CITY COUNCIL AGENDA ITEM
Memo Date: January 8, 2020
Agenda Date: January 22, 2020
Prepared By: Lea Malarae, Senior Fiscal Analyst
Through: Rebecca Bowman, MBA, CGFO, CGFM, Finance Director
Requested Action:
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Approve a Resolution Amending the FY2020 Budget through the use of General Fund Contingency, to cover expenses not previously budgeted for Purchase Order Template Adjustments, Arbitrage Calculation Services and Accounting & Auditing Services, BAF # 20-023-T1, T2 and T3.
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BACKGROUND:
Superion (Central Square) is the City's software company. Staff utilizes the software to print bills for miscellaneous accounts receivable and to print purchase orders. Due to the desire to print purchase orders (POs) fully utilizing the City's software and the need to modify the miscellaneous accounts receivable bill, staff obtained quotes and contracted with Superion to make the necessary changes to the software.
1. PO 75129 (Requisition 39147) for PO template modification for a total of $5,680.00, which the expense was split 50% / 50% between the General Fund and Water/Sewer Fund in FY19. Upon further review, it was determined that the general ledger account coding was incorrect. The reclassification of the cost for this serv ices has necessitated a budget amendment because the reclassification has caused the corrected general ledger account to be over budget. Additional budget is required in the General Fund's Contract Services Account (34-00) to cover the costs. (BAF # 20-023-T1)
2. Purchase Requisition 39939, for MR invoice printing is in process for a total expense of $1,760.00, charged to the Contract Services account (34-00). A BAF was requested and processed to move budget from the Other Charges & Obligations Account (49-00) to Contract Services Account (34-00). Account (49-00) is now negative $1,865. Addition budget is required to move budget from the Contingency account to cover the deficiency in account and 49-00. (BAF # 20-023-T1)
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