CC 11-17-2020 Item No. 17 First Quarter Report_Staff PresentationCC 11/17/20, #17
1
FISCAL YEAR 2020-21
FIRST QUARTER FINANCIAL REPORT
Agenda
Budget Reporting Cycle
How We Ended FY 2019-20
Amended Budget as of September 30, 2020
General Fund Update
Recommended Adjustments
Staffing
Recommendations and Next Steps
Transparency and Engagement
City Council Work Program Update
1
2
CC 11/17/20, #17
2
Budget Reporting Cycle
Proposed Budget
May
Final Budget
June/July
First Quarter
November
Mid-Year
February/March
Third Quarter
May
$172.6 $169.2$157.5 $171.4
-$15.1
$2.2
Expenditure RevenueIn MillionsBudget Year-End Variance
FY20 Year End Actuals vs. Budget All Funds
3
4
CC 11/17/20, #17
3
FY20 Year-End Fund Balance Impact: +$13.9M
General Special Debt
Capital
Project Enterprise Internal
Service
Revenue $102.1 $8.5 $3.2 $39.1 $10.1 $8.5
Expenditure $95.5 $10.7 $3.2 $31.8 $8.9 $7.4
Fund Balance $6.6 -$2.3 $0.0 $7.3 $1.2 $1.1
-$20.0
$0.0
$20.0
$40.0
$60.0
$80.0
$100.0
$120.0
In MillionsFY21 Amended Budget as of September 30,
2020- $200M
$113.79 $110.59 $89.5 IN MILLIONSProposed Final Budget Adjustments
5
6
CC 11/17/20, #17
4
FY21 Appropriation Changes since Adopted Budget
Fund
FY 20‐21
Adopted Carryovers Encumbrances
Adjustments
Approved in 1st
Quarter
FY 20‐21 Amended
Budget as of
September 30, 2020
General $ 80,528,492 $ 26,980,466 $ 3,176,881 $ 283,889 $ 110,969,728
Special Revenue 7,778,561 19,458,782 555,369 ‐27,792,712
Debt Service 3,169,138 ‐ ‐ ‐3,169,138
Capital Projects 3,762,723 35,073,216 1,732,364 ‐40,568,303
Enterprise 7,679,246 1,713,928 120,218 ‐9,513,392
Internal Service 7,673,065 178,086 190,832 ‐8,041,983
Total All Funds $110,591,225 $ 83,404,478 $ 5,775,664 $ 283,889 $ 200,055,256
General Fund Revenues & Expenditures -
First Quarter Trends (3-year)
7
8
CC 11/17/20, #17
5
General Fund Revenues ‐First Quarter FY20 vs. FY21
Revenue Category First Quarter 2020 First Quarter 2021 Variance % Change
05 ‐Sales tax 5,576,962 8,730,976 3,154,014 57%
10 ‐Property tax 40,810 65,504 24,694 61%
15 ‐Transient occupancy 1,637,779 237,729 (1,400,050)‐85%
20 ‐Utility tax 509,471 486,890 (22,580)‐4%
25 ‐Franchise fees 178,738 137,188 (41,550)‐23%
30 ‐Other taxes 428,239 701,149 272,910 64%
35 ‐Licenses and permits 865,603 900,111 34,508 4%
40 ‐Use of money and property 527,631 455,124 (72,506)‐14%
45 ‐Intergovernmental revenue 46,652 468,275 421,623 904%
50 ‐Charges for services 3,013,856 2,588,539 (425,317)‐14%
55 ‐Fines and forfeitures 57,517 16,453 (41,065)‐71%
60 ‐Miscellaneous 62,678 125,796 63,118 101%
65 ‐Transfers in 12,000 15,000 3,000 25%
70 ‐Other financing sources 65,904 71,772 5,868 9%
Grand Total 13,023,841 15,000,508 1,976,667 15%
Expenditure Category First Quarter 2020 First Quarter 2021 Variance % Change
05 ‐ Employee compensation 4,793,716 4,485,425 (308,291)‐6%
10 ‐ Employee benefits 2,066,972 2,398,165 331,193 16%
15 ‐ Materials 1,318,611 832,746 (485,865)‐37%
20 ‐ Contract services 5,742,548 5,463,442 (279,106)‐5%
25 ‐ Cost allocation 2,446,619 2,618,385 171,766 7%
30 ‐ Capital outlays ‐ ‐ ‐ N/A
31 ‐ Special projects 344,748 298,945 (45,803)‐13%
35 ‐ Contingencies ‐ ‐ ‐ N/A
45 ‐ Transfer out 10,539,557 9,948,689 (590,868)‐6%
50 ‐ Other financing uses 44,636 72,778 28,142 63%
Grand Total 27,297,407 26,118,576 (1,178,831)‐4%
General Fund Expenditures ‐ First Quarter FY 20 vs. FY21
9
10
CC 11/17/20, #17
6
Actuals
2018-19
Year-End Projection
2019-20
Adopted Budget
2020-21
1st Qtr Projection
2020-21
Non Spendable 0.45 0.45 0.45 0.44
Restricted 9.47 14.32 13.36 18.32
Committed 19.12 19.13 19.12 19.13
Assigned 1.98 3.18 3 3
Unassigned 27.9 28.42 16.04 29.56
Total Fund Balance 58.92 65.5 51.97 70.46
0
10
20
30
40
50
60
70
80
In MillionsGeneral Fund – Fund Balance
Fund Department Expenditure Revenue Fund Balance
(Use of)
Description
100 Community Development 10,000 ‐ (10,000) City Council Work Program ‐ Banning Gas Powered Leaf Blowers
100 Community Development 25,000 ‐ (25,000) Human Service Grants ‐ increased allocation in FY 2020‐21
100 Community Development 6,500 ‐ (6,500) City Council Work Program ‐ General Plan Authorization Process
100 Community Development 10,000 11,500 1,500 On‐Call contract services for hillside geology services
100 Community Development 175,000 201,250 26,250 Westport legal services
100 Community Development 175,000 236,250 61,250 Plan‐check engineer back‐fill
100 Public Works 65,542 ‐ (65,542) Associate Engineer ‐ increase permit applications
TOTAL GENERAL FUND 467,042 449,000 (18,042)
265 Community Development 25,000 ‐ (25,000) City Council Work Program ‐ De Anza Housing
265 Community Development 25,000 ‐ (25,000) City Council Work Program ‐ Housing Survey
265 Community Development 30,000 ‐ (30,000) City Council Work Program ‐ Housing Strategies
TOTAL SPECIAL REVENUE FUND 80,000 ‐ (80,000)
420 CIP 1,000,000 1,000,000 ‐ McClellan Rd Bikeway Improvement Phase 3 funded by VERBS Grant
420 CIP 213,300 213,300 ‐ Homestead/De Anza Signal Upgrade funded by Highway Safety Improvement
Program grant
TOTAL CAPITAL PROJECTS FUND 1,213,300 1,213,300 ‐
520 Public Works 78,365 ‐ (78,365) Recology Franchise Agreement ‐ legal services
520 Public Works 34,585 ‐ (34,585) Household Hazardous Waste County Program
TOTAL ENTERPRISE FUND 112,950 ‐ (112,950)
TOTAL ALL FUNDS 1,873,292 1,662,300 (210,992)
1st Quarter Recommended Adjustments by Department and Fund
GENERAL FUND
SPECIAL REVENUE FUND
CAPITAL PROJECTS FUND
ENTERPRISE FUND
11
12
CC 11/17/20, #17
7
•Community Development- $481,500
Adjustments by Department
Description Revenue Expenditure Fund
Balance
CCWP – Banning Gas Powered Blowers - $10,000 ($10,000)
CCWP – De Anza Housing - $25,000 ($25,000)
CCWP – GP Authorization Process - $6,500 ($6,500)
CCWP – Housing Survey - $25,000 ($25,000)
CCWP – Housing Strategies - $30,000 ($30,000)
•Community Development- continued
Adjustments by Department
Description Revenue Expenditure Fund
Balance
Human Service Grants - $25,000 ($25,000)
On-Call Contracts $11,500 $10,000 $1,500
Westport Legal Services $201,250 $175,000 $26,250
Plan Check Engineer Back-Fill $236,250 $175,000 $61,250
TOTAL $449,000 $481,500 ($32,500)
13
14
CC 11/17/20, #17
8
•Public Works- $178,492
Adjustments by Department
Description Revenue Expenditure Fund
Balance
Household Hazardous Waste Program -* $34,585 ($34,585)
Recology Franchise Agreement -* $78,365 ($78,365)
PT Associate Engineer – Permit
Applications
- $65,542 ($65,542)
TOTAL - $178,492 ($178,492)
* Subject to reimbursement. Extent has yet to be determined.
•Capital Improvement Program- $1,213,300
Adjustments by Department
Description Revenue Expenditure Fund
Balance
McClellan Rd Bikeway Imprvmnt Ph 3* $1,000,000 $1,000,000 -
Homestead/De Anza Signal Upgrade**$213,300 $213,300 -
TOTAL $1,213,300 $1,213,300 -
* Reimbursable through Vehicle Emissions Reductions Base as Schools (VERBS) Grant
** Reimbursable through Highway Safety Improvement Program Grant
15
16
CC 11/17/20, #17
9
•Part-time Associate Engineer: $65,542
•Additional resources for increased volume of permit application
•Senior Transportation Planner Limited-term
Conversion: $190,394 on-going cost
•Via Community Shuttle
•Measure B funding of Highway 85
•MTC Transformative Regional Projects
•Coordinating payment for Apple-funded transportation projects
•Bike-sharing and micro-mobility
Staffing
•Accept the City Manager’s First Quarter Financial Report
for Fiscal Year 2020-21 and City Work Program Updates.
•Adopt Resolution No. 20-134 approving Budget
Modification #2021-106 increasing appropriations and
revenues by $1,873,298 and $1,662,300, respectively.
•Approve the conversion of limited-term Senior
Transportation Planner to permanent.
Recommendations
17
18
CC 11/17/20, #17
10
Next Steps
●FY 2020-21
●Mid Year Report to Council March 2021
●Third Quarter Report to Council May 2021
Transparency and Engagement
●OpenGov Interactive First Quarter Financial Report
●OpenGov Interactive First Quarter Staff Report
19
20
CC 11/17/20, #17
11
City Council Work Program Update
Questions
21
22