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Home My WebLink About2012/10/23 Item 03- --~ CITY COUNCIL AGENDA STATEMENT ~~~~~ CITY OF "'~`~` CHULA VISTA 10/23/2012, Item ITEM TITLE: FISCAL YEAR 2011/2012 ANNUAL FINANCIAL STATUS REPORT RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AMENDING THE FISCAL YEAR 2011/2012 WESTERN PARK ACQUISIITON AND DEVELOPMENT FUND BUDGET FOR LAND ACQUISITION AND APPROPRIATING FUNDS THEREFOR SUBMITTED BY: DIRECTOR OF FINANCE/TREASURER r.'~ ~~ ~`'~~ REVIEWED BY: ASSISTANT CITY AGER ri ~ (J- ~ ~ CITY MANAGE 4/STHS VOTE: YES ~ NO SUMMARY This report is provided in order to meet the City Charter requirement of publishing the City's Combined Statement of Revenues, Expenditures and Changes in Fund Equity (Schedule D) in the local newspaper within 120 days of the close of the fiscal year. The statement is scheduled for publication in the October 26`s issue~of The Star News, which is the City's adjudicated newspaper of general circulation. For government entities, a budget creates a legal frarnework for spending during the fiscal year. After the budget is approved there are circumstances that require adjustments to the approved budget. Per the City Charter, the City Council may amend the budget through a 4/Sths vote. ENVIRONMENTAL REVIEW The Environmental Review Coordinator has reviewed the proposed acfivity for compliance with the California Environmental Quality Act (CEQA) and has determined that filing of the fiscal year 2011/12 annual financial status report and amending the budget of the Western Park Acquisition and Development Fund is not a "Project" as defined under Section 15378 of the State CEQA 3-1 OCTOBER 23, 2012, Item 3 Page 2 of 3 Guidelines because it will not result in a physical change to the environment; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the actions proposed are not subject to CEQA. RECOMMENDATION That City Council accepts the report and approves the resolution. BOARDS/COMMISSION RECOMMENDATION Not Applicable. DISCUSSION This report is provided in order to meet the City Charter requirement of publishing the City's Combined Statement of Revenues, Expenditures and Changes in Fund Equity (Schedule D) in the local newspaper within 120 days of the close of the fiscal year. The statement is scheduled for publication in the October 26t~' issue of The Star News, which is the City's adjudicated newspaper of general circulation. We will provide the Council with a complete report of fiscal year 2011/12 financial data upon presentation of the City's audited Comprehensive Annual Financial Report. For the General Fund, actual Expenditures and Transfers-Out for the year amounted to $127.0 million, supported by Actual Revenues and Transfers-In of $121.7 million. The actual revenue and expenditures are subject to audit adjustments. The audited figures and the actual change in General Fund reserves will be presented when the audit is completed. Schedules A and B are sunnnary statements of actual revenues and expenditures for fiscal year 2011/12. Schedule C provides a complete listing of all budget amendments approved for the 2011/12 fiscal yeaz. Schedule D is an unaudited Summary Report of Revenue, Expenditures, and Changes in Fund Equity (excluding Trust Funds and the Public Financing Authority) for the fiscal year ended June 30, 2012. Please note that the column titled "General Funds" includes not only the General Fund, but the Fire Equipment Lease fund and Public Liability Trust fund, which are combined with the General Fund for financial reporting purposes. A full analysis of the City's various funds will be provided in the Managements Discussion and Analysis section of the Comprehensive Annual Financial Report. As required by Charter Section 504 (f), this statement will be published in the local newspaper as discussed above. The detailed data supporting this information is quite voluminous, but is available at your request. The published Comprehensive Annual Financial Report (CAFR) including the opinion of the independent auditors should also be available within the next 60 days and will be provided to City Council. Schedule E provides a complete listing of all budget adjustments between summary accounts approved by the City Manager in accordance with Council Policy 220-02 "Financial Reporting and Transfer Authority" during fiscal year 2011/12. 3-2 OCTOBER 23, 2012, Item 3 Page 3 of 3 Budget Amendment Request At the December 6, 2011 City Council meeting, approval was granted to purchase a 1.89 acre pazcel to be combined with other parcels for future development of a 20.08 acre community park. Resolution 2011-241 approved the purchase of the pazcel and the purchase agreement that required 11 monthly payments of approximately $85,400. The resolution approved a Fiscal Year 2011/12 appropriation of $598,000 to account for the seven monthly payments that fall in the fiscal year. The remaining purchase amount had been budgeted in the fiscal year 2012/13 budget. The City is undergoing its annual financial statement audit. The City's independent auditors are requiring that the entire purchase amount of the property be recorded in the fiscal year 2011/12 accounting records. In order to capitalize the entire amount of the parcel (which includes purchase price plus associated acquisition and closing costs) and to comply with the auditor's request an additional appropriation in the amount of $346,000 is requested to amend the fiscal year 2011/12 budget of the Western Park Acquisition and Development Fund Capital category. As noted above, this expenditure was included in the fiscal yeaz 2012/13 budget. This expenditure will now be recorded in the fiscal year 2011/12 instead of fiscal year 2012/13. DECISION MAKER CONFLICT Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and consequently the 500 foot rule found in California Code of Regulations section 18704.2(a)(1) is not applicable to this decision. CURRENT YEAR FISCAL IMPACT There is no fiscal impact resulting from accepting the Annual Financial Status Report. The appropriation request in the amount of $346,000 will facilitate the recording of the full cost of the land purchase from fiscal year 2012/13 to fiscal year 2011/12. This expenditure was included in the fiscal year 2012/13 budget. No additional fiscal impact is anticipated from this change. ON GOING FISCAL IMPACT There is no fiscal impact in future years. ATTACHMENTS Schedule A -General Fund Revenues by Department Schedule B -General Fund Expenditures by Department Schedule C -General Fund Budget Amendments Schedule D -Combined Statement of Revenues, Expenditures and Changes in Fund Equity Schedule E -General Fund Budget Truisfers Po-epared by: Phillip Davis, Assistant Director of Finance, Finance Department 3-3 SCHEDULE A GENERAL FUND Revenue Status By Department as of June 30, 2012 Percentage Amended Realized Year to Department Budget Actual To Date Date Legislative and Administrative City Council $ 132,093 $ 111,996 84.8% Boards and Commissions - - 0.0% City Clerk 1,600 30,055 1878.4% City Attorney 206,195 146,835 71.2% Administration 321,000 151,267 47.1% Information Technology Services 60,000 23,155 38.6% Human Resources 295,154 451,833 153.1% Finance 1,269,744 1,209,839 95.3% Total Legislative and Administrative $ 2,285,786 $ 2,124,980 93.0% Non-Departmental $ 94,199,542 $ 91,236,387 96.9% Development and Maintenance Services Animal Care Facility 1,062,935 1,097,671 103.3% Planning and Building Services 2,375,791 2,060,491 86.7% Public Works 15,128,491 13,930,556 92.1% Total Development and Maintenance Services $ 18,567,217 $ 17,088,718 92.0% Public Safety Police 7,655,555 7,292,395 95.3% fire 1,571,598 1,737,716 110.6% Total Public Safety $ 9,227,153 $ 9,030,111 97.9% Culture and Leisure Recreation 2,082,359 1,843,273 88.5% Library 358,863 373,222 104.0% Total Culture and Leisure $ 2,441,222 $ 2,216,495 90.8% Total General Fund $ 126,720,920 $ 121,696,691 96.0% 3-4 SCHEDULE B GENERAL FUND Expenditure Status By Department as of June 30, 2012 Percentage Amended Realized Year to Department Budget Actual To Date Date Legislative and Administrative City Council $ 1,314,989 $ 1,220,792 92.8% Boards and Commissions 40,076 4,314 10.8% City Clerk 1,407,780 883,284 62.7% City Attorney 2,275,279 2,022,299 88.9% Administration 1,710,163 1,696,156 99.2% Information Technology Services 2,889,353 2;865,368 99.2% Human Resources 2,117,384 2,077,286 98.1% Finance 3,213,689 3,153,005 98.1% Total Legislative and Administrative $ 14,968,713 $ 13,922,504 93.0% Non-Departmental Development and Maintenance Services Animal Care Facility Planning and Building Services Public Works Total Development and Maintenance Services 2,250,771 2,977,654 23,771,414 28,999,839 85.9% 2,250,614 100.0% 2,716,201 91.2% 22,969,003 96.6% $ 27,935,818 96.3% Public Safety Police 42,069,419 41,992,888 99.8% Fire 22,573,466 22,431,916 99.4% Total Public Safety $ 64,642,885 $ 64,424,804 99.7% Culture and Leisure Recreation 3,316,951 3,244,285 97.8% Library 3,579,119 3,435,324 96.0% Total Culture and Leisure $ 6,896,070 $ 6,679,609 96.9% Total General Fund $ 131,872,205 $ 127,027,748 96.3% Note: Amended Budget includes $5.2 million in carryovers for encumbrances and CIP projects $ 16,364,698 $ 14,065,013 3-5 SCHEDULEC General Fund Budget Amendments Per Council Resolutions Fiscal Year 2011-12 Net Resolution BudgetAmendments Revenue Expenditure Impact 2011-13D Evidence Control Assist & 3 Hourly Latent Print Examiners $ 165,000 $ 165,000 $0 2011-148 Support for Historic Preservation Commission 2,825 (2,825) 2011-156 Goodrich Aerostruc[ures Donation for Rohr Park Trash Bins 12,000 12,000 - 2011-159 State Reimbursement for Upgrade of CAD Interface GIS Mapping 120,453 120,453 - 2011-185 Budget Amendments Approved For Public Works, Rec, HR and Admin 101.,402 101,402 - 2011-186 County of San Diego Grant for Centennial Celebration 20,000 20,000 - 2011-182 SD Regional Computer Forensics Laboratory+4/ Admin Fee 84,051 80,818 3,233 2011-188 Donation from Target For Literacy Programming 2,000 2,000 - 2011-210 Administration Fee for CBAG Salary Increase 485 - 485 2011-210 Donation from the Friends of the Library for Books 45,000 45,000 - 2011-226 Animal Care Facility Cattery Expansion Capital Project 150,000 150,000 - 2011-240 Additional Recreation Classes 390,030 390,030 - 2012-001 Donation from CV Library Foundation for Otay Ranch Library 50,000 50,000 - 2012-024 Undoing March 2011 RDA Actions - (500,000) 500,000 2012-032 Donation for Bike Maps, Rohr Park Trash Bins and Interest Adjustment 3,624 3,200 424 2012-038 Valley Healthcare Sysiems -Jail Medical Services Contract 74,000 74,000 - 2012-039 Greenhouse Gas and Irrigation Incentives 7,500 7,500 - 2012-041 Bonita Canyon Repairs 466,000 (466,000) 2012-060 WalMart Donation to the Fire Department 500 500 - 2012-082 Third Quarter Financial Report Budget Cleanup 678,673 678,673 - 2012-191 Fire Department Strike Teams/Fleet Maintenance and ACF Clinics 237,250 237,250 - Total General Fund Budget Amendments $ 2,141,968 $ 2,106,651 $36,317 3-6 SCHEDULED Total Fund Equity June 30, 2011 Revenues 2011-2012 Taxes hrtergovernmental Revenues Licenses & Permits Developer Fees Charges for Current Services Fines, Forfeitures & Penalties Use of Money & Property Other Revenues Total Revenges Transfers In Tntal Revenues and Transfers In Expenditures 2011-2012: General Government Public Safety Public Works Parks and Rea'eaHon Library 'ublic Transit Capital Outlay Debt Service: Prbsipal Interest and Piscal Charges Tota] Expenditures Transfers Out Total Expenditures and Transfers Out Contributed Capital Retained Earnings -Unreserved Fund Balances: Nonspendable Restricted Cornrnitted Assigned Unassigned Tota] Fund Equity June 30, 2012 City of Chula Vista Combined Summary Statement of Revenues, Expenditures and Changes in Fund Equity Year Ended June 30, 2012 - L`naudited Total General Special Debt Service Capita] Enterprise Internal All Funds Funds Revenue Funds Funds Project Funds Funds Service Funds $ 333,048,567 $ 35,740,399 $ 28,765,513 $ (36,540,756) $ 75,566,442 $ 226,764,795 $ 2,T2,174 88,913,658 85,167,221 3,485,185 261,252 26,780,012 2,029,530 17,151,002 4,075,054 3,524,426 1,253,806 1,222,769 31,037 13,966,813 8,522,655 5,444,158 66,790,319 7,794,982 13,041,181 39,591,994 6,362,162 2,065,246 1,355,769 709,477 5,472,266 2,916,634 598,262 81 642,139 1,273,690 41,460 17,627,335 1],587,470 3,371,244 - 321,168 2,337,347 10,106 222,869,455 112,074,375 46,910,043 81 10,743,771 46,727,457 6,413,728 19,317,312 9,850,343 184,873 4,928,154 820,645 543,136 2,990,161 242,186,767 121,924,718 47,094,916 4,928,235 11,564,416 47,270,593 9,403,889 28,807,230 19,615,371 2,170,140 600 7,021,119 7],909,002 64,440,235 7,468,767 - - 83,413,122 25,219,626 22,420,145 359,532 35,413,819 4,280,345 3,244,285 28,096 1,007,964 3,672,661 3,435,324 237,337 - 7,050,672 7,050,672 15,885,780 280,627 9,526,493 6,073,660 3,585,656 - 3,585,656 - 1,593,779 - 1,53Q852 - 62,927 220,198,247 116,235,468 41,850,978 5,116,508 7,446,756 42,527,418 7,021,119 25,511,565 13,390,591 5,485,668 310,000 1,529,833 4,738,326 57,147 245,709,812 129,626,059 47,336,646 5,426,508 8,976,589 47,265,744 7,078,266 140,676,098 140,248,319 427,779 91,171,343 86,521,325 4,650,018 33,168,994 8,799,025 3,894,631 20,4T,338 82,267,644 - ~ 24,588,713 57,678,931 6,882,026 6,459,883 138,023 284,120 811,069 811,069 - - (25,451,652) 11,969,081 (97,584) (37,323,149) $ 329,525,522 $ 28,039,058 $ 28,523,783 $ (37,039,029) $ 78,154,269 $ 226,769,644 $ 5,077,797 The Fhrance Department of the City of Chula Vista has compiled the above Statement of Revenues, Expenditures and Changes in Fund Equity for the year ended June 30, 2012. Suds amounts are subject to adjustment through the amnia] audit process which is being performed by an independent public accountnrg firm. This report excludes Trust Funds, the Redevelopment Agency, and the Public Financing Authority. Maria Kachadoorian, Director of Finance 3-7 SCHEDULEE General Fund Budget Transfers Approved by Administration Fiscal Year 2011-12 Description Dept Amount FromlTo Hourly Wages for Senior Management Analyst Non-Dept $ 15,000 Supplies & Services to Personnel Services Adjustment for Travel/Conferences/ and Meetings City Council 3,000 Personnel Services to Supplies 8 Services Realign Budget and Adjust Wage Related Objects City Council 5,416 Supplies & Services to Personnel Services Transfer to Account for Copier Costs Administration 4,577 Personnel Services to Supplies & Services Transfer to align budget with actual expenditures Non-Dept 13,840 Capital to Supplies & Services Hourly Wages for Otay Ranch Library Storefront Library 15,000 Capital to Supplies & Services Pressure Washer Purchase Public Works 7,602 Capital to Supplies & Services ACF Public Clinics ACF 15,000 Personnel Services to Supplies & Services Purchase of Protective Equipment Purchase Testing Eqpt for Traffic Signal Testing Replacement Chairs & Tables for Special Events Enterprise Zone and social Media Contract Intern Stipends Medical Supplies Otay Ranch Library Services and Supplies Negotiations Training and Travel Costs VOIT Real Estate Commission Transfer to align budget with actual expenditures Transfer to align budget with actual expenditures Transfer to align budget with actual expenditures Transfer to align budget with actual expenditures Transfer to align budget with actual expenditures Transfer to align budget with actual expenditures Transfer to align budget with actual expenditures Transfer to alicn budget with actual expenditures rare ~ s,uuu umrties to suppues w services Public Works 12,459 Supplies & Services to Capital Public Works 90,000 Supplies & Services to Capital Administration 15,000 Personnel Services to Supplies & Services Administration 1,000 Personnel Services to Other Expenses ACF 10,000 Utilities to Supplies & Services Library 15,000 Capital to Supplies & Services City Council 15,000 Personnel Services to Supplies & Services Public Works 1,000 Utilities to Supplies 8 Services City Council 2,062 Supplies & Services to Personnel Services City Attorney 200 Utilities to Supplies & Services Administration 1,825 Supplies & Services to Personnel Services ITS 7,600 Utilities to Supplies & Services HR 700 Other Expenses to Supplies & Services Finance 400 Supplies & Services to Other Expenses Recreation 9,400 Supplies & Services to Personnel Services Recreation 2,894 Supplies & Services to Other Expenses 3-8 RESOLUTION NO. 2012- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AMENDING THE FISCAL YEAR 2011/2012 WESTERN PARK ACQUISITION AND DEVELOPMENT FUND BUDGET FOR LAND ACQUISITION AND APPROPRIATING FUNDS THEREFOR WHEREAS, on June 21, 2011 the City Council of the City of Chula Vista adopted a $124.6 million General Fund budget for fiscal year 2011-12; and WHEREAS, at the December 6, 2011 City Council meeting, approval was granted to purchase a 1.89 acre parcel to be combined with other parcels for future development of a 20.08 acre community park; and WHEREAS, Resolution 2011-241 approved the purchase of the parcel and the purchase agreement that required 11 monthly payments of approximately $85,400; and WHEREAS, the resolution approved a Fiscal Year 2011-12 appropriation of $598,000 to account for the seven monthly payments that fall in the fiscal year with the remaining purchase amount having been budgeted in the fiscal year 2012-13 budget; and WHEREAS, the City is undergoing its annual financial statement audit and the City's independent auditors are requiring that the entire purchase amount of the property be recorded in the fiscal year 2011-12 accounting records; and WHEREAS, in order to capitalize the entire amount of the parcel (which includes purchase price plus associated acquisition and closing costs) and to comply with the auditor's request an additional appropriation in the amount of $346,000 is requested to amend the fiscal year 2011-12 budget of the Western Park Acquisition and Development Fund Capital category, NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby approve an appropriation in the amount of $346,000 to amend the fiscal yeaz 2011- 12 budget of the Western Pazk Acquisition and Development Fund Capital category for the above-referenced purposes. Presented by Approved as to form by Maria Kachadoorian Director ofFinance/Treasurer ~~ Glen . Googirts ~,, 't A rney \~/) 3-9