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6. Review Budget & Revenue Report Formats.CITY OF � CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 0 FAX (612) 937 -5739 TO: Don Ashworth, City Manager FROM: Pam Snell, Finance Director DATE: February 26, 1997 SUBJ: Monthly Budget Report Formats I have attached four formats of the Finance Department's 1997 budget as an example for reviewing departmental budgets. Attachment 1: 1997 Actual vs. Budget Detail Departmental Budget Attachment 2: 1997 Actual vs. Budget Summary Departmental Budget Attachment 3: 1997 Actual, Budget & 1996 Same Period Actual Detail Departmental Budget Attachment 4: 1997 Actual, Budget & 1996 Same Period Actual Summary Departmental Budget On Monday evening I will explain to Council how staff uses these reports to monitor their budgets throughout the year and will answer questions on the format of these reports. Page: 1 Date: 02/26/97 at 9:39 AM ATTACHMENT 1 City of Chanhassen Income Statement Period 01/1997 Actual vs. Budget, For All Accounts in DEP: 113, Level of Detail: Account Number, Sorted by Account Number Exclude Zero Balance Accounts Actual for MTD Actual for YTD EXPENDITURES ---------- - - - - -- Personnel Services --------------- -- 4010-101 -113 -000 S &W Reg- General - Finance -* 4030 - 101 - 113 -000 ContrRet- General- Finance -* 4040 - 101 - 113 -000 ContrIns- General - Finance -* 4050 - 101 - 113 -000 Wrk Comp- General-Finance -* Total Personnel Services -- ----- - - - - - -- Materials and Supplies --------------- 4110-101 -113 -000 Off Sup[- General - Finance -* 4120 - 101 -113 -000 Eqp Supt- General - Finance -* 4130 - 101 -113 -000 Prg Supl- General - Finance -* 4210 - 101 -113 -000 Bks &Peri- General - Finance -* Total Materials and Supplies 4300 - 101 -113 -000 4301 - 101 - 113 -000 4310- 101 - 113 -000 4340 - 101 - 113 -000 4360- 101 - 113 -000 4370 - 101 - 113 -000 4530 - 101 - 113 -000 ----- - - - - - -- Contractual Services Sery Fee - General - Finance -* Fin&Audi- General- Finance -* Telephon- General - Finance -* Printing- General - Finance-* Subscrip- General - Finance -* Trvl &Trn- General-Finance -* R &M Eqmt - General- Finance -* Total Contractual Services -- ---- ------ - - - - -- Capital Outlay --------------- -- -- 4703- 101 - 113 -000 Off Eqmt- General - Finance -* 9,877.78 1,198.16 0.00 0.00 --------------------- $ 11,075.94 27.55 0.00 0.00 0.00 --------------------- $ 27.55 6,700.00 0.00 3.06 217.35 170.00 0.00 0.00 $ 7,090.41 0.00 9,877.78 1,198.16 0.00 0.00 --------------------- $ 11,075.94 27.55 0.00 0.00 0.00 --------------------- $ 27.55 6,700.00 0.00 3.06 217.35 170.00 0.00 0.00 $ 7,090.41 0.00 Budget: GENERAL For 01/1997 Dollar Variance Percent of 100,000.00 ( 90,122.22) ( 90.12) 12,200.00 ( 11,001.84) ( 90.18) 6,500.00 ( 6,500.00) ( 100.00) 600.00 --------------- - - - - -- ( - 600.00) ( 100.00) $ 119,300.00 ---- ---------- ($ - - - - -- -- -- 108,224.06) ( ----- - - - - -- 90.72) 1,700.00 ( 1,672.45) ( 98.38) 800.00 ( 800.00) ( 100.00) 2,500.00 ( 2,500.00) ( 100.00) 330.00 -- ---- ---- ----- - - - --- ( --- ------------ 330.00) ( - - - - -- ---- 100.00) ----- - $ 5,330.00 ($ 5,302.45) ( - - - -- 99.48) 16,100.00 ( 9,400.00) ( 58.39) 25,000.00 ( 25,000.00) ( 100.00) 100.00 ( 96.94) ( 96.94) 4,000.00 ( 3,782.65) ( 94.57) 700.00 ( 530.00) ( 75.71) 5,200.00 ( 5,200.00) ( 100.00) 500.00 - ---- --------- - - - - - -- ( -- -- --------- 500.00) ( 100.00) $ 51,600.00 ($ -- - - - - -- --------- 44,509.59) ( - - - - -- 86.26) 6,800.00 ( 6,800.00) ( 100.00) Page: 2 Date: 02/26/97 at 9:39 AM City of Chanhassen Income Statement Period 01/1997 Actual vs. Budget, For All Accounts in DEP: 113, Level of Detail: Account Number, Sorted by Account Number Exclude Zero Balance Accounts Budget: GENERAL Actual for MTD Actual for YTD For 01/1997 Dollar Variance Percent of Total Capital Outlay ---- $ ---------- --- - - -- 0.00 -- ------- $ ------ - ----- 0.00 ----- $ ------- --- - - - - -- 6,800.00 ---- -------- ($ --- - - - - -- 6,800.00) --- ------ -- - - -- ( 100.00) --- ------ -- -- - - -- -- Miscellaneous --------------- - - -- 4984 -101- 113 -000 Cons /Dev General - Finance -* -------- 0.00 ------ - - - - - -- -- ---------- 0.00 -- - - - - - -- ( --------- 40,226.00) 40,226.00 ( 100.00) Total Miscellaneous $ 0.00 $ 0.00 ($ -- ---- - - -- -- 40,226.00) ---- --- ------ $ -- - - - - -- 40,226.00 --------------- ( 100.00) Total EXPENDITURES $ 18,193.90 $ 18,193.90 $ 142,804.00 ($ 124,610.10) ( 87.26) Revenue Over /Under Expenditures ----- ($ ---- ---- -- - - - - -- 18,193.90) ---- ($ ----------- -- -- -- 18,193.90) -------- ($ ------ - --- - -- 142,804.00) - ------------- $ - - - - - -- 124,610.10 --------------- ( 87.26) Page: 1 ATTACHMENT 2 Date: 02/26/97 at 9:40 AM City of Chanhassen Income Statement Period 01/1997 Actual vs. Budget, For ALL Accounts in DEP: 113, Level of Detail: Account Type, Sorted by Account Number Exclude Zero Balance Accounts Budget: GENERAL Actual for MTD Actual for YTD For 01/1997 Dollar Variance Percent Var. EXPENDITURES Personnel Services 11,075.94 11,075.94 119,300.00 ( 108,224.06) ( 90.72) Materials and Supplies 27.55 27.55 5,330.00 ( 5,302.45) ( 99.48) Contractual Services 7,090.41 7,090.41 51,600.00 ( 44,509.59) ( 86.26) Capital Outlay 0.00 0.00 6,800.00 ( 6,800.00) ( 100.00) Miscellaneous 0.00 0.00 ( ------- 40,226.00) ---- --- - - - - - -- --------------- 40,226.00 -- - - -- ( 100.00) --------------- - --------------- Total EXPENDITURES $ - - - - -- -------- 18,193.90 $ ---- --- - - - - -- 18,193.90 $ 142,804.00 ($ 124,610.10) ( 87.26) -------- Revenue Over /Under Expenditures ($ ------ - - -- - -- --------------- 18,193.90) ($ - - - - -- -------- 18,193.90) ($ -- ----- - - - - -- -- ---------- 142,804.00) $ --- -- - - -- 124,610.10 --------------- - ( 87.26) Page: 1 ATTACHMENT 3 2 6 Date. 0 /2 /97 at 11.20 AM City of Chanhassen Income Statement Period 01/1997 Actual and Budget vs. Period 01/1996 Actuals, For All Accounts in DEP: 113 Level of Detail: Account Number, Sorted by Account Number, Exclude Zero Balance Accounts Budget: GENERAL Actual for 01/1997 For 01/1997 Actual for 01/1996 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Gross Margin 0.00 0.00 0.00 --- ----- --- ---- - - -- -- ------- -------- -- - --- --- -------- -- -- -- - - -- EXPENDITURES - --------- - - - - -- Personnel Services ----------------- S&W Reg-General-Finance -* ContrRet- General-Finance -* ContrIns- General - Finance-* ContrFlx- General-Finance-* Wrk Comp- General-Finance-* Total Personnel Services 9,877.78 100,000.00 4,863.85 1,198.16 12,200.00 836.17 0.00 6,500.00 789.68 0.00 0.00 512.50 0.00 ----- -- ------ 600.00 372.21 -- --- - -- -------- $ 11,075.94 $ ----- -- - --- -- --------------------- 119,300.00 $ 7,374.41 --- ----- - - - - -- Materials and Supplies --------------- Off Supl- General - Finance -* Eqp Supl-General- Finance-* Prg Supl-General- Finance -* Bks &Peri- General- Finance-* Total Materials and Supplies ------- -- - - - - -- Contractual Services ---------------- Sery Fee-General- Finance-* Fin&Audi- General - Finance -* Telephon- General - Finance -* Printing- General - Finance -* Subscrip- General - Finance -* Trvl &Trn- General - Finance -* R &M Eqmt- General - Finance -* Total Contractual Services 27.55 1,700.00 0.00 0.00 800.00 0.00 0.00 2,500.00 0.00 0.00 330.00 0.00 - --- ----------- - - - - -- --------------- $ 27.55 $ - - - --- --------------------- 5,330.00 $ 0.00 6,700.00 16,100.00 12,387.19 0.00 25,000.00 5,000.00 3.06 100.00 8.24 217.35 4,000.00 210.00 170.00 700.00 210.00 0.00 5,200.00 25.00 0.00 -- ------------- - - 500.00 0.00 - --- -- ----- $ 7,090.41 $ ------ -- -- - --- --------------------- 51,600.00 $ 17,840.43 ---- -------- - -- - -- Capital Outlay --------------- -- -- Off Eqmt - General- Finance -* 0.00 6,800.00 3,195.00 --------------- - - - - -- --------------- - - - - -- --------------- - - - - -- Total Capital Outlay $ 0.00 $ 6,800.00 $ 3,195.00 - ------- ----- -- - --- Miscellaneous ------------------- Cons/Dev- General - Finance -* 0.00 ( 40,226.00) 0.00 Page: 2 Date: 02/26/97 at 11:20 AM City of Chanhassen Income Statement Period 01/1997 Actual and Budget vs. Period 01/1996 Actuals, For All Accounts in DEP: 113 Level of Detail: Account Number, Sorted by Account Number, Exclude Zero Balance Accounts Budget: GENERAL Actual for 01/1997 For 01/1997 Actual for 01/1996 --------------- Total Miscellaneous $ - - - - -- ----- ------ 0.00 ($ ---- - - - - -- --------------- 40,226.00) $ - - - - -- 0.00 Total EXPENDITURES $ 18,193.90 $ 142,804.00 $ 28,409.84 ----- ----- Net Income from Operations ( --------------- -- -- ------- -------------- 18,193.90) ( - - - - -- -------- -- - - - -- --------------- 142,804.00) ( --- -- -- - - - - -- --------------------- - - - - -- 28,409.84) --------------------- Revenue Over /Under Expenditures ($ ------- 18,193.90) ($ ------- - - - - --- --------------- 142,804.00) ($ - - - - -- 28,409.84) ATTACHMENT 4 Page: 1 Date: 02/26/97 at 11:23 AM City of Chanhassen Income Statement Period 01/1997 Actual and Budget vs. Period 01/1996 Actuals, For All Accounts in DEP: 113 Level of Detail: Account Type, Sorted by Account Number, Exclude Zero Balance Accounts Budget: GENERAL Actual for 01/1997 For 01/1997 Actual for 01/1996 -- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Gross Margin 0.00 0.00 0.00 ---------- ----- - - - - -- - ------- ---- --- -- - - -- --- ----- ------- -- ---- EXPENDITURES Personnel Services 11,075.94 119,300.00 7,374.41 Materials and Supplies 27.55 5,330.00 0.00 Contractual Services 7,090.41 51,600.00 17,840.43 Capital Outlay 0.00 6,800.00 3,195.00 Miscellaneous -- -- ------ 0.00 ( ----- 40,226.00) 0.00 Total EXPENDITURES $ - - - - -- -- ---- 18,193.90 $ --------- -- - --- --------------- 142,804.00 $ - - - - -- 28,409.84 ---- --- Net Income from Operations ( -- -------- ---- ---- - --- -- ------ 18,193.90) ( --- -- - - - --- -------- -- -- ----- ------ --------------- 142,804.00) ( ----- -- - - - - -- --------------------- -- - - -- 28,409.84) --------------------- Revenue Over /Under Expenditures ($ ---- -------- 18,193.90) ($ --- - - -- -- --------------- 142,804.00) ($ -- - - -- 28,409.84)