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HomeMy WebLinkAboutRes2012-066 Sponsored by: Clerk CITY OF SEWARD, ALASKA RESOLUTION 2012 -066 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROPRIATING $50,000 FOR THE FUTURE PURCHASE OF A NEW RECORDING AND SOUND SYSTEM IN THE CITY COUNCIL CHAMBERS WHEREAS, the Council Chambers recording and sound system was last upgraded in the mid- 1990's and is now in desperate need of replacement both for recording and broadcasting purposes; and WHEREAS, while not required to, the City Council Meetings are televised the community, through the generous assistance provided by local cable television provider GCI and it is the intent of the City Clerk's Office to continue this courtesy to the community; and WHEREAS, the City of Seward 2010 -2011 Capital Improvement Plan included potential funds for the purpose of a new Recording and Sound System in the City Council Chambers; and WHEREAS, the City Clerk was not able to purchase this system in the 2010 -2011 budget cycle; and row WHEREAS, projects on the council approved Capital Improvement Plan are potentially funded by revenue sharing's passed on to the City of Seward through the State of Alaska, which the city did receive from the state during the 2010 -2011 budget, but which the City Council appropriated for the purpose of paying down a loan between the General Fund and the Electric Fund; and WHEREAS, the 2010 -2011 Capital Improvement Plan allocated funds in the amount of $40,000 for the purchase of a new recording and sound system and $10,000 for the replacement of a new records management software program; and WHEREAS, the City Clerk's Office was able to purchase a records management software program outright in 2008 which is believed to be a sufficient program for the city so therefore the City Clerk intended to request a re- appropriation of $50,000 for a new recording and sound system; and WHEREAS, because these funds were appropriated to pay down Electric Fund loans, the City Clerk is now requesting an appropriation from the General Fund to pay for a new recording and sound system. L.. rr. CITY OF SEWARD, ALASKA RESOLUTION 2012 -066 NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE wilt CITY OF SEWARD, ALASKA, that: Section 1: Funding in the amount of $50,000 is hereby appropriated from the General Fund reserves account no. 101 - 0000 -3050 to the 2012 Mayor and Council Equipment account no. 101 -1110 -5930 for the future purchase of a new recording and sound system. Section 2: This resolution shall take affect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska this 13 day of August, 2012. THE CITY OF SEWARD, ALASKA favor David Seaway AYES: Valdatta, Bardarson, Keil, Shafer, Terry, Seaward NOES: Casagranda ABSENT: None ABSTAIN: None ATTEST: , J ohanna '1•-y ■ ity Clerk (City Seal) , ,4 of St iv ., , 5i * •G ... p ) !E NsL • 'i I G G NE. 1 ,g •• ' ` L�•4,a iiiii etissiosiotbs Council Agenda Statement Meeting Date: August 13, 2012 ' set. To: Mayor and Council q P From: Johanna Kinney, City Clerk Agenda Item: Appropriate funding from the General Fund to the 2012 Mayor and Council Budget for the future purchase of a new recording and sound system for the City Council Chambers BACKGROUND & JUSTIFICATION: Council approved Resolution 2009 -114, which adopted the 2010/2011 Capital Improvement Plan. Within the plan for fiscal years 2010 and 2011 were projects for the purchase of a new recording and sound system for the City Council Chambers in the amount of $40,000 and the replacement of a records management software program in the amount of $10,000. Both projects are under the management of the City Clerk and both projects were amended through to the 2011 fiscal year by Resolution 2010 -125. Per Resolution 2009 -114, "there is $229,000 designated in the Calendar Year 2010 General Fund Budget to finance capital improvements, contingent on receipt of said amount from State Revenue Sharing, and there has been no specific appropriation of capital funding for the General Fund capital needs in 2011 due to the uncertainty of revenue sharing funding" Per the Agenda Statement for Resolution 2010 -125, "the capital budget plans reflect a list of needs identified for 2011. However, funding is not appropriated to meet any of these capital needs, with the exception of minor General Fund needs which will be met only ifState Revenue Sharing funding is received, and capital requirements in the Parking Enterprise Fund and Motor Pool Internal Service Fund." The City Council elected to appropriate the State Revenue Sharing funding toward pay down of the General Fund's loan with the Electric Fund, due to the cash shortfalls in that Fund. The administration recommends funding this project through the General Fund unassigned reserves (balance $3,510,601 at 12/31/11). Because the City Clerk's Office was not able to purchase a sound system in 2011, the City Clerk requests an appropriation of $50,000 to the Mayor and Council Equipment account, 101 - 1110 -5930. The Clerk is requesting $50,000 instead of the originally requested $40,000 due to concern $40,000 may not be enough and because the $10,000 dedicated to the replacement of the Clerk's records management software program is not needed at this time. INTENT: The intent of this resolution is to allow the City Clerk to purchase a recording and sound system in 2012 by appropriating funds. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): X Strategic Plan (document source here): • Page 2: "The mission of the City of Seward government is to provide quality leadership, operate efficiently, be responsive to the desires of its residents...." • Page 5: "Endeavor to provide modem communication infrastructure" 2 • Page 13: "Enhance the `Sense of Community' Among Residents of the Greater Seward Area....Make every effort to involve the entire X community in decision making process....Promote the development of local communication networks" • Page 20: "The City of Seward annual operating budget, capital improvement budgeting and Comprehensive Plan will also be developed consistent with the community vision and recommendations of the Strategic Plan." Other (list): • City Charter 5.5 and City Code 2.20.045: "(the city clerk) shall attend all meetings of the council and shall keep a record of its 3. proceedings." X • City Code 2.20.045: "(the city clerk) He shall be custodian of the city seal and the official records of the city." FISCAL NOTE: Funding for this purchase will come from the General Fund unassigned reserves, since revenue sharing funds originally anticipated as the source of funding for this project, were utilized to pay down a loan with the Electric Fund. Approved by Finance Department: t r4 ATTORNEY REVIEW: Yes No x RECOMMENDATION: City Council authorize an appropriation of $50,000 from the General Fund reserves for the purchase of a new recording and sound system for the City Council Chambers.