2008-10-08 Item J1 Audited Financial Results for FY 2007 thru 2008
SPECIAL JOINT MEETING
City of Encinitas CityConncil
San Die.guito Water District
AGENDA REPORT
_fv1g_<?ting Date: Oct2be~~Jcf008
TO:
City Council and Board Memhers
Phil Cotton, City Manager~/"~
Jennifer Smith, Finance Director
VIA:
FROM:
Jay Lemhach and DarleneHil1, Finance Managent
Contributions ji0111 all Departments J
Report on Financial Results for Fiscal Year 2007-08., Actual Beginning Fund
Balances for Fiscal Year 2008-09 and Revised Schedule A (Budget Summary)
for FY 2008-09
SUBJECT:
BACKGROUND:
Each year follo-wing the close oEthc City and District's books, the Finance Departmentreports actualrcslIlts to
the City Council and San Dieguito Water District (SDWD) Board of Directors. The following report details and
discusses the flmd balances and results for all funds.
ATTACHMENTS:
Attachment A -
Final Actual and Available Fund Balances Summary
FY2007-08
Presents JinaI actual fund balances (Column 2), adjustments to fund balances (Columns 3 to 7), resulting in
final actual available fund balances (Column 8). These are compared to staffs previously projected fund
balances (Column 9) with the differences shown in Column 10. 'Iheprojected fund balances come from the
Schedule A published in conjunction with the update to the two-year budget in May 2008. Vatiances
bctween actual ending fund balances and budget figures are discusscd in AttachmentC.
Attachment B-
Detail of General Fund Revenues, Expenditures and Transfers-
(Budget vs. Actual) FY 2007-08
Presents a summary of General Fund Revenues, Expenditures and Transfet!? fOt FY 2007-08, showing the
ntiginal budget, flIlal budget (with all off-cycle modifications), and actual amounts by category (revenues)
and by department and division (expenditures.)
Attachment C-
Explanations of Signjficant Variances betweenF()rccast & Actllal
Fund BaJancesFY2007-08
Presents explanations of significant variances shown in column 10 of Attachment A and the General Fund
summary in Attachment B.
Attachment D -
Updated Schedule A Budget Sllmmary (an funds)
FY 2008-09
2
ANALYSIS:
The final actual available fund balance for the General Fund was $2,843,056 higher than projected. The final
actual available fund balances for all "City Funds" (including Development Impact Fees, TransNet, and
Lighting and Landscape Districts) were above projections by $3,815,827 (Attachment A, page I, column 10,
"TOTAL CITY FUNDS. "). Significant variances are detailed and explained in Attachment C.
The final aetual fund balances exceeded projections for the two Sanitary Divisions (CSD and ESD) and
SDWD (Attachment A, page 2.) Detail of the variances is discussed inAttachment c..
Overall, final fund balances are in line with projections and position us to enter the current year as planned.
The General Fund, which accounts for the majority of municipal serviees, continued to experience healthy
revenue collections and had overall savings in expenditures due to careful monitoring of spending as part of
the City Manager's quarterly spending review. The first quarterly review of the FY2008-09 budget will 'be
presented to Council in November.
FISCAL AND STAFF IMPACTS:
General Fund - Ending fund balance exceeded projections by $2,843,056 (Attachment A, Page 1,
"GENERAL FUND"),lesulting in an available opening fund balance for FY 2008-09 of $16,833,998. This
represents actual net assets of $31.3 million less $14.4 million in appropriated but unspent capital and work
project reserves. After deducting the authorized contingency reserve of $9.0 million aIid budget stabilization
reserve of $1 million, the remaining available fund balance totals $6.83 million.
All Other City Funds - All other City funds are discussed in this staffrepOlt, refer to Attachments C.
San Diezuito Water District:
Ending fund balance exeeeded projections by $1,320,948, resulting in an opening fund balancefor FY2008-09 of
$9,800,456. .
This is an informational report and that has no direct fiscal or staff impacts.
RECOMMENDED ACTION:
Approve the revised Fiscal Year 2008-09 Schedule A incorporating revised beginning fund balances as shown on
Attachment D.
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Attachment B - Detail of General Fund Revenues, Expenditures, and Transfers
Budgetary Comparison Schedule
For the. Year Ended June 30, 2008
Column 1 Column 2 Column 3 Column 4 Column 5 . Column 6 Column 7
Variance Variance
Budget Budget Actual Over'
Original Final Amounts (Under) Percent Reference
Revenues:
\~Tax8's: . ~! .
1 Property Taxes, Current Secured 33,142,950 . 33,775;000 33,461,620 (313,380) -1% Attachment C
2 Sales Taxes 9,144,000 8,323,000 8,226,837 (96,163) -1% Attachment C
3 Transient Occupancy Tax 919,896 919,896 946,414 26,518 3%
4 Property Transfer Taxes 500,000 500,000 396,530 (103,470) -21% Attachment C
5 Franchise Taxes 2,035,300 2,035,300 2,212,915 177,615 9% Attachment C
6, Total Taxes 45,742,146 45,553,196 45,244,316 (308,880) -1%
CblherR~venmfs:- ,if -=r' nil ~r- ~ lfp-=- ~ = .. u 1
- ,i'
7 Licenses and Permits 163,000 163,000 175,126 12,,)26 7%
8 Intergovernmental Revenue 452,763 452,763 429,973 (22,790) -5%
9 Charges for Services 4,959,901 4,959,901 5,198,701 238,800 5% Attachment C
10 Fines & Penalties 925,200 . 925,200 884,445 (40,755) -4%
11 Use of Morley 1 ,190,587 . . 1,190;587 1,841,817 651 ,230 55% Attachment C
12 Financing Sources (roof lease) 2,100,000 2,100,000 0 0%
13 Other Revenue 5;000 .5,000 43;579 38,579 772%
14 TOTAL REVENUES 53,438,597 55,349,647 . 55,917,957 568,310 1%
Expenditures:
~ilfl' !i-1 ~;. -;1'5 ~p,.;,if""':;~ ;;~, .
~Gerieral~Governme"ht:.' '''~
15 Cqmmun}ty Projects 60;000 60,000 55,500 (4,500) ;,8%
16 Legislativel.City Council 373,614 373,614 ,309,134 (64,481 ) -17% Attachment C
17 City Manager 630,474 6~0,47 4 539,863 (90,611 ) -14% Attachment C
18 Arts Administration 133,135 133,135 115,065 (18,070) -14%
19 Economic Development 278,500. 278,500 286,045 7,545 3%
20 Human Resources 796,026 800,026 761,950 (38,076) -5%
21 Library Operations 29,450 29,450 10,277 (19,173) -65%
22 Information Technology 1,202,059 1 ,202,059 1,116,386 (85,673) -7% Attachment C
23 Geographic Information 637,365 637,365 542,083 (95,282) -15% Attachment C
24 City Clerk 497,339 497 ,33~ 483,988 (13,351) -3%
25 Elections 30,000 29,069 (932) -3%
26 Legal Services 304,000 304,000 398,371 94,371 31% Attachment C
27 Financial Services 1,534,172. 1 ,534,172 1,500,226 (33,946) -2%
28 Central Services . 457,267 457,267 387,813 (69,454) -15% Attachment C
29 Non-Departmental 2,376,669.' 2,376,669 2,185,584 (191,085) -8% Attachment C
30 9,310,070 . 9,344,070 8,721 ;353. (622,717) ;,7%
r'1Plaril1kig~aii~[BUUiang: ,~ ',,; ~"'''~ ~-!Y~-:)~';~:'-':i(~:"i!;---" '~::>-;'-~ -' >-::~~/::::-'~;1i;':i~<~~.~,')-. j}r~+ii~~~:~~~:: i"-'-:, '.'"
~--
31 Customer Service/Admin 659,222 q59,222 655,340 (3,882) ~1%
32 Current Planning 1,015,464 1 ~015,464 904,978 (110,486) -11% . Attachment C
33 Applicant Dep()sits 200,000 200,000 268,581 68,581 34%
34 Advanced Planning 488,815 488,815 462,607 (26,208) -5%
35 Code Enforcement 442,071 442,071 439,354 (2,717) -1%
36 Building Services 1,144,751 . . 1,144,751 1,289,428 144;677 130/0
37 3,950,323 3,950,323 4,020,287 69,964 2% Attachment C
Attachm~t 8
Attachment B - Detail of General Fund Revenues, Expenditures, and Transfers
Budgetary Comparison Schedule
For the Year Ended June 30, 2008
Column 1
E~QlicSafety,:;,;,~;.",~,..:",." .'
38 Law Enforcement
39 Traffic Enforcement
40 Parking Enforcement
41
Fire Administration
Fire Operations & Support
Loss Prevention & Planning
Disaster Preparedness
Marine Safety Services
42
43
44
45
46
41
.Ruolic, Wbrks:~ '"
48 Administration'
49 Emergency Flood Control
50 Street Maintenance '
51 Facility Maintenance-Civic
52 Fadiity Mainteni:mce-Fire Statioris
53 FacilityMaintenance-PW Yard
54 Facility Maintenance-Library
55 Storm Water Maintenance
56 Storm Water Flood Control
57
[iEj)gineering., ervices;:
58 City Engineering
59 Traffic Engineering
60 Storm Water Compliance
61 ,
Dffi!L~ a6C1=--Becre~t.iQrI:"
62 Administration '
63 Park SerVices
64 Beach Services
65 Recreational Trails
66 Recreation Services
67 Community & Senior Center
68 Animal Regulation
69
70 TOTAL EXPENDITURES
,
Column 2, Column 3
Budget B~dget
Original Final
r,~.~ ,.,' 'ill ,~"'\1i! if" ~~
~
8,580,718
2,526,422
16,780
11,123,920
478,977
8,500,814
691,732
150,962
761,326
10,583,811
, 8,033,627
3,262,053
36,980
11,332,660
478,977
8,500,814
691 ,787
150,670
761,326
10,583,574
Column 4 Column 5 Column 6 ' Column 7
Variance Variance
Actual Over
Amounts (Under) , Percent Reference
Ill' " "i.~ ~~r::;ii~ '" ~~ ~ J:\.v 'v
'11i~ "%~ >~...~ ",
7,610,884 (422,743) -5% Attachment C
3,173,689 (88,364) -3% Attachment C
29,542 " (7,438) -20% Attachment C
10,814,115 (518,545) -5%
478,395 (582) 0%
7,945,297 (555,517) -7%
632,949 (58,838) -9%
150,582 (88) 0%
737,193 (24,133) -3%
9,944,416 . (639,158) -6% Attachment C
153,456 (E32,934 ) -29%
36,355 (23,645) -39%
508,299 (37,319) -7%
478,064 51,054 12%
139,270 (28,621 ) -17%
76,906 (33,931 ) -31%
128,604 (12;752) -9%
423,943 (189,767) -31%
138,562 (56;303) -29%
2,083,459 (394,218) -16% Attachment C
~..-
Excess of Revenues
71 Over Expenditures
151,390
60,000
545,618
427,010
167,891
110,837
141,356
689,582
194,865
2,488,549
216,390
60,000
545,618
427,010
167,891
110,837
141,356
613,710
194,865
2,477,677
" III ...
. ,
2,524,288
702,970
680,722
3,907,980
~ II =.\~ l)7J1 ~
517,344
1,203,041
505,551
124,478
597,386
1,067,637
273,200
,4,288,637
45,653,290
7,785,307
2,615,405
702,970
756,594
4,074,969
~. ;;C'~~:'lfI'_::~:~ /":\'.'~,':-.';<~
517,344
1,203,041
505,551
124,478
637,386
1,067,637
273,200
4,328,637
46,091;910
2,670,023. 54,618 2%
676,699 (26;271) -4%
625,520 (131,074) -17%
3,972,242 (102,727) -3%
"j;..';:'Dr};;,":Y>1T\&i~',r0'rb;~IT1;;'(.'.'rdF
508,946 (8,398) -2%
1,197,267 (5,774) 0%
517,860 12,309 2%
120,227 (4,251) -3%
619,770 (17,616) -3%
1,064,785 (2,852) 0%
273,041 (159) 0%
4,301,896 (26;741) -1%
43,857,769 {2,234,141} -5.1%
Attachment C
Attachment C
Attachment C
Attachment C
._".';.;.. ....-:....~~'7'Pf1
Attachment C
9,257,737 12,060,188
2,802;451
:'.Gerieral'F.Uri(n:rrarisfersJianClH~roj~t~ajustments. ';'1'
72' Transfers In . 27,215
73 Transfers out-Operating 643,542
74 Thmsfers out~Debt 1,551,140
75 Transfers out-Capital 0
76 Transfers out-Capital 3,652,051
77 Total Transfers 5,846;733
41,892
643,542
.1,551,140
2,100,000
3,426,832
7,763,406
94,007
643,542
1,635,655
2,100,000
3,388,055
7,861,259
52,115
(84,515)
o
38,777
6,377
Attachment C
Attachme'7l B
Attachment C
Page 1 of7
Explanation of Sie:nificant Variances between Forecast & Actual Fund Balances
General Fund (101) Variance
$2,843,056
Favorable
By Category (numbers rounded):
Revenues (above projections)
Expenditures (under adopted budgets)
Transfers (above projected amounts)
Off-Cycle Budget & Miseellaneous Adjustments
$ 568,310
$2,234,141
$ 6,377
$ 34.228
$2,843,056
(Attachment B, line 14)
(Attachment B. line 70)
(Attaehment B, line 77)
GENERAL FUND REVENUES
SUMMARY OF VARIANCES FROM PLAN (rounded)
Property Taxes, Attachment B, line 1
($313,000)
unfavorable
Property taxes were about 1 % below projections ($313,000). Current Secured Taxes were approximately
$1,000,000(4%) lower than anticipated, dueto an increase in the delinquency rate. Those amounts willbe
received in future years, and accounting regulations preclude us ii-om recording this revenue until it is actually
received. Delinquent Secured Taxes received were twice our original estimate, or $270,000 above foreeast. In
addition, Current Secured Supplemental Taxes were $150,000 above projections, indicating that both the volume
of anticipated property transfers and the resultant inerease in assessed valuation were higher than anticipated. The
amount of property tax received in-lieu of Vehicle Lieense Fees (VLF Shift) was $207,000 above the State's
projections.
Sales Taxes, Attachment B, line 2
($96,000)
unfavorable
Due to economic conditions, sales taxes were slightly below projections. Finance had previously reported to the
City Council that local economic trends would cause actual results to be lower than the initial projections.
Proper tv Transfer Taxes, Attachment B, line 4
($103,000)
unfavorable
Property transfer tax is an excise tax imposed on the transfer of interest in real estate. The below projections is
related to lower than average number of homes sold during the fiseal year.
Franchise Taxes, Attachment B, line 5
$178,000
favorable
Higher than projected revenues is a combination of the existing two cable eompanies and the San Diego Gas &
Electric company right-of-way. Beginning FY2007-08, a new cablc company, AT&T began paying franchise
fees.
Charges for Services (Development Processing Fees), Attachment B,line 9
$239,000
favorable
Planning fees were right on estimate. Building fees were $200,000 above estimates (note: higher building fees
have associated expenses which are also over budget, as noted below.) Engineering fees were $73,000 above
estimates, spread over a number of categories. Fire Prevention fees were about $76,000 below estimate, primarily
in the residential category.
8
Attachment C
Page 2 of7
Use of Money and Property, Attachment B.line 11
$651,000
favorable
There are several factors that contributed to the overall investment income being over budget. First, regular (book
yield) investment income on pooled balanees was $130,000 (or 13%) over budget, due to careful monitoring and
asset selection during the period, as well as a slightly higher average investable balance. Second, the City's
investments benefited from an increase in market value during the year (theGASB 3leffed}totaling $240~OOO.
Third, the City earned investment income on the proceeds of the 2006 Library Bonds of $142,000.
GENERAL FUND EXPENDITURES
SUMMARY OF VARIANCES FROM PLAN (rounded)
(Favorable) Unfavorable
Variance
General Government
Planning and Building
Publie Saft~ty (Law Enforeement)
Public Safety (Fire Services)
Publie Works
Engineering
Parks & Recreation
TOTALS
($623,000)
$70,000
($519,000)
($639,000)
($394,000)
($103,000)
($ 27,000)
(7%)
2%
(5%)
(6%)
(16%)
(3%)
(1%)
1$2,234,141 saving~
General Government.
CityCouncil/Legislative, AttachmentB, line 16 ($64,500) (17%) favorable
Council's travel and training expenses were less than anticipated producing a savings of $34,000. The Annual
Employee event and the Mayors' and Managers' luncheon meeting were either postponed or not held producing a
savings of $9,000. Savings of $6,700 in memberships as LAFCO and SANDAG came in less than budgeted.
Various savings in multiple accounts eomprise the rest of the variance.
City MaJiager, Attachment B, line 17 ($90,600) (14%) favorable
Vacancies in the City Manager's Office account for a $75,800 savings. City Manager's Office travel/training
expenditures and other small savings in multiple accounts comprise the variance balance.
Information Technology, AttachmentB, line 22 ($85,700) (7%) favorable
Implementing a new telephone and voicemail system accounted for savings of$27,000 in telephone
maintenance. A staff vacancy for a portion of the fiscal year and small savings in multiple aecounts comprise the
remaining savings.
Geographic Information, Attachment B, line 23 ($95,300) (15%) favorable
The majority of savings is related from a higher than expected turnover in contract GIS technician employees
resulting in several months of vacancies in the projected technician resource pool.
Legal Services, Attachment B, line 26 $94,400 31 % unfavorable
Expenditures were over due to Council-approved, City-initiated litigation by outside consultant attorneys (case
still pending).
9
Attachment C
Page 3 of7
Central Services, Attachment B, line 28 ($69,500) (15%) favorable
Copier supplies and paper costs were lower than expected primarily due to more efficient copier contracts and
conservation efforts (paperless agenda packages for example). The new contract for the recently installed
telephone system also contributed to the overall division savings.
Non-Departmental, Attachment B, line 29 ($191,100) (8%) favorable
Non-Departmental expenditures are defined as expenditures which benefit all City departments and aTe "pooled"
for purposes of reporting. Various savings in such items as retiree health, certain CalPERS expenses or
adjustments, administrative fees charged by the County for collections of property taxes and assessments, and
allocated costs sueh as vehicles purchases and maintenance resulted in the favorable balance for this division.
Planning and Building, Attachment B, line 37
$69,900
2%
overall favorable
Planning and Building had favorable variances in all divisions except Applicant Deposits and Building Services
divisions. Both of those divisions are accounted for separately because their expenditure levels are directly
related to the level of development and building activity. Costs are estimated fOJ those divisions based on
anticipated volumes of applications. When expenses come in over budget, the corresponding revenues aecounts
are higher as well.
Current Planning, Attachment B, line 32 ($110,500) (11 %) favorable
Approximately half of the underage was related to personnel costs. The division experienced one unfilled planner
position for a pOltion of the year, one administration position unfilled for a portion of the year, and one planner
position on maternity leave for a portion of the year. Secondly, the underage is related to Contracts & Services.
The underage was mainly due to anticipated, but not used, consultant costs associated with the Hall Property and
the Beacon's Beach Access projects.
Public Safety-Law Enforcement
Public Safety-Law Enforcement, Attachment B, lines 38, 39 ($511,100) (5%) favorable
There were budgetary savings of $511,100 in law and traffic enforcement. Budgeted at their full costs, two
school resource officers and one community serviee officer have partial reimbursement from outside
organizations.Seeond, partial support oflaw enforcement patrol from the State's Supplemental Law
Enforcement Fund was received. Booking fees were not charged by the County this year due to their receiving
direct State funding.
Parking Enforcement, Attachment B, line 40 ($7,400) (20%) favorable
During the fiscal year, additional contract money for anticipated parking citation hearings was approved due to
the new Community Service Officer. Expenditures were less than anticipated; expenses are off-set by revenues.
Public Safety-Fire Department, Attachment B, line 47
($639,200)
(6%)
favorable
Fire Administration, Operations, Fire Prevention and Marine & Safety Services, had favorable variances in all
divisions, most significantly in Fire Operations. The most signifieant savings was generated by the reduetion in
the CalPERS employer contribution rate due to the early payoff ofthe Fire Safety "Side Fund" authorized by the
City Council on June 27, 2007. The actual savings for the year was $467,000, compared to the $450,000 estimate
provided to the City Council in April 2008 during the Budget Hearings.
10
Attachment C
Page 4 of7
Public Works Department, Attachment B, line 57
($394,200)
(16%)
favorable
The Public Works Department, including Administration, Emergency Flood Control, Street Maintenance,
Facility Maintenance, Storm Water Maintenance and Storm Water Flood Control, had favorable variances in all
divisions except Civic Center maintenance, which was 12% over budget primarily due to inereased energy and
janitorial supply costs and BV AC maintemmce. With the completion of the Civic Center Roof Rephi.cemerit and
Energy Efficiency Improvements, these costs are expected to be redueed significantly.
Public Works Administration, Attachment B, line 48 ($62,900) (29%) favorable
The One time savings is primarily related to the Environmental Advisory Committee consultant coming on-board
later in the fiscal year, additionally, the Division chose not to fill the Intern position during the year.
Emergency Flood Control, Attachment B, line 49 ($23,600) (39%) favorable
The budget in this division eovers the cost of emergency call-outs. During the year, the City crews responded to
the fires in October 2007 and one minor storm event in November, The City has been reimbursed by FEMA for
the October fire. There were no major rain storms during the year that would normally be charged to this
division.
Street Maintenance Division, Attachment B, line 50 ($37,300) (7%) favorable
Contract changes with the Partners With Industry and the sidewalk steam cleaning vendor during the year
accounted for the majority of the savings during the fiscal year. The Division also experienced various personnel
vacancies throughout the year.
Facility Maintenance Divisions, Attachment B, lines 52, 53 and 54 ($75,300) (18%) favorable
All three divisions were affected by the later than anticipated hiring ofthe new Facility Maintenance Technician
approved by Council for FY2007-08. Additionally, the Fire Stations division achieved savings in utility and
maintenance costs while Station 3 is under construction. Publie Works Yard division realized savings due to the
move taking place latcr than anticipated. The savings in the Library Division was related to the partial vacancy in
personnel. Staff will continue to monitor all contracts for the new facility.
Stann Water Maintenance, Attachment B, line 55 ($189,800) (31 %) favorable
This Division also experienced personnel vacancy for part of the year. Additionally, the Moonlight Beach Ultra-
Violet treatment plant expenditures were less than anticipated; partly because there had been no real maintenance
cost data available when budgeted. Finally, routine channel maintenanee work was limited while waiting for
regulatory environmental permits from appropriate Federal and State agencies.
Storm Water Flood Control, Attachment B, line 56 ($56,300) (29%) favorable
One scheduled headwall project that was expected to be completed during the fiscal year was less than originally
anticipated and was repaired at a savings.
1 1
Attachment C
Page 5 of?
Engineering Services. Attachment B.line 61
($102,700)
(3%)
favorable
The Engineering Services Department had favorable variances in the Traffic and Storm Water divisions, while City
Engineering was 2% over budget. As mentioned above, revenues from Engineering Services were $73,000 (or 6%)
above estimates, which more than offset the additional expenditures in Engineering Development Services.
Engineering Services, Attachment B, line 58 $54,600 (2%) favorable
There were a significant number of large private and eapital improvement projects in the FY2007-08 period.
Many of these, such as the $4.2 million Encinitas Boulevard Rehabilitation and Overlay project, required
extensive night work and overtime, which resulted in higher than expected engineering inspection service costs.
The large number of projects was also reflected in higher than anticipated inspection revenues being $73,000
above estimates. In addition, the department had cost savings, specifically in Stormwater inspection services.
This additional revenue combined with this cost savings more than offsets the additional inspection services costs.
Traffic Engineering, Attachment B, line 59 ($26,300) (4%) favorable
At year end $20,000 for the Citywide Traffic Survey was transferred from the operating budget to a work project.
Stonnwater Compliance Division, Attachment B, line 60 ($131, I 00) (17%) favorable
There were several contributing factors to the $131,100 savings including:
· The Stormwater Division Budget was prepared in anticipation of program requirements that were not
fully defined at the time of Budget development. The San Diego Region Municipal StormwaterPermit
was adopted on January 24, 2007,
· Budgeted Storm Water Division staff positions (FTE) were delayed, and ultimately filled in December
2007 and April 2008,
· Various anticipated costs to ensure compliance with new requirements in the Municipal Stormwater
Pennit (Water Quality Order No. 2007-0001) were not incurred in 2008,
· Inspection services as budgeted for the Municipal Stormwater Permit were not fully implemented in
FY 2008, and
· Compliance schedules for Water Quality Order No. R9-2007-0001 were modified in FY 2008 and
subject to tmanticipated delays including regulatory agency review and regional work product
coordination issues.
Parks and Recreation Department, Attachment B. line 69
(26,700)
(I %) favorable
The Department had favorable variances in all divisions except Beach Services, which was 2% over-budget due
to hardscape, structure and other general improvements/repairs to the facilities at Moonlight Beach. Departmental
savings included a temporary vacancy in the Program Assistant II positions during recruitment and new landseape
maintenance contracts.
GENERAL FUND TRANSFERS AND PROJECT ADJUSTMENTS
(Attachment B. line 77)
General Fund Transfers includes transfers to the Self Insuram;e Fund, Sand Replenishment Fund, Debt Service
and to the Capital Improvement Program. 1bere were no significant variances with General Fund Transfers or
Project Adjustments.
12
OTHER CITY GOVERNMENTAL FUNDS
(Refer to Attachmeut A)
Favorable/(U nfavorable)
To Projections
Special Projects Fund (Fund 119)
$433,122
Attachment C
Page 6 of7
favorable
Ending fund balance is above initial projections due to (l) the transfer of fire mitigation fees to this fund being
higher than anticipated because fee income for the year exceeded projections, and (2) investment income was
significantly higher than anticipated due to a higher investable balance and the extremely strong perfol111ance of
the City of Encinitas Investment Program.
Encinitas Housing Authority (Fund 226)
($163,099)
unfavorable
The method of accounting for the ending fund balance was modified during the year as a result ofthe Nan
McKay & Associates special review of the Program during the year. As a result, comparison to the previously
published projected fund balance is no longer applicable. HUD regulations regarding the timing of grant monies
received require that the City set up a reserve for amounts received-to-date that are not available to fund future
housing activities.
Park Impact Fees (Funds 231 and 234)
($241,340)
unfavorable
The Finance Department previously reported to the City Couneil that Park fees would be significantly lower than
anticipated due to the slowdown in residential eonstruction. The full budget impact of the shortfall was not
reflected in the final budgets as published in June of2008.
Traffic Mitigation Fees (Fund 233)
$441,677
favorable
While the City has experienced a slowdown in residential construction, the City has received higher than
expected traffic mitigation fees related to several commercial projects including the Rite Aid on Manchester, the
new medical facility on Garden View and the Assisted Care Living facilities on Manchester A venue. Higher than
expected fees, lead the way to higher investment earnings. Sinee impact fees are paid when the final certificate of
occupancy is issued, it is very difficult to estimate the amount of fees that will actually be paid in anyone fiscal
year.
Lighting and Landscape Funds
At the April 18, 2008 Public Workshop budget meeting, staff reported the landscape maintenance contracts for
the Lighting and Landscape districts had been renegotiated which would result in expenditure savings at year end.
Savings in the Lighting and Landscape districts will be evaluated during the first and second quarter of Fiscal
Year 2008-09 and recommendations to adjust budgets will be proposed during the mid-year budget review.
Encinitas Lighting and Landscape (Fund 295)
$91,550
favorable
Revenues including property taxes, assessments and investment earnings totaling $1,145,636 were 1 % or $9,927
over projections. Actual expenditures of $1 ,060,776 were 7% or $81,622 less than budgeted. The savings in
landscape maintenance combined with savings in the street light maintenance contract accounted for the higher
than projected fund balance.
13
Attachment C .
Page 7 of7
Encinitas Lighting and Landscape - Encinitas Ranch (Fund 297)
$222,126
favorable
Actual ending fund balance is $222,126 greater than originally projected. Revenues include assessment fees,
projected at $667,492 and investment earnings projected at $10,676. This year the fund received an unusually
high amount of in delinquent secured assessments, a total of $96,000. This unexpected amount of revenue
combined with contract savings in landscape maintenance, street maiIlfel1ance and resulted iuthehigbeiihan
expected fund balance.
Cardiff Sanitary Division (Funds 501-506)
$988,365
favorable
Revenues from sewer service eharges exceeded original projection by nearly $90,000. One-time connection fee
of $390,000 for housing project was not factored into original budget. Interest earnings exceeded budget
projection by nearly $280,000 (refer to Attachment C under General Fund for explanation of investment
income). Expenditure savings were achieved in pump station maintenance, line maintenance, general operations
and SEJP A plant operations.
San Dieguito W,ater District (Funds 531-537)
$1,320,948
favorable
District revenues came in approximately $770,000 higher than budgeted. There are two main reasons for the
higherrevenues. The first is that the District's budget did not assume a rate increase this fiscal year, but per the
water rate study a 5.5% increase was adopted effective March 1,2008. Secondly, the District completed the
meter automation this year. The new meters are more accurate (older meters tend to under-read), leading to an
. .
mcrease ll1 revenue.
District expenditures were approximately $553,000 lower than budgeted. The decrease in expenses is mainly due
to the faet that the District budgeted for the purchase of 30% local water (which costs much less than imported
water), but reeeived 46% local water this fiscal year.
Vehicle Replacement Fund (Fund 693)
$577,816
favorable
The favorable variance arises mainly from two components: (I) the schedule transfer of $110,000 for
rehabilitation of the Fire Dept. Tiller Truck was inadvertently not included in the revenue budget for this fund,
and (2) only two vehicles were replaced during this fiscal year, compared to a budget of $500,000 for scheduled
purchases. The purchase of those vehicles has been delayed based on Public Works' evaluation of the existing
fleet, which deemed additional purchases were not required.
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