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October 28, 2014 Background: • Virginia State Code Section 22.1-100 states that all unspent appropriations lapse at the end of the fiscal year. • As part of its adopted budget ordinance, City Council requires that unspent appropriations must be re-appropriated by Council before spending. • Encumbrances do not constitute expenditures and therefore must be re- appropriated in order to carry the budget into the following fiscal year. Discussion: • In general, the City closes out all encumbrances at the end of each fiscal year and the associated funding lapses. • There are a few encumbrances that do need to be carried over from FY 2013-14 to FY 2014-15, for projects that were already underway but had not been completed by the end of the fiscal year. These projects total $230,347 and include the diversity study, and furniture/improvements for both the Public Utilities relocation and Bide-A-Wee. • The Portsmouth Public Schools has identified $2,367,617 in outstanding encumbrances at June 30, for items ordered before the end of June but not received until July 1 or later. Financial Impact: • The appropriation will increase the funding in both the Fiscal Year 2014 -2015 City General Fund and Public Utilities Fund, and the Portsmouth Public Schools Operating Budget. Recommended Action: • Adoption of an ordinance to re-appropriate $230,347 in City encumbrances and $2,367,617 in School encumbrances. Vision Principles: Quality of Life and Lifelong Learning Community. Next Steps Following Council Action: • Finance will complete the necessary budget adjustments. Motion by Ms. Randall, and seconded by Mr. Meeks, to adopt the following ordnance, and was adopted by the following vote: "ORDINANCE REAPPROPRIATING THE SUMS OF $121,542 IN THE FY 2014-15 GENERAL FUND, $108,805 IN THE FY 2014-15 PUBLIC UTILITIES FUND, AND $2,367,617 IN THE FY 2014-15 EDUCATION FUND IN OUTSTANDING ENCUMBRANCES REMAINING IN CITY AND PORTSMOUTH PUBLIC SCHOOLS FY 2013-14 OPERATING FUNDS ON JUNE 30, 2014." Ayes: Cherry, Edmonds, Meeks, Moody, Psimas, Randall, Wright Nays: None 14 - 414 -Adoption of an ordinance accepting a Virginia Litter and Recycling Grant from the Virginia Department of Environmental Quality in the amount of $16,243 and appropriating said funds in the FY 2014-15 Grants Fund to promote litter prevention, recycling efforts, and stormwater and waste management programs. Vision Principles: Neighborhoods and a Sense of Community and Quality of Life. Background: • The stormwater and Waste Management Divisions applied for and received a Virginia Litter and Recycling Grant from the Virginia Department of Environmental Quality. • This grant is for ongoing education and public outreach efforts in the community to help keep the City of Portsmouth clean and to protect the environment. • Education and public outreach is a significant component of our stormwater management and waste management programs and is one of the required activities of our Virginia stormwater Management Program Permit that regulates how the City of Portsmouth operates its stormwater program.