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10 Monitoring actual municipal revenues and expenditures verses the Council adopted budgetCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 4-15-2009 Council Date: Finance Gene Anderson 10. 4-27-2009 RECOMMENDED MOTION: Move to approve the March 2009 Financial Report as presented. POLICY ISSUE(S): Monitoring actual municipal revenues and expenditures verses the Council adopted budget. BACKGROUND: The Paris city charter Secrion 69 (3) requires the Finance Director to submit to the Council thxough the City Manager a monthly statement of all receipts and disbursements. The attached repoYt meets that requirement. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: March 2009 Financial Report ACTION: BUDGET INFO: Z Financial Report Z Minute Order Expense $N/A ❑ Department Report ❑ Resolution Budgeted Amt. $N/A ❑ Presentation ❑ Ordinance yTD Actual $N/A ❑ Public Hearing ❑ Other Acct. Name N/A Acct. Number N/A FISCAL NOTES: REV[EWED AND APPROVED BY: M Administration E City Clerk ❑ Community Development ❑ EMS/IT Z Finance ❑ Fire ❑ Municipal Court Z Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities City of Paris Revised 2/04/08 - aoor2J City of Paris March 2009 Financial Report Comments Net to Date Comparison of Revenues: 1. Property tax collections are 1.5% less than this point last year. The largest delinquencies currently are Golden Acres Retirement Village (2006, 2007, 2008) $25,136., Paris Travelers (aka La Quinta) 2007 and 2008 $24,780, and Paris Realty, LLC (2008) $5,296. Golden Acres is attempting to qualify for an exemption on their property. Their attorneys have been in contact with the Appraisal District. 2. Sales tax collections are 19.5% above last year's collections to date. Sales tax remittances to the City from the State reflect sales from two months earlier. So, March collections reflect January sales. 3. Hotel occupancy taxes stand 27.5% over this same time last year. All hotel taxes are current. 4. Franchise taxes are up 8.9% at this point. 5. Permit fees, while not a significant revenue source, are up 21.9%. 6. Municipal Court fines are down 3.3% after six 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 have picked up and are only .57% 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. The Water & Sewer transfers to the General Fund are on schedule this year. Last year's transfers were ahead of schedule at this point in the year which is why there is a$122,500 difference in the 2009 and 2008 amounts. 11. Water revenue is up 3.05%, while sewer revenue is up 11.5% reflecting the rate increase enacted by the Council. 12. In the Water & Sewer Fund, the receipts from the City of Irving represent reimbursements under the MOU agreement. 13. 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. 14. The Water & Sewer Miscellaneous line item is down due to increased charge offs. 15. General Fund revenues to date equal 66.229'0 of that budget even though we are only 50% through the budget year. This is due to the fact that the City has collected 95.45% of its current taxes. This represents the normal collection pattern. Taxes become delinquent and start incurring penalties as of February 15S encouraging most people to pay prior to that date. Property taxes are 1.5% behind last year's collections. Water & Sewer revenues to date equal 48.84% of that budget with the normally high summer revenue months still to come. . 000030 Departmental Expenditure Summary: At this point the City is 6 months or 50.00% 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 8 departments whose expenditures are over 50.00% at this time. This does not include the contingency line item which is also discussed below. 1. City Manager-50.70%. The overage amounts to $1,570 and consists primarily of association 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-56.38%. The overage amounts to $8,434 and consists mainly of stability pay and travel expense. 3. Public Works-51.26%. The overage amounts to $1,819 and is made up of mainly personnel related costs, electricity, electronic data processing, and janitorial costs. 4. Traffic & Public Lighting-51.51%. The overage amounts to $13,412 and consists of overtime, wearing apparel, equipment maintenance, and signals/markers. 5. General & IT Expenses-56.90%. The overage amounts to $89,977 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. 6. 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). 7. Warehouse-$52.58%. The overage amounts to $2,754 and consists mainly of personnel costs, office supplies, and electricity. 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. 8. Water Billing-53.01%. This overage amounts to $51,571 and is made up 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. 9. Water Production-55.33%. This overage amounts to $146,070 and consists mainly of chemical and electricity expenses. General Fund expenditures to date total 49.049'0 of the budget while Water & Sewer Fund expenditures to date total 34.44% 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 57.13% of the budget. Most Water & Sewer debt is paid in December and this distorts the percentage of expenditures. 000031 SPECIAL NOTES: 1. On the Departmental Expenditure Summary, the $118,101.28 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. 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: 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. w ooOLl32 Net to Date Comparison Descri tion March 2009 March 2008 Net to Date General Fund Taxes Collected 6,173,598.87 6,270,875.15 97,276.28 Sales Tax 3,224,553.29 2,698,100.37 526,452.92 Hotel-Motel Tax 262,558.99 205,863.00 56,695.99 Franchise Fees 1,758,303.63 1,614,043.97 144,259.66 Permits 37,218.17 30,527.75 6,690.42 Court Fines 219,227.49 226,934.16 7,706.67 Leases & Interest 157,489.75 195,504.99 38,015.24 Fees & Co ies 8,411.10 8,726.41 315.31 Lamar Count Fire 900.00 900.00 0.00 Streetsca e Grant - 23,058.08 23,058.08 Sanitation Fees 653,900.66 659,872.90 5,972.24 EMS Fees 1,288,348.46 1,295,746.80 7,398.34 State Revenue 30,131.08 27,867.79 2,263.29 Miscellaneous Fees 81,566.64 117,997.05 36,430.41 Water & Sewer Transfer 375,000.00 497,500.00 122,500.00 Summer Pro rams 22,613.60 21,095.40 1,518.20 Generio' Ftund Total `Revenues GenF4nd ` otal enditures ' 14 293,821;73 10,585~1520.49 13,8914 j613. } ' 8;89~ 3~~2t~7.9V` ~Nettot tej`' ~ 3,708,341.24 3,986;441 ~2 .08 ~ , 287~1 PEDC Fund Sales Tax 644,910.63 539,620.04 105,290.59 Interest Earned 40,343.73 6,567.93 33,775.80 Loan Pa ments 196,000.00 284,000.00 88,000.00 REQCAirid Totat Risvenues ` 881,44.36 83018,Ti,97 nditures ~ 532,80.2a 3 }o 'sM.:. y~ r4T/ ~4~V~4 ~i ~ . Water & Sewer Fund Sewer 2,620,074.91 2,348,812.62 271,262.29 Water 3,786,387.97 3,673,981.87 112,406.10 Cit of Irvin 84,920.95 40,000.00 44,920.95 Interest Earned 35,667.07 64,648.34 28,981.27 Miscellaneous 137,151.62 199,493.21 62,341.59 u~ 8 6~1°~2.52 6 ~ P4 ~ res 4,101, t~2.39= ,Ndt 42t1~~ ~ ~1~ ~ Ca ital Pro'ects Fund Interest Earned 7,711.90 7,182.13 529.77 ca ~ ~~na ~e~rehues . i ; : . ~d ditures . , , WRF Ei ,k.t~.xs±~°.i ` ; ,R : : , . 64!~,63$:76 vs ~ . T,7 ° - . wr8~~5~.~i~~ . A , a - . , . . March 2009 Net to Date 4/9/2009 . 000033 Net to Date Comparison Descri tion March 2009 March 2008 Net to Date WWBSS Rev Bond 2000 Construction ; Interest Earned 9,416.91 59,274.17 49,857.26 A ~cx60,2000,Cvnst Revenues tl;2,OtI°`Gonst Funtl Ex enditure .,nio:l~p ~ 9,4,16:91' : S, 1. Eui ment Re lacement Fund Interest Earned 1,930.41 1,930.41 ~'R8 efi#'F~und Revenues lam% r Qht Uil~'"ndi1Utes `4 V.YX' 's~•; i f t.o. ri}'%' ~.3.:;. t4 :4 S ecial Funds S ecial Funds 40,161.78 45,687.09 5,525.31 Interest Earned 201.63 334.17 132.54 - twF'ti'hds Revenue" ~ ~,~WFiuritls, . fixpenditures 7!Nef 77777 40,363:41 13 D5$.f34 '024' , ; Child Safet Fund Interest Earned 49.82 0.31 49.51 Donations 18,406.50 9,670.00 8,736.50 C"d.S4# Fund'Revenues 18;456:32 8;670.31 : =8 T8f.01 ~ ,Ex enditures : 6,927.56 :tor 4e,-. ~ . .g:, , 12,528.76 Health De artment Fees & Grants 673,763.94 387,858.83 285,905.11 klesl#~.. a~rn~nk~~urt~;Re~►enues Nea t'~Fu~E~ nditures 673,763.~i4 429L248:58- 38~;#~E3. 434 5~3 ~it 32~;905.'t1- e r ~ . , ; 2~l4;545.38' 46`69~:82 ~ ` ` 29i 20$ 7~~ , Grant Fund Grants 275,903.89 375,601.77 99,697.88 Interest Earned 128.36 k . °`~t'rv' ' it76 VY3i0" •'~~,~1~. Y •A" i.., p" ~ ,i",~Ri'~ , ~ 134 ,Aff Communit Develo ment Block Grant Interest Earned 2,119.66 616.26 1,503.40 Grants nue~ x3i ~ g s. March 2009 Net to Date 2 4/9/2009 - ~0~~34 Net to Date Comparison March March Descri tion 2009 2008 Net to Date Tax 8 Rev CO 2000 Const Fund Interest Earned 424.65 1,113.53 688.88 Grants Po►~stFund"Revenues ° 424:65 ; r _ ~nst~fund E endi#ures . . ~4240 :~g ' ~ . CO Series 2002 Construction Fd interest Earned 5.31 16.73 11.42 Sale of Scrap Metal/Forfeited Funds sWctlon Fd #Revenues tts~c~iqn,FdEx enditures '=5.31 ;QQ A2 : Revenue Bonds Sinkin Funds Transfer to GO Refundin 2003 300,000.00 93,000.00 207,000.00 Interest Earned 35,372.12 37,876.95 2,504.83 , r~~ kin Fuhds F~evenuas ° ~ ` , ~n Fur~tls E~€ enditures 335 3'~2:~~ f 3,45~'UQ6:~ 1 : . 2; ' , f I~fetfo te~,~. . 2,~2Q 63~.81 130;T##' ~OT~ Tax 8 Rev CO 2000 I&S Fund Tax & Rev COs 2000 I&S 476,507.44 514,365.66 37,858.22 Interest Earned 351.07 451.82 100.75 Uc A:: `i,20004&S Fund Rsvenues: E?t ndi#ures ~ 4Z6,868.51 " 389668.13 87EI 5148W 1'71V •~7 9~8.9~ = 44', Tax 8 Rev C0 200218S Fund Tax & Rev COs 2002 I&S 414,529.88 414,251.63 828,781.51 Interest Earned _ t'tlrtci mevenuus < T un enditures +r*. .s,cW:uv 342&24.75 -r.;~ ,~..d :~S z 7g~ 79 T05:'l3 8 15, 2003 GO Refundin Bonds Cert. Of Obti . 2003 I&S 371,233.97 337,046.18 708,280.15 Interest Earned 551.21 1,884.00 1,332.79 t2W ~ s Rev ues' 371; 3389 ~ ~y; • ~ 720 a.., :Eat ditures~ 4U0f1. 00 48* Di? r .V . t 325,'~8:5; ~78; . . Libra Memorial Fund Interest Earned 176.76 780.72 603.96 Memorial Donations 3,321.80 3,332.90 11.10 . w.,~~ . m. ~ . ~ ~ n 8 77 66649 Libra Ex endable Fund March 2009 Net to Date 3 ~000035 4/9/2009 Net to Date Comparison Descri tion March 2009 March 2008 Net to Date Interest Earned 478.85 311.33 167.52 Donations 5,000.00 5,000.00 : . . . ~.cv . . x . . + , . . , r . ..r . . . . 478~~.p ; . . _ ~ ' ~ ~ 3~ Libra Permanent Fund Interest Earned 0.34 3.86 3.52 Donations 0.00 o+a~ ~9~ren~uas '~ittWres o.34` ~ F"` , 18E3 7 . 3:52. ~D,34 ~.3A ':3::32 March 2009 Net to Date 4 4/9/2009 n 000036 N C N ~ ~ ~ d N ~ 01 Ol 00 U1 N .--1 ~4 p tD Op Ct N 00 00 p lO (Y1 a 1!1 l0 l!1 O O N Ol ~4 O M N 00 .--I I, c-I O "o V v7 m tD V R 1~ l0 N l0 1- V Vl .--i 1~ M o0 tD N V O V1 lD O I~ IO vl I~ O1 .--i V o0 O -o f, .--4 1, O N lD 01 V1 N 00 ~4 I~ O l0 a O O V O O N lD 00 V 00 t0 l0 00 O u C N lO Ol r N N l0 V pl (YI lll fn I, m m V m N l0 rl -t O l0 lD ✓1 ~-1 01 Ol Ol M O N ul O ~ C N. . 00 00. N O Ol . 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