Board approves three transfers: FOIA software, fuel shortfall and interim parks electrical work

The Board of Estimate and Taxation approved three operating transfers on Sept. 15 covering a city clerk software subscription, a fuel shortfall in Public Works and a temporary reallocation in Parks and Recreation.

The City Clerk "It's working very well," said Irene, describing the FOIA tracking platform. She told the Board the city switched to software that funnels and logs all Freedom of Information Act requests through the clerk's office, which reduced missed requests and the city’s exposure to fines. The Board approved a $13,000 annual licensing fee to keep the FOIA tracking system in place; staff said they will include the line item in the FY27 budget to avoid future mid‑year transfers.

Public Works asked the Board to retroactively approve an FY25 fuel payment processed when the financial system (Munis) was shut down in mid‑August. Staff explained the unexpected shortfall resulted largely from switching police fleet vehicles from Ford Explorers to Chevrolet Tahoes, which staff said consume more fuel. The staff member explained the city buys fuel under long‑term contracts that produce a rate more favorable than retail, and staff plan to include a fuel‑use adjustment in the FY27 budget. The Board noted that the shortfall is a FY25 expense and that additional conversations on recurring costs will occur during the budget cycle.

Parks and Recreation requested reallocation of $47,000 originally budgeted as a full‑time electrician salary to operating supplies to pay outside electrical contractors while the department continues to recruit a permanent hire. Staff said the temporary measure covers work such as facility wiring and repairs until a competitive candidate is retained.

All three transfers were moved and carried in a single vote. Board members asked staff to include recurring cost estimates — including fully loaded salary and benefit figures for proposed hires — in future requests so the full fiscal impact is clear. Staff said the benefits line is tracked separately from wages but that full‑cost estimates can be provided in future materials.

Details: FOIA tracking annual fee — $13,000; Parks and Recreation reallocation — $47,000 moved from salary to operating supplies; Public Works fuel shortage — FY25 expense processed retroactively, staff to include adjustments in FY27 budget.