Title
a. Authorize Auditor-Controller to increase appropriations in the amount of $752,970 in the FY 2016-17Adopted Budget for the Capital Projects Fund, 402-3000-8468-RMA014, where the financing source is uncommitted fund balance, 402-3101 (4/5th vote required);
b. Authorize Auditor-Controller to increase appropriations and revenues in the CAO’s Other Financing Uses, Fund 001-1050-8038-CAO017 in the amount of $3,793,260 in the FY 2016-17 Adopted Budget, where the financing source is the General Fund Capital Assignment fund balance, 001-3065 (4/5th vote required); and
c. Authorize Auditor-Controller to transfer $3,793,260 from the CAO’s Fund 001-1050-8038-CAO017 to the Capital Projects Fund, 402-3000-8468-RMA014 (4/5th vote required).
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize Auditor-Controller to increase appropriations in the amount of $752,970 in the FY 2016-17Adopted Budget for the Capital Projects Fund, 402-3000-8468-RMA014, where the financing source is uncommitted fund balance, 402-3101 (4/5th vote required);
b. Authorize Auditor-Controller to increase appropriations and revenues in the CAO’s Other Financing Uses, Fund 001-1050-8038-CAO017 in the amount of $3,793,260 in the FY 2016-17 Adopted Budget, where the financing source is the General Fund Capital Assignment fund balance, 001-3065 (4/5th vote required); and
c. Authorize Auditor-Controller to transfer $3,793,260 from the CAO’s Fund 001-1050-8038-CAO017 to the Capital Projects Fund, 402-3000-8468-RMA014 (4/5th vote required).
SUMMARY/DISCUSSION:
The County Jail complex consists of a rehabilitation facility, women’s facility, main jail, and
Reception Center. Each of these areas has its own closed circuit television (CCTV) monitoring system which is separate and apart from the others. Currently, there are four (4) areas within the complex that have video recording capability using antiquated Digital Video Recorders (DVR’s): Reception Center (6 cameras); B-Wing (3 cameras); Men’s exercise yard (3 cameras); and E and F Pods (8 cameras). Moreover, there are 67 outdated analog cameras throughout the complex. These cameras have poor picture quality and resolution and are in dire need of an upgrade.
As a result of a 2014 site survey/needs assessment, it was determined that it would require approximately 140 new cameras to make the Jail a safer environment for all personnel assigned and the inmates detained in each of the aforementioned facilities. Additionally, a Safety/Security review of the Monterey County Jail complex indentified significant problems with current security and surveillance cameras. Assessments completed in 2015 and 2016 provide recommendations for specific improvements relating to video surveillance, suicide prevention and accessibility.
The estimated project cost for replacing the outdated, non-operational camera surveillance system currently installed at the County Jail complex is $4,864,260. The FY 2015-16 Modified Adopted Budget for the Capital Projects Fund 402 included $1,071,196 towards this project. The actual expenditures incurred in FY 2015-16 were $318,226 and the remaining expenditures of $752,970 will carry over into the current FY 2016-17. RMA is requesting an increase in appropriations for Fund 402 for the $752,970 to be carried over into FY 2016-17, which was not included in the current adopted budget. Since funds of $1,071,196 already reside within Fund 402, as part of the available fund balance for FY 2016-17, there is no need to request an increase in revenues commensurate with the request to increase appropriations.
The FY 2016-17 Adopted Budget for the Capital Projects Fund 402 included the appropriations and revenue needed to complete the project in the amount of $3,793,260. However, the FY 2016-17 Adopted General Fund Other Financing Uses Budget inadvertently omitted the necessary appropriations and revenues needed to transfer the balance of the project funds in the amount of $3,793,260 to the Capital Projects Fund 402. As such, the recommended action will increase appropriations and corresponding revenues to enable the transfer of funds in the amount of $3,793,260 from the General Fund Capital Assignment fund balance account 001-3065 to the CAO’s Other Financing Uses Unit 8038 and then a transfer of said funds from Other Financing Uses Unit 8038 to the Capital Projects Fund 402.
As a result of a recent litigation settlement, an increase in project scope has been added for Jail Security Improvements to include a door locking control system that will be integrated with the newly upgraded camera system. The estimated increased cost for the additional scope is $3,044,621, of which it is anticipated that cost savings from the current project funding would be used to offset the increased cost of the added scope. These costs were not included in the FY 216-17 Adopted Budget. While the current project has yet to be completed, substantial completion is estimated to occur at the end of January 2017. It is anticipated that at least $800,000 would be available from the original project funding to be used towards the added scope of the door locking control system. However, an estimated $2,244,621 remains unfunded. Staff will continue to work with project stakeholders to identify options for financing the unfunded portion of the project.
OTHER AGENCY INVOLVEMENT:
RMA worked in collaboration with the CAO’s Budget Office and County Counsel in preparing this report.
FINANCING:
The above actions would increase appropriations for project work that had been planned in FY 2015-16 on the Jail Security Improvement project that carried over into FY 2016-17. The project work financing source would be available fund balance in the Capital Projects Fund, Fund 402 as well as provide for the financing source budgeted for and Approved in the FY 2016-17 Adopted Budget within the Capital Projects Fund, 402 in the amount of $3,793,260. In addition, the RMA will work with the CAO’s Budget Office to apply any cost savings from the initial Jail Security Improvement project budget of $4,864,260 towards the added scope of installing the door locking control system. However, an estimated $2,244,621 remains unfunded. Staff will continue to work with project stakeholders to identify options for financing the unfunded portion of the project.
Prepared by: Shawne E. Ellerbee, Deputy Director of Administrative Services, (831) 755-4794
Approved by: Carl P. Holm, AICP, RMA Director