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
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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. BEIRNE, City Clerk
W:\Management Services- Work File \Finance- WorkFile\Council Material\Resolutions\2013\City\Amend City budget
12-13 mid yr.doc
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CITY OF SAN RAFAEL
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OFA CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
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