M&C Review


COUNCIL ACTION:  Approved on 9/18/2018 - Ordinance Nos. 23394-09-2018, 23395-09-2018, 23396-09-2018, 23397-09-2018, 23398-09-2018, 23399-09-2018, 23400-09-2018, 23401-09-2018

DATE: 9/18/2018 REFERENCE NO.: G-19375 LOG NAME: 03FY2018 WINDUP_
CODE: G TYPE: NON-CONSENT PUBLIC HEARING: NO
SUBJECT:   Adopt Ordinances Enacting Fiscal Year 2018 Year End Budget Adjustments by Reallocating Resources, Operating Surpluses, Available Current-Year Revenues, and Net Position, and to Offset Projected Shortfalls and Authorize All Associated Transfers (ALL COUNCIL DISTRICTS)

RECOMMENDATION:

It is recommended that the City Council:

1. Adopt the attached ordinances making Fiscal Year 2018 year-end adjustments to address projected
    departmental operational expenses.
        a. Reducing the following General Fund Departments budgets by a combined $5,451,639.00
            recognizing the respective operational savings to address other General Fund projected shortfalls:
                1) Economic Development Department by $2,787,892.00;
                2) Planning and Development Department by $682,169.00;
                3) Community and Public Engagement Department by $47,968.00;
                4) City Auditor Department by $81,517.00;
                5) City Secretary Department by $81,996.00;
                6) Transportation and Public Works Department by $566,845.00;
                7) Code Compliance Department by $530,252.00; and
                8) Municipal Court Department by $673,000.00.
        b. Reducing the Non-Departmental budget in the General Fund by $1,708,689.00 to reflect savings
            from projected operational expenses.
        c. Increasing the following General Fund Department budgets by a combined $8,860,328.00 from
            the reduction identified above along with a transfer of $1,700,000.00 from the Crime Control and
            Prevention District Fund that was approved earlier this evening to address projected shortfalls due
            to salary and vacancy adjustments and contractual costs:
                1) City Attorney' s Department by $51,266.00;
                2) Human Resources Department by $126,658.00;
                3) Neighborhood Services Department by $115,000.00;
                4) Library Department by $151,681.00;
                5) Police Department by $8,405,063.00; and
                6) Park and Recreation Department by $10,660.00.

2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
    Fleet and Equipment Services Fund in the amount of $2,481,634.00, from available funds, to address
    additional operational expenses.

3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
    DFW Revenue Sharing Fund in the amount of $109,455.00, from available funds, to address future
    capital needs.

4. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in
    the Summer Day Camp Project and the LEOSE Training Project of the Special Purpose Fund in the
    amount of $29,926.00, from available funds, to address additional operational expenses.

5. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
    Risk Financing Fund in the amount of $299,407.00, from available funds, to address
    additional operational expenses.

6. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
    Municipal Parking Fund in the amount of $155,734.00, from available funds, to address operational
    shortfalls.

7. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
    Retiree Healthcare Trust Fund in the amount of $944,009.00, from available funds, to address additional
    operational shortfalls.

8. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
    Solid Waste Fund in the amount of $460,089.00, from available funds and net position, to address
    operational shortfalls.

9. Authorizing all necessary transfers to affect the appropriations identified above.

 
DISCUSSION:

The purpose of this Mayor and Council Communication (M&C) is:

  1. To take actions within the General Fund associated with finishing Fiscal Year 2018 by adjusting funding among General Fund departments;
  2. To appropriate increased current-year revenue in the Fleet and Equipment Services Fund, DFW Revenue Sharing Fund, Special Purpose Fund, Risk Financing Fund, Municipal Parking Fund and the Retiree Healthcare Trust Fund to cover associated expenditures; and
  3. To appropriate funds for increased expenditures in the Solid Waste Fund.

The City's annual operating budget is formally enacted into law by City Council action adopting an appropriation ordinance that establishes spending limits for each department's and fund's operation. In the past, Staff has waited until the completion of the Comprehensive Annual Financial Report (CAFR) to affect the settlement of General Fund departments. The current practice is to manage this process during the current fiscal year and allocate net savings to meet one-time needs or to address items that have arisen during the fiscal year.

General Fund

The City Manager is authorized by the budget ordinance to move certain monies from Non-Departmental to other departments, as needed, under delegated authority. The Non-Departmental budget in the General Fund includes allocations based on the Fund's overall annual budgeted need for separation leave costs for General Fund employees, certain contractual costs, election costs and tuition reimbursement costs; those allocations can be distributed to individual departments as they have specific expenses in these areas. For FY2018, the City Manager made allocations and transfers totaling $6,705,478.00 to various departments to cover separation leave ($5,597,401), race and diversity study ($200,000.00), election costs ($320,742.00), tuition reimbursement ($91,553.00), and minor contractual items ($495,782.00). At this time, the Non-Departmental budget of the General Fund has an available unencumbered appropriation balance of $2,803,090.00, and this M&C proposes reallocating $1,799,172.00 of that amount toward offsetting the noted projected shortfalls in certain General Fund department budgets.


Reallocating a Portion of Operating Surplus to Offset Department Operational Expenses

In aggregate, the General Fund is expected to receive $1,108,208.00 more in revenue than expenses at the end of FY2018.

Based on the most recent forecast, unless funds are reallocated, some departments are projected to have deficits at the end of the fiscal year due to vacancy estimates and salary and re-organization changes, higher expenses due to higher workload, persistent overage staffing, or contractual obligations. In addition, Economic Development is anticipated to have $2,787,892.00 in savings primarily from lower than anticipated 380 Agreement payments.


To address the forecasted General Fund departmental deficits, adoption of the first attached ordinance will reallocate available budget amongst General Fund departments to cover additional expenditures.

All of the changes related to the General Fund are outlined in the following chart:

  

Dept/Fund

Original Budget Ordinance

Revised Budget with Supplemental Appropriations

Revised Budget After Non-Departmental Delegated Authority for Separation Leave

FY2018 Forecast

Additional Appropriations

Reasons

City Attorney

$6,854,668.00

$6,854,668.00

$6,886,668.00

$6,937,934.00

$51,266.00

Salary Overages

City Auditor

$1,844,889.00

$1,844,889.00

$1,844,889.00

$1,763,372.00

$(81,517.00)

Salary Savings

City Manager's Office

$9,089,555.00

$9,095,627.00

$9,295,627.00

$9,295,627.00

$-

City Secretary

$1,591,936.00

$1,591,936.00

$1,912,678.00

$1,830,682.00

$(81,996.00)

Salary Savings

Code Compliance

$20,210,080.00

$20,210,080.00

$20,210,080.00

$19,679,828.00

$(530,252.00)

Salary Savings

Economic Development

$21,606,030.00

$21,606,030.00

$21,606,030.00

$18,818,138.00

$(2,787,892.00)

Lower 380 agreement payments

Financial Management

$11,575,697.00

$11,592,697.00

$11,746,105.00

$11,836,588.00

$90,483.00

Salary Overages

Fire Department

$145,162,896.00

$145,162,896.00

$146,935,886.00

$146,935,886.00

$-

Human Resources

$4,550,811.00

$4,550,811.00

$5,015,721.00

$5,142,379.00

$126,658.00

Staffing Overages

Library Department

$20,796,915.00

$20,796,915.00

$20,876,915.00

$21,028,596.00

$151,681.00

Salary Overage

Municipal Court

$15,910,123.00

$17,710,123.00

$17,710,123.00

$17,037,123.00

$(673,000.00)

Salary Savings

Neighborhood Services

$9,006,882.00

$9,045,810.00

$9,045,810.00

$9,160,810.00

$115,000.00

Salary Overage

Non-Departmental

$22,941,048.00

$22,968,081.00

$16,262,603.00

$13,459,513.00

$(2,803,090.00)

Salary Adjustments

Park and Recreation

$47,333,665.00

$47,306,632.00

$47,450,288.00

$47,460,948.00

$10,660.00

Salary Overage

Performance and Budget

$6,157,844.00

$6,157,844.00

$6,232,626.00

$6,232,626.00

$-

Planning and Development

$16,966,584.00

$16,976,188.00

$16,976,188.00

$16,294,019.00

$(682,169.00)

Salary Savings

Police

$239,817,496.00

$239,898,737.00

$243,272,237.00

$251,677,300.00

$8,405,063.00

Staffing Overages

Property Management

$15,218,685.00

$16,558,096.00

$16,647,586.00

$16,647,586.00

$-

Transportation and Public Works

$58,233,504.00

$58,233,504.00

$58,233,504.00

$57,666,659.00

$(566,845.00)

Salary and Utility Savings

Communication and Public Engagement

$4,064,007.00

$4,064,007.00

$4,064,007.00

$4,016,039.00

$(47,968.00)

Salary Savings

General Fund Total

$678,933,315.00

$682,225,571.00

$682,225,571.00

$682,921,653.00

$696,082.00

Included in the proposed reallocation for the Police Department is $1,700,000.00 that was transferred from the Crime Control and Prevention District in a separate M&C that was approved earlier this evening. The transferred dollars and other reallocated funds are being used to address the deficit associated with police officer overage positions, which are an eligible expenditure of CCPD funds. The funds were transferred from the CCPD Fund, rather than moving the expenses to that fund, so that total costs can more easily be tracked by having them in a single location.    

Fleet and Equipment Service Fund
The Fleet and Equipment Services Fund is projected to have a shortfall of $2,481,634.00 as fuel costs and repair and maintenance costs expenses have been higher than budgeted. These additional expenses are passed through and charged to the departments resulting in increased revenues that offset this shortfall.

DFW Revenue Sharing Fund
The DFW Revenue Sharing Fund is projected to transfer $109,455.00 more than budgeted to address capital funding needs. There is offsetting current-year available funds from Revenue Sharing to offset the shortfall.

Special Purpose Fund
The Summer Day Camp project of the Special Purpose Fund is projected to have a shortfall of $26,500.00 as operational expenses have been higher than budgeted. There is offsetting current-year available revenues from registration to offset the shortfall. The LEOSE Training Project of the Special Purpose Fund is projected to have a shortfall of $3,426.00 as operational expenses have been higher than budgeted. There are current-year available revenues to offset the shortfall.

Risk Financing Fund
The Risk Financing Fund is projected to have a shortfall of $299,407.00 as claims and pending litigation have been higher than budgeted. There is offsetting current-year revenues, to offset this shortfall.

Municipal Parking Fund
The Municipal Parking Fund is projected to expend $155,734.00 more than budget for costs related to contractual parking services. There is offsetting current-year parking revenue, which resulted from higher than anticipated parking activities, to offset this shortfall.

Retiree Healthcare Trust Fund
The Retiree Healthcare Trust Fund is projected to have a shortfall of $944,009.00 due to additional expenditures related to retiree healthcare costs. There is offsetting current-year revenues, from retiree contributions and prescription rebates, to offset this shortfall.  

Solid Waste Fund
The Solid Waste Fund is projected to have a shortfall of $460,089.00 due to contractual service related to solid waste pick-up which have been higher than budgeted. There is offsetting current-year revenue from residential billing revenues in the amount of $61,110.00, while the remaining shortfall will be covered by the use of net position in the amount of $398,979.00.

This M&C does not request approval of a contract with a business entity.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that upon the approval of the above recommendations and adoption of the attached ordinances, funds will be available in the current operating budgets, as appropriated, of the General Fund, Fleet and Equipment Services Fund, Water & Sewer Fund, DFW Revenue Sharing Fund, Special Purpose Fund, Risk Financing Fund, Municipal Parking Fund, Retiree Healthcare Trust Fund and the Solid Waste Fund.

TO
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

FROM
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

Submitted for City Manager's Office by:
Fernando Costa (8180)
Originating Department Head:
Lynda Johnson (6222)
Additional Information Contact:
Terry Hanson (7934)

 
 
ATTACHMENTS
  03FY2018 WINDUP 1.docx
  03FY2018 WINDUP 2.docx
  03FY2018 WINDUP 3.docx
  03FY2018 WINDUP 4.docx
  03FY2018 WINDUP 5.docx
  03FY2018 WINDUP 6.docx
  03FY2018 WINDUP 7.docx
  03FY2018 WINDUP 8.docx