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Home My WebLink AboutDonations from Huntington Beach Council on Aging for Senior Dept.ID CS 13-003 Page 1 of 2 Meeting Date:4/15/2013 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 4/15/2013 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Janeen Laudenback, Interim Director of Community Services SUBJECT: Approve Donations from Huntington Beach Council on Aging (HBCOA)for Senior Transportation and Meals to the Home Programs Statement of Issue: Donations over $50,000 from a single source within the same fiscal year need City Council appropriation approval. A total of up to $97,500 in donations are anticipated from the Huntington Beach Council on Aging (HBCOA) through the balance of the 2012/13 fiscal year and, therefore, need approval for appropriation. Financial Impact: Donations will be appropriated to the proper expenditure account within the City's Donation Fund 103. Recommended Action: Authorize the Director of Finance to accept and appropriate up to $97,500 in donations anticipated to be received from the Huntington Beach Council on Aging through the balance of FY 2012/13. Alternative Action(s): Do not approve the appropriation of up to $97,500 and direct staff accordingly. Analysis: At the February 19, 2013, City Council meeting, Resolution No. 2013-08 was approved authorizing the City Manager and/or Director of Finance to amend the adopted budget as needed to accept and appropriate certain grant funding donations. As part of the approval process, donations of over $50,000 from a single source within a single budget year now require City Council approval. The HBCOA works together with community partnerships to enhance the dignity and quality of life of Huntington Beach Senior Citizens. One of its committed partners is Hoag Memorial Hospital Presbyterian, Department of Community Health Programs, who regularly supports the City's Senior Transportation and Meals to the Home programs. It is anticipated that up to $97,500 in funds will be donated from the HBCOA through the balance of FY 2012/13. Anticipated donations include $75,000 for Senior Transportation, $17,500 for Meals to the Home, and up to $5,000 for miscellaneous programs in support of Senior Services. Environmental Status: Not Applicable Item 4. - 1 HB -114- Dept. ID CS 13-003 Page 2 of 2 Meeting Date:4/15/2013 Strategic Plan Goal: Improve long-term financial sustainability Attachment(s): 1. February 19, 2013 Approved City Council Action, including Resolution No. 2013-08. HB -115- Item 4. - 2 ATTACHMENT # 1 ,tema _ 3 HB , , Dept.ID FN 13-001-Page 1 of 2 Meeting Date:2/19/2013 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 2/19/2013 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Lori Ann Farrell, Director of Finance SUBJECT: Adopt Resolution No. 2013-08 authorizing Fiscal Year 2012-2013 Budget Appropriation Amendments for Grants Statement of Issue: The City receives various grants and donations throughout the fiscal year for an array of services and supplies. Departments have expressed an interest in receiving appropriation authority to expend funds received throughout the fiscal year (instead of at year-end) in order to maintain better reconciled budgets. Financial Impact: City Departments receiving non-matching grants and donations would receive budget appropriations commensurate with revenues received or a Notice of Grant Award on a routine basis throughout the year without being required to wait until the year-end reconciliation process as is currently the practice. There will be no direct costs to the City as grants and donations received under this authorization would not obligate the City for future funding. Recommended Action: Adopt Resolution No. 2013-08, "A Resolution of the City Council of the City of Huntington Beach Authorizing the City Manager and/or Finance Director to Amend the Adopted Budget, As Needed, to Accept and Appropriate Certain Grant Funding Donations." Alternative Action(s): Do not authorize the City Manager and/or Finance Director to amend the Adopted Budget as recommended and direct staff accordingly. Analysis: Throughout the year, the City is awarded grants and receives donations for specific services. For example, the Library may receive $25,000 towards the purchase of books and supplies. When funds are donated or a grant is awarded, it is often the norm that the funds will need to be expended within a specific timeframe after they are received. This action would allow the City Manager and/or Finance Director to increase the budget by a commensurate amount of revenue or grant award received immediately upon receipt of the funds, or shortly thereafter. Departments would be required to provide the Finance Director with documentation, such as a receipt for donations received or an award letter from the grantor. Once reviewed and approved by the City Manager or Finance Director, the budget appropriation to expend the funds would be established. This would expedite budget appropriations available for expenditures for amounts less than $50,000, received or awarded by a single source throughout the year. This action would limit budget appropriation increases to a threshold limit of$50,000 per source or grantor. Donations or HB -117_ Item 4. - 4 X-L" -1L1- - ---- - Dept.ID FN 13-001-Page 2 of 2 Meeting Date:2/19/2013 grant awards with a matching requirement, or exceeding $50,000 from a single source or grantor, would still require City Council approval. The recommended action is consistent with current City Council practice for certain grants received by the Fire Department. The same restrictions currently in place for the Fire Department's grants are recommended; in that these funds do not require matching City funds. This action will significantly reduce administrative paperwork and thereby expedite the appropriation of funds received for earmarked City services and supplies. Environmental Status: N/A Strategic Plan Goal: Improve long-term financial sustainability Attachment(s): 1. Resolution No. 2013-08, "A Resolution of the City Council of the City of Huntington Beach Authorizing the City Manager and/or Finance Director to Amend the Adopted Budget, As Needed, to Accept and Appropriate Certain Grant Funding Donations." Item 4. - 5 HB -118- RESOLUTION NO. 2013-08 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH AUTHORIZING THE CITY MANAGER AND/OR FINANCE DIRECTOR TO AMEND THE ADOPTED BUDGET,AS NEEDED, TO ACCEPT AND APPROPRIATE CERTAIN GRANT FUNDING DONATIONS. WHEREAS, the City Council of the City of Huntington Beach desires to designate and authorize certain classifications in City service to act as the City's agents for purposes of receiving and expending non-matching grant awards and donations. NOW,THEREFORE,the City Council of the City of Huntington Beach does hereby resolve as follows: 1. That the Finance Director and/or City Manager is hereby authorized to amend the adopted budget, as necessary, to accept and appropriate grant funding resulting from grant awards related to non-matching grants and donation funding on behalf of the City of Huntington Beach. 2. That the City Council of the City of Huntington Beach hereby authorizes its agents to provide the federal or state agency providing the eligible grant or donation the assurances and agreements required for all matters pertaining to any such grant or donation,. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the /9+4'day of F�CA2c-L , 2012. Mayor RE AND APPROVED: INITIATED AND APPROVED: V : , — 4�1 O&VI,41r C' ager Director of Finance APPR VED AS TO FORM: aC' Attorney ✓ 000-rf? 12-3587/88151 HB -119- Item 4. - 6 Res. No. 2013-08 STATE OF CALIFORNIA COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, JOAN L. FLYNN the duly elected, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of at least a majority of all the members of said City Council at a Regular meeting thereof held on February 19, 2013 by the following vote: AYES: Sullivan, Hardy, Harper, Boardman ,Carchio, Shaw, Katapodis NOES: None ABSENT: None ABSTAIN: None City Clerk and ex-officio Clerk of the City Council of the City of Huntington Beach, California Item 4. - 7 xB -120-