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City Manager 334 Front Street Ketchikan, AK.. 99901 Phone (907) 228-5603 Fax (907) 225-5075
TRANSMITTAL MEMORANDUM TO:
The Honorable Mayor and City Council
FROM:
Karl R. Amylon , City Manager
DATE:
November 21 , 2016
RE:
Authorizing Budget Transfers - Fire Department Overtime Report for the Quarter Ended September 30, 2016
By report dated November 2, 2016, my office submitted to the City Council the quarterly overtime report for General Government and KPU for the period ending September 30, 2016. As the Fire Department had incurred overtime costs in excess of 85% of its original appropriation, I instructed the Fire Chief to prepare the requisite plan regarding how additional overtime costs would be addressed through the end of the year. A copy of Chief Hoage's report is attached for City Counci l review. Since the Fire Chief has proposed budget transfers of $52,500 from various accounts within the Fire Department's 2016 Budget, authorization from the City Council is required. Chief Hoage will be attending the City Council meeting of December 1, 2016, in order to address any questions and/or concerns that Council members may have. A motion has been prepared for City Council consideration . RECOMMENDATION It is recommended that the City Council adopt the motion authorizing budget transfers of $52,500 from and to various accounts within the 2016 Fire Department Operating and Capital Budget as detailed in the Fire Chief's memorandum dated November 21 , 2016 for the purpose of funding unanticipated overtime costs through the end of 2016. Recommended Motion: I move the City Council authorize budget transfers of $52,500 from and to various accounts within the 2016 Fire Department Operating and Capital Budget as detailed in the Fire Chief's memorandum dated November 21, 2016 for the purpose of funding unanticipated overtime costs through the end of 2016.
AGENDA -12/01/16- GGNB1
KETCHIKAN FIRE DEPARTMENT Integrity, Professionalism, Respect, Compassion, Teamwork, and Innovation 70 Bawden Street Ketchikan, Alaska 99901 Phone (907) 225-9616- Fax (907) 225-9613 Fire Chief Abner Hoage e-mail: [email protected]
Memorandum Karl Amylon, City Manager
TO:
Robert Newell, Finance Dire~o J
0
~
FROM:
Abner Hoage, Fire Chief
DATE:
November 21 , 2016
SUBJECT:
2016 Fire Department Overtime Budget Update
As you are aware the Fire Department was at or above the 85% budget threshold at the end of the third quarter of 2016. Fire Department overtime although split into several different payroll codes primarily falls into one of four categories: 1. Emergency Overtime - to provide emergency response service when more personnel are needed or for simultaneous responses. 2. Minimum Staffing Overtime -to maintain adequate on duty staffing at all times. 3. Contract/Legal Overtime - holiday pay, FLSA premium. 4. Other Overtime- to attend additional training, meetings, work on special programs, etc. Year to date the Fire Department has worked 5974.70 hours of overtime as indicated in the chart to the right. The increase is primarily due to an increase in hours for minimum staffing due primarily to two reasons :
2016 Hrs YTD by Reason Other,
Emergency _ Response,
731.95 , 12%
1,456.5 , 24%
1. Employees have taken more sick leave this year than last, and 2. We were unable to fill all of the time needed to cover Paramedic Program students' admin leave with temporary hires.
Contract/ Legal,
2,383.50, 40%
-
Minimum Staffing,
1,402.75, 24%
Both of these resulted in extra "Callshifts" in order to maintain minimum staffmg of 4 firefighters on duty at all times.
After completing a detailed review of actual and anticipated overtime use for the department I do expect account 101-1210-110-501.01 will be over budget prior to the end of the year. However after consulting with the Finance Department I anticipate being able to cover this overage by moving funds from other department accounts to that account. The attached budget transfer form is expected to cover the anticipated overages.
Page 1 of 1
CITY of KETCHIKAN Budget Transfer Request
2016 TO:
General Accounting Finance Department
DATE:
FROM: ~F~iffi~----------------------------From Account Number
To Account Number
11/21/2016
Amount (Omit Cents)
enter a project # If applicable
A
101-1210-100-502.01 101-1210-100-525.03 101-121 0-1 00-600.02 101-1210-100-650.02 101-1210-110-502.01 1o1-1210-110 sa4.~ 101-1210-110-600.01 101-1210-110-600.03
5:35'. ol{-
101-1210-110-501.01 101-1210-110-501.01 101-1210-110-501.01 101-1210-110-501.01 101 -1210-110-501.01 101-1210-110-501 .01 101-1210-110-501 .01 101-1210-110-501 .01
8 ,000 14,000 1,500 5,000 12,000 5,000 2,000 5,000
Reason for Budget Transfer: A
To provide funding for the Fire Department Operation Division's estimated overtime costs.
APPROVED BY CITY COUNCIL ON: Prepared by:
Camille Nelson
Approvedby:
-----------------
A6J'UU- L ~~
Approved Dep1 :ad by:
Finance Director
Approved by : City Manager
Budget Performance Report
Ol'Y V~
Fiscal Year to Date 09/30/16 Include Rollup Account and Rollup to Account
11\etthikan
Account Account Description Fund 101 - General Fund EXPENSE Department 1130 - City Clerk 501 Personnel Services and Wages - Overtime 501.01 Personnel Services and Wages - Overtime Wages Straight/Double OT 501 - Personnel Services and Wages- Overtime Totals Department 1130- City Clerk Totals Department 1140 - City Manager 501 Personnel Services a nd Wages - Overtime 501.01 Personnel Services and Wages - Overtime WagesStraight/Double OT 501 -Personnel Services and Wages- Overtime Totals Department 1140 - City Manager Totals Department 1150- Finance 501 Personnel Services and Wages - Overtime 501.01 Personnel Services and Wages - Overtime WagesStraight/ Double OT 501 - Personnel Services and Wages- Overtime Totals Department 1150- Finance Totals Department 1160 - Information Technology Personne l Services and Wages - Overtime 501 501.01 Personnel Services and Wages - Overtime Wages straight/Double OT 501 - Personnel Services and Wages- Overtime Totals Department 1160- I nformat ion Technology Totals Department 1210 - Fire ~partment Personnel Servlees and Wages - OvePtime SOl Personnel Services and W~es • Overtime Y-{_ages 501.01 straight/Double OT 501· Persennel Services and Wages- Overtime Totals Department 1 210- Fire Department Totals Department 1 220 - Police Depa rtme nt Personnel Services and Wages - Overtime 501 Personnel Services and Wages- Overtime Wages501.01 Straight/Double OT 501 - Personnel Services a nd Wa ges - Overtime Totals Department 1220 - Police Department Totals Department 1420 - Museum Personnel Services a nd Wages - Overtime 501 Personnel Services and Wages - Overtime Wages 501.01 Straight/Double OT 501 - Personnel Services a nd Wages- Overtime Totals Department 1420- Museum Totals
Run by camille Nelson on 11/02/2016 09:15:02 AM
Budget - YTD % used/ Transactions Rec'd
Adopted Budget
Budget Amendments
Amended Budget
Current Month Transactions
YTD Encumbrances
YTD Transactions
1,500.00
.00
1,500.00
.00
.00
1,283.46
216.54
86
677.68
$1,500.00 $1,500.00
$0.00 $0.00
$1,500.00 $1,500.00
$0.00 $0.00
$0.00 $0.00
$1,283.46 $1,283.46
$216.54 $216.54
86% 86%
$677.68 $677.68
1,000.00
.00
1,000.00
.00
.00
63.81
936.19
6
.00
$1,000.00 $1,000.00
$0.00 $0.00
$1,000.00 $1,000.00
$0.00 $0.00
$0.00 $0.00
$63.81 $63.81
$936.19 $936.19
6% 6%
$0.00 $0.00
Prior Year YTD
2,000.00
10,000.00
12,000.00
133.19
.00
9,222.97
2,777.03
77
2,052.59
$2,000.00 $2,000.00
$10,000.00 $10,000.00
$12,000.00 $12,000.00
$133.19 $133.19
$0.00 $0.00
$9,222.97 $9,222.97
$2,777.03 $2,777.03
77% 77%
$2,052.59 $2,052.59
4,000.00
.00
4,000.00
.00
.00
460.11
3,539.89
12
339.44
$4,000.00 $4,000.00
$0.00 $0.00
$4,000.00 $4,000.00
$0.00 $0.00
$0.00 $0.00
$460.11 $460.11
$3,539.89 $3,539.89
12% 12%
$339.44 $339.44
194,426.00
.00
194,426.00
22,758.57
.00
177,228.48
17,197.52
91
154,936.39
$194,426.00 $194,426.00
$.0.00 $0.00
$194,426.00 $194,426.00
$22}58.57 $22,758.57
$0.00 $0.00
$177,228.48 ,_$1?7,228.48
$17,197.52 $17,197.52
91% 91%1
$154,936.39 $J54,936.39
272,500.00
.00
272,500.00
25,858.01
.00
200,175.92
72,324.08
73
201,582.13
$272,500.00 $272,500.00
$0.00 $0.00
$272,500.00 $272,500.00
$25,858.01 $25,858.01
$0.00 $0.00
$200,175.92 $200,175.92
$72,324.08 $72,324.08
73% 73%
$201,582.13 $201,582.13
1,250.00
.00
1,250.00
141.32
.00
195.70
1,054.30
16
.00
$1,250.00 $1,250.00
$0.00 $0.00
$1,250.00 $1,250.00
$141.32 $141.32
$0.00 $0.00
$195.70 $195.70
$1,054.30 $1,054.30
16% 16%
$0.00 $0.00
Page 1 of 5
City Manager 334 Front Street Ketchikan, AK.. 99901 Phone (907) 228-5603 Fax (907) 225-5075
TRANSMITTAL MEMORANDUM TO:
The Honorable Mayor and City Council
FROM:
Karl R. Amylon , City Manager
DATE:
November 21 , 2016
RE:
Authorizing Budget Transfers - Fire Department Overtime Report for the Quarter Ended September 30, 2016
By report dated November 2, 2016, my office submitted to the City Council the quarterly overtime report for General Government and KPU for the period ending September 30, 2016. As the Fire Department had incurred overtime costs in excess of 85% of its original appropriation, I instructed the Fire Chief to prepare the requisite plan regarding how additional overtime costs would be addressed through the end of the year. A copy of Chief Hoage's report is attached for City Counci l review. Since the Fire Chief has proposed budget transfers of $52,500 from various accounts within the Fire Department's 2016 Budget, authorization from the City Council is required. Chief Hoage will be attending the City Council meeting of December 1, 2016, in order to address any questions and/or concerns that Council members may have. A motion has been prepared for City Council consideration . RECOMMENDATION It is recommended that the City Council adopt the motion authorizing budget transfers of $52,500 from and to various accounts within the 2016 Fire Department Operating and Capital Budget as detailed in the Fire Chief's memorandum dated November 21 , 2016 for the purpose of funding unanticipated overtime costs through the end of 2016. Recommended Motion: I move the City Council authorize budget transfers of $52,500 from and to various accounts within the 2016 Fire Department Operating and Capital Budget as detailed in the Fire Chief's memorandum dated November 21, 2016 for the purpose of funding unanticipated overtime costs through the end of 2016.
AGENDA -12/01/16- GGNB1
KETCHIKAN FIRE DEPARTMENT Integrity, Professionalism, Respect, Compassion, Teamwork, and Innovation 70 Bawden Street Ketchikan, Alaska 99901 Phone (907) 225-9616- Fax (907) 225-9613 Fire Chief Abner Hoage e-mail: [email protected]
Memorandum Karl Amylon, City Manager
TO:
Robert Newell, Finance Dire~o J
0
~
FROM:
Abner Hoage, Fire Chief
DATE:
November 21 , 2016
SUBJECT:
2016 Fire Department Overtime Budget Update
As you are aware the Fire Department was at or above the 85% budget threshold at the end of the third quarter of 2016. Fire Department overtime although split into several different payroll codes primarily falls into one of four categories: 1. Emergency Overtime - to provide emergency response service when more personnel are needed or for simultaneous responses. 2. Minimum Staffing Overtime -to maintain adequate on duty staffing at all times. 3. Contract/Legal Overtime - holiday pay, FLSA premium. 4. Other Overtime- to attend additional training, meetings, work on special programs, etc. Year to date the Fire Department has worked 5974.70 hours of overtime as indicated in the chart to the right. The increase is primarily due to an increase in hours for minimum staffing due primarily to two reasons :
2016 Hrs YTD by Reason Other,
Emergency _ Response,
731.95 , 12%
1,456.5 , 24%
1. Employees have taken more sick leave this year than last, and 2. We were unable to fill all of the time needed to cover Paramedic Program students' admin leave with temporary hires.
Contract/ Legal,
2,383.50, 40%
-
Minimum Staffing,
1,402.75, 24%
Both of these resulted in extra "Callshifts" in order to maintain minimum staffmg of 4 firefighters on duty at all times.
After completing a detailed review of actual and anticipated overtime use for the department I do expect account 101-1210-110-501.01 will be over budget prior to the end of the year. However after consulting with the Finance Department I anticipate being able to cover this overage by moving funds from other department accounts to that account. The attached budget transfer form is expected to cover the anticipated overages.
Page 1 of 1
CITY of KETCHIKAN Budget Transfer Request
2016 TO:
General Accounting Finance Department
DATE:
FROM: ~F~iffi~----------------------------From Account Number
To Account Number
11/21/2016
Amount (Omit Cents)
enter a project # If applicable
A
101-1210-100-502.01 101-1210-100-525.03 101-121 0-1 00-600.02 101-1210-100-650.02 101-1210-110-502.01 1o1-1210-110 sa4.~ 101-1210-110-600.01 101-1210-110-600.03
5:35'. ol{-
101-1210-110-501.01 101-1210-110-501.01 101-1210-110-501.01 101-1210-110-501.01 101 -1210-110-501.01 101-1210-110-501 .01 101-1210-110-501 .01 101-1210-110-501 .01
8 ,000 14,000 1,500 5,000 12,000 5,000 2,000 5,000
Reason for Budget Transfer: A
To provide funding for the Fire Department Operation Division's estimated overtime costs.
APPROVED BY CITY COUNCIL ON: Prepared by:
Camille Nelson
Approvedby:
-----------------
A6J'UU- L ~~
Approved Dep1 :ad by:
Finance Director
Approved by : City Manager
Budget Performance Report
Ol'Y V~
Fiscal Year to Date 09/30/16 Include Rollup Account and Rollup to Account
11\etthikan
Account Account Description Fund 101 - General Fund EXPENSE Department 1130 - City Clerk 501 Personnel Services and Wages - Overtime 501.01 Personnel Services and Wages - Overtime Wages Straight/Double OT 501 - Personnel Services and Wages- Overtime Totals Department 1130- City Clerk Totals Department 1140 - City Manager 501 Personnel Services a nd Wages - Overtime 501.01 Personnel Services and Wages - Overtime WagesStraight/Double OT 501 -Personnel Services and Wages- Overtime Totals Department 1140 - City Manager Totals Department 1150- Finance 501 Personnel Services and Wages - Overtime 501.01 Personnel Services and Wages - Overtime WagesStraight/ Double OT 501 - Personnel Services and Wages- Overtime Totals Department 1150- Finance Totals Department 1160 - Information Technology Personne l Services and Wages - Overtime 501 501.01 Personnel Services and Wages - Overtime Wages straight/Double OT 501 - Personnel Services and Wages- Overtime Totals Department 1160- I nformat ion Technology Totals Department 1210 - Fire ~partment Personnel Servlees and Wages - OvePtime SOl Personnel Services and W~es • Overtime Y-{_ages 501.01 straight/Double OT 501· Persennel Services and Wages- Overtime Totals Department 1 210- Fire Department Totals Department 1 220 - Police Depa rtme nt Personnel Services and Wages - Overtime 501 Personnel Services and Wages- Overtime Wages501.01 Straight/Double OT 501 - Personnel Services a nd Wa ges - Overtime Totals Department 1220 - Police Department Totals Department 1420 - Museum Personnel Services a nd Wages - Overtime 501 Personnel Services and Wages - Overtime Wages 501.01 Straight/Double OT 501 - Personnel Services a nd Wages- Overtime Totals Department 1420- Museum Totals
Run by camille Nelson on 11/02/2016 09:15:02 AM
Budget - YTD % used/ Transactions Rec'd
Adopted Budget
Budget Amendments
Amended Budget
Current Month Transactions
YTD Encumbrances
YTD Transactions
1,500.00
.00
1,500.00
.00
.00
1,283.46
216.54
86
677.68
$1,500.00 $1,500.00
$0.00 $0.00
$1,500.00 $1,500.00
$0.00 $0.00
$0.00 $0.00
$1,283.46 $1,283.46
$216.54 $216.54
86% 86%
$677.68 $677.68
1,000.00
.00
1,000.00
.00
.00
63.81
936.19
6
.00
$1,000.00 $1,000.00
$0.00 $0.00
$1,000.00 $1,000.00
$0.00 $0.00
$0.00 $0.00
$63.81 $63.81
$936.19 $936.19
6% 6%
$0.00 $0.00
Prior Year YTD
2,000.00
10,000.00
12,000.00
133.19
.00
9,222.97
2,777.03
77
2,052.59
$2,000.00 $2,000.00
$10,000.00 $10,000.00
$12,000.00 $12,000.00
$133.19 $133.19
$0.00 $0.00
$9,222.97 $9,222.97
$2,777.03 $2,777.03
77% 77%
$2,052.59 $2,052.59
4,000.00
.00
4,000.00
.00
.00
460.11
3,539.89
12
339.44
$4,000.00 $4,000.00
$0.00 $0.00
$4,000.00 $4,000.00
$0.00 $0.00
$0.00 $0.00
$460.11 $460.11
$3,539.89 $3,539.89
12% 12%
$339.44 $339.44
194,426.00
.00
194,426.00
22,758.57
.00
177,228.48
17,197.52
91
154,936.39
$194,426.00 $194,426.00
$.0.00 $0.00
$194,426.00 $194,426.00
$22}58.57 $22,758.57
$0.00 $0.00
$177,228.48 ,_$1?7,228.48
$17,197.52 $17,197.52
91% 91%1
$154,936.39 $J54,936.39
272,500.00
.00
272,500.00
25,858.01
.00
200,175.92
72,324.08
73
201,582.13
$272,500.00 $272,500.00
$0.00 $0.00
$272,500.00 $272,500.00
$25,858.01 $25,858.01
$0.00 $0.00
$200,175.92 $200,175.92
$72,324.08 $72,324.08
73% 73%
$201,582.13 $201,582.13
1,250.00
.00
1,250.00
141.32
.00
195.70
1,054.30
16
.00
$1,250.00 $1,250.00
$0.00 $0.00
$1,250.00 $1,250.00
$141.32 $141.32
$0.00 $0.00
$195.70 $195.70
$1,054.30 $1,054.30
16% 16%
$0.00 $0.00
Page 1 of 5
