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Home My WebLink About5B - September 2010 Treasurer's Report MEETING DATE: AGENDA #: PREPARED BY: PRESENTED BY: AGENDA ITEM: DISCUSSION: 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT OCTOBER 18, 2010 5B JERIL YN ERICKSON, FINANCE DIRECTOR JERIL YN ERICKSON, FINANCE DIRECTOR CONSIDER APPROVAL OF SEPTEMBER 2010 TREASURER'S REPORT Introduction The purpose of this agenda item is for the Council to consider approval of the monthly Treasurer's Report for September, 2010. This information is being provided in a new format which categorizes the balances by fund type. This new format was presented to Council members at their workshop on March 15, 2010. A second page is included to provide the Fund Balance Classification for each of the funds as well as the restrictions placed upon their usage. This was also presented and discussed at the workshop. Even though a fund may have an "unrestricted" or "unreserved" fund balance classification, it does not necessarily mean that the balance is available to appropriate to other funds for other uses. There may be constraints in place due to the type of fund (i.e. debt service fund), the contractual obligations (i.e. developer or tax increment agreements) or as communicated when the fund was established that preclude transferring the funds to other funds. For example, TIF Capital Project Funds have an "unreserved-designated for improvements" fund balance classification. These funds are contractually obligated by tax increment agreements in place so they are not available to appropriate for other City uses. Upon decertification of a TIF district, any residual funds will be sent to Scott County to be redistributed to the city, school and county. The business-type funds have "unrestricted" fund balance classifications. In the case of the Transit Fund, the City receives funds from the Met Council for transit-related uses. Any remaining fund balance in the Transit Fund cannot be appropriated for other City uses. To use the fund balances in the Water, Sewer and Water Quality Funds for something other than what was indicated on the utility bill would misrepresent the intent and allowable use of the fees that were collected. The funds that have balances which have been identified for a particular purpose such as equipment replacement or downtown building fa<;ade improvements can be appropriated for other City uses as determined by the Council. Certain long-term plans in the Capital Improvement Program have been established which support the balances in these funds. Council C:\Documents and Seltings\cgreen\My Documents\SharePoint Drafts\2010 September Treasurer Report.doc would need to consider the financial impact of appropriating these balances for other uses. Further description of the constraints on other funds is reflected on the second page of the report. Current Circumstances Staff has prepared a preliminary summary of the activity in the fund balances for the month of September, 2010. The Treasurer's Report reflects beginning cash balance, receipts, disbursements, and the ending cash balance for each fund for the month of September, 2010. Interest earned is allocated to each fund on a monthly basis and based upon each individual fund's proportionate share of the total cash balance. The report details each fund balance classification. The report is preliminary, unaudited, and may change. In most instances these funds were established and restricted for specific and designated purposes by either Minnesota Statutes or City Code to accomplish the goals and objectives of the City of Prior Lake. The attached memorandum provides a summary of the fund descriptions. If Council members have questions, please feel free to contact me at 952- 447-9841 for more information. ALTERNATIVES: 1. A motion as part of the consent agenda to approve the September, 2010 Treasurer's Report as submitted. 2. Take no action and provide the staff with specific direction. RECOMMENDED Alternative 1. A motion as part of the consent agenda to approve the :;~::1bY:~ I September, 2010 Treasurer's Report as submitted. Fra~1 s.~ager ./ 1. City of Prior Lake September, 2010 Treasurer's Report 2. Treasurer's Report Fund Descriptions C:\Documents and Seltings\cgreen\My Documents\SharePoint Drafts\2010 September Treasurer Report.doc TREASURER'S REPORT FUND DESCRIPTIONS General Fund - The General Fund represents the necessary resources to support general operating budget expenditures of the City. The year-end fund balance represents dollars that have accumulated over a period of time as a result of cumulative budgetary revenue surpluses and expenditure under runs. The City Council has designated a portion of this amount, equal to a minimum of 45% of the current operating budget, for working capital to finance city operations. Sewer & Water Fund - The Sewer and Water Fund accounts for the collection of sewer and water billing utility revenue. This enterprise fund balance is allocated for the operational costs of the Water/Sewer departments and normally reserved for large capital municipal system expenses. Water Ouality Fund - The Storm Water Fund is an enterprise account funded by the $7.25 storm water charge on the utility bills. The funds in the account are dedicated to finance water quality improvements including departmental administration, storm water maintenance operations and improvement projects related to water quality. Transit Fund - The Transit Fund is an enterprise account funded predominantly (90%) by state aid that is derived from the vehicle excise tax paid through annual license tab renewals on vehicles. The receipts are dedicated to pay for community transit services such as the downtown commuter service, van pool and dial-a-ride services. Cable Franchise Fund - This fund was created to act as a clearing house for funds that were received from the cable franchise company as specified by ordinance. Caoital Park Fund - Capital Park funds are dedicated funds received from developers in accordance with the City's Park Dedication requirement when land is platted. Funds are collected for the purpose of developing the City's neighborhood park and trail system. These dollars are programmed throughout the course ofthe City's Capital Improvement Program. Severance Compensation Fund - This fund was established to partially fund the City's compensated absence liability which is associated with the accrued vacation and sick leave for employees upon employment termination. The State Auditor's Office has recommended that local governments set aside a certain percentage on the basis of foreseeable turnover. ED Soecial Revenue - This fund is reserved and expended at the direction of the Prior Lake Economic Development Authority for specific economic development activity as allowed by MN Statute. The purpose is to provide economic incentives for new business expansion within the community. ED Fed/MN Loan Funds - These funds were created to account for the proceeds of economic development grants received either from the federal government or the State of Minnesota to provide seed money for a revolving loan account. The purpose is to provide economic incentive for new business expansion within the community. Downtown Redevelooment Fund - This fund was created to provide development assistance in the context of building facade improvements for downtown businesses in an effort to revitalize and renew business activity and the general appearance of the downtown business district. DAG Soecial Revenue Fund - The DAG Fund is a special revenue fund related to the costs the City incurs in connection with a subdivision. The fees are paid to the City by the developer when the Development Contract and Final Plat are approved by the City Council. These revenues are used to pay for legal expenses incurred in connection with review and approval of the plat and inspection services on developer installed-utilities including sewer, water and street installation for newly approved subdivisions within the City of Prior Lake. Water Revenue Bond Fund - PW Bldg - This fund is a debt service fund to pay the bonds that were issued to construct the public works maintenance building. The capital facility (CF AC) charge of $10.00 that is generated on the bi-monthly water and sewer bill provides the funding for the bond payments which occur semi-annually in June and December of each year. Upon demand the funds are transferred from the Sewer and Water Fund. Water Revenue Bond Fund - WT Plant - This fund is a debt service fund to pay the bonds that were issued to construct the water treatment plant. Revenue from the water and sewer bills provides the funding for the bond payments which occur semi-annually in June and December of each year. Upon demand the funds are transferred from the Sewer and Water Fund. Tax Increment Funds - The Tax Increment Fund represents an accumulation of funds such as bond proceeds and project administration fees charged to companies requesting project write- downs in the form of tax increment financing for new and/or redevelopment. The T1F district property taxes are then deposited in a number of tax increment funds established to track their respective revenue. Revolving Eauioment Fund - A regular replacement schedule for equipment needs of the City in excess of $5,000 has been adopted. Periodic fund transfers are appropriated to provide a funding source for the acquisition and purchase of new and replacement vehicles and equipment. The long term effect of appropriating fund transfer is to mitigate property tax increases and eliminate debt financing. Building Fund - The funds within the Building Fund are reserved for future building needs. Revolving Park Eauioment Fund - This Fund was established in 2009 in conjunction with the Park Equipment Replacement Plan to fund replacement of park equipment. Construction Fund - Construction Fund dollars represent unexpended bond proceeds that are reserved to pay for improvement projects that have been approved by the City Council on an annual basis. For the most part, these moneys are necessary to complete outstanding construction contracts and related engineering and professional services. Street Oversize Fund - The Collector Street Fund consists of dedicated revenue generated by fees associated with new development and new construction building permits for the purpose of funding pedestrian related improvements i.e., bikeways, sidewalks, trail systems plus right of way acquisition along collector streets and occasional collector street links. Trunk Reserve Fund - The Trunk Reserve Fund consists of dedicated revenue generated from utility connection permits and acreage fees assessed at time of sewer and water installation for the purpose of recovering trunk oversizing costs and central municipal system improvements i.e., wells lift stations, force mains, etc. These dollars are programmed throughout the course of the City's capital improvement plan. Water Storage Fund - The Water Storage Fund accounts for the water tower fee that is charged and collected on building permits. This fund balance is 100% reserved for the construction of elevated and ground water storage facilities. Debt Service Funds - The Debt Service Fund represents prepayments of special assessments, property tax collections and special levies needed to pay the outstanding bonded indebtedness of the City. This fund balance is 100% reserved for the payment of bond principal and interest. Agencv Fund - The Agency Fund accounts for the $1500 residential building permit deposit that is refunded to the building contractor upon final inspection. This provides the City the required financial assurance that the property site will be adequately cleaned up and debris free before an occupancy permit is granted. ~ City of Prior Lake ;.., ( o ~ Treasurers Report ~ September, 2010 Fund 9/1/2010 9/30/2010 Fund Type & Name No. Balance Receipts Disbursements Balance Business-Type Funds Water & Sewer Fund 601 $ 6,569,277.39 $ 123,089.18 $ 407,327.84 $ 6,285,038.73 Water Quality Fund 602 597,255.89 8,123.45 30,787.17 574,592.17 Transit Fund 603 1,683,244.02 53,892.35 7,662.69 1,729,473.68 Total Business-Type Funds $ 8,849,777.30 $ 185,104.98 $ 445,777.70 $ 8,589,104.58 Governmental-Type Funds General Fund 101 $ 6,102,487.06 $ 1,551,515.60 $ 1,656,619.92 $ 5,997,382.74 Special Revenue Funds Cable Franchise Fund 210 $ 42,080.16 $ $ $ 42,080.16 Capital Park Fund 225 138,559.55 196.38 50,836.59 87,919.34 Severance Compensation 230 413,040.08 924.67 413,964.75 EDA Special Revenue 240 101,350.28 226.89 101,577.17 Econ Dev Federal Revolving Loan Fund 250 104,970.40 235.00 105,205.40 Econ Dev MN Revolving Loan Fund 255 81,514.99 182.49 81,697.48 Developer Agreement Fund 260 711,091.44 5,410.01 7,899.22 708,602.23 Total Special Revenue Funds $ 1,592,606.90 $ 7,175.44 $ 58,735.81 $ 1,541,046.53 Capital Project Funds Downtown Revolving Fund 256 $ 38,193.48 $ 85.50 $ $ 38,278.98 Tax Increment 402 150,945.64 337.92 151,283.56 TIF #1-3 413 95,330.54 213.42 95,543.96 TIF #3-1 414 39,500.27 88.43 39,588.70 TIF #4-1 415 2,798.22 6.26 2,804.48 TIF #5-1 416 1,523.85 3.41 1,527.26 TIF #6-1 417 66,515.79 148.91 66,664.70 Revolving Equipment Fund 410 1,327,278.17 26,009.33 6,044.02 1,347,243.48 Building Fund 420 437,010.31 975.84 1,114.48 436,871.67 Revolving Park Equipment Fund 430 204,352.30 457.48 204,809.78 Construction Fund 501 757,906.31 923.47 345,400.03 413,429.75 Trunk Reserve Fund 502 917,407.96 14,080.36 134.00 931,354.32 Street Oversize Fund 503 447,307.63 1,001.38 448,309.01 Water Storage Fund 505 203,941.38 8,474.47 212,415.85 Total Capital Project Funds $ 4,690,011.85 $ 52,806.18 $ 352,692.53 $ 4,390,125.50 Debt Service Funds 5xx $ 2,418,464.77 $ 5,549.29 $ $ 2,424,014.06 Agency Fund 801 $ 174,000.00 $ 14,600.00 $ 12,000.00 $ 176,600.00 Total Governmental Type Funds $ 14,977,570.58 $ 1,631,646.51 $ 2,080,048.26 $ 14,529,168.83 Total All Funds $ 23,827,347,88 $ 1,816,751.49 $ 2,525,825.96 $ 23,118,273.41 Investment Pool & Ratio $ 22,817,260.05 98.70% This report does not reflect financial obligations from contracts, agreements, purchases, services received, etc. City of Prior Lake Treasurers Report September, 2010 Fund TVDe & Name Business-Type Funds Water & Sewer Fund Water Quality Fund Transit Fund Governmental-Type Funds General Fund Fund Balance Classification Unrestricted Unrestricted Unrestricted Unreserved Special Revenue Funds Cable Franchise Fund Unreserved; Designated for Capital Outlay Capital Park Fund Unreserved; Designated for Improvements Severance Compensation Reserved for Severance Compensation EDA Special Revenue Unreserved; Designated for Improvements Econ Dev Federal Revolving Loan Fund Unreserved; Designated for Development Loans Econ Dev MN Revolving Loan Fund Unreserved; Designated for Development Loans Developer Agreement Fund Unreserved; Desiqnated for Improvements Capital Project Funds Downtown Revolving Fund Tax Increment TIF #1-3 TIF #3-1 TIF #4-1 TIF #5-1 TIF #6-1 Revolving Equipment Fund Building Fund Revolving Park Equipment Fund Construction Fund Trunk Reserve Fund Street Oversize Fund Water Storage Fund Debt Service Funds Agency Fund Unreserved; Designated for Improvements Unreserved; Designated for Improvements Unreserved; Designated for Improvements Unreserved; Designated for Improvements Unreserved; Designated for Improvements Unreserved; Designated for Improvements Unreserved; Designated for Improvements Unreserved; Designated for Capital Outlay Unreserved; Designated for Capital Outlay Unreserved; Designated for Capital Outlay Unreserved; Unreserved; Unreserved; Unreserved; Reserved for Debt Service N/A Constraints Identified on utility bill for this purpose Identified on utility bill for this purpose Funds received for transit-related uses Cashflow, emerqencies, one-time opportunities Statutory obligation to use for PEG access Contractually obligated; park dedication fees Reserved for Severance Compensation Economic Development Economic Development Economic Development Contractually obliqated; Identified for downtown building fac;ade improvements Contractually obligated by tax increment agreements Contractually obligated by tax increment agreements Contractually obligated by tax increment agreements Contractually obligated by tax increment agreements Contractually obligated by tax increment agreements Contractually obligated by tax increment agreements Identified for equipment replacement Identified for funding Facilities Management Plan (future) Identified for park equipment replacement Construction projects in progress Contractually obligated by developer agreements Contractually obligated by developer agreements Contractually obliqated by developer aqreements Reserved for contractually obliqated debt service Escrows to be reimbursed to depositors