TO: Mayor and City Council
THROUGH: Keith Stahley, City Manager
FROM: Josh Eggleston, Chief Financial Officer
SUBJECT:
title
Transfer of appropriations within the City’s Fiscal Year (FY) 2024 Budget to fund Facilities Services and Utility portions of the Cityworks work order software and the expense of the November 2023 Special Election.
Ward(s): All Wards
Councilor(s): All Councilors
Neighborhood(s): All Neighborhoods
Result Area(s): Good Governance; Safe, Reliable and Efficient Infrastructure.
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SUMMARY:
summary
A transfer from General Fund contingency in the amount of $66,000 is needed to fund the Facilities Services portion of the Cityworks work order software. Additionally, a $314,970 transfer from the Utility Fund material and services budget is needed for this same software. This software will be used by several work groups including Public Works and Facilities to automate and manage work orders as well as track and maintain assets and inventory. Additionally, a contingency transfer in the General Fund is needed in the amount of $188,260 to pay for the expense of the recent special election.
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ISSUE:
Shall City Council adopt Resolution No. 2024-8 authorizing a transfer of appropriations within the City’s FY 2024 budget for unanticipated changes related to the Cityworks implementation and the Special Election?
RECOMMENDATION:
recommendation
Adopt Resolution No. 2024-8 authorizing a transfer of appropriations within the City’s FY 2024 budget for unanticipated changes related to the Cityworks implementation and the Special Election.
body
FACTS AND FINDINGS:
FROM: General Fund, Non Departmental, Contingencies, 101-60961000-61100, $66,000
TO: General Fund, Non Departmental, Transfers to other funds, 101-60961000-62110, $66,000
ADD: Capital Improvements Fund, Information Systems IT, Interfund transfers-Gen fund money, 255-60909959-39105, $66,000
ADD: Capital Improvements Fund, Information Systems IT, Computer software & licenses, 255-60909959-52830, $66,000
FROM: General Fund, Non Departmental, Contingencies, 101-60961000-61100, $188,260
TO: General Fund, Non Departmental, Legal / Court Services, 101-60961000-52650, $188,260
FROM: Utility Fund, PW Project Management, Computer software & licenses, 310-58211000-52830, $314,970
TO: Utility Fund, PW Project Management, Transfers to other funds, 310-58211000-62110, $314,970
ADD: Capital Improvements Fund, Information Systems IT, Interfund transfers-Rate money, 255-60909959-39102, $314,970
ADD: Capital Improvements Fund, Information Systems IT, Computer software & licenses, 255-60909959-52830, $314,970
The current software system used by Facilities Services, MaintStar, is outdated and has been unsupported. Replacement of the software was required. The opportunity for Facilities to move to Cityworks was identified to help consolidate software systems operated and managed by the City while still meeting business needs. This determination occurred after development of the FY 2024 budget. The FY 2024 budget included funds in the Engineering Division of the Utility Fund for a construction project management software called eBuilder that integrates with Cityworks. Integration of the project management software will allow for less time and upkeep on various systems. These actions move the budget authority for the Cityworks projects to the Construction Fund.
Additionally, this action would move budget authority from the General Fund contingency to pay for the invoices received by the City from Polk and Marion counties to pay for the expense of the Special Election on the payroll tax held in November 2023. Staff recently received these invoices from the counties but did not budget for this expense during the FY 2024 budget since the cost was unknown at the time.
BACKGROUND:
During the fall of 2023, Public Works, Parks, and Enterprise Services staff began work to replace an asset management and work order system. During the implementation process, an opportunity to consolidate and replace an outdated system in Facilities was discovered.
Also, during the fall of 2023, Salem residents referred the proposed Salem Payroll Tax to voters. This expense is required to be paid for by the City.
Kelli Blechschmidt
Management Analyst II
Attachments:
1. Resolution No. 2024-8