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08-October 2010 Financial ReportCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 11/16/10 Council Date: Finance Gene Anderson 8. 11 /22/ 10 RECOMMENDED MOTION: Not an action item. POLICY ISSUE(S): Fiscal oversight. Section 69 (3) of the Paris City Charter 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: ' October 2010 Financial Report ACTION: BUDGET INFO: ~ 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: ~ Administration E City Clerk ❑ Community Development ❑ EMS/IT M Finance ❑ Fire ❑ Municipal Court Z Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities City of Paris Revised 2/04/08 15 City of Paris October 2010 Financial Report Comments Net to Date Comparison of Revenues: 1. The large difference in tax collections from last October and this October is not a collection issue but a timing issue of when those collections were forwarded to the City by the appraisal district. Collections made on the last few days of the month may not be transferred to the City until the following month. This October, the last day of the month was on Sunday. This required the LCAD to accept October payments through November 1St. The LCAD October 2010 collection report indicates that $207,324 in overall City tax collections were made in October 2010. The comparable number from the October 2009 LCAD report is $203,433. In the heavy collection months of October, November, December, and January this type of distortion can easily occur. 2. Sales taxes are up a modest 2.01% ($9,222) over last year. 3. Hotel occupancy taxes are down 12.21%. La Quinta and Ramada Inn are delinquent in taxes for the quarter ending September 30, 2010. La Quinta also owes a penalty from the quarter ending 6-30-2010. Both hotels have been sent demand for payment letters. 4. Franchise fees are down 25.28% ($16,149). This difference is connected to the timing of payments from both TXU Energy and the Solid Waste Street Use Fees. 5. The bulk of the decrease in interest and lease revenue is on the interest side. The annual tower rental payment from Suddenlink accounts for the balance of the difference. The tower rental was received in October but credited to the wrong account. Correction was made in November. 6. Regarding the Fire Department related revenue, the County discontinued their $150 monthly ($1800 annually) support payments last year after making a single payment. The County had made such payments to the City for fire protection services provided to County residents living inside the City limits. They make similar payments to rural fire departments. These payments have been made for well over 30 years. The only explanation given for stopping the payments was that there was no legal requirement to make them. 7. Sanitation fees are up 12.72% ($13,803). This reflects the rate change approved by the Council last July. 8. EMS fees were unusually strong posting a 14.03%jump from last year. 9. Miscellaneous fees/revenues are unpredictable in nature and amount but do occur each year. Variances from one year to the next are not unusual. The primary difference in this month's report was caused by the fact that in October 2009 the City received reimbursement from the State for repairs made at the airport. Those repairs had been made in a previous fiscal year. 10. Total General Fund revenues are 8.42% below last year due to slow transfer of collections from the LCAD. General Fund revenues to date are 5.5% of the budget while the City is 8.33% through the budget year. 11. Total General Fund expenditures are 15.37% less than last year for this month. General Fund expenditures to date equal 6.64% of budget with the City being 8.33% through the budget year. - - 1_ U 12. Sewer revenue is down slightly (3.1%) compared to last October due in part to reduced flow and load from Sara Lee. Water revenue is up 15.30% for the month as the City was still benefiting from a dryer summer. October billings are based on September consumption. Total Water & Sewer revenues are 8.39% above last year and equal 9.00% of budget just above the 8.33% budget to date percentage. Departmental Expenditure Summary: At this point the City is one month or 8.33% 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 three departments whose expenditures are over 8.33% at this time. 1. City Council-10.57%. The overage amounts to $2,496 and consists mainly of association memberships, general liability insurance (paid quarterly), and expenditures related to codifying City ordinances. 2. City Clerk-9.02%. The overage amounts to $1,100 and consists mainly of personnel costs charged to that department that should have been charged to Community Development. This was corrected in November. 3. Library-9.02%. The overage amounts to $4,350 and consists mainly of liability insurance (paid quarterly) and equipment maintenance agreements. 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. . 1.7 Net to Date Comparison Mob Description October 2010 October 2009 October Net to Date General Fund Taxes Collected 39,013.06 133,181.77 (94,168.71) Sales Tax 465,803.68 456,580.82 9,222.86 Hotel-Motel Tax 105,316.84 119,977.58 (14,660.74) Franchise Fees 47,733.96 63,883.88 (16,149.92) Permits 6,947.25 3,281.95 3,665.30 Court Fines 29,510.85 28,565.65 945.20 Leases & Interest 6,595.25 22,601.17 (16,005.92) Fees & Copies 1,172.43 1,290.60 (118.17) Lamar County Fire 150.00 (150.00) Sanitation Fees 122,309.58 1081506.34 13,803.24 EMS Fees 251,932.97 220,930.66 31,002.31 Mixed Beverage Tax 14,470.99 14,027.44 443.55 Miscellaneous Fees 8,264.13 32,716.41 (24,452.28) Water & Sewer Transfer 62,500.00 62,500.00 - Summer Programs 900.00 1,216.65 (316.65) General Fund Total Revenues 1,162,470.99 1,269,410.92 (106,939.93) General Fund Total Expenditures 1,402,601.36 1,657,337.75 (254,736.39) Net to Date (240,130.37) (387,926.83) 147,796.46 PEDCFund Sales Tax 93,160.73 91,316.16 1,844.57 Interest Earned 718.09 51150.96 (4,432.87) Loan Payments 57,022.34 38,000.00 19,022.34 PEDC Fund Total Revenues 150,901.16 134,467.12 16,434.04 PEDC Fund Total Expenditures 105,797.67 70,773.19 35,024.48 Net to Date 45,103.49 631693.93 (18,590.44) Water & Sewer Fund Sewer 420,924.61 434,685.94 (13,761.33) Water 745,518.40 646,536.41 98,981.99 Interest Earned - 1,586.91 (1,586.91) Miscellaneous 45,604.51 35,394.67 10,209.84 W&S Fund Total Revenues 1,212,047.52 1,118,203.93 93,843.59 W&S Fund Total Expenditures 463,118.03 485,623.97 (22,505.94) Net to Date 748,929.49 632,579.96 116,349.53 October Department Expenditure Summary 1 1.8 11/9/2010 Net to Date Comparison umb Description October 2010 October 2009 October Net to Date Capital Projects Fund Interest Earned - - Auction Proceeds Capital Projects Fund Revenues - - - Capital Projects Fund Expenditures 13,226.08 23,994.71 (10,768.63) Net to Date (13,226.08) (23,994.71) 10,768.63 WW&SS Rev Bond 2000 Construction Interest Earned - WW&SS Rev Bond 2000 Const Revenues - - - WW&SS Rev Bond 2000 Const Fund Expenditures Net to Date - - " Equipment Replacement Fund Interest Earned 28,169.32 (28,169.32) Auction Proceeds - - Equipment Replacement Fund Revenues - 28,169.32 (28,169.32) Equipment Replacement Fund Expenditures Net to Date - 28,169.32 (28,169.32) CO 2010 Construction Fund Interest Earned - - Bond Proceeds - CO 2010 Construction Fund Revenues - - - CO 2010 Construction Fund Expenditures 72.00 - 72.00 Net to Date (72.00) - (72.00) Special Funds Special Funds 3,714.97 (3,714.97) Interest Earned - - Special Revenue Funds Revenue - 3,714.97 (3,714.97) Special Revenue Funds Expenditures - 1,169.67 (1,169.67) Net to Date - 2,545.30 (2,545.30) Child Safety Fund Interest Earned - " Donations - - - Child Safety Fund Revenues - ' - Child Safety Fund Expenditures - 408.52 (408.52) Net to Date - (408.52) 408.52 October Department Expenditure Summary 2 1.9 11/9/2010 _ ~ Net to Date Comparison emb Description October 2010 October 2009 October Net to Date Health Department Interest Earned - Fees & Grants 122,028.84 104,747.18 17,281.66 Health Department Fund Revenues 122,028.84 104,747.18 17,281.66 Health Department Fund Expenditures 72,310.50 83,661.71 (11,351.21) Net to Date 49,718.34 21,085.47 28,632.87 Grant Fund Grants 135,030.20 96,640.54 38,389.66 Interest Earned - - - Grant Fund Revenues 135,030.20 96,640.54 38,389.66 Grant Fund Expenditures 85,471.34 172,644.75 (87,173.41) Net to Date 49,558.86 (76,004.21) 125,563.07 Water Contract Fund Interest Earned 2,005.48 (2,005.48) Deposits Billed (50.00) 34.50 (84.50) Water Contract Fund Revenue (50.00) 2,039.98 (2,089.98) Water Contract Fund Expenditures Net to Date (50.00) 2,039.98 (2,089.98) Community Development Block Grant Interest Earned and Fees 307.92 329.52 736.03 Grants Community Dvl Block Grant Fd Revenues 307.92 329.52 736.03 Community Dvl Block Grant Fd Expenditures - - Net to Date 307.92 329.52 736.03 Home Buyers Assistance 2009 Grants - 101000.00 (10,000.00) Home Buyers Assistance 2009 Revenues - 10,000.00 (10,000.00) Home Buyers Assistance 2009 Expenditures - 10,000.00 (10,000.00) Net to Date - - ' Texas Department of Community Affairs Interest Earned - OCC Payments - TX Dept of Community Affairs Revenues - - TX Dept of community Affairs Expenditures 1,253.00 - 1,253.00 Net to Date (1,253.00) (1,253.00) October Department Expenditure Summary 3 Y 20 11/9/2010 Net to Date Comparison cixb Description October 2010 October 2009 October Net to Date Municipal Court Tech Fee Municipal Court Tech Fee 1,228.42 1,228.42 Interest Earned Municipal Court Tech Fee Revenue 1,228.42 1,228.42 Municipal Court Tech Fee Expenditures Net to Date 1,228.42 1,228.42 Municipal Court Security Fee Court Security Fee 921.30 921.30 Interest Earned Municipal Court Security Fee Revenues 921.30 921.30 Municipal Court Security Fee Expenditures Net to Date 921.30 921.30 Municipal Court Child Safety Fee Child Safety Fee 96.49 96.49 Interest Earned Municipal Court Child Safety Fee Revenues 96.49 96.49 Municipal Court Child Safety Fee Expenditures Net to Date 96.49 (96.49) Municipal Court Time Pay Fee Time Payment Fee 161.76 161.76 Interest Earned Municipal Court Time Pay Fee Revenues 161.76 161.76 Municipal Court Time Pay Fee Expenditures Net to Date 161.76 161.76 ludicial Fofreiture Fee Judicial Forfeiture Fee 507.00 507.00 Interest Earned Police Judicial Forfeiture 507.00 507.00 Police Judicial Forfeiture Expenditures Net to Date 507.00 507.00 Tax & Rev CO 2000 Const Fund Interest Earned Tax & Rev CO 2000 Const Fund Revenues - - - Tax & Rev CO 2000 Const Fund Expenditures - Net to Date - - - October Department Expenditure Summary 4 21 11/9/2010 ' _ Net to Date Comparison orb Description October 2010 October 2009 October Net to Date CO Series 2002 Construction Fd Interest Earned CO Series 2002 Construction Fd Revenues - - - CO Series 2002 Construction Fd Expenditures Net to Date - - - Tax & Rev CO 2010 I&S Tx & Rev CO 2010 I&S 844.89 844.89 Interest Earned - 2010 GO/W&S Refunding Bonds Revenues 844.89 - 844.89 2010 GO/W&S Refunding Bonds Expenditures - Net to Date 844.89 - 844.89 Revenue Bonds Sinking Funds Transfer to GO Refunding 2003 25,000.00 (25,000.00) Interest Earned 4,990.43 (4,990.43) Revenue Bonds Sinking Funds Revenues - 29,990.43 (29,990.43) Revenue Bonds Sinking Funds Expenditures - 1,000.00 (1,000.00) Net to Date - 28,990.43 (28,990.43) Tax & Rev CO 2000 I&S Fund Tax & Rev COs 2000 I&S 10,597.30 (10,597.30) Interest Earned ' Tax & Rev CO 2000 I&S Fund Revenues - 10,597.30 (10,597.30) Tax & Rev CO 2000 I&S Fund Expenditures - - - Net to Date - 10,597.30 (10,597.30) Tax & Rev CO 2002 I&S Fund Tax & Rev COs 2002 I&S 2,814.77 9,373.65 (6,558.88) Interest Earned • ~ Tax & Rev CO 2002 I&S Fund Revenues 2,814.77 9,373.65 (6,558.88) Tax & Rev CO 2002 I&S Fund Expenditures - - - Net to Date 2,814.77 9,373.65 (6,558.88) 2003 GO Refunding Bonds Cert. Of Oblig. 2003 I&S 2,498.72 8,288.48 (5,789.76) ~Interest Earned #REF! #REF! 2003 GO Refunding Bonds Revenues 2,498.72 #REF! #REF! 2003 GO Refunding Bonds Expenditures - 300.00 (300.00) Net to Date 2,498.72 #REF! #REF! October Department Expenditure Summary 5 _ 22 11/9/2010 Net to Date Comparison umt, Description October 2010 October 2009 October Net to Date 2010 GO/W&S Refunding Bonds Cert. Of Oblig. 2003 I&S 2,820.15 2,820.15 Interest Earned - 2010 GO/W&S Refunding Bonds Revenues 2,820.15 - 2,820.15 2010 GO/W&S Refunding Bonds Expenditures - - - Net to Date 2,820.15 - 2,820.15 Library Memorial Fund Interest Earned - Memorial Donations 516.35 255.00 261.35 Library Memorial Fund Revenues 516.35 255.00 261.35 Library Memorial Fund Expenditures 165.95 570.87 (404.92) Net to Date 350.40 (315.87) 666.27 Library Expendable Fund Interest Earned 0.70 0.23 0.47 Donations Library Expendable Fund Revenues 0.70 0.23 0.47 LibraryExpendable Fund Expenditures - - - Net to Date 0.70 0.23 0.47 Library Permanent Fund Interest Earned - Donations Library Permanent Fund Revenues - - - Library Permanent Fund Expenditures Net to Date - - - October Department Expenditure Summary 6 23 11/9/2010 C O n. 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