08 Monitoring actual municipal revenues and expenditures verses the Council adopted budget
CITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date: Originating Department: Presented By: Agenda Item No.:
03/16/09
Council Date: Finance Gene Anderson 8.
03/23/09
RECOMMENDED MOTION:
Motion to approve the February 2009 Financial Report.
POLICY ISSUE(S):
Monitoring actual municipal revenues and expenditures verses the Council adopted budget.
BACKGROUND:
The Paris City Charter Section 69 (3) requires the Finance Director to submit to the Council through the
City Manager a monthly statement of all receipts and disbursements. The attached report meets that
requirement.
BOARD/COMMISSION RECOMMENDATION:
EXHIBITS:
February 2009 Financial Report
ACTION: BUDGET INFO:
® Financial Report ® Minute Order Expense $
❑ Department Report ❑ Resolution Budgeted Amt. $
❑ Presentation ❑ Ordinance YTD Actual $
❑ Public Hearing ❑ Other Acct. Name
Acct. Number
FISCAL NOTES:
REVIEWED AND APPROVED BY:
® Administration ® City Clerk ❑ Community Development ❑ EMS/IT ® Finance ❑ Fire
❑ Municipal Court ® Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities
City of Paris nn~~U~~ 1 ii Revised 2/04/08
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City of Paris
February 2009 Financial Report Comments
Net to Date Comparison of Revenues:
1. Property tax collections are 1.4% less than this point last year.
2. Sales tax collections are 18.9% above last year's collections to date. Sales tax remittances to the
City from the State reflect sales from two months earlier. So, February collections reflect
December sales.
3. Hotel occupancy taxes stand 19.6% over this same time last year. All hotel taxes are current
including La Quinta.
4. Franchise taxes are down 14.2% at this point because the quarterly payment from TXU has not
been received.
5. Permit fees, while not a significant revenue source, are down 23.7%.
6. Municipal Court fines are down 6.3% after five months of activity.
7. Hanger lease payments and interest earnings are down compared to last year but this is due to
the somewhat irregular timing of such payments. At times renters will get behind a month or
two then catch up and sometimes they pay in advance knowing that they are going to be away
for a while. Over the course of the year this works itself out but it can at give a distorted view of
collections during the year. Likewise, interest revenue does not take place evenly throughout
the year.
8. EMS fees are 2.2% behind last year.
9. Miscellaneous collections are down because last year's collections included revenue collected
from the sale of the abandoned Southern Disposal dumpsters.
10. Water revenue is relatively flat compared to last year being up only 2.7%, but sewer revenue is
up 11.4% reflecting the rate increase enacted by the Council.
11. In the Water & Sewer Fund, the receipts from the City of Irving represent reimbursements under
the MOU agreement.
12. Water & Sewer interest revenue is down but that is mostly a reflection of changing investment
maturity dates which affect the cash flow of interest payments. Changing interest rates also
have some impact on this line item.
13. The Water & Sewer Miscellaneous line item is down due to increased charge offs.
14. General Fund revenues to date equal 59.22% of that budget even though we are only 41.66%
through the budget year. This is due to the fact that the City has collected 94.74% of its current
taxes. This represents the normal collection pattern. Taxes become delinquent and start
incurring penalties as of February 15Yencouraging most people to pay prior to that date. Water
& Sewer revenues to date equal 41.21% of that budget.
0() 001.'2
Departmental Expenditure Summary:
At this point the City is 5 months or 41.66% 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. In this year's budget both stability pay and the Council authorized
lump sum payment were made in November and are reflected in the departmental budgets. Within the
General and Water & Sewer Funds there are 9 departments whose expenditures are over 41.66% at this
time. This does not include the contingency line item which is discussed below.
1. City Manager-42.79%. The overage amounts to $2,555 and consists primarily of association
costs, training & travel costs, allocated building maintenance costs, and health insurance costs.
Per the Manager's contract, the City pays for his dependent health coverage. I failed to budget
for the dependent cost in that department.
2. Municipal Court-47.30%. The overage amounts to $7,724 and consists mainly of stability pay
and travel expense.
3. Police-42.57%. The overage amounts to $51,142 and consists mainly of overtime, uniforms,
tires, pound supplies, publications, training, contract services, radio maintenance, and
confidential funds.
4. Fire-41.83%. The overage amounts to $6,168 and consists mainly of overtime, office supplies,
uniforms, and travel expenses.
5. Community Development-42.55%. The overage amounts to $5,882 and consists mainly of
demolition sanitation fees and house demolitions.
6. Public Works-42.63%. The overage amounts to $1,401 and is made up of mainly personnel
related costs especially stability pay.
7. General & IT Expenses-49.17%. The overage amounts to $97,917 and consists mainly of
increased payments of hotel taxes to the Chamber because of increased tax collections, the
City's contribution to the Health Department, and expenditures for equipment.
8. Contingency-129.29%. The overage is due to the City's $393,520 forced repayment of the grant
from the Office of Rural Community Affairs (Contract # 719068).
9. Warehouse-$45.19%. The overage amounts to $3,760 and consists mainly of stability pay and
personnel costs. There was a two week overlap in the warehouse supervisor position as one
employee retired and the replacement employee came on board. There was also some vacation
pay due the retiring employee in accordance with City policy.
10. Water Billing-44.46%. This overage amounts to $47,933 and is made up mostly of consultant
fees related to the Pat Mayse water study. Expenses for this study are run through this
department but were not specifically budgeted for so as not to artificially inflate that
department's budget. Consultant expenses will be reimbursed by the City of Irving.
General Fund expenditures to date total 41.36% of the budget while Water & Sewer Fund expenditures
to date total 27.12% of the budget if you do not count debt payments made out of the various interest
and sinking funds. When debt is included, Water & Sewer expenditures to date would be 49.8% of the
budget. Most Water & Sewer debt is paid in December and this distorts the percentage of expenditures.
w 000015
SPECIAL NOTES:
1. On the Departmental Expenditure Summary, the $113,684 Police related expenditure in the
Capital Projects Fund was made in connection to the CAD-Mobile Data Project. This project was
approved several years ago but the approved funds are not reflected in the current budget.
None of the items budgeted in the $20,000 amount have been purchased at this point.
2. In the Capital Projects Fund, all Community Development expenditures are for the Casa Bonita
project.
3. As noted at a previous Council meeting, the Parks Department expenditures in the Grant Fund
are for the extension of the original "rails to trails" trail eastward.
4. On the Departmental Expenditure Summary, the line item titled "Contingency" with a budgeted
amount of $304,369 consists of the $50,000 budgeted for contingencies and the $254,361
budgeted for the lump sum payment to employees. The lump sum payment was made in
November. The lump sum payment, however, is not reflected on this line item because the
actual payment was charged to the salary and related benefit line items in the various
departments. This was necessary in order for 2008 W-2s to reflect correct amounts. The
$393,520 payment charged to the contingency line item was the repayment of the housing
grant triggered by the City's failure to meet all of the grant terms.
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. 1 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.
Net to Date Comparison
February February
Description 2009 2008 Net to Date
General Fund
Taxes Collected 6,117,144.89 6,208,366.86 (91,221.97)
Sales Tax 2,726,497.21 2,292,634.02 433,863.19
Hotel-Motel Tax 245,169.15 204,911.19 40,257.96
Franchise Fees 1,330,525.39 1,550,815.58 (220,290.19)
Permits 22,703.67 29,758.25 (7,054.58)
Court Fines 176,761.92 188,716.31 (11,954.39)
Leases & Interest 113,138.06 186,432.10 (73,294.04)
Fees & Copies 7,240.42 7,269.04 (28.62)
Lamar Count Fire 750.00 750.00 0.00
Streetscape Grant 23,058.08 (23,058.08)
Sanitation Fees 543,724.82 550,005.24 (6,280.42)
EMS Fees 1,072,791.90 1,097,592.01 (24,800.11)
State Revenue 30,131.08 27,867.79 2,263.29
Water & Sewer Transfer 312,500.00 435,000.00 (122,500.00)
Miscellaneous Fees 72,362.71 110,782.15 (38,419.44
Summer Programs 10,252.10 8,920.50 1,331.60
General Fund Total Revenues 12,781,693.32 12,922,879.12 141,185.80
General Fund Total Expenditures 8,927,365.67 8,357,204.31 570,161.36
Net to Date 3,854,327.65 4,565,674.81 711,347.16
PEDC Fund
Sales Tax 545,299.42 458,526.78 86,772.64
Interest Earned 39,730.99 5,092.19 34,638.80
Loan Payments 190,000.00 246,000.00 (56,000.00)
PEDC Fund Total Revenues 775,030.41 709,618.97 65,411.44
PEDC Fund Total Expenditures 473,957.64 743,460.03 269,502.39
Net to Date 301,072.77 33,841.06 334,913.83
Water & Sewer Fund
Sewer 2,194,800.41 1,969,996.21 224,804.20
Water 3,217,833.64 3,131,859.46 85,974.18
City of Irvin 74,355.95 40,000.00 34,355.95
Interest Earned 24,932.78 56,357.90 (31,425.12)
Miscellaneous 110,601.97 161,145.73 (50,543.76
W&S Fund Total Revenues 5,622,524.75 5,359,359.30 263,165.45
W&S Fund Total Expenditures 3,652,231.99 3,360,022.62 292,209.37
Net to Date 1,970,292.76 1,999,336.68 29,043.92
Capital Projects Fund
Interest Earned 6,338.91 7,182.13 (843.22
Capital Projects Fund Revenues 6,338.91 7,182.13 843.22
Capital Projects Fund Expenditures 371,542.04 65,213.17 306,328.87
Net to Date 365,203.13 7,182.13 372,385.26
February 2009 Correction Net to Date.xls 1 3/17/2009
00001i
Net to Date Comparison
February February
Description 2009 2008 Net to Date
WW&SS Rev Bond 2000 Construction
Interest Earned 7,586.48 59,274.17 (51,687.69)
WW&SS Rev Bond 2000 Const Revenues 7,586.48 59,274.17 (51,687.69)
WW&SS Rev Bond 2000 Const Fund Expenditure 0.00 40,788.70 (40,788.70)
Net to Date 7,586.48 18,485.47 (10,898.99)
Equipment Replacement Fund
Interest Earned (1,936.74) (1,936.74)
Equipment Replacement Fund Revenues (1,936.74) (1,936.74)
Equipment Replacement Fund Expenditures 0.00 0.00
Net to Date (1,936.74) (1,936.74)
Special Funds
Special Funds 33,784.89 42,035.69 (8,250.80)
Interest Earned 134.91 334.17 (199.26)
Special Revenue Funds Revenue 33,919.80 42,369.86 8,450.06)
Special Revenue Funds Expenditures 25,167.90 28,729.14 (3,561.24
Net to Date 8,751.90 13,640.72 4,888.82)
Child Safety Fund
Interest Earned 5,777.56 0.31 5,777.25
Donations 16,569.50 670.00 15,899.50
Child Safety Fund Revenues 22,347.06 670.31 21,676.75
Child Safety Fund Expenditures -400.00 -400.00 0.00
Net to Date 22,747.06 1,070.31 21,676.75
Health Department
Fees & Grants 488,983.74 362,629.46 126,354.28
Health Department Fund Revenues 488,983.74 362,629.46 126,354.28
Health Department Fund Expenditures 356,045.33 372,264.07 16,218.74
Net to Date 132,938.41 (9,634.61 142,573.02
Grant Fund
Grants 248,900.56 347,599.05 (98,698.49)
Interest Earned 128.36 (128.36)
Grant Fund Revenues 248,900.56 347,727.41 98,826.85
Grant Fund Expenditures 366,823.04 287,508.66 79,314.38
Net to Date (117,922.48 60,218.75 178,141.23)
Community Development Block Grant
Interest Earned 1,732.83 501.87 1,230.96
Grants 0.00
Community Dvl Block Grant Fd Revenues 1,732.83 501.87 1,230.96
Communit Dvl Block Grant Fd Expenditures 300.00 300.00 0.00
Net to Date 1,432.83 201.87 1,230.96
February 2009 Net to Date.xls 2 3/16/2009
0
Net to Date Comparison
February February
Description 2009 2008 Net to Date
Tax & Rev CO 2000 Const Fund
Interest Earned 342.11 1,113.53 (771.42)
Grants 0.00
Tax & Rev CO 2000 Const Fund Revenues 342.11 1,113.53 (771.42)
Tax & Rev CO 2000 Const Fund Expenditures 1,544.26 (1,544.26)
Net to Date 342.11 (430.73 772.84
CO Series 2002 Construction Fd
Interest Earned 3.83 16.73 (12.90)
CO Series 2002 Construction Fd Revenues 3.83 16.73 (12.90
CO Series 2002 Construction Fd Expenditures 0.00
Net to Date 3.83 16.73 (12.90
Revenue Bonds Sinking Funds
Transfer to GO Refunding 2003 260,000.00 79,000.00 181,000.00
Interest Earned 23,925.52 31,245.06 (7,319.54)
Revenue Bonds Sinking Funds Revenues 283,925.52 110,245.06 173,680.46
Revenue Bonds Sinking Funds Expenditures 3,056,005.03 2,982,275.66 73,729.37
Net to Date 2,772,079.51 2,872,030.60 99,951.09
Tax & Rev CO 2000 I&S Fund
Tax & Rev COs 2000 I&S 487,319.96 509,844.98 (22,525.02
Interest Earned 303.52 451.82 (148.30)
Tax & Rev CO 2000 I&S Fund Revenues 487,623.48 510,296.80 22,673.32
Tax & Rev CO 2000 I&S Fund Expenditures 389,668.13 383,105.63 6,562.50
Net to Date 97,955.35 127,191.17 29,235.82)
Tax & Rev CO 2002 I&S Fund
Tax & Rev COs 2002 I&S 423,936.07 410,610.84 834,546.91
Tax & Rev CO 2002 AS Fund Revenues 423,936.07 410,610.84 13,325.23
Tax & Rev CO 2002 I&S Fund Expenditures 342,824.75 336,836.25 5,988.50
Net to Date 81,111.32 73,774.59 7,336.73
2003 GO Refunding Bonds
Cert. Of Oblig. 2003 I&S 379,657.73 334,083.94 713,741.67
Interest Earned 177.86 1,884.00 (1,706.14)
2003 GO Refunding Bonds Revenues 379,835.59 335,967.94 43,867.65
2003 GO Refunding Bonds Expenditures 46,000.00 92,000.00 46,000.00)
Net to Date 333,835.59 243,967.94 89,867.65
Library Memorial Fund
Interest Earned 127.06 780.72 (653.66)
Memorial Donations 2,151.80 3,102.90 (951.10)
Library Memorial Fund Revenues 2,278.86 3,883.62 (1,604.76)
Library Memorial Fund Expenditures 932.07 24,768.14 (23,836.07)
Net to Date 1,346.79 20,884.52 22,231.31
February 2009 Net to Date.xls 3 3/16/2009
Net to Date Comparison
February February
Description 2009 2008 Net to Date
Library Expendable Fund
Interest Earned 385.77 311.33 74.44
Donations 5,000.00 5,000.00
Libra Expendable Fund Revenues 5,385.77 5,311.33 74.44
Library Expendable Fund Expenditures 31,278.50 31,278.50 0.00
Net to Date (25,892.73) (25,967.17) 74.44
Library Permanent Fund
Interest Earned 0.89 3.86 (2.97)
Donations
Library Permanent Fund Revenues 0.89 3.86 (2.97)
Libra Permanent Fund Expenditures
Net to Date 0.89 3.86 (2.97
February 2009 Net to Date.xls 4 3/16/2009
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