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4. First Quarter 2010 Revenue & Expense Analysis CITY OF CHANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190, Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.227.1130 Fax: 952.227.1110 Public Works 1591 Park Road Phone: 952.227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Web Site www.ci.chanhassen.mn.us ~ --- MEMORANDUM TO: Mayor and City Council _ Lr G S'h F' D' ~ reg tIC a, mance Irector FROM: DA TE: ~ April 26, 2010 SUBJ: First Quarter 2010 Revenue & Expense Analysis BACKGROUND As part of our key financial strategies goals, staff has prepared a first quarter revenue and expense analysis for your review. Since it is so early in the year, the majority of our revenues and expenses have yet to be realized, but the summarized reports show the progress to this point in the year. One item that staff is monitoring very closely is building permit revenue. The attached building permit revenue graph shows the history of building permit revenues in the first quarter for the past nine years. As the report indicates, building permit revenue collections to date are on par with last year's collections, which is what the 2010 Budget was primarily based upon. Therefore, through the first quarter of 2010, it appears that building permit revenues should be at or near budget for the year. . Also included are some of our other key financial strategies documents for review prior to the upcoming 2011 budget year. One such document is the Revolving Assessment Construction Fund. It should be noted that the estimated fund balance is unaudited at this point, but it is staff's best estimate for where the fund will finish 2009. Also attached is the bond tax levy schedule, which now reflects the advanced refunding of the 2002A GO Library Bonds. In addition, we have included the proposed 2011 budget calendar. All of these documents will be reviewed at the work session and staff will be happy to answer your questions. ATTACHMENTS 1. Building Permit Revenue History Graph 2. First Quarter 2010 Budget Vs. Actual Revenue & Expense Reports 3. Bond Tax Levies Schedule 4. 2011 Budget Calendar f:\gregs\counciI\2010\lst qtr 2010 revenue analysis.docx Chanhassen is a Community for Life. Providing for Today and Planning for Tomorrow General Ledger Expense - Budget vs Actual Period 01 - 03 Fiscal Year 2010 - 2010 2010 2010 2010 2010 Description Budget Actual Dollars Unspent % Unspent City Council 109,300.00 33,880.46 75,419.54 69.00 Administration 461,200.00 100,250.88 360,949.12 78.26 Finance 277,300.00 60,365.69 216,934.31 78.23 Legal 148,000.00 21,709.12 126,290.88 85.33 Property Assessment 110,000.00 4,764.53 105,235.47 95.67 Management Information Systems 247,800.00 54,852.53 192,947.47 77.86 City Hall Maintenance 419,500.00 355,439.23 64,060.77 15.27 Elections 27,900.00 27,900.00 100.00 Library Building 137,200.00 28,787.00 108,413.00 79.02 General Government $ 1,938,200.00 $ 660,049.44 $ 1,278,150.56 65.95% Police/Carver Co Contract 1,631,200.00 18,814.80 1,612,385.20 98.85 Fire Prevention & Admin 648,100.00 105,015.37 543,084.63 83.80 Code Enforcement 606,000.00 132,210.91 473,789.09 78.18 Animal Control 74,700.00 14,036.77 60,663.23 81.21 Law Enforcement $ 2,960,000.00 $ 270,077.85 $ 2,689,922.15 90.88% Engineering 563,200.00 116,134.94 447,065.06 79.38 Street Maintenance 818,500.00 188,399.55 630,100.45 76.98 Street Lighting & Signals 348,400.00 64,738.62 283,661.38 81.42 City Garage 527,200.00 103,746.60 423,453.40 80.32 Public Works $ 2,257,300.00 $ 473,019.71 $ 1 ,784,280.29 79.04% Planning Commission 4,200.00 516.40 3,683.60 87.70 Planning Administration 408,900.00 89,429.03 319,470.97 78.13 Senior Facility Commission 32,700.00 5,019.06 27,680.94 84.65 Community Development $ 445,800.00 $ 94,964.49 $ 350,835.51 78.70% Park Commission 2,200.00 276.80 1,923.20 87.42 Park Administration 150,400.00 28,779.54 121,620.46 80.86 Recreation Center 346,300.00 61,555.00 284,745.00 82.22 Lake Ann Park 68,300.00 1,391.27 66,908.73 97.96 Park Maintenance 884,600.00 163,652.90 720,947.10 81.50 Senior Citizens Center 69,100.00 14,850.40 54,249.60 78.51 Recreation Programs 283,500.00 53,812.23 229,687.77 81.02 Self-Supporting Programs 83,300.00 14,046.26 69,253.74 83.14 Recreation Sports 18,400.00 4,165.86 14,234.14 77.36 Park & Recreation $ 1,906,100.00 $ 342,530.26 $ 1,563,569.74 82.03% Transfer for Roads $ 50,000.00 $ $ 50,000.00 100.00% Grand Total $ 9,557,400.00 $ 1,840,641.75 $ 7,716,758.25 80.74% General Ledger Revenue - Budget vs Actual Period 01 - 03 Fiscal Year 2010 - 2010 2010 2010 2010 2010 Account Description Budget Actual $ Uncollected % Uncollected General Property Tax 3010 Current Property Tax 7,380,000.00 7,380,000.00 100.00 3002 Allowance for Delinquent Taxes (270,000.00) (270,000.00) 100.00 3011 Delinquent Property Tax 100,000.00 100,000.00 100.00 3041 Homestead & Ag Credit 3090 Other Property Taxes 3500 Local Government Aid Total General Property Tax $ 7,210,000.00 $ $ 7,210,000.00 100.00% Licenses 3203 Dog Kennel 800.00 400.00 400.00 50.00 3205 Dog or Cat 6,000.00 2,444.00 3,556.00 59.27 3213 Solicitor 500.00 100.00 400.00 80.00 3226 Liquor On/Off Sale 84,000.00 69,593.00 14,407.00 17.15 3230 Rental Housing Licenses 30,000.00 950.00 29,050.00 96.83 3284 Rubbish 5,000.00 1,500.00 3,500.00 70.00 Total Licenses $ 126,300.00 $ 74,987.00 $ 51,313.00 40.63% Permits 3301 Building 350,000.00 79,097.80 270,902.20 77 .40 3302 Plan Check 175,000.00 41,183.95 133,816.05 76.47 3305 Heating & AlC 60,000.00 11,587.29 48,412.71 80.69 3306 Plumbing 50,000.00 10,674.12 39,325.88 78.65 3307 Trenching 15,000.00 600.00 14,400.00 96.00 3308 Gun 1,000.00 80.00 920.00 92.00 3309 Sprinkler 14,000.00 1,661.77 12,338.23 88.13 3311 Sign 7,500.00 540.00 6,960.00 92.80 3320 Stable 300.00 300.00 100.00 3331 Firework's Application Fee 3390 Misc Permits 2,000.00 150.00 1,850.00 92.50 Total Permits $ 674,800.00 $ 145,574.93 $ 529,225.07 78.43% Fines & Penalties 3140 S/A Penalties & Interest 3401 Traffic & Ordinance Violation 125,000.00 7,388.48 117,611.52 94.09 3402 Vehicle Lockouts 2,500.00 400.00 2,100.00 84.00 3404 Dog/Cat Impound 6,000.00 595.00 5,405.00 90.08 3405 Other Fines & Penalties Total Fines & Penalties $ 133,500.00 $ 8,383.48 $ 125,116.52 93.72% Intergovernmental Revenue 3503 School District Reimbursement 45,000.00 45,000.00 100.00 3509 Other Shared Taxes 160,000.00 160,000.00 100.00 3510 Grants-State 80,000.00 80,000.00 100.00 Total Intergovernmental Revenue $ 285,000.00 $ $ 285,000.00 100.00% Page 1 of 2 General Ledger Revenue - Budget vs Actual Period 01 - 03 Fiscal Year 2010 - 2010 2010 2010 2010 2010 Account Descriotion Budget Actual $ Uncollected % Uncollected Charges for Current Services 3601 Sale of Documents 1,000.00 502.82 497.18 49.72 3602 Use & Variance Permits 22,000.00 3,790.00 18,210.00 82.77 3603 Rezoning Fees 2,000.00 2,000.00 100.00 3604 Assessment Searches 500.00 75.00 425.00 85.00 3605 Plat Recording Fees 7,000.00 550.00 6,450.00 92.14 3607 Election Filing Fees 3613 Misc-General Government 5,000.00 736.31 4,263.69 85.27 3614 Admin Charge-2%Const 25,000.00 25,000.00 100.00 3615 Admin Charge-5% Street Re-Const 108,000.00 108,000.00 100.00 3617 Engineering General 15.00 ( 15.00) 3619 Investment Management Fee 75,000.00 75,000.00 100.00 3629 Misc-Public Safety 6,000.00 1,496.78 4,503.22 75.05 3630 Recreation Program Fees 40,000.00 6,159.32 33,840.68 84.60 3631 Recreation Center 221,000.00 58,472.76 162,527.24 73.54 3633 Park Equipment Rental 300.00 300.00 100.00 3634 Park Facility Usage Fee 14,000.00 2,814.14 11,185.86 79.90 3635 Watercraft Rental 4,500.00 4,500.00 100.00 3636 Self-Supporting Programs 98,000.00 5,456.33 92,543.67 94.43 3637 Senior Programs 28,000.00 7,712.35 20,287.65 72.46 3638 Food Concessions 12,000.00 12,000.00 100.00 3639 Misc-Park & Rec 1,000.00 416.06 583.94 58.39 3641 Youth Sport Donation 3642 Recreation Sports 31,000.00 5,802.17 25,197.83 81.28 3649 Mise-Public Works 5,000.00 5,000.00 100.00 3651 Merchandise Sales 1,500.00 100.00 1,400.00 93.33 3670 Internment Fee 50.00 (50.00) Total Current Services $ 707,800.00 $ 94,149.04 $ 613,650.96 86.70% Other Revenue 3801 Interest Earnings 200,000.00 200,000.00 100.00 3802 Equipment Rental & Sale 140,000.00 41,766.74 98,233.26 70.17 3803 Building Rental 4,000.00 1,370.00 2,630.00 65.75 3804 Land Sale 3807 Donations 20,500.00 21,485.00 (985.00) (4.80) 3808 Ins Recoveries & Reimbursements 5,000.00 5,000.00 100.00 3816 SAC Retainer 5,000.00 358.00 4,642.00 92.84 3818 Sur-Tax Retainer 1,000.00 116.75 883.25 88.33 3820 Misc Other Revenue 1,000.00 105.00 895.00 89.50 3829 Interest/Penalties-Other 500.00 500.00 100.00 3901 Contributed Assets 3903 Refunds/Reimbursements 43,000.00 3,793.46 39,206.54 91.18 3910 Misc Revenue 3980 Cash Over/Short 0.49 (0.49) Total Other Revenue $ 420,000.00 $ 68,995.44 $ 351,004.56 83.57% Grand Total $ 9,557,400.00 $ 392,089.89 $ 9,165,310.11 95.90% Page 2 of 2 ~ ~ c: c: ~ c: <n<n ~.!:!! -E~ B~~ '51-'" ~-g~ (J~~ ~~:CG? u<(~-g 8~gS "'~ J5 _ _!,!O <<1<1>"0 oC: 1-<1>"0 (9c: o '" NCO(Ot"')LOOa>OOQJNNr---NNf"-. ~~~~~~CbZ;;~~~~relE~~ ~~ii~~~~~~~~~m~~ ~~~~<O<Ot"')~~vvvvvvv '5 ~~.~ :go~ '" CIOCOC":lC\?LOO CI;~R~~~ N(,.iN(\,iN~cri ~~~~~~ .0 :5 ~ 'e- ~ga. a:h:O('?('?(()O ;;U';~g~~ ~~~~~~ '5E ~l~ :soQ) ,,<1>-' "'bl" 000' 000 000 doo ~~~ ~ b. t.? 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OJ en + ~ Oe .... + <= .8 g <( + -g .8 e o z Date March 8, 2010 April 26, 2010 June 28, 2010 July 6,2010 July 12, 2010 July 13, 2010 July 20,2010 July 26,2010 August 2, 2010 August 9,2010 August 11, 2010 August 23,2010 September 13,2010 September 30,2010 October 25,2010 November 8, 2010 November 22,2010 December 6, 2010 December 13,2010 2011 Budeet Calendar Task Review 2009 shortfall and recommend final transfers needed for closing 2009. Review 151 quarter revenue activity Review building activity and long term development trends of the city and impact on long term infrastructure Distribute 2010 General Ledger Detail, 2011 Operating Budget Preparation Worksheets, 2011-2015 CIP worksheets Review long term financial planning documents with city Council 2011 Payroll and Revenue Projections Distributed Completed Operating Budget Forms Returned to Finance Review 2nd quarter revenue activity to date and initial 2011 assumptions used for 2011 budget preparation Powerpoint for detailed budget discussion distributed Preliminary Budget and Levy Discussion Department heads return their departments powerpoint information Forum Work Session Work Session Work Session Work Session Work Session Work Session Work Session dedicated to detailed department review of Work Session Budgets (powerpoint presentation, cancel regular session?) Approval/Certification of Maximum Proposed City Council Meeting Preliminary Levy to Carver County Auditor All 2011-2015 CIP Requests Returned to Finance Review 3rd quarter revenue activity Update City Council on any factors influencing 2011 Budget. Review rate study. Continue Rate Study discussion and CIP discussion Truth in Taxation Hearing Adopt Final Levy & 2011 Budget and 2011-2015 CIP Work Session Work Session Work Session City Council Meeting City Council Meeting