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07-Move to approve the JUly 2009 Financial ReportCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 08/07/2009 Council Date: Finance Gene Anderson 7. 08/24/2009 RECOMMENDED MOTION: Move to approve the July 2009 Financial Report as presented. 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 Directar 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: July 2009 Financial Report ACTION: BUDGET INFO: N Financial Report ~ Minute Order Expense $N/A ❑ Department Report ❑ Resolution Budgeted Amt. $N/A ❑ Presentation ❑ Ordinance y'I'D Actual $N/A ❑ Public Hearing ❑ Other Acct. Name N/A Acct. Number N/A FISCAL NOTES: REVIEWED AND APPROVED BY: Z Administration M City Clerk ❑ Community Development ❑ EMS/IT Z Finance ❑ Fire ❑ Municipal Court 0 Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities City of Paris Revised 2/04/08 ~ 21 City of Paris July 2009 Financial Report Comments Net to Date Comparison of Revenues: 1. Property tax collections are 0.71% less than this point last year. La Quinta paid its property tax delinquency on July 315`. The City's share of this payment was $30,185 and will be reflected on the August financial report. 2. Sales tax collections to date are 14.88% above last year's collections to date. Sales tax remittances to the City from the State reflect sales from two months earlier. July collections reflect May sales. July was the first month this fiscal year those collections were below last year's amounts. They were $36,212.78 or 7.91% below last year's level. The State Comptroller has remitted the August sales tax payment to us, and it was $24,639.05 or 4.10% below the August 2008 amount. 3. Hotel occupancy taxes stand 28.55% over this same time last year. All hotel taxes are current except for La Quinta which is delinquent for the first and second quarters of 2009. This amounts to approximately $36,000 plus penalties. The City Attorney is pursuing collection. 4. Franchise taxes are up 3.8% at this point. 5. Permit fees are up 180.5% due to Paris High School's building permit fee of nearly $90,000. 6. Municipal Court fines are down 14.25% after ten 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. Sanitation fees are 1.20% below last year. 9. EMS fees are 2.17% behind last year. 10. Miscellaneous collections are down because last year's collections included revenue collected from the sale of the abandoned Southern Disposal dumpsters. 11. Total General Fund revenues are 2.9% above last year's receipts at this time. General Fund revenues to date equal 91.11% of that budget while the City is 83.33% through the budget year. 12. Total General Fund expenditures are 6.5% more than last year, but within the current budget at 80.91%. 13. Water revenue is up 3.49% while sewer revenue is up 10.17%. 14. In the Water & Sewer Fund, the receipts from the City of Irving represent reimbursements under the MOU agreement. To date $145,699.08 has been billed and collected. 15. 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. 16. The Water & Sewer Miscellaneous line item is down because charge offs from the previous year were not made in a timely manner thus skewing the current year amount. Charge offs are now being made in a timely fashion. There does appear to be some increase in delinquencies. 17. Total Water & Sewer Water revenue is up 5.08% over last year. Water & Sewer revenues to date equal 81.58% of that budget. This percentage is behind the budget to date percentage of 83.33%, but the summer months produce the highest revenues of the year. Operations are still expected to produce the budgeted amounts. 18. Total Water & Sewer expenses are 7.69% higher than last year and amount to 85.86% of the current budget when debt payments are included. Budget to date expenditures would be 83.33%. Departmental Expenditure Summary: At this point the City is 10 months or 83.33% 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 8 departments whose expenditures are over 83.33% at this time. This does not include the contingency line item which is discussed below. 1. City Manager-83.35%. The overage amounts to $45 and is not significant. 2. Municipal Court-85.02%. The overage amounts to $3,862 and consists mainly of personnel costs. 3. Community Development-93.85%. The overage amounts to $82,894 and is due primarily to charges from Bureau Veritas. 4. EMS-84.97. The overage amounts to $37,193 and consists of overtime, electricity, building maintenance, and vehicle maintenance. 5. Paris Band-99.36%. The overage amounts to $3,341. The band season is over and this percentage represents expenditures for the whole year. 6. Contingency-787.049'0. 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-83.50%. The overage amounts to $178 and is not significant. 8. Water Billing-83.48%. This overage amounts to $2,581 and is made up entirely 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-85.56%. This overage amounts to $61,574 and is made up of mainly of chemical and electrical costs. SPECIAL NOTES: 1. In the Capital Projects Fund, the $125,458 Police related expenditures were 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, Community Development expenditures for the Casa Bonita project total $601,486 and there have been $45,457 in demolition expenditures. 3. In the Capita) Projects Fund, there has been $49,715 spent for street repairs and $14,512 spent as part of the street sign upgrade. 4. In the Capital Projects Fund, the Water Treatment Plant has spent $35,701 for instruments/apparatus and $9,205 on their communication system. The Wastewater Plant has spent $36,434 on hydrants & valves and $92,675 for equipment. 5. The Parks Department expenditures in the Grant Fund are for the extension of the original "rails to trails" trail eastward and the Police Department has expended money in their various grant projects (Auto Theft,1AG, Schoo) Resource Officer, and Felony Crimes). - ~ ~ 2J General comments to the City Council: 1. Over 999'0 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. ~ 24 Net to Date Comparison Description 2009 2008 Net to Date General Fund Taxes Collected 6,398,639.38 6,444,995.91 (46,356.53) Sales Tax 5,252,977.25 4,572,226.31 680,750.94 Hotel-Motel Tax 494,364.92 384,566.00 109,798.92 Franchise Fees 2,646,630.67 2,548,316.50 98,314.17 Permits 150,300.92 53,582.09 96,718.83 Court Fines 323,867.30 377,697.21 (53,829.91) Leases & Grants 251,458.47 375,831.51 (124,373.04) Fees & Copies 16,351.50 15,490.58 860.92 Lamar Count Fire 1,500.00 1,500.00 0.00 Street Scape Grant 23,058.08 (23,058.08) Sanitation Fees 1,088,979.06 1,102,308.46 (13,329.40) EMS Fees 2,068,589.01 2,114,650.05 (46,061.04) State Revenue 62,513.47 57,230.46 5,283.01 Miscellaneous Fees 188,194.10 288,633.91 (100,439.81) Water & Sewer Transfer 625,000.00 625,000.00 0.00 Summer Programs 96,147.55 122,697.48 (26,549.93) General Fund Total Revenues ' 19,665,513.60 ' 19,1(}7,784.55 ' 557,729.05 General Fund Total Ex enditures Net to Date 17,407,048.19 2,258,465,41 16a336,460.78 2,771,323.77 1,07(},587.41 ' ' 512,858.36 ' PEDC Fund Sales Tax 1,050,595.40 914,445.22 136,150.18 Interest Earned 43,820.69 11,293.62 32,527.07 Loan Pa ments 380,000.00 436,150.00 (56,150.00) PEDC Fund Tota!'Revenues ' 1,474,416.09 ' 1,361,888.84 112,527.25 PEDC Fund 7otal Ex enditures 856,420:98 1,521,970.95 665,949.97 Net to Date : 618,395.11 160,082.11 ' 778,477.22 Water & Sewer Fund Sewer 4,371,396.31 3,967,772.39 403,623.92 Water 6,330,713.68 6,116,949.94 213,763.74 Cit of Irving 88,083.28 40,000.00 Interest Earned 58,234.70 107,504.92 (49,270.22) Miscellaneous 282,539.07 359,984.94 (77,445.87) ' W&S Fund Total Revenues W&S;Fund Total Ex' endifures ' 11,130,967.04 7,305,874.61 ' 10,592,212.19 5,604,720.61 538,754.85 ' ' 701,154.00 ' Net to Qate 3,825,092,43 ' 3,987,491.58 162,399.15) Ca ital Projects Fund Interest Earned 10,535.39 12,590.89 (2,055.50) Ca ital Projects'fund Revenues 10,535.39 12,590.89 2,055.50 ' Ca ital Pro`ects Fund Ex enditures 1,024,480:3$ 215,498.97 ' Netto'Clate 1,013,944.99 202,90$.0$ ' 811,036.91 July 2009 Net to Date.xls 8/13/2009 ~ 4~~. 25 Net to Date Comparison Descri tion 2009 2008 Net to Date WW&SS Rev Bond 2000 Construction Interest Earned 15,550.13 75,123.96 90,674.09 E ui ment Re lacement Fund Interest Earned (1,909.22) (1,909.22) S ecial Funds Special Funds 58,553.19 61,083.78 (2,530.59) Interest Earned 334.95 633.19 (298.24) IYE.'1 tU' Udl ' 1L~aiJ. t L c t r Child Safet Fund Interest Earned 123.59 78.45 45.14 Donations 18,906.50 10,270.00 8,636.50 Health De artment Interest Earned 198.95 198.95 Fees & Grants 912,654.43 706,060.17 206,594.26 ' Health t?e artment Fund Revenues 912,853.38 706,060.17 ' 206,793.21 ' ' Health De aetment Fund Ex enditures ' 729,250:04 732,939.65 3,689.61 ' ? Net to' Qate 183,603.34 26,879.48 ' 210,482,82 ' Grant Fund Grants 472,834.98 603,230.63 (130,395.65) Interest Earned - 128.36 (128.36) Grant'Fund Revenues 472,834.98 603,358.99 ' 130,524.01 Grant'Fund Ex enditures ' 678,210:38 619,171.70 ' 59,038.6$ ' ` Net to' Date ' 205,375.40 15,812.71 189,562.69 ' Criminal Justice Fund Interest Earned - 163.45 (163.45) Criminal Justice Div'Grant Fd Revenues' ' 163.45 163.45 ' ' Criminal Jusfiice Qiv'Grant Fd Ex enditures 0.00 ' ' Net to;Dafe 163.45 163.45' July 2009 Net to Date.xls 2 8/13/2009 26 Net to Date Comparison Descri tion 2009 2008 Net to Date Communit Develo ment Block Grant Interest Earned 3,902.98 1,903.91 1,999.07 Grants - 100,000.00 (100,000.00) Home Buyers Assistance 2009 Grants - - 0.00 Tax & Rev CO 2000 Const Fund Interest Earned 680.82 1,901.57 (1,220.75) CO Series 2002 Construction Fd Interest Earned 10.26 29.54 (19.28) C() Series 2002 Canstructian Ftl Revenues CC? Series 2002 Constructian Fd Ex enditures ' 10.26 ' 23.54 8,246.48 '19.28 $,246.48 Net ta Date : 10.26 8,21 6.94 $,227.20 ' Revenue Bonds Sinkin Funds Transfer to GO Refundin 2003 445,000.00 195,000.00 250,000.00 Interest Earned 59,847.55 66,911.19 (7,063.64) Tax & Rev CO 2000 I&S Fund Tax & Rev COs 2000 I&S 490,652.35 526,379.11 (35,726.76) Interest Earned 714.42 1,179.29 (464.87) I Tax & Rev CO 2002 I&S Fund Tax & Rev COs 2002 I&S 426,834.99 423,926.84 2,908.15 July 2009 Net to Date.xls 3 8/13/2009 ~ _ Net to Date Comparison Description 2009 2008 Net to Date 2003 GO Refundin Bonds Cert Of Oblig. 2003 I&S 382,253.88 344,918.18 37,335.70 Interest Earned 1,893.77 5,291.83 3,398.06) 2003 GU Refundin Bonds Revenues ' 384;147.65 350,210:01 ' 33,937.64 ' 2003 GO Refundin Bonds Ex enditures' 46,000;00 174,60,938 ' 128,609:38 ' Net to Date 338,147.65 175,600.63 162,~47.~2 ' Libra Memorial Fund Interest Earned 350.30 1,182.68 (832.38) Memorial Donations 4,934.30 6,299.75 (1,365.45) Librar' Memorial Fund Revenues' 5,284M 7*4~2.43 2,1,97.83'. Libra > lVlemorial Fund Ex enditut~es 1,456;77 26,520.88 '25,064.11' Net to Date ' 3,827.83 19,038.45 ' 22,866.28 ' Libra Ex endable Fund Interest 790.72 588.09 202.63 Donation - 5,000.00 (5,000.00) Librar:' Permanent Fund Revenues ` 790.72 5,588.09 4,797.37) Libra Permanent Fund Ex endi#ures ' 39,278.50 ' 31,278.50' ' Net ta date ' 790.72 25,690.41 26,481.13 ' Libra Permanent Fund I nterest 2.36 6.84 (4.48) Donations - - 0.00 Libra Permanent Fund Revenues 2.36 6.84 ' 4.48 ' Libra Permanent Fund Ex enditures ~•Q~ Net to Date ' 2.36 6.84 4.48 July 2009 Net to Date.xls 4 8/13/2009 w ` v V 28 N I~ V' V LO I~ N O O 0 V N , V I- m M O N co M N ~ ln N 1~ c0 N m N O m fZ O -0 r V ~O I- Q~ c0 ~ I~ M N O O f- c0 oJ m O N f, V O I~ N V (D O 00 I~ c0 O) LO M Ln O M M o N ~ O V ~ ' oJ O ' c0 M ~ OJ O) (D Ol QJ OJ N O7 m O cD 7 (D Ql ch (D N m N N th ~ m M ch O c0 0O O U C M cD i[J M c 7 O CO V' V M ln ' N m N OJ f~ (O lf) N N M (O N V' CO O (D '7 c") ~ ( (D O oJ I~ N O N ' W (O C'1 (D N ~ O cD m O ~ ~ T c V D ~ (O t0 oJ O 7 ~ l L( V N O) m O) i(J M M t~ a O cD a M M N f- 0) m O Il- c+l 0) M N 00 ~ m CO m V O V d' N o'] O O) m N ~ tn c0 ~ O x I~ O c`~ N c0 V c0 O O N t() N LfJ O cD l() 07 N C~ c'7 c0 O V 7 N O N N f- CO CO lf7 co N ~ m O N N ~ N N (o N U~ CO [h (7) M Ln ln N lf') m V N ~ c ~ V ri cD N oJ M ~fJ (O ~ CO N ~IJ O c~ M N M O c+J O I~ ~ 1~ CD m N m ~fJ N (D m m ~ M O I~ m I~ O OJ V' m I~ CV OJ O) CO lfJ N ~ N ("J ~ V O OJ 'ct O OJ V ~ (D I~ O] Q V O) O 1~ [O ~ V' u) O N V m N V c'~ ~ c'7 t~ 7 I~ N V m f~ M N V ~t7 V N I-- oJ ~ c0 ~ M CO OJ m O o~ O c0 ~ O U) co O I- CO O M ~ OJ tn m t- f- ol m N N O O N 07 m M V oJ ~ O oJ f~ m V LO O c0 0C) N V tn ~ T O Q1 0o O m O) co ~ O f- OJ I- I~ 1~ V ~ N LfJ CO m V (O N CO I-: LfJ N M (O Lr O m ~t (D N N O O CD O V I~ LfJ tt5 1- (D f, V ~ ~ ~ a o] V ~IJ I~ O oJ t`J N V c0 (D (O R (O M ~ 7 oJ I- m m M M ch M N - OJ ~ N O l17 CO I~ ~ M M f- O 4-) V N t('J oJ c") t") N oJ ~fJ O) - tfJ CO ln m N O (D . 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CO ~ V ~ M CO ~ f- (p I- N ~ (O h N CD ln f~ O O O) O I~ N o~ c7 ~ N O N ~ N m m N O~ ch I- L('J c0 ~ cD N f- O LO N f~ c0 ln c•) (O I~ V m N I- f- W N c0 CD m OJ ~ O N CO ~t V I~ N CO c7 'f] O n 1- O ~ u J M ~ u] I- ~ L~ oo O7 M lCJ V O~ O c`") ln V 7 LA (O N M f+ N W Lr m m in m N OJ f~ f- V ~ N I N N O W O~ M N I- M V C~ ~ M M V N ~t m t!'J M N c`7 M tn OJ O) 00 0) (h O CO OJ ln N OJ r O O O I- m O O oO j O U N CJ N O ~ W M ~ ~ I~ O M M N c`~ N (D V N (O O '7 02 c7 (D N Q N r N 'o c") ln I- N N If] f- f- tn c0 O I- O, V I~ ~ (O M ~ V c) N oJ O CO CD f- O m N V a1 O) 6) M N O c~ h O m aO ~ O) tf~ N f~ ln N m M M oO f-- O m N O N ~ V Lo ~ LO O N N ` C ~ (h N n O N I,~ M CO O I- (O M ~ 7 CO O) W W t- O M CO O7 M c`') ln 7 ~ N V I~ oJ N Q I~ N f- N N I~ I- O~ ~ I~ N f~ I- f- O~ oJ oJ m f- I- aO N N V N oJ m W co (O I~ I- U') N m a X r (D W C -o a) ~ LL C cm E 0 U N d C) N -0 ID ) E ~ O N KS C T (0 m U N N C. 0 a U ' ~ V C 7 LL ~ ~ a J ~ O O C C LL N ~ 06 ~ ~ ~n c6 'C a V , ~ ~ ~ Q N 'Q > m > a~ d c0 a ~ ~ O ~ C ~ m ❑ ~ (0 ~ ~ C~ " C O U d U ¢ ~ ~ U ] ~ ~ 3 ~ G ~ tA U 3 N p Y Q LL C ~ C Q N Y ~ C N C ~ KS C "O C W ~ LL U U (A O a N N >M ~ C (n a O ~ ~ U ~ ~ ~ ~ U C ~ E 47 U r0 U N ~ d m ~ (6 m C (0 E E ~ O L m O ~ > ' ~ - p~ KS 7 N Q . o C ° ' Vj ` O m LL 0 U ~ ~ ~ ~ N C y N c ~ m m E o c`a ~ w ~ c°~ m 0 f a 3i ` ° x ° E ~ c7 v i~ U ~ U a d ii U w a a cn in F- c~ w U a ~ c7 o U C~ ij ~ ~ ~ ~ ~ c n 3 o U j d U O U) E O U ~ ~ E cn ~ ~ ~ N 0 L1J X N ~ ~ a ~ d X W C N ~ (6 Q N ~ ~ O ~ ~ ~ 0 O 0 O n O o f- o I~ ~ a, ~ (p M o c~ o oo V) M Lo (7 o [7 0 O 0 O 0 O 0 O 0 m 0 O 0 O i3 lf~ G~ tf) rn N rn N v N v N o N ~ U O O O O ~ O N W [O oJ cp Q1 d' I~ CD cp M cp M ~p oJ (p OJ f~ M O O O O O O O (D I- m O O O O O I~ O I~ N O N O N O 'j) C O O ln I~ f~ ~ cc ln N N M M Lt~ O O O CO Oi 0 O O O Q (z x~ O lfJ LO N a) I~ O 7 O V lr) N ~ (O CO ~ m O O a0 M 0) M N (O N CO M ch o~ ~ c0 N p~ c N M c- (h oJ N N ~ f~ O) O 1- I~ 6) N O (O C7 (O O N O N lfJ (O ~fJ cD O 1~ O I~ O O O O tn LIJ lf) ifJ Q~ N Q~ N ~p I~ ~p I~ O l1~ 0 07 Q~ N co 03 6~ Lr) 61 rn V V '7 c0 M c0 M rn M rn ~7 n O O O O O I~ O f- N N ' M ~ ~ O V' ` 6) ~ lfJ O ~fJ ~ N N m N m N ~ O) ~ m ~ N N m ~ " O c`~ O M U Q N V N cV c'1 ~ c'7 ^ c] ~ ~ ~ ~ ~ M c ) c"J ~ t") f- oJ O o W O Ln O) c"] V ~ V d U o O O O o O O O O O O O O O O O O O O O O O O O O O O O O O O O O N O ~ N (O (O N QJ C. O O O ~ m ~ O O O O ~[J O ~ ifJ t6 01 O O ' O V ~ M c 7 ~ O O O c 0 c' 7 O M O M I~ I~ I~ O N-c O ln l! ) N LO m V in O N ~ I-: O) I- O) O M O W m O O oJ M N ~ ln ~ N c0 O LO N lo N oJ m ~ M V u) 0 C') LC) m M O ~IJ O l(J V V O M ~ l(~ m LO Ln m LO ~ N m N p~ O) O> m O O O O C N V V O O O N O W p O c7 O O M ~ O U V V I~ V I~ O L(J O to U ~ Q ~ C~ (D N OJ O L~J 1-- tn O (O (O lfJ ~f1 ~CJ O O 1~ C ~ ~ ~ ~ (o ~ N ~ N O- d x ~ O O O O m W LL C ~ .O y C o N C O LL C L ~ 7 LL ? 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