds from Group Insurance for those employees that opt out of medical/dental insurance, but receive additional contribution to their flexible spending account Reallocate funds from radar units to Weaponry to cover the cost of the gun racks Purchased gun racks for vehicles DECREASE Vacant position on hold until next fiscal year Only a small number of employees have taken advantage of this benefit Cut GCIC budget since this is included in the 911 IGA with Alpharetta 0 0 3 0 3 0 0 Fiscal Year 2009 Budget Amendment #1 13 FIRE BUDGET ACTUALS AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET Salaries & Wages $ 2,140,546 $ 1,265,258 $ 875,288 $ 80,000 $ 2,220,546 Termination Liability 5,000 0 5,000 0 5,000 Overtime 75,000 20,652 54,348 0 75,000 Holiday 99,416 77,323 22,093 3,500 102,916 Group Insurance 331,014 157,024 173,990 0 331,014 401A SS Match 80,270 51,122 29,148 10,000 90,270 FICA Medicare 29,882 15,820 14,062 700 30,582 401A 1% Match 21,405 6,425 14,980 (4,351)17,054 Pension 95,681 33,347 62,334 (27,576)68,105 Tuition Reimbursement 25,000 1,750 23,250 (15,000)10,000 Unemployment Insurance 13,111 12,069 1,042 0 13,111 Worker's Comp 53,000 57,524 (4,524)57,524 110,524 Flexible Spending 14,100 15,500 (1,400)28,400 42,500 Professional Fees 42,000 11,110 30,890 0 42,000 Equipment Repair & Maint 48,415 3,608 44,807 0 48,415 Facilities Repair & Maint 12,000 5,601 6,399 0 12,000 Grounds Repair & Maint 5,700 0 5,700 0 5,700 Rental Land & Buildings 225,296 175,634 49,662 0 225,296 Rental Equip & Vehicles 650 543 107 0 650 Communications 21,200 12,520 8,680 1,500 22,700 Travel 5,000 308 4,692 0 5,000 Dues & Fees 4,375 150 4,225 0 4,375 Education & Training 10,450 4,751 5,699 0 10,450 Maintenance Contracts 3,850 1,611 2,239 (800)3,050 General Supplies-Suppression 25,000 13,506 11,494 0 25,000 General Supplies-Prevention 6,360 0 6,360 0 6,360 Water/Sewage 4,500 3,051 1,449 0 4,500 Natural Gas 20,394 12,568 7,826 0 20,394 Electricity 19,113 13,823 5,290 0 19,113 Food/Meals 1,000 40 960 0 1,000 Telecommunications 2,771 900 1,871 0 2,771 Uniforms 97,660 17,367 80,293 0 97,660 Furniture & Fixtures-Prevention 2,000 2,000 0 0 2,000 Computer/Software 19,015 0 19,015 (19,015)0 Computer/Hardware-Prevention 2,500 0 2,500 0 2,500 Other Equipment 36,000 0 36,000 (20,000)16,000 Other Equipment-Cell Phones 750 485 265 0 750 TOTAL $ 3,599,424 $ 1,993,392 $ 1,606,032 $ 94,882 $ 3,694,306 BUDGET AMENDMENT NOTES Account Name 1. Salaries & Benefits 62,273 2. Worker's Comp 57,524 3. Flexible Spending 28,400 4. Communications To cover anticipated cell phone/wireless card costs 1,500 Total Increase 149,697 5. Tuition Reimbursement (15,000) 6. Maintenance Contracts (800) 7. Computer/Software (19,015) 8. Other Equipment (20,000) Total Decrease (54,815)$ TOTAL FIRE BUDGET AMENDMENTS 94,882$ ACCOUNT DESCRIPTION FY 2009 Amendment Reason INCREAS E To cover the costs of two positions left out of original budget in error Transfer funds from Group Insurance for those employees that opt out of medical/dental insurance, but receive additional contribution to their flexible spending account To cover adjusted costs based on payroll audit Reallocated the budget for the advanced life support system to Capital Projects Fund DECREASE Only a small number of employees have taken advantage of this benefit Cut maintenance on air & light system - not needed due to IGA with Alpharetta Cost for Firehouse software was budgeted in Capital Projects Fund Fiscal Year 2009 Budget Amendment #1 14 PUBLIC WORKS BUDGET ACTUALS AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET Professional Fees $ 138,000 $ 46,186 $ 91,814 $ (57,168) $ 80,832 Professional Fees - Contracted 2,324,768 1,057,739 1,267,029 (395,000) 1,929,768 Equipment R&M 49,448 0 49,448 (8,200)41,248 Grounds R & M 0 0 0 0 0 Pothole R&M 85,000 0 85,000 (85,000)0 Rental Land & Buildings 28,884 16,790 12,094 0 28,884 Other Purchased Service 0 0 0 0 0 Printing 8,500 0 8,500 (8,500) Contract Labor/Maint Contracts 0 0 0 0 0 General Supplies 2,000 216 1,784 0 2,00 Electricity 300,000 155,322 144,678 0 300,00 Machinery & Equipment 6,000 8,934 (2,934)8,200 14,200 TOTAL EXPENDITURES $ 2,942,600 $ 1,285,186 $ 1,657,414 $ (545,668) $ 2,396,932 BUDGET AMENDMENT NOTES Account Name 1. Machinery & Equipment 8,200 2. Professional Fees 24,050 3. Professional Fees 23,782 Total Increase 56,032 4. Pothole Repairs (85,000) 5. Professional Fees Speed zoning requests were perfomed in-house (25,000) 6. Professional Fees-Contracted Additional snow and ice control not needed (50,000) 7. Equipment Repairs & Maint Reallocate funds to Machinery & Equipment to cover the c 0 0 0 o (8,200) Transfer the following appropriations for the NPDES project to the Capital Projects Fund: 8. Professional Fees (40,000) 9. Professional Fees (40,000) 10. Professional Fees- Contracted (245,000) 11. Professional Fees- Contracted (100,000) 12. Printing NPDES education and outreach pamphlet (3,500) 13. Printing Streamside cleanup and storm drain markers (4,000) 14. Printing Annual report to EPD (1,000) Total Decrease (601,700)$ TOTAL PUBLIC WORKS BUDGET AMENDMENTS (545,668)$ ACCOUNT DESCRIPTION Amendment Reason INCREASE Funds transferred from Equipment Repairs & Maintenance to cover the cost of portable radar signs FY 2009 Reallocated funds from the Crabapple Study line item in the Capital Projects Fund to cover the cost of the Solid Waste Management Plan Participated in the transportation study being performed by ARC Included in CH2M Hill contract costs DECREASE Outfall screening and water quality Flood plain mapping Inventory and inspection of storm water assets, including some cleaning Program Management Fiscal Year 2009 Budget Amendment #1 15 PARKS AND RECREATION BUDGET ACTUALS AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET Professional Fees $ 77,000 $ 3,159 $ 77,000 $ (32,000) $ 45,000 Professional Fees - Contracted 71,863 17,909 53,954 0 71,863 Facility R & M 0 7,931 (7,931)12,000 12,000 Grounds R&M 30,000 0 30,000 0 30,000 Rental Land & Buildings 1,256 835 421 0 1,256 Water Sewage 3,200 553 2,647 0 3,200 Natural Gas 1,900 1,044 856 0 1,900 Electricity 18,400 10,940 7,460 0 18,400 TOTAL $ 203,619 $ 42,371 $ 164,407 $ (20,000) $ 183,619 BUDGET AMENDMENT NOTES Account Name 1. Facility Repairs & Maint 12,000 Total Increase 12,000 2. Professional Fees (32,000) Total Decrease (32,000)$ TOTAL PARKS & REC BUDGET AMENDMENTS (20,000)$ FY 2009 ACCOUNT DESCRIPTION DECREASE Eliminated the budget for the installation of a well at Bell Memorial Park Amendment Reason INCREASE To cover potential costs of maintaining facilities Fiscal Year 2009 Budget Amendment #1 16 COMMUNITY DEVELOPMENT BUDGET ACTUALS AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET Professional Fees $ 105,000 $ - $ 105,000 $ (58,000) $ 47,000 Professional Fees - Contracted 1,611,726 1,074,484 537,242 0 1,611,726 Rental Land & Buildings 70,326 46,769 23,557 0 70,326 Dues/Fees 1,000 0 1,000 0 1,00 Education/Training 3,000 0 3,000 0 3,00 General Supplies 300 1,587 (1,287)2,000 2,300 Food/Meals 400 0 400 0 40 Furniture/Fixtures 25,000 4,809 20,191 (20,000)5,00 NPDES Equipment 0 1,559 (1,559)2,448 2,448 TOTAL EXPENDITURES $ 1,816,752 $ 1,129,208 $ 687,544 $ (73,552) $ 1,743,200 BUDGET AMENDMENT NOTES Account Name 1. General Supplies 2,000 2. NPDES Equipment 2,448 Total Increase 4,448 3. Professional Fees (15,000) 4. Professional Fees (8,000) 5. Professional Fees (15,000) 6. Professional Fees Eliminated budget for Highway 9 LCI application (20,000) 7. Furniture/Fixtures Cut the remaining budget for filing cabinets and shelves (20,000) Total Decrease (78,000)$ TOTAL COMMUNITY DEV. BUDGET AMENDMENTS (73,552)$ ACCOUNT DESCRIPTION FY 2009 Amendment Reason INCREASE Additional funding needed for various supplies for committees Offset revenue received for NPDES fees that are required to be expended for particular NPDES related items DECREASE Historic preservation ordinance performed in-house Tree preservation ordinance performed in-house Bring budget for Highway 9 design guidelines in line with expected costs 0 0 0 0 Fiscal Year 2009 Budget Amendment #1 17 OTHER FINANCING USES BUDGET ACTUALS AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET Unallocated $ 791,145 $ - $ 791,145 $ (607,411) $ 183,734 Op Transfer Out to Cap Proj Fd 4,001,896 1,000,473 3,001,423 186,243 4,188,139 Op Transfer Out to Cap Grant Fd 293,940 73,485 220,455 (73,278) 220,662 Op Transfer Out to Op Grant Fd 21,010 0 21,010 9,543 30,553 Op Transfer Out to Conf Asts Fd 73,845 0 73,845 (73,845)0 TOTAL $ 5,181,836 $ 1,073,958 $ 4,107,878 $ (558,748) $ 4,623,088 BUDGET AMENDMENT NOTES Account Name 1.Op Transfer Out to Cap Proj Fd 186,243 2.Op Transfer Out to Op Grant Fd 9,543 Total Increase 195,786 3. Unallocated (607,411) 4. Op Transfer Out to Cap Grant Fd (73,278) 5.Op Transfer Out to Conf Asts Fd (73,845) Total Decrease (754,534)$ TOTAL OFU BUDGET AMENDMENTS (558,748)$ See notes for Capital Grant Fund See notes for Confiscated Assets Fund ACCOUNT DESCRIPTION FY 2009 Amendment Reason INCREASE See notes for Capital Projects Fund See notes for Operating Grant Fund DECREASE The reserves were fully funded in FY 2008 Fiscal Year 2009 Budget Amendment #1 18 SPECIAL EVENTS FUND This fund accounts for the expense of the hotel/motel excise taxes mentioned above. It is also used to track the outflow related to the donations collected for the various special events the City currently has. SPECIAL EVENTS FUND BUDGET ACTUALS AS OF 5/08/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET REVENUES: Interest Revenue -$ -$ -$ -$ -$ Donations 0 0 0 0 0 Op Transfer In-Hotel/Motel Tax Fd 40,000 19,386 20,614 0 40,000 TOTAL REVENUES 40,000$ 19,386$ 20,614$ -$ 40,000$ BUDGET ACTUALS AS OF 4/27/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET EXPENDITURES: Professional Fees $ 10,500 $ 2,383 $ 8,117 $ - $ 10,500 Rental Equip & Vehicle 6,500 2,435 4,065 0 6,500 Advertising 5,100 719 4,381 (2,000)3,100 Printing 4,700 4,803 (103)2,000 6,70 General Supplies 6,000 3,125 2,875 0 6,00 Food/Meals 4,200 337 3,863 0 4,20 Machinery & Equip 3,000 0 3,000 0 3,000 TOTAL EXPENDITURES $ 40,000 $ 13,802 $ 26,198 $ - $ 40,000 BUDGET AMENDMENT NOTES Account Name 1. Printing 2,000 Total Increase 2,000 2. Advertising (2,000) Total Decrease (2,000)$ TOTAL SPECIAL EVENTS FD BUDGET AMENDMENTS -$ ACCOUNT DESCRIPTION FY 2009 FY 2009 ACCOUNT DESCRIPTION DECREASE Transfer fund to Printing Amendment Reason INCREASE Reallocated funds from Advertising to cover printing costs for Christmas in Crabapple event 0 0 0 Fiscal Year 2009 Budget Amendment #1 19 CONFISCATED ASSETS FUND This fund was created to account for the expenditures and revenues from the activities of a narcotics detective. Due to budget constraints, it has been decided to put the hiring of this detective on hold. CONFISCATED ASSETS FUND BUDGET ACTUAL AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET REVENUES: Op Transfers In from General Fund 73,845$ 73,845$ (73,845)$ -$ TOTAL REVENUES 73,845$ -$ 73,845$ (73,845)$ -$ BUDGET ACTUAL AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET EXPENDITURES: Salaries $ 43,803 $ 43,803 $ (43,803) $ - Holiday 2,527 2,527 (2,527)0 Group Insurance 7,004 7,004 (7,004)0 401A SS Match 1,643 1,643 (1,643)0 FICA Medicare 611 611 (611)0 401A 1% Match 438 438 (438)0 Pension 1,989 1,989 (1,989)0 Tuition Reimbursement 0 0 0 0 Unemployment Insurance 230 230 (230)0 Worker's Comp 1,400 1,400 (1,400)0 Flexible Spending 300 300 (300)0 Professional Fees 0 0 0 0 Communications 3,500 3,500 (3,500)0 Travel 500 500 (500)0 Dues & Fees 0 0 0 0 Education & Training 500 500 (500)0 General Supplies 500 500 (500)0 Uniforms 500 500 (500)0 Vehicles 8,400 8,400 (8,400)0 TOTAL EXPENDITURES $ 73,845 $ - $ 73,845 $ (73,845) $ - ACCOUNT DESCRIPTION FY 2009 FY 2009 ACCOUNT DESCRIPTION Fiscal Year 2009 Budget Amendment #1 20 EMERGENCY 911 FUND The wireless 911 fees collected from wireless communication providers are required to be spent solely on the operations of a 911 center. To account for the collections and expenditures associated with these fees, the Emergency 911 Fund was created. EMERGENCY 911 FUND BUDGET ACTUAL AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET REVENUES: Wireless 911 Fees 570,000$ 355,983$ 214,017$ 570,000$ TOTAL REVENUES 570,000$ 355,983$ 214,017$ -$ 570,000$ BUDGET ACTUAL AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET EXPENDITURES: Communications -$ 11,579$ (11,579)$ 24,000$ 24,000$ Maintenance Contract (IGA Alph)530,000 393,675 136,325 530,000 Unallocated 40,000 0 40,000 (24,000)16,000 TOTAL EXPENDITURES $ 570,000 $ 405,254 $ 164,746 $ - $ 570,000 BUDGET AMENDMENT NOTES Transfer funds from Unallocated account to cover the monthly cost of high speed data connection with Alpharetta TOTAL EMERGENCY 911 FD BUDGET AMENDMENTS -$ FY 2009 FY 2009 ACCOUNT DESCRIPTION ACCOUNT DESCRIPTION Fiscal Year 2009 Budget Amendment #1 21 OPERATING GRANT FUND The Operating Grant Fund is used to account for certain budgeted items that receive funding from individual grants and that aren’t classified as “capital”. These funds are appropriated on an annual basis. Currently, there is only one grant-funded item: the Department of Homeland Security’s Staffing for Adequate Fire and Emergency Response (SAFER) grant. This is a reimbursement type grant where requests are submitted quarterly for the salaries and benefits of three firefighters. This program started June 21, 2008. A budget amendment is requested to decrease the expected revenues and expenditures based on the grant specs. OPERATING GRANT FUND BUDGET ACTUAL AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET REVENUES: SAFER Grant 147,047$ 24,535$ 122,512$ (41,259)$ 105,788$ Op Transfer In from General Fd 21,010 0 21,010 14,439 35,449 TOTAL REVENUES 168,057$ 24,535$ 143,522$ (26,820)$ 141,237$ BUDGET ACTUAL AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET EXPENDITURES: Public Safety: Salaries & Wages $ 168,057 $ 168,057 $ (26,820) $ 141,237 TOTAL EXPENDITURES $ 168,057 $ - $ 168,057 $ (26,820) $ 141,237 BUDGET AMENDMENT NOTES $ (26,820) TOTAL OP GRANT FUND BUDGET AMENDMENTS (26,820)$ Adjust budget to accurately account for revenues and expenditures pertaining to SAFER grant FY 2009 ACCOUNT DESCRIPTION FY 2009 ACCOUNT DESCRIPTION Fiscal Year 2009 Budget Amendment #1 22 HOTEL/MOTEL TAX FUND The Hotel/Motel Tax Fund is used to account for the excise tax revenues collected from any hotel or motel located within the City limits. The taxes are required to be spent on tourism-related programs or events (i.e., Christmas in Crabapple, Milton Roundup, City newsletter, etc.) The current trending pattern reveals a decline in this revenue source, therefore, an adjustment of ($7,000) is being recommended. HOTEL/MOTEL TAX FUND BUDGET ACTUAL AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET REVENUES: Hotel/Motel Taxes 55,000$ 55,000$ (7,000)$ 48,000$ Interest Earned TOTAL REVENUES 55,000$ -$ 55,000$ (7,000)$ 48,000$ BUDGET ACTUAL AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET EXPENDITURES: Op Transfer Out to General Fd 15,000$ 15,000$ (7,000)$ 8,000$ Op Transfer Out to Special Ev Fd 40,000 23,559 16,441 40,000 TOTAL EXPENDITURES $ 55,000 $ 23,559 $ 31,441 $ (7,000) $ 48,000 BUDGET AMENDMENT NOTES Decrease budget due to downward trend in hotel/motel tax collections (7,000)$ TOTAL HTL/MTL TAX FUND BUDGET AMENDMENTS (7,000)$ ACCOUNT DESCRIPTION FY 2009 FY 2009 ACCOUNT DESCRIPTION Fiscal Year 2009 Budget Amendment #1 23 Capital Projects Fund The Capital Projects Fund is used to track revenues and expenditures associated with capital construction, acquisition and maintenance. Appropriations in Capital Projects Fund are on a project-length basis and do not expire until the project is complete. According to the City’s budgetary policies, a major capital project generally is defined as an expenditure that has an expected useful life of more than 3 years with an estimated total cost of $50,000 or more, or an improvement/addition to an existing capital asset. The amendments to this fund are explained below and is followed by the budget spreadsheet on the next page: BUDGET AMENDMENT NOTES REVENUES 1. Increase Tree Recompense to match collections 12,800 2. Decrease Interest Revenue due to current trends (3,000) 3. Adjusted Operating Transfers in from the General Fund for: -Transfer NPDES project to Capital Projects Fund 433,500 -Transfer appropriations for Advanced Life Support Equip from General Fund 50,000 -Decrease due to various projects being eliminated (259,927) -Used prior year's fund balance (40,330) -Additional funds needed from General Fund to offset shortfall of Interest Revenues 3,000 4. Increased Budgeted Fund Balance to used prior year's fund balance 40,330 236,373 EXPENDITURES Account Name 1. City Hall Assessment 12,800 2. Advanced Life Support Equip 50,000 3. Pavement Management Combining the resurfacing accounts into one line 1,965,000 4. NPDES Permit Compliance Moved this project from the General Fund 433,500 5. Tree Recompense Increased expenditure to match revenue received to-date 12,800 Total Increase 2,474,100 6. Council Chamber Improvements (100,000) 7. Chambers Audio/Visual Upgrade Cut project (80,000) 8. Fire Record Mgmt Software Decreased to reflect actual expenditures (2,727) 9. Air & Light Cascade System (90,000) 10. Resurface & Patch Artials/Collectors Transferred to Pavement Management (965,000) 11. Resurface Local Roads Transferred to Pavement Management (1,000,000) Total Decrease (2,237,727)$ TOTAL CAPITAL PROJ FD BUDGET AMENDMENTS 236,373$ Transferred $20,000 from General Fund and increased up to $50,000 to cover anticipated costs Cut project Total Amendment to Revenues Not needed since the City has access to two of these system through IGA with Alpharetta Amendment Reason INCREASE Contracted with external vendor to assess the needs and requirements for a permanent city hall DECREASE Fiscal Year 2009 Budget Amendment #1 24 CAPITAL PROJECTS FUND BUDGET ACTUAL AS OF 4/27/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET REVENUES: Infrastructure Maintenance Fee $ 60,000 $ 22,739 $ 37,261 $ - $ 60,000 Sidewalk Replacement 70,558 0 70,558 0 70,558 Tree Recompense 0 12,800 (12,800)12,800 12,8 Landfill Use Fees 190,000 88,730 101,270 0 190,000 Interest Revenue 5,000 0 5,000 (3,000)2,000 Op Transfer In from General Fd 4,001,896 1,000,473 3,001,423 186,243 4,188,139 Budgeted Fund Balance 1,808,286 0 1,808,286 40,330 1,848,616 TOTAL REVENUES $ 6,135,740 $ 1,124,742 $ 5,010,998 $ 236,373 $ 6,372,113 BUDGET ACTUAL AS OF 4/27/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET EXPENDITURES: City Council: Council Chambers Improvements $ 100,000 $ - $ 100,000 $ (100,000) $ - Chambers Audio/Visual Upgrade 80,000 0 80,000 (80,000)0 City Hall Assessment 0 0 0 12,800 12,800 Public Safety:0 0 0 0 0 Fire Station Improvements 40,929 17,200 23,729 0 40,929 New Vehicles 42,220 25,308 16,912 0 42,2 Vehicle Reserve 55,966 0 55,966 0 55,966 Police Record Mgmt Software 200,000 183,023 16,977 0 200,000 Furniture & Fixtures 10,540 2,590 7,950 0 10,540 Fire Record Mgmt Software 63,302 60,575 2,727 (2,727)60,575 Air & Light Cascade System 90,000 0 90,000 (90,000)0 Advanced Life Support Equip 0 0 0 50,000 50,000 Public Works:0 0 0 0 0 Crabapple Study 70,000 21,783 48,217 0 70,0 Construction Inspectors 75,000 0 75,000 0 75,000 Gravel Roads Maintenance 376,000 198,645 177,355 0 376,0 Stormwater Maintenance 223,953 0 223,953 0 223,953 Pavement Management 0 549,964 (549,964)1,965,000 1,965,000 Traffic Calming 70,000 14,404 55,596 0 70,0 Bridge Repairs-Landrum Rd 320,000 31,558 288,442 0 320,000 Resurface & Patch Artials/Collectors 965,000 0 965,000 (965,000)0 Resurface Local Roads 1,000,000 0 1,000,000 (1,000,000)0 Re-Striping 120,000 48,485 71,515 0 120,0 Edge of Pavement Program 50,000 0 50,000 0 50,000 Bridge Replacement Program 50,000 0 50,000 0 50,000 Sidewalks 100,000 0 100,000 0 100,0 NPDES Permit Compliance 0 0 0 433,500 433,500 Parks & Recreation:0 0 0 0 0 Stormwater Mgmt at Park 15,000 0 15,000 0 15,000 Park Improvements 298,699 504 298,195 0 298,699 Milton Trails 200,000 0 200,000 0 200,000 Land Acquisition & Park Enhancement 1,208,234 0 1,208,234 0 1,208,2 Community Development:0 0 0 0 0 Comprehensive Plan 160,897 0 160,897 0 160,897 Arnold Mill Corridor Study 150,000 0 150,000 0 150,000 Tree Recompense 0 0 0 12,800 12,800 TOTAL EXPENDITURES 6,135,740$ 1,154,040$ 4,981,700$ 236,373$ 6,372,113$ FY 2009 ACCOUNT DESCRIPTION ACCOUNT DESCRIPTION FY 2009 00 20 00 00 00 00 00 34 Fiscal Year 2009 Budget Amendment #1 25 CAPITAL GRANT FUND The Capital Grant Fund is considered to be a capital project fund that accounts for capital grants used to finance major capital projects. CAPITAL GRANT FUND BUDGET ACTUAL AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET REVENUES: Transportation Master Plan 400,000 11,952 388,048 (40,000) 360,000 GDOT HPP Funds 560,000 560,000 560,000 AED Units 00 Bathroom Renovation 17,500 (17,500)17,500 17,500 Interest Revenue 0 0 0 0 Realized Gain on Investments Firemans Fund Grant 0 0 Op Transfer In from General Fd 293,940 73,485 220,455 (73,278) 220,662 Budgeted Fund Balance 649,300 0 649,300 45,778 695,078 TOTAL REVENUES 1,903,240$ 102,937$ 1,800,303$ (50,000)$ 1,853,240$ BUDGET ACTUAL AS OF 5/8/09 BUDGET BALANCE REQUESTED BUDGET AMENDMENTS FINAL BUDGET EXPENDITURES: Public Safety: AED Units 0 0 0 Public Works: Transportation Master Plan 500,000 92,872 407,128 (50,000) 450,000 Birmingham & Providence 809,490 809,490 809,490 Arnold Mill @ New Providence 593,750 593,750 593,750 Parks & Recreation: Bathroom Renovation 0 0 0 TOTAL EXPENDITURES $ 1,903,240 $ 92,872 $ 1,810,368 $ (50,000) $ 1,853,240 BUDGET AMENDMENT NOTES REVENUES (40,000) 2. Increase the grant funds for the Bathroom Renovation received this fiscal year 17,500 3. Adjusted Operating Transfers in from the General Fund for: -Lower than anticipated costs for the transportation master plan (10,000) -Used prior year's fund balance (45,778) -Offset the receipt of the grant funds for the bathroom renovation (17,500) 4. Increased Budgeted Fund Balance to used prior year's fund balance 45,778 (50,000) EXPENDITURES Account Name 5. Transportation Master Plan (50,000) Total Decrease (50,000)$ TOTAL CAPITAL GRANT FD BUDGET AMENDMENTS (50,000)$ 1. Decrease the reimbursement amount scheduled to receive for the Transportation Master Plan based on contract costs FY 2009 ACCOUNT DESCRIPTION FY 2009 ACCOUNT DESCRIPTION Total Amendment to Revenues Amendment Reason DECREAS E Project contract amounts to $449k City of Milton 13000 Deerfield Parkway, Suite 107, Milton, Georgia 30004 To: Honorable Mayor and City Council Members From: Jeanette Marchiafava, City Clerk and Clerk of the Court Date: April 28, 2009 for May 18, 2009 City Council Meeting for First Reading and onto the June 1, 2009 for Second Reading Agenda Item: An Ordinance of the City Council to Authorize Fulton County to Conduct Election CMO (City Manager’s Office) Recommendation: Approve the attached ordinance authorizing Fulton County to Conduct Election. Background: On November 3, 2009, an election will be held in the City of Milton to elect the Mayor and City Councilmembers for Districts 1, 3, and 5. O.C.G.A. §21-2-5 provides that a municipality may authorize and contract with a county to conduct elections. Approval of this Ordinance will establish authority that the Mayor is authorized to enter into a contract with the Fulton County Department of Registrations and Elections to conduct this election. A copy of the contract is attached to the ordinance and incorporated therein. Discussion: The Fulton County Board of Registration shall operate as the “Superintendent” of the election and shall perform any and all functions of the City of any of its officials in connection with the conduct of such election or runoff thereof. Alternatives: N/A Concurrent Review: Ken Jarrard, City Attorney Chris Lagerbloom, City Manager GEORGIA FULTON COUNTY: THIS AGREEMENT entered into between the City of Milton,a municipal corporation lying wholly or partially within the County of Fulton,Georgia,hereinafter referred to as "City",and FULTON COUNTY,a political subdivision of the State of Georgia hereinafter referred to as "County". WIT N E SSE T H: WHEREAS,City in the performance of its governmental functions will hold the election hereinafter described;and, WHEREAS,under the provisions of the Georgia Municipal Election Code, particularly Section 21-2-45(c)of the Official Code of Georgia,Annotated,City may by ordinance authorize County to conduct such election and City has heretofore adopted such an ordinance: NOW,THEREFORE,in consideration of the premises it is hereby agreed as follows: 1. This contract shall govern the conduct of the following election hereinafter referred to as "election,"City of Milton General Election to be held on November 3,2009 and the City of Milton General Runoff Election to be held on December 1,2009. 1 2. The Fulton County Board of Registration and Elections shall operate as the "Superintendent"of the aforementioned election and shall perform any and all functions of the City or any of its officials in connection with the conduct of such election or runoff thereof,except as hereinafter provided. 3. The cost of such elections shall be in accordance with the budget therefore attached hereto as Exhibit "A"and made a part of hereof by reference.City agrees to pay County the original sum of $68,897.00 for the City of Milton General Election and $36,730.00 for the City of Milton General Runoff Election,to be maintained in a separate election account with all expenses and charges in connection with the election to be recorded and paid from said account.City shall remit said funds to County upon execution of this contract by all parties involved.Within ninety (90)days after the date of the election or any fun-off election related thereto,whichever is last to occur,County shall furnish to City a complete statement showing all costs and expenses incurred in the election and refund any excess in the election account or collect any deficit which may be in said account.After this time,all other invoices received will be forwarded to the City for payment. 2 4. The County shall not be financially responsible for any liability resulting from or furnishing of any services in the form of legal opinions or defenses in connection with any litigation arising by reason afthe election.All legal services and defenses of litigation required by any Board or person arising from the afore·mentioned election(s)under this contract shall be furnished by the City Attorney for the City. Should the City Attorney for any reason fail to provide the legal services referred to in this paragraph,the Superintendent shall have authority to engage the Fulton County Legal Department at the expense of the City;provided,however,that all requests for legal assistance by the County from the City Attorney to provide such service shall be communicated in writing before the City will be obligated to pay for legal services under this paragraph;provided,further,tihat the failure of the City Attorney's office to respond to a request made hereunder,within a reasonable time, shall be deemed to be a refusal to furnish such services.County shall notify City in writing of its determination that the City has failed to respond as contemplated hereinabove before incurring legal fees on its own behalf for which the City shall be responsible. 5 All decisions concerning the qualifications of candidates shall be determined by the Cieri<of Council of the City of Milton in accordance with the provisions of the Municipal Election Code and the Code of Ordinances of the City. 3 6. Should ~be necessary to comply with legal requirements that any of the County's personnel shall be sworn in as a temporary officer or employee of the City,such formality shall be observed without limitation. 7. To the extent allowed by law,the CITY agrees to indemnify,defend and hold harmless FULTON COUNTY with respect to any claim,demand,action,damages, judgment,cost and/or expenses (including,without limitation,reasonable attorney's fees and legal expenses)to which FULTON COUNTY may be subjected as a ccnsequence of or as a result of any error,omission,tort,intentional tort,willful misconduct,or any other negligence on the part of the CITY and/or its employees. 8. To the extent allowed by law,FULTON COUNTY agrees to indemnify,defend and hold harmless the CITY with respect to any claim,demand,action,damages,judgment, cost and/or expenses (including,without limitation,reasonable attorney's fees and legal expenses)to which the CITY may be subjected as a consequence of or as a result of any error,omission,tort,intentional tort,willful misconduct,or any other negligence on the part of the FULTON COUNTY and/or its employees. 4 IN WITNESS WHEREOF.the parties have hereunto set their hands and affixed their seals pursuant to resolutions of their governing bodies duly adopted and entered on the Minutes thereof. CITY OF MILTON (Seal) Mayor APPROVED AS TO FORM: City Attorney 5 Attesl:.-::-:--,--,---,---;:c---;-_ Municipal Clerk CONTRACTNOY09.MILTON FULTON COUNTY APPROVED AS TO SUBSTANCE: (Seal) Chair,Board of Commissioners Attest:=-...,...,-=-_-,--,-_ Clerk to Commission APPROVED AS TO FORM: County Attorney (Seal) Chair,Board of Registration &Elections 6 PROJECTED COST MIL TON GENERAL ELECTION -NOVEMBER 3,2009 350-265-2683-1001 SALARIES -OVERTIME (prorated) Information Technology,Registration &Elections,. 350-265-2683·1004 SALARIES -TEMPORARY(prorated) Admin.Aides,Poll Wrkr Instructs,Drivers,etc $17,582 Total Temporary Salaries . S13,170 S17,582 EXHIBIT "A" 350-265-2683-1010 SOCIAL SECURITY (salaries).. 350-265-2683-1011 SOCIAL SECURITY-MEDICARE 350-265-2683-1060 UNEMPLOYMENT INS" 350-265-2683-1120 RENTAL EQUIPMENT (prorated) Vans,Tables,Radios,Chairs Cell Phones. TOTAL LEASES """"" $30,752 ' $30,752 """"""" $30,752 , $1,348 $1,910 $450 S60 S1,348 350-265-2683-1121 RENTAL BUILDINGS Public and Private Facilities TOTAL RENTAL""''''"""""''''''''''''''''''""'"'''''''','"S1,495 350-265-2683-1159 HOURLY FEE PERSONNEL Poll Workers o Dual Manager@$275 .. 7 Chief Mgrs @$190 14 Asst Mgrs @ $200 . 49 Clerks @$175 PW Trng,Class (70 @ $30/ea) Total Poll Workers . Election Night Workers (@ variable rates (prorated).. TOTAL HOURLY FEE PERSONNEL" 350-265-2683-1160 PROFESSIONAL SERVICES (prorated) Attorney Fees. so S1,750 S2,800 S8,575 S2,100 $15,225 $1,106 $16,330 S30 350-265-2683-1178 FEES (prorated) 5 Members @ SSG/meeting (prorated). 350-265-2683-1452 VEHICLE SUPPLIES (prorated) Gasoline .. 350-265-2683-1456 POSTAGE (prorated) Absentee Ballots letters to voters,candidates, poll workers,other.. BALANCE CARRIED FORWARD S15 S214 $913 S53,517 PROJECTED COST BALANCE BROUGHT FORWARD EXHIBIT "A" $53,517 $332 $2.580 350-265-2683-1459 PRINTING &BINDING (prorated). 350-265-2683-1461 PHOTOCOPIES (prorated).. 350-265-2683-1462 OFFICE SUPPLIES (prorated) Miscellaneous Office Supplies . Ballot Cards@ $400/M (6,221)+set up fee/shipping. TOTAL SUPPLIES . 350-265-2683-1475 STOCKPAPER (prorated). 350-265-2683-1501 INSURANCE -HEALTH . 350-265-2683-1505 INSURANCE -LIFE .. 350-265-2683-1510 INSURANCE -DENTAL . 350-265-2683-1512 INS-VISION.... 350-265-2683-1522-RETIREMATCH. 350-265-2683·1525 PENSION EMPLOYEES .... 350-265-2683-1527 DC-CNTR-EPLR . 350-265-2683-1529 DC-CNTR-2%... . $1,008 $67 $2,910 $24 $1,420 $80 $160 $30 $394 $2,370 $526 $131 SUBTOTAL. 350-265-2683-13EL ELECTIONS ADMINISTRATIVE SURCHARGE (10%)...... TOTAL MILTON GENERAL ELECTION.... 56?637 56260 $68897 PROJECTED COST MILTON GENERAL RUNOFF -DECEMBER 1,2009 350-265-2684-1001 SALARIES -OVERTIME (prorated) Information Technology,Registration &Elections. 350·265·2684·1004 SALARIES -TEMPORARY (prorated) Admin.Aides,Drivers,etc (prorated) $3,166 $8,389 EXHIBIT "A" 350-265-2684-1010 SOCIAL SECURITY (salaries).. 350-265-2684-1011 SOCIAL SECURITy-MEDiCARE .... 350-265-2669-1060 UNEMPLOYMENT INS 350·265·2684·1120 RENTAL EQUIPMENT (prorated) Vans,Radios,Tables,Chairs and Cell Phones .. TOTAL LEASES .. 350-265-2684-1121 RENTAL BUILDINGS Public and Private Facilities .. TOTAL RENTAL .. $11,555.$720 $11,555 $170 $11,555 "$20 $1,353 $1,353 $1,495 $1,495 350-265-2684-1159 HOURLY FEE PERSONNEL Poll Workers o Dual Manager @ $275 .. 7 Chief Mgrs @$190 . 14 Asst Mgrs @ $200 .. 49 Clerks @$175 .. Total Poll Workers Election Night Workers (@ variable rates (prorated).. TOTAL HOURLY FEE PERSONNEL. $0 $1,750 $2,800 $8,575 $13,125 $647 $13,770 350·265·2684·1160 PROFESSIONAL SERVICES (prorated) Attorney Fees ".. 350-265-2684·1178 FEES (prorated) 5 Members @ $50/meeting_ 350-265·2684-1452 VEHICLE SUPPLIES (prorated) Gasoline .. 350-265-2684-1456 POSTAGE (prorated) Absentee Ballots letters to voters,candidates, poll workers,other 350-265-2684-1459 PRINTING &BINDING (prorated).. 350-265-2684-1461 PHOTOCOPIES (prorated).. BALANCE CARRIED FORWARD $32 $16 $186 $589 $40 $45 $29,991 PROJECTED COST BALANCE BROUGHT FORWARD . EXHIBIT"A" $29,991 350-265-2684-1475 STOCKPAPER (prorated). 350-265-2684-1462 OFFICE SUPPLIES Miscellaneous Office Supplies (prorated).. Ballot Cards @ $4DD/M (4444)+set up fee/shipping .. TOTAL SUPPLIES ... . $307 $1,845 $2,150 $19 350-265-2684-1501 INSURANCE -HEALTH .. 350-265-2684-1505 INSURANCE -LIFE..... 350-265-2684-1510 INSURANCE -DENTAL . 350-265-2684-1512 INS-VISION........ 350-265-2683-1522- RETIREMATCH .. 350-265-2684-1525 PENSION EMPLOYEES. 350-265-2683-1527 DC-CNTR-EPLR .. 350-265-2683-1529 DC-CNTR·2%... $340 $20 $40 $10 $94 $570 $126 $31 SUBTOTAL . 350-265-2670-13EL ELECTIONS ADMINISTRATIVE SURCHARGE (10%).. $33.390 $3340 TOTAL MILTON GENERAL RUNOFF..................................................$36730 TOTAL MILTON GENERAL ELECTION AND RUNOFF.........................................$105627 City of Milton 13000 Deerfield Parkway Suite 107C Milton, Georgia 30004 To: Honorable Mayor and City Council Members From: Carter Lucas, Principal Engineer Date: May 20, 2009 for the June 1, 2009 Council meeting Agenda Item: Revision to Task Order 09-SSI-01 for Traffic Calming Services with Street Smarts, Inc. for $7,528.56 Background: Street Smarts was selected as one of our on call planning and engineering consultants and they were approved by Mayor and Council on October 20, 2008. Street Smarts was selected for this task as the most qualified, already bid, on call consultant for this study. Discussion: The work to be completed under this Agreement (the “Work”) is referenced in the Contract. Individual project work will be defined by task orders. This task order is subject to the terms and conditions of the Street Smarts - City master agreement dated November 12, 2008 and shall serve as authorization by the City of Milton to (“Consultant”) to perform the services described therein. The Street Smarts task order for traffic calming services is for $7,528.56 and includes: 1. Research traffic calming measures 2. Provide list of applicable traffic calming measures to the City for approval 3. Provide standard construction details for each traffic calming measure 4. Provide estimated cost and spacing for each measure The budget for this work will be from Capital Project Fund, Public Works – Traffic Calming ($70,000). Legal Review: Street Smarts, Inc. Task Order 09-SSI-01 – Paul Higbee, Jarrard & Davis on May 21, 2009 Attachments: 1. Revision to task order 09-SSI-01 Fee schedule traffic calming 0521095/21/200911:57 AMTotals 2009:SS:Principal 2009:SS:SrEngr 2009:SS:Engineer 2009:SS:Tech Totals$7,528.56$1,701.92 $229.16 $2,570.51 $3,026.971-Research calming measures$1,547.34$756.41 $790.932-Develop list of applicable measures$197.73$197.733-Create standard construction details$3,339.28$114.58 $197.73 $3,026.974-Develop estimated cost and spacing for each measure$1,292.34$189.10 $114.58 $988.665-Meeting/presentation to review list, details, and costs$1,151.87$756.41 $395.46$0.00NOTE - budget is for the development of 4 measure details.$0.00Additional details beyond 4 will increase overall budget by 15%$0.00for each instance.$0.00 PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH STREET SMARTS, INC. DATED ___________________ REVISION TO TASK ORDER 09-SSI-01 TRAFFIC CALMING SERVICES FOR THE CITY OF MILTON SCOPE OF SERVICES This TASK ORDER between the parties is entered into pursuant to the above referenced AGREEMENT (RFQ #08-001), incorporated herein by reference, and shall serve as authorization by the City of Milton to Street Smarts, Inc. (“Consultant”) to perform the services described herein pursuant to the terms and conditions, mutual covenants and promises provided herein and in the AGREEMENT (RFQ #08-001). Now therefore, the parties agree as follows: Description of PROJECT: Phase I of the PROJECT consisted of a review of the existing traffic calming procedures for the City of Milton to determine ease of implementation and thoroughness of the review process. This revised task order includes Phase II of the PROJECT. Phase II consists of development of traffic calming standard details. Street Smarts will select appropriate traffic calming measures to be approved by the City. With the approved list, Street Smarts will provide standard construction details including material details, quantities, spacing recommendations, measurements, and costs. This portion is PHASE II of the overall PROJECT. The PROJECT schedule for PHASE II shall be as follows: PHASE II – DEVELOPMENT OF TRAFFIC CALMING STANDARD DETAILS 1. Research traffic calming measures 2. Provide list of applicable traffic calming measures to the City for approval 3. Provide standard construction details for four (4) traffic calming measures. Details for additional measures beyond four (4) will increase overall budget by 15% for each instance and will be addressed by a change order to this task order. 4. Provide estimated cost and spacing for each measure 5. Meeting/presentation to review list, details, and costs Schedule of Deliverables Note – anticipated NTP date is June 2nd, 2009 1. Provide list of traffic calming measures 3 days from NTP 2. Provide details 21 days from NTP 3. Provide estimated cost and spacing 28 days from NTP 4. Meeting to review list, details, and costs 28 days from NTP Design Specifications and Guidelines The CONSULTANT shall coordinate the proposed services with any proposed construction plans and within the project limits. This TASK ORDER is subject to the terms and conditions of the original AGREEMENT (RFQ #08-001) entered between the parties. General Scope of Service: The WORK under this TASK ORDER is to be commenced upon CONSULTANT’S receipt from the City of a written “Notice to Proceed” (NTP) for each phase. The WORK will be completed within 150 calendar days after Notice to Proceed. The CONSULTANT shall prepare a schedule showing milestone completion dates based on completing the WORK within 150 calendar days (hereinafter referred to as the “Schedule for Completion”), excluding City review time. The Schedule for Completion will be revised to reflect the actual NTP date and will be updated as required throughout the project’s duration. Every 30 days commencing with the execution of this TASK ORDER, the CONSULTANT shall submit to the City a written report which shall include, but not be limited to, a narrative describing actual work accomplished during the reporting period, a description of problem areas, current and anticipated delaying factors and their impact, explanations of corrective actions taken or planned, and any newly planned activities or changes in sequence (hereinafter referred to as “Narrative Report”). No invoice for payment shall be submitted and no payment whatsoever will be made to the CONSULTANT until the Schedule for Completion, and the completion of Narrative Reports are updated and submitted to the City. In no event shall payment be made by the City to the CONSULTANT more often than once every 30 days. The CONSULTANT shall coordinate and attend periodic meetings with the CITY regarding the status of the TASK ORDER. The CONSULTANT shall submit to the City transmittals of all correspondence, telephone conversations, and minutes of project meetings. The CONSULTANT agrees that all reports, plans, drawings studies, specifications, estimates, maps, computations, computer diskettes and printouts and any other data prepared under the terms of this TASK ORDER shall become the property of the City. This data shall be organized, indexed, bound and delivered to the City no later than the advertisement of the PROJECT for letting. The City shall have the right to use this material without restriction or limitation and without compensation to the CONSULTANT. The CONSULTANT shall be responsible for the professional quality, technical accuracy, and the coordination of all designs, drawings, specifications, and other services furnished by or on behalf of the City pursuant to this TASK ORDER. The CONSULTANT shall correct or revise, or cause to be corrected or revised, any errors or deficiencies in the designs, drawings, specifications, and other services furnished for this TASK ORDER. All revisions shall be coordinated with the CITY prior to issuance. The CONSULTANT shall also be responsible for any claim, damage, loss or expense that is attributable to errors, omissions, or negligent acts related to the designs, drawings, and specifications pursuant to this TASK ORDER. The fee shall be paid as provided in the AGREEMENT; however, CONSULTANT agrees that fees are earned pursuant to the WORK performed, which in no event shall exceed the amount set forth in the attached Fee Schedule. Attachments: Attachment A – Fee Schedule CITY OF MILTON: CONSULTANT: By: __________________________ By: ________________________________ Title:_________________________ Title:_______________________________ Name:________________________ Name:______________________________ Date: ________________________ Date: ______________________________ Attachment A – Fee Schedule City of Milton 13000 Deerfield Parkway, Milton, Georgia 30004 1 To: Honorable Mayor and City Council Members From: Matt Marietta, Assistant to the City Manager Date: Submitted on May 18, 2009 for the June 1, 2009 Council Meeting Agenda Item: Approval of a grant application to the Department of Homeland Security for the Assistance to Firefighters Grant program sponsored by FEMA. City Manager’s Office Recommendation: Adopt the attached resolution approving the submission to the Department of Homeland Security’s “Assistance to Firefighters” grant program authorizing the request for funding of an upgrade to our existing fire stations to allow extraction of diesel exhaust and other hazardous fumes from the living area of the firefighters. Background: The purpose of the “Assistance to Firefighters Grant” (AFG) is to award grants directly to fire departments to enhance their abilities to equip field personnel in the performance of their general duties. The program allows fire service agencies to apply for various capital budget items, including vehicles and suppression equipment. Discussion The Assistance to Firefighters Grant program provides direct assistance to designated agencies to provide equipment, protective gear, emergency vehicles and training to protect both firefighters and the general public from fire and other hazards. The long-term health impact of firefighting is a significant concern for firefighters and various maladies have been traced to many sources that are continually encountered by our public safety staff. Understandably, conditions in a structure fire, if not properly mitigated through use of personal protective equipment, can pose a long-term threat. However, there are other sources of concern for firefighter health that have been identified by OSHA and the NFPA and are thus a funding priority for FEMA’s AFG Program, including the impact of diesel exhaust on both the firefighters and the integrity of their turnout gear over long-term exposure. Each of our fire stations connects a vehicle bay with living quarters and equipment storage. Every time an apparatus is started (for equipment maintenance purposes), enters or exits the bay, noxious diesel fumes are expelled and linger in the environment. They are then either sucked into the living quarters of the firefighters or some amount lingers in the bay itself. Firefighters’ turnout gear (protective outer clothing to be worn in fires) is stored in this bay as well, so any amount of exhaust can attach itself to their clothing as well. Due to its bulky and specially designed nature, turnout gear is not washed anywhere near as often as normal clothing would be. Repeated subjection to these diesel fumes thus has a long-term potential to degrade the protective capacity of the gear and to imbue the material with carcinogens. City of Milton 13000 Deerfield Parkway, Milton, Georgia 30004 2 The requested grant will assist the city in the purchasing of OSHA and NFPA recognized exhaust extraction systems (a system of hoses and fans) to retrofit our two older stations to mitigate this recognized health hazard. Funding and Fiscal Impact: Exhaust system we are requesting costs approximately $23,300.00 for all four systems to outfit the four bays in stations 41 (Arnold Mill Rd) and 42 (Thompson Rd). There is an associated 10% match of the total cost for this item. This would make the City’s portion of the purchase approximately $2,330. Alternatives: We could continue to operate without the devices as Fulton County has for many years before Milton’s incorporation and thus take the chance that diesel exhaust may have some long-term impact. In this case, we would continue to try to minimalize exposure by keeping the fire trucks in the bays for as short a period as possible. Concurrent Review: Chris Lagerbloom, City Manager Bob Edgar, Fire Chief STATE OF GEORGIA COUNTY OF FULTON RESOLUTION NO. _____ A RESOLUTION OF THE MAYOR AND CITY COUNCIL TO APPROVE THE SUBMISSION OF A GRANT APPLICATION TO THE DEPARTMENT OF HOMELAND SECURITY FOR THE ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM TO PURCHASE A DIESEL EXHAUST REMOVAL SYSTEM FOR THE FIRE DEPARTMENT BE IT RESOLVED by the City Council of the City of Milton, GA while in regular session on June ____, 2009 at 6:00 p.m. as follows: WHEREAS, the Department of Homeland Security makes available funding under the Assistance to Firefighters Grant (AFG) program; and WHEREAS, such funds are awarded directly to fire departments to enhance their ability to protect first responders and the public by funding support materials and equipment; and WHEREAS, the primary goal of the AFG grant program is to assist local fire departments’ capabilities by providing essential equipment to respond to emergencies, assuring that departments have adequate protection from fire and fire related hazards; and WHEREAS, the health and safety of our firefighters is of great importance to the City of Milton; and WHEREAS, the funding, if awarded, shall be used to purchase a diesel exhaust removal system for two of our fire stations; and WHEREAS, evidence authorizing the acceptance of said application may be provided to assist in the application process. NOW, THEREFORE BE IT SO RESOLVED, this 1st day of June, 2009, by the Mayor and Council of the City of Milton that the submission of the Department of Homeland Security’s Assistance to Firefighters Grant application is hereby approved; and if awarded the Mayor is hereby authorized to execute the award package with directives under the Department of Homeland Security. RESOLVED this _____day of June, 2009. Approved: ____________________________ Joe Lockwood, Mayor Attest: ___________________________ Jeanette R. Marchiafava, City Clerk (Seal) City of Milton 13000 Deerfield Parkway, Milton, Georgia 30004 1 To: Honorable Mayor and City Council Members From: Matt Marietta, Assistant to the City Manager Date: Submitted on May 18, 2009 for the June 1, 2009 Council Meeting Agenda Item: Approval of a grant application to the Department of Homeland Security for the Assistance to Firefighters Grant program sponsored by FEMA for the Purchase of a Tanker to Serve as a Water Supply and Spare Apparatus for the Fire Department. City Manager’s Office Recommendation: Adopt the attached resolution approving the submission to the Department of Homeland Security’s “Assistance to Firefighters” grant program authorizing the request for funding for a tanker/tender apparatus to serve as a support vehicle for firefighting operations. Background: The purpose of the “Assistance to Firefighters Grant” (AFG) is to award grants directly to fire departments to enhance their abilities to equip field personnel in the performance of their general duties. The program allows fire service agencies to apply for various capital budget items, including vehicles and suppression equipment. Discussion On any given fire, the first due apparatus may run a minimum of two 1 ¾ hose lines for entry into the residence: one for primary attack and a second as a back-up/rescue line. Each of these lines flow approximately 150 gallons a minute, so without an accessible hydrant, all of our apparatus stands to run out of water within the first few minutes on a fire scene. In the event that the fire is so large it requires defensive-exterior suppression (using larger hoses, master streams, and so on) then the amount of water carried on the engines becomes incredibly insufficient. Sustained fire suppression becomes impossible in this situation without procuring an alternative water source. Given the limitations of these apparatus, most fires that occur in one of these locations require either drafting off a static water source—such as a pond—or establishing a shuttle operation where a portable dump-tank is deployed and then supplied by a tanker that fills water at the nearest hydrant. The shuttling apparatus then runs back and forth between the water supply and the dump-tank operations. Due to the volumes of water involved, this operation is usually conducted by a tanker truck that can carry between 1000 and 5000 gallons. Given this requirement, the City of Milton is dependent upon Cherokee County or Forsyth County Fire to provide a tanker, if they have one available. Otherwise, Milton will be unable to procure a water supply for suppression operations. City of Milton 13000 Deerfield Parkway, Milton, Georgia 30004 2 To alleviate this problem, the Fire Department is requesting the purchase of an apparatus capable of conducting shuttle operations so that we can provide quick and capable service to the citizens who have low water pressure or no hydrants in their area. To this end, the Pierce Arrow XT Pumper/Tanker with a 1500 GPM CSU Single Stage Pump provides the solution to this problem with a 2000 gallon tank and a portable dump-tank. This tanker also provides the added benefit of carrying base-line fire suppression equipment, including hoses, breathing apparatus, and a full complement of firefighters. As a consequence, in the likely event that one of our four regularly used apparatus—the quint or one of the three engines—is inoperable (due to a pump malfunction, or a flat tire, etc.), then the company can continue its operations on the tanker until the primary engine can be repaired. In summation, the purchase of this vehicle will fill two needs. First, it will fill the gap in our fire suppression arsenal that is created by limited or no water supply due to our City’s rural character. Second, it will provide a usable spare engine that may be used on an as-needed basis to continue to provide seamless fire protection to the citizens of Milton. Funding and Fiscal Impact: The Pierce Arrow XT Pumper/Tanker must come fully equipped to serve in its primary capacity and will also need to be prepared to serve in a secondary function as the back-up fire apparatus. As Milton Fire does not have an accumulation of fire equipment due to its relatively recent deployment, we are requesting that the new apparatus be fully factory equipped to serve it its designated capacity. To this end, we have provided our operation requirements to the same vendor who supplied the other four apparatus (this allows a continuity of maintenance contracts and the like between all of our vehicles as well as eases the transition for fire staff). The quote for this vehicle begins at $468,000.00. There is a 10% match that the City would have to meet were FEMA to award this grant, resulting in a potential $46,000 expenditure after the award and bid process. Alternatives: The City may opt to continue with the level of service it currently provides. As a consequence, three alternatives come to light. First, the Milton Fire Department could continue to rely on surrounding jurisdictions for the provision and availability of a tender to assist with water shuttle operations should a fire occur in one of these under-protected areas. Second, a lesser vehicle that can simply transport water (but provide no back-up apparatus in the event of a malfunction in one of the front-line vehicles) may be purchased, limiting the vehicle’s utility to basic water supply only. Third, the City may install the necessary fire hydrants and water tanks to render the need for a tanker moot. Concurrent Review: Chris Lagerbloom, City Manager Bob Edgar, Fire Chief City of Milton 13000 Deerfield Parkway, Milton, Georgia 30004 3 STATE OF GEORGIA COUNTY OF FULTON RESOLUTION NO. _____ A RESOLUTION OF THE MAYOR AND CITY COUNCIL TO APPROVE THE SUBMISSION OF A GRANT APPLICATION TO THE DEPARTMENT OF HOMELAND SECURITY FOR THE ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM TO PURCHASE A TANKER-PUMPER TO SUPPORT FIRE SUPPRESSION IN THE RURAL AREAS OF THE CITY OF MILTON BE IT RESOLVED by the City Council of the City of Milton, GA while in regular session on June ____, 2009 at 6:00 p.m. as follows: WHEREAS, the Department of Homeland Security makes available funding under the Assistance to Firefighters Grant (AFG) program; and WHEREAS, such funds are awarded directly to fire departments to enhance their ability to protect first responders and the public by funding support materials and equipment; and WHEREAS, the primary goal of the AFG grant program is to assist local fire departments’ capabilities by providing essential equipment to respond to emergencies, assuring that departments have adequate protection from fire and fire related hazards; and WHEREAS, the funding, if awarded, shall be used to purchase a tanker-pumper fire apparatus to support Milton Fire Department fire suppression operations; and WHEREAS, evidence authorizing the acceptance of said application may be provided to assist in the application process. NOW, THEREFORE BE IT SO RESOLVED, this 1st day of June, 2009, by the Mayor and Council of the City of Milton that the submission of the Department of Homeland Security’s Assistance to Firefighters Grant application is hereby approved; and if awarded the Mayor is hereby authorized to execute the award package with directives under the Department of Homeland Security. RESOLVED this _____day of June, 2009. Approved: ____________________________ Joe Lockwood, Mayor Attest: ___________________________ Jeanette R. Marchiafava, City Clerk (Seal) City of Milton 13000 Deerfield Parkway, Suite 107, Milton, GA 30004 To: Honorable Mayor and City Council From: Jeanette Marchiafava, City Clerk and Clerk of the Court Date: May 1, 2009 for Submission onto the June 1, 2009 City Council Meeting Agenda Item: Approval for City Clerk Jeanette Marchiafava to serve as Chief Municipal Registrar and Absentee Ballot Clerk, and approval for Deputy City Clerk to serve as Deputy Municipal Registrar CMO (City Manager’s Office) Recommendation: Approval for City Clerk Jeanette Marchiafava to serve as Chief Municipal Registrar and Absentee Ballot Clerk, and approval for Deputy City Clerk to serve as Deputy Municipal Registrar. Background: The Georgia Election Code requires that the appointment of the Registrar be verified in the Mayor and Council minutes, Code Section 21-2-212. Code Section 21-2-380.1 provides for the appointment of an Absentee Ballot Clerk. Discussion: The appointments of these positions will be necessary for the upcoming Municipal election. Alternatives: N/A Concurrent Review: Chris Lagerbloom, City Manager