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HomeMy WebLinkAbout4E - 2000 4th Quarter Budget ... MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: REVIEWED BY: Attachments: STAFF AGENDA REPORT MARCH 19,2001 4E RALPH TESCHNER, FINANCE DIRECTOR CONSIDER APPROVAL OF PRELIMINARY 2000 4TH QUARTER BUDGET REPORT AND OVERVIEW The City Council has directed Staff to prepare an accompanying written narrative that would serve as an informational excerpt to the quarterly budget reports. Attached to the preliminary 4th Quarter Budget Report is a document entitled "Budget Report Overview" that is intended to satisfy your request. The preliminary 4th Quarter Budget Report shows the status of expenditures for the all 12 months in 2000. The "overview" provides information related to those areas within the budget that have experienced exceptions (normally :1:5% variation) to the approved budget levels. The report identifies revenue shortfalls and surpluses and includes a short explanation as to the various reasons. Expenditures are also summarized on this basis. The "Budget Report Overview" is intended to serve as narrative support to the Quarterly Budget Report and enhance your understanding of performance results. Please feel free to contact me at 447-9841 for more inf, ation. 1. Prelimina 0 4th uarter Budget Report 2. Budget Report Overview H:IBUDGETIBR.DOC 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER --~.._-_.._-- T . T """7);" Preliminary 2000 4th Quarter Budget Report Budget Amount Expended Percent General Government 1,707,178.00 1,687,363.00 99% Mayor & Council 24,260.00 20,813.00 86% Ordinance 16,000.00 9,963.00 62% City Manager 247,423.00 242,657.00 98% Boards & Commissions 10,038.00 4,909.00 49% Elections 7,790.00 16,435.00 211% Director of Finance 95,646.00 95,103.00 99% Accounting 97,828.00 98,571.00 101% Internal Auditing 10,885.00 11,070.00 102% Assessing 45,700.00 45,776.00 100% Law 268,000.00 234,717.00 88% Personnel 78,128.00 73,923.00 95% Planning & Zoning 288,605.00 251,404.00 87% Data Processing 141,505.00 134,735.00 95% Buildings & Plant 200,637.00 273,291.00 136% Central Garage 174,733.00 173,996.00 100% Public Safety 2,376,713.00 2,296,454.00 97% Police 1,808,154.00 1,728,042.00 96% Fire & Rescue 250,577.00 269,708.00 108% Building Inspection 295,352.00 281,096.00 95% Civil Defense 11,400.00 6,651.00 58% Animal Control 11,230.00 10,957.00 98% Public Works 898,220.00 878,824.00 98% Engineering 463,779.00 422,156.00 91% Street 434,441.00 456,668.00 105% Culture-Recreation 1,152,632.00 1,249,360.00 108% Recreation 390,378.00 446,037.00 114% Parks 716,454.00 750,713.00 105% Libraries 45,800.00 52,610.00 115% Economic Development 55,541.00 34,363.00 62% Debt Service 714,710.00 716,337.00 100% Transit Services 379,950.00 379,950.00 100% Contingent Reserve 50,000.00 15,709.00 31% Revenues 7,334,944.00 8,235,783.00 112% General Property Taxes 3,949,728.00 3,935,702.00 100% Licenses & Permits 424,075.00 549,729.00 130% Intergovernmental Revenue 1,794,566.00 1,933,628.00 108% Charges for Services 711,750.00 1,033,203.00 145% Fines & Forfeits 117,000.00 107,091.00 92% Miscellaneous Revenue 129,825.00 440,528.00 339% Other Financing Sources 208,000.00 235,902.00 113% Total Budget Expenditures 7,334,944.00 7,258,360.00 99% Total Budget Revenues 7,334,944.00 8,235,783.00 112% Br0400 3:11 PM3/9/01 BUDGET REPORT OVERVIEW (2000 4th Quarter Budget Report) Expenditures: General Government . Mayor & Council budget outcome of 86% is lower than expected as a result of conference expenses being under expended and the council seat which was unfilled for a period of 3 months. . Ordinance costs for codification of the City Code were not incurred because the City Code updating was accomplished in-house which is the main reason why the YTD percentage came in at 62%. . Boards and Commissions expenses were significantly less at 49% of budget because of commissioner vacancies and cancelled meetings. . Election totals doubled because the City took advantage of special pricing to purchase 50 new election voting booths to replace our old metal/cloth booths. This acquisition was a huge improvement in reducing the long voting lines during the large general election voter turnout because we were able to add more booths in very limited space confines within our polling locations. Also equally important, because of the open style of the new booths, we were able to resolve the lighting inadequacies that occurred in the old booth type enclosures. . Legal fees overall were substantially lower. General legal expenditures of $140,715 was very close to our $142,000 budget estimate while prosecution costs experienced a large decrease. This appears to have occurred because the activity level for Prior Lake was below that of the other cities percentage wise and because quarterly costs are distributed on a percentage basis, our share for the year was less. This has resulted in the overall legal expense category outcome of 88% of the year to date budget. . Planning ended somewhat under at 87% because the vacant planner position that occurred during the year was not filled due to the re-organization plan implemented earlier this summer. . Bldgs & Plant came in at more than a third above budget projections at 136% due to the fact that our general liability and property/casualty insurance premium jumped 32% from $125,000 to $165,000, an increase of $40,000 over last year. This was largely due the additional building facilities coming on line i.e., library, pavilion, park improvements etc. Also the City's increased involvement in land use disputes over the past two years has adversely affected our liability claims experience. In addition, because of other offsetting reductions that took place within General Government categories, a renovation project was initiated whereby the carpeting and wall coverings in the police area along with the entry and 2nd level of City Hall was replaced. . Remaining categories were in conformance with budget estimates with overall General Government budget performance of 99%. Public Safety . Police Department expenses were slightly under at 96% because the department had two position openings during the year that temporarily reduced personnel expenses within the department. . Fire Department expenditures of 108% exceeded budget estimates primarily in two areas; that of response hours that were up by approximately 7% while the second area was simply a pass-thru increase on the pension contribution that is received by the City in the form of state aid and then reimbursed to the Fire Department Relief Association. . Civil Defense costs were relatively low because of the lack of general repair service that is typically caused by direct lightning strikes to the sirens that occasionally occur during the year. Brll400 Iii r II nil . Public Safety total budget performance was a favorable 97% for the year in view of the fact that it accounts for the major public service category and nearly a third of the city's entire general operating budget. Public Works . Engineering Department expenses were similarly a little below at 91 % because of the late filling of the engineering tech position vacancy which temporarily reduced personnel expenses within the department. . Street Department expenses were somewhat above budget projections at 105% due to some needed equipment purchases that were acquired this year as opposed to deferring them until the next budget cycle. . Public Works overall total of98% was consistent with budget estimates. Culture-Recreation . Recreation Department dance program activities were much above expectations and ended at 114% of YTD budget level. However park program registrations were also up significantly at 137% of estimated revenue and exceeded those expenditures that are revenue supported for the year. . Library results were up at 115% of budget primarily due to gas and electric utilities that were somewhat underestimated because this was our first experience as to the heating and lighting costs for the new building. . Culture-Recreation totals of I 08% was somewhat above budget estimates. Economic Development · The budget expenditure variance occurred within the categories of printed forms that is reserved for EDA promotional materials that for the most part were unexpended and an unused allocation within consultant services as a result of tl1e re-organization plan. . Economic Development totals are under budget estimates at 49%. Contingent Reserve · Three Contingency expenditures were incurred, all involving either our insurance co-pay or deductible payments made to the LMCIT with the largest amount of $10,000 relating to the Hentges competitive bidding lawsuit settlement. Expenditure Summary: Total unaudited 2000 General Operating Budget expenditures are projected to be $7,258,361 when including outstanding encumbrances. This amount represents 99.0% of the approved 2000 City of Prior Lake Operating Budget (7,334,944). These totals compare with actual budgetary performance of 100%, 98% and 98% for the preceding years of 1999, 1998 and 1997. Revenues: · Current property tax collections resulted in a 97% collections rate that is a little lower than previous years on average. When adding in delinquent receipts of past years the City realized slightly less than 100% of its 2000 property tax levy. · License & Permits revenue ended the year at 130% of budget. This occurred because building permit activity was very strong, exceeding our building related revenue estimates by a full 30% that accounted for the entire increase. · Intergovernmental revenue was higher (108%) due to the receipt of approximately $76,000 of FEMA aid and $46,000 of state emergency funds that represented the final closeout of damage aid as a result of the spring storms of 1998. · Charges for Services were significantly above expectations at 145% of revenue realized. The difference was the result of primarily three occurrences; increased park recreation Brll400 program receipts in the amount of $80,000, two additional (Nos. 6 & 7) water tower antennae lease agreements with Sprint and V oicestream which generated an additional $52,500 of facility rental revenue and the re-negotiation of the cable franchise agreement that resulted in the City receiving its 5% franchise payment twice in 2000. This doubling up occurred because of the new franchise agreement requirement for Mediacom to pay the 5% on a current quarterly basis. In the past the cable companies would send one check payment in Jamlary based upon the prior year revenue collections. · Fine revenue averaged nearly $8,925 monthly or $825 less per month than projected. Court Fine revenue of $92,000 was almost exactly at our initial projection of $90,000 however our prosecution restitution recovery efforts ended up with a shortfall of $12,000. . Miscellaneous Revenue is up due to some large investments initiated several years ago that ballooned in 2000 and doubled interest earnings. Also development revenue of $265,000, of which three-fourths is attributed to the initial three phases of the Deerfield and Glynwater developments, has exceeded the standard budget estimate of $35,000 that pushed Miscellaneous Revenue totals to 199% of budget. . Other Financing Sources ended up 13% because of the recreational vehicle sale, initially acquired by drug forfeiture, which was not programmed into the city's 2000 general fund revenue forecast. Revenue Summary: Total 2000 General Operating Budget revenues are projected to be $8,235,783. This amount represents 112% of the City of Prior Lake's $7,334,944 General Operating Budget. These totals compare with actual budgetary performance of 107%, 104% and 102% respectively for the preceding years of 1999, 1998 and 1997. 4TH QUARTER BUDGET RECAP: Overall, the 2000 budgetary financial performance was exceptional as the City's General Fund balance will have increased by approximately $977,422 from $2,449,988 to a preliminary unaudited position of $3,427,410 as the results of revenues exceeding expenditures. This general fund balance amount represents a reserve of 46% based upon the current annual budget or $1.17 million above the Council approved 30% operating capital minimum. The above figures are not final. As soon as the City's 2000 financial audit is completed in May, Staff will report the actual fund balance increase. The preliminary budget surplus of $977 ,422 was the result of the following seven (7) items: 4. 6. Dance program registration increase 7. Excess interest $81,310.00 9. Building permit revenue increase 10. Developer agreement increase $173,633.00 $230,277.00 $888,540.00 Total... These factors accounted for 91 % of the total surplus that occurred in 2000. It is important to recognize that revenue items #1, 3, 5 & 8 (shaded items) are one time unplanned events that could not have been programmed into the general fund budget revenue scenario. Revenue item #4 could not be anticipated and item #6 was growtl1 oriented. Also, item #7 was an exception because zero government security bonds that balloon to a specified principal Brll400 I d I I: 11 Brll400 amount is not a typical investment type within the City's existing investment portfolio. This type of investment accrued interest over a 5 year time period and was paid in one lump sum in 2000. This is in contrast to the majority of our government securities that payout interest semi-annually. The last two revenue categories (items 9 & 10) are extremely elastic and are not expected to continue at anywhere near these levels over the next couple years. This higher than expected surplus is well timed given the estimated costs the City will incur collectively as a result of the following items; 1. TJ. Towing property purchase 2. Downtown Hennen property acquisition 3. Crystal Care senior project assistance 4. Legal issue potential settlements i.e., Vierling, Markley Lake and Boderman Collectively these costs are estimated to approach :t $1 million dollars.