Submitted By: Holly Lang
presenter
Presentation By: Tye Chighizola
end
Department: Growth Management
STAFF RECOMMENDATION (Motion Ready):
title
Adopt Budget Resolution 2023-139 amending the fiscal year 2022-2023 budget to appropriate funds from the reserve building fund for related expenses in the amount of $57,012
end
OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, Fiscally Sustainable
PROOF OF PUBLICATION:
N/A
body
BACKGROUND: Over the past five years the city has been migrating its land management software from Trakit to GovSense. All the modules have been implemented except permitting. The city needs to extend its agreement with Trakit for another six months from June 1, 2023, to November 30, 2023, until the final permitting module of GovSense is fully implemented. The cost for the extension is $23,512.
In addition, the city has been utilizing building services provided by MT Causley, LLC since 2021 as part of a piggyback agreement between the City of Dunnellon and MT Causley. Effective January 1, 2023, the City of Dunnellon amended its agreement to include an increase in hourly rates. The increased hourly rate requires an additional $33,500 to cover the cost through the end of this fiscal year.
FINDINGS AND CONCLUSIONS: Extending the contract until the end of November 2023, is necessary to continue to serve our permitting customers. The city must continue to operate Trakit until the GovSense permitting module is operational.
The city is currently using an MT Causley, LLC employee to fill our Chief Building Official position until a permanent hire is made. After the Chief Building Official position is filled, the Building Division will continue to utilize MT Causley’s services for building inspection until vacant Building Inspector positions can be filled. Since the piggybacked Dunnellon contract hourly rates increased, the city must match the increase. Additional funding is necessary to cover the increased hourly rates.
FISCAL IMPACT: The building fund has an estimated balance of $3,520,673. The $23,512 to extend Trakit for six months until the end of November 2023, is in account 001-016-061-524-52-52045. The $33,500 to pay MT Causley, LLC for building services is in account 001-016-061-524-52-34010.
PROCUREMENT REVIEW: N/A
LEGAL REVIEW: This resolution will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Adopt with changes
• Table
• Deny
BUDGET RESOLUTION 2023-139
A RESOLUTION AMENDING THE FISCAL YEAR 2022-2023 BUDGET TO APPROPRIATE FUNDS FROM THE RESERVE BUILDING FUND FOR RELATED EXPENSES IN THE AMOUNT OF $57,012
WHEREAS, on March 25, 2003, the city entered into an agreement with CRW Systems (now Superion) for the installation of a land management software system known as Trakit; and
WHEREAS, after many upgrades to Trakit, the city began researching other land management software with more flexibility, hosting capabilities, and innovation of processes; and
WHEREAS, the city entered into a five-year agreement with GovSense and Oracle/NetSuite for a new land management software; and
WHEREAS, the city has continued to use Trakit while the various GovSense modules have been implemented; and
WHEREAS, the city needs to extend its contract with Trakit for another 6 months from June 1, 2023, through November 30, 2023, while the final GovSense module is implemented; and
WHEREAS, the cost for the extension, which is $23,512, will be paid by the building fund; and
WHEREAS, on April 6, 2021, the City and MT Causley, LLC entered into a cooperative purchasing agreement for the provision of building inspection and plan review services to “piggyback” the Dunnellon Agreement; and
WHEREAS, on January 1, 2023, the agreement between the City of Dunnellon and MT Causley, LLC was amended to increase the hourly rates; and
WHEREAS, the city must, therefore, amend its agreement with MT Causley to match the new pricing; and
WHEREAS, an additional $33,500 is needed to cover the increased hourly rate through the end of this fiscal year; and
WHEREAS, these are appropriate expenses for the building fund.
NOW, THEREFORE BIT IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF OCALA, FLORIDA, duly assembled in regular session, that the FY23 budget be amended as outlined below to appropriate funding as follows:
Source:
001-099-999-513-81-99170 Building’s Reserve for Fund Balance ($57,012)
Use:
001-016-061-524-52-52045 Building’s Internet Software Subscription $23,512
001-016-061-524-52-34010 Building’s Other Services $33,500
ATTEST: CITY OF OCALA
By: By:
Angel B. Jacobs James P. Hilty Sr.
City Clerk President, Ocala City Council
Approved as to form and legality:
By: _________________________________
William E. Sexton
City Attorney
Reviewed for accounting accuracy & completeness:
By: _________________________________
Peter A. Lee
City Manager