HomeMy WebLinkAbout2023-06-29 Special Meetingqc
Council Business Meetin
g Agenda
ASHLAND CITY COUNCIL
SPECIAL MEETING AGENDA
Thursday, June 29,2023
Council Chambers, Y775 E Main Street
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10:30 a-mm.Special Business Meeting*
CALL TO ORDER
1. Land Acknowledgement"
PLEDGE OF ALLEGIANCE
Ui ROLL CALL
|\( ORDINANCES, RESOLUTIONS AND CONTRACTS
1. Resolution 2023-20, 2021-2023 BN Budget Supplemental Resolution
V. ADJOURNMENT OF 13USINESS MEETING
|ncompliance with the Americans with Disabilities Act, ifyou need special assistance toparticipate inthis meeting, please
contact the City Manager's office ots4A.488.0002 (TTvphone number 1.OUoJa5.2eO0). Notification 7ohours prior tothe
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ADA Title I).
, Items on the Agenda not considered due to time constraints are automatically continued to the nextregularly scheduled
Council meeting [AMC 2.04.0ao.(D)(3)]
LAND ACKNOWLEDGEMENT
We acknowledge and honor the aboriginal people on whose ancestral homelands wowork—the |kimkutuumBand o/the
Shasta Nation, as well as the diverse and vibrant Native communities who make their home here today. We honor the first
stewards in the Rogue Valley and the lands we love and depend on: Tribes with ancestral lands in and surrounding the
geography of the Ashland Watershed include the original past, present and future indigenous inhabitants of the
Shasta, Tokn|mo'and »xhobonkonpeople. We also recognize and acknowledge the Shasta village of Kwakhakha -
"Where the Crow Lights" - that is now the Ashland City Plaza.
***Agendas and minutes for City of Ashland Council, Commission and Committee meetings may be found at the City
Page lnfl
Wi,�.
W1 Council Business Meeting
SUMMARY
Before the Council is a request to authorize a budget transfer request from Purchasing and Acquisition
(Equipment) to the Maintenance and Repair (Shop), both in the Equipment Fund. This transfer is
required in order to provide appropriations necessary to cover current and projected expenses in
Equipment Maintenance and Repair through the end of Fiscal Year'23.
POLICIES, PLANS & GOALS SUPPORTED
Oregon Budget Law Requirements
BACKGROUND AND ADDITIONAL INFORMATION
During the course of the Biennium there are times that budget adjustments are necessary. The
proposed budget transfer does not increase total 2021-2023 BN Budget appropriations by more than
ten percent.
A significant level of vehicle maintenance needs was recognized over the months of May and into
June with staff expecting to exceed the existing appropriation level within the fund by the end of the
fiscal year, unless a transfer is completed. The transfer of funds will provide for adequate fund
coverage through the end of the fiscal year.
Due to a backlog associated with new vehicle/equipment acquisition because of supply chain related
issues, the City has expended more on maintenance of existing vehicles/equipment in order to keep
them operational. This has led in part to the projected exceedance for Maintenance & Repair, in
combination with inflationary pressures, impacting the cost of goods and services. Consequently, an
underspend occurred in the Equipment Fund's Purchasing and Acquisition line -item and an
overspend in the Shop's Maintenance and Repair line -item, and a transfer is requested between the
two appropriation line -items.
According to Oregon Budget Law, appropriations can be transferred within a fund from an existing
appropriation category to another existing appropriation category by resolution.
Page 1 of 2 11
Council Business Meeting
FISCAL IMPACTS
The proposed transfer of $300,000 will allow appropriate coverage of incurred and projected costs
within the Maintenance and Repair - Equipment Fund through the end ofFiscal Y8O['23.
DISCUSSION QUESTIONS
N/A
That the Council adopt the attached resolution to authorize proposed changes as defined within this
report for O2O21-23BNsupplemental budget.
| move tOadopt Resolution 2O23-2Oauthorizing o2O2l-238Nsupplemental budget transfer Of
$300,000 from the Equipment Fund's appropriated Purchasing and Acquisition line -item to its
Maintenance and Repair line -item.
Attachment #1: Resolution Adopting the Supplemental Budget
Attachment #2: Staff Supplemental Budget Request
Page 2ofz
���� �
I RESOLUTION NO. 2023-20
2 A RESOLUTION ADOPTING A SUPPLEMENTAL BUDGET FOR CHANGES TO THE
3 2021-23 BIENNIUM BUDGET
4 RECITALS:
5 A. The City of Ashland 2021-23 Biennium Budget was adopted on June 1, 2021 for the
6 period of July 1, 2021 through June 30, 2023.
7 B. The City of Ashland (City) is authorized by ORS 294.471 to approve a supplemental
8 budget for one or more of the following reasons:
9 1. An occurrence or condition which had not been ascertained at the time of the
10 preparation of a budget for the current year which requires a change in financial
11 planning.
12 2. A pressing necessity which was not foreseen at the time of the preparation of the
13 budget for the current year which requires prompt action.
14 3. Funds were made available by another unit of federal, state or local government and
15 the availability of such funds could not have been ascertained at the time of the
16 preparation of the budget for the current year
17
18 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ASHLAND, OREGON,
19 RESOLVES AS FOLLOWS:
20 SECTION 1. In accordance with provisions stated above, the Mayor and City Council of the
21 City of Ashland determine that it is necessary to adopt a supplemental budget, establishing the
22 following amendments:
23
24 Transfers:
25 Appropriation Resource
Public Works - Maintenance 300,1000
26 Public Works - Purchasing and Acquisition - 300,000
$ 300,000 $ 300,000
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RESOLUTION NO. 2023-20 Page I of 2
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SECTION 2. All other provisions of the adopted 2021-2023 Biennium Budget not specifically
amended or revised in this Supplemental Budget remain in full force and effect as stated therein.
SECTION 3. This resolution is effective upon adoption.
ADOPTED by the City Council this _ day of 2023.
SIGNED and APPROVED this
Reviewed as to form:
Doug McGeary, Interim City Attorney
Melissa Huhtala, City Recorder
day of
Tonya Graham, Mayor
2023.
RESOLUTION NO. 2023-20
Page 2 of 2
Date: 6/22/2023
Department: Public Works
Explanation of request:
The request ietotransfer $3OO.0OOinexisting fund balance from the
Purchasing and Acquisition Fund (EquipmenAb/the Maintenance Property
and Equipment Fund tocover increased cost associated with the CUy'efleet
and property maintenance requirements. |ffunds are not transfevedthe
Maintenance, Property and Equipment fund will exceed its appropriation level.
Total Amount of Transfer $�13uu �Uuu-uu
Account Number Uneitem Name Amount
Requested By: Scott Fleury
Approved By: Mariane Berry
Department Head
Requested By: Scott Fleury
Approved By: Mariane Berry
Department Head