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Res 10-12MEMORANDUM TO: Mayor and City Commissioners FROM: Lisa M. Herrmann, Budget Officer THROUGH: David T. Harden, City Manager DATE: February 16, 2012 SUBJECT: AGENDA ITEM 9.F. -REGULAR COMMISSION MEETING OF FEBRUARY 21, 2012 RESOLUTION NO. 10-12 BUDGET AMENDMENT ITEM BEFORE COMMISSION The Commission is requested to consider Resolution No. 10-12 which amends the FY 2011-12 budget. BACKGROUND This is the Mid Year Budget Amendment for FY 2011-12 (back up attached). After the decision was made to not implement a Fire Service Fee for Fiscal 2012, staff felt that it would be best to go ahead and do our mid-year budget amendment early this year. The Commission directed that up to $1,400,000 could be taken from undesignated fund balance to help offset the $3,200,000 reduction in revenue resulting from deletion of the Fire Service Fee revenue. The attached budget amendment uses only $1,000,000 from fund balance to rebalance our budget. In addition to absorbing the $3,200,000 revenue reduction, we also are adding over $100,000 in additional expenses to unfreeze an attorney's position in the City Attorneys Office, add staff in Code Enforcement and retain experts for testimony, all in support of adopting and enforcing the newly amended ordinances relating to regulation of transient housing. Fortunately, building permit revenue is coming in much better than originally projected, and is a major factor in enabling us to make these adjustment without using more of our fund balance. RECOMMENDATION Recommend approval of Resolution No. 10-12 amending the FY 2011-12 budget. Coversheet Page 1 of 1 http://itwebapp/AgendaIntranet/Bluesheet.aspx?ItemID=5378&MeetingID=345 2/23/2012 RESOLUTION NO. 10-12 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, AMENDING RESOLUTION NO. 42-11 ADOPTED SEPTEMBER 20, 2011 WHICH MADE APPROPRIATIONS OF SUMS OF MONEY FOR ALL NECESSARY EXPENDITURES OF THE CITY OF DELRAY BEACH, FLORIDA, FOR THE FISCAL YEAR 2011/2012, BY SETTING FORTH THE ANTICIPATED REVENUES AND EXPENDITURES FOR THE OPERATING FUNDS OF THE CITY FOR THE FISCAL YEAR 2011/2012; REPEALING ALL RESOLUTIONS INCONSISTENT HEREWITH. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, AS FOLLOWS: Section 1. That Section 1 of Resolution No. 42-11 adopted by the City Commission of the City of Delray Beach, Florida, on September 20, 2011, is hereby repealed, and a new Section 1 is enacted and amended to read as follows: That the following sums of money, attached hereto and marked Exhibit “A”, are hereby appropriated upon the terms and conditions herein set forth. Section 2. That, subject to the qualifications contained in this resolution, all appropriations made out of the General Fund are declared to be maximum, conditional and proportionate appropriations, the purpose being to make the appropriations payable in full in the amounts herein named if necessary and then only in the event the aggregate revenues collected and other resources available during the period commencing the 1st day of October, 2011, and ending the 30th day of September, 2012, for which the appropriations are made, are sufficient to pay all the appropriations in full. Otherwise, said appropriations shall be deemed to be payable in such proportion as the total sum of realized revenue of the General Fund is to the total amount of revenues estimated by the City Commission to be available in the period commencing the 1st day of October, 2011, and ending the 30th day of September, 2012. Section 3. That all balances of the appropriations payable out of the General Fund of the City Treasury unencumbered at the close of business on the 30th day of September, 2011, except as otherwise provided for, are hereby declared to be lapsed into the City Treasury and may be used for the payment of the appropriations which may be made in any appropriation for the fiscal year commencing the 1st day of October, 2011. However, nothing in this section shall be construed to be applicable to 2 RES. NO. 10-12 unencumbered balances remaining to the credit of the Water and Sewer Fund, Sanitation Fund or any Fund created by the setting up of special revenue, but such balances shall be used in financing the proposed expenditures of these Funds for the fiscal year commencing the 1st day of October, 2011. Section 4. That no department, bureau, agency or individual receiving appropriations under the provisions of this resolution shall exceed the amount of its appropriation, except with the consent and approval of the City Commission first obtained. If such department, bureau, agency or individual shall exceed the amount of its appropriation without such consent and approval of the City Commission, the administrative officer or individual, in the discretion of the City Commission, may be deemed guilty of neglect of official duty and may be subject to removal therefor. Section 5. That nothing in this resolution shall be construed as authorizing any reduction to be made in the amounts appropriated in this resolution for the payment of interest on, or retirement of, the debt of the City of Delray Beach, Florida. Section 6. That none of the monies enumerated in this resolution in connection with the General Fund, Water and Sewer Fund, Sanitation Fund or any other Fund of the City shall be expended for any purposes other than those for which they are appropriated, and it shall be the duty of the Budget Officer and/or Finance Director to report known violations of this section to the City Manager. Section 7. That all monies collected by any department, bureau, agency or individual of the City government shall be paid promptly into the City Treasury. Section 8. That the foregoing budget is hereby adopted as the official budget of the City of Delray Beach, Florida, for the aforesaid period. However, the restrictions with respect to the expenditures/expenses of the funds appropriated shall apply only to the lump sum amounts for classes of expenditures/expenses which have been included in this resolution. Section 9. That public hearings were held on the tax levy and the budget on September 6, 2011, and September 20, 2011. Section 10. That this resolution shall become effective immediately upon passage. PASSED AND ADOPTED in regular session on this the 21st day of February, 2012. 3 RES. NO. 10-12 _________________________________ M A Y O R ATTEST: __________________________________ City Clerk General Fund DOWNTOWN SPECIAL Amended DEVELOPMENT ENTERPRISE REVENUE FY 11/12 FUND FUNDS FUNDS TOTAL CASH BALANCES BROUGHT FORWARD 1,240,648 5,072,260 436,799 6,749,707 ESTIMATED REVENUES: TAXES Millages AD VALOREM TAXES 7.1900 42,271,945 0 0 0 42,271,945 AD VALOREM TAXES 0.6133 3,574,055 0 0 0 3,574,055 AD VALOREM-DELINQUENT 500,000 0 0 0 500,000 AD VALOREM -DDA 1.0000 0 477,520 0 0 477,520 Sales & Use Taxes 1,295,000 0 0 0 1,295,000 Utility Taxes 4,980,000 0 0 0 4,980,000 Other Taxes 4,390,000 0 0 0 4,390,000 Franchise, Licenses & Permits 8,451,650 0 800 0 8,452,450 Intergovernmental 6,688,628 0 182,550 2,555,107 9,426,285 Charges for Services 9,814,480 0 43,436,050 0 53,250,530 Fines & Forfeitures 1,024,500 0 0 134,500 1,159,000 Miscellaneous Revenues 5,698,885 35,000 82,650 877,580 6,694,115 Other Financing Sources 3,818,590 0 103,000 1,014,620 4,936,210 TOTAL REVENUES AND OTHER FINANCING SOURCES 92,507,733 512,520 43,805,050 4,581,807 141,407,110 TOTAL ESTIMATED REVENUES AND BALANCES 93,748,381 512,520 48,877,310 5,018,606 148,156,817 EXPENDITURES/EXPENSES: General Government Services 8,879,455 0 0 301,150 9,180,605 Public Safety 51,946,590 0 0 662,769 52,609,359 Physical Environment 565,703 0 31,591,840 0 32,157,543 Transportation 3,220,110 0 0 126,826 3,346,936 Economic Environment 6,515,639 509,232 0 2,331,166 9,356,037 Human Services 59,750 0 0 0 59,750 Culture & Recreation 14,032,310 0 3,578,300 899,150 18,509,760 Debt Service 5,644,910 0 6,838,840 0 12,483,750 Other Financing Uses 2,835,470 0 6,120,650 0 8,956,120 TOTAL EXPENDITURES/EXPENSES 93,699,937 509,232 48,129,630 4,321,061 146,659,860 Reserves 48,444 3,288 747,680 697,545 1,496,957 TOTAL EXPENDITURES AND RESERVES 93,748,381 512,520 48,877,310 5,018,606 148,156,817 Exhibit A Budget Summary As Amended The General Fund Budget as of the four month period ending January 31, 2012 totaled $93,491,918. Adjustments of $151,463 were made for an amended total of $93,643,381. General Fund Revenue Introduction General Fund revenue collection for the four-month period ending January 31, 2012 totaled $52,463,380 or 56% of the total budget. This includes prior year encumbrances brought forward totaling $135,648. The City can expect a shortfall of $645,012 at fiscal year end. Variances are discussed in more detail below. Ad Valorem Tax Revenue A total of $35,556,250 or 78% of the budget was collected for this revenue category. The City can expect a surplus of $485,270. This is based on expected surplus balances of $385,270 for current ad valorem taxes and delinquent taxes totaling $100,000. Sales and Use Taxes Sales and Use Taxes totaled $411,401 or 31% of the budget. The City can expect a shortfall of $15,000 at fiscal year end. Franchise Taxes The City has collected $1,723,117 or 36% of the budget for this category. The City can expect a shortfall of $30,000 due to a projected shortfall in franchise fees based on gas. Utility Taxes Utility Tax revenues totaled $1,764,944 or 36% of the budget. The City can expect a surplus of $130,000 at fiscal year-end based on a projected surplus in utility taxes based on electric. Fire Assessment Fees – Franchise fees are at a negative $21,928 or a negative 1% due to expenses relative to the implementation of the Fire Assessment Fee. The City can expect a shortfall of $3,200,000 at fiscal year-end due to the fact that the proposed fire assessment fee was not passed. Other Taxes The communication service tax (CST) revenue collections totaled $1,215,891 or 32% of the budget. The City can anticipate a shortfall of $75,000 due to communication services taxes coming in less than anticipated. Licenses License revenues totaled $651,370 or 85% of the budget. The City can expect to be at budget at fiscal year end. Permit Revenues Permit revenues totaled $2,390,646 or 88% of the budget. The City can expect a surplus of $958,550 at fiscal year end. The revenue collection is up 122% from the prior year. Notable surplus balances are as follows: general building permits ($800,000), air conditioning permits ($80,000), paving permits ($30,000), tenant landlord permits ($75,000), landscape permits ($25,000), and foundation only permits ($5,000). Notable shortfalls are as follows: electrical ($30,000), shutter permits ($10,000) and no final inspection fees ($10,000), Intergovernmental Revenues Intergovernmental revenues are at $1,929,221 or 31% of the budget. The City can anticipate a surplus of $431,418 at fiscal year end. This is due to estimated surplus balances in State Homeland Grants ($177,915), JAG grant ($53,503) and the FDOT shuttle grant ($300,000) offset by an estimated shortfall in sales tax revenue ($100,000). Charges for Services Charges for Services totaled $3,350,327 or 34% of the budget. The City can expect a shortfall of $126,690 at fiscal year-end. Notable shortfalls are as follows: fire EMS –Gulfstream ($55,410), transport fees ($200,000), alarm registrations ($225,250) and a/r nuisance abatement ($10,000). Notable surplus balances are as follows: certification/copies ($40,000), Gulfstream permits ($360,000) and fire safety plan review ($18,000). Fines and Forfeitures Fines and Forfeitures totaled $345,669 or 37% of the budget. The City can expect a surplus of $91,000 at fiscal year-end due to estimated surplus balances in general fines ($5,000), parking fines ($10,000), penalties on advalorem ($86,000), false alarm fees ($5,000) and parking late fees ($10,000). This is offset by estimated shortfalls in handicap parking fines ($20,000), and $12.50 fines ($5,000). Interfund Transfers Interfund Transfers are at $5,167 or 33% of the budget. The City can expect a surplus of $493,130 which is due to transfers coming in from the Special Projects Fund ($123,130) and the 2004 GO Fund ($371,000) offset by a transfer reduction from utility tax debt service savings ($1,000). It should be noted that there is a direct offset associated with the 2004 GO transfer. Contribution from Other Funds Contributions from Other Funds are at $1,104,153 or 33% of the budget. The City can expect a surplus of $201,650 due to a transfer in from the insurance fund relative to a business insurance refund. Recovery of Administrative Costs Recovery of Administrative Costs is at $835,000 or 33% of the budget. The City can expect to be at budget at fiscal year end. Miscellaneous Revenue Miscellaneous revenues totaled $1,066,504 or 33% of the budget. The City can expect a shortfall of $10,660 at fiscal year-end which is primarily due to estimated shortfalls in interest on investments ($25,000), interest on accounts receivable ($6,500), Family Center reimbursement ($20,000) as well as the CRA reimbursement/review planner revenue ($75,510). This shortfall will be offset by estimated surplus balances in the CRA reimbursement/shuttle revenue ($94,670), various rebates ($16,625) as well as miscellaneous revenue ($35,000). Mid Year Budget Amendment Fiscal Year 2011-2012 General Fund Expenditures The General Fund expenditures total $33,211,474 or 35.5% of the proposed amended budget of $93,643,381 at 33.3% of the budget year lapsed. The departmental adjustments overall total an increase of $151,463. A brief justification of departmental adjustments is as follows: General Government Services This category includes the legislative and administrative departments of the City and the miscellaneous division. The increase in General Government expenditures totals $36,355. The City Commission’s budget is decreasing $21,900. There is an adjustment to health insurance for Commissioners who have opted not to receive the City’s insurance ($16,000) and reductions in other lines items such as Travel/Training/Education accounts ($4,900) and refreshments for meetings ($1,000). The City Manager’s budget is decreasing $11,590 as a result of a return of one third term pay for an employee who is putting off retirement until the next fiscal year. The Human Resources’ Department’s decrease of $1,760 is due to reductions in the Other Contractual Services ($360) and Special Events ($1,400) accounts. City Clerk has no adjustments. The IT division’s increase of $10,000 is due to needed funds for a consultant for the operating system upgrade taking place this fiscal year. The Public Information Department’s decrease of $18,690 is due to reductions in other contractual services ($4,500), Travel/Training/Education ($830), Other Repair and Maintenance ($2,000) and Printing ($11,360) due to the deletion of future News for Neighborhoods and Hometown Connection editions. The Finance Administration’s increase of $19,825 is due to an employee suggestion award which has a revenue offset ($16,625) and an increase in tuition reimbursement ($3,200) for the final semesters of the Accounting Specialist’s bachelors’ degree. The City Attorney’s budget will increase by $29,070 for costs associated with filling the currently frozen Assistant City Attorney I position on June 1. Administrative Services’ decrease of $1,000 covers increases in electricity ($4,500) and irrigation water ($1,500) and decreases in telephones ($6,500) and water and sewer ($500). The Planning and Zoning Department’s budget will increase by $11,500 for additional expert testimony that will be needed this fiscal year. Engineering has no adjustments. Building Maintenance’s decrease of $1,100 is due to reductions in subscriptions ($100), memberships ($600) and training/education costs ($400). The miscellaneous expenses in the general government services function is increasing $22,000 in Other Professional Services to cover costs associated with the presentation of the Fire Assessment Fee. Mid Year Budget Amendment Fiscal Year 2011-2012 Cultural and Recreation This category includes the Parks and Recreation Department, the Old School Square Grant and Library and miscellaneous cultural and recreational grants. The decrease in this category is $81,730. The Parks and Recreation Department’s decrease is $65,230. The reductions to this department are in salary lines from vacant positions ($34,870), tuition reimbursement ($1,360), irrigation water due to change to reclaimed water ($25,000) and various equipment and supplies accounts ($4,000). The Tennis Operations Department’s net decrease of $16,500 is due to decreased costs for two tournaments ($6,500), other professional services ($5,000) and building maintenance which will be postponed until next fiscal year ($5,000). Public Safety This category includes the Police and Fire Departments and Community Improvement. The Department budgets in this category represent 55% of the general fund budget total. The increase in the Public Safety budget category equals $176,525. The Police Department is 32% expended at 33.3% budget period lapsed of the adjusted budget. The total Police budget will decrease $451,780. Reductions are made for vacant positions ($476,330), the reduction of two paid holidays for lieutenants ($8,980), furniture ($8,840), a vehicle for the Crime Scene Unit ($12,090), a remote operated vehicle for underwater searches ($8,000) and equipment ($7,000). Increases were made to salaries for the raises given to lieutenants ($53,740) and the amount needed for actual retiree health trust payment ($15,720). The Fire Department’s budget increase of $563,325 includes reductions for adjustments to salaries and benefits for vacant positions ($185,310), the deletion of a part time Plan Reviewer in Fire Safety ($18,400), equipment ($38,000), building maintenance projects to be postponed to next fiscal year ($44,000) and uniforms coming in at a lower cost than anticipated ($5,000). Increases in the department are the costs for four new paramedics to fully staff Station 2 hired in November ($288,140) which has a grant revenue offset, additional needed for actual payment for retiree health trust ($27,280), a Fire and Life Safety Plan Reviewer hired full time with cost split between Fire Safety and Building Inspection ($18,030), additional overtime needed to cover vacancies for the remainder of the year ($342,670) and expenses related to grants that have a revenue offset ($177,915). The Community Improvement budget shows an increase of $64,980 due to the addition of a Fire and Life Safety Plan Reviewer with cost split with Fire Safety ($12,010), a Code Enforcement Officer, Administrative Assistant and Part Time Rental Housing Inspector for the Landlord permit program ($59,830) for the remainder of the year and additional funds needed for supplies and postage ($6,500). This was partially offset by reductions in salaries for a vacant position ($13,360). Physical Environment This category which consists of Public Works Administration and the Cemetery reflects a decrease of $240. This includes only a decrease in Public Works Administration’s membership costs. Transportation This category includes the Public Works Department. The department has four divisions, Streets, Traffic Operations, Parking, and Street Lighting. There is net departmental increase of $337,000. Reductions were made in travel and training/education ($5,630), equipment ($10,000), other contractual services ($4,000), building maintenance ($10,000), building materials ($200) and memberships ($200). Increases were made for a part time electrician funded by the CRA ($17,030) and to budget the expense related to additional grant funding for the Shuttle Bus program from the CRA and FDOT ($350,000). Mid Year Budget Amendment Fiscal Year 2011-2012 Economic Environment This category is not changing. Debt Service There is an increase to this function in the amount of $332,030 due to the adjustment in the payment for the Public Safety hardware/software from twelve months to nine (reduction of $33,970), interest coming in less than anticipated (reduction of $5,000) and using bond proceeds to pay down debt (increase of $371,000) that has a revenue offset. Transfers There is a decrease in this category of $639,610 due to a decrease in the transfer to the general construction fund of $645,910 (specific projects identified in the General Construction fund summary) and a transfer to the Special Projects Fund in the amount of $6,300 for the Centennial Event approved by Commission on September 13, 2011. Reserves $8,867 currently in the Manager’s Contingency was used to help balance this amendment. Other Funds ARRA Economic Stimulus Fund This fund will increase $400,730 overall. Grant balances are being rolled forward and distributed for the DOJ Cops Hiring Grant ($53,040), Transit Capital Assistance Grant ($46,540), Energy Efficiency and Conservation Grant ($171,480) and Local Energy Assurance Plan ($129,670). Law Enforcement Trust Fund No changes or adjustment to this fund. Special Projects Fund This fund will increase $7,718 overall. The increase is the Bulletproof Vest Grants ($5,418) and transfer from the general fund for the Centennial Event ($6,300) with a decrease in a transfer from the general construction for the public arts due to projects being deferred ($4,000). A transfer to the general fund of the current project reserve for the public arts program of $123,130 is being added. Neighborhood Services Fund Fiscal Year 2010/11 balances for CDBG, Neighborhood Housing, SHIP, Hope III, Disaster Recovery Initiative programs, Neighborhood Stabilization, Neighborhood Improvements and FEMA were brought forward. Total brought forward is $984,280. Also included are changes to SHIP and FEMA in a decrease of $13,996 from budgeted to actual grant amount. The overall increase for this fund is $970,284. Beautification Trust Fund This fund will increase $23,000 overall for a CRA grant for beautification of MLK area landscaping. Beach Restoration Fund No changes or adjustment to this fund. Mid Year Budget Amendment Fiscal Year 2011-2012 General Construction Fund This fund will decrease $645,910 overall. Reductions are being made in the following projects: Beach Pavilion replacement ($210,450), building maintenance ($50,000), City Hall chiller upgrade ($50,000), computer replacement ($67,710), data cabling and switches ($55,000), neighborhood enhancements ($20,000), Parks Master Plan update ($35,000), Police computer room relocation ($47,000), street resurfacing ($106,750) and a transfer to public arts ($4,000). 2004 GO Bond No changes or adjustment to this fund. City Marina Fund No changes or adjustment to this fund. Sanitation Fund No changes or adjustment to this fund. Water and Sewer Fund No changes or adjustment to this fund. Water and Sewer Renewal and Replacement Fund No changes or adjustments to this fund. Municipal Golf Course No changes or adjustments to this fund. Lakeview Golf Course No changes or adjustment to this fund. Stormwater Utility Fund No changes or adjustment to this fund. Garage Fund No changes or adjustment to this fund. Insurance Fund This fund will increase $400 overall. There will be $400 transferred in from divisions that are adding positions at mid year for the increase in life insurance premiums. In addition, $80,000 is being transferred from a reduction in claims cost for prescriptions to fund additional costs for general operating supplies in the Wellness Center ($23,000) and health claims handling costs for a project for the re-pricing of prescriptions with Cigna Insurance ($57,000). MEMORANDUM TO:Mayor and City Commissioners FROM:Lisa M. Herrmann, Budget Officer THROUGH:David T. Harden, City Manager DATE:February 16, 2012 SUBJECT:AGENDA ITEM 9.F. - REGULAR COMMISSION MEETI NG OF FEBRUARY 21, 2012 RESOLUTION NO. 10 -12 BUDGET AMENDMENT ITEM BEFORE COMMISSION The Commission is requested to consider Resolu tion No. 10-12 which amends the FY 2011-12 budget. BACKGROUND This is the Mid Year Budget Amendment for FY 2011-12 (back up attached). After the decision was made to not implement a Fire Service Fee for Fiscal 2012, staff felt that it would be best to go ahead and do our mid-year budget ame ndment early this year. The Commission directed that up to $1,400,000 could be taken from undesignated fund balance to help offset the $3,200,000 reduction in revenue resulting from deletion of the Fire Service Fee revenue. The attached budget amendment uses only $1,000,000 fro m fund balance to rebalance our budget. In addition to absorbing the $3,200,000 revenue reduction, we also are adding over $100,000 in additional expenses to unfreeze an attorney's position in the C ity Attorneys Office, add staff in Code Enforcement and retain experts for testimony, all in suppor t of adopting and enforcing the newly amended ordinances relating to regulation of transient housing. Fortunately, building permit revenue is coming in much better than originally projected, and is a major factor in enabling us to make these adjustment without using more of our fund balance. RECOMMENDATION Recommend approval of Resolution No. 10-12 amending the FY 2011-12 budget. Page 1of 1 Coversheet 2/23/2012 htt p ://itweba pp /A g endaIntranet/Bluesheet.as p x?ItemID=5378&Meetin g ID=345 RESOLUTION NO. 10-12 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, AMENDING RESOLUTION NO. 42-11 ADOPTED SEPTEMBER 20, 2011 WHICH MADE APPROPRIATIONS OF SUMS OF MONEY FOR ALL NECESSARY EXPENDITURES OF THE CITY OF DELRAY BEACH, FL ORIDA, FOR THE FISCAL YEAR 2011/2012, BY SE TTING FORTH THE ANTICIPATED REVENUES AND EXPENDITURES FOR THE OPERATING FUNDS OF TH E CITY FOR THE FISCAL YEAR 2011/2012; REPEALIN G ALL RESOLUTIONS INCONSISTENT HEREWITH. NOW, THEREFORE, BE IT RESOL VED BY THE CITY COMMISSION OF THE CITY OF DELRAY BEA CH, FLORIDA, AS FOLLOWS: Section 1. That Sect ion 1 of Resolution No. 42-11 adopted by the City Commission of the City of Delray Beach, Fl orida, on September 20, 2011, is hereby repealed, and a new Section 1 is enac ted and amended to read as follows: That the following sums of m oney, attached hereto and marked Exhibit “A”, are hereby appropriated upon the terms and conditions herein set forth. Section 2. That, subjec t to the qualifications cont ained in this resolution, all appropriations made out of the General Fund are declared to be maximum, conditional and proporti onate appropriations, the purpose being to make the appropriations payable in full in the amounts her ein named if necessary and then only in the event the aggregate revenues collecte d and other resources available during the period commencing the 1 st day of October, 2011, and ending the 30 th day of September, 2012, for which the appropriations are made, ar e sufficient to pay all the appropriations in full. Otherwise, said appropriations shall be deemed to be payable in such proportion as the total sum of realized revenue of the General Fund is to the total amount of revenues estimated by the City Commission to be available in the period commencing the 1 st day of October, 2011, and ending the 30 th day of September, 2012. Section 3. That all balances of the appropriations pa yable out of the General Fund of the City Treasury unencumbered at the close of business on the 30 th day of September, 2011, except as otherwise provided for, are hereby declared to be lapsed into the City Treasur y and may be used for the payment of the appropriations which may be made in any appropriation for the fiscal year commencing the 1 st day of October, 2011. However, nothing in this section shall be construed to be applicable to RES. NO. 10-12 2 unencumbered balances remaining to the credit of the Water and Sewer Fund, Sanitation Fund or any Fund created by t he setting up of special revenue, but such balances shall be used in financing the propos ed expenditures of these Funds for the fiscal year commencing the 1 st day of October, 2011. Section 4. That no department, bureau, agency or individual receiving appropriations under the provisi ons of this resolution s hall exceed the amount of its appropriation, except with t he consent and approval of the City Commission first obtained. If such departmen t, bureau, agency or individual shall exceed the amount of its appropriation without such consent a nd approval of the City Commission, the administrative officer or individual, in th e discretion of the Cit y Commission, may be deemed guilty of neglect of official duty and may be subject to removal therefor. Section 5. That nothing in this re solution shall be construed as authorizing any reduction to be made in t he amounts appropriated in this resolution for the payment of interest on, or retirem ent of, the debt of the City of Delray Beach, Florida. Section 6. That none of the monies en umerated in this resolution in connection with the General Fund, Water and Se wer Fund, Sanitation Fund or any other Fund of the City shall be expe nded for any purposes other t han those for which they are appropriated, and it s hall be the duty of the Budget Officer and/or Finance Director to report known violations of th is section to the City Manager. Section 7. That all monies coll ected by any department, bureau, agency or individual of the City government sha ll be paid promptly into the City Treasury. Section 8. That the fo regoing budget is hereby adopted as the official budget of the City of Delray Be ach, Florida, for the aforesaid period. However, the restrictions with respect to the expenditures/expenses of the funds appropriated shall apply only to the lump sum amounts for cla sses of expenditures/expenses which have been included in this resolution. Section 9. That public hearings we re held on the tax levy and the budget on September 6, 2011, and September 20, 2011. Section 10. That this resolution shall become effective immediately upon passage. PASSED AND ADOPTED in regular se ssion on this the 21st day of February, 2012. RES. NO. 10-12 3 _________________________________ M A Y O R ATTEST: __________________________________ City Clerk General Fund DOWNTOWNSPECIA L AmendedDEVELOPMENTENTERPRISEREVENUE FY 11/12FUNDFUNDSFUNDSTOTAL CASH BALANCES BROUGHT FORWARD 1,240,6485,072,260436,7996,749,707 ESTIMATED REVENUES : TAXES Millages AD VALOREM TAXES 7.1900 42,271,94500042,271,945 AD VALOREM TAXES 0.6133 3,574,0550003,574,055 AD VALOREM-DELINQUENT500,000000500,000 AD VALOREM - DDA 1.0000 0477,52000477,520 Sales & Use Taxes1,295,0000001,295,000 Utility Taxes4,980,0000004,980,000 Other Taxes4,390,0000004,390,000 Franchise, Licenses & Permits8,451,650080008,452,450 Intergovernmental6,688,6280182,5502,555,1079,426,285 Charges for Services9,814,480043,436,050053,250,530 Fines & Forfeitures1,024,50000134,5001,159,000 Miscellaneous Revenues5,698,88535,00082,650877,5806,694,115 Other Financing Sources3,818,5900103,0001,014,6204,936,210 TOTAL REVENUES AND OTHER FINANCING SOURCES 92,507,733512,52043,805,0504,581,807141,407,110 TOTAL ESTIMATED REVENUES AND BALANCES 93,748,381512,52048,877,3105,018,606148,156,817 EXPENDITURES/EXPENSES : General Government Services8,879,45500301,1509,180,605 Public Safety51,946,59000662,76952,609,359 Physical Environment565,703031,591,840032,157,543 Transportation3,220,11000126,8263,346,936 Economic Environment6,515,639509,23202,331,1669,356,037 Human Services59,75000059,750 Culture & Recreation14,032,31003,578,300899,15018,509,760 Debt Service5,644,91006,838,840012,483,750 Other Financing Uses2,835,47006,120,65008,956,120 TOTAL EXPENDITURES/EXPENSES 93,699,937509,23248,129,6304,321,061146,659,860 Reserves48,4443,288747,680697,5451,496,957 TOTAL EXPENDITURES AND RESERVES 93,748,381512,52048,877,3105,018,606148,156,817 Exhibit A Budget Summary As Amended The General Fund Budget as of the four month period ending January 31, 2012 totaled $93,491,918. Adjustments of $151,463 were made for an amended total of $93,643,381. General Fund Revenue Introduction General Fund revenue collection for the four-month period ending January 31, 20 12 totaled $52,463,380 or 56% of the total budget. This includes prior year encumbrances brought forward totaling $135,648. The City can expect a shortfall of $645,012 at fiscal year end. Variances are discussed in more detail below. Ad Valorem Tax Revenue A total of $35,556,250 or 78% of the budget was collected for this revenue cat egory. The City can expect a surplus of $485,270. This is based on expected surplus bal ances of $385,270 for current ad valorem taxes and delinquent taxes totaling $100,000. Sales and Use Taxes Sales and Use Taxes totaled $411,401 or 31% of the budget. The City can expect a shortfall of $15,000 at fiscal year end. Franchise Taxes The City has collected $1,723,117 or 36% of the budget for this category. The City can expect a shortfall of $30,000 due to a projected shortfall in franchise fees based on gas. Utility Taxes Utility Tax revenues totaled $1,764,944 or 36% of the budget. The City can expect a surplus of $130,000 at fiscal year-end based on a projected surplus in utility taxes base d on electric. Fire Assessment Fees – Franchise fees are at a negative $21,928 or a negative 1% due to expenses relative to the implementation of the Fire Assessme nt Fee. The City can expect a shortfall of $3,200,000 at fiscal year-end due to the fact that the prop osed fire assessment fee was not passed. Other Taxes The communication service tax (CST) revenue collections totaled $1,215,891 or 32% of the budget. The City can anticipate a shortfall of $75,000 due to communica tion services taxes coming in less than anticipated. Licenses License revenues totaled $651,370 or 85% of the budget. The City can expec t to be at budget at fiscal year end. Permit Revenues Permit revenues totaled $2,390,646 or 88% of the budget. The City can expec t a surplus of $958,550 at fiscal year end. The revenue collection is up 122% from the p rior year. Notable surplus balances are as follows: general building permits ($800,000), air conditioning permits ($80,000), paving permits ($30,000), tenant landlord permits ($75,000), landscape perm its ($25,000), and foundation only permits ($5,000). Notable shortfalls are as foll ows: electrical ($30,000), shutter permits ($10,000) and no final inspection fees ($10,000), Intergovernmental Revenues Intergovernmental revenues are at $1,929,221 or 31% of the budget. The City can anticipate a surplus of $431,418 at fiscal year end. This is due to estimated surp lus balances in State Homeland Grants ($177,915), JAG grant ($53,503) and the FDOT shuttle grant ($300,000) offse t by an estimated shortfall in sales tax revenue ($100,000). Charges for Services Charges for Services totaled $3,350,327 or 34% of the budget. The City can expect a shortfall of $126,690 at fiscal year-end. Notable shortfalls are as follows: f ire EMS –Gulfstream ($55,410), transport fees ($200,000), alarm registrations ($225,250) and a/r nuisance ab atement ($10,000). Notable surplus balances are as follows: certification/cop ies ($40,000), Gulfstream permits ($360,000) and fire safety plan review ($18,000). Fines and Forfeitures Fines and Forfeitures totaled $345,669 or 37% of the budget. The City can e xpect a surplus of $91,000 at fiscal year-end due to estimated surplus balances in gener al fines ($5,000), parking fines ($10,000), penalties on advalorem ($86,000), false alarm fees ($5,000) and parking l ate fees ($10,000). This is offset by estimated shortfalls in handicap parking fines ($20,000), and $12.50 fines ($5,000). Interfund Transfers Interfund Transfers are at $5,167 or 33% of the budget. The City can ex pect a surplus of $493,130 which is due to transfers coming in from the Special Projects Fund ($123,130) and the 2004 GO Fund ($371,000) offset by a transfer reduction from utility tax deb t service savings ($1,000). It should be noted that there is a direct offset associated with the 2004 GO transf er. Contribution from Other Funds Contributions from Other Funds are at $1,104,153 or 33% of the budget. The City can expect a surplus of $201,650 due to a transfer in from the insurance fund relative to a business insurance refund. Recovery of Administrative Costs Recovery of Administrative Costs is at $835,000 or 33% of the budget. The City can expect to be at budget at fiscal year end. Miscellaneous Revenue Miscellaneous revenues totaled $1,066,504 or 33% of the budget. The City can expect a shor tfall of $10,660 at fiscal year-end which is primarily due to estimated s hortfalls in interest on investments ($25,000), interest on accounts receivable ($6,500), Family Cente r reimbursement ($20,000) as well as the CRA reimbursement/review planner revenue ($75,510). This shortfall will be offset by estimated surplus balances in the CRA re imbursement/shuttle revenue ($94,670), various rebates ($16,625) as well as miscellaneous revenue ($35,000). Mid Year Budget Amendment Fiscal Year 2011-2012 General Fund Expenditures The General Fund expenditures total $33,211,474 or 35.5% of the proposed amended budget of $93,643,381 at 33.3% of the budget year lapsed. The departmental a djustments overall total an increase of $151,463. A brief justification of departmental adjustments is as fol lows: General Government Services This category includes the legislative and administ rative departments of the City and the miscellaneou s division. The increase in General Government expenditures tot als $36,355. The City Commission’s budget is decreasing $21,900. There is an adjustment to health insurance for Com missioners who have opted not to receive the City’s insurance ($16,000) and reductions in other lines items such as Travel/Training/Education accounts ($4,900) and ref reshments for meetings ($1,000). The City Manager’s budget is decreasing $11,590 as a result of a return of one third term pay for an e mployee who is putting off retirement until the next fiscal year. The Human Resources’ Department’s decrease of $1,76 0 is due to reductions in the Other Contractual Ser vices ($360) and Special Events ($1,400) accounts. City Clerk has no adjustments. The IT division’s increase of $10,000 is due to nee ded funds for a consultant for the operating system upgrade taking place this fiscal year. The Public Information Department’s decrease of $18 ,690 is due to reductions in other contractual serv ices ($4,500), Travel/Training/Education ($830), Other Repair and Maintenance ($2,000) and Printing ($11,360) due to the deletion of future News for Neighborhoods and Homet own Connection editions. The Finance Administration’s increase of $19,825 is due to an employee suggestion award which has a re venue offset ($16,625) and an increase in tuition reimbur sement ($3,200) for the final semesters of the Acco unting Specialist’s bachelors’ degree. The City Attorney’s budget will increase by $29,070 for costs associated with filling the currently fr ozen Assistant City Attorney I position on June 1. Administrative Services’ decrease of $1,000 covers increases in electricity ($4,500) and irrigation wa ter ($1,500) and decreases in telephones ($6,500) and water and sewer ($500). The Planning and Zoning Department’s budget will in crease by $11,500 for additional expert testimony t hat will be needed this fiscal year. Engineering has no adjustments. Building Maintenance’s decrease of $1,100 is due to reductions in subscriptions ($100), memberships ($600) and training/education costs ($400). The miscellaneous expenses in the general governmen t services function is increasing $22,000 in Other Professional Services to cover costs associated with the present ation of the Fire Assessment Fee. Mid Year Budget Amendment Fiscal Year 2011-2012 Cultural and Recreation This category includes the Parks and Recreation Dep artment, the Old School Square Grant and Library an d miscellaneous cultural and recreational grants. Th e decrease in this category is $81,730. The Parks and Recreation Department’s decrease is $65,230. The reductions to this department are in sa lary lines from vacant positions ($34,870), tuition reimbursem ent ($1,360), irrigation water due to change to rec laimed water ($25,000) and various equipment and supplies accoun ts ($4,000). The Tennis Operations Department’s net decrease of $16,500 is due to decreased costs for two tournamen ts ($6,500), other professional services ($5,000) and building maintenance which will be postponed until next fiscal year ($5,000). Public Safety This category includes the Police and Fire Departme nts and Community Improvement. The Department budg ets in this category represent 55% of the general fund bud get total. The increase in the Public Safety budge t category equals $176,525. The Police Department is 32% expended at 33.3% budg et period lapsed of the adjusted budget. The total Police budget will decrease $451,780. Reductions are made for vacant positions ($476,330), the reduction of t wo paid holidays for lieutenants ($8,980), furniture ($8,84 0), a vehicle for the Crime Scene Unit ($12,090), a remote operated vehicle for underwater searches ($8,000) a nd equipment ($7,000). Increases were made to salar ies for the raises given to lieutenants ($53,740) and the amoun t needed for actual retiree health trust payment ($15,720). The Fire Department’s budget increase of $563,325 i ncludes reductions for adjustments to salaries and benefits for vacant positions ($185,310), the deletion of a part time Plan Reviewer in Fire Safety ($18,400), equip ment ($38,000), building maintenance projects to be post poned to next fiscal year ($44,000) and uniforms co ming in at a lower cost than anticipated ($5,000). Increases in the department are the costs for four new paramedic s to fully staff Station 2 hired in November ($288,140) which has a grant revenue offset, additional needed for actual payment for retiree health trust ($27,280), a Fire and Life Saf ety Plan Reviewer hired full time with cost split b etween Fire Safety and Building Inspection ($18,030), additional overt ime needed to cover vacancies for the remainder of the year ($342,670) and expenses related to grants that have a revenue offset ($177,915). The Community Improvement budget shows an increase of $64,980 due to the addition of a Fire and Life S afety Plan Reviewer with cost split with Fire Safety ($12 ,010), a Code Enforcement Officer, Administrative A ssistant and Part Time Rental Housing Inspector for the Landlord permit program ($59,830) for the remainder of the year and additional funds needed for supplies and postage ($6,500). This was partially offset by reductions in salaries for a vacant position ($13,360). Physical Environment This category which consists of Public Works Admini stration and the Cemetery reflects a decrease of $2 40. This includes only a decrease in Public Works Administra tion’s membership costs. Transportation This category includes the Public Works Department. The department has four divisions, Streets, Traffi c Operations, Parking, and Street Lighting. There is net departme ntal increase of $337,000. Reductions were made in travel and training/education ($5,630), equipment ($10,000), o ther contractual services ($4,000), building mainte nance ($10,000), building materials ($200) and membership s ($200). Increases were made for a part time elect rician funded by the CRA ($17,030) and to budget the expen se related to additional grant funding for the Shut tle Bus program from the CRA and FDOT ($350,000). Mid Year Budget Amendment Fiscal Year 2011-2012 Economic Environment This category is not changing. Debt Service There is an increase to this function in the amount of $332,030 due to the adjustment in the payment f or the Public Safety hardware/software from twelve months to nine (reduction of $33,970), interest coming in less th an anticipated (reduction of $5,000) and using bond proceeds to pa y down debt (increase of $371,000) that has a reven ue offset. Transfers There is a decrease in this category of $639,610 du e to a decrease in the transfer to the general cons truction fund of $645,910 (specific projects identified in the Gener al Construction fund summary) and a transfer to the Special Projects Fund in the amount of $6,300 for the Cente nnial Event approved by Commission on September 13, 2011. Reserves $8,867 currently in the Manager’s Contingency was u sed to help balance this amendment. Other Funds ARRA Economic Stimulus Fund This fund will increase $400,730 overall. Grant bal ances are being rolled forward and distributed for the DOJ Cops Hiring Grant ($53,040), Transit Capital Assistance Grant ($46,540), Energy Efficiency and Conservation Grant ($171,480) and Local Energy Assurance Plan ($129,67 0). Law Enforcement Trust Fund No changes or adjustment to this fund. Special Projects Fund This fund will increase $7,718 overall. The increas e is the Bulletproof Vest Grants ($5,418) and trans fer from the general fund for the Centennial Event ($6,300) with a decrease in a transfer from the general construc tion for the public arts due to projects being deferred ($4,000). A transfer to the general fund of the current pro ject reserve for the public arts program of $123,130 is being added. Neighborhood Services Fund Fiscal Year 2010/11 balances for CDBG, Neighborhood Housing, SHIP, Hope III, Disaster Recovery Initiat ive programs, Neighborhood Stabilization, Neighborhood Improvements and FEMA were brought forward. Total brought forward is $984,280. Also included are chan ges to SHIP and FEMA in a decrease of $13,996 from budgeted to actual grant amount. The overall increase for th is fund is $970,284. Beautification Trust Fund This fund will increase $23,000 overall for a CRA g rant for beautification of MLK area landscaping. Beach Restoration Fund No changes or adjustment to this fund. Mid Year Budget Amendment Fiscal Year 2011-2012 General Construction Fund This fund will decrease $645,910 overall. Reduction s are being made in the following projects: Beach P avilion replacement ($210,450), building maintenance ($50,0 00), City Hall chiller upgrade ($50,000), computer replacement ($67,710), data cabling and switches ($55,000), neighborhood enhancements ($20,000), Parks Master Plan update ($35,000), Police computer room relocat ion ($47,000), street resurfacing ($106,750) and a transfer to public arts ($4,000). 2004 GO Bond No changes or adjustment to this fund. City Marina Fund No changes or adjustment to this fund. Sanitation Fund No changes or adjustment to this fund. Water and Sewer Fund No changes or adjustment to this fund. Water and Sewer Renewal and Replacement Fund No changes or adjustments to this fund. Municipal Golf Course No changes or adjustments to this fund. Lakeview Golf Course No changes or adjustment to this fund. Stormwater Utility Fund No changes or adjustment to this fund. Garage Fund No changes or adjustment to this fund. Insurance Fund This fund will increase $400 overall. There will be $400 transferred in from divisions that are adding positions at mid year for the increase in life insurance premium s. In addition, $80,000 is being transferred from a reduction in claims cost for prescriptions to fund additional co sts for general operating supplies in the Wellness Center ($23,000) and health claims handling costs for a project for the re-pricing of prescriptions with Cigna Insuranc e ($57,000).