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12. Internal Service Funds 2018 Prelim BudgetINTERNAL SERVICE FUNDS Page Fund Dept 1-3 6010 Central Garage $ 492,563 4-6 6030 Information Technology $ 654,397 Total Internal Service Funds $ 1,146,960 CENTRAL GARAGE ACCOUNT # 6010-410 PURPOSE OF THIS DEPARTMENT: Why does this department exist? The Central Garage provides an internal customer service response for the proper maintenance and service of the city's fleet of vehicles and equipment. DEPARTMENT PERSONNEL: (3 FTE) 1 Mechanic Supervisor 2 Mechanics GOALS OF THIS DEPARTMENT: What are the departmental goals that support the purpose? 1. Provide cost effective and efficient operation for fleet maintenance services. INTENDED OUTCOMES FROM BUDGET EXPENDITURES The FYI Central Garage budget represent a plan to increase services for the internal repair and maintenance operations of the municipal fleet. Mechanics continue to utilize scanning programs, and knowledge obtained in training courses to perform internal services, preventive maintenance, and repairs. CENTRAL GARAGE FUND: 6010 PROJECTED REVENUE AND FUND SUMMARY BEGINNING CASH 10100 CASH: operating Total Cash (beginning of year) REVENUES 342050 Fees for Services 364030 Misc. 371010 Investment Earnings Total Available EXPENSES Personal Services M&O Capital Outlay Total Expense ENDING CASH Operating cash available estimated proposed ACTUAL BUDGET ACTUAL BUDGET FY15/16 FY16/17 FY16/17 FY17/18 $25,197 $56,146 $56,146 $92,868 $25,197 $56,146 $56,146 $92,868 $464,491 $454 $288 $510,000 $0 $200 $510,000 $0 $600 $495,000 $0 $200 $490,430 $566,346 $566,746 $588,068 $196,118 $238,166 $0 $212,878 $264,942 $26,000 $212,878 $240,000 $21,000 $216,071 $266,492 $10,000 $434,284 $503,820 $473,878 $492,563 $56,146 $62,526 $92,868 $95,505 CENTRAL GARAGE FUND: 6010-410-431330 EXPENDITURE DETAIL Personal Services: FTE'S 110 Salaries and Payroll Costs 121 Overtime 153 Health Insurance 155 Retirement Subtotal Maintenance & Operations: 210 Office Supplies, Computers & Software 229 Equipment (Non Capital);Safety Equip, other Supplies 230 Oil 231 Gas 232 Motor Vehicle Parts 233 Tires 238 Filters 241 Consumable Tools, Books 341 Electricity 344 Natural Gas 354 Contract Services -Repairs 362 Equipment Maint., Radios, Building Maint. 373 Dues & Training 388 Medical Services 510 Insurance 528 Information Tech. Transfer Subtotal Capital Outlay 921 4 Post Service Lift 944 Machinery & Equipment Total ACTUAL FY14/15 ACTUAL I FY15/16 BUDGET FY16/17 proposed BUDGET FY17/18 3 3 3 3 $156,351 $150,416 $160,046 $162,760 $2,061 $1,634 $2,500 $2,500 $25,784 $33,336 $38,827 $38,931 $11,018 $10,732 $11,505 $11,880 $195,214 $196,118 $212,878 $216,071 $7,335 $11,488 $10,000 $10,000 $5,881 $12,310 $12,700 $10,700 $21,882 $14,947 $25,000 $25,000 $977 $2,525 $3,000 $2,500 $105,304 $112,940 $108,000 $112,000 $35,891 $37,978 $38,000 $41,000 $5,766 $8,080 $7,700 $8,500 $984 $601 $2,000 $2,000 $1,667 $1,656 $1,950 $1,950 $4,813 $3,241 $7,000 $6,000 $26,695 $16,076 $30,000 $26,000 $1,093 $1,827 $2,000 $2,000 $5,193 $3,511 $6,200 $6,200 $50 $100 $300 $300 $2,347 $2,511 $2,750 $4,000 $5,716 $8,375 $8,342 $8,342 $231,594 $238,166 $264,942 $266,492 $0 $0 $26,000 $0 $42.364 $0 $0 $10,000 $42.364 $0 $26,000 $10,000 $46U72 $434,284 $503,820 $492.563 2 CENTRAL GARAGE FUND: 6010-410-431330 FY 2018 BUDGET HIGHLIGHTS Line Item Detail: CENTRAL GARAGE 210 Office/Computers & Software - $12,000 This line item covers costs to meet the computer replacement schedule, annual software needs, and includes funds to upgrade cabling, switches. and fiber for the network at the City shops. 232 Motor Vehicle Parts - $112,000 Reduced contract services $4,000 and increased motor vehicle parts $4,000 since we are doing more repairs in-house. 233 Tires - $41,000 Increase is due to an anticipated increase of 70/c to 8% in tire costs in the next year and to meet replacement needs. 373 Dues & Training - $6,200 It is necessary to travel out of state for specialized training for the City's fire apparatus. large construction equipment, sweepers, and vac -trucks. Capital Outlay 944 Diagnostic Tool Kit - $I000 This diagnostic tool scans for codes, clears codes, and bidirectional control of modules. Includes troubleshooting, testing and repair information for our medium/heavy duty trucks. In the last year we've incurred out of house costs to have codes cleared, towing to problem, Kalispell. Spokane.. and Missoula shops diagnostics and repairs. This tool will give Mechanics tool to make the repair in-house and clear the code. 3 INFORMATION TECHNOLOGY ACCOUNT # 6030 PURPOSE OF THIS DEPARTMENT: Why does this department exist? Information technology provides technology systems to City staff for their respective provision of services to the City of Kalispell. Additionally, the IT department provides a means to distribute public information through IT services such as the City website, broadcast of public meetings, email and the electronic document repository. DEPARTMENT PERSONNEL: 1 Information Technology Director; 1 Information Technology Support Specialist; .55 Media Specialist GOALS OF THIS DEPARTMENT: What are the departmental goals that support the purpose? 1. Maintain computer systems for the provision of municipal services 2. Maintain external communication systems for the dissemination of information to the public. INTENDED OUTCOMES FROM BUDGET EXPENDITURES: The server environment will utilize technology to increase server availablity and reduce recovery time during server failure. Replace computers based on a 4 year replacement schedule. Repurpose the old computers for other staff using new hard drives and a fresh operating system build. Deploy 65 computers, servers and tablets from a combination of new and repurposed equipment. Continue the effort to increase the newtork traffic connections between downtown City offices with switch upgrades and reuse the existing newtork cabling. INFORMATION TECHNOLOGY FUND FUND: 6030-403-4105 80;4105 85 PROJECTED REVENUE AND FUND SUMMARY BEGINNING CASH 10100 CASH: Operating 10120 Cash, Replacement account REVENUES 393000 Charge for service -other Funds 335230 Entitlement (General Fund share) 341027 Charter Franchise Fees (moved from General) 371010 Interest 364030 Misc./ sale Total Revenue Total Available EXPENDITURES Data Processing Equipment Equipment from Replacement $ Depreciation/Replacement reserve Total expenses add back depreciation cash ENDING CASH 10100 CASH: Operating 10120 Cash, Replacement account Total Cash estimated proposed ACTUAL BUDGET ACTUAL BUDGET FY15/16 FY16/17 FY16/17 FY17/18 $ 127,546 $ 167,018 $ 167,018 $ 146,936 $ 14,112 $ 4,112 $ 4,112 $ 9,112 $ 141,658 $ 171,130 $ 171,130 $ 156,048 $ 232,404 $ 235,655 $ 235,655 $ 235,655 $ 155,000 $ 205,000 $ 205,000 $ 205,000 $ 173,833 $ 175,000 $ 173,000 $ 173,000 $ 950 $ 1,000 $ 1,200 $ 1,100 36 $ - $ 63 $ - 562,223 $ 616,655 $ 614,918 $ 614,755 $ 703,881 $ 787,785 $ 786,048 $ 770,803 $ 438,114 $ 517,039 $ 500,000 $ 520,168 $ 79,637 $ 145,824 $ 130,000 $ 129,230 $ 15,000 $ - $ - $ - $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 537,751 $ 667,863 $ 635,000 $ 654,397 $ 5,000 $ 5,000 $ 5,000 5 5,000 $ 167,018 $ 115,810 $ 146,936 $ 107,294 $ 4,112 $ 9,112 $ 9,112 $ 14,112 $ 171,130 $ 124,922 $ 156,048 $ 121,406 4 INFORMATION TECHNOLOGY FUND FLTND: 6030-403-410580;4105 85 EXPENDITURE DETAIL 401-410580 Personal Services: FTE's 110 Salaries & payroll costs 121 Overtime 153 Health 155 Retirement Subtotal 403-410580 Maint. & operations: 215 Office Supplies, Ship & Recycle 218 Equipment -(non capital) 325 Website & Social Media 345 Telephones - Cellular 346 SummitNet & Internet Service Providers 353 LaserFiche maintenance contract 354 Contracted Labor 355 Software & Licenses 356 Support/Maintenance Contracts 357 AV Capture All Meeting Streaming 358 Hosted Office 365 E-mail & Email Services 373 Training/school/memberships 510 Insurance 403-410583 218 TV -Video Equipment & programming 354 TV -Video Contract Services 403-410585 Copiers, Fax, Office machines, Phones 229 Supplies (leased equip, supplies, paper, etc.) 345 Phone - Centrex 532 Copier Leases (5) Subtotal proposed ACTUAL ACTUAL BUDGET BUDGET FY14/15 FY15/16 FY16/17 FY17/18 $ $ $ $ 2.18 138,857 - 30,078 10,527 $ $ $ $ 2.55 159,647 138 40,879 12,312 $ $ $ $ 2.55 167,379 1,000 44,317 12,653 $ $ $ $ 2.55 171,350 1,000 44,701 13,115 $ 179,462 $ 212,976 $ 225,350 $ 230,168 $ 2,310 $ 1,413 $ 2,400 $ 2,400 $ 15,764 $ 18,624 $ 18,963 $ 24,000 $ 2,853 $ 2,891 $ 16,000 $ 15,700 $ 2,366 $ 1,369 $ 2,500 $ 2,550 $ 4,963 $ 5,332 $ 8,468 $ 14,000 $ 4,749 $ 3,432 $ 3,500 $ 3,500 $ 22,380 $ 35,798 $ 8,860 $ 5,000 $ 17,789 $ 14,706 $ 21,110 $ 18,850 $ - $ 1,860 $ 47,550 $ 44,000 $ 7,200 $ 7,800 $ 6,690 $ 5,000 $ 7,949 $ 6,853 $ 21,235 $ 20,622 $ 1,581 $ 3,518 $ 8,000 $ 8,000 $ 1,817 $ 1,706 $ 1,778 $ 3,000 $ 542 $ 12,465 $ 12,900 $ 13,300 $ 2,550 $ 1,250 $ - $ - $ 13,146 $ 12,679 $ 19,552 $ 19,490 $ 65,721 $ 75,961 $ 76,000 $ 78,000 $ 18,564 $ 17,481 $ 16,182 $ 12,588 $ 192,244 $ 225,138 $ 291,688 $ 290,000 5 INFORMATION TECHNOLOGY FUND FUND: 6030-403-410580;410585 EXPENDITURE DETAIL proposed ACTUAL ACTUAL BUDGET BUDGET FY14/15 FY15/16 FY16/17 FY17/18 405-410588 Equipment: DEPT. 940 Network Equipment Capital $ 12,244 $ - $ 49,200 $ 22,200 403-410585 942 Servers -capital $ 34,475 $ 36,862 $ 23,500 $ 33,000 4xx410588 218 Police Dept. (413) $ 22,522 $ 26,608 $ 28,360 $ 37,760 354 Police - Hosted server (413) $ - $ 269 $ 2,000 $ 1,200 218 Park's Dept. (436) $ 4,375 $ 1,944 $ 5,165 $ 4,885 218 Public Works (410) $ 1,737 $ 2,175 $ 2,175 $ 5,381 218 Attorneys (404) $ - $ 4,251 $ 4,964 $ 4,100 218 Fire Department (416) $ 5,145 $ 9,389 $ 16,752 $ 8,164 218 MGR/1-IR/Mayor/Clerk/Finance-3 (401) $ 62 $ 4,186 $ 500 $ 6,100 218 Community Economic & Development (480) $ 808 $ 2,233 $ 2,155 $ 2,315 218 Planning & Zoning (420) $ - $ 6,720 $ 11,053 $ 41125 Subtotal $ 81,368 $ 94,637 $ 145,824 $ 129,230 403-510400 831 Depreciation / Replacement reserve $ 5,000 $ 5,000 $ 5,000 $ 5,000 Total $ 458,074 $ 537,753 $ 667,862 $ 654,397 6