HomeMy WebLinkAboutStaff Report 4.A 11/4/2013 Agenda/Item'#4.A
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DATE: November 4, 2013
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: William Mushallo, Finance Director
SUBJECT: FirsvQuarter Budget Update and Introduction (First Reading) of Ordinances
Amending Ordinances 2457, 2458, 2459, 2466, and 2461 N.C.S. to Change Certain
Appropriations for-the Operations for the City of Petaluma from July 1, 2013 to
June30, 2014
RECOMMENDATION
It is recommended that the City Council receive a brief first quarter budget update and adopt the
City Appropriations Ordinances to amend appropriations from July 1, 2013 to June 30, 2014.
BACKGROUND
The City reviews its budget on,a continual basis. The proposed 151 Quarter Budget Adjustments
are to the Adopted Budget for FY 2013-2014 approved on June3, 2013. The adjustments would
modify appropriations approved by Ordinances 2457,-2458, 2459, 2460,,and 2461 N.C.S. Section
60 of the City Charter requires an affirmative vote of 4 Council Members to approve appropriation
ordinance amendments.
DISCUSSION
During the first quarter of fiscal year 2013-14, overall General Fund revenues are trending slightly
over budgeted amounts. Saks tax revenues were up during the first quarter but we have not yet
received the analysis showing the drivers:,of the increase. Property tax revenues have not yet been
received this fiscal, year but assessed values went up more than what was anticipated in the
budget: Sonoma County'willprovide a property tax-revenue estimate for FY 2013-14 in,
December. Real property transfer tax revenue is up for the first quarter of the year and analysis is
currently being conducted to determine if one-time.factors are driving the increase. Franchise fees
and charges!-for services are coming-in at budgeted amounts. Fees related to CDD, however, are
tracking slightly higher than budget.
Overall, General Fund expenditures are at 24.7% of budget as of the end of the first quarter. This
trend can be misleading, however, since operating expenditures tend to be higher later in the fiscal
year. At mid-year, we will conduct an extensiveanalysis of all departmental budgets.
Agenda Review: / IIP, 1
City Attorney l J J( Finance Dire for City Manag
A mid-year budget update will be,presented to Council inFebruary 2014. Revenue and
expenditure projections will be updated at that time, and a revised 5 year General Fund financial
forecast will be presented. Some of the considerations at-mid-year will include:.
• FY 201314 property tax=revenue estimate from;Sonoma County
• 6 months of actual results;for all revenues
• Updated revenue forecasts for the Regency and Deer Creek centers
• 6 months of actual results for all expenditures, along with a projection for the remainder of
the fiscal year
• Updated PERS actuarial,study and the impact on future retirement costs
• Updated OPEB actuarial study
The proposed budget adjustments are for the General Fund, Special Revenue Funds, Capital
Projects Funds, Enterprise Funds, andathe Internal Services Funds for the year ending June 30,
2014. Adjustments must be made by ordinance because.they modify the appropriations
ordinances adopted pursuant to the budget. The ordinanceswill be introduced, adopted at a
subsequent meeting and take effect 30 days thereafter: The proposed changes are categorized as
follows:
Adjustments-Increases,or(decreases) in various funds to update the budget based on
current economic conditions, changes to city projects, or changes in work activity.
Transfers—Transfers from one fund to another to facilitate;reporting requirements and.
true-up fund balances.
Reserve for Encumbrances-Reserve for appropriations budgeted in the prior fiscal year
that were delayed. These transactions do not affect fund balances in the current fiscal year.
Provided below is a summary of the first quarter budget adjustments by fund type.
General Fund:
• Agreements with the Petaluma Downtown Association and Arts Council to each pay $500
a month rent for use of-,the Petaluma Railroad,Depot. Annual revenue increased by
$12;000 and corresponding rent payment appropriation increased by $12,000.
• icipated=,increase in Fire Prevention Bureau revenue, $59,900. This reflects higher
Arit -
anticipated`Fire-fees,permits, and plan check revenue.
• Increased Sales Tax revenue base, $94,400. FY 2012-13 revenue actual results came in
over budget FY 2013-14 Sales Tax revenue will beincreased by$94,400.
• Cost of Sales Tax Initiative polling to be covered by donations: Donations revenue and
polling cost expenditures will:both be increased by $22,000.
2
• Transfer from SLESF to partially offset appropriations increase in Police Dispatch
Division, $15,000. Transfers Into be increased'by $15,000.
• Correct the transfer from Transient Occupancy Tax for FY 2013-14 Economic
Development budget increase, $13,390. Increase transfers in by $13,390. This adjustment
matches'the transfer in to the actual cost of the Economic Development program, which
increased mainly due to higher benefit costs.
• Increased Fire Dept. appropriations for REDCOM dispatch services, $8,300, to reflect a
REDCOM cost increase for MDC air cards.
• Resolution 2013-127 approved increased appropriations fora Public Safety Dispatch
Supervisor position and an additional full-time Public Safety Dispatcher position and
overtime in the Police Dept.'s Communication division, by a net amount of$69,000.
Appropriations in.the.Police Department were also increased by an additional $40,000 that
transferred salary savings from the Finance Department and Recreation Division. SLESF
funds received over budget in the prior fiscal year.of$15;000, along with restoration of part
time budget to prior year levels in the amount of$54,000, fund the net increase in
appropriations. •
• Abandoned Vehicle Abatement Officer part-time position to be charged to Fund 2310,
Abandoned VehicleAbatenient, not the General Fund, ($24,619). Reduce appropriations
by $24,619. Position was.inadvertently budgeted to Police Patrol but should be redirected
to the Abandoned.Vehicle Abatement Fund where work is occurring.
• Resolution 2013-123 approved converting the part-time Fire Inspector position to a full-
time position, $59;900. This increase will be offset by higher than projected Fire
Prevention revenues.
• Release;encumbrance reserve for Professional Services budgeted in Economic
Development from FY 2012-13 by$20,000 and increase appropriations in FY 2013-14.
This amount was not spent in 2012-13, but will be spent in 2013-14.
• Release encumbrance reserve for Parking Citation Software budgeted for the Police Dept.'s
Parking Enforcement unit in FY 2012-13 by $84,000 and increase:appropriations in FY
2013-14. This amount was not spent last fiscal year. An additional•appropriation of$8,000 •
is required to cover sales tax on the purchase.
• Anticipated consultant fee for Cost allocation, Fee study and Internal Service Funds
analysis, $60,000. Increase appropriations by $60,000.
• Regional Climate ProtectionAgency payment, $13,000. Increase appropriations by
$13,000
3
Special Revenue Funds:
• Abandoned Vehicle;Abatement Officer part-time position'to be charged to Fund 2310,
Abandoned Vehicle Abatement, not-the General Fund, $24,619. Increase,appropriations by
$24,619.
• Project"c00500805, River Dredging Habitat;Restoration, suspended due to no project
activity since 2009. Additional^Storm.Drainage Impact fees.needed to cover legal expenses
and close out project, $400.
• Project c16101005, Cycle;8,State Safe Routes to Schools, was completed under-budget.
Additional Street Main tenance funds are needed to close out project as grant did not cover
all expenses, $9,800.
• Transfer from:SLESF to-partially offset increased appropriations in the Police Dept.'s
Dispatch unit,.$15,000. Increase transfers out by $15,000.
• Project el 6012010,,Bicycle Facility Program, completed under budget. Additional Street
Maintenance fundsneeded^as grant did not coverall expenses, $7,950.
• Correct the transfer from Transient Occupancy Tax for the FY 2013-14 Economic
Development:budget increase,'$13,390.
Capital Projects Funds:
• Project c00500308, Stream and,Precipitation Gauges,to be funded entirely by the SCWA
for purchase and installation of additional stream level,gauges that will be incorporated
into the regional flood alert system. Revenue and appropriations budgets increased
$77,400.
• Project c00500805, River Dredging—Habitat Restoration, suspended. Need additional
Storm.Drainage Impact fees to cover legal expenses"and'close out project, $400.
• Project c16101005, Cycle 8 State,Safe Routes to Schools, completed under-budget.
Additional Street Maintenance funds needed to close out project as grant did not cover all
expenses, $9,800.
• Project c00500505, Recycled'Water Pipeline (116=Ely);Phase,2A, suspended. Additional
Waste Water Operating funds needed for planning,expenses, $1,100.
• Projecte16012010, Bicycle Facility Program, completed under budget. Additional Street
Maintenance funds needed as grant did not cover all,expenses, $7,950.
• Project c66401107, Ellis Creek Site Access Improvements, completed under budget.
Excess Waste Water Operating funds to be returned, $47,900.
4
• Project c00100208, Airpo±vUST Removal, completed under budget.. Balance of Airport
Operating funds to be returned, $5,950.
Enterprise Funds:
• Project c66401107, Ellis:Creek.Site Access;Improvements,completed under budget.
Remaining Waste Water Operating funds to be returned, $47;900.
• Project c00100208, Airport UST.Removal, completed;under budget. Balance of Airport
Operating funds to be returned, $5,950.
• Budget correction for Waste Water Collection Systems operating supplies, $92,000,
inadvertently omitted from,budget worksheet upload into.system.
• Project c00500505,Recycled Water Pipeline (116-Ely)Phase.2A, suspended. Additional
Waste Water Operating funds needed for planning expenses, $1,100.
Internal Services Funds:
• Ambulance purchase approved by Resolution 2013-128, $150,650. Increase appropriations
by $150;650.
FINANCIAL IMPACTS
General Fund budgeted revenues'will increase by $216,690. This includes the anticipated increase
in Fire Prevention Bureau revenue of$59,900 and Sales Tax revenue of$94,400. General Fund
appropriations will increase by $227,581., This includes the addition of a Dispatch Supervisor and
a.full-time Dispatcher position to the Police Dept's Communication unit as well as the conversion
of the part-time Fire Inspector position to a:full-time position. The net financial impacts to the
General Fund associated with the recommended budget adjustments is a reduction in fund balance
of$10,891.
Special Revenue Funds:appropriations will increase by $97,159 whichiincludes the Abandoned
Vehicle Abatement:Officer position.to be charged to the Abandoned Vehicle Abatement fund,
$24,619, and appropriations for the Petaluma Visitors Center and Visitors Program to increase by
$26,000. The net<effect is a'reduction of$97,159 to fund balances.
Budgeted revenues for Capital Project funds will increase by$96,650 due primarily to the $77,400
contribution from for project c00500308. Appropriations Will increase by $131,250 due to
the,return of special revenue funds as Well as the budgeted expense for project c00500308. The
net effect is°a`reduction in the Capital Project funds' balance of$34,600
Enterprise Funds' budgeted revenues will increase by $53,850 due to the transfer of funds from
projects c66401107 and c00i00208, both completed under-budget Appropriations will increase
5
by $93,100 primarily due to.the correction of$92;000 in the Waste Water Collection System
budget. The net effect is a reduction in the fund balancesof$39;250.
Internal Service appropriations will increase, and the fund balance will decrease, by$150,650 for
the purchase of an ambulance.
ATTACHMENTS
1. FY 2013-14 1St Quarter.Budget;Adjustment Summary
2. Appropriations Ordinance Amendment, General Fund
3. Appropriations Ordinance Amendment, Special Revenue Funds
4. Appropriations OrdinanceAmendment, Capital Projects Funds
5. Appropriations Ordinance Amendment, Enterprise Funds
6. Appropriations Ordinance Amendment, Internal Service Funds.:
7. Exhibit A—Detailed FY 2013-14 1s` Quarter Budget Adjustments
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ATTACHMENT'2.
AN ORDINANCE AMENDING ORDINANCE NO. 2457 N.C.S.
TO CHANGE.GENERAL FUND APPROPRIATIONS FOR THE OPERATION OF
THE CITY OF PETALUMA FROM JULY 1, 2013 TO JUNE 30, 2014
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF PETALUMA.AS FOLLOWS:
Section 1. Ordinance No. 2457 N.C.S. is hereby amended for the fiscal year beginning on July 1,
2013 and ending on June 30„ 2014 in the amounts as set forth` in the attached Exhibit A,
incorporated herein by reference, and;distributed to the various funds as set out in said exhibit and
shall be expended and used in-adcordance therewith.
Section 2. The City Council hereby finds and determines that the amount of appropriations
provided hereby does not exceed the estimated revenue, other sources and available fund balances
for the fiscal year ending June 30, 2014.
Section 3. All ordinance or parts of ordinances in conflict herewith are hereby repealed.
Section 4:. The City Clerk,is hereby directed to post/publish this ordinance or a synopsis of this
ordinance for the period and in the manner required by the City Charter.
INTRODUCED and ordered posted/published this day of , 2013,
by the following vote:
8
ATTACHMENT
AN ORDINANCE.AMENDING ORDINANCE NO. 2458 N.G.S.
TO CHANGE SPECIAL REVENUE FUNDS APPROPRIATIONS FOR THE OPERATION OF
THE CITY OF PETALUMA FROM JULY 1, 2013 TO JUNE 30, 2014
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF PETALUMA AS FOLLOWS:
Section 1. Ordinance No. 2458`-N CS is hereby amended for the fiscal year beginning on July 1,
2013 and ending on June 30, 2014 in the amounts as set forth in the attached Exhibit A,
incorporated herein by reference,and distributed to the various funds as set out in said exhibit and
shall be expended and used in accordance therewith.
Section 2. The City Council hereby finds and determines that the amount of appropriations
provided hereby does not exceed the estimated revenue, other sources and available fund balances
for the fiscal year ending June 30, 2014.
Section 3. All ordinance or parts of ordinances in conflict herewith are hereby repealed.
Section 4. The City Clerk is hereby directed to post/publish this ordinance or a synopsis of this
ordinance for the period and in the manner required by the City Charter.
INTRODUCED and ordered posted/published this day of , 2013,
by the following.vote:
9
ATTACHMENT 4
AN ORDINANCE AMENDINGORDINANCE NO. 2459 N.C.S.
TO CHANGE CAPITAL,PROJECT FUNDS,APPROPRIATIONS FOR THE OPERATION OF
THE CITY OF PETALUMAFROM.JULY 1, 2013 TO JUNE 30, 2014
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF PETALUMA AS FOLLOWS:
Section 1. Ordinance No. 2459 N.C.S. is hereby amended for the fiscal year beginning on July 1,
2013 and ending on June 30, 2014 in the amounts as set forth in the attached Exhibit A,
incorporated herein by reference, and distributed to the various finds as set out in said exhibit and
shall be expended and used in accordance therewith.
Section 2. The City Council hereby finds and determines that the amount of appropriations
provided'hereby does not exceed the estimated revenue, other sources;and available fund balances
for the fiscal year ending June 30, 2014.
Section 3. All ordinance or parts of ordinances in conflict herewith are hereby repealed.
Section 4. The City Clerk is hereby directed to post/publish this ordinance or a synopsis of this
ordinance for the period and in the manner'required by the City Charter.
INTRODUCED and ordered posted/published this day of , 2013,
by the following vote:
10
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ATTACHMENTS
AN ORDINANCE AMENDING ORDINANCE NO. 2460 N.C.S.
TO CHANGE ENTERPRISE FUNDS APPROPRIATIONS FOR THE OPERATION OF THE
CITY OF PETALUMA FROM JULY 1,;2013 TO,JUNE 30, 2014
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF PETALUMA AS FOLLOWS:
Section 1. Ordinance No. 2460 N.C.S. is hereby amended for the fiscal year beginning on July 1,
2013 and ending on June 30, 2014 in the amounts as set forth in the attached Exhibit A,
incorporated herein by reference, and distributed to the various funds as set out in said exhibit and
shall be expended and used in accordance therewith.
Section 2. The City Council hereby finds and determines that the amount of appropriations
provided hereby does not exceed the estimated revenue; other sources and available fund balances
for the fiscal year ending June 30, 2014.
Section 3. All ordinance or parts of ordinances in conflict herewith are hereby repealed.
Section 4. The City Clerk is hereby directed to post/publish this-ordinance or a synopsis of this
ordinance for the period and in the manner required by the City Charter.
INTRODUCED and ordered posted/published this day of , 2013,
by the following vote:
11
ATTACHMENT 6
AN ORDINANCE-AMENDING ORDINANCE NO. 2461 N.C.S.
TO CHANGE INTERNAL SERVICE.FUNDS APPROPRIATIONS FOR-THE OPERATION OF
THE CITY OF'PETALUMA FROM-JULY 1, 2013 TO JUNE 30, 2014
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF PETALUMA AS FOLLOWS:
Section 1. Ordinance No. 2461 N.C.S. is hereby amended for the fiscal year beginning on July 1,
2013 and ending on June 30, 2014 in the amounts as set forth in the attached Exhibit A,
incorporated herein by reference, and distributed to the various funds as set out in said exhibit and
shall be expended and used in accordance therewith.
Section 2. The City Council hereby finds and determines that the amount of appropriations
provided hereby does not exceed the estimated revenue, other sources and available fund balances
for the fiscal year ending June`30, 2014.
Section 3. All ordinance or parts of ordinances in conflict herewith are hereby repealed.
Section 4. The City Clerk is hereby directed to post/publish this ordinance or a synopsis of this
ordinance for the period and in the,manner required by the City Charter.
INTRODUCED and ordered posted/published this day of , 2013,
by the following vote:
12
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