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HomeMy WebLinkAboutApprove Fiscal Year 2014/15 Year End Budget Adjustments and Dept ID FN 16-002 Page 1 of 3 Meeting Date 3f7/2016 ,,OILv� -� CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 3/7/2016 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A Wilson, City Manager PREPARED BY: Lori Ann Farrell Harrison, Director of Finance SUBJECT: Approve Fiscal Year 2014/15 Year End Budget Adjustments and Preliminary Unaudited General Fund Balance Designations Statement of Issue At the January 28, 2016, Strategic Planning Retreat, the Finance Department provided an update regarding the preliminary, unaudited Fiscal Year 2014/15 General Fund Budget performance for the year ended September 30, 2015 City Council authorization is requested to allocate the estimated General Fund Balance available, a net $2 9 million, in order to finalize the City's Comprehensive Annual Financial Report (CAFR), subject to final certification by the City's independent, external auditors In addition, certain technical adjustments need to be made to reconcile the budget with actual expenditures incurred, actual grants, donations and revenues received, and to comply with auditing, actuarial, accounting or legal requirements. City Council authorization is requested to perform these reconciliations in order to close Fiscal Year 2014/15 There are sufficient revenues, available cash or fund balances to support these adjustments The only exception is the Workers' Compensation Fund which currently has a negative Net Position due to its unfunded liabilities and the accounting requirements in this full accrual, internal service fund Financial Impact A) General Fund Authorization is requested to assign and appropriate estimated available net General Fund balances as follows 1) The assignment of $1 5 million for the City of Huntington Beach's share of Orange County Animal Shelter construction costs, 2) Deposit of $800,000 to the Capital Improvement Reserve, 3) $150,000 for sand replenishment, 4) $350,000 to enhance security at City facilities, 5) $364,000 for Park Improvements, and, other adjustments to Fund Balance designations for a net total of$2 9 million B) Inter-Fund Transfers (Various Funds) In addition, authorization is requested for inter-fund transfers totaling $2 6 million between various funds to close out Federal grants or meet matching requirements, and, to reimburse the General Fund for costs associated with the former Redevelopment Agency's unfunded pension liabilities and other reimbursable costs C) Appropriation Increases (Various Funds) Budget adjustments to the FY 2014/15 Revised Budget of $5 2 million are requested to reconcile the budget with actual expenditures The largest adjustment is necessary to cover the increased expense in the Workers' Compensation Fund of $4 9 million due to higher long-term liabilities in the most recent, updated actuarial valuation This additional expense will increase the Total Net Position of the Fund to a negative $11 9 million In addition, budget adjustments are requested in other Funds to reconcile grants and the Huntington Beach Tourism Business Improvement District (TBID) Fund for higher than anticipated hotel tax revenue Item 2. - 1 xB -24- Dept ID FN 16-002 Page 2 of 3 Meeting Date 3R/2016 Recommended Action A) Approve the assignment of preliminary FY 2014/15 year-end General Fund Balances of a net additional $2 9 million in the amounts and for the purposes indicated in Attachment 1, B) Approve year-end budget adjustments and transfers for the Fiscal Year 2014/15 Revised Budget in the Funds and by the amounts contained in Attachment 2, C) Authorize additional Professional Services authority in the Fiscal Year 2014/15 Revised Budget in the departments and by the amounts contained in Attachment 3, and, D) Increase appropriations in the current year, FY 2015/16 Adopted Budget, by $2,364,000 in the General Fund (Non-Departmental) to expend amounts set-aside from FY 2014/15 fund balances to 1) Expend the City's share of County Animal Control facility construction costs of $1 5 million, and 2) Expend a total of $864,000 for enhanced security in City facilities ($350,000), Park improvements ($364,000), and sand replenishment ($150,000) Alternative Action(s) Do not approve the recommended action and direct staff accordingly Analysis For Fiscal Year 2014/15, which ended on September 30, 2015, preliminary, unaudited figures reflect a total of approximately$209 9 million in recurring General Fund revenue and $2 9 million in one-time revenue for a total of $212 8 million in total estimated General Fund revenue Of this amount, $209 9 million is needed to fund actual General Fund expenditures ($207 9), a set-aside for the newly established Section 115 Trust for the City's unfunded liabilities ($1 0 million), and a required set-aside to the Workers' Compensation Fund ($1 0 million) to address the City's increasing Workers' Compensation liability costs General Fund Designations After accounting for actual expenditures and required set-asides, there is a preliminary, unaudited available fund balance of $2 9 million, or 14 percent of the General Fund At the City Council's Strategic Planning Retreat on January 28, 2016, it was recommended that$1 5 million be allocated to fund the Citys portion of the construction of a new Orange County Animal Shelter It was also recommended that $800,000 be utilized to fund infrastructure needs (such as the Atlanta Avenue widening project and other capital projects) Since that time, additional fund balances have been identified, allowing the City to also fund $350,000 to increase security in City facilities, $150,000 for sand replenishment at the City's beaches, and $364,000, if available, for Park improvements Transfers and Budget Adjustments Technical year-end budget adjustments to the Fiscal Year 2014/15 Adopted Budget are requested to align appropriations in certain funds with actual expenditures incurred through September 30, 2015 as actual expenditures cannot exceed the appropriation amounts contained in the Revised Budget Adjustments are also required to ensure compliance with GAAP, GASB and other regulatory, contractual or legal requirements Please note any appropriation increases are fully offset by commensurate amounts of revenues, available cash or fund balances in each Fund (Attachment 2), except for the Workers' Compensation Fund which currently has a negative Net Position due to long-term workers' compensation liabilities recorded in this full accrual Fund Please note a plan to address the Fund's long term liabilities will be presented within the overall context of the FY 2016/17 Proposed Budget later this year 1 General Fund (100) General Fund transfer authority of $1 6 million is being requested to fund a transfer of $1 1 million to the Workers' Compensation Fund (551) for the increased expense associated with the implementation of GASB 68, the new accounting requirement related to pension liabilities xB -25- Item 2. - 2 Dept ID FN 16-002 Page 3 of 3 Meeting Date 3/7/2016 The remaining transfer requests total $483,973 for various grant clean-ups and/or matching requirements in multiple Funds and Departments as Itemized in Attachment 2 2 Tourism Business Improvement District (BID) (former Hotel/Motel BID) (709): The Huntington Beach Tourism BID Fund contains revenue received and expenses Incurred for the hotels and motels located in the BID An appropriation increase of$243,725 in the BID is requested to reconcile the budget with actual revenue received, which was higher than anticipated, and expenses incurred 3 Self Insurance Workers' Comp (551): A Budget appropriation Increase of $4,973,287 is requested to cover the expense that was booked as a result of the September 30, 2015, actuarial valuation of workers' compensation liabilities, and a transfer from the General Fund of$1,083,715 due to the GASB 68 pension liability reporting requirement in the Fund 4 Grants (Various): The City applies for and receives grants throughout the year, even after the City's annual budget has been adopted For example, new grants become available mid-year as the State's fiscal year starts July 1, nine months after the City's annual budget is adopted As such, numerous Federal, State, and County grants have been received and expenses have been incurred in FY 2014/15 that need to be appropriated into the respective grant fund An appropriation increase of $10,527 is requested due to grant clean-ups in Funds 909, 934, and 952, and a reconciliation of Fund 308, the In-Lieu Parking Fund In addition, fund transfers totaling $321,629 in various Funds and Departments (Attachment B) are requested to ensure grant compliance, increase the appropriations to the level of the grants received, and to transfer eligible expenditures into those accounts 5 Infrastructure Fund (314): City Council authorization is requested to transfer back remaining/unused CIP FY 2009/10 Water Quality Project (Talbert Lake 1 & 2, Irby Park) funding of$236,693 to the Infrastructure Fund as the project has been closed out Professional Services: As established by Administrative Regulation (AR) Number 228, each Department has submitted a list of professional services which are generally contained in the Adopted Budget City Council authorization is requested to amend the listing for professional services in the Departments and for the purposes itemized in Attachment 3 Environmental Status Not applicable Strategic Plan Goal Improve Quality of Life Enhance and Maintain Infrastructure Strengthen Economic and Financial Sustainability Enhance and Maintain Public Safety Enhance and Maintain City Service Delivery Attachment(s) 1 FY 2014/15 Recommended General Fund Balance Designations 2 Fiscal Year 2014/15 Recommended Year End Budget Adjustments by Fund 3 Fiscal Year 2014/15 Year-End Professional Services Authority Item 2. - 3 xs -26- ATTACHMENT 1 Recommended FY 2014/15 General Fund Balance Designations* (in thousands) FY 2013/14 FY 2014/15 Year over Year Fund Balance Category Audited Recommended Change Economic Uncertainties $ 25,011 $ 25,011 $ - Litigation Reserve 900 900 - Equipment Replacement 8,295 8,295 - Redevelopment Dissolution 1,323 1,323 - General Plan Maintenance 720 720 - Capital Improvement Reserve(CIR)^ 7,136 7,936 800 Senior Center Debt Service Reserve 2,000 2,000 - CAPERS"One Equals Five Plan" 1,500 500 (1,000) CalPERS Rate Increase 1,287 1,287 - Cityview Replacement 695 889 194 Senior Center Donations - 685 685 Animal Control Shelter - 1,500 1,500 Park Improvements - 364 364 City Facility Security Enhancements - 350 350 Sand Replenishment - 150 150 Other Fund Balance/Encumbrance^^ 12,187 12,030 (157) Total Fund Balance $ 61,054 $ 63,940 $ 2,886 Notes *These recommended fund balance designations may be subject to change upon further review and certification by the City's external independent auditors ^Any required adjustments,either positive or negative,will be made to the Capital Improvement Reserve(CIR). ^^Other Fund Balance-includes Pre-paid insurance,Encumbrances,Non-Spendable and Other Restricted Items which may also be subject to further change as per auditor review and GAAP rules xs -27- Item 2. - 4 ATTACHMENT 2 Fiscal Year 2014/15 Year-End Budget Adjustments by Fund TRANSFERS OUT Fund No Fund Name Appropriation Dept 100 General Fund (1,168,506) Non-Departmental 100 General Fund (9,031) Community Development 100 General Fund (9,910) Police 100 General Fund (380,241) Public Works 350 RORF (686,812) Non-Departmental 509 Refuse Education (75,274) Public Works 892 Storm Water Quality (236,693) Public Works 959 2002 Park Bond (9,662) Community Services (2,576,129) TRANSFERS IN Fund No Fund Name Appropriation Dept 100 General Fund 686,812 Non-Departmental 209 Park Acquisition & Development 9,662 Community Services 314 Infrastructure Fund 236,693 Public Works 551 Self Insurance Workers' Comp 1,083,715 Human Resources 814 HES Grant 190,356 Public Works 815 CDBG 12/13 9,031 Community Development 815 CDBG 12/13 9,699 Non-Departmental 851 HOME Program 11/12 3,191 Non-Departmental 860 CDBG 09/10 71,901 Non-Departmental 890 TEA Grant 189,885 Public Works 909 LIASI/OCIAC Program 9,910 Police 1228 CalRecycle City/County CRV 75,274 Public Works 2,576,129 APPROPRIATION INCREASE Fund No Fund Name Appropriation Dept 308 In-Lieu Parking Downtown 2,788 City Manager 551 Self Insurance Workers' Comp 4,973,287 Human Resources 709 BID-Hotel/Motel 243,725 Non-Departmental 909 LIASI/OCIAC Program 7,182 Police 934 Fireman's Fund Heritage 09/10 192 Fire 952 Fireman's Fund Heritage 10/11 365 Fire 5,227,539 Item 2. - 5 xB -28- ATTACHMENT 3 Fiscal Year 2014/15 Year-End Professional Services Authority Fund No Fund Name Description Amount Dept 100 General Fund Homelessness Study Project Manager 13,834 City Manager 100 General Fund Property Locator Application 14,900 City Manager 100 General Fund Ralph Andersen &Assoc-Recruitment 1,550 Information Services 30,284 xs _29_ Item 2. - 6 Esparza, Patty From: Dombo, Johanna Sent: Monday, March 07, 2016 2 38 PM To: Agenda Comment Cc: Fikes, Cathy, CITY COUNCIL Subject. FW HB needs its own animal shelter" AGENDA COMMENT -----Original Message----- From: Nancy Harman [mailto:nharman(@earthlink.net] Sent: Monday, March 07, 2016 2:31 PM To: CITY COUNCIL Subject: HB needs its own animal shelter' ' I am attending my first city council meeting tonight to show support for the citizens who want to see HB build its own animal shelter. We are paying exorbitant fees to the high kill county shelter, and those fees will escalate to build the new county shelter, which is going to be in Tustin. HB is a large city and should have its own facility. We are a very dog and cat friendly city, with a dog beach, dog park, but no shelter. I am a volunteer for Second Chance Pet Adoptions and a member of SaveourstraysHB. There are many willing volunteers in this area who would help staff our shelter. Nancy Harman 46 year GB resident Sent from my iPhone P t_E M E N T A L COMMUNICATION Meeting Date: J ApMa Item 1 3/ Esparza, Patty From: Dombo, Johanna Sent: Monday, March 21, 2016 8 26 AM To: Agenda Comment Cc: Fikes, Cathy, CITY COUNCIL Subject: FW Animal Shelter Contract AGENDA COMMENT From:John Grace [mailto hbgraceman(a@gmail com] Sent:Saturday, March 19, 2016 2 40 PM To:CITY COUNCIL Subject:Animal Shelter Contract Dear City Councilpersons, I ran across a change.org petition to the council concerning the animal shelter contract with the county The petition calls for the city to forego its ten year, 1 5 million dollar contract with the county and calls for the creation of our own animal shelter at some unspecified cost Perhaps you are familiar with it I did not sign the petition although I am familiar with the concerns about the current contract and the current shelter in HB operated by the county While I share these concerns I do not support the current expense or any expense for this purpose without developing new income streams sufficient to cover all of these and related expenses Until such time as the residents of HB are willing to adopt new taxes to fund current and contemplated expenditures I cannot support and hope you will join me in not supporting new or continuing expenditures that are outside our core city functions Sincerely, John Grace 6232 Larchwood Dr HB 92647-2306 714-903-9282 i