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Home My WebLink AboutR-2004-096 FY 04 MID YEAR Adjust RESOLUTION NO. 2004-096 A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA, PROVIDING FOR FUND TRANSFERS AND APPROPRIATION OF FUNDS FOR FISCAL YEAR 2003-2004 AS A MID-YEAR AMENDMENT, AND PROVIDING THAT ALL RESOLUTIONS OR PARTS OF RESOLUTIONS IN CONFLICT HEREWITH BE REPEALED TO THE EXTENT OF SUCH CONFLICT; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Commission of Dania Beach approved a budget for fiscal year 2003-2004 in September 2003; and WHEREAS, in April the Department of Finance performed a mid-year review and projected the year-end expenditures and revenues of all funds for Fiscal Year 2004; and WHEREAS, certain changes to said Fiscal Year budget of appropriations for expenditures are identified. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the General Fund and Capital Projects Fund Budget for the Fiscal Year 2003-2004 be hereby amended as per Attachment "A". Section 2. That this resolution shall be in force and take effect immediately upon its passage and adoption. PASSED AND ADOPTED THIS 25th day of May, 2004. 1 RESOLUTION NO.2004-096 ATTEST: l .K. MCELYE r_A�li./11 c'1�'J MAYOR — COMMISSIONER LOUISE STILSON CITY CLERK ROLL CALL: COMMISSIONER ANTON — YES COMMISSIONER CHUNN — YES COMMISSIONER FLURY — YES VICE—MAYOR MIKES — YES MAYOR MCELYEA — YES APPROVED AS T FO M AND CORRECTNESS: BY: THOMAS J. A SBRO CITY ATTORNEY 2 RESOLUTION NO.2004-096 Budget Transfers/Appropriations Attachment"A" FY 2004 Mid Year Revisions Current Increase Revised FY 2004 (Decrease) Budget Explanation GENERAL FUND General Administration 001-1800-519.99-10 $485,259 ($320,750) $164,509 Fund deficits Contingency 001-1800-519.48-12 $30,750 $100,000 $130,750 Fund deficit and July 4 Centennial Celebrations celebration 001-1800-519.91-30 $946,124 $87,550 $1,033,674 Fund debt service for Transfer to CIP radio system kd, Human Resources 001-1300-513.44-10 $0 $880 $880 Copy Machine Rentals 001-1300-513.34-10 $0 $1,190 $1,190 Pest Control, cleaning svc., Contractual Services Security Monitor Svc. n Community Devel 11 opment-Building Division � 001-1500-522.31-10 $90,000 $90,000 Increase planning review - Professional Services new developments Legal Counsel 001-1400-514.44-30 $0 $12,000 $12,000 Office Rentals Rentals 001-1400-514.41-10 $0 $860 $860 Cellular/Phone/monthly Telephone service 001-1400-514.51-10 $0 $2,350 $2,350 Bookshelves, mis office Office Supplies supplies, printers 001-1400-514.54-10 $0 $1,235 $1,235 Westlaw Research Subscription Florida Statues 001-1400-514.54-20 $0 $485 $485 Florida bar/Courthouse Law Memberships Library Memberships 001-1400-514.31-40 $100,000 $45,000 $145,000 Foreclosures/Land sale Ryan & Ryan Legal Svc. Budget Transfers/Appropriations Attachment"A" FY 2004 Mid Year Revisions • Current Increase Revised FY 2004 (Decrease) Budget Explanation , ' Police Services _- 001-2100-521.31-10 $6,743,462 $18,900 $6,762,362 Extra Police Duties Professional Services EE w zc Parks Maintenance 001-3904-539.46-50 $67,106 $30,970 $98,076 Garden of Love contractual Grounds Maintenance svc., T-ball park 001-3904-539.12-10 $95,062 $6,560 $101,622 Salaries upgrade per PERC Salaries 001-3904-53.21-10 $7,274 $770 $8,044 FICA match of salaries FICA increase RE ME Recreation (administration) 001-7201-572.15-10 $1,835 $7,642 $9,477 Fund longevity not Longevity Pay budgeted 001-7201-572.21-10 $20,318 $588 $20,906 FICA Match FICA 001-7201-572-46-40 $0 $1,700 $1,700 Repair of trailers Building Maintenance Recreation (beach) 001-7202-572.13-10 $82,334 $19,900 $102,234 Part-time Salaries 001-7202-572.21-10 $19,697 $1,520 $21,217 Match of salaries FICA 001-7202-572.46-50 $12,840 $4,900 $17,740 Repair Pier Lights Grounds Maintenance Recreation (Frost Park) 001-7205-572.43-10 $0 $12,000 $12,000 Water 001-7205-572.43-20 $8,294 $2,000 $10,294 Electricity r001-7205-572.46-50 $2,350 $6,750 $9,100 Repair of light pole Grounds Maintenance E�. Budget Transfers/Appropriations Attachment"A" FY 2004 Mid Year Revisions Current Increase Revised FY 2004 (Decrease) Budget Explanation GENERALFUND Revenues: Increase ( ) 001-000-322.01-00 ($662,285) ($90,000) ($752,285) Fund planning review costs Building Permit Fees 001-0000-354.01-02 ($180,000) ($45,000) ($225,000) Fund foreclosure and sale Code Violations of land ry F E .._, ,. N ,_ - !`F"... ..sue• Total -- $0 • Budget Transfers/Appropriations Attachment"A" FY 2004 Mid Year Revisions rCurrent Increase Revised FY 2004 (Decrease) Budget Explanation CAPITAL PROJECTS FUND Expenses: 301-2201-522.71-10 $112,868 $81,723 $194,591 Debt Service for Radio Principal System 301-2201-522.72-10 $26,446 $5,827 $32,273 Debt Service for Radio Interests System Revenue: 301-0000-381.01-01 ($946,124) ($87,550) ($1,033,674) Transfers from General Fund �E E Total $0 CITY OF DANIA BEACH DEPARTMENT OF FINANCE ® F MEMORANDUM TO: Ivan Pato, City Manager Memo: DF-04-24 FROM: Patricia Varney,Director of Finance DATE: May 18, 2004 SUBJECT: Mid-year Review of FY 2004 budget Purpose Forecast City's finances as of September 30, 2004. Background The Finance Department analyzed the city's revenues and expenditures as of March 30, 2004 and based on this analysis a projection of year end finances was performed. The analysis is as follows: General Fund: • Certain revenues category in the General Fund are projected to be higher than budgeted for fiscal year ending September 30, 2004. These include building permits, code violations, electric franchise fees and sales tax revenue. Building permits is projected to be $140,000 more than original budget. However, revenues from the State Revenue Sharing, vehicle impoundment,judgments and fines, telecommunications tax and parking fees will experience a shortfall. This forecast indicates a net surplus of revenue for the year of approximately $300,000. This does not include the $2,280,000 received from Waste Management or any other restricted revenue such as impact fees. As for expenditures, a detailed analysis has been performed. With the continuous rise of gasoline prices, a shortfall is projected in this line item. However, all departments will be able to cover this shortfall from savings within the department. Transfers or appropriations are required for the followings: 1) Building Division: $90,000 As indicated, revenues generated for building permits as of to-date (May 18) is 85% of budget. It is forecasted that it will generate a surplus of$140,000. With the increase of activities and the vacancy of the plumbing inspector position, an additional $90,000 will be required to contract service with Broward County for building plan reviews and inspections. Budget Appropriation: $90,000 for Permits Revenue and Professional Services 2) Legal: $64,000 When Finance first calculated the impact of an in-house attorney, savings from the contractual • services with Weiss Serota was recognized. However, since it was decided to continue to pay Weiss Serota for the remainder of the year, there is approximately a $19,000 impact. A separate analysis is attached as Appendix I. Code Violations fines have already exceed original budget by $113,035 as of May 17. The total fines include sale of foreclosure properties which generated $293,034 while fiscal year 2003 generated $246,695. It is forecasted that an additional funding of$45,000 is needed for the services provided by Ryan and Ryan in handling sales and foreclosures of properties. Fund Transfer: $19,000 from Contingency Budget Appropriation: $45,000 for Code Violations and Professional Services 3) Parks Maintenance: $38,300 The repairs of the T-ball field that was addressed to the Commission a few months ago incurred a cost of$12,970. Further, the FY 2004 budget failed to include the contractual service provided by Garden of Love for grounds maintenance in the amount of approximately $18,000. Also due to union ruling (PERC), an employee salary was reclassified and there is an impact of$7,330 in salaries and fringe. Budget Transfer: $38,300 from Contingency 4) Recreation: $57,000 Finance failed to include longevity pay for an employee in the Recreation Administration division. This provided a negative impact of$8,230. Further, the trailer where the Recreation Administration office resides is in need of extensive repairs. Approximately $1,700 additional funding is required. The beach part-time salaries as of May 4 payroll has spent 63% of budget. It should have been • 56%of budget. Besides part-time salaries, overtime and accrued buyback also are higher than original budgeted. It is projected to have a shortfall of$21,420. Other expenses include repairs of lights at the pier in the amount of$4,900. During the budget FY 2004 budget process, it was assumed that Frost Park will not be in operation effective October 1, 2003. No amount is budgeted for water and a small amount is budgeted for electricity. However, the center remained in operation for a few extra months and there is still water and electricity use for the grounds maintenance. A shortfall of approximately $14,000 is recognized. A light pole in the Frost Park field was in a deteriorated condition that it would endanger the public. An emergency repair of replacing the pole was performed in the amount of$6,750. Fund Transfer: $50,250 from Contingency 5) General Administration: $87,550 Transfer to CIP Fund The Fire Department submitted to the Commission in March the necessity to purchase the radio system. A loan was approved by the Commission in the amount of$408,000 to be funded in 5 years. However, this project was not included in the original budget. A debt service of$87,550 will incur in FY 2004. Since the project is over $25,000 it is paid out of the Capital Projects Fund, and therefore the debt service will be paid out from this fund. Fund Transfer: $87,550 from Contingency 6) General Administration: $100,000 Currently, the donation fund for the Centennial celebration has experienced a loss of approximately $60,000. The City is projecting an additional $40,000 in cost for the July 4tn celebration which has already been scheduled. The City will make every effort to secure more donations, but can offer no guarantees that donations will cover projected deficit. This request will not be transferred until year-end when all the donations have been accounted for. The maximum amount will be $100,000 from Contingency. Fund Transfer: $100,000 from Contingency to Centennial Promotional Activities 7) Police: $18,900 To fund for extra police duties of approximately 42 hours a week until September 30, 2004 for Ravenswood, Estates of Ft. Lauderdale and the western suburbs Fund Transfer: $18,900from Contingency. A total Contingency fund transfer from the above is $320,750. After these transfers the City will still have $164,509 available in the contingency fund. Water and Sewer Fund: The Water Fund revenue is projected to be short of approximately $9,800. However, it is forecasted that there will be surplus generated from expenditures and will be able to cover this shortfall. As for the Sewer Fund, it is projected a shortfall of revenue $18,000,partly from permit fees and partly from sewer revenue. The expenditures are also forecasting a shortfall of approximately $38,000. This is mainly attributed to the cost paid to City of Hollywood. • Stormwater Fund: This fund is projected to be within budget. I Analysis of Additional Appendix I Funding for City Attorney's Office Human Resources'Office Budget Expended/ ® Amended Amt Office Furniture/Work Stations $4,500 3,903.56 Partitioning and Rack for Storage $700 332.40 Architectural Plan for ADA bathroom $1,500 1,500.00 Carpet $2,200 1,713.60 Doors, Painting,testing area $500 320.07 Electrical $5,800 5,800.00 Computer Connection equipment from City Hall to HR office $908 831.72 Installation of wiring&antennas $2,155 2,155.00 Security System $1,350 1,326.70 Miscellaneous(refrigerator, coffee machine etc.) $500 163.21 Signs $300 145.16 Window blinds 1,005.05 HP 1300 Printer for Karen 395.00 Total Capital Cost $20,413 19,591.47 City Attorney's Office 2 Computers $2,886 2,886.00 2 Printers (reduced to 1 printer) $800 800.00 2 Phones $550 550.00 1 Fax Machine $250 250.00 Phone wiring for Fax machine $120 120.00 Palm Pilot $250 250.00 Bookshelves,filing cabinets etc. $1,200 1,200.00 Total Capital Cost $6,056 TOTAL ONE-TIME COSTS $26,469 25,647.47 Expended/ ® Operating Cost Annual Pro-rated Amended Amt Lease of office $19,200 $12,000 12,000.00 Telephone cost(include cellular phone for City Attorney) $3,744 $2,184 312.00 Copy Machine at HR Office $1,932 $1,127 950.00 Security monitoring service for HR Office $300 $175 175.00 Pest Control Service for HR Office $330 $193 137.50 Cleaning Service for HR Office $1,500 $875 875.00 Access to Westlaw Research 3,000 $1,750 1,000.00 Florida Bar/Broward County Bar Dues 425 $425 425.00 Lamar Warren Courthouse Law Library Membership 60 $60 60.00 Set of Florida Statutes 235 $235 235.00 Attendance of one conference 800 $800 0.00 Office supplies for City's Attorney Office $750 750.00 TOTAL OPERATING COST $20,574 16,919.50 lkl Salaries&Fringe Annual Pro-rated City Attorney $181,498 $105,874 0.00 Secretary(insurance&pension benefits not included) $68,401 $25,282 0.00 Legal Aide(contractual) $15,000 $15,000 0.00 TOTAL SALARIES&FRINGE BENEFITS $146,156 0.00 TOTAL ESTIMATED COSTS FOR FY 2004 $193,198 42 566.97 Savings from Weiss Serota Contract(7 months) ($162,823) Savings from rentals of trailers for storage(6 months) ($1,000) Revenue generated by Attorney from cost recovery ($6,000) Amount to be appropriated from Contingency $23,375 (23 375.00) • Additional Funding Require 19,191.97 Agenda Request Form City of Dania Beach Agenda Item: ' 7 Date of Commission meeting: 5/25/2004 Description of Agenda Item: Approved mid-year adjustment of FY 2004 budget Commission action being requested: Adopt Resolution or Ordinance ® Expenditure ❑ Award BID/ RFP ❑ Presentation ❑ General approval of item ❑ Continued from meeting +Other(Please explal f� Summary 6xplanatlon a', ad kground -� � ¢ .....a. _ M,.. a: �. A mid year analysis of revenues and expenses for all funds were performed. Certain line items in the governmental funds required budget amendment. • l�ttached exhibltsandj"ddltlonal backup matey als (Please 11st) Staff Memo and Attachment I Resolution and Attachment A For purchasing requests ONLY Department: Amount: Fund: General: ❑ Water: ❑ Sewer: ❑ Stormwater: ❑ Grants: ❑ Capital: ❑ Account Name: Account Number: Submitted by: pvarney Date: 5/18/2004 Department Director. Date: Admin. Services Director. Date: Finance Director: Patricia Varney Date: 5/18/2004 City Manager: Ivan Pato Date: 5/19/2004