07-Deliberate on January monthly financial report

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Departmental Expenditure Summary: At this point the City is 4 months or 33.33% through the budget year. It is important to remember that expenditures do not occur equally throughout the year. For example, capital expenditures and association memberships are one time expenditures that if made early in the fiscal year can produce a distorted expenditure percentage. Within the General and Water & Sewer Funds there are 5 departments whose expenditures are over 33.33% at this time. 1. City Clerk-35.509'0. The overage amounts to $3,454 and is still due to the three pay periods in December. 2. Police-34.90%. The overage amounts to $83,836 and is due mainly to the purchase of vehicles early in the budget year. 3. Traffic & Lighting-36.71%. The overage amounts to $14,662 and is due mainly to expenditures for electricity. 4. EMS-33.849'0. The overage amounts to $11,482 and is not a significant amount for their 2.24 million dollar budget. 5. Warehouse-33.35%. The overage amounts to $17 and is not significant. In the Capital Projects Fund: 1. Community Development has exceeded its budget amount due to expenditures for the One Oak Apartments Project. This project was not specifically budgeted for but will come out of reserves. 2. The Engineering Department over spent its budget by $767 in purchasing a vehicle for that department. 3. The Garage has made its only budgeted purchase of a vehicle and has spent 98.679'0 of the budgeted amount. 4. Water Distribution has purchased its backhoe and dump truck placing them at 99.139'0 of budget. 5. The Waste Water Treatment Plant has made vehicle and equipment purchases bringing them to 34.479'0 of budget. In the Collegiate Drive related construction fund: 1. $72,520 has been spent for engineering, surveying, and issuance fees which will be reimbursed by the issuance of certificates of obligation. General comments to the City Council: 1. Over 99% of all of the City operational activity takes place in the General Fund or the Water and Sewer Fund. The other funds are special purpose funds with limited activity and usually with legal restrictions on what their money can be spent on. For that reason, I normally only comment on the activity of the General Fund and Water & Sewer Fund. However, if it were needed, I would make comment on activity in one of the other funds. 2. I try to anticipate questions you might have about the report and comment on those points. After you receive your packet and review the monthly report, if you have questions about the report, please let the Manager know (or me if you can't reach the Manager) before the Council meeting if possible in case I have to research the answer to your question. That does not prevent you from asking the question at the meeting if you wish to make a point, but it does help prevent questions coming up that I can't answer on the spot and possibly delaying the Council in making a decision. 3. The activity of the Health Department and Paris Economic Development Corporation is reflected in the monthly report. This is a result of the City performing the bookkeeping functions for both of these groups. Both groups have their own managing board. ; fl(l~'~;.~