Title
a. Support request authorizing the Auditor-Controller to increase appropriations and revenues in the amount of $371,196 in the FY 2015-16 Adopted Budget for the Capital Projects, Fund 402-3000-8174-RMA014, to be used towards the Jail Security Improvements Project, financed by an increase in revenues as an operating transfer in from 001-1050-8038-CAO017;
b. Support request authorizing the Auditor-Controller to increase appropriations and revenue (operating transfer in) in the amount of $371,196 in the CAO’s FY 2015-16 Adopted Budget for Other Financing Uses, Fund 001-1050-8038-CAO017, where the financing source is the audited estimated unassigned fund balance from the FY2014-15 CAFR;
c. Support request to transfer out $371,196 from Other Financing Uses, 001-1050-8038-7614-CAO017 to be received as an operating transfer in within Capital Projects, 402-3000-8174-5940-RMA014.
Report
RECOMMENDATION:
It is recommended that the Budget Committee support the request to:
a. Increase in appropriations and revenues in the amount of $371,196 in the FY 2015-16 Adopted Budget for the Capital Projects, Fund 402-3000-8174-RMA014, to be used towards the Jail Security Improvements Project, financed by an increase in revenues as an operating transfer in from 001-1050-8038-CAO017;
b. Increase in the appropriations and revenue (operating transfer in) in the amount of $371,196 in the CAO’s FY 2015-16 Adopted Budget for Other Financing Uses, Fund 001-1050-8038-CAO017, where the financing source is the audited estimated unassigned fund balance from the FY2014-15 CAFR;
c. Support request to transfer out $371,196 from Other Financing Uses, 001-1050-8038-7614-CAO017 to be received as an operating transfer in within Capital Projects, 402-3000-8174-5940-RMA014.
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 are separate and apart from the others. Currently, there are four areas in the facility 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 Pod (8 cameras). Moreover, there are 67 outdated analog cameras throughout the facility. 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 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 is $4,864,260. The FY 2015-16 Adopted Budget for the Capital Projects Fund 402 included $700,000 in appropriations towards this project however the Project Manager anticipates spending $1,071,196 before June 30, 2016. Therefore, staff is requesting an increase in appropriations and revenues of $371,196 in Fund 402. The FY 2016-17 Recommended Budget for the Capital Projects Fund 402 includes the remaining funds needed to complete this project in the amount of $3,793,260.
On March 8, 2016 the Board of Supervisor’s received the Monterey County Financial Forecast for the current year and three forecast years which included approving the transfer of $5,623,624 from the audit estimated FY 2014-15 year-end unassigned fund balance to a new assignment for critical needs to cover costs associated with non-recurring needs. Staff is requesting the use of $371,196 of the audited estimated unassigned fund balance as the financing source for all but $700,000 towards this project.
As the audited estimated FY 2014-15 year-end fund balance of $5,623,624 resides in a balance sheet assignment, the CAO’s office must initiate the transfer of these funds through their accounting structure. Since the requested fund transfer of $371,196 was not included in the FY 2015-16 Adopted Budget for Other Financing Uses, Unit 8038, an increase in appropriations and revenues is required to make these funds available to be transferred to the Capital Projects Fund 402.
OTHER AGENCY INVOLVEMENT:
The RMA worked with the CAO’s office in identifying the funds to finance this project.
FINANCING:
There is an impact to the general fund assignment as a result of this action. The recommended actions would reduce the audited unassigned fund balance from the FY 2014-15 CAFR. As the requested funds of $371,196 reside in a balance sheet assignment, an increase in appropriations and revenues in the CAO’s Other Financing Uses Fund 001-1050-8038 CAO017 is required in order to transfer these funds to the RMA’s Capital Project Fund 402-3000-8174-RMA014. The above recommended actions will require a 4/5th vote.
Prepared by: Shawne E. Ellerbee, Finance Manager, Ext. 4794;
Approved by: Carl P. Holm, AICP, Director, RMA