MEETING DATE: 3/8/2022
DEPARTMENT: COUNTY ADMINISTRATION OFFICE
DEPT HEAD/DIRECTOR: Ray Espinosa
AGENDA ITEM PREPARER: Gabriel Orozco
SBC DEPT FILE NUMBER: 865
SUBJECT:
COUNTY ADMINISTRATION OFFICE - R.ESPINOSA
Approve Transfer from the County Contingency Funds to the Agricultural Extension division, Grand Jury division and the Clerk of the Board division for a combined amount of $36,978.00 (4/5 Vote Required).
SBC FILE NUMBER: 865
AGENDA SECTION:
CONSENT AGENDA
BACKGROUND/SUMMARY:
The County Administration Office is requesting that the Board of Supervisors approve the transfer of $36,978.00 from the County's Contingency Fund.
Through the normal budget process the County budgeted $1,000,000.00 in the contingency fund for Fiscal Year (FY) 2021-2022 for any potential shortfalls or emergency projects and programs and we have not utilized any of these funds. Presently the need has arisen in three division to require minor transfer from the contingency fund. The three divisions requiring a transfer are the Agricultural Extension, Grand Jury and the Clerk of the Board.
The Agricultural Extension is requesting a transfer of $2,903.00 to cover the cost of setting up a phone system in their office. It was brought up to the attention of the County administration Office that the Agricultural Extension office had telecommunication issues in their facility and had no telephone services for a couple of weeks. The Agricultural Extension currently used their existing funds to cover the costs of the phone system, but will run out of funds before the end of the Fiscal Year, therefore the request is to approve the transfer of $2,903.00 from the Contingency Fund to the Agricultural Extension Division.
The Grand Jury is requiring a transfer of $10,000.00 to continue to have funds available for the remainder of the fiscal year. Due to the impacts of COVID-19 the San Benito County Grand Jury had a run of inconsistent years and as such utilization of their budget was minimal. In the current fiscal year, the Grand Jury is back up to running at the levels of the pre-pandemic years. In order to accommodate for a new hybrid meeting environment some new teleconference technology was purchased and this along with full member participation will be spending down the Grand Jury budget before the end of the fiscal year. That is why Grand Jury is requesting a transfer of $10,000.00 to allow for the division to have funds to finish out the year.
The Clerk of the Board is requiring a transfer of $24,075.00 to cover the cost of Document Scanning services from the prior fiscal years. The County Administration Office was informed of an outstanding invoice to a vendor for document scanning services from prior fiscal years. Through careful audit and review it was determined that the costs belong solely and directly to the Clerk of the Board division. This unanticipated expense will push the Clerk of the Board to run out of the budgeted funds before the end of the fiscal year. Therefore the Clerk of the Board is requesting a Transfer for the County Contingency Fund of $24,075.00 to cover the cost of the invoice for the scanning services.
In summary the transfers from the Contingency Fund are as follows:
- Agricultural Extension - $2,903.00 - Services and Supplies Communication
- Grand Jury - $10,000.00 - Services and Supplies Training
- Clerk of the Board - $24,075.00 - Services and Supplies Computer Maintenance
Total amount requesting for a transfer out of the Contingency Fund is $36,978.00.
RESOLUTION OR ORDINANCE NEEDED FOR THIS ITEM:
N/A
CONTRACT NEEDED FOR THIS ITEM:
N/A
CONTRACT AND RFP HISTORY:
N/A
LAST CONTRACT AMOUNT OR N/A:
N/A
STATE IF THIS IS A NEW CONTRACT/ HOW MANY PAST AMENDED CONTRACTS/ OR N/A:
N/A
STRATEGIC PLAN GOALS:
BUDGETED:
No
Budget Adjustment Needed: Yes
Unfunded Mandate (Is this a mandate not funded by the State): N/A