HomeMy WebLinkAboutMemo - Year End AmendmentCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO :
FROM :
Honorable Mayor and
Members of the City Commission
Johnny Martinez, P.E.
City Manager
DATE:
SUBJECT:
REFERENCES
ENCLOSURES:
November 6, 2013
FILE :
Information for FY2012-13
Year -End Budget Amendment
Background for General Fund Amendment
As FY 2012-13 is now complete and the financial system is closed, it becomes necessary to amend the
City's previously approved budget allocation so that the budget aligns with the expenditures. These
adjustments in the General Fund, Special Revenue Funds, and the Internal Service Fund are only
requested when expenditures exceed the authorized budget. These are either due to previously
unknown or unforeseen expenditures that must be made, but were not previously allocated such as the
higher than anticipated pension contribution requirements and workers' compensation payments. Or
adjustments are the result of pass -through revenues and expenditures that must be recorded on the
City's financial system, but are not truly an operating cost of the City and as such were not budgeted,
such as Fire -Rescue and Police.
The FY 2012-13 City's Adopted General Fund Budget totaled $506.20 million. This amendment increases
the previously Adopted Budget by $10.64 million, to a revised total of $516.84 million. This increase in
the General Fund is primarily due to the aforementioned Section 175 and Section 185 revenue and
expenditures that were not budgeted. Additionally, there is a need to adjust a couple of departments
due to higher than budgeted expenditures. The increased allocation was done and offset with reduction
of unspent allocations within the General Fund without increasing the overall budget. Most of these
adjustments were noted to the Commission during the verbal monthly Budget Report on October 24,
2013 and previous monthly reports.
The list that follows denotes the areas of increased adjustment and summarizes the principal reasons for
the required increase; additionally, Attachment 1 shows a listing of the operating units that required an
increase in allocation and the operating units that were reduced in order to offset the increases. Also
note that most departments have been able to absorb the additional pension contribution and worker's
compensation cost without exceeding their current year budget.
Honorable Mayor and
Members of the City Commission
Page 2 of 4
Adjustments to the General Fund Revenue Line Items
Intergovernmental Revenue
The FY 2012-13 Adopted Budget of $44.98 million is increased by $10.64 million to a revised total of
$55.63 million. The increase is due to Florida Statutes Chapter 175 and 185 revenues that are regularly
recognized in the Fire -Rescue and Police Departments at the end of the fiscal year.
Adjustments to the General Fund Expenditure Line Items
Civil Service
The FY 2012-13 Adopted Budget of $393,700 is increased by $14,000 to a revised total of $ 407,700. The
increase is primarily due to expenditures related to salary increases for two employees for four months
and increase in retirement contributions and workers' compensations payments.
Capital Improvement Administration
The FY 2012-13 Adopted Budget of $4.53 million is increased by $327,400, to a revised total of $4.86
million. The increase is primarily due to higher than budgeted operating expenditures related to the
Red Light Cameras. The Red Light Camera revenues exceeded the budget by $818,400 resulting in a
corresponding increase to expenditures for vendor payments to the service provider ATS. The un-
budgeted expense was partially offset by lower than budgeted operating costs.
Information Technology
The FY 2012-13 Adopted Budget of $11.03 million is increased by $18,100, to a revised total of $11.05
million. The increase is due to additional retirement contributions and workers' compensation
payments.
Solid Waste
The FY 2012-13 Adopted Budget of $26.85 million is increased by $445,700, to a revised total of $27.30
million. The increase is primarily due to additional Pension and Workers' Compensation expenditures
that were allocated throughout all departments of which $318,500 was distributed to the Solid Waste
Department and higher than expected cost of Tipping Fees.
Fire
The FY 2012-13 Adopted Budget of $99.80 million is increased by $7.07 million, to a revised total of
$106.87 million. The increase is needed to reflect the pass -through posting of a $5.22 million expense
related to the transfer of State Secondary Pension contribution (F.S. Chapter 175). This transaction is
Honorable Mayor and
Members of the City Commission
Page 3 of 4
neutral to the City's finances because the revenue received offsets this expenditure. Secondly, the
budgeted cost of FIPO Pension ($35 million) were distributed and budgeted to the Fire and Police
departments. However, the City and the FIPO actuary had agreed on a pension payment of $40.1
million, which is higher than the $35 million the City had budgeted. The above mentioned unbudgeted
expense was partially offset by lower than budgeted operating costs.
Police
The FY 2012-13 Adopted Budget of $156.96 million is being increased by $7.11 million, to a revised total
of $164.07 million. The increase is needed to reflect the pass -through posting of a $5.43 million expense
related to the transfer of State Secondary Pension contribution (F.S. Chapter 185). This transaction is
neutral to the City's finances because the revenue received offsets this expenditure. Secondly, the
budgeted cost of FIPO Pension ($35 million) were distributed and budgeted to the Fire and Police
departments. However, the City and the FIPO actuary had agreed on a pension payment of $40.1
million, which is higher than the $35 million the City had budgeted. The above mentioned unbudgeted
expense was partially offset by lower than budgeted operating costs.
Parks and Recreation
The FY 2012-13 Adopted Budget of $29.00 million is increased by $11,000, to a revised total of $29.01
million. The increase is due to additional retirement contributions and workers' compensation
payments.
Adjustments to Special Revenue Fund
Adjustments in the Special Revenue Funds are normally requested due to the acceptance of additional
grants and the receipt of new program revenues and allocation of prior year fund balance that were not
previously allocated as part of the original budget adopted by the City Commission.
The Special Revenue Fund Budget that was initially approved by the City Commission in September of
2012 and amended in April of 2013 totaled $170.44 million. This Budget Amendment adds $289,800 for
a revised total Special Revenue Fund Budget of $170.73 million. The two budget changes (Attachment 2)
are further described below.
Public Facilities
The FY 2012-13 Adopted Budget of $10.37 million is increased by $114,600 to a revised total of $10.49
million. The increase is due to a higher than anticipated transfer -out to the debt payment for the
Convention Center Special Obligation Bond. The added cost was offset by higher revenues generated by
the Knight Center; the transfer of the higher amount is required per the bond covenant.
Honorable Mayor and
Members of the City Commission
Page 4 of 4
ARRA Other
The FY 2012-13 Adopted Budget of $297,500 is increased by $175,200 to a revised total of $472,700.
The increase is due to a budget allocation and expenditure of remaining fund balance that was not
previously allocated. The grant expenditures were authorized by Resolution # 09-0550, "Energy
Efficiency and Conservation Block Grant Recovery Act".
Adjustment to the Internal Service Fund
Adjustments to the Internal Service Fund are requested this year due to unbudgeted payments remitted
to FIPO along with the higher than anticipated Workers' Compensation expenditures. These adjustments
were noted to the Commission during the verbal monthly Budget Report on October 24, 2013 and
previous monthly reports.
Attachments:
FY 2013 Close Out ATTACHMENT 1
Amended Budget
Year to Date
Actual
Year to Date
Variance
Section 175/185
Impact
Amending
Allocation
Final Budget
Revenues:
Property Tax
217,631,200
207,937,149.86
9,694,050
217,631,200
Franchise Fees and Other Taxes
98,570,700
103,974,851.65
(5,404,152)
98,570,700
Occupational Licenses and Permits
40,294,100
35,794,074.02
4,500,026
40,294,100
Fines and Forfeitures
4,400,200
4,841,001.11
(440,801)
4,400,200
Intergovernmental
44,984,600
58,259,390.60
(13,274,791)
10,644,700
55,629,300
Charges for Services
88,397,000
103,777,252.36
(15,380,252)
88,397,000
Interest
800,000
(2,546,552.19)
3,346,552
800,000
Other
11,050,000
11,701,233.15
(651,233)
11,050,000
Transfer In
69,900
440,059.00
(370,159)
69,900
Total Revenues
506,197,700
524,178,459.56
(17,980,760)
10,644,700
516,842,400
Expenditures:
General Government
Mayor
883,500
875,161.51
8,338
883,500
Board of Commissioners
2,416,100
2,388,610.12
27,490
2,416,100
Office of City Manager
2,847,000
2,496,072.57
350,927
2,847,000
Office of NET
3,495,800
3,368,873.69
126,926
3,495,800
Office of Code Compliance
4,417,300
4,381,380.74
35,919
4,417,300
Office of City Clerk
1,455,500
1,249,069.11
206,431
1,455,500
Office of Civil Service
393,700
407,618.19
(13,918)
14,000
407,700
Office of Auditor General
1,071,400
925,378.76.
146,021
1,071,400
Office of Communication
924,900
894,854.77
30,045
924,900
Office of City Attorney
5,768,800
5,682,686.57
86,113
5,768,800
Office of Equal Opportunity & Diversity
314,200
298,718.99
15,481
314,200
Management & Budget
1,535,400
1,532,909.94
2,490
1,535,400
Human Resources
3,087,800
2,964,189.67
123,610
3,087,800
Finance
7,743,200
7,174,951.09
568,249
7,743,200
Capital Improvement Administration
4,531,000
4,858,329.38
(327,329)
327,400
4,858,400
Information Technology
11,034,100
11,052,130.99
(18,031)
18,100
11,052,200
Office of Grants Administration
833,100
732,308.29
100,792
833,100
Purchasing
1,440,300
1,383,978.88
56,321
1,440,300
Total General Government
54,193,100
52,667,223.26
1,525,877
359,500
54,552,600
Planning and Development
Building
7,711,500
7,135,272.90
576,227
7,711,500
Planning & Zoning
4,781,500
4,754,205.98
27,294
4,781,500
Total Planning and Development
12,493,000
11,889,478.88
603,521
-
12,493,000
Public Works
General Service Administration
20,519,900
20,450,566.02
69,334
20,519,900
Public Works
16,907,700
15,994,427.44
913,273
16,907,700
Solid Waste
26,852,500
27,298,179.85
(445,680)
445,700
27,298,200
Total Public Works
64,280,100
63,743,173.31
536,927
445,700
64,725,800
FY 2013 Close Out ATTACHMENT 1
Amended Budget
Year to Date
Actual
Year to Date
Variance
Section 175/185
Impact
Amending
Allocation
Final Budget
Public Safety
Fire
Police
99,804,800
156,963,000
106,875,799.71
164,069,492.46
(7,071,000)
(7,106,492)
5,218,700
5,426,000
1,852,300
1,680,500
106,875,800
164,069,500
Total Public Safety
256,767,800
270,945,292
(14,177,492)
10,644,700
3,532,800
270,945,300
Other
Public Facilities
Parks and Recreation
Risk Management
5,901,400
29,002,100
13,565,500
5,560,110.27
29,013,023.44
11,723,173.36
341,290
(10,923)
1,842,327
11,000
5,901,400
29,013,100
13,565,500
Total Other
48,469,000
46,296,307.07
2,172,693
11,000
48,480,000
Pensions
GESE & FIPO
657,600
535,711.05
121,889
657,600
Total Pensions
657,600
535,711.05
121,889
657,600
Non -Departmental
Non -Departmental
Operating transfers out
29,953,600
39,383,500
21,612,723.39
38,973,300.00
8,340,877
410,200
(4,349,000)
25,604,600
39,383,500
Total Non -Departmental
69,337,100
60,586,023.39
8,751,077
-
(4,349,000)
64,988,100
Total Expenditures
506,197,700
506,663,209.13
(465,509)
10,644,700
-
516,842,400
Revenues Over (Under) Expenditures
-
' 17,515,250.43
(17,515,250)
-
-
-
ATTACHMENT 2
Special Revenue Adjustments
SPECIAL REVENUE FUNDS
Amended
Budget
Adjustments
Final - Close Out
General Special Revenue
$ 1,288,200
$ 1,288,200
City Clerk Services
586,900
586,900
Community and Economic Development
52,993,300
52,993,300
Economic Development and Planning Services
5,677,900
5,677,900
Fire Rescue Services
30,860,900
30,860,900
Homeless Programs
2,688,700
2,688,700
Law Enforcement Trust Fund
3,681,900
3,681,900
Parks and Recreation Services
5,388,300
5,388,300
Police Services
21,922,000
21,922,000
Public Facilities
10,371,000
' 114,600
10,485,600
Miami Ballpark Facilities
5,355,800
5,355,800
Public Works Services
3,133,400
3,133,400
Transportation & Transit
13,150,900
13,150,900
Net/Code Enforcement
1,945,100
1,945,100
Departmental Improvement Intiatives
5,527,600
5,527,600
ARRA Police
5,468,200
5,468,200
ARRA Other
297,500
175,200
472,700
Emergency Fund
100,000
100,000
TOTAL SPECIAL REVENUE FUND
$ 170,437,600
$ 289,800
$ 170,727,400