Quarterly Financial Report First Quarter of FY 2013

Transcription

1 Quarterly Financial Report First Quarter of FY 2013 March 5, 2013 QR1 Process Items Format DFA requests Mayor & Council to accept a minimalist Fiscal Year 2013 Quarter 1 Report in a slightly different format because of the following circumstances: With the implementation of the new financial system, Finance and IT are still working towards implementing a reporting tool with the flexibility to roll up data at the same level as traditional Quarterly Reports. We are able to produce a similar report; however the process to do so is currently very labor intensive. We are asking for the Council s patience as we work through our reporting tool implementation process. We hope to resume the traditional report design by QR2. Report Headers The last right hand column displays the percent difference between FY13 QTR1 Rev/Exp. and FY12 QTR1 Rev/Exp. Also, we only displayed percent differences in this column equal to and greater than 3% year over year. Any percent change less than 3% year over year is insignificant. Report Parameters For this minimalist report, we focused on the General Fund only. Below is a General Fund summary and a summary for each department within the General Fund. We hope to be able to view all funds in future quarterly reports. In some case contract agencies were included in the department sections, we will be make a change in QR2. Report Data Due to the transition from PeopleSoft (PS) to Lawson (LS), many historical General Ledger accounts are now combined into new LS General Ledger accounts. The difference of how these accounts are summarized into major and minor categories (i.e. Travel, Training, Supplies, etc.) between PS and LS is a contributing factor to the difficulty of analyzing quarterly data between FY12 and FY13. As we practice more financial analysis, we hope to achieve a better understanding of this dynamic.

2 Financial Summary General Fund revenues and expenditures are within historically acceptable levels and expected thresholds for the first quarter across all departments. Any significant variances are noted within the department sections below. You will find the timing of revenues received and expenses can affect the percent difference from one year to the next; however the amount typically is not material. General Fund Property Tax 108,328,705 3,265,014 3% 113,873,179 6,081,110 5% Program Revenue 60,791,056 9,822,213 16% 60,729,929 11,903,304 20% 3% Total 169,119,761 13,087,227 8% 174,603,108 17,984,414 10% Salaries 77,351,618 20,287,453 26% 77,150,731 19,782,052 26% Overtime 2,768, ,042 26% 2,669, ,570 28% Benefits 38,118,829 9,124,703 24% 38,644,929 8,619,925 22% Subtotal Personnel 118,238,488 30,132,198 25% 118,464,676 29,141,547 25% Supplies 2,257, ,641 20% 2,187, ,068 15% Travel, Traing, Dues 1,669, ,585 21% 1,634, ,656 25% 4% Professional Services 3,739, ,010 13% 2,181, ,310 26% 14% Other M&O 43,732,548 9,012,237 21% 46,554,361 10,932,347 23% Subtotal M&O 51,399,556 10,286,472 20% 52,557,849 12,238,380 23% 3% Equipment 2,997,795 85,966 3% 3,580, ,230 6% Total Expense 172,635,839 40,504,636 23% 174,603,062 41,585,157 24% Net: (27,417,409) (23,600,742) Arts and History General Fund Contribution 820, ,066 25% 767, ,934 25% Program Revenue 17,340 7,602 44% 15, % Total 837, ,668 25% 783, ,722 25% Salaries 319,883 76,205 24% 264,050 86,379 33% 9% Overtime 0 0 0% 0 0 0% Benefits 156,736 30,199 19% 114,025 32,673 29% 9% Subtotal Personnel 476, ,404 22% 378, ,052 31% 9% Supplies 2,000 1,032 52% 2,000 2, % 79% Travel, Traing, Dues 2, % 2,800 2,598 93% 74% Professional Services 240,437 39,422 16% 269,100 98,170 36% 20% Other M&O 105,204 14,362 14% 131,260 41,369 32% 18% Subtotal M&O 350,441 55,338 16% 405, ,750 36% 20% Equipment 10,545 3,021 29% 0 0 0% Total Expense 837, ,763 20% 783, ,802 34% 14% Net: 47,905 (71,080) Arts and History expenses are all trending above last year as a percentage of budget due to the timing of expenses associated with the Boise 150 project.

3 City Council General Fund Contribution 0% 0% Program Revenue 145,289 36,322 25% 124,664 31,166 25% Total 145,289 36,322 25% 124,664 31,166 25% Salaries 342,087 87,221 25% 317,055 85,172 27% Overtime 0 0 0% 0 0 0% Benefits 194,853 43,584 22% 193,969 43,298 22% Subtotal Personnel 536, ,805 24% 511, ,470 25% Supplies 2, % 1, % Travel, Traing, Dues 17,896 2,496 14% 18,838 6,137 33% 19% Professional Services 0 0 0% 0 0 0% Other M&O 28,529 5,777 20% 18,028 1,331 7% Subtotal M&O 49,348 8,708 18% 38,289 7,785 20% Equipment 0 0 0% 0 0 0% Total Expense 586, ,513 24% 549, ,255 25% Net: (103,191) (105,090) FY13 is the first year that City Council has been separated out as its own department. Historically, City Council has been a part of the Mayor s Office. The General Fund Contribution was not transferred into City Council until QR2 (January). Previous years will not have a General Fund Contribution because City Council is a new organization and the practice of tracking the General Fund contribution did not begin until FY12. The travel difference from FY12 to FY13 is due to travel expenses related to the National League of Cities conference in Boston. Finance and Administration General Fund Contribution 534, ,611 25% (61,767) (15,442) 25% Program Revenue 5,221,489 1,415,428 27% 5,419,057 1,447,777 27% Total 5,755,931 1,549,039 27% 5,357,290 1,432,336 27% Salaries 2,777, ,120 26% 2,550, ,070 26% Overtime 4,100 4, % 4,100 5, % 27% Benefits 1,260, ,172 23% 1,163, ,611 24% Subtotal Personnel 4,042,182 1,018,135 25% 3,717, ,631 25% Supplies 43,209 7,777 18% 41,223 2,820 7% Travel, Traing, Dues 57,142 4,150 7% 57,611 5,194 9% Professional Services 365,155 87,162 24% 284, ,421 47% 23% Other M&O 2,016, ,520 28% 2,052, ,667 15% Subtotal M&O 2,482, ,609 26% 2,435, ,102 19% Equipment 12, % 65, % Total Expense 6,536,890 1,675,777 26% 6,218,360 1,403,733 23% Net: (126,739) 28,602 FY13 is the first year the Idaho Humane Society contract has been included in Finance and Administration. Historically, the IHS contract has been a part of Intergovernmental. The percentage difference in overtime and professional services noted above are due to expenses associated with the ERP project.

4 Fire General Fund Contribution 35,008,478 8,752,120 25% 33,363,922 8,340,980 25% Program Revenue 7,382,151 1,751,729 24% 7,588,657 2,360,255 31% 7% Total 42,390,629 10,503,849 25% 40,952,579 10,701,236 26% Salaries 22,611,461 6,059,824 27% 21,465,469 6,363,949 30% Overtime 903, ,780 24% 1,054, ,113 24% Constant Staffing 941, ,625 39% 965, ,007 65% 26% Benefits 12,274,033 3,172,180 26% 12,831,249 2,951,812 23% Subtotal Personnel 36,731,348 9,807,409 27% 36,316,485 10,198,881 28% Supplies 274,258 48,468 18% 288,179 33,229 12% Travel, Traing, Dues 159,837 15,973 10% 144,133 28,721 20% 10% Professional Services 703,666 11,588 2% 126,886 21,685 17% 15% Other M&O 4,064, ,772 20% 4,076,888 1,045,595 26% 5% Subtotal M&O 5,202, ,831 17% 4,636,086 1,129,231 24% 7% Equipment 553,282 (375) 0% 453,708 14,993 3% 3% Total Expense 42,487,352 10,709,865 25% 41,406,279 11,343,104 27% Net: (206,017) (641,868) Constant staffing costs have increased 72% in FY13 QTR1 when compared the FY12 QTR1. Fire administrative staff is currently working on a constant staffing plan and proposal which will be brought before council in the coming weeks for policy guidance. The increases in travel, training and dues are primarily the result of deferred training in FY12, as well as grant funded training that also has offsetting revenue. Fire is projected to remain within their travel, training and dues budget for the fiscal year. The change in professional services is due to the timing of expenses. Human General Fund Contribution 1,128, ,093 25% 936, ,156 25% Program Revenue 396,880 86,337 22% 430,364 97,527 23% Total 1,525, ,430 24% 1,366, ,683 24% Salaries 783, ,979 28% 702, ,225 27% Overtime 6,085 1,896 31% 6,085 1,047 17% Benefits 314,294 73,799 23% 283,044 71,571 25% Subtotal Personnel 1,103, ,674 27% 991, ,843 26% Supplies 4, % 5, % Travel, Traing, Dues 54,005 4,241 8% 65,100 4,088 6% Professional Services 125,500 6,515 5% 53,000 6,449 12% 7% Other M&O 237,355 75,039 32% 251,645 75,644 30% Subtotal M&O 421,734 86,603 21% 375,295 86,740 23% Equipment 0 0 0% 0 0 0% Total Expense 1,525, ,277 25% 1,366, ,584 25% Net: (13,847) (14,901)

5 The difference noted in professional services is because the FY13 budget does not include rebudgeted funds at the close of the first quarter. The funds have since been added and the percentage spent now aligns with FY12. Information Technology General Fund Contribution 1,459, ,839 25% 1,037, ,479 25% Program Revenue 4,975,216 1,275,194 26% 4,841,700 1,205,444 25% Total 6,434,572 1,640,033 25% 5,879,617 1,464,923 25% Salaries 3,278, ,872 28% 3,093, ,126 27% Overtime 9,920 2,392 24% 9,920 6,473 65% 41% Benefits 1,329, ,664 25% 1,171, ,435 27% Subtotal Personnel 4,617,691 1,268,928 27% 4,274,886 1,161,034 27% Supplies 45,060 5,869 13% 46,295 17,481 38% 25% Travel, Traing, Dues 160,173 7,024 4% 142,259 18,104 13% 8% Professional Services 192,943 63,827 33% 71, % Other M&O 1,312, ,030 29% 1,344, ,051 22% Subtotal M&O 1,704, ,754 27% 1,604, ,636 20% Equipment 112,822 22,076 20% 187,900 29,175 16% Total Expense 6,434,572 1,746,758 27% 6,067,514 1,517,844 25% Net: (106,725) (52,921) The percentage difference in overtime is due to the change in classification of positions from exempt to nonexempt resulting in an increase in overtime expenses. The increase in supplies and travel/training is primarily driven by the timing of purchases. Legal General Fund Contribution 3,744, ,040 25% 3,541, ,339 25% Program Revenue 1,121, ,905 20% 1,129, ,394 27% 7% Total 4,865,235 1,160,945 24% 4,670,686 1,188,733 25% Salaries 3,006, ,518 28% 2,844, ,834 27% Overtime % % 21% Benefits 1,226, ,585 23% 1,187, ,552 26% Subtotal Personnel 4,233,462 1,113,103 26% 4,032,632 1,070,493 27% Supplies 22,251 5,529 25% 22,147 5,662 26% Travel, Traing, Dues 67,883 5,600 8% 67,702 31,312 46% 38% Professional Services 70,117 11,821 17% 46,300 12,107 26% 9% Other M&O 1,162, ,143 29% 1,281, ,333 28% Subtotal M&O 1,322, ,093 27% 1,418, ,414 28% Equipment 59, % 0 0 0% Total Expense 5,615,235 1,473,196 26% 5,450,685 1,473,907 27% Net: (312,251) (285,173) The reason for the difference in expenditures over revenues for both FY12 and FY13 is because during the transition from PeopleSoft to Lawson, we transitioned the City s contract for Municipal Court expenses from intergovernmental to the Legal Department s budget. The reported change in overtime costs are due to an

6 incorrect entry that will be reversed. The increase associated with travel, training and dues is the result of an increase in Idaho Bar dues for Legal s attorneys and the timing of out of state training for attorneys in the first quarter. Library General Fund Contribution 9,078,951 2,269,738 25% 8,061,069 2,039,450 25% Program Revenue 701, ,212 32% 576, ,286 32% Total 9,779,951 2,490,950 25% 8,637,104 2,224,737 26% Salaries 3,744,815 1,010,325 27% 3,407, ,265 28% Overtime 11, % 12, % Benefits 1,415, ,998 25% 1,309, ,522 25% Subtotal Personnel 5,171,695 1,358,248 26% 4,729,186 1,277,707 27% Supplies 106,071 23,630 22% 98,471 14,801 15% Travel, Traing, Dues 53,483 7,406 14% 59,593 3,505 6% Professional Services 210,480 36,079 17% 194,395 26,871 14% Other M&O 4,021, ,121 20% 3,555, ,268 20% Subtotal M&O 4,391, ,251 20% 3,907, ,444 19% Equipment 216, % 121, % Total Expense 9,779,951 2,227,499 23% 8,759,031 2,032,152 23% Net: 263, ,585 Office of the Mayor General Fund Contribution 2,359, ,983 25% 2,095, ,775 25% Program Revenue 329,344 77,336 23% 358, , % 142% Total 2,689, ,258 25% 2,453,125 1,116,498 46% 21% Salaries 1,003, ,427 27% 957, ,048 27% Overtime 0 0 0% % Benefits 360,475 91,611 25% 351,835 87,938 25% Subtotal Personnel 1,364, ,038 27% 1,309, ,073 26% Supplies 21,681 2,318 11% 24,083 1,701 7% Travel, Traing, Dues 216,888 97,947 45% 238,164 94,967 40% Professional Services 353,273 50,941 14% 215,470 2,248 1% Other M&O 292,100 44,925 15% 241,410 42,099 17% Subtotal M&O 883, ,131 22% 719, ,014 20% Equipment 0 0 0% 0 0 0% Total Expense 2,248, ,169 25% 2,028, ,088 24% Net: 103, ,410 FY13 is the first year City Council and Internal Audit have been separate departments. Historically, these service groups have been a part of the Mayor s Office. The notable difference in program revenue is due to the sale of the Armory.

7 Parks and Recreation General Fund Contribution 13,844,942 3,461,236 25% 12,780,065 3,195,016 25% Program Revenue 6,386,558 1,434,393 22% 6,355,402 1,397,441 22% Total 20,231,500 4,895,629 24% 19,135,467 4,592,458 24% Salaries 8,769,852 2,069,620 24% 8,518,662 1,965,022 23% Overtime 99,000 11,175 11% 99,000 13,247 13% Benefits 3,165, ,253 24% 3,080, ,615 24% Subtotal Personnel 12,033,881 2,853,048 24% 11,697,751 2,714,885 23% Supplies 1,326, ,351 22% 1,221, ,181 16% Travel, Traing, Dues 143,519 58,425 41% 150,848 38,951 26% Professional Services 141,512 22,984 16% 136,112 29,697 22% 6% Other M&O 5,887,683 1,300,217 22% 6,040,624 1,340,511 22% Subtotal M&O 7,547,462 1,675,042 22% 7,549,495 1,603,341 21% Equipment 650,156 44,636 7% 933,902 39,004 4% Total Expense 20,231,499 4,572,726 23% 20,181,148 4,357,229 22% Net: 322, ,229 The percentage difference from FY12 to FY13 in professional services is due to the timing of a Zoo pricing study. Parks is projected to remain within their professional services budget for the fiscal year. Planning & Development General Fund Contribution 4,395,450 1,098,863 25% 3,523, ,832 25% Program Revenue 4,749,796 1,299,442 27% 4,885,768 1,541,436 32% 4% Total 9,145,246 2,398,305 26% 8,409,096 2,422,268 29% Salaries 4,464,668 1,245,372 28% 4,123,777 1,109,564 27% Overtime 32,000 6,127 19% 22,000 3,744 17% Benefits 1,930, ,179 25% 1,788, ,419 25% Subtotal Personnel 6,427,454 1,733,678 27% 5,933,924 1,562,727 26% Supplies 24,199 4,758 20% 29,840 4,328 15% Travel, Traing, Dues 260,961 67,523 26% 305,127 50,451 17% Professional Services 518,688 22,358 4% 143, , % 112% Other M&O 1,781, ,768 21% 1,996, ,679 22% Subtotal M&O 2,592, ,412 18% 2,475, ,212 27% 8% Equipment 125,576 1,138 1% 114, ,682 91% 90% Total Expense 9,145,244 2,209,228 24% 8,523,959 2,325,621 27% 3% Net: 189,077 96,647 The differences associated with professional services and equipment is due to the timing of purchases. These purchases were associated with day to day contracts that were carried forward from FY12 and had encumbered funds. Due to the contractual commitments, purchases were made shortly before the appropriation was added to the departmental budget. Had the appropriation been added prior to the close of the first quarter the percentages above would be within the normal range.

8 Police General Fund Contribution 41,197,279 10,299,320 25% 39,224,312 9,806,078 25% Program Revenue 6,741,060 1,049,203 16% 6,222,408 1,589,916 26% 10% Total 47,938,339 11,348,523 24% 45,446,720 11,395,994 25% Salaries 25,183,660 6,412,555 25% 24,913,616 6,220,948 25% Overtime 1,665, ,620 28% 1,425, ,247 31% Benefits 11,442,847 2,635,503 23% 10,166,953 2,349,714 23% Subtotal Personnel 38,292,452 9,521,678 25% 36,506,514 9,014,909 25% Supplies 315,189 53,364 17% 314,350 41,568 13% Travel, Traing, Dues 329,979 42,415 13% 228,979 90,224 39% 27% Professional Services 142,525 19,459 14% 142,688 14,595 10% Other M&O 7,723,481 1,412,783 18% 8,254,182 1,964,953 24% 6% Subtotal M&O 8,511,174 1,528,033 18% 8,940,199 2,111,340 24% 6% Equipment 1,134,713 7,493 1% 1,504, % Total Expense 47,938,339 11,057,204 23% 46,951,129 11,126,249 24% Net: 291, ,745 Regarding personnel costs, Police administrative staff is currently working on an analysis of overtime and identifying management controls. The increases in travel, training and dues is primarily the result of deferred training in FY12, as well as grant funded training that also has an offsetting revenue. Police is projected to remain within their travel, training and dues budget for the fiscal year. Public Works General Fund Contribution 4,029,300 1,007,325 25% 3,908, ,003 25% Program Revenue 1,031, ,604 18% 964, ,365 23% 6% Total 5,060,600 1,187,929 23% 4,872,338 1,201,367 25% Salaries 1,322, ,268 28% 1,254, ,451 23% Overtime 35,000 6,283 18% 35,000 5,633 16% Benefits 618, ,304 24% 601, ,358 21% Subtotal Personnel 1,975, ,854 26% 1,890, ,442 22% Supplies 18, % 18, % Travel, Traing, Dues 14,855 2,058 14% 23,855 3,777 16% Professional Services 94,200 13,503 14% 119,200 3,047 3% Other M&O 2,865, ,974 20% 2,820, ,617 17% Subtotal M&O 2,993, ,542 19% 2,982, ,248 17% Equipment 91, % 67,000 17,377 26% 26% Total Expense 5,060,600 1,096,486 22% 4,939, ,067 19% Net: 91, ,300 The year to year difference in equipment expenses is due to the timing of purchases.