HomeMy WebLinkAbout2009/10/20 Item 9
CITY COUNCIL
AGENDA STATEMENT
"'""""..-
~ \ 'f:. CITY OF
· - - (HULA VISTA
10/20/2009, Item~
ITEM TITLE:
FISCAL YEAR 2008/2009 ANNlJAL FINANCIAL STATUS
REPORT
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA AMENDING FISCAL YEAR 2008/2009
BUDGET IN ACCORDANCE WITH THE COUNCIL POLICY
ON FINAi\fCIAL REPORTING AND TRAi\fSFER
AUTHORITY AND APPROPRIATING $345,801 OF
OVERREALIZED REVENUE TO THE FIRE DEPARTMENT
OVERTIME BUDGET
SUBMITTED BY:
DIRECTOR OF FINANCE/TREASURER._-lJ k
7--)
SUMMARY
ASSISTANT CITtr:J AGER
CITY MANAGE
4/5THS VOTE:
YES 0NO D
REVIEWED BY:
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 tiscal year. The statement is scheduled for
publication in the October 23rd issue of The Star News, which is the City's adjudicated
newspaper of general circulation.
The Council Policy on Financial Reporting and Transfer Authority indicates that all departments
complete the fiscal year with a positive balance in each budget summary category (Personnel
Services, Supplies and Services, Other Expenses and Capital). In order to comply with the intent
of this policy, the transfers discussed below are recommended for approval. All recommended
General Fund transfers can be done using existing appropriations.
9-1
OCTOBER 20,2009, Item l
Page 2 of 5
ENVIRONMENTAL REVIEW
The Environmental Review Coordinator has reviewed the proposed activity for compliance 'With the
California Environmental Quality Act (CEQA) and has determined that filing of the fiscal year
2008/09 annual financial status report and complying with the Council Policy on Financial
Reporting and Budget Transfer Authority is not a "Project" as defined under Section 15378 of the
State CEQA Guidelines because it will not result in a physical change to the environment; therefore,
pursuant to Section l5060( c )(3) of the State CEQA Guidelines the actions proposed are not subject
to CEQA.
RECOMiVIENDA nON
Council accepts the report and adopt the Resolution.
BOARDS/COMMISSION RECOMMENDA nON
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 (Attachment D) in
the local newspaper within 120 days of the close of the fiscal year. The statement is scheduled
for publication in the October 23rd 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 2008/09 financial data upon
presentation of the City's audited Comprehensive Annual Financial Report.
The General Fund began fiscal year 2008/09 with an available fund balance or reserve of $9.3
million. We are projecting that the ending available fund balance for fiscal year 2008/09 to
remain unchanged at approximately
$9.3 million. Available fund balance
or reserve is generally defined as the
balance of resources currently
available for appropriation and
therefore, does not include legally
required reserves, designations for
capital improvement projects or
reserves for encum brances or
advances.
Actual Expenditures and Transfers-
Out for the year amounted to $140.4
million, supported by Actual
Revenues and Transfers-In of $140.5
million, a net effect (increase) to
available fund balance of $0.1
General Fund Reserve (July 1)
$18
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$16
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10%
$14
$12
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6.7%
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Fiscal Year
9-2
OCTOBER 20, 2009, Item~
Page 3 01'5
million. Schedules A and B are summary statements of actual revenues and expenditures for
fiscal year 2008/09.
The graph displays the fiscal year beginning reserve balance compared to prior years. The
ending available fund balance has increased to 6.7 percent of the General Fund budget, which is
below the Council Policy reserve level of 8 percent.
The fiscal year 2008/09 Council Adopted General Fund budget totaled $148.2 million. The mid-
year appropriations of approximately $2.8 million with offsetting revenues of $1.5 million for a
net cost to the General Fund of $1.4 million were approved during the fiscal year. The General
Fund net cost appropriations were for greater than anticipated expenditures for public liability
($1,200,000) and the cost of services provided by the County of San Diego Registrar of Voters
($250,000). Schedule C provides a complete listing of all budget amendments approved for the
2008/09 fiscal year.
Attachment D is an unaudited Sunnnary Report of Revenue, Expenditures, and Changes in Fund
Equity (excluding the Redevelopment Agency, Trust Funds and the Public Financing Authority)
for the fiscal year ended June 30, 2009. Please note that the column titled "General Funds"
includes not only the General Fund, but also other Funds such as self-insurance reserves, 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 Management's Discussion and Analysis section of
the Comprehensive Annual Financial Report. As required by Charter Section 504 (I), 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 forty-five to 60 days and will
be provided to 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 2008/09.
Fiscal Year 2008/09 Request for Budget Transfers
For government entities, a budget creates a legal framework for spending during the fiscal year.
After the budget is approved there are circumstances, which arise that could require adjustments
to the approved budget. At the close of each fiscal year, the Finance Department reviews all
departmental and fund budgets to ensure that the fund budget and the departmental sununary
budget categories (Personnel Services, Supplies and Services, Other Expenses and Capital) have
not been exceeded. For fiscal year 2008/09, budget adjustments are required for the City
Attorney and the Fire departments.
9-3
OCTOBER 20,2009, ItemL
Page 4 of5
The Council Policy on Financial Reporting and Transfer Authority indicates that all departments
complete the fiscal year with a positive balance in each budget summary category (Personnel
Services, Supplies and Services, Other Expenses and Capital). Council Policy 220-02 "Financial
Reporting and Transfer Authority" was established in January of 1996 and indicates that no
department shall end the fiscal year with a negative balance in any budget summary category. In
order to comply with the intent of this policy, the transfers discussed below are recommended for
approval. All recommended General Fund transfers can be done using existing appropriations.
Council has approved similar requests in the past after the close of the fiscal year.
When considering this request for budgetary transfers it is important to note the following:
. The transfer requests are for fiscal year 2008/09 and do not affect the current fiscal year
2009/1 0 budget.
. All recommended departmental transfers for the General Fund can be accomplished with
existing appropriations and no additional General Fund appropriations are being
requested.
There are two transfer requests being made by this staff report.
The City Attorney's office requires a transfer of $397,000 from budgetary savings in the
Personnel Services category to the Supplies and Services category for greater than anticipated
expenditures related to professional services.
The Fire department requires a transfer of $207,300 from budgetary savings in the Fire
Department's Supplies and Services category to the Personnel Services ($35,000) and Other
Expenses ($172,300) categories due to expenditures related to overtime pay and a detlbrillator
lease.
Vt~.. -'~::;:~~i"'~~~p,,~~-;ff ~,tJH!! ':'?~.l't': 'C..~l:-...,...~::,~ .~",W'-';:o;J\.:t..~"';f~'"' ,~~,",p.",~~':
Fund DenartmenUFund Amount CateaolV Discussion
General Fund City Attorney 397,000 Supplies and Services Use of legal consultants due to hiring freeze.
(397.000) Personnel Services
Fire 35,000 Personnel Services Additional overtime expenses
(35,000) Supplies and Services
172,300 Other Expenses To budget expenditures in the correct
(172,300) Supplies and Services budaet cateaorv --defibrillators.
Net InlOact 0
The requested appropriation to the Fire Department's Reimbursed Overtime account is due to
reimbursements of$345,801 received for the Department's strike teams.
The transfers and appropriation request are just housekeeping items for the fiscal year 2008-09
budget year.
9-4
OCTOBER 20,2009, Iteml
Page 5 of 5
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
I 8704.2(a)(l) is not applicable to this decision.
CURRENT YEAR FISCAL IMPACT
Acceptance of this report and adoption of the resolution will have no effect on the General Fund.
ON GOING FISCAL IMPACT
There is no fiscal impact in future years.
ATTACHMENTS
Schedule A - General Fund Revenue
Schedule B - General Fund Expenditures by Department
Schedule C - Generiil Fund Budget Amendments
Schedule D - Combined Statement of Revenues, Expenditures and Changes in Fund Equity
Schedule E - General Fund Budget Transfers
Prepared by: Phillip Davis, Assistant Director of Finance, Finance Department
9-5
Schedule A
General Fund Revenues
Summary by Revenue Category
Fiscal Year 2008-2009 as of June 30, 2009
Property Taxes $30,232,365 $29,258,925 97%
Sales and Use Taxes $29,677,977 $25,589,021 86%
Franchise Fees $8,732,093 $9,379,964 107%
Utility Users $7,122,095 $7,848,557 110%
Transient Occupancy $2,752,514 $2,302,412 84%
Other Local Taxes
Business License Tax 1,267,000 1,166,405 92%
Business License Tax Penalty 55,847 45,721 82%
Real Property Transfer Tax 841,402 856,658 102%
Total Other Local Taxes $2,164,249 $2,068,784 96%
Development Revenue
Building Permits 282,993 175,661 62%
Sewer Connection Permits 0 0 0%
Zoning Fees 6,000 21,811 364%
Zoning Fees - Deposit Based 1,243,736 912,058 73%
Plan Checking Fees 433,418 87,581 20%
Subdivision Traffic Sign Fees 0 1,389 0%
Total Development Revenue $1,966,147 $1,198,500 61%
Licenses and Permits $517,700 $670,962 130%
Fines, Forfeitures & Penalties $1,614,250 $2,357,044 146%
Revenue from Use of Money & Property $4,163,212 $4,561,487 110%
Revenue from Other Agencies
State Motor Vehicle License Fees 20,215,866 19,904,630 98%
Police Grants 1,822,762 1,803,853 99%
Other Agency Revenue 3,545,780 3,263,452 92%
Total Revenue from Other Agencies $25,584,408 $24,971,935 98%
Charges for Services $6,370,927 $5,972,673 94%
Other Revenues
Interfund Reimbursements 9,270,539 11,136,368 120%
Other 2,712,480 2,019,137 74%
Total Other Revenues $11,983,019 $13,155,505 110%
Transfers-In $12,272,473 $11,167,169 91%
TOTAL REVENUES & TRANSFERS-IN $145,153,429 $140,502,938 97%
9-6
Schedule B
GENERAL FUND
Expenditure Status by Department
as of June 30, 2009
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~"I>lli" -;:;. .' ....,:.i~.....' '~',. ....'.:.. - -;:..J!J....'~'i,~ ".'" ~Am. e..nded ~W.'
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~lhllr;r_Wb~~, -'., Departmeht~;-.: ,> ,""r!}i.~~.' ".f; .B~~gm:i~ ~ - .
Legislative and Administrative
City Council 1,311,626 1,095,704 215,922 16.5%
Boards and Commissions 14,736 4,350 10,386 70.5%
City Clerk 1,221,934 1,027,100 194,834 15.9%
City Attorney 2,431,634 2,010,781 420,853 17.3%
Administration 4,254,069 4,016,384 237,685 5.6%
Information Technology Services 3,897,270 3,393,881 503,389 12.9%
Human Resources 6,016,085 5,414,172 601,913 10.0%
Finance 2,737,944 2,532,524 205,420 7.5%
Total Legislative and Administrative $21,885,298 $19,494,896 $2,390,402 10.9%
Non-Departmental $8,442,407 $10,100,128 ($1,657,721) -19.6%
Development and Maintenance Services
Planning and Building Services 2,626,739 2,416,894 209,845 8.0%
Engineering 4,757,076 4,535,744 221,332 4.7%
Public Works 24,726,097 22,325,013 2,401,084 9.7%
Total Development and Maintenance Services $32,109,912 $29,277 ,651 $2,832,261 8.8%
Public Safety
Police 48,005,262 45,403,732 2,601,530 5.4%
Fire 23,120,886 23,134,284 -13,398 -0.1%
Total Public Safety $71,126,148 $68,538,016 $2,588,132 3.6%
Culture and Leisure
Recreation 6,437,754 5,761,607 676,147 10.5%
Library 8,172,342 7,192,979 979,363 12.0%
Total Culture and leisure $14,610,096 $12,954,586 $1,655,510 11.3%
Total General Fund $148,173,861 $140,365,277 $7,808,584 5.3%
. Includes $772,484 in budget carryovers for encumbrances and CIP projects.
9-7
Schedule C
General Fund Budget Amendments
Per Council Resolutions
Fiscal Year 2008-09 as of June 30, 2009
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Bud et~menaments' '-.i-if;;..:. ,.'i1P&l1!i!>"!?iIi ",Rev.enue,ij']Expend.ture; ..:il1lmpactitJ
In Custody Drug Treatment Program $54,642 $54,642 $0
CORR Racing Overtime Reimbursement - Police . 533,431 $27,859 55,572
CORR Racing Overtime Reimbursement.. Fire $40,280 $33,567 56,713
Recreation donation for Fun, Fit, and Free Days $7,100 $7,100 $0
Donation to Animal Care Facility $1,000 $1,000 $0
Addition ofTwo Code Enforcement Officer II Positions $133,000 $133,000 $0
Street Racing Crackdown Grant 5257,931 $257,931 50
Total of 1st Quarter Budget Amendments $527,384 $515,099 $12,285
Reimb from National City for CIP related tasks 551,648 $51,648 50
Donations for youth recreational programming $3,900 $3,900 $0
Additional youth sports camps 536,000 519,293 516,707
Donation from Kohl's to support environmental pro ram $500 $500 $0
Total of 2nd Quarter Budget Amendments $92,048 $75,341 $16,707
Heritage Museum grant $6,000 $6,000 $0
Nature Center access road repairs 519,500 $19,500 $0
Fire overtime reimbursement $302,579 $302,579 $0
Total of 3rd Quarter Budget Amendments $328,079 $328,079 $0
County Registrar of Voters Election Cost $0 $250,000 ($250,000)
Unanticipated Awards and Indemnities $0 $1,200,000 ($1,200,000)
Additional Staffing for RAPP $120,000 $120,000 $0
PIMA Institute Facility $400,000 $400,000 $0
Capital Improvement Project Closure $0 ($50,313) $50,313
Total of 4th Quarter Budget Amendments $520,000 $1,919,687 ($1,399,687)
Year to Date $1,467,511 $2,838,206 $1,370,695)
9-8
City of Chula Vista
Combined Summary Statement of Revenues, Expenditures and Changes ill. Fund Equity
Year Ended June 30, 2009 - Unaudited
Total General Special Debt Sen.rice Capital Enterprise lntemal
All Funds Funds Revenue Funds Funds Project Funds Funds Service Funds
Total Fund Equity June 30, 2008 $ 352,422,427 $ 34,076,142 $ 44,751,856 S (14,165,957) $ 78,574,059 5 205,299,158 S 3,887,169
Revenues 2008-2009
Taxes 77,989,156 77,400,507 545,000 43,649
Intergovernmental Revenues 42,856,479 24,021,395 13,306,205 2,138,651 3,390,228
Licenses & Permits 2,041,721 1,987,734 53,987
Developer Fees 9,252,547 7,735,744 1,516,803
Charges for Current Services 51,189,469 10,534,277 1,857,311 - 34,958,371 3,839,510
Fines, Forfeitures & Penalties 3,317,661 2,357,044 960,617
Use of Money & Property 11,160,756 5,096,660 1,541,535 96 2,398,470 2,090,311 33,684
Other Revenues 32,594,012 19,127,752 8,803,234 1,329,159 3,297,858 36,009
Total Revenues 230,401,801 140,525,369 34,803,633 96 7,426,732 43,736,768 3,909,203
Transfers In 23,418,482 11,623,552 4,288,388 6,908,969 597,573
Total Revenues and Transfers In 253,820,283 152,148,921 34,803,633 4,288,484 14,335,701 44,334,341 3,909,203
Expenditures 2008-2009:
General Government 41,773,119 34,868,538 1,993,016 2,475 231,765 4,677,325
Public Safety 72,863,169 68,365,801 4,485,447 - 11,921
Public Works 69,854,250 26,860,757 18,770,190 411,834 23,811,469
Parks and Recrea tion 6,969,924 5,761,607 1,208,317
Library 7,199,101 7,192,979 6,122
Public Transit 8,246,220 8,246,220
Capital Outlay 18,620,013 104,941 10,668,018 7;847,054
Debt Service:
Principal 2,094,384 32,537 2,061,847 -
Interest and Fiscal Charges 2,823,669 973,032 1,850,637 -
Total Expenditures 230,443,849 144,160,192 35,916,671 3,914,959 9,717,013 32,057,689 4,677,325
Transfers Out 31,093,346 8,915,354 5,000,294 6,908,969 5,758,534 4,477,664 32,531
Total Expenditures and Transfers Out 261,537,195 153,075,546 40,916,965 10,823,928 15,475,547 36,535,353 4,709,856
Contributed Capital 150,015,001 148,237,562 1,777,439
Retained Earnings - Unreserved 66,169,661 64,860,584 1,309,077
Fund Balances:
Reserved 38,850,769 20,732,415 6,554,889 777 11,562,688
Unreserved:
Designated 70,419,620 3,724,686 823,409 65,871,525
Undesignated 19,250,464 8,692,416 31,260, ??6 (20,702,178)
Total Fund Equity June 30,2009 $ 344,705,515 $ 33,149,517 $ 38,638,524 S (20,701,401) $ 77,434,213 $ 213,098,146 $ 3,086,516
The Finance Deparbnent of the City of Chula Vista has compiled the above Statement of Revenues, Expenditures and Changes in Fund Equity
for the year ended Jnne 30, 2009. Such amounts are subject to adjustment through the aruma! audit process which is being perfoffi1ed by an
independent public accounting firm. This report excludes Trust Funds, the Redevelopment Agency, and the Public Financing Authority.
Maria Kachadoorian, Director of Finance
Attachment D
Note: The column titled "General Funds"include not only the General Fund but also other Funds such as se!f~insurance reserves, which are
combined with the General Fund for financial reporting purposes. 9-9
Schedule E
General Fund Budget Transfers
Approved by Administration
Fiscal Year 2008-09 as of June 30, 2009
~o.epartrri{mf~ ~.ut!F,r9mj,;[i--3il ~~'l1(-<i~El1 S,~~*~~~DescriptionS.~~ 71.'nipunf
NONE
~~~~~~~~21t~ ~~~~~~~ ~~ fl'otalrof':~sf(QiJan:erlB llaQet~"fan~fE!rS;:~:1 :r.i~i$0~
Planning & Bldg S&S Utilities Wireless access cards S4,870
Planning & Bldg Other Expenses Utilities Wireless access cards $5,570
Fire Personnel S&S Fire Chief recruitment 515,000
~Wq~~~~~} ~~~~~ ~~f-f;~r~~ (fcQfiiIZOfi2iio"QiTarti'-r;lB ujjget~l1ra nsfers:l;~ '.$25;'4.405
Recreation S&S Other Expenses Credit card fees and bus costs $13,500
flll'~~~~4.1lt~ ~~~g~ ~~~~ il"j5taFof..':3;:d[Qiia:n:er.8uaiietI.Trari'sfiifS~BJ ,$.13~5.Qo.i
Recreation S&S Other Expenses Bus transportation costs $9,000
Administration S&S Utilities Phone Service $260
Information Teat S&S Personnel Hourly Staffing $3,100
Human Resourc S&S Capital Purchase of Masks $200
Police S&S Other Expenses Credit Card fees $3,400
Library S&S Other Expenses Credit Card fees $400
,~1k'1\li'~~'i.11lj i~~$tc:.~m~~~ ~~~? J:o.ta[OfL4ttitQuii~tef:;'BuClge~liransfe~~ !t16~360;j
Year to Date $55,300
9-10
RESOLUTION NO. 2009-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA AMENDING FISCAL YEAR 2008-2009
BUDGET IN ACCORDANCE WITH THE COUNCIL POLlCY
ON FINANCIAL REPORTING AND TRANSFER AUTHORITY
AND APPROPRIATING $345,801 OF OVERREALlZED
REVENUE TO THE FIRE DEPARTMENT OVERTIME
BUDGET
WHEREAS, the Council Policy on Financial Reporting and Transfer Authority indicates
that all departments complete the fiscal year with a positive balance in each budget summary
category (Personnel Services, Supplies and Services, Other Expenses and Capital); and
WHEREAS, the Council Policy established in January 1996 indicates that no department
shall end the fiscal year with a negative balance in any budget summary category; and
WHEREAS, the City Attorney's office ($397,000) exceeded its budget in the Supplies
and Services budget category due to higher than anticipated professional services costs; and
WHEREAS, the savings realized in the City Attorney's Personnel Scrvices budget
category exceeded $397,000; and
WHEREAS, the Fire Department exceeded its Personnel Services budget category
($35,000) due to additional overtime expenditures and Other Expenses budget category
($172,300) due to expenditures associated with the lease purchase of dctibrillators; and
WHEREAS, the savings realized in the Fire Department's Supplies and Services budget
category exceeded $207,300; and
WHEREAS, the recommended transfers between the General Fund departments will be
covered by savings achieved within existing budgets.
WHEREAS, the Fire Department has received $345,801 in overtime reimbursements for
Strike Teams sent to .Cal Fire; and
WHEREAS, the Fire Department's Reimbursed Overtime account has exceeded the
budgeted amount by $343,461, and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula
Vista amends the City's fiscal year 2008-2009 budget in accordance with the Council Policy on
Financial Reporting and Transfer Authority and appropriates $345,80 I of overrealized revenue
to the Fire Department's Reimbursed Overtime account.
Approved as to form bv
./L ~ peA
Bart Miesfeld
City Attorney
Presented by
Maria Kachadoorian
Director of Finance/Treasurer
9-11