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HomeMy WebLinkAboutFin Budget Amendments FY2012-13CITY Agenda Item No: 6.b Meeting Date: February 4, 2013 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: FINANCE DEPARTMENT I Prepared by: Mark Moses, Interim Finance—.-- City Manager Approva�L_81/_1_161& Director SUBJECT: BUDGET UPDATE AND RESOLUTION ADOPTING AMENDMENTS TO THE CITY OF SAN RAFAEL BUDGET FOR FISCAL YEAR 2012-2013 RECOMMENDATION: ADOPT RESOLUTION TO AMEND THE CITY OF SAN RAFAEL BUDGET FOR FISCAL YEAR 2012-2013 BACKGROUND: As part of the budget monitoring process, the Finance Department conducts a mid -period review of the City's financial performance. This report provides an explanation of the City's budget condition in the current fiscal year (2012-2013) based on actual revenue and expenditure performance for the six months ending December 31, 2012, as compared to the budget approved by City Council in July 2012. Based on this review and analysis, budget revisions are recommended to address projected revenue and expenditure variances. Our goal is to ensure that the City successfully completes the current year with a balanced budget, and is well-positioned for the fiscal year 2013-2014 budget development process. The fiscal year 2012-2013 budget was balanced without the use of reserves or borrowed funds for the first time in more than a decade. However, beyond the employee 4% compensation -related concessions, , $470,000 in expenditure reductions needed to balance the budget were one-time, and will therefore need to be addressed in fiscal year 2013-2014. The City continues to implement other budget -related initiatives outlined in the Recession Action Plan with an emphasis on minimizing the impact on services delivered to the public. FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 ANALYSIS: FISCAL YEAR 2012-2013: The national economy continues to struggle with the aftermath of a severe and protracted recession. Meanwhile, the State of California continues to layer additional budget cuts on previous ones, although the Governor recently declared that his proposed budget for FYI 3-14 is in balance. Locally, major revenues such as property tax and sales tax appear to have stabilized, with sales tax currently experiencing healthy growth. Overall revenue growth is expected to be modest for the next few years. The base from which this growth is expected has been effectively reset, since both property tax and sales tax revenues remain lower than their respective peaks five years ago. Overall, the City's "bottom line" is consistent with the budget as adopted in July. At the end of December 2012, General Fund expenses were approximately 49% percent consumed; and the total operating appropriations for the General Fund are on track, with most departments at or below this level. Actions that need to be taken to address changes that have an impact on the remainder of the year are discussed below. GENERAL FUiVD REVENUES AND OTHERRESOURCES: Exhibit I presents the status of General Fund revenues and other resources as of December 31, 2012, and proposed changes which add $1,111,469 to total resources. Since July 2, 2012, there have been no changes to the adopted budgeted revenues of $56,120,018. The following are the additional adjustments to the revenue forecast, which has been increased to $57,229,261, which is $1,109,243, or 2.0% higher than the adopted budget. In addition, the General Fund will receive a transfer in of $2,226 from the closing of an old grant fund. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 GENERAL FUND EXPENDITURES A ND OTHER USES: Exhibit H presents the General Fund expenditure and other uses status through December 31, 2012. The proposed net expenditure changes, coupled with the recommended transfers out result in an additional $1,099,547 in General Fund uses: Expenditures: Since the budget adoption on July 2, 2012, $81,899 of purchase orders from the prior fiscal year were automatically rolled over into the new period. This amount was reserved from that year's resources to fund these expenditures and, therefore, does not require additional action. The following are the proposed adjustments to the expenditure forecast, which has been increased to $56,425,946, which is $198,106, or 0.4% higher than the current budget of $56,227,840: savings ($125,000) -Vacancy/operational Reimbursement from former RDA for pension costs ($ 190,000) Homeless initiative: half-year costs per October 15, 2012 staff report for personnel and encampment clearing provision for future contracts for mental health and other outreach (one-time) $100,000 $275,000 Camp Chance (supported by donations) $40,000 Computer replacement charges to accelerate conversion to Windows 7 (one-time) $150,400 replacement charge additions $85,950 -Vehicle operations budget to fund planned transfer out for project rollovers ($130,883) -Reduce Reduce operations budget to fund transfer out for public safety grant matching ($6,961) - Net General Fund expenditure changes $198,106 General Fund transfers to other funds: In addition to expenditure changes above, the following are proposed transfers from the General Fund to other City funds: Planned transfer (described in the HVAC project staff report of June 18, 2012) to support the City Hall HVAC renovation project (one-time) $283,600 Additional funds to support HVAC project, resulting from asbestos removal, and other change orders beyond the original project scope (one-time) $80,000_ To Building Maintenance fund for emergency repairs to damaged buildings, and to address code, health and safety deficiencies (one-time) $200,000 To Recreation and Childcare funds to re-establish fund balances that were depleted when General Fund contributions were reduced in FYI 1-12 (one-time) $200,0001 Planned transfer to roll project funds forward from the previous fiscal year (offset by corresponding expenditure reduction /one-time) $130,880 To public safety grant fund for general fund matching (offset by corresponding expenditure reduction /one-time) $6,961 Net General Fund changes in transfers to other City funds $901,441 IL Total additional $1,099,547 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pal4e: 4 FISCAL IMPACT: GENERAL FUND IMPACT: The recommendations in this report increase the City's General Fund appropriations, which provide for most of the major services to our residents and businesses (such as police, fire suppression and prevention, planning, building, library, parks, streets, engineering, traffic enforcement and management, and cultural programs) from $57,666,838 to $58,766,385 for fiscal year 2012-2013, a net increase of $1,099,547. As a result of increases to projected resources, the projected net operating results increase from $20,274 to $32,196. The following table summarizes the recommended changes described above and in Exhibit I and Exhibit II and their combined impact on the adopted general fund budget for fiscal year 2012- 2013: General Fund Adopted Budget Changes Current Budget Recommended Changes Revised Budget Revenues 56,120,018 56,120,018 1,109,243 57,229,261 Transfers in 1,485,195 1,485,195 2,226 1,487,421 Purchase Orders 81,899 81,899 81,899 Total Resources $57,605,213 $81,899 $57,687,112 $1,111,469 $58,798,581 Expenditures 56,145,941 81,899 56,227,840 198,106 56,425,946 Transfers out 1,438,998 1,438,998 901,441 2,340,439 Total Appropriations $57,584,939 $81,896 $57,666,838 $1,099,547 $58,766,385 Net Operating $20,274 $0 $20,274 $11,922 $32,196 OTHER FUNDS IMPACT: The following are the most significant changes to other fund activity, based upon this mid -year review. • Computer Replacement fund — increase appropriations by $150,000 to accelerate the implementation of Windows 7 operating systems on the desktop computers. These funds will be appropriated from resources charged to the General Fund. Vehicle Replacement fund — increase appropriations by $1,276,400, to fund the replacement of vehicles scheduled to be replaced in the previous year. The source of this appropriation will be the vehicle replacement fund balance. • Loch Lomond Assessment District — transfer of $413,952 to the Stormwater Fund to allocate costs of providing drainage and flood management services in prior years, and appropriation of $16,000 to fund services provided in FYI 2-13. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 5 HVAC Project — receive and appropriate additional $80,000 from general fund to complete project (includes changes orders for asbestos removal and other work that exceeded the original project scope and contingencies). The table below summarizes the impact of the recommended changes on the total appropriations for other funds. Detail is provided in Exhibit III. Other Funds Adopted Budget Approved Changes Current Bud et Recommended Chan es Revised Budget Operating/Capital Revenue 41,602,670 $1,099,547 41,602,670 1,084,243 42,686,913 Transfers in 1,811,998 49,889,475 1,811,998 3,275,179 5,087,177 Purchase Orders (16,709,294) 246,716 246,716 246,716 Total Resources $43,414,668 $246,716 $43,661,384 $4,359,422 $48,020,806 Expenditures 41,651,648 41,651,648 3,757,218 45,408,866 Purchase Orders 246,716 246,716 246,716 Transfers out 1,858,200 1,858,200 2,375,693 4,233,893 Total Appropriations $43,509,848 $246,716 $43,756,564 $6,132,911 $49,889,475 Net Chane $95,180 $0 $95,180 $1,773,489 $1,868,669 The following table summarizes the impact of the recommended appropriation changes across all funds. The detail for this table is also provided in Exhibit III. Adopted All Funds Budget Approved Changes Current Budget Recommended Changes Revised Budget General Fund $57,584,939 $81,899 $57,666,838 $1,099,547 $58,766,385 Other Funds 43,509,848 246,716 43,756,564 6,132,911 49,889,475 Less interfund (13,003,629) 13,003,629) 3,705,665 (16,709,294) Net Expenditures $88,091,158 $328,615 $88,419,773 1 $3,526,793 $91,946,566 RECOMMENDATION: Staff recommends Council accept the report and adopt the Resolution as presented. ATTACHMENTTS Resolution including Exhibits I, II and III W''AManagement Services- WorkFil&Finance- WorkFilelCouncil Material\Staff Reports\20121City12-13 mid -Fear budget.doc RESOLUTION NO. 13494 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL ADOPTING AMENDMENTS TO THE 2012-2013 BUDGET WHEREAS, the City Council approved Resolution 13382 adopting the fiscal year 2012-2013 budget, and WHEREAS, the changes in available funding sources and operational needs require adjustments to some City budgets; and WHEREAS, it is the intention of this Council to review recommendations from staff regarding the City's financial condition, including revenue projections and available resources and provide funding for various ongoing, capital and other service needs; and WHEREAS, after examination, deliberation and due consideration, the City Council has approved the staff report and recommendations, and directs the City Manager to proceed with the implementation of these recommendations for the remainder of this fiscal year; NOW, THEREFORE, BE IT RESOLVED, by the San Rafael City Council that Resolution 13382 for fiscal year 2012-2013 is amended for total general fund revenues to $57,229,261 and transfers in to $1,487,421 as presented on Exhibit I of the staff report on file with the City Clerk; and amends general fund expenditures to $56,425,946, and transfers out to $2,340,439, as presented on Exhibit II of the staff report on file with the City Clerk. Further, the Resolution is amended for other fund revenues to $42,686,913 and transfers in to $5,087,177, expenditures to $45,655,582 and transfers out remaining at $4,233,893 as presented on Exhibit III of the staff report. These changes result in total City-wide appropriations of $91,946,566. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City on Monday, the 4th of February 2013, by the following vote, to wit: AYES: COUNCILMEMBERS: Colin, Connolly, Heller, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. 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SRRA / SRCC AGENDA ITEM NO. 6.b •T 1 19 Mark Moses Finance January 29, 2013 DATE OF MEETING: February 4, 2013 TITLE OF DOCUMENT: BUDGET UPDATE AND RESOLUTION ADOPTING AMENDMENTS TO THE CITY OF SAN RAFAEL BUDGET FOR FISCAL YEAR 2012-2013 Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (signature) REMARKS: �rb APPROVED AS TO FORM: City Attorney (signature) i