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HomeMy WebLinkAboutApprove Fiscal Year 2015/16 Year End Audit and ConsolidatedDept. ID FN17-007 Page 1 of 2 Meeting Date: 3/20/2017 Rooe. 6 _a -- / C100,S&V - pw&yl';- CITY OF HUNTINGTON BEACH REQUEST FOR. CITY COUNCIL ACTION MEETING DATE: 3/20/2017 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Lori Ann Farrell Harrison, Chief Finance Officer SUBJECT: Approve Fiscal Year 2015/16 Year End Audit and Consolidated General Liability Fund Statement of Issue: City Council authorization is requested to consolidate Citywide accounting and funding for general liability costs into a single General Liability Internal Service Fund pursuant to Generally Accepted Accounting Principles (GAAP). This new Fund will help the City more accurately track, monitor, and forecast actual and projected expenses for the City's general liability program. This action is also needed in order to finalize the City's Comprehensive Annual Financial Report (CAFR) for the fiscal year ended September 30, 2016, subject to certification by the City's independent, external auditors. Financial Impact: This action will result in the consolidation of $12.7 million in existing short and long term general liability expenses and funding as of September 30, 2016, into a single General Liability Internal Service Fund (Fund 552) as summarized in Attachment 1. This action transfers existing appropriations and reserves from current sources into the new Fund to better budget, track, and monitor Citywide general liability costs. The independent auditors hired by the City to audit and review the Citywide financial statements approve of this recommendation as it improves the monitoring and proper recording of both short and long term general liability costs. If approved, the Fund's short term claims and costs ($4.7 million) and projected long term claims and expenses ($7.4 million) will be recorded on the City's financial statements totaling $12.1 million in total liabilities. Assets of $12.7 million that have been transferred into the Fund from the General Fund and the previously established General Liability Special Revenue Fund (Fund 237) will result in a minor positive fund balance of $599,000 to help address future claims. Staff also recommends amending the Adopted Budget for the current fiscal year, FY 2016/17, to reflect the new Fund. Recommended Action: Authorize the City Manager to perform all actions necessary to properly record and fund a General Liability Internal Service Fund (Fund 552) for the fiscal year ended September 30, 2016, and adjust the FY 2016/17 Adopted Budget accordingly. Alternative Action(s): Do not approve the recommended action and direct staff accordingly. HB -35- Item 4. - I Dept. ID FN17-007 Page 2 of 2 Meeting Date: 3/20/2017 Analysis: As discussed at the January 26, 2017, Strategic Planning Session, general liability costs have been rising due to a variety of factors including increased litigation costs. As a result, City Council approval is requested to consolidate the funding and accounting for these costs pursuant to Generally Accepted Accounting Principles. This will provide for better budgeting tracking, and forecasting of Citywide general liability related expenses. The City is self -insured for its general liability program and is generally liable for all costs up to $1 million per claim. Costs up to that amount are paid from the General Fund Budget and/or Reserves. While the City has attempted to reduce overall budgetary expenditures, an area of concern is the accounting for the City's general liability claims. As such, the City's assets and liabilities related to general liability claims are recommended to be transferred to a new consolidated fund. Short-term general liability claims (due and payable within a year) total $4.7 million. Claims due and payable in more than one year totaling $7.4 million will be expensed as part of the year-end closing process to record the long term portion of the general liability claims transferred from the General Fund. As one of the Strategic Planning Goals is to "Strengthen Economic and Financial Sustainability," it is strongly recommended that the City consolidate these costs and funding sources to better account for these costs. A small fund balance of $599,000 is recommended for the Fund as costs may continue to rise above these amounts in the out -years. The City currently funds its general liability costs, claims, settlements, and lawsuits on an as - needed basis and funding is often challenging. While this action does not create a new recurring funding stream for these costs, it does consolidate existing funding sources, including annually budgeted amounts and existing reserves into a single Internal Service Fund pursuant to GAAP. In addition, utilizing the existing Self Insured General Liability Fund 237 for this purpose is not recommended. Fund 237 was initially created as a Special Revenue Fund and must have a specific, discrete recurring revenue source to fund its operations (non -General Fund) pursuant to GAAP and Governmental Accounting rules. Such a recurring and discrete revenue source does not exist. An Internal Service Fund, which can be supported by transfers from the General Fund and other funds as needed, is the accounting structure most appropriate to meet the City's needs, hence, the establishment of an Internal Service Fund is recommended for this purpose. The recommended action is necessary in order to better satisfy our auditors and complete the financial statements for the fiscal year ending September 30, 2016, currently under auditor review. Attachment 1 summarizes financial information currently under review by the auditors for the Fund. This information will be updated each year and included in the annual audit of the City's accounts and financial statements for accuracy. Please note, as the FY 2015/16 audit is not yet finalized, there may be additional adjustments, up or down, to these figures. However, based on preliminary discussions with the independent auditors, this financial information is the best available data at this time. The City's independent auditors will finalize their audit and review of the financial statements on or before March 31, 2017. The audited and finalized Comprehensive Annual Financial Report will be distributed to the City Council upon its completion. Environmental Status: Not Applicable Strategic Plan Goal: Strengthen economic and financial sustainability Attachment(s): 1. Self Insured General Liability Internal Service Fund Pro Forma for the fiscal year ending September 30, 2016 (DRAFT). Item 4. - 2 14B -36- ATTACHMENT 1 Self Insurance General Liability Fund - 552 DRAFT Pro -Forma (in thousands) BALANCESHEET Cash and Investments 10,286 Prepaid Insurance 2,422 Total Assets 12,708 Liabilities Claims Payable and Due Within One Year (4,718) Claims Payable and Due in Excess of One Year (7,391) Total Liabilities (12,109) Net Position $ 599 * As of September 30, 2016 HB -37- Item 4. - 3