HomeMy WebLinkAbout07 - Records ManagementE773 CITY OF
NEWPORT BEACH
�«N'P City Council Staff Report
Agenda Item No. 7
January 22, 2013
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Community Development Department
Kimberly Brandt, Director
949 - 644 -3226, kbrandt @newportbeachca.gov
PREPARED BY: Terresa Moritz, Administrative Analyst
APPROVED: O. �✓�
TITLE: Budget Amendment to Transfer Funds from the Records
Management - Building Deposit Account to an Expenditure Account
ABSTRACT:
Community Development requests approval of a budget amendment to appropriate
revenue from a special deposit account to fund a contract for professional services to
scan and index archived public records. This Budget Amendment reflects the
Department's ongoing efforts to provide better access to public records.
RECOMMENDATION:
Approve a Budget Amendment transferring $50,600 from the Records Management -
Building Deposit Account to a Building Division expenditure account for the purpose of
archiving permit records into an electronic format.
FUNDING REQUIREMENTS:
The Budget Amendment increases revenue estimates by $50,600 in 2900 -5870,
Building- Revenue, and increases expenditure appropriations by $50,600 in 2930 -8080,
Building -Plan Check/Permits, Professional & Technical Services.
DISCUSSION:
Pursuant to Section 19852 of the California Health and Safety Code, Community
Development collects fees at the time of building permit issuance for the scanning and
indexing of all related plans and documents. The fees are held in a separate account for
the sole purpose of funding the City's efforts to maintain its permit records.
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Budget Amendment to Transfer Funds from the Records Management - Building Deposit
Account to an Expenditure Account
January 22, 2013
Page 2
Community Development has been converting paper and microfiche records to an
electronic format and has recently issued a Request for Proposals for archiving
services. The vendor has been selected, and it is now necessary to allocate the
revenue from the Records Management - Building Deposit Account.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Submitted by:
Kimberly Brand , AICP
Director
Attachment: A. Budget Amendment
2
City of Newport Beach
BUDGET AMENDMENT
2012 -13
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations AND
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
X from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
NO. BA- 13BA -026
AMOUNT: $50,600.00
Increase in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
X No effect on Budgetary Fund Balance
To increase revenue estimates to record Building Deposits and to increase expenditure appropriations for a professional
services contract to provide scanning and indexing of archived public records.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account Description
REVENUE ESTIMATES (3601)
Fund /Division Account Description
2900 5870 Building - Revenue NOC
EXPENDITURE APPROPRIATIONS (3603)
Signed: CU" t
Signed:
Signed:
Approval:
Approval: City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$50,600.00
Automalic
$50,600.00
Date
Date
Date
Description
Division
Number
2930 Building Plan Check/Permits
Account
Number
8080 Services Professional & Technical
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed: CU" t
Signed:
Signed:
Approval:
Approval: City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$50,600.00
Automalic
$50,600.00
Date
Date
Date