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07-CITY CHARTER REQUIRES FINANCE DIRECTOR TO SUBMIT MONTHLY STATEMENT OF ALL RECEIPTS AND DISBURSEMENTSCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: 8-17-12 Council Date: 8-27-12 Originating Department: Finance Presented By: Gene Anderson Agenda Item No.: 7• 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: None EXHIBITS: July 2012 Financial Report ACTION: BUDGET INFO: F;j Financial Report ❑ Minute Order Expense $NA ❑ Department Report ❑ Resolution Budgeted Amt. $NA ❑ Presentation ❑ Ordinance yTD Actual $NA ❑ Public Hearing ❑ Other Acct. Name NA Acct. Number NA FISCAL NOTES: None City of Paris _ 26 Revised 2/04/08 City of Paris July 2012 Financial Report Comments Net to Date Comparison of Revenues: 1. The operations and maintenance property tax and related collections to date are 1.96% less than last year at this point. Collections on the current tax roll are 97.62% compared to 97.43% last year. Keep in mind that the 0&M portion of the tax rate is less than last year as is the taxable value of property. 2. Sales taxes are up 0.62% from last year. This amounts to only $30,356. 3. Hotel occupancy taxes are up 9.91% from last year. All hotels are current on their occupancy taxes except La Quinta. As of 8-14-12, La Quinta is delinquent for the 15` quarter of 2011 but paid the bulk of its obligation for the 2"d quarter of 2011. They are also delinquent for the 3rd and 4thquarter of 2011. Kent and I met with the owner and hotel manager on February 7th. He has promised to pay $3,000 per month on the back taxes plus pay any current amount due on schedule. At that rate it will take approximately 15 months for them to pay the back tax due. La Quinta made its first five $3,000 payments on schedule. La 4uinta missed its sixth $3,000 payment due 8-15-2012. It is also now delinquent on its second quarter 2012 taxes. 4. Franchise fees are up 5.35%. 5. Permit fees are up 45.75% compared to last year. 6. Municipal Court fines are 15.89% above last year's collections. 7. Interest & lease payments are up $16,681. It is normal for the flow of interest revenue and lease payments to vary from year to year. 8. Sanitation fees are down 0.72% or $8,820. 9. EMS fees are down 3.42%. Revenue is determined not only by call volume but by the payer mix (cash, private insurance, Medicare, etc.) and run type (emergency vs. transfer). 10. The mixed beverage tax collection is down 25.30% or $14,650. 11. General Fund miscellaneous fees/revenues are unpredictable in nature and amount but do occur each year. Variances from one year to the next are not unusual, however, so this line item is budgeted conservatively each year. The difference to date is primarily due to the refund received from TCAP on previous electrical charges in the amount of $27,468. This will be partially offset by the $31,060 refund received in August. 12. Recreation program fees are up $7,249. 13. Total General Fund revenues are 0.21% above last year. General Fund revenues to date are 86.71% of the budget while the City is 83.33% through the budget year. 14. Total General Fund expenditures are up 2.86% compared to last year. General Fund expenditures to date equal 80.90% of budget with the City being 83.33% through the budget year. 15. Sewer revenue is up 7.88% compared to last year due to the rate increase approved by the Council last June but is only 79.79% of budget. 16. Water revenue is down 2.63% compared to last year but at 83.48% of budget, it still exceeds the budget to date number of 83.33%.. 17. Miscellaneous water and sewer revenues are down due to receiving the Corps of Engineers' refund regarding Pat Mayse Lake last year. 18. Total Water & Sewer revenues are 0.31% below last year and equal 82.34% of budget which is below the 83.33% budget to date amount. The bulk of the decrease is due to the Pat Mayse refund last year which was a onetime event and decreased water sales 27 19. Total Water & Sewer expenses are 10.33% above last year at this point in time and represent 56.23% of the total budget (84.86% adjusted for debt) while the City is 83.33% through the budget year. Departmental Expenditure Summary: At this point the City is ten 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 seven departments whose expenditures are over 83.33% at this time. 1. City Council-86.49%. The overage amounts to $3,813 and is due to the fees paid to SGR for the City Manager Search. 2. Police-85.60%. The overage amounts to $122,286 and is primarily due to unemployment claims, overtime, and the retirement payouts of several employees. 3. EMS-89.30%. The overage amounts to $133,878 and is primarily due to overtime, fuel, medical supplies, and the purchase of a new ambulance. 4. Cox Field-91.08%. The overage amounts to $13,272 and is due to the grant match payment to TxDot and a water leak. 5. Paris Band-101.66%.The overage amounts to $3,821 and is due to payment of band members. 6. Warehouse-85.87%.The overage amounts to $2,778 and is due to building maintenance, utilities, and the purchase of a refrigerator for the break room. 7. Wastewater Treatment-84.98%. The overage amounts to $ and is due to chemical costs, sludge removal, and pumps & motors maintenance. 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. . _ 28 Year to Date Comparison 7. July, 2012 Current Year Previous Year Net to Date General Fund Taxes Collected 5,959,798.29 6,078,947.86 (119,149.57) Sales Tax 4,964,986.14 4,934,629.74 30,356.40 Hotel-Motel Tax 469,288.54 426,943.42 42,345.12 Franchise Fees 2,589,770.40 2,458,164.84 131,605.56 Permits 123,577.36 84,786.68 38,790.68 Court Fines 328,725.81 283,641.58 45,084.23 Leases & Interest 152,827.01 136,145.55 16,681.46 Fees & Copies 10,709.41 11,719.45 (1,010.04) Sanitation Fees 1,223,392.89 1,232,213.22 (8,820.33) EMS Fees 1,946,804.47 2,015,802.42 (68,997.95) Mixed Beverage Tax 43,262.90 57,912.89 (14,649.99) Miscellaneous Fees 174,788.09 234,728.18 (59,940.09) Water & Sewer Transfer 625,000.00 625,000.00 - Recreation Programs 101,242.60 93,993.30 7,249.30 General Fund Total Revenues 18,714,173.91 18,674,629.13 39,544.78 General Fund Total Expenditures 17,369,474.10 16,886,031.72 483,442.38 Net to Date 1,344,699.81 1,788,597.41 (443,897.60) PEDC Fund Sales Tax 992,997.19 986,925.94 6,071.25 Interest Earned 3,408.77 16,369.20 (12,960.43) Loan Payments 7,500.17 285,111.70 (277,611.53) PEDC Fund Total Revenues 1,003,906.13 1,288,406.84 (284,500.71) PEDC Fund Total Expenditures 814,579.53 603,309.25 211,270.28 Net to Date 189,326.60 685,097.59 (495,770.99) Water & Sewer Fund Sewer 4,339,506.74 4,022,411.42 317,095.32 Water 6,319,414.09 6,490,259.93 (170,845.84) Interest Earned 24,883.24 56,868.39 (31,985.15) Miscellaneous 444,858.76 524,710.59 (79,851.83) W&S Fund Total Revenues 11,128,662.83 11,094,250.33 34,412.50 W&S Fund Total Expenditures 7,527,566.99 6,822,467.26 705,099.73 Net to Date 3,601,095.84 4,271,783.07 (670,687.23) 29 Comparison Report Page 1 8/6/2012 Year to Date Comparison July, 2012 Gab Current Year Previous Year Net to Date Capital Projects Fund Interest Earned 11,514.37 1,346.08 10,168.29 Auction Proceeds Capital Projects Fund Revenues 11,514.37 1,346.08 10,168.29 Capital Projects Fund Expenditures 1,563,876.49 115,121.65 1,448,754.84 Net to Date (1,552,362.12) (113,775.57) (1,438,586.55) WW&SS Rev Bond 2000 Construction Interest Earned - 1,218.23 (1,218.23) WW&SS Rev Bond 2000 Const Revenues - 1,218.23 (1,218.23) WW&SS Rev Bond 2000 Const Fund Expenditures - Net to Date 1,218.23 (1,218.23) Equipment Replacement Fund Interest Earned 6,047.15 9,904.49 (3,857.34) Auction Proceeds 99,291.28 94,547.00 4,744.28 Equipment Replacement Fund Revenues 105,338.43 104,451.49 886.94 Equipment Replacement Fund Expenditures 859,738.47 270,926.91 588,811.56 Net to Date (754,400.04) (166,475.42) (587,924.62) CO 2010 Construction Fund Interest Earned 4,122.48 12,217.33 (8,094.85) Repayments From Other Funds - CO 2010 Construction Fund Revenues 4,122.48 12,217.33 (8,094.85) CO 2010 Construction Fund Expenditures 145,774.78 854,615.79 (708,841.01) Net to Date (141,652.30) (842,398.46) 700,746.16 Special Revenue Fund Interest Earned 1.20 1.67 (0.47) Child Safety Fund Revenues 1.20 1.67 (0.47) Child Safety Fund Expenditures - - - Net to Date 1.20 1.67 (0.47) Child Safety Fund Interest Earned 132.68 136.59 (3.91) Donations 6,762.96 13,000.00 (6,237.04) Child Safety Fund Revenues 6,895.64 131136.59 (6,240.95) Child Safety Fund Expenditures 3,491.32 3,956.05 (464.73) Net to Date 3,404.32 9,180.54 (5,776.22) Comparison Report 30 Page 2 8/6/2012 Year to Date Comparison 1uly, 2012 lmxb Current Year Previous Year Net to Date Health Department Interest Earned - 1.34 (1.34) Fees & Grants 792,923.33 768,360.31 24,563.02 Health Department Fund Revenues 792,923.33 768,361.65 24,561.68 Health Department Fund Expenditures 766,602.80 759,788.21 6,814.59 Net to Date 26,320.53 8,573.44 17,747.09 Grant Fund Grants 654,391.24 1,342,552.01 (688,160.77) Interest Earned - 132.19 (132.19) Grant Fund Revenues 654,391.24 1,342,684.20 (688,292.96) Grant Fund Expenditures 909,199.99 474,952.85 434,247.14 Net to Date (254,808.75) 867,731.35 (1,122,540.10) Water Contract Fund Interest Earned 13,338.78 14,035.38 (696.60) Deposits Billed (250.00) 187.50 (437.50) Water Contract Fund Revenue 13,088.78 14,222.88 (1,134.10) Water Contract Fund Expenditures Net to Date 13,088.78 14,222.88 (1,134.10) Community Development Block Grant Interest Earned and Fees 2,179.76 4,719.96 (2,540.20) Grants Community Dvl Block Grant Fd Revenues 2,179.76 4,719.96 (2,540.20) Community Dvl Block Grant Fd Expenditures 2,800.00 - 2,800.00 Net to Date (620.24) 4,719.96 (5,340.20) Home Buyers Assistance 2009 Grants 41,200.00 20,000.00 21,200.00 Home Buyers Assistance 2009 Revenues 41,200.00 20,000.00 21,200.00 Home Buyers Assistance 2009 Expenditures 63,900.00 - 63,900.00 Net to Date (22,700.00) 20,000.00 (42,700.00) Texas Department of Community Affairs Interest Earned 74.21 2.61 71.60 OCC Payments 157,938.24 130,175.20 27,763.04 TX Dept of Community Affairs Revenues 158,012.45 130,177.81 27,834.64 TX Dept of community Affairs Expenditures 79,858.16 175,531.40 (95,673.24) Net to Date 78,154.29 (45,353.59) 123,507.88 31 Comparison Report Page 3 8/6/2012 Year to Date Comparison 7. July, 2012 Current Year Previous Year Net to Date Municipal Court Tech Fee Municipal Court Tech Fee 11,875.25 9,748.06 2,127.19 Interest Earned 187.75 256.25 (68.50) Municipal Court Tech Fee Revenue 12,063.00 10,004.31 2,058.69 Municipal Court Tech Fee Expenditures 6,197.21 4,809.00 1,388.21 Net to Date 5,865.79 5,195.31 670.48 Municipal Court Security Fee Court Security Fee 8,914.12 7,321.91 1,592.21 Interest Earned 270.34 367.22 (96.88) Municipal Court Security Fee Revenues 9,184.46 7,689.13 1,495.33 Municipal Court Security Fee Expenditures 6,486.39 6,749.26 (262.87) Net to Date 2,698.07 939.87 1,758.20 Municipal Court Child Safety Fee Child Safety Fee 925.81 496.76 429.05 Interest Earned 71.38 98.09 (26.71) Municipal Court Child Safety Fee Revenues 997.19 594.85 402.34 Municipal Court Child Safety Fee Expenditures - - Net to Date 997.19 594.85 402.34 Municipal Court Time Pay Fee Time Payment Fee 1,879.40 1,609.03 270.37 Interest Earned 33.16 34.50 (1.34) Municipal Court Time Pay Fee Revenues 1,912.56 1,643.53 269.03 Municipa) Court Time Pay Fee Expenditures 25.00 - 25.00 Net to Date 1,887.56 1,643.53 244.03 Police Conf Fds-Gambling Interest Earned 19.93 27.94 (8.01) Police Conf Fds-Gambling Revenue 19.93 27.94 (8.01) Police Conf Fds-Gambling Expenditures - - Net to Date 19.93 27.94 (8.01) Judicial Fofreiture Fee Judicial Forfeiture Fee 9,944.42 4,576.35 5,368.07 Interest Earned 15.19 39.47 (24.28) Police Judicial Forfeiture 9,959.61 4,615.82 5,343.79 Police Judicial Forfeiture Expenditures 10,368.94 12,115.04 (1,746.10) Net to Date (409.33) (7,499.22) 7,089.89 32 Comparison Report Page 4 8/6/2012 Year to Date Comparison July, 2012 IsCh Current Year Previous Year Net to Date Tax & Rev CO 2000 Const Fund Interest Earned 68.51 240.37 (171.86) Tax & Rev CO 2000 Const Fund Revenues 68.51 240.37 (171.86) Tax & Rev CO 2000 Const Fund Expenditures 4,500.00 - 4,500.00 Net to Date (4,431.49) 240.37 (4,671.86) CO Series 2002 Construction Fd Interest Earned 5.74 8.09 (2.35) CO Series 2002 Construction Fd Revenues 5.74 8.09 (2.35) CO Series 2002 Construction Fd Expenditures - - Net to Date 5.74 8.09 (2.35) Revenue Bonds Sinking Funds Transfer to GO Refunding 2003 - Interest Earned 37,192.49 42,447.01 (5,254.52) Revenue Bonds Sinking Funds Revenues 37,192.49 42,447.01 (5,254.52) Revenue Bonds Sinking Funds Expenditures - - - Net to Date 37,192.49 42,447.01 (5,254.52) Tax & Rev CO 2010 I&S Tx & Rev CO 2010 I&S 226,420.94 188,339.61 38,081.33 Interest Earned 165.12 333.18 (168.06) 2010 GO/W&S Refunding Bonds Revenues 226,586.06 188,672.79 37,913.27 2010 GO/W&S Refunding Bonds Expenditures 213,122.51 132,618.38 80,504.13 Net to Date 13,463.55 56,054.41 (42,590.86) Tax & Rev CO 2002 1&S Fund Tax & Rev COs 2002 I&S 427,893.16 462,408.88 (34,515.72) Interest Earned 1,450.37 1,771.17 (320.80) Tax & Rev CO 2002 I&S Fund Revenues 429,343.53 464,180.05 (34,836.52) Tax & Rev CO 2002 I&S Fund Expenditures 448,472.50 444,372.50 4,100.00 Net to Date (19,128.97) 19,807.55 (38,936.52) 2003 GO Refunding Bonds Cert. Of Oblig. 2003 I&S 427,893.16 369,008.09 58,885.07 Interest Earned 1,088.21 2,214.00 (1,125.79) 2003 GO Refunding Bonds Revenues 428,981.37 371,222.09 57,759.28 2003 GO Refunding Bonds Expenditures 827,050.00 822,617.50 4,432.50 Net to Date (398,068.63) (451,395.41) 53,326.78 Comparison Report 33 Page 5 8/6/2012 Year to Date Comparison 7. 1uly, 2012 Current Year Previous Year Net to Date 2010 GO/W&S Refunding Bonds Cert. Of Oblig. 2010 I&S 486,891.29 455,231.77 31,659.52 Interest Earned 6,567.06 3,098.75 3,468.31 2010 GO/W&S Refunding Bonds Revenues 493,458.35 458,330.52 35,127.83 2010 GO/W&S Refunding Bonds Expenditures 3,832,418.76 3,821,743.76 10,675.00 Net to Date (3,338,960.41) (3,363,413.24) 24,452.83 Insurance Claims Fund Interest Earned - 11.52 (11.52) Insurance Claims Fund Revenues - 11.52 (11.52) Insurance Claims Fund Expenditures - Net to Date 11.52 (11.52) Library Memorial Fund Interest Earned 175.37 234.57 (59.20) Memorial Donations 3,645.50 21270.13 1,375.37 Library Memorial Fund Revenues 3,820.87 2,504.70 1,316.17 Library Memorial Fund Expenditures 1,694.35 1,485.39 208.96 Net to Date 2,126.52 1,019.31 1,107.21 Library Expendable Fund Interest Earned 464.01 515.81 (51.80) Donations 1,228.77 (1,228.77) Library Expendable Fund Revenues 464.01 1,744.58 (1,280.57) LibraryExpendable Fund Expenditures - - - Net to Date 464.01 1,744.58 (1,280.57) Library Permanent Fund Interest Earned 1.34 1.87 (0.53) Donations - Library Permanent Fund Revenues 1.34 1.87 (0.53) Library Permanent Fund Expenditures Net to Date 1.34 1.87 (0.53) 34 Comparison Report Page 6 8/6/2012 T fc0 Cc C 7 N N i 3 Y ~ C N a X W 11 00 N Vl Ol 00 lD I- tf1 V 00 N Ql I- .--1 I, M I, 1, l0 m V 00 V1 O Yf .--I V Lll N 'i l/l m m Ol O N N lD 01 M 1, 1l 1- Ol lfl M M 00 -1 n N N N V1 1I N O Ol 1, 0 N e-7 ~--I I, lD V O V1 Q I, lD N M V1 00 .--1 ~ l0 00 N ' .--1 01 'i O M M N Ol I- V1 a+ 6J eti V lD .--1 N u1 O O f Q tD LO V V' M V N r1 f 00 O N '-i V l0 00 Ol --I' N M 00 lD c-1 N 00 I V1 I~ Ol lD O ~T O l0 O 1 f+ LD I, O 00 N 1_ f1 fn 1- lD O ri M M 00 Ql N ~ N 00 1~ O lc I l1 LO t0 N 7 'O N ~ ~ M Vl N 00 e-i 1 L V u1 M O 1 m t l I, 1, Ol O 01 M ~ V 00 N u"1 , M V N N N Lfl , M N r~ 01 M N Ql . 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