TO: Board of Supervisors
FROM: Jon Gjestvang, Chief Information Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Services Analyst II
SUBJECT: Budget Amendment for Information Technology Services
RECOMMENDATION
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Requesting approval of Budget Amendments for Information Technology Services in multiple subdivisions, totaling $455,000 for services, supplies, utilities, and payroll through the end of the fiscal year. (Fiscal Impact $455,000 Expense, Information Technology Services (ITS) Fund; Not budgeted, Discretionary)
[4/5 vote required]
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BACKGROUND
The Information Technology Services Budget shows that expenditures will exceed approved appropriations by the end of the fiscal year.
The ITS Admin subdivision requires a budget amendment to increase appropriations in Salaries and Wages by $150,000 for payroll due to an addition of one new FTE who was hired at an above minimum rate due to unique experience in the subject field; and, an increase in appropriations in Memberships/Certifications by $75,000 for an unexpected charge in membership services which provides access to database, research and blueprints for technology related items and implementation; and, an increase in appropriations in Other Professional Services by $25,000 to pay for additional public streaming services related to Board of Supervisors meetings, offset by an increase of $250,000 in Interest; and
The ITS Infrastructure and Operations subdivision requires a budget adjustment to increase appropriations in Salaries and Wage by $100,000, for payroll due to the reclassification of two full time equivalent positions, increases in insurance premiums, and increases in extra help staff hours and overtime through the end of the fiscal year, offset by use of available ITS Fund Balance of $100,000; and
The ITS Records Management subdivision requires a budget adjustment to increase appropriations in Consulting Services by $20,000 to pay for services related to the Records Center move, which was located in a leased building and that lease expires June 30, 2024; and, an increase in appropriations in Freight/Postage by $45,000 to pay for costs incurred due to increases seen from the United States Postal Service; volume increases in certified/return mail receipts; volume increase in library books by mail services; and, mail center impacts from the Election, offset by use of available ITS fund balance of $65,000; and
The ITS Communications - Radio subdivision requires a budget adjustment to increase appropriations in Maintenance B&I - Public Works Charges by $10,000 to pay for services performed by Public Works maintenance and custodial through the end of the fiscal year, which increased due to the COLA; and, an increase in appropriations in Utilities- Electric by $30,000 to pay for costs incurred due to increases seen from PG&E at various communication tower locations, offset by use of available ITS fund balance of $40,000.
The requested amendments will cover final estimated payroll accruals and services for fiscal year 2023-2024.
Requested Action is to approve the following Budget Adjustments:
1. ITS Admin subdivision (42000-00): increase appropriations in Salaries and Wages (51100) by $150,000; Memberships/Certifications (53120) by $75,000; Other Professional Services (52490) by $25,000; offset by an Increase of $250,000 in Interest (45100); and
2. ITS Infrastructure and Operations subdivision (42000-02): increase appropriations in Salaries and Wages (51100) by $100,000, offset by use of available ITS fund balance $100,000; and
3. ITS Records Management subdivision (42000-11): increase appropriations in Consulting Services (52310) by $20,000; Freight/Postage (53110) by $45,000, offset by use of available ITS fund balance of $65,000; and
4. ITS Communications - Radio subdivision (42000-13): increase appropriations Maintenance B&I - Public Works Charges (52510) by $10,000; Utilities- Electric (53205) by $30,000, offset by use of available ITS fund balance of $40,000.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The increase in appropriations is necessary to cover unforeseen expenses and payroll through the end of the fiscal year. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
There is no known future fiscal impact. |
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Consequences if not approved: |
If not approved, there will not be enough budget to cover remaining payroll or services for FY23-24. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: This proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore, CEQA is not applicable.