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HomeMy WebLinkAboutStaff Report 4.A 02/04/2008CITY OF PETALUNIA, CALIFORNIA AGENDA BILL Aeenda Title: Fiscal Year 2007-08 Mid -year Budget Review — General Fund 4.A February 4, 2008 Meetine Date: February 4, 2008 Meetine Time: ® 3:00 PM ❑ 7:00 PM Cateeory: © Presentation ❑ Consent Calendar ❑ Public Hearing ❑ Unfinished Business ❑ New Business Department: Director: Contact Person: Phone Number: Administrative Services Steven Carmichael Steven Carmichael 778-4352 Cost of Proposal: Account Number: None N/A Amount Budeeted: Name of Fund: N/A N/A Attachments to Aeenda Packet Item: 1. Attachment A — Revenues 2. Attachment B — Expenditures 3. Exhibit A— Mid Year Adjustments Summary Statement: This report provides an overview of the General Fund through December 31, 2007. The mid -year budget review is intended to provide the City Council with an update on the revenues and expenditures for the general fund that were budgeted for FY 2008. Fund Balance at June 30, 2007 is $8,963,184. Of this amount $129,604 is the unreserved audited figure. The City's fund balance increased in FY 2006-07 by $392,864, the direct opposite of comments made during public comment at council meetings stating that the City has a $10,000,000 deficit. In fact, our fund balance totals $8,963,184. For the Mid -Year Budget 2007-08 total General Fund Revenues collected were at 49% of total estimated revenues. Total General Fund Budgeted Revenues were $40,391,950 and actual collections were $19,703,263 (Attachment A). Expenditures will have to be monitored very carefully over the balance of the fiscal year to not exceed budget. Total Budget Expenditures are $40,720,600 with mid -year actual expenditures at $19,395,129 or 48% (Attachment B). Recommended Citv Council Action/Sueeested Motion: N/A ugeviewed by Admin. Svcs. Dim Reviewed by ttornev: Date: I (2Y lU A Date: Rev. # Date Last Revised: File: APDroved bR Citv Manaeer: Date: CITY OF PETALUMA, CALIFORNIA February 4, 2008 AGENDA REPORT FOR MID -YEAR BUDGET REVIEW 1. EXECUTIVE SUMMARY: This report provides an overview of the General Fund through December 31, 2007. The mid- year budget review is intended to provide the City Council with an update on the revenues and expenditures for the general fund that were budgeted for FY 2008. Fund Balance at June 30, 2007 is $8,963,184. Of this amount $129,604 is the unreserved audited figure. All $8.9 million is available to be spent for needed cost increases in the General Fund. For the Mid -Year Budget 2007-08 total General Fund Revenues collected were at 49% of total estimated revenues. Total General Fund Budgeted Revenues were $40,391,950 and actual collections were $19,703,263. Expenditures will have to be monitored very carefully over the balance of the fiscal year to not exceed budget. Total Budget Expenditures are $40,360,600. The FY 2006-07 carry forward encumbrance of $360,000 raises the total budget to $40m720,600. Mid -year actual expenditures are $19,395,129 or 48%. 2. BACKGROUND: Actual revenue and expenditures (or expenses) were analyzed as of December 31, 2007, the first six months of the fiscal year. Attached to this report are several schedules that provide detail regarding the first six months. 1. Revenue Estimates — General Fund — Fiscal Year 2008: This report provides historical revenue history and current history. Information is provided for FY 08 Budget and FY 08 actuals at Mid -Year (through December 31, 2007) and available balance for remainder of fiscal year. 2. Expenditure Summary — General Fund — Fiscal Year 2008: This report provides a breakdown of expenditures by department and division. Included are budget and actuals through December 31, 2007 for Salaries, Benefits and Materials, Supplies and Services (M/S/S). Also provided are total figures for the departments and divisions. REVENUE PROJECTIONS — GENERAL FUND General Fund revenues through December 31, 2007 are slightly under budget estimates. Overages should be realized in the following revenue categories: • Property Taxes • Sales Taxes • Franchise Fee (Refuse) • Business License • Parking Fines • Miscellaneous Revenues General Fund revenues were estimated to be $40,391,950 for FY 2008. Through December 31, 2007 a total of $19,736,757. This represents 49% of the total estimated. It is projected that if trends continue for the balance of the year, that the General Fund Revenues should be equal to or exceed budget. PROPERTY TAXES Property Taxes are received generally in two major installments. The first installment is received December 15°i - with the second installment around April 15`x'. Property taxes include Secured Property Tax, Unsecured Property Tax and Supplemental Property Tax. As of December 31, 2007 total General Fund Property Taxes received totaled $4,270,000. The budget for property taxes is $7,300,000. Therefore we have received 58% of budget. Overall, it is projected that Property Taxes will exceed budget estimates by $300,000. SALES TAXES Sales taxes are received on a monthly basis from the State (Board of Equalization). For the first two months of each quarter, the City receives estimates of actual receipts. These estimates are based on the quarter of the previous year. Total Sales Tax budget is $11,130,000 and receipts projected through December were $5,250,000. This represents 47% of budget estimates. If returns continue to perform as in the last six months, revenues will exceed budget by approximately $500,000. FRANCHISE FEES Major Franchise Fees are collected from Comcast Cable Company, Green Waste Management, and Pacific Gas and Electric Co. The total Franchise Fee budget was $2,795,000. Through 12/31/07, the City has received $1,382,087 or 49%. We receive an annual payment of $400,000 in April of each year for PG&E fees for the entire year. REAL PROPERTY TRANSFER TAX The economy has weakened in the real estate markets over the first six months of the fiscal year. During the first six months of this year, the City received $432,588 or 33% compared to a budget of $1,300,000. This level would suggest that the City will receive approximately $900,000 in Real Property Transfer Tax, or $400,000 below budget. This assumes the real estate market continues to be weak. BUSINESS LICENSE FEES The City charges a business license fee on business within the incorporated city limits of Petaluma. The business tax is based on gross receipts. It also charges business license on business transacting business in the City, such as delivery companies, contractors etc. The business license is on a Calendar Year program. The total Budget for Fiscal Year 2007-08 is projected at $800,000. It is projected that actual revenues will meet budget estimates. Billing for Business License occurs in January. Consequently, revenues are received after 12/31/07. LICENSES, PERMITS AND FEES The annual budget for this category is $2,249,500. We have received at 12/31/07, $529,026, or 24%. Building permit revenue will rebound as soon as the General Plan is completed and new impact fees are approved in April. If not approved in April, revenues will be $1 million short. FINES, FORFEITURES AND PENALTIES This category includes Criminal Court Fines, Health and Safety Fines, Parking Fines and Vehicle Code Fines. Total budget for this category is $799,500. Collections at Mid -Year are reported at $465,037 or 58% of budget projections. Parking Fines are included in the above number and are projected to meet budget of $335,000. Total receipts at Mid -Year are $182,269 or 54% of budget. Staff feels budget projections will be met or exceeded. INVESTMENT EARNINGS AND RENT This category includes General Fund interest earnings, and various income from lease or facilities rentals. The budgeted revenue is $917,500 and Mid -Year revenues are $421,077 or 46%. INTERGOVERNMENTAL This category includes various State Grants, Federal Grants, State Subventions, Peace Officer's Standard Training (POST) reimbursements and other intergovernmental revenues. Total Budget projections for this category are $5,222,000. Actual receipts at Mid -Year are $2,480,086 or 41 %. It is projected that this category will meet budget. CHARGES FOR SERVICES This Category includes various department charges for services (Technology, Worker's Compensation, etc), Admin Charges to Capital Projects (CIP) and Recreation charges service fees. Total budget for this category was projected at $6,698,450. Receipts at Mid -Year are $3,823,618 or 57% of budget projections. Staff estimates that total revenues will not meet projections in this category due primarily to Ellis Creels Project charge being suspended. The Administrative Charge to CIP was budgeted at $1,000,000. No actual charges at Mid -Year have been posted pending new CIP rate being approved by City Council. A study to develop a CIP overhead charge is scheduled to be completed in early May. Also, Maximus will update their Cost Allocation Study to establish the overhead costs for each of the departments. GENERAL FUND EXPENDITURES Attached to this report is a summary of General Fund expenditures (Schedule #2), which detail actual expenditures through December 31, 2007. The report provides a summary by department. Total General Fund Expenditures were budgeted at $40,360,600. Mid -Year Expenditures through December 31, 2007 were $19,738,215 or 48% of budget projections. The actual expenditures through December 31. 2007 include all salary increases which have been annroved by the Citv Council except Unit 8. Also, a $360,000 encumbrance was carried forwarded from FY 2006-07 budget, bringing the total budget to $40,720,600. Overtime must be watched closely in Police and Fire Departments, due to several staff vacancies in each department, to remain within budget. EXPENDITURE ANALYSIS BY DEPARTMENT General Government This area consists of the Departments of City Council, City Cleric, City Attorney, City Manager (including Animal Services), General Plan Administration. Total budget for the General Fund portion of this area was set at $2,205,650. Mid -Year Actual is reported at $838,868 or 33% of projected budget. Administrative Services Total budget for this department is $2,126,650. The mid year actual is $996,485 or 42%. Police Denartment Total Police Department Budget was set at $15,513,450 for Fiscal Year 2007-08. Mid -Year Actual is reported at $7,554,182. This represents 49% of budget projections. Fire Department Total Budget for Fire Department is $7,949,550. Mid -Year Actual expenditures are reported at $3,831,882 or 48% of budget projections. Communitv Development Department Total Budget for Community Development Department is $1,865,200. Mid -Year Actual expenditures are reported at $855,051 or 46% of budget for Fiscal Year 2007-08. CDD should remain within budget. Public Works Total Budget for Public Works is $5,755,600. Mid -Year Actual expenditures are reported at $2,742,319 or 48% of projected budget for Fiscal Year 2007-08. Parks and Recreation Total Budget for Parks and Recreation Department is $4,631,500. Mid -Year Actual expenditures are reported at $2,419,842 or 52% of budget projection for Fiscal Year 2007-08. SUMMARY The City ended fiscal year 2006-07 with a Fund Balance increase of $392,864 in the General Fund. Fiscal Year 2007-08 is estimated to end with a small positive balance of Revenue over Expenditures. This will be realized only if Revenues continue the trend as shown by the first six months and Management monitors expenses closely, especially in overtime, to avoid overages. S We anticipate revenues to be flat due to housing crisis, no new development and CIP Administrative Charges for Ellis Creek being suspended. 3. ALTERNATIVES: Provide staff with direction as to adjustments to the Adopted Budget. These will be brought back to Council so that the existing Appropriations Ordinance can be amended. 4. FINANCIAL IMPACTS: General Fund increase of $442,650. 5. CONCLUSION: The mid -year request for approval for General Fund is an increase of $442,650. 6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR COMPLETION: N/A 7. RECOMMENDATION: N/A Attachment A General Fund Revenues 12/31/07 % Budget Actual Received Property Taxes $7,300,000 $4,270,000 58% Sales Tax 11,130,000 5,250,000 47% Franchise Fees 2,795,000 1,382,087 49% Property Transfer Tax 1,300,000 432,588 33% Business License 800,000 93,238 12% Licenses, Permits and Fees 2,249,500 529,026 24% Fines, Forfeitures, Penalties & Other 799,500 465,037 58% Investment Earnings & Rent 917,500 421,077 46% Intergovernmental 5,222,000 2,480,086 47% Charges for Services 6,698,450 3,823,618 57% Transfers In 1.180.000 590.000 50% Total $40,391,950 $19,736,757 49% General Fund Expenditures Denartment General Government Administrative Services Police Fire Community Development Public Works Parks and Recreation Transfers Out Budget Total FY 2006-07 Carry Forward Emcumbrances Budget $2,205,650 2,126,650 15,513,450 7,949,550 1,865,200 5,755,600 4,631,500 313.000 40,360,600 360.000 12/31/07 Actual $838,868 996,485 7,554,182 3,831,882 855,051 2,742,319 2,419,842 156,500 19,395,129 Attachment B Received 33% 42% 49% 48% 46% 48% 52% 50% Total $40,720,600 $19,395,129 48% Exhibit A FY 2007-08 Mid -Year Adjustments Department Requests Expenditures Denartment Cost General Fund Police — Supplies (incorrect amount budgeted) $200,000 Police — Temp. offices to be used until new bldg available $40,000 Police - Pistol Replacement $60,000 Public Works — Traffic signal replaced after accident $9,200 Third party insurance reimbursement General Plan (51% of total) 113,450 * Fire — Employee Recruiting $10,000 Fire — Outside Mechanical $10,000 Total General Fund $442,650 No General Fund Impact Low Cost Housing - Mobile Home Rent Stabilization $20,000 From 20% set aside fund balance CIP — Replace roof and HVAC at Community Center $600,000 (Community Facilities/PCDC to each pay half of cost) CIP — Remove Fuel Tanks Per Fire Department 125,000 $725,000 Administrative Services — Eden Systems Contract IT Fund Balance $457,000 Water Resources $125,000 Administrative Services — Information Technology OT cost For Pentamation failure $55,000 Administrative Services — HR Recruitment for new $15,000 Treatment Plant Public Works — Sidewalk Replacement Program Community Facilities Fund $30,000 Department Cost Eauinment Replacement Fund Park & Rec — Director Vehicle to replace 12 year old pool car $28,000 Park & Rec — Park Maintenance all purchase utility vehicle For trails $12,000 Park & Rec — Park Manager vehicle to replace vehicle Not recommended for repairs due to condition/mileage $22,000 Public Works — 2 Vehicles for newly approved positions $55,000 Total Equipment Replacement Fund $117,000 Landscane Assessment Districts LAD's — Increased services paid by LAD fund balances $39,850 Redevelopment Aeencv Eden Systems Contract $56,000 'k Public Works — Fire Sprinkler Program 150,000 Public Works — Sidewalk Replacement Program 70,000 General Plan (49% of total) 109,000 Total Redevelopment Agency $385,000 Revenues Police — OTS/DUI Grant Sobriety Checkpoints $23,000 Police — ABC Grant Assistance 124,500 Police — OTS Enforce & Awareness 302,908 Fire — Dairymen's Fire Reimbursement 74,500 FIR — Waste Water Treatment Plant Recruitments 15,000 Total General Fund Revenue $539,908 IT — Water Resources Share of Eden 125,000 IT — PDC Share of Eden 56,000 Total Internal Service Funds $181,000 * Previously approved by Council. /o