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TC Res. No. 2003-35TOWN OF AVON, COLORADO RESOLUTION NO. 03-35 SERIES OF 2003 A RESOLUTION TO AMEND THE 2003 TOWN OF AVON BUDGET A RESOLUTION SUMMARIZING EXPENDITURES AND REVENUES BY FUND AND AMENDING THE 2003 BUDGET FOR THE TOWN OF AVON, COLORADO, FOR THE CALENDAR YEAR BEGINNING ON THE FIRST DAY OF JANUARY, 2003, AND ENDING ON THE LAST DAY OF DECEMBER, 2003. WHEREAS, the Town Council of the Town of Avon has adopted the 2003 budget; and WHEREAS, the Town Council reviewed the revised estimated revenues and expenditures for 2003; and WHEREAS, the Town Council finds it necessary to amend the 2003 budget to more accurately reflect the revenues and expenditures for 2003; and WHEREAS, whatever increases may have been made in the expenditures, like increases were added to the revenues so that the budget remains in balance as required by law. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF AVON, COLORADO: Section 1. That estimated revenues and expenditures for the following fund is as follows for 2003: Original or Previously Amended 2003 Budget Fleet Maintenance Fund Beginning Fund Balance $ 146,319 Revenues and Other Sources 1,275,584 Expenditures and Other Uses 1,272,357 Current Proposed Amended 2003 Budget $ 64,996 1,539,816 - 1,563,393 Ending Fund Balance $ 149.546 $ 66.420 Section 2. That the budget, as submitted, amended, and hereinabove summarized by fund, hereby is approved and adopted as the budget of the Town of Avon for the year stated above. Section 3. That the budget hereby approved and adopted shall be signed by the Town Manager and made part of the public record of the Town. ADOPTED this 12'6' day of August, 2003. i.~ oo ATTEST: h Patty c enn wn Clerk 2 L~ • Memo TO: Honorable Mayor and Town Council Thnc Larry Brooks, Town Manager Front Scott Wright, Finance Directo1Q1 Date; August 7, 2003 ~wc U Re: Resolution 03-35, fleet Maintenance Fund Budget Amendment #1 Summary: A budget amendment is proposed to the Fleet Maintenance Fund pursuant to the approval of the contract with the Eagle River Water and Sanitation District (ERWSD) for maintenance of their vehicles. • Discussion: Based on information provided by Dan Higgins, the Town's Fleet Maintenance Supervisor, we project the total charges from the period September 18' to December 318', for ERWSD to be $106,949. This figure includes billings for labor (@$80 per hour) and parts. It is anticipated that the Town will be able to perform this work with its existing mechanics and that the net reduction in the Town's subsidy to the Fleet Maintenance Fund from this contract will be approximately $60,000. Staff is also implementing an accounting change whereby the Town departments will begin being charged on an actual work order basis as opposed to a standard cost basis. This change is being made pursuant to the recent interest of Beaver Creek in a long-term vehicle maintenance agreement with the Town. Staff feels that this change will result in more accurate cost accounting for the Town and any potential 3r° parties. Recommendation: Staff recommends that Council adopt the resolution discussed above as presented. Town Manager Comments: Attachments: • A- Summary of Proposed Amendment B- Resolution 03-35 Page 1 RESOLUTION NO. 03-35 SERIES OF 2003 A RESOLUTION TO AMEND THE 2003 TOWN OF AVON BUDGET A RESOLUTION SUMMARIZING EXPENDITURES AND REVENUES BY FUND AND AMENDING THE 2003 BUDGET FOR THE TOWN OF AVON, COLORADO, FOR THE CALENDAR YEAR BEGINNING ON THE FIRST DAY OF JANUARY, 2003, AND ENDING ON THE LAST DAY OF DECEMBER, 2003. WHEREAS, the Town Council of the Town of Avon has adopted the 2003 budget; and WHEREAS, the Town Council reviewed the revised estimated revenues and expenditures for 2003; and WHEREAS, the Town Council finds it necessary to amend the 2603 budget to more accurately reflect the revenues and expenditures for 2003; and WHEREAS, whatever increases may have been made in the expenditures, like increases were added to the revenues so that the budget remains in balance as required by law. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF AVON, COLORADO: Section 1. That estimated revenues and expenditures for the following fund is as follows for 2003:' Original or Previously Amended 2003 Budget Fleet Maintenance Fund Beginning Fund Balance $ 146,319 Revenues and Other Sources 1,275,584 Expenditures and Other Uses 1,272,357 Current Proposed Amended 2003 Budget $ 64,996 1,539,816 1,563,393 Ending Fund Balance $ 149.546 $ 66.420 • • LJ It Section 2. That the budget, as submitted, amended, and hereinabove summarized by fund, hereby is approved and adopted as the budget of the Town of Avon for the year • stated above. Section 3. That the budget hereby approved and adopted shall be signed by the Town Manager and made part of the public record of the Town. ADOPTED this 12a' day of August, 2003. TOWN OF AVON, COLORADO Albert D. Reynolds, Mayor ATTEST: Patty McKenny, Town Clerk C] E 2 Fleet Maintenance Internal Service Fund #61 Amended Budget #1 Original or Current Prev. Amend. Proposed Difference Actual Actual Budget Amendment Increase 2001 2002 2003 2003 (Decrease) REVENUES Charges for Services $1,731,621 $1,299,455 $1;250,584 $1,539,816 $ 289,232 Other Revenue 98,240 26,138 25,000 25,000 - Total Operating Revenues 1,829,861 1,325,593 1,275,584 1,564,816 289,232 Other Sources Capital Lease Proceeds - - - - - TOTAL REVENUES 1,829,861 1,325,593 1,275,584 1,564,816 289,232 IV EXPENDITURES Public Works: Fleet Maintenance -1,451,977 1,295,941 1,151,245 1,442,281 291,036 Washbay 161,358 117,060 121,112 121,112 - TOTAL EXPENDITURES 1,613,335 1,413,001 1,272,357 1,563,393 291,036 • NET SOURCE.(USE) OF FUNDS 216,526 (87,408) 3,227 1,424 (1,804) FUND BALANCES, Beginning of Year (64,122) 152,404 146,319 64,996 " (81,323) FUND BALANCES, End of Year $ 152,404 $ 1 64,996 149,546 $ 66,420 $ (83,127) • Page 1 :f Fleet Maintenance Internal Service Fund #61 Amended Budget #1 Original or Current Prev. Amend. Proposed Difference Account Actual Actual Budget Amendment Increase Number Description 2001 2002 2003 2003 (Decrease) Charges for Services: 54806 3rd Party Fleet Maintenance Charges 54901 Departmental Fleet Maintenance Chrgs 54901 Nondepartmental (Subsidy) 54902 Wash Bay Charges 54903 Sales of Fuel 54000 Total Charges for Services Other Revenues: 58205 Insurance Reimbursements 58999 Miscellaneous Nonclassified Revenues 58000 Total Other Revenues Other Sources: • 59303 Capital Lease Proceeds 59000 Total Other Sources 50000 TOTAL REVENUES • $ 881,167 $ 538,344 $ 568,534 $ 729,438 $ 160,904 586,520 567,821 515,726 501,220 (14,506) 96,945 97,803 58,937 220,000 161,063 115,804 75,793 69,158 69,158 - 51,185 19,694 38,229 20,000 (18,229) 1,731,621 1,299,455 1,250,584 1,539,816 289,232 96,557 24,967 25,000 25,000 - 1,683 1,171 - - - 98,240 26,138 25,000 25,000 - $1,829,861 $1,325,593 $1,275,584 $1,564,816 $ 289,232 Page 2 Fleet Maintenance ,Internal Service Fund #61 Amended Budget41 'a ccount Number escription Deta Actual 2001 ctual 2002 Original or Prev. Amend. Budget 2003 Current Proposed Amendment 2003 Difference Increase (Decrease) Charges for Services: 3rd Party Fleet Maintenance Charges 54806 Beaver.Creek Bus System $ - $ 299,764 $ 319,886 $ 296,678 $ (23,208) 54806 Vail Resorts Dial-a-Ride - 185,537 192,240. 244,730 52,490 54806 Eagle River Fire Protection District - 34,304 39;371 59,796 20,425 54806 Eagle CountyAmbulance District - 18,739 17,037 21,285 4,248 54806 Eagle River Water & Sanitation District - - - 106,949 106,949 54806 Sub-total - 538,344 568,534, , 729,438 160,904 Departmental Fleet Maintenance Chrgs 54901 Nondepartmental - Motor Pool Vehicie $ 2,994 $ 2,994 $ 2,905 $ 1,341 (1,564) 54901 Information Systems 1,939 1,996 - - - 54901 Comm Dev - Planning 5,998 2,994 2,905 1,222 (1,683) 54901 Comm Dev - Building Inspection 4,009 8,982 8,714 6,226 (2,488 54901 Police - Administration 2,059 2,994 2,905 3,678 7 54901 Police - Patrol 56,076 48,493 29,956 43,508 13,5 54901 Police - Investigations 5,413 3,417 3,837 3,305 (532) 54901 Police - Neighborhood Services 1,367 4,158 ' 3,837 2,302 (1,535) 54901 Public Works - Engineering 587 4,491 5,810 3,314 (2,496) 54901 Public Works - Roads and Streets 99,916 117,625 120,452 129,569 9,117 54901 Public Works - Facilities Maintenance 7,059 7,889 9,959 6,625 (3,334) 54901 Public Works - Parks 52,367 82,320 92,988 70,861 (22,127) 54901 Recreation -Administration 3,916 13,981 3,850 4,179 329 54901 Transit-Administration - 1,996 1,996 1,996 - 54901 Transit - Operations 317,267 245,820 194,135 203,196 9,061 54901 Fleet Maintenance 25,553 17,671 16,477 4,898 (11,579) 54901 Equipment Replacement Fund - - 15,000 15,000 - 54901 Sub-total 586,520 567,821 515,726 501,220 (14,506) Page 3 Fleet Maintenance Internal Service Fund #61 . Amended Budget #1 ccount Number escription Revs U I i ctual 2001 ctual 2002 Original or Prev. Amend. Budget 2003 - - Current Proposed , Difference Amendment Increase 2003 (Decrease) Washbay Charges: 54902 Administration. 97 390 390 390. - 54902 Information Systems 30 390 - - - 54902 Comm Dev - Planning - 390 390 390 - 54902 Comm Dev - Building Inspection 143 1,560 1,560 1,560 - 54902 Police - Administration' 105 390 390 390 - 54902 Police Patrol 2,054 4,290 2,730 2,730 - 54902 Police - Investigations 38 390 390 390 - 54902 Police - Neighborhood Services 15 390 390 390„ - 54902 Public Works = Engineering 30 780 780 780 = 54902 Public Works - Roads and Streets 2,103 6,488 6,488 6,488- 54902 Public Works - Facilities Maintenance ' 37 780 - 780- 780 - 54902 Public Works - Parks 703 3,780 3,780 3,780 - 54902 Recreation - Administration 15 1,170 780 780 - 54902 Transit - Administration 30 390 390 390 - 02 Transit - Operations 21,870 20,790 20,280 20,280 02 Fleet Maintenance 1,170 1,170 54902 ECRTA 61,534 - - - - 54902 Beaver Creek Bus System 27,000 33,425 28,470 28,470 54902 Sub-total 115,804 75,793 69,158 69,158 - Page 4 Town of Avon Line Item Detail Function: Public Works Department: Transportation Program: Fleet Maintenance #434 Account Number ccount Description Actual 2001 Actual 2002 Original or Prev. Amend. Budget 2003 Current Proposed Difference Amendment Increase 2003 (Decrease) Personnel: 61101 Regular Full-time Salaries $ 338,759 $ 331,773 $ 343,218 $ 343,218 $ - 61121 PTS Wages 36,927 - - - - 61122 PTS Bonuses 2,232 - - - - 61151 Overtime Wages 22,280 2,947 7,879 '7,879 - 61301 FT Pension 37,235 36,462 37,754 37,754 - 61302 PTS Pension 1,568 - - - - 61303 Wellness _ 2,370 3,180 - - - 61304 Employee Assistance Program 259 207 216 216 - 61401 FICA/Medicare 5,849 4,886 5,091 5,091 - 61501 Group Health and Life Insurance 67,309 70,306 68,653 68,653 - 61502 PTS Group Health 932 - - - - 61505 Long-term Disability Insurance 2,586 2,911 3,226 3,226 - 61507 Dental Insurance 3,728 6,330 4,860 4,860 - 61509 Worker's Compensation 22,230 12,935 16,025 16,025 - 61510 Unemployment Insurance 1,206 1,006 1,030 1,030 - 61000 Total Personnel b45,470 472,943 487,952 487,952 - Commodities: 62401 Gasoline 62404 Stock Parts 62405, Nonstock Parts 62407 Tires, Tubes and Patches 62802 Food and Beverages 62805 Clothing and Uniforms 62807 Consumable Tools/Small Equipment 62809 Medical Supplies and 1 st Aid 62899 Other Miscellaneous Operating Supplies 62999 Office Supplies and Materials 62000 Total Commodities Services: 63505 R&M'- Vehicles 63506 R&M - Radios and Communications Equipment 63507 R&M - Machinery and Equipment 63549 R&M - Other Specialized Equipment 63551 Laundry and Cleaning Services 63552 Janitorial and Custodial Services 63599 Other Maintenance Services 63999 Other,Purchased and Contracted Services 63000 'Total Services 3,206 1,808 2,500 2,500 93,829 255,641 - 325,076 325,076 - 6,630 52,500 16,788 (35,712) 77 217 - - - 269 - 315 315 - 165 - 500 500 - 12,834 4,936 6,750 6,750 - 154 587 730 730 - 33,301 19,977 19,297 20,969 1,672 293 526 500 500 - 144,128 290,322 83,092 374,128 291,036 13,156 26,722 20,000 20,000 - 1,266 722 1,000 1,000 - 95,939 4,389 20,400 20,400 - 674 1,238 1,200 1,200 - 10,354 7,379 8,500 8,500 - 461 - - - - 17,232 6,970 12,300 12,300 - 16,437 5,486 10,750 10,750 - 155,519 52,906 74,150 74,150 - • Page 5 R~ Function: Public Works • Department: Transportation Program: Fleet Maintenance #434 Town of Avon Line Item Detail Original or Current Prev. Amend. Proposed Difference Account Actual Actual Budget Amendment Increase Number Account Description 2001 2002 2003 2003 (Decrease) Other Operating Costs: 64101 Travel and Conference 64102 Dues, Licenses and Memberships 64201 Telephone 64202 Gas 64203 Electric 64204 Water & Sanitation 64205 Trash Collection & Recycling 64206 Cellular & Paging 64301 Postage and Delivery 64401 Fleet Maintenance Charges 64403 Washbay Charges 64905 Insurance Premiums 64907 Paid Claims 64000 Total Other Operating Costs Debt Service: 65201 Capital Lease Payments 65000 Total Debt Service 77 100 - - _ 515 565 200 200 - 691 591 544 544 - 18,728 12,988 17,000 17,000 - 30,592 13,310 13,496 13,496 - 3,480 2,659 3,078 3,078 - 8,626 4,016 5,750 5,750 - 660 521 1,000 1,000 - 361 207 500 500 - 25,553 17,671 16,477 16,477 - - 1,170 1,170 1,170 - 8,653 5,738 7,866 7,866 - 89,676 - 25,000 25,000 - 187,612 59,536 92,081 92,081 - 412,253 415,317 412,670 412,670 - 412,253 415,317 412,670 412,670 - Capital Outlay: 66401 Office Equipment - 4,917 - - 66402 Computers and Peripherals - - 1,300 1,300 - 66499 Other Machinery and Equipment 6,995 - - - 66000 Total Capital Outlay 6,995 4,917 1,300 1,300 - 60000 Total Expenditures $ 1,451,977 $ 1,295,941 $ 1,151,245 $ 1,442,281 $ 291,036 is Page 6 T ToWn of Avon Line Item Detail Function: Public Works Department: Transportation Program: Washbay #435 Original or Current Prev. Amend. Proposed Difference Account Actual Actual Budget Amendment Increase Number Account Description 2001 2002 2003 2003. (Decrease) Personnel: 61101 Regular Full-time Salaries $ 49,712 $ 39,539 $ 29,485 $ 29,485 $ - 61121 PTS Wages 17,859 2,037 10,120 10,120 - 61122 PTS Bonuses 2,666 - 600 600 - 61151 Overtime Wages 5,477 1,881 2,644 2,644 - 61301 FT Pension 5,486 4,349 3,166 3,166 - 61302 PTS Pension 872 76 464 464 - 61303 Wellness ' -404 500 - - - 61304 Employee Assistance Program 65 34 '24 24 - 61401 FICA/Medicare 1,120 639 611 611 - 61501 Group Health and Life Insurance 14,253 12,232 7,597 7,597 - 61502 PTS Group Health 666 - - - 61505 Long-term Disability Insurance 388 330 271 271 - 61507 Dental Insurance 769 1,135 540 540 - 61509 Worker's Compensation 5,105 1,918 1,809 1,809 - 61510 Unemployment Insurance 235 131 117 117 - 61000 Total Personnel 105,077 64,801 57,448 57,448 - Commodities: 62805 Clothing and Uniforms 767 - 500 - 500 62899 Other Miscellaneous Operating Supplies 12,711 12,527 14,000 14,000 - 62000 Total Commodities 13,478 12,527 14,500 14,500 - Services'- 63501 R&M - Buildings and Facilities ' 7,933 6,403 16,000 16,000 - 63549 Other Specialized Equipment R&M - 7,505 - 3,000 3,000 - 63999 Other Purchased and Contracted Services 5,918 9,579 9,000 9,000 - - 63000 Total Services 21,356 15,982 28,000 28,000 - Other Operating Costs: 64201 Telephone 588 550 - - - 64204 Water & Sanitation 20,859 23,200 21,164 21,164 - 64000 Total Other Operating Costs 21,447 23,750 21,164 21,164 -60000 Total Expenditures $ 161,358 $ 117,060 $ 121,112 $ 121,112 $ • Page 7 .14 • Memo TO.. Scott From Dan ✓ 4 CQ Bob Date: 07/31/03 Re: ERW&SD projected revenues I used the Town's equipment class costs as a basis for maintenance cost projections. I will have a better idea of costs when we have done their maintenance for a couple of months. Charges per month: $8,912.00 • Monthly charges x 4 months in 2003: $35,648 Projected charges for 2004: $106,949.00 GIA ~bo O ,4O r Expenses to "434" budget: 2003: 434-62405 Automotive & equipment parts: add $4,288.00 434-62899 Misc operating supplies: add $1,672.00 2004: 434-62405 Automotive & equipment parts: add $12,870.00 434-62899 Misc operating supplies: add $5,017.00 n 0 Page 1