Proposed Resolution No. R26-181- Approval of the FY2026 Purchase Order (PO) Rollover Process for Open Capital and CIP Purchase Orders into FY2027. Based on Tentative Balances to be Trued-Up Following the October 16, 2026, Payment Cutoff.
Staff recommends approval of Proposed Resolution No. R26-181.
The Finance Department requests the City Commission's approval of the FY2026 Purchase Order (PO) Rollover process for open capital and CIP Purchase Orders.
The PO rollover has historically been tied to the year-end budget amendment, which is not finalized until mid-to-late November, delaying payments and change orders on affected Purchase Orders. To reduce this delay, staff requests early approval based on the tentative open capital PO balances below, identified as of the September 18, 2026 check run:
Fund Name Estimated Amount to Roll
001 General Fund $277,733.42
103 Traffic Fund $124,362.07
105 Grants Fund $955,248.76
302 CIP Fund $6,289,843.75
303 Surtax Fund $1,675,099.17
401 Utilities Fund $1,345,974.76
403 Utilities CIP Fund $31,235,014.77
404 Utilities Cap Exp Fund $4,171,027.12
411 Golf Course Fund $85,324.35
412 Golf CIP Fund $13,638.80
431 Sanitation Fund $72,880.00
501 Fleet Management Fund $3,493,694.67
522 Risk Management Fund $160,923.19
632 BB Mausoleum Fund $11,907.00
691 Trust Fund $5,334.00
Total $49,918,005.83
These figures are tentative and expected to decrease, as payments continue through October 16, 2026, the FY2026 payment cutoff. Following the cutoff, staff will true up the final amounts and submit the finalized totals as part of the FY2027 budget amendment during the first or second Commission meeting in November 2026. This approach allows early approval of the PO rollover while preserving the integrity of the year-end closeout process.
Approving the PO rollover process on an earlier, tentative basis will allow capital and CIP projects to continue without disruption to payments or change orders and will not delay ongoing City programs or services. There is no change to the scope of previously approved capital projects; this action only addresses the timing of the year-end PO rollover.
There is no new fiscal impact associated with this action. The amounts presented are the tentative balances of previously appropriated, open capital and CIP Purchase Orders as of the September 18, 2026 check run. These balances will be trued-up following the October 16, 2026 payment cutoff, and the finalized totals will be presented to the Commission as part of the FY2027 budget amendment process.