File #: 13-0723    Name: ITD Printing & Graphics Increase in Appropriations FY 2012-13
Type: General Agenda Item Status: Passed
File created: 6/26/2013 In control: Board of Supervisors
On agenda: 7/9/2013 Final action: 7/9/2013
Title: Authorize the Auditor-Controller to increase Fiscal Year 2012-13 appropriations totaling $250,000 for the Information Technology Department 001-1930-8138, Printing & Graphics Appropriation Unit INF003 funded by General Fund Unassigned Fund Balance (Fund 001-3101) to cover expenses in the Information Technology Department budget. (4/5th Vote Required). (ADDED VIA ADDENDUM)
Attachments: 1. Completed Board Order
Related files: A 15-083
Title
Authorize the Auditor-Controller to increase Fiscal Year 2012-13 appropriations totaling $250,000 for the Information Technology Department 001-1930-8138, Printing & Graphics Appropriation Unit INF003 funded by General Fund Unassigned Fund Balance (Fund 001-3101) to cover expenses in the Information Technology Department budget.  (4/5th Vote Required). (ADDED VIA ADDENDUM)
 
Body
RECOMMENDATIONS:
It is recommended that the Board of Supervisors:
Authorize the Auditor-Controller to increase Fiscal Year 2012-13 appropriations totaling $250,000 for the Information Technology Department 001-1930-8138, Printing & Graphics Appropriation Unit INF003 funded by General Fund Unassigned Fund Balance (Fund 001-3101) to cover expenses in the Information Technology Department budget.  (4/5th Vote Required).
 
SUMMARY/DISCUSSION:
The Information Technology Department (ITD) has been actively transitioning the services provided by the Printing and Graphics Division to outside vendors for FY 2012-13 in preparation of phasing out the service division.  Due to the overhead costs, coupled with the reduction in revenue during the transition, there is a shortfall of appropriations for this unit.  This action is required to properly account for and close all transactions associated with FY 2012-13.  
 
OTHER AGENCY INVOLVEMENT:
The Auditor-Controller's Office and the County Budget Analyst have reviewed this recommendation.    
 
FINANCING:
The transfer of $250,000 is needed to cover the cost of phasing out the Printing and Graphics Division which has an impact on the General Fund.  The recommended fund transfer is due to a shortfall of revenue.  The funds will be sourced through an Information Technology Department Designation Account that is being created for $834,133.  The designation represents FY 2011-12 surpluses assigned to allow time to determine why overcharges occurred, the amount each department was overcharged, and a solution for mitigating the overcharges.  The recommended designation will reduce the assigned balance to $584,133.
 
Prepared by: Kathy Wells, Finance Manager, 796-1490
 
Approved by:  
 
Dianah Neff, Director of Information Technology
Dated:  June 28, 2013