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Home My WebLink AboutMINUTES - 07241990 - 2.4� 1 I '` yam• TO; BOARD OF SUPERVISORS Contra + FROM: PHIL BATCHELOR, County Administrator and CHIEF WILLIAM F. MAXFIELD, Contra Costa Costa County Fire Protection District P� County Ou t f,-Y}� , o •� DATE: July 13, 1990 us SUBJECT: 1989-1990 SPECIAL DISTRICT AUGMENTATION FUND SUPPLEMENTAL ALLOCATION TO CONTRA COSTA COUNTY FIRE PROTECTION DISTRICT Specific Request(s) or Recommendations(s) & Background & Justification RECOMMENDATION. Authorize allocation from the 1989-1990 Special District Augmentation Fund (SDAF) to Contra Costa County Fire Protection District and related appropriation adjustment in the amount of $1,850,435 for future operating and capital expenses. REASONS FOR RECOMMENDATION/BACKGROUND: An agreement between the County and the United Professional Firefighters of Contra Costa County requires that 80% of the SDAF be allocated to the County and Independent Fire Districts. Additionally, State law requires that all but 1% of the amount deposited to the Fund be allocated each year. The distribution of that amount is subject to the discretion of the Board of Supervisors. The recommended allocation will result in the allocation of SDAF Funds in conformance with said agreement and State law. The allocation of the year end SDAF balance has the effect of inflating individual districts' beginning balances. The increased beginning balance in turn reduces the amount of SDAF needed in the new fiscal year. Thus, the practice of allocating the SDAF 'year end balance distorts budget reports with respect to the actual amount of Augmentation Funds needed. This allocation will result in an adjustment to the 1989-1990 Contra Costa County Fire Protection District budget. Allocating the entire year end balance to Contra Costa Fire rather than to all the fire districts will result in more realistic financial records regarding the amount of Augmentation Funds needed each fiscal year to balance the operating budgets of the other fire districts. In the case of Contra Costa Fire, it will still be necessary to make allowances for the year end allocation procedure when 'reviewing financial data. CONTINUED ON ATTACHMENT: X YES Signature: f X Recommendation of County Administrator Recommendation of Board Committee X Approve Other Signature(s): Action of Board on: `O Approved as Recommended X Other Vote of Supervisors: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN X Unanimous (Absent ) AND ENTERED ON THE MINUTES OF THE Ayes: Noes: BOARD OF SUPERVISORS ON DATE SHOWN. Absent: Abstain- Attested: /!�y4o cc: County Administrator Phff1 Batchelor, Clerk of County and Independent Districts the Board of Supervisors Auditor-Controller and County Administrator United Professional Firefighters / By: (�- Cy�Z.eG(l� DEPUTY 1989-1990 SDAF 2 July 13, 1990 Supplemental Allocation The amount recommended for allocation is based on the latest estimate of the Augmentation Fund balance prepared by the Auditor-Controller's Office as of July 16,. 1990. It is recommended that most of the allocation be budgeted to capital project accounts as follows: 1. Station 21 Construction Fund $220,000 Funds from this account were advanced to the Communication Center Project to partially cover the 1989-1990 costs of facility and equipment improvements required because of the Delta Regional Communications Center (DRCC) relocation to Contra Costa County Fire Protection District. The funds were advanced subject to the agreement that the money would be reimbursed at year end. 2. Communication Center Project 1990-1991 Cost: $1,357,560 The capital funding plan for the remodel, expansion and equipping of the Contra Costa County Fire Protection District Communications Center included an allocation of $1,037,000 from the capital portion of the 1990-1991 fire district share of the Special District Augmentation Fund (SDAF) . The District has requested that this funding be allocated from the 1989-1990 year end fund balance and be carried forward into the 1990-1991 budget to assure that funds are available when needed. This action will have the effect of reducing the amount of money available in 1990-1991 for operating expense. This funding proposal is recommended with the understanding that the 1990-1991 operations portion of the fire district share of SDAF will be reimbursed from the capital portion of SDAF. Current estimates indicate that the project is underfunded by $320,560, primarily in the areas of computer equipment and certain construction related items. It is recommended that this amount be funded with the same reimbursement requirement as discussed above. Most of the cost increase relates to the computer and related equipment. The original complement of equipment approved for funding did not take into account certain enhancements and options that are available to improve the operation of the communication function. Some of the equipment items in the current proposal were not in existence when the original equipment package was developed. Major areas of cost increases are the computer, system printers and the cost of installation, supplies, bonding, shipping and sales tax. The original proposal had limited redundancy, no call taker workstations, slower reaction time during multiple dispatch situations and no large screen monitors. The proposed operating system is better suited for multi-dispatch position facilities. The computer operates on a distributive processing system with local area networking, which provides for faster reaction time during multiple incidents. The new proposal provides two call taker workstations to increase call handling capacity during high call volume periods such as wildland fire season or major disasters. The new system provides full redundancy in that each dispatch position can operate inderendently. The large screen monitors are used to display all active and pending incidents and to view several fire district areas at one time. The original proposal provided for new printers and related equipment. The current upgraded proposal provides the capability to supervise the printers located in the fire stations served by the dispatch system. The supervision feature allows for monitoring printers and telephone lines to assure that the station printers are operating correctly. If a station printer has problems, the system aids in instructing station personnel to correct the problem. This capability is an important factor in determining insurance ratings. The equipment will also result in reduced telephone charges. The original cost estimate did not include the cost of installation, supplies, bonding, shipping or sales tax. The revised proposal has been reviewed by the Data Processing Services division of the County Administrator's Office. The Data Processing Director believes that the proposal to upgrade the equipment is reasonable and is a good move from the standpoint of providing a more functional system using state of the art features. ''( f AUDITOR TR Y CONTRA COSTA COUNTY y FINAL APPROVAL NEEDED BY: APPROPRIATION ADJUSTMENT )- Kn TQC 27 ljf�J BOARD- OF SUPERVISORS E] COUNTY ADMINISTRATOR AccouxT CODING BUDGET UNIT: Contra Costa County Fire Protection District ORGANIZATION EXPENDITURE SUB-ACCOUNT EXPENDITURE ACCOUNT DESCRIPTION CECREASE INCREASE 7100 2479 Other Special Departmental Expense loo 272,8751(- Oo 7100 4821 Construct Station 21 Consolidated 220,000;00 7026 2100 Office Expense 1 10000 I 7026 2110 Camrunications 1 5,000.00 7026 2131 Minor Equipment I 5,000.100 1 I 7026 2270 Maintenance-Equipment I 11500.100 7026 2276 Mtce Radio-Electronic Equipment 1 5,500.'00 7026 4721 CFD Replace Com;Tauiications Center HVAC I 565.100 7026 4733 CFD Upgrade Camiunications Center I 582,00000 I 7026 4955 Radio & Communications Equipment I 757,895 00 7100 6301 Reserve for Contingencies 492,875100 I 7100 6301 Appropriable New Revenue j 492,87500 7026 6301 Reserve for Contingencies 1,357,560 00 ti 7026 6301 Appropriable New Revenue I 1,357,560.100 I 1 I I I I I I I I I I I I 1 TOTALS I I 1,850,435600 3,700,870.00 �. P ED EXPLANATION OF REQUEST AUDITOR, Ro O Per Board of Supervisors action on 7-24-90 regarding ey: Dat 1989.-90 fiscal yearend SDAF allocation to: Co'UNT A7DN RATO 1. Restore 220,000 to Station 21 construction account. 1 2. Provide 1,357,560 for Communications Center expansion/ By: upgrading project. BOARD OF SUPER ORS YES: Supervisors Powers, Fandan, Schroder.MoPeak,Torlakson No: rZL0yL,2., PtiB Batdielor, Clerk of the Board df � Chief of SluRerviso,szr,.dCcuriyk macstraW Admin. Svcs. 8-1-90 r� SIGNATURE TITLE -/ DATE By: p Dote �ZT� APPROPRIATION APO ADJ. JOURNAL NO. (M 129 Rev 2/86) SEE INSTRUCTIONS ON REVERSE SIDE CONTRA COSTA COUNTY ESTIMATED REVENUE ADJUSTMENT T/C 24 ACCOUNT CODING BUDGET UNIT: Contra Costa County Fire Protection District ORGANIZATION REVENUE ACCOUNT REVENUE DESCRIPTION INCREASE <DECREASE> 1001 100 I � I 7100 9015 Property Tax - Special District Aucgnentation 492,875.()0 I I 7026 9015 Property Tax —Special District Augmentation 1,357,560.b0 I I I 1 I I I I r I 1 I 1 I I � I I I � I I I I I I I I I I I I I I I � I TOTALS 1,850,435.00 AP ROVED EXPLANATION OF REQUEST 4UDITOR, OL � ,v per Board of Supervisors action on 7-24-90 regarding 1989-90 By: Lt"""" D e fiscal year end SDAF allocation to: i COUNTY A N RAT 1. Restore 220,000 to Station 21 construction account. !G/q 2. Provide 1,357,560 for Cammmications Center expansion/ aY: upgrading project. BOARD OF SUPE ISORS YES: Supervisors Powers,Fanderk Broder,MoPeak,Torlakson NO: � � , ;'�osc e . Chief of �L•2 Nit J.WdfSIGNATURE Admin. Svcs. 8-1-90 �1�' dWor, Gert of the %aM TITLE DATE /SSuiter'.'ii:,i,::,ardCuLiiiyii?imri traW By: v ' `?�` 1—� Date T L� PG REVENUE Aa. R A00 JOURNAL NO. (M 8134 Rev. 2/86)