HomeMy WebLinkAbout18 - Records Management and scanning budget amendmentCITY OF
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C9C /Fp0.N`P City Council Staff Report
Agenda Item No. 18
September 13, 2011
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Community Development Department
Kim Brandt, Director
949 - 644 -3226, kbrandt @newportbeachca.gov
PREPARED BY: Terresa Moritz, Administrative Analyst
APPROVED: D.
TITLE: Budget Amendment to Increase Expenditure Appropriation from a
Deposit Account
ABSTRACT:
Community Development staff requests approval of a budget amendment to appropriate
revenue and an expenditure associated with the Professional Services Agreements for
scanning and indexing of archived documents. This Budget Amendment is due to the
need of the department and the public to have better access to public records.
RECOMMENDATION:
Approve a Budget Amendment transferring funds from the Records Management -
Building deposit account to Building revenue and increasing Building expenditure
appropriations in the amount of $139,560.36.
FUNDING REQUIREMENTS:
The Budget Amendment records and appropriates $139,560.36 from the Records
Management - Building deposit account, 010 -2263, to the Building- Revenue, N.O.C.
account, 2900 -5870, for increased expenditure appropriations. The expenditure
appropriations will be posted to the Building -Plan Check / Permits, Professional &
Technical Services expenditure account, 2930 -8080.
DISCUSSION:
Community Development collects a fee mandated per Section 19850 of the California
Health & Safety Code. The fee is based on a per page charge for each permit issued for
the scanning and indexing of all plans and documents related to permit issuance
(including plan check). Currently, the only means of accessing some of the archived
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Budget Amendment to Increase Expenditure Appropriation from a Deposit Account
September 13, 2011
Page 2
documents is old paper files and microfiche. Community Development went through a
Request for Proposals (RFP) process to select vendors for the needed services and
therefore need to transfer funds from the Records Management - Building deposit
account so that encumbrances can be issued.
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).
Prepared by:
Attachments: A. Budget Amendment
Submitted by:
Kim Brandt, AICP ()
Community Development Director
2
City of Newport Beach NO. BA- 12BA -005
BUDGET AMENDMENT
2011 -12 AMOUNT: $139,560.36
EFFECT ON BUDGETARY FUND BALANCE:
X Increase Revenue Estimates Increase in Budgetary Fund Balance
Increase Expenditure Appropriations AND Decrease in Budgetary Fund Balance
Transfer Budget Appropriations PX No effect on Budgetary Fund Balance
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:
To increase revenue estimates and expenditure appropriations for scanning and indexing of archived documents
for the Community Development Department. Funds are coming from the Records Management - Building Deposit Account.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE Amount
Fund Account Description Debit Credit
REVENUE ESTIMATES (360 1)
Fund /Division Account
Description
2900 5870
Building - Revenue, N.O.C.
$139,560.36
EXPENDITURE APPROPRIATIONS (3603)
Description
Division
Number 2930
Building -Plan Check /Permits
Account
Number 8080
Services - Professional & Technical NOC
$139,560.36
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
' Automatic System Entry.
Signed:
0
FinanciatApproval: Administrativ
Di ctor
Date
Signed:
n ° k(-,-)A
N
I-
Administrative Approval:
City MNAager
Date
Signed:
City Council Approval: City
Clerk
Date