HomeMy WebLinkAbout16 - Purchase of Filing SystemOctober 24, 2000
Agenda Item No. 16
CITY OF NEWPORT BEACH
HUMAN RESOURCES DEPARTMENT
TO: Mayor and City Council
FROM: Sharon Wood, Assistant City Manager
SUBJECT: Budget Amendment for Purchase of New Filing System
Recommendation
Approve attached budget amendment transferring $26,000 from the General Fund fund
balance to the City Manager - Human Resources capital outlay account, 0320 -9000.
Discussion
When Human Resources was part of the Administrative Services Department last fiscal
year, $20,000 was included in the capital outlay budget for the acquisition of a new filing
system for Human Resources. Although research on the system was done and a quote
was received, the funds were not encumbered before the end of the fiscal year. Since
staff had planned to make this purchase last fiscal year, we did not include funds for it in
this year's budget.
There is a critical need for a new filing system in Human Resources, as we no longer
have the space for all the personnel files we are required to keep. There is not enough
office space to simply add another file cabinet, and passage to the Human Resources
offices is blocked when drawers are open for filing. Therefore, a new system that makes
more efficient use of our very limited space is needed. There is some work involved in
converting existing files to the new system, and we do not have the staff resources to
complete this in a timely fashion. The budget amendment includes funds to have the file
company perform this conversion for us.
City of Newport Beach
BUDGET AMENDMENT
2000 -01
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
fx] from unappropriated fund balance
EXPLANATION:
NO. BA- 007
AMOUNT: Ezs,000.00
Increase in Budgetary Fund Balance
AND X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To increase expenditure appropriations for purchase of new filing system.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Accou nt
010 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
General Fund Balance
Description
Signed:
Signed:
Signed:
Administrative Approy3l: City Manager
City Council Approval: City Clerk
Director
Amount
Debit Credit
$26,000.00
- AubnWOC
$26,000.00
Date
D e D
Date
Description
Division
Number
0320 Assistant City Manager - Human Resources
Account
Number
9000 Office Equipment
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed:
Signed:
Signed:
Administrative Approy3l: City Manager
City Council Approval: City Clerk
Director
Amount
Debit Credit
$26,000.00
- AubnWOC
$26,000.00
Date
D e D
Date