Title
Adopt a Resolution to:
Authorize the Auditor-Controller to amend the FY 2016-17 Adopted Budget to increase Appropriations and revenues by $1,066,391 for the Emergency Communications Department (EME001-001-1520-8065), funded by the recognition of restricted revenues in the amount of $1,019,112 from the Emergency Communications Reserve Fund (020-2886) and increased agency revenues of $47,279 in EME001-001-1520-8065-5445 (4/5ths vote required). (ADDED VIA ADDENDUM)
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
Adopt a Resolution to:
Authorize the Auditor-Controller to amend the FY 2016-17 Adopted Budget to increase Appropriations and revenues by $1,066,391 for the Emergency Communications Department (EME001-001-1520-8065), funded by the recognition of restricted revenues in the amount of $1,019,112 from the Emergency Communications Reserve Fund (020-2886) and increased agency revenues of $47,279 in EME001-001-1520-8065-5445 (4/5ths vote required).
SUMMARY/DISCUSSION:
The Emergency Communications Department has been in the process of updating its Computer Aided Dispatch (CAD) system beginning in February 2016. At the time of the preparation of the FY16/17 budget, the full costs of the CAD contract totaled $2,400,334. The contract was presented to the Monterey County Emergency Communications Executive Board (MCECEB) with the understanding that the contract would be paid for using secured grant funds in addition to Emergency Communications Reserve Fund monies. The Executive Board was presented with this information during its March 7, 2016 meeting during which time the FY16/17 draft budget was approved with the breakdown of the CAD costs as an attachment to the draft budget. The cost of the CAD was not included in the FY16/17 budget.
While the project is not complete, current additional unanticipated costs for software and hardware purchases for the CAD have added to the cost of the project overall by approximately $250,000. These costs are not part of the original CAD contract.
The $1,066,391 appropriation increase will be funded by the recognition of restricted revenues totaling $1,019,112 from the Emergency Communication Department Reserve Fund of which $1 million will cover the cost of the CAD project to date and $19,112 of the remaining FY13/14 NGEN Operation and Maintenance Surplus Funds currently in Fund 020 will be used to cover costs related to the project as previously approved by the Emergency Communications Users Advisory Committee.
Emergency Communications is in the process of upgrading radio dispatch consoles and audio recording capabilities as a result of the on-going implementation of the Next Generation (NGEN) public safety radio system. Unanticipated NGEN system upgrades have required upgrades to associated applications such as the audio logging system. This unanticipated cost totals $53,150 which was not budgeted into the FY16/17 budget.
Costs related to the operation and maintenance of the NGEN project requires the Emergency Communications Department to request an additional $90,000 to pay for support from the Information Technology Department (ITD) as required to meet local infrastructure requirements. This amount was not originally drawn down by ITD at the beginning of the fiscal year as ITD procedures allow, because the NGEN Operations and Maintenance agreement was still influx and had not yet been approved by either the MCECEB or the Monterey County Emergency Communications Operations Board. An estimated $400,000 in charges is anticipated for the operation and maintenance of the sites, however there is an anticipated offset of $310,00 leaving the required increase total at $90,000.
Contributing to the shortfall were NGEN Project Construction in Progress expenses resulting from contract amendments that were finalized after the submission of the draft FY16/17 budget. Payments were authorized to be charged to NGEN Operations and Maintenance revenues totaling $19,112 from Fund 020 for expenses incurred this fiscal year. Total payments already authorized totaling $337,688 were processed in a purchase order related to the project and erroneously posted to the General Fund. Payments totaling $318,576 will be modified to be correctly charged to the NGEN Project Fund 405 directly before the close of the current fiscal year.
As of Fiscal Year 13/14, Emergency Communications does not participate in the Building Use Allocation portion of COWCAP. This fiscal year, it has become necessary to investigate and correct water leaks in an exterior wall and mitigate potential mold issues. Due to the unforeseen emergent need for building maintenance, costs totaling $88,819 were not built into the FY16/17 budget.
OTHER AGENCY INVOLVEMENT:
Emergency Communications has worked with ITD to ensure that the costs associated with the operation and maintenance of the NGEN Radio System are properly represented.
The CAO/Budget Office has reviewed the report.
FINANCING:
The increase in appropriations of $1,066,391 is expected to be covered by recognition of restricted revenues of $1,019,112 from Fund 020-2886. User Agencies will be billed 70% of the remaining anticipated balance of $47,279. At the close of the Fiscal Year 16/17, Agencies will be billed to reported Actual Expenses as per the User Agency Agreement.
Calculated figures will be based on the approved Dispatch Workload Formula which considers Workload as approved via CAD production, Assessed Property Value, and Population.
Additionally, in the current year, the department will recognize an additional $845,506 in restricted revenues for funds owed to the General Fund for FY15/16 NGEN operation and maintenance expenditures as recommended in the Budget End of Year Report (BEYR) that have not been transferred. There will be an anticipated balance of $111,513.33 in Fund (020) at the close of FY16/17.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This Board Report promotes an organization that practices efficient and effective resource management and is recognized for responsiveness, strong customer orientation, accountability and transparency.
__ Economic Development
XX Administration
__ Health and Human Services
__ Infrastructure
__ Public Safety
Prepared by:
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Claudia S. Garza, Management Analyst II, Ext. 8887
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Approved by: William Harry, Emergency Communications Director, Ext. 8880
Attachments:
Resolution